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RECEIVING PURCHASED ITEMS

Material & Disbursement Services (MSD)

PROCEDURE 7

Effective Date: 03/01/1998

Last Modified Date: 11/21/2003


Procedure Description

Purchased items may be delivered through Central Receiving or directly to the requesting department, depending on the type of purchase. If the items are to be delivered directly to the campus department, a Receiving Report is prepared. Delivery instructions should not be changed once a Purchase Order has been issued.

Procedure Steps

Items Received through Central Receiving

Central Receiving, located at the Physical Plant Complex on Airport Drive, receives most material shipped to the University.

  1. Items received by Central Receiving are checked in on an item-by-item basis. Purchasing Services will be notified of any obviously damaged or missing goods and will handle all correspondence concerning credit for or replacement of damaged or missing items.
  2. A delivery slip is generated for items to be delivered to campus departments. Items are delivered to the delivery point designated on the requesting department's Purchase Requisition.
  3. The campus department's representative checks all items delivered and signs the delivery slip. If any hidden or internal damage is discovered, the representative immediately notifies Central Receiving.
  4. One copy of the delivery slip is retained by the delivery person and one copy is kept by the requesting department for departmental records.

Items Received Directly from Vendors to Campus Departments

Some materials, such as live biological materials and exceptionally delicate equipment, can be delivered by UPS (United Parcel Service) or Parcel Post. These items are not received through Central Receiving. In these cases, Purchasing sends a both a PO and a Receiving Report to the requesting department. It is very important that the department representative check for damage, both on receiving the package and on unpacking its contents.

  1. Before signing the freight bill, examine the package for any outside indication of damage. If outside damage is seen on the package, open the package immediately and briefly check the contents for damage. Note any damage found on the freight bill, and have the trucker's or carrier's representative countersign the freight bill. Retain the damaged merchandise, all packing materials, the shipping carton or package, and a copy of the freight bill.
  2. If no outside damage is found on the package, check all merchandise for damage, quantity, etc., within 24 hours of delivery. Do not place equipment and/or supplies into storage until they have been checked. Concealed damage may be reported even after the freight bill has been signed. However, the report must be made as soon as possible after receipt of the merchandise.
  3. Immediately inform Central Receiving about any damaged items. Central Receiving personnel will examine the received merchandise, have the carrier make a damage inspection report, and communicate with the purchasing agent. The purchasing agent will handle correspondence with the carrier and/or vendor concerning credit for, or replacement of, the damaged merchandise. Central Receiving and Purchasing will assume the responsibility for returning all damaged shipments, as necessary.

Receiving Report; Payment

  1. When goods are received from the vendor, complete the Receiving Report, indicating that goods have been received as ordered, and send it to Disbursement Services. If partial shipments are received, mark these items on the Receiving Report, photocopy the Receiving Report, sign and date the photocopy, and send it to Disbursement Services. Send the original Receiving Report only when all items have been received.

  2. University policy prohibts authorization of payment prior to actual receipt of goods. Do not authorize payment by signing the Receiving Report or a vendor's invoice acknowledging receipt of goods until those goods have actually been received on campus. State and University policy prohibits the drawing of warrants for invoices unless materials have actually been received. Memo invoices will not be accepted. Violations of this policy will result in disciplinary actions against those falsifying official University records.

  3. If errors have been made in the shipment, do not return items directly to the vendor. See MSD Policy 25 and Procedure 8, Return of Merchandise to Vendors, for instructions on handling returns. Contact with the vendor about returns must be made through Purchasing.

Additional Information

See also:

MSD Policy 23, Receiving Purchased Items

MSD Policy 25 and MSD Procedure 8, Return of Merchandise to Vendors

MSD Appendix 9, Receiving Report—Sample copy and Instructions

APY Procedure 2, Receiving Reports


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