Accountability For Tax-Free Ethyl Alcohol, eProcurement

(Approved by the AVP for Business Services by authority of Exec. Order No. 5)

REQUIREMENTS OF THE BUREAU OF ALCOHOL, TOBACCO AND FIREARMS
 

1. The use of tax-free alcohol shall be restricted to and be used only for scientific, medicinal, and mechanical purposes.
    
2. Users maintain positive control over supplies received, issued and/or stored which are verifiable by maintained records available for audit at any time.
    

UNIVERSITY REGULATIONS
 

1. The following University regulations are designed to assure that the requirements of the Bureau of Alcohol, Tobacco and Firearms will be met and that all necessary information wil be available in the deparmental files when an audit is made.
    
   1. Only University Stores in the Health Sciences Building is authorized to purchase tax-free alcohol and all user departments must obtain their supplies from this source.
       
   2. University Stores will only issue tax-free alcohol to people previously authorized by a department head on Form 52-13. Issue requests may be transmitted on a UW Stores Order Form via mail, in person, facsimile, or electronically.
       
   3. Tax-free alcohol shall not be used when another grade of alcohol or another product would suffice.
       
   4. Tax-free alcohol received by departments shall be placed in storage facilities under lock until withdrawn for use. Keys shall be restricted to a custodian and one alternate appointed by the department head. If tax-free alcohol is transferred to "safety" containers in acccordance with fire code regulations, the containers to which they are transferred shall be appropriately marked to identify the package from which transferred, the quantity transferred, the date of transfer, and the name of the manufacturer.
       
   5. User departments shall maintain a Tax-free Alcohol Record of Usage, or a similar record that provides the same minimum documentation covering supplies received, issued, and on hand.
       
   6. User departments shall be responsible for instituting monthly inventories to reconcile receipts and issues with quantities on hand, review storage practices and correct any deficiencies.
       
   7. To comply with University record retention requirements, departments should retain records covering their use of tax-free alcohol for preceding six-year period. This includes authorizations, interderpatmental invoices, and inventory records.
       

FORMS
 

1. Authorization to Order Alcohol (UW 52-15) should be prepared in duplicate. Submit one copy to University Stores and retain one copy in the departmental file. A separate authorization is required for each person purchasing alcohol.
    
2. Tax-free Alcohol Record of Usage or a simliar log sheet should be used to maintain positive inventory control over tax-free alcohol received, issued, and stored by the department