A photocopy of the department's packing slip is used as a delivery receipt. All merchandise ordered will be delivered by Receiving personnel to a delivery point designated by the department.
At the time of delivery, the signature of a designated person receiving the delivery will be obtained on the delivery receipt. The signed delivery receipt will be retained by the Receiving Department.
Receiving personnel will not leave shipped packages at the designated delivery point if an authorized signature cannot be obtained.
STOCK RECEIVED REPORTS
Central Receiving is responsible for entering stock received report information into the campus CMS system on all purchase orders delivered through Receiving.
On orders that bypass the Receiving Department, it is the responsibility of the campus department to submit a stock received report to the Receiving Department. A copy of the PO printed from CMS or a copy of the packing slip may also be used as the stock received report. These may include orders:
• Delivered directly to the department by a vendor;
• Picked-up from the vendor by the department;
• Delivered by U.S. Postal Services, or
• Confirming orders.
For the above, the following procedures must be followed:
Upon receipt of the order (or for items already received), the department should fax or mail a copy of the PO or packing slip to Central Receiving at 6117 (fax: 8-6319). The information below should be on the copy that is sent to Central Receiving:
• Which items were received;
• Whether the order is partially or completely received;
• Signature of person responsible for receipt of the order;
• Date the order was received.
Central Receiving will then enter the information into the system.
Without Stock Received Report information from the department, invoices cannot be paid.
For instructions on how to print a copy of the PO to be used as Stock Received Report, click here.
PICK UP ORDERS
It is the responsibility of the user/department to mail or fax a copy of the PO or packing slip marked complete (or for however many items we received) for any merchandise that has been picked up by the department, or to submit a stock received report to the Receiving Department to indicate that the item was received.
For pick-ups, department will only receive the vendor copy of the Purchase Order (PO).
RETURNS
The Receiving Department does not make assessment of damage 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.
A return stock 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.
Upon notification by the vendor (via a return authorization), Procurement Services will notify Receiving, and Receiving will pick up the merchandise at the department.
Packages are not to be returned to Receiving through the campus mail. Receiving will pick up returned items upon notification by Procurement Services.
WARRANTIES
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.
MATERIAL SAFETY
MATERIAL SAFETY DATA SHEET (MSDS)
Departments receiving an MSDS with shipment of chemicals, hazardous products, etc., must keep a copy on file in the department and send the original to the campus Health & Safety Officer in Facilities Management (6002). Receiving does not maintain a file of the MSDS forms.
