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Receiving and Mail Services

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How do I return goods?

If there are problems with any delivery, such as:
  • Damaged goods
  • Shortages/overages
  • Incorrect materials
All problems should be reported immediately and scheduled for return by completing the Stores Returns Form by clicking here.

Notice
Effective September 3, 2012, Express Shipping form will no longer be available. Please use CVS Shipping.


Policies and Procedures

The Policies & Procedures set forth herein are to function as a reference of expectation for our services. Please refer to the Glossary/FAQs section for complete definition of terms used in the content below.

Mail Services Policy
Standard Receiving Procedures
Inspections
Direct Shipments to Departments
Oversized Shipments
Stores Deliveries
Special Handling
Shortages/Overages/Damaged Shipments
Freight Claims
Storage
Unclaimed Items


Standard Receiving Procedures

Receiving will receive materials and equipment; inspect items received for quantity, quality, condition and any special specifications as indicated on the purchase order; coordinate delivery to the requesting department; ship items returned to vendors; process loss, shortage and damage claims to the freight carriers; and consolidate delivery of materials issued from Stores.

Unless otherwise specified on the original purchase order, all supplies and equipment received at the University, as a result of action taken by the Purchasing Department, will be delivered to Receiving. The material will then be delivered to the Requesting Department and receipt will be acknowledged by signature on a Delivery Manifest. Receiving will be responsible for distribution of all documents to ensure prompt and proper completion of files and payment of bills. Every precaution will be taken to expedite documentation processing in order that the University may take advantage of all discounts offered.

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Inspections

An initial visual inspection will be performed on all material and equipment received via outside freight carriers. The purpose of this inspection is to discover any damage, overage or shortage to the shipment in the presence of the carrier's representative.

When technical items are received, the final inspection may be performed by the Requesting Department at the Receiving dock and may support any damage reports recorded prior to Receiving enters the information into the Financials System.

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Direct Shipments to Departments

If a shipment is made directly to a department and it is not specified in the purchase order, it should be refused by the department. The carrier should be directed to Receiving for the delivery to be completed. Acceptance of this type of shipment places full responsibility for all receiving, claims processing, and payment liability on the individual who accepts the shipment. Since the condition of the shipment would not be known by Receiving, we cannot effectively represent the University if problems arise.

It is not uncommon that items can inadvertently be shipped directly to the Requesting Department. To provide for timely invoice payment and to avoid unnecessary delivery follow-up effort, it is essential that deliveries destined for Receiving be received at 2650 Kenny Road. Departments should advise suppliers to not make direct shipments to the Requesting Department when the purchase order calls for delivery to Receiving. In the event a delivery does bypass Receiving, and can not be redirected, the department must notify Receiving at the earliest convenience so that document processing will be completed promptly. Receiving will note that the items were not processed internally and the specifications were verified only by the Requesting Department.

If items are intentionally shipped to departments or are picked up by department personnel, as in a case of an emergency, Receiving should be notified promptly in order to properly document the circumstances and prevent any delays in payment.

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Oversized Shipments

With the carrier's approval, Requesting Departments may arrange the delivery of large, bulky items directly to the final destination to avoid double-handling. Departments should note the delivery and handling instructions on the purchase order and make advanced arrangements with the supplier. Proper receiving procedures should be followed at the delivery site.

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Stores Deliveries

Items ordered from Stores will be consolidated in Receiving for delivery to the requesting department. Follow-up action by the department should be directed to Stores

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Special Handling

Various live, perishable, and sensitive shipments require special processing and expedited service. Receiving will take every precaution to protect these special shipments. The Requesting Department will be notified immediately of any items noted to require controlled temperatures or refrigeration. Classified items will be maintained in a secure area and delivered only to persons authorized on the purchase order.

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Shortages/Overages/Damaged Shipments

  • Shortages in Shipments
    When Receiving inspects shipments and a shortage is discovered, a claim will issued against the supplier. Such shortages generally result from an error in packing unless evidence indicates that the original supplier package has been tampered with. Should evidence indicate tampering, the carrier will also be notified and an investigation requested (see Freight Claims).
  • Overages & Duplicate Shipments
    When Receiving inspects shipments and the quantity count reveals an excessive quantity or a duplicate shipment, the Buyer or Requesting Department will be contacted to determine whether the additional quantity can be accepted. If the overage is to be retained, the Buyer or the Requesting Department will be required to issue a change order to the original purchase order.
  • Damaged Shipments
    When Receiving inspects shipments and damages are discovered, a notation is immediately referenced on the carrier's bill of lading (see Freight Claims), in the Financials Systems and reported to the Buyer. The Buyer will need to contact the supplier to determine a remedy. Concealed damage, that is discovered by the Requesting Department, should be reported to Receiving immediately (see Contact Us) , or the right to recover losses may be forfeited.
  • Shipments Which Do Not Meet Specifications
    Items which do not comply with the specifications of the purchase order will be rejected at the time of inspection. The Receiving Department will notify the Buyer and/or the Requesting Department immediately upon rejection.

    When a department performs the final inspection and an item is found to be damaged, shorted or in noncompliance with the specifications of the purchase order, Receiving must be notified immediately. These items can be scheduled for pick-up by virtue of the Returns Form.

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Freight Claims

University FOB shipments require the shipper to absorb any losses during shipping. Any damaged or shorted shipment must be held at the inspection point pending an investigation by the carrier. Receiving will contact the carrier to request an inspection report. Upon completion of the investigation and preparation of a damage report, the supplier will be furnished the original report, from which the supplier may initiate a claim against the carrier. The supplier will then arrange for any replacement or return of the damaged or shorted item.

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Storage

Items received by the Receiving Department are delivered to the Requesting Department within 24 hours from time of receipt unless otherwise specified on the purchase order. Receiving does not operate as a storage facility; however, on occasion, it may not be possible for a department to accept immediate delivery. In those instances, Receiving may hold shipments on a temporary basis for a monthly charge of $9.75/pallet. When such a situation is foreseen, it should be noted on the original purchase order and advance arrangements should be made with the Receiving Department. Please see the Receiving / Temporary Storage Terms and Conditions for more information.

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Unclaimed Items

Packages that are not delivered by the Shipping Department as a result of duplicate/damaged orders or erroneous purchase order numbers, that remain unclaimed by University personnel or suppliers, will be disposed in the following manner:

  • Non-Hazardous/Non-Perishable Packages
    Receiving will attempt to contact University departments and suppliers on a monthly basis to reconcile unclaimed packages for up to six months from the date received at the Receiving dock. Packages unclaimed after six months will be disposed of according to the University's Surplus policies
  • Hazardous/Perishable Packages
    Receiving will attempt to contact University departments and suppliers three times to reconcile unclaimed packages for up to one month from the date received at the Receiving dock. Packages unclaimed after one month will be disposed of according to the University's Environmental Health and Safety policies

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