Functions

Receiving

Goods received resulting from purchase orders and P-Cards are processed in a timely manner. Special deliveries of priority materials or emergency orders take precedence. The material received is compared to both the packing slip and purchase order and checked for correct quantity, item description, and damage.

The material is re-packaged, carton or cartons re-sealed, and marked as to where it is to be delivered. All packing slips and receiving logs are included with the order for signature by the department at time of delivery.

Delivering

Deliveries are made to college or department offices only. At the time of delivery, a signature of the designated person receiving the delivery is required.  The electronic signature and tracking number of the material will be stored in the Central Receiving Data Base. Receiving personnel will not leave packages at the designated delivery point if an authorized signature cannot be obtained.

Returns / Damaged Goods / Warranties

The Receiving Department does not make assessment of damages to received goods.  Any incoming shipment of material or equipment is turned over, immediately after receipt, to the department that initiated the order. The determination of damage, if any, is made by employee(s) within the department. 

If damage is found, Procurement Services should be informed immediately so that a formal request can be forwarded to the vendor to make an assessment. In the event merchandise on a Purchase Order is received damaged, is duplicated, or incorrect, the procedures for returning stock should be followed:

  1. A Return Merchandise Authorization report must be completed and sent to the buyer listed on the order. Be sure to keep all paperwork that is received with the materials in the package.
  2. Upon notification by the vendor (via a return authorization), Procurement Services will notify Receiving, and Receiving will pick up the merchandise at the department.
  3. Packages are not to be returned to Receiving through the campus mail. Receiving will pick up returned items upon notification by Procurement Services.

All warranties and guarantees will be maintained on file by the department ordering the merchandise. Procurement Services should be notified in the event that provisions stated in the guarantee are not being honored by the supplier.