System Management Equipment and Supplies Film Processing Policy Number: C.E.S.P. 10-4 Date Revised: 4-24-2001 Supersedes: 10-19-2000

Summary: Establishes a procedure for film processing in support of Extension programs.

County Extension Offices

Effective July 1, 1999, counties were authorized to establish individual county blanket purchase orders for film processing locally in support of county extension programs. The process for establishing these accounts are as follows:

County Responsibility

1. Identify one local vendor to accomplish film processing.

• Vendor must be willing to work from a purchase order for a one-year period.</1i>  

• Vendor must be willing to invoice the business office a minimum of once monthly.

2. Supply the district director with the vendor's name, address, contact person, telephone and fax numbers at the vendor's location.

3. The individual assigned payment authorization will sign the invoice/receipt and forward it with a signed Blanket Order Payment Authorization, P.U.R.C.H. - 307, and the blanket purchase order number to the Business Office/Accounts Payable.

4. Mail Blanket Order Payment Authorization, P.U.R.C.H. - 307, and vendor invoice/receipt direct to Business Office, Accounts Payable, as soon as possible following receiving it.

Note: If the vendor does not provide any type of receipt and bills are sent direct to the Business Office, Accounts Payable will fax a copy of the invoice to the respective county office for signature to verify the order was received. The office will then fax the copy back to Accounts Payable for payment. Any invoicing problems should be addressed to Accounts Payable.

• District Directors Responsibility

1. Contact counties to obtain local vendors.

2. Complete a Blanket Purchase Order, P.U.R.C.H. - 303, for each county.

3. Forward to Associate Director - Management and Operations as completed in order to expedite the process of issuing purchase numbers.

4. Assign a person in each county to authorize payment of film processing.

• Business Office Responsibility

1. Complete credit applications if required for vendors.

2. Process blanket purchase orders and set up individual vendor accounts for each office.

3. Fax completed purchase orders to the local vendors with a copy sent to county extension agents - staff chairman through biweekly dispatch.

4. Process payment to vendors within 30 days of the receipt of invoice from county office.

• Vendors Responsibility

1. Bill Cooperative Extension Service monthly for film processing and send the bill to the County Extension Office for payment authorization.

State Extension Office

Effective 7-1-99 the U.A.M.S. Media Center will process Ektachrome slide film and Process One will process print film. The following procedures will ensure prompt and efficient service:

Pick up and Delivery

The media librarian will deliver and pick up film each Tuesday and Thursday morning. Exposed film must be received in the media library before 10 a.m. on Tuesdays and Thursdays.

• Provide the fund number and organization number against which the film processing cost is to be charged.

• No film will be processed without the fund and organization numbers.

Film delivered to the media library on Tuesdays before 10 a.m. will be ready for pick up in the media library by 1:30 p.m. on Thursdays. Film delivered to the media library on Thursdays before 10 a.m. will be ready for pick up in the media library by 1:30 p.m. on Tuesdays. Film brought to the media library after 10 a.m. will be delivered to U A M S  and/or Process One with the next batch of film, but will not be included in the delivery made that day.

Rush Jobs

• Rush jobs that must be completed outside of the regular schedule may be dropped off and picked up at U.A.M.S.Media Center (slide film only) or at Process One (print film only).

• Film may be dropped off to be processed with either vendor, and the film may be picked up by the individual dropping off the rush order or picked up by the media librarian on the regularly scheduled round. It may then be picked it up in the media library.

• Film turned in at the media library for processing may also be picked up direct from the vendor if needed earlier than the regularly scheduled round; however, the media library must be contacted so the vendor will be notified to have the film ready and available for pick up.

The appropriate fund number and organization number must be presented to the vendor when film is dropped off direct with a vendor. Both vendors have been instructed to accept no film for processing unless the fund and organization numbers have been provided. This is essential for tracking and billing purposes.

Rush Job Turn-Around

U.A.M.S. Media Center:

• Film brought to the Media Library by 10 a.m. will be ready for pick up after 1:30 p.m. on the same day.

• Film brought to the Media Library by 3 p.m. will be ready for pick up after 8:30 a.m. the next day.

• If you have 10 or more rolls, vendor must be notified ahead of time. The number is 686-5570.

Maps are available in the media library providing directions to the U A M S  Media Center located in Education Building Two on the U.A.M.S. campus. Parking at the parking ramp across the street from the building is free for the first 30 minutes. The Media Center will validate your parking ticket.

Process One

• The company provides one-hour service.
• The phone number is 663-3185
• The address is 4900 Kavanaugh, which is on the corner of Kavanaugh and Cantrell.

Other Vendors

No other vendor has been approved for processing state office film for the Cooperative Extension Service. In order to facilitate payment of bills and the tracking of film that has been processed, the business office will not refund individual payments made to other vendors in Pulaski County for film processing.