Management Measures for Teaching and Research Materials, Consumables, and Low-Value Articles
Chapter I: General Provisions
Article 1 These Measures are formulated to strengthen the scientific management and proper use of teaching and research materials, consumables, and low-value articles (hereinafter referred to as articles), prevent backlog and waste, ensure the smooth progress of the university's teaching and research work, in accordance with the Management Measures for Materials, Consumables, and Low-Value Articles in Higher Education Institutions, and in combination with the actual situation of our university.
Article 2 Based on the principles of unified leadership, division of management, designated responsibility, rational allocation, and economical use, article management shall be strengthened. To achieve relative concentration and facilitate collection, article warehouses are established at the college (department, center) level.
Article 3 The supply management of articles should be differentiated based on work characteristics and the different nature of the articles. Precious and scarce articles should be strictly managed and used cautiously; for general articles, procedures should be simplified to achieve both strengthened management and convenient use.
Article 4 Article management must clarify responsibilities, strictly implement the management responsibility system. Responsibility should be assigned for the planning, procurement, storage, use, and recovery of articles. Ensure serious and careful acceptance checks, clear procedures for incoming and outgoing items, accurate and complete ledger records, regular checks and verification, guaranteeing that accounts match physical inventory and accounts match each other.
Article 5 Each college (department, center) should appoint personnel with good political ideology and considerable professional ability to undertake article supply management work. Strengthen their political ideology education and professional training, enabling them to be familiar with the business, enhance service awareness, and improve service quality.
Article 6 Article management personnel should strive for relative stability and not be easily transferred. If transfer is necessary due to work, handover procedures must be carefully completed.
Article 7 Leaders at all levels should frequently educate faculty, staff, and students on diligence, thrift, andcherishing public property, encouraging conscious management and proper use of various articles, strictly prohibiting extravagance and waste. They should conduct inspections and evaluations on article usage and management, commending and rewarding personnel with outstanding achievements; criticizing and educating or imposing necessary penalties on negligent personnel or those who violate regulations based on the severity of the circumstance and their attitude towards the mistake.
Chapter II: Scope and Classification of Articles
Article 8 The articles managed under these Measures refer to materials used for teaching and research that do not belong to fixed assets. Materials used for general affairs, infrastructure, and administration are not within this management scope. They can be categorized by nature as:
Materials: Refers to items that are consumed upon use and cannot be restored, such as various raw materials (metal, non-metal), fuel, reagents, etc.
Consumables: Refers to glassware, components, parts, experimental small animals, etc.
Low-Value Articles: Refers to items with a unit price below RMB 200 that do not meet the fixed asset standard but have a service life of over one year, neither falling into the material nor consumable category, such as low-value instruments and meters, tools and measuring tools, educational and scientific utensils, etc.
Article 9 The first-level classification of materials and consumables (see attached catalog) is uniformly stipulated by the National Ministry of Education and cannot be changed by the university. Second-level and lower classifications can be stipulated independently based on the university's specific situation. Low-value articles are managed at the college (department, center) and laboratory level. Low-value articles with a unit price above RMB 20 implement an independent classification and coding system. Coding is implemented by each college (department, center). First and second-level directory numbers are formulated by the Academic Affairs Office's Textbook and Equipment Section based on the university's reality. Third-level directory numbers are determined by the colleges themselves.
Chapter III: Article Planning and Procurement
Article 10 Article plans are compiled by each college (department, center). Based on work needs, combined with inventory levels and statistical analysis of actual consumption, and within the annual allocated budget indicators/limits, colleges should realistically compile annual article procurement plans, which are executed after approval by the college (department, center) leadership.
Article 11 Various types of articles are purchased independently by each college (department, center) according to the plan. Procurement personnel should actively strive to complete procurement tasks based on the approved plan, ensuring careful research, timely procurement, and guaranteed supply. They must abide by financial discipline, strictly follow systems and plans, and not act arbitrarily.
Article 12 Purchased articles must be promptly organized for acceptance checks and warehouse entry procedures. For precious, scarce, and imported articles, experienced personnel should be assigned to assist managers with acceptance. Quality inspection must be emphasized during acceptance. Problems discovered should be immediately raised with the supplier or transporter according to relevant regulations, and procedures for return, exchange, or compensation should be promptly handled.
Chapter IV: Management of Warehouse Articles
Article 13 Colleges (departments, centers) should pay attention to improving warehouse storage conditions and management conditions, strive to guarantee the storage requirements for various types of articles, strengthen quality management of articles to prevent deterioration, damage, and loss, ensuring article safety.
Article 14 Warehouse article management should be scientific, achieving fixed location storage, separate bulk and small quantities, orderly storage, matching goods and financial records, facilitating issuance, receipt, and inspection. Precious and scarce articles should be strengthened centralized management, with precise measurement and recording, and regular verification.
Article 15 The article withdrawal system should differentiate based on circumstances, be strict in management, yet convenient for withdrawal. Withdrawal procedures for general articles should be simplified as much as possible; withdrawal of precious and scarce articles should be strictly controlled; withdrawal of low-value articles should, where possible, follow a replace with broken principle. Various documents and vouchers should be bound into volumes and properly stored.
Article 16 Withdrawing units or individuals should return unused excess articles to the warehouse, completing return procedures. Colleges (departments, centers) should promptly recover defective products, backlog items, waste items, and packaging materials, striving to repair them for use, adapt them for use, sell them at reduced prices, or arrange transfers. Articles must be fully utilized, and waste is strictly prohibited.
Article 17 The scrapping of articles is approved by the college (department, center) leadership. For the scrapping of low-value articles, prior review by the Academic Affairs Office's Textbook and Equipment Section is required.
Article 18 Articles managed and used by each laboratory must have detailed accounts and establish registration books, achieving accounts matching physical inventory. Especially for precious, scarce articles, or articles with strong civilian/household use characteristics, management must be strengthened. College (department, center) leadership should spot-check laboratory accounts and physical inventory at least twice a year. At year-end, the Academic Affairs Office's Textbook and Equipment Section checks and verifies the accounts, physical inventory, and cards of articles in each laboratory once.
Chapter V: Account and Inventory Management of Articles
Article 19 Article accounts are set up at different levels:
The Academic Affairs Office Equipment Section sets up first-level classified accounts by entity, recording various types of articles with monetary value.
College (department, center) article warehouses set up first-level classified accounts corresponding to the Academic Affairs Office Equipment Section, recording increases and decreases of various types of articles with quantity and monetary value, reported to the Academic Affairs Office Equipment Section at year-end.
Article warehouses at all levels set up detailed article accounts with product name, quantity, and unit price. Timely increases and decreases are recorded for various stored articles based on relevant vouchers according to category,品种 (variety), specification model, and quality grade.
Article 20 Account handling procedures are handled according to the following regulations:
When receiving and starting to use account books, storekeeping and accounting personnel must sign the enablement page and note the start date. Account book handover must be strict, requiring signatures from the handling person and supervisor, noting the handover date.
For purchased and transferred-in articles, the handling person fills out an acceptance form to complete warehouse entry procedures. After review, acceptance, and signing by the Academic Affairs Office Equipment Section, reimbursement procedures are handled with the Finance Office.
Experimental personnel withdrawing or returning articles must fill out a material withdrawal form or material return form.
The sale at reduced prices and transfer/adjustment of backlog and waste articles to external units is organized by the Academic Affairs Office Equipment Section, completing account and inventory procedures. Received payments are handled according to relevant university regulations.
Chapter VI: Supplementary Provisions
Article 21 For flammables, explosives, highly toxic substances, radioactive materials, and other hazardous items, besides management according to these Measures, the relevant clauses concerning hazardous material management in the Huangshan University Laboratory Safety Management Measures must be strictly followed for strengthened management.
Article 22 Loss and damage of articles are handled according to the university's relevant rules and regulations.
Article 23 These Measures shall take effect from the date of promulgation. Each college (department, center) shall formulate specific implementation rules based on these Measures and their actual conditions, especially regarding specific detailed rules, and conscientiously execute them.