Operating instructions

I. Introduction

The Beltsville Service Center is operated by the Departmental Administration, Office of Operations, U. S. Department of Agriculture.

The following are key areas of responsibility to assist you with any service concerns that you may have with the Beltsville Service Center (BSC):

• Operation Area (Manager) FTS or Area Code 301
• Inventory Control/ Electronic Access - 394-0400
• Customer Order Processing - 394-0400
• Shipping/Receiving - 394-0400
• Quality Control/Agency Liaison - 394-0400
• General Manager - 394-0400

The warehouse operating facilities are located at the Beltsville Service Center, 6351 Ammendale Road, Beltsville, Maryland 20705. Operating hours are 8:00 a.m. to 4:30 p.m., Monday through Friday, except for legal government holidays.

Hereafter, the Beltsville Service Center will be
referred to as BSC.

II. Purpose

The BSC provides inventory control, warehousing and distribution of forms and publications for participating federal agencies and activities by mutual agreement. These summary operating instructions establish functional responsibility for control of forms and publications inventories located in the BSC warehouse and customer use of the BSC services.

Hereafter, participating federal agencies and activities will be referred to as user agencies.

III. Billing

Each user is billed monthly for their cost share of the warehouse and distribution services. This cost share is determined by the percentage of square feet a user's inventory occupies in the warehouse for agency stored forms and for their usage of AD and SF forms. In addition to the standard user's cost share, an agency's request for special handling or services will be recovered on an actual cost basis from the requesting agency. USDA's office of Finance and Management forwards the billing data to the National Finance Center in New Orleans which in turn does the actual billing. For non- USDA agencies, billings are done via the SF 1081, Transfer of Funds. Billing inquiries should be directed to the Working Capital Fund Staff on FTS or (202) 720-1885.

IV. BSC Responsibility

1. Operate the forms and publications warehousing facility.
2. Develop and maintain an operating budget.
3. Establish and maintain a perpetual inventory of all forms and publications by stock number and title.
4. Determine appropriate warehouse stock locations and required warehouse space for each inventory.
5. Determine the percentage of warehouse space used for billing purposes.
6. Provide user agency Inventory Managers daily, monthly, quarterly, and year-end inventory statistical data provided in item VI and VII below.
7. Provide technical assistance to user agency program personnel.

V. User Agency Responsibility

1. Designate an Inventory Manager for control and coordination of each form and/or publication inventory stored at the BSC.
2. Establish initial inventories by providing the BSC with inventory data to include: stock item number, title, edition date, construction, unit- of-issue, annual stock quantity, and reorder level for each stock item. Other statistical and historical data may be provided if compatible with BSC automated inventory system.
3. Establish customer ID codes by submitting CFPDC Form 4 for each new customer address.
4. In concert with BSC, maintain inventory stock control in accordance with items VI, VII, VIII, and IX below.

VI. Inventory and Reorder Levels

The BSC encourages Inventory Managers to order a one year supply for revisions and reprints of forms and publications based on the rate of issue, the length of time needed to replenish stock, and conditions peculiar to the item itself, such as seasonal usage or pending discontinuance. An estimated one-year supply should be initially ordered for new forms and publications, after which, all subsequent order quantities should be determined by the automated inventory system's economical ordering quantity (EOQ). The reorder quantity of a form or publication may also depend on such factors as availability, program usage increases/decreases, outstanding backorders, etc.

VII. Reports

The automated inventory system provides ongoing daily, monthly, and quarterly reports to Inventory Managers. The system enables Inventory Managers to query the system via READ ACCESS ONLY capability. This should assist staff with day-to-day stock status inquiries.

