ILOC Code Clean-Up Project

1. Departmental Memo
First a memo is sent to all departments with a copy of their current ILOC Codes. The memo instructs the department to review the ILOC information and return it to Purchasing with edits or instructions.
The System & Process Buyer arranges the first batch of printing of the combined memo and the existing ILOC code for each department by collaborating with Disbursement Services. The printed materials are given to the Office Manager for distribution to the appropriate department personnel and the coordination of the rest of the project.
2. Distributing the Memo
The combined memo and the ILOC code information sheet is faxed to the Bill To: Address contact person, if a fax number is available. If not, the sheet is mailed to the contact person of the Bill To: address.
The department has three options before returning the original sheet back to Purchasing. They can ask us to make CHANGES, DELETIONS, (the ILOC Code is no longer needed), or to KEEP THE CODE AS IS.
3. Receiving Edited ILOC Information
When the ILOC Code sheets are returned by the departments, their receipt is marked against an ILOC MASTER LIST. The Office Manager, or the designee, will act upon the option the department has chosen; ie: make changes, deletion, or do nothing. Sheets for each category are filed separately for a year.
4. ILOC Reminders
Once the deadline to return the sheet is passed, a reminder is sent to the defaulting department, in care of the contact person listed in the Bill To: address of the ILOC code, setting another deadline. Repeat the procedure listed above when more sheets are returned.
The last recourse that is taken is to get the information from the defaulting departments after passing the second deadline is to call the Bill To: contact person or the Area Manager and request for the expedition of the task.