· Help Index · Policies · Useful Links

· Home

Ordering & Receiving Controlled Substances

The United States Drug Enforcement Administration and the State of California Board of Pharmacy strictly regulate controlled substances. UC Davis has a specific procedure for ordering, delivery and receipt of controlled substances on campus for clinical, research, and teaching needs.

The Drug Enforcement Administration provides searchable online controlled substance schedules . You can also refer to medical reference manuals, such as:

• The Physicians' Desk Reference
• Red Book
• Veterinary Pharmaceuticals and Biologicals

If you are unable to use any of the above to determine if a substance is controlled, contact a member of the Purchasing Agricultural & Scientific Team.

All orders for controlled substances must be processed on a Requisition (PR) and cite an appropriate commodity code. Include the following information on the PR:

• A statement that the substance requested is subject to the Comprehensive Drug Abuse Prevention and Control Act of 1970.
• A full description of the item requested: quantity, size of package, name of drug, and the number of the Federal Schedule of Controlled Substances to which it is assigned.
• A detailed statement of the purpose and/or manner of planned use and if it is to be used for teaching, research or clinical applications.
• The name of the authorized custodian.
• The name of the end user, even if the same as the authorized custodian.
• The final delivery and storage location.

Note: Schedule III, IV, and V substances may be included on a single PR; Schedules I & II may be included on a single PR, but must be separate from the other schedules.

A sample statement satisfying the above conditions would resemble the following:

"This material is subject to the Comprehensive Drug Abuse Prevention & Control Act of 1970 (Controlled Substances Act) and is a Schedule II substance. The authorized custodian is Jonathan Doe. The substance will be used by Dr. Jane Deer to anesthetize dogs in research on heart disease. The approved storage site is Building Y, Room X."

Ad hoc route the PR to the approving department head or authorized designee for approval. If the department head/designee is not a DaFIS user, a hard copy signature must be sent to Purchasing. PRs citing controlled substance commodity codes will special conditions route to Environmental Health and Safety (EH&S) for approval.

All controlled substances are to be delivered to Central Receiving. They will take possession of the drugs and initiate a Controlled Substance Delivery Record, which will follow the shipment to the authorized storage site. Every time the shipment is transferred to another person it must be opened and the contents verified by both parties. In addition, an authorized recipient must sign and note any discrepancy or damage on the Controlled Substance Delivery Record each time the drug changes hands. An authorized recipient is the individual authorized to use or dispense the drug or someone who is listed on the Controlled Substances Receipt Authorization list (CSRA). Contact Purchasing to add or delete names from the CSRA list.

The ordering department will receive a photocopy of the purchase order from Purchasing and must complete the area stamped in red.

The end user designated in the description area of the Requisition must, as the ultimate receiver of the substance, sign the photocopy and will be the last to sign the Controlled Substance Delivery Record. Both of the signed documents must be returned to Purchasing within fifteen days of receipt of the controlled substance.

Please note that if the required documentation is not returned to Purchasing within fifteen (15) days of delivery of the controlled substance, a notice of negligence will be sent to the authorized end user with a copy to the department head and EH&S. If the information is not returned within fifteen additional days, the Purchasing department will no longer place orders for the authorized end user in question and will send another letter to the authorized end user, department head, the appropriate Deans' office, and EH&S. The Purchasing Controlled Substance Database will be annotated, and all authorized controlled substance buyers and managers will be notified.

If a controlled substance is delivered directly to your department by the supplier, contact Central Receiving to notify them that the delivery bypassed them. Also, add a note to your photocopy of the Purchase Order that the delivery bypassed Central Receiving and was made directly to your department.

All controlled substance deliveries are opened and verified for accuracy at the Central Receiving department. If there is a discrepancy or damage, Central Receiving will contact Purchasing for product return arrangements. Purchasing will work with the department and the vendor to ensure that the most appropriate action is taken.

Questions regarding controlled substance purchasing procedures? You may contact any member of the Purchasing Agricultural & Scientific Team.