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U.S. Department of Health and Human Services
Indian Health Manual

Part 3, Chapter 7: Manual Appendix E

IHS Manual Part 5 Chapter 6, Section 5-6.3AB

5-6.3AB  OUTDATED/DETERIORATED/UNUSABLE STOCK ITEMS

  1. Stock items that are outdated/deteriorated or unusable and which cannot be returned to the vendor for credit or exchange are to be reported to the Area Property Management Officer for disposal instructions.  Refer to Station Operating Procedures, Section 4.
  2. Controlled Substances
    1. Controlled substances must be reported to the Regional Director, Drug Enforcement Administration, prior to any disposal action being taken.  Regional Director, DEA, will advise the Area Property Management Officer of the disposal action to be taken, i.e., transfer to DEA, disposal by destruction, etc.
  3. Items with Scrap/Salvage Value
    1. Items with scrap or salvage value are to be reported to GSA for disposal by sales.
  4. Approvals for Destruction
    1. The Area/Program Director, his/her deputy or executive officer, may approve disposal by destruction with the following limitations by category.
      1. Controlled Substances - Any accumulation of controlled substances having a total acquisition value of less than $500.  Provided that the Regional Director, DEA, has approved the item(s) for destruction.
      2. Drugs, Biological, and Reagents - Any accumulation which includes open or broken containers having a total acquisition value of less than $500 per manufacturer's lot or batch number and does not exceed $1,000 per line item.
      3. Other Expendable Stock Items - Any accumulation having a total acquisition value of less than $1,000 per line item.
    2. Director, Office of Property Management, Health Services Administration, is the approving authority when the authority of the Area/Program Director as stated in AB4a. would be exceeded.  Refer to Exhibit 5-6.10A(42).
      1. Forward the original and two (2) copies of the HEW-365, with any other supporting documents, to Chief, Supply Management Branch, IHS, for processing to HSA when the authority of the Area/Program Director would be exceeded.
  5. Document Flow
    1. The Area Property Management Officer will receive the original and two copies of HEW-365 from the station requesting disposal approval.
    2. Upon receiving appropriate approval authority, signature in block 7 of HEW-365, for disposal by destruction, the original and two copies of HEW-365 are to be returned to the station for final action.  If the approval is not for disposal by destruction, then the station is to be notified of the appropriate action required.
    3. Upon completion of the approved disposal action, the station will forward the original and one copy of HEW-365 to the Area Property Management Officer.  After keytaping, the original is to be forwarded to finance and the copy filed in a separate folder labeled "Supply Disposals by Destruction".
  6. Reporting Requirements
    1. A semi-annual report of the number of line items and values, destroyed by category shall be furnished to Chief, Supply Management Branch, IHS.  The reports are due April 10 and October 10 of each year.
IHS MANUAL PART 5, CHAPTER 6, SECTION 5-6.3R

5-6.3R  DISPOSAL OF DETERIORATED/DAMAGED STOCK ITEMS

  1. Items in stores stock inventory which are deteriorated/damaged or otherwise unusable are to be removed from stores stock and placed in a holding area pending final disposition.
  2. Controlled Substances which are deteriorated/damaged or otherwise unusable are to be sent to the Special Agent in Charge, DEA District Office, that serves your location.  Refer to procedures outlined in 5-6.3Q.
  3. Items that are deteriorated/damaged are to be listed on HHS-365, Inventory Adjustment Document.  The initiator of the HHS-365 is to include a complete statement in block 6 as to what is wrong with the item.
  4. Once approval is obtained (block 7), the item(s) are to be disposed of per approval.
  5. Items approved for disposal by destruction shall be destroyed in such a manner as to ensure total destruction of the items to preclude the utilization of any portion thereof.  The destruction shall be in accordance with Federal, State, and local air and water pollution control standards.
  6. Chemotherapy/cytotoxic drugs must be disposed of in accordance with applicable regulations as they are regarded as toxic (hazardous) wastes.
  7. Refer to Exhibit 5-6.10A(41) for a sample disposal by destruction document.