Procurement & Contracting Services

Controlled Substances Cancellations/Returns/Replacements

Cancellation Prior to Shipment

  • The department determines the substance is not needed and calls vendor to cancel. Department immediately notifies buyer via email.
  • If substance is a Schedule I or II, the DEA Form 222 is returned by the supplier to Procurement and Contracting Services and is marked "Void" by the buyer.
  • If KFS Purchase Order (PO) has not already been paid for and closed, the department should click the Void Order button at the bottom of the PO; a screen shot of the Void Order screen should be sent to the vendor.
  • If KFS Purchase Order (PO) has been paid for and closed, an amendment should be done to the PO, with a note added indicating that the order was canceled and not received.  As necessary, a KFS Vendor Credit Memo should be processed if the payment has already been cashed by the vendor.
  • A Procurement and Contracting Services Department off-line (Access) change order is processed by the buyer with copy sent to supplier.
  • Procurement and Contracting Services reviews the change order prior to filing the file copy and updates the controlled substances database accordingly.
  • Procurement and Contracting Services Staff keeps voided Form 222 on file.

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Return of product, no replacement

  • The department determines the substance is not needed and requests Return Authorization (RA) from the supplier.
  • If the PO is not already paid and closed, the department should click the Void Order button at the bottom of the PO and include notes in the document clearly explaining why the cancellation and providing the contact name of the person who authorized the return on behalf of the supplier. If an RA number was provided by the supplier, department must also include that in the notes.
  • If KFS Purchase Order (PO) has been paid for and closed, an amendment should be done to the PO, with a note added indicating that the order was canceled and not received.  As necessary, a KFS Vendor Credit Memo should be processed if the payment has already been cashed by the vendor.
  • When the amendment request reaches the appropriate buyer, the buyer works with the supplier and the department to make arrangements for the return. If the substance is a Schedule I or II, the buyer requests that the supplier provide a new, completed DEA Form 222 less the "Purchaser's Copy 3". (Essentially, the vendor is "procuring" the substance back from the University.)
  • Buyer notifies the department when the PO amendment is approved. If Schedule I or II, CO approval will happen after the vendor's 222 has been received. Department then arranges for Central Receiving to pick up the substance. The delivery driver retrieves the drug from end-user department utilizing a Controlled Substance Return (CSR) form. The driver will sign one copy and leave with the department for their records. The other copy will return to Central Receiving with the substance.
  • The delivery driver returns the drug to Central Storehouse, and obtains a signature (dual verification) on the copy of the CSR from the receiving staff as an acknowledgment that the drug was received at Central Receiving and returned to storage.
  • The CSR is kept with the drug under lock and key.
  • Central Receiving staff notifies the vendor of the return and the RA# (if a number was provided by the vendor).
  • The vendor retrieves the drug and signs the CSR for proof of receipt.
  • A copy of the CSR is maintained at Central Receiving and attached to the original delivery record. In addition, a copy is sent to Purchasing.
  • A Procurement and Contracting Services department off-line (Access) change order is processed by the buyer with copy sent to supplier. If Schedule I or II, buyer clips the Form 222 to the "file" copy of the change order and provides it to the appropriate Contracting Services Staff
  • Procurement and Contracting Services staff review the change order prior to filing the file copy and updates the controlled substances database accordingly.
  • Procurement and Contracting Services staff keep Form 222 "Supplier's Copy 1" on file with the original Form 222 that was used to order the substance and marks "void" on the 222 that was used for ordering.
  • Procurement and Contracting Services staff send Form 222 "DEA Copy 2" to DEA

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Return of product for replacement

  • If product replacement is an exact exchange AND is NOT a Schedule I or II, the department may work directly with the vendor to obtain return authorization and arrange with Central Storehouse for the return. Steps identified above will be followed by Central Storehouse with final copy of CSR form sent to Purchasing.
  • If product replacement is an exact exchange and IS a Schedule I or II, department must work with Purchasing to obtain the 222 form from the vendor for the return as well as completing a new 222 form for UCD to obtain the replacement. Buyer will process an amendment to the KFS Purchase Order (PO) to reference the replacement 222 form number. Buyer clips the vendor's 222 form (for return) to the "file" copy of the amended order and provides it to the appropriate Contracting Services Staff. Buyer mails the new 222 form (for replacement) to the vendor along with vendor copy of the amended PO.
  • Procurement and Contracting Services Staff reviews the change order prior to filing the file copy and updates the controlled substances database accordingly.

    For the vendor's 222 (for return of substance) Procurement and Contracting Services Staff keeps Form 222 "Supplier's Copy 1" on file with the original Form 222 that was used to order the substance and marks "void" on the 222 that was used for ordering. Procurement and Contracting Services Staff sends form 222 "DEA Copy 2" to DEA.

NOTE: If product replacement is NOT an exact exchange, the return would be handled as noted under Cancellations with return of product above. The purchase of replacement would be handled on a new Requisition in KFS.

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