Central Receiving is located in the Auxiliary Services
Distribution Center on Old Register Road. The Central Receiving Section
is established to perform receipt, inspection, delivery, shipping and
processing of certain claims for University departments. It is the policy
of the University to consign deliveries to Central Receiving unless
it is more practical or feasible for deliveries to be made directly
to a department. Some departments have specialized receiving requirements
such as Food Services, Library, Bookstore and Health Services and are
therefore exempt.
CENTRAL RECEIVING POLICIES AND PROCEDURES
Central Receiving will hold limited quantities of equipment received only when it is not possible for the requesting department to accept receipt and only for very limited, short periods of time. Departments should exercise due care when working with the Purchasing Section to establish delivery dates for incoming materials and should contact Central Receiving in advance when storage needs are known. This is for storage pending receipt by department and not short nor long term storage.
Delivery Timeframes: Every effort will be made to deliver your materials
within 24 hours of receipt. Occasionally items are beyond the capacity
of our delivery resources and ETS may be called upon. During certain
“peak periods” deliveries may take longer.
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For partial or complete orders received by Central Receiving and delivered to the department, a copy of the Purchase Order will accompany deliveries and a signature obtained from the department acknowledging receipt.
Material Consigned to Central Receiving: When material that was consigned to Central Receiving (complete or partial) is received directly by the department from the vendor it is the department’s responsibility to notify Central Receiving. A copy of the Purchase Order will be faxed to the department. Departments must furnish an original signature acknowledging receipt and mail it back to Central Receiving within two work days. See information in the next paragraph regarding receipt procedures.
NOTE: Vendors are expected to follow delivery instructions furnished on the Purchase Order. Departments must refrain from advising vendors to change delivery locations.
Material Consigned to the Department: In some cases material will be consigned for delivery directly to the department. In these cases the department will perform those functions normally provided by Central Receiving. Before signing for materials, departments should inspect the items for proper quantity, proper item and physical condition. Action should be taken as follows:
a. Count is incorrect and/or, Item is incorrect, No apparent damage:
(1) record the discrepancy on the delivery document (bill of lading) i.e. “short one piece” etc.
(2) Have the delivery person sign acknowledgement of the statement.
(3) Make two copies – one for your file and forward one to the Purchasing Section (Box 8123).
(4) Sign the delivery document accepting delivery.
b. Count is correct, Item is correct, Damage is apparent
(1) Record the discrepancy on the delivery document and inspect the damaged pieces (if time permits).
(2) Have delivery person sign acknowledgement of the statement.
(3) Make two copies – one for your records and forward one to Central Receiving (Box 8062).
(4) Sign the delivery document accepting delivery.
c. After the delivery person leaves.
d. (1) Compare the contents to the packing slip
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Inspections: A visual inspection will be performed on all material
and equipment received via commercial carriers. This inspection will
include opening the box(es) to verify contents match shipping documