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RECEIVING PURCHASED ITEMS

Material & Disbursement Services (MSD)

POLICY 23

Effective Date:  07/01/1995

Last Modified Date:  05/26/2004


Check for Missing or Damaged Items

When receiving goods that were obtained with a Purchase Order, sign for the shipment, and check the order for missing items or damage.  (If damage is found, keep the container and packing material in the event that an inspection is required.)

If the order is incomplete or damaged and was delivered by Central Receiving, call 843-2029. If the vendor delivered the materials, contact Purchasing, which will communicate with the vendor on the department's behalf.

When receiving goods obtained using the Purchasing Card, check the order for missing items or damage. Verify the contents against the order confirmation. It is the cardholder's responsibility to inform the vendor of the error. If the charge is to be disputed, the cardholder must notify the vendor and MBNA (the issuing bank). Dispute procedures appear on the back of the monthly P-card statement.

See MSD Procedure 7, Receiving Purchased Items, for more information on all of the above.

Restrictions

It is contrary to State and University policy to sign Receiving Reports indicating receipt of ordered materials or to approve vendor invoices for payment before the actual materials arrive on campus.  Disciplinary action will be taken against individuals found falsifying official University records.


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