1. Reorder Level Notices are provided when a stock item reaches its minimum stock quantity level. Inventory Managers should review the stock item with program personnel to determine if changes should be made to the item itself or to inventory levels. If no changes are necessary, a copy of the notice should be immediately returned to BSC with replenishment order data included. If changes are necessary, CFPDC Form 2 should accompany the return of the notice to BSC with required changes indicated.
2. Depletion of Stock Notices are provided when stock quantities are completely exhausted. If the action required in item A above has not already been taken, it should be expedited. Stock outages create backorders which can severely effect order processing efficiency when allowed to accumulate.
3. Receipt of Stock Notices are provided when replenishment stock is received from printers. Two copies of the stock item received will be attached to the Notice for the Inventory Managers inspection. The BSC should be immediately notified if there are any discrepancies in the printing.
4. Monthly Stock Status Reports are provided to Inventory Managers. These reports include a shipment summary, a stock receipt summary, a backorder summary, and a stock dispensed summary.
5. Quarterly Inventory Reports are provided to Inventory Managers. An analysis of these reports will provide information on fast and slow moving stock items. Non-moving stock items will be highlighted for user agency disposition action determination. This report also provides year-to- date and year-end historical information.

VIII. Stock Control

After establishment of the initial inventory at the BSC, the CFPDC Form 2 must be submitted to the BSC prior to shipping any new inventory. New stock items will be added to the appropriate inventory and a confirmation copy of CFPDC Form 2 will be returned to the user agency's Inventory Manager.  

IX. Ordering

1. Website Ordering. User agencies are strongly urged to use the website at WWW.BSC.USDA.GOV when ordering forms and publications from the BSC. This method may be used if the ordering office has an appropriate computer terminal and telephone modem. The BSC strongly encourages the use of this method because it reduces required order turn-around time and minimizes data entry time and errors.
2. Mail Orders. Ordering offices must submit CFPDC Form 1 when ordering 15 line items or less. When ordering more than 15 line items, use CFPDC Form 1A (Continuation Sheet). Transfer the order number from CFPDC Form 1 to the order number space provided on CFPDC Form 1A. This method will be honored, however, the website method is preferred.
3. Seasonal or Periodic Distribution. Required distributions are negotiated and processed on an "as needed" basis. Bulk distributions should be held to a minimum. This distribution method should only be used when absolutely necessary to meet user needs. The BSC operation is based on an on-demand response and bulk distribution interferes with the orderly flow of normal user orders.

X. Accountable Stock Items

1. Use. Accountable stock are those forms and other items which can be used to gain financial profit or advantage. For example, SF-1169, U.S. Government Transportation Request, is an accountable form because it can be used by the bearer to obtain transportation at Government expense. An agency photo ID card is an accountable form because it can be used to identify the bearer as an employee and allow the bearer access to Government buildings. When user agencies require accounting for certain controlled items, CFPDC Form 2 should be completed providing instructions on control needs.
2. Serial Number. All accountable stock items should be serially numbered to keep track of them. However, all serially numbered items are not necessarily accountable stock items.
3. Controls. The General Accounting Office requires accurate accountability for those forms and other items which are classified as accountable. Adequate controls must be followed to prevent duplication of numbers and to maintain integrity and security of stock.
4. Shipment of Accountable Stock Items. Shipment of accountable stock items is made only by a method of transportation which requires signature control and return receipt service or by messenger for the local Washington, D.C., metropolitan area. AD- 107A, Report of Transfer-Accountable Items (Printout), will accompany each accountable stock item shipment. The receiving officer must sign and return a copy of AD-107A to BSC.
5. Inquiries. If there are any questions about whether an inventory item should be classified as an accountable stock item, contact BSC.

XI. Order Turn-Around

1. Routine orders are to be shipped within two working days after the date of receipt of the order or order entry into the electronic ordering system. This turnaround does not include time required for mailing order or shipment delivery.
2. Rush orders are to be shipped within one working day after the date of receipt of the order or order entry into the electronic ordering system.
3. Emergency orders should be referred to the CFPDC user Agency Liaison Representatives.

XII. Required Forms

Copies of forms to use when doing business with the BSC are attached in Appendix B.

1. AD 687 - Forms Action Request and Notice (Departmental Forms and Publications)
2. CFPDC Form 1 - Request for Forms and Publication
3. CFPDC Form 1A - Request for Forms and Publication Continuation Sheet
4. CFPDC Form 2 - Forms Action Request and Notice Agency Forms and Publications)
5. CFPDC Form 4 - Customer File Action Request

Form AD-14 and AD-14A are no longer used for ordering forms from BSC.

http://www.ocio.usda.gov/forms/cfpdc_guidance.html
Last Modified: 10/25/2007