Supply

Introduction

All supplies are requested on a “Supply Requisition” (SCS 154). All forms are requested on the “Forms Requisition” (SCS 154A). 

It is the designated clerk's responsibility to ensure the supplies needed are available and that all supplies are ordered for the office.

Items of frequent or regular use by personnel are in continuous supply in the Agency’s Supply Operations. Other items may require special ordering. 

Issuance of Supplies

Ordering Days

Stockroom supplies may be obtained by ordering in accordance with the established weekly schedule. 

Procedures

There are basically three types of supply requests: forms, common office supplies and special orders.

Special Orders

  • Each special order MUST be typed on a separate “Supply Requisition” (SCS 154) and SIGNED by a designated supervisor. 
  • Special orders include more expensive items such as heavy-duty electric staplers, electric three-hole punches, etc. 
  • If the request is for a rubber stamp, three examples should be attached or an exact description should be given.
  • A JUSTIFICATION IS NEEDED FOR EACH SPECIAL ORDER.

Furniture Orders

Items that are furniture-related such as white boards and bulletin boards are ordered by the designated person on the “Request for Furniture or Service”(SCS 1408). The SCS 1408 must be filled out completely with a “justification” included and the SCS 1408 must be signed by a manager. All SCS 1408s are sent to Central Services for Agency approval and processing.

The following table outlines the steps for ordering supplies.

  1. Stage 1: Supply Clerk
    1. Completes weekly inventory to determine what supplies are needed, as per district office procedure.
    2. Completes each request for special orders on a separate requisition form. (Special orders may be submitted at any time.)
    3. Ensures requisitions are approved and signed as per office policy.
  2. Stage 2: Supply Operations
    1. Receives requisitions and fills orders. Indicates items that are received on the requisitions. If the amount requested is less than what was requested, notes on the requisition. If not available, marks “Back Ordered.”
    2. Delivers supplies and copies of the requisitions to the office.
  3. Stage 3: Supply Clerk
    1. Receives supplies and verifies which supplies were received with the returned copies of the requisitions.
    2. Notifies the lead/OMC of any problems.
    3. Follows office procedure for distributing supplies to staff.

    4. Note: If an item is marked “Back Order,” the request must be resubmitted until it is received.

Ordering Forms

Most DEBS forms are posted and available online in the DEBS Forms Library. Only those forms included in Intake application packets and state forms of high usage are available to order. Under no circumstances are staff allowed to print large volumes of forms designated 'Online Linked Form' and house them in district offices to ensure only the current version is provided to clients. Allowable forms that may be ordered are available via the following processes for Intake and Continuing purposes. The Social Services Program Manager (SSPM) and Program must approve all packet orders.

DEBS Intake Offices

The following is the ordering process for the Intake offices.  

  1. Complete the DEBS Intake Packet Order Form (SCD 2616) available on the DEBS Forms Library. Send the completed form to the SSPM. 
  2. After the SSPM has reviewed and approved the request, EMAIL THE ORDER FORM TO PROGRAM_INFO@SSA.SCCGOV.ORG
    • Minimum order is 500 pieces, 
    • Allow 2-4 weeks to receive the order (sometimes longer).  
    • Note: Plan accordingly so orders are submitted timely.
  3. Once delivery is received, send a picture/scan of the delivery receipt to PROGRAM_INFO@SSA.SCCGOV.ORG

DEBS Continuing Offices

The CalSAWS print vendor handles form printing.

General Information

  1. A Program Directive listing revised and obsolete County and State forms is published quarterly. This includes the disposition of revised forms. Obsolete County and State forms are deleted from the online DEBS Forms Library.

    1. Important: District Office staff may not photocopy forms. 

  2. Obsolete forms must be removed from the offices and recycled, if possible.
  3. Only forms that indicate "warehouse" can be copied and kept in district offices.
  4. The SSA Central Services Supply Warehouse (CSSW) forms must be ordred by submitting a 'Forms Requesition' (SCS 154A) to the CSSW through Archibus. The warehouse must be notified when a new form must be stocked in hard copy.