CMS–400, Printing Services Requisition Form

FORM CMS-400 PRINTING SERVICES INSTRUCTIONS
SECTION I
ITEM 1. REQUISITION NUMBER: Enter the complete 4-part requisition number.
You Center/Office Budget Officer should give the requisition number in accordance
with this procedure. Components will use an alphanumeric numbering system.
ITEM 2. DATE OF REQUISITION: Enter the month, day, and year that the
requisition number is assigned.
ITEM 3. ORDERING ORGANIZATION: Enter the acronym of your
Center/Office/Division.
ITEM 4. PERSON TO CONTACT/LOCATION AND EXTENSION:
Enter the name of the Contact Person who will be able to answer any questions
about the requested print along with the room/bay location, and telephone number.
ITEM 5. FINISHED PRODUCT DESIRED: Check the applicable box to indicate
the finished product desired. If “Other” is checked, use the space provided to explain
the type of product. If additional space is needed use Item 45, Special Instructions.
ITEM 6. QUANTITY: Enter the number of items of the finished product to be
printed (pamphlets, books, pads, blank forms, etc.).
ITEM 7. SERVICE REQUESTED: Check all applicable boxes.
Printing: Check when printing of any form or publication is required.
Duplicating: Check when duplication (photocopying) of any form or publication
is required.
Other (Specify): Check when the service requested is for other than printing or
duplicating. Be sure to specify the service requested in the space provided. If
additional space is needed use additional instructions in Item 45.
ITEM 8. TYPE OF REQUEST: Check the appropriate box.
New Material: Check when the material to be printed is new material that
has not previously been produced.
Reprint: Check when previously printed material again needs to be reproduced.
Attach two samples. Please provide in Item 9 the previous Requisition Number.
Revision: Check when existing material to be printed is changed in form or
substance from the previous printing. Please provide in Item 9 the Previous
Requisition Number.
ITEM 9. PREVIOUS REQUISITION NUMBER: Fill in the Previous
Requisition Number when available. If in Item 8 you checked “Reprint” or
“Revision” you should also fill in this block with the Previous Requisition Number
which can be found on the previous Form CMS-400 in Item 1.
ITEM 10. FORM OR PUBLICATION NUMBER AND REVISION DATE:
Enter the form number or publication number, and the revision date of the revision
to be printed.
ITEM 11. NO. OF TEXT PAGES: Enter the total number of pages in the form
or manuscript being submitted with the CMS-400. Covers and blank pages are
counted as pages.
ITEM 12. TITLE OR DESCRIPTION OF MATERIAL: Enter the title exactly
as it should appear on the material ordered. If the title is being revised from a previous
printing, enter the revised title.
ITEM 13. DESIRED DELIVERY DATE: Enter the date by which the material
should be received by the requesting or using office. Do not use ASAP, but specify a
definite date. If the desired delivery date cannot be met, DPMS will call the Contact
Person to discuss alternatives. Please note an appropriate time frame is 5 weeks from
the date DPMS receives a completed CMS-400 with all appropriate materials.
ITEM 14. DISPOSITION INSTRUCTION FOR OLD STOCK,
IF MATERIAL REVISED: Check the appropriate box.
Issue Old Stock Until Exhausted: Check if present version of form or
publication should continue in use after the new material has been published,
until the old stock has been depleted.
Issue Old Stock Until: Specify a date; e.g., if the new publication has an
effective date before which its release is not authorized, or other time, e.g., “until
new material available.” If new material is superseding or obsolescing one or several
forms or publications, Item 45, Special Instructions, must be used to identify the
obsolete or superseded material. Give any additional disposition instructions for
existing stock.
Destroy Old Stock: Check if current stock needs to be destroyed.
ITEM 15. CENTER/OFFICE APPROVAL: This is for your Center/Office,
if he or she has been designated the authority to approve the Printing Services
Requisition. The signature indicates that the CMS-400 and attachments have been
reviewed, that the package is complete and ready for forwarding to the appropriate
Budget Officer for Funds Available.
ITEM 16. DATE: Enter the date Item 15 was signed.
SECTION II
ITEM 17. WHERE TO SHIP FINISHED PRODUCT
(Enter Quantity to Each Point)
CMS Warehouse: Indicate the number of copies to be stored in the CMS
Warehouse facility.
Inventory Control Number: The requesting Office must call The Division of
Property & Space Management Services (x 67849) to obtain an inventory control
number (ICN) for any material to be warehoused. Form ICN’s may be obtained by
contacting the Divison of Publications Management Services (ext.67898). Enter the
ICN in this block.
Unit of Issue: State the unit of issue in terms of the finished product and packaging.
For example, if pads are being ordered and are to be issued from the warehouse in
packages of 10 pads to a package, enter 10 as the unit of issue and be certain that
Item 43, Internal Packaging indicates preparation of the material in quantities of 10.
Other: Indicate here and in Item 45 (if additional space is necessary) any special
delivery instructions not otherwise covered by specific items on the CMS-400.
ITEM 18. LABELS/SHIPLIST: Please check the box if you have any labels or
shipping list attached and enter the number of addresses in the space provided that
the materials will be shipped to.
ITEM 19. DISTRIBUTION CODES: If DPMS maintains the mailing list and
supplies the labels, enter here the code or code to be used for initial distribution of
the finished product.
SECTION III
ITEM 20. CENTER/OFFICE BUDGET APPROVAL:
Appropriation Number: Enter the correct fiscal year appropriation number;
make certain that it corresponds to Item 1, Requisition Number.
Common Accounting Number: Enter the Common Accounting Number
(CAN) of the entity that will pay for the requested services.
Funds Available (Signature of Budget Office): The requesting B/O budget
officer or other individual designated in writing to certify funds availability, must
sign and date this block.
ITEM 21. COST ESTIMATE:
Printing (Initials/Date): DPMS Printing Specialists will estimate the total printing
cost of the services requested on the CMS-400. DPMS Printing Specialist must
initial and date the cost estimate provided.
Postage (Initials/Date): DPMS Mail Management Specialists will estimate the
total postage/distribution cost of the services requested on the CMS-400. DPMS
Mail Management Specialist must initial and date the cost estimate provided.
ITEM 22. CMS-OMB APPROVAL NUMBER & EXPIRATION DATE
CMS will not arrange to print any OMB approved documents that have expired.
ITEM 23. PUBLIC USE APPROVAL
The CMS Office of External Affairs (OEA) must approve all Publications prior to
DPMS receiving the CMS 400.
SECTION IV – TO BE COMPLETED BY DPMS/ACCOUNTING
ITEM 24. DATE CMS-400 RECEIVED
This block will indicate the date your completed materials, ready for printing are
received by DPMS.
ITEM 25. GPO/REQUISITION NUMBER/ PROGRAM NUMBER
This block will indicate the Government Printing Office (GPO) Requisition and/or
Program Number, which will be issued by the DPMS Printing Specialist.
ITEM 26. FORMS/ PUBLICATION APPROVAL (INITIALS & DATE)
This block will be indicate the Form or Publication has been reviewed by the Forms
Officer and/or person(s) responsible for Publications. The Initials and Date signifies
the form or publication is OK for printing.
ITEM 27. PRINTING/PROCUREMENT APPROVAL FOR ACCOUNTING
(INITIALS & DATE)
This block is for Accounting to Initial and Date that funds have been certified.
SECTION V – SPECIFICATIONS
Will be completed by DPMS after conferring with Contact Person listed in Item 4.
Form CMS-400 Instructions