Overview
UCSF Logistics is a recharge unit within the University, therefore special terms and conditions apply to all transactions.
Terms and Conditions - All Business Lines
Department Responsibility for Financial Review and Notification of Recharge Errors
It is the responsibility of each department to verify monthly journals for accuracy. Please use the Logistics Online Warehouse/Reports – Recharge Detail and Invoice/Order Lookup reports to balance against your posted recharges with Logistics. All electronic records are available on the Logistics Online Warehouse for a period of 12 months. Please refer to your department’s analyst for monthly reports.
Contact Supply Chain Management (SCM) Logistics within 35 days of monthly journal posting regarding a questionable recharge. Our staff will assist with research and, if the recharge is found to be incorrect, we will make an adjustment to correct the error. Place your request with [email protected], and please include a copy of your campus "My Reports" journal as reference. A member of our staff will contact you for any additional information if needed to complete the request.
Recharge research requests made after 35 days from the journal posting date are subject to administration fees at an hourly rate with a two-hour minimum charge of $192 per transaction request. The hourly rate effective July 1, 2025 is $96 and is subject to change.
Terms and Conditions - Gas and Alcohol Sales
Delivery/Pickup Fees
Delivery/Pickup Fees are charged for all gas and alcohol purchases
Your Chart of Accounts (COA) chart string will be charged for the purchase price plus delivery and pickup fees upon purchase. Charges are applied to COA Account 52202 and are found as two different COA journal transaction codes for each order:
- Purchase of Gas and Alcohol: Product & Labor Scvs
- Delivery of Gas and Alcohol: Delivery Fee
Standard Delivery
The delivery date for stocked gas is determined by the date selected within the “Preferred Work Date” calendar (pending item availability) when you place your order through the Logistics Online Warehouse. Cutoff time for next-day delivery is 2 p.m. (pending stocked items availability).
Rush Delivery
If you need your order sooner, please email SCM Logistics at [email protected] with your order number, the desired delivery date. Put Emergency Order as the subject matter. Logistics will be in contact with you with a confirmation by 4:00 p.m. We will arrange delivery based on product and staff availability to fulfill the order. Standard delivery/pickup charges per cylinder apply. A RUSH delivery fee may apply.
Refunds for Gas and Alcohol Orders
Effective July 1, 2022, Logistics no longer issues recharge refunds for gas items ordered/delivered, or refused during the delivery. The administrative and staff cost for handling the fulfillment of the order, returning the items, and processing a recharge refund exceeds the value of the purchase.
Only Order What You Can Use and Store
Due to ongoing vendor supply chain and fulfillment issues, we encourage you to only order what you need. Storage space is sometimes limited and regulated by the Fire Marshal, so be sure to take everything into consideration when ordering gas and alcohol.
Too Many Orders or Items?
What if our department placed too many orders or ordered too many items?
Customers with access to the Logistics Online Warehouse website:
- Have access to view ALL current and past order(s) made within their department (DEPT ID) before placing an order.
- Can cancel ANY order(s) that has a “Web Pending” order status prior to the warehouse starting the order fulfillment.
- Placed an order for too many items, simply cancel the current order and start a new order with fewer items.
Gas Cylinder Rental
Cylinder rental (aka: demurrage) is calculated by the number of days the cylinder is in possession of the customer. The customer continues to be billed with charges on a daily rate basis for as long as the cylinder remains part of the customer's inventory. Please contact Supply Chain Management (SCM) Logistics as soon as possible should you identify discrepancies in cylinder inventory or rental changes. Charges are applied to COA Account 52202 for monthly cylinder rental fees and referenced as COA journal transaction code: Demurrage Fees
Please note: SCM Logistics does not refund cylinder rental fees, nor do we stop cylinder rental charges until your cylinder rental inventory has been adjusted and the supplier loss of use (LOU) has been satisfied for missing gas cylinder(s). See Missing Rental Gas Cylinder(s) below.
Conduct Monthly Cylinder Inventory Checks
It is the department’s responsibility to manage its gas cylinder rental inventory delivered to the ship-to location selected by the purchaser for each order.
Use the Logistics Online Warehouse/Reports – Cylinder Rental inventory report to verify your cylinder inventory by matching the barcode (Delivery Inventory Sticker) found on each cylinder against the barcode line detail found on the report. Report variances by email to [email protected].
Missing Rental Gas Cylinder(s)
Missing rented gas cylinder(s) may incur a supplier loss of use (LOU) fee for each missing/unreturned cylinder. All gas purchases made through the Logistics Online Warehouse are delivered in rented gas cylinders unless the department supplies a customer-owned cylinder (COC) for refill. Gas cylinders delivered by Logistics – Oyster Point should only be picked up by Logistics to relieve your department’s responsibility and to stop rental charges.
* Do not release any gas cylinders to the gas supplier when the cylinder and the gas within was purchased through the Logistics Online Warehouse website. For your department to receive credit on a cylinder rental return, all rented cylinders must be picked up and accounted for by Logistics – Oyster Point.
What is a LOU (Loss of Use)?
A supplier LOU is a means for a gas supplier to cover the replacement cost of the cylinder and administrative fees to manage the missing inventory out of their systems and add a new cylinder into their supply network. LOU fees are determined by the supplier and vary by cylinder material, size and valve type. LOU fees are a part of doing business and have been approved per University of California (UC) statewide contract to keep cost as low as possible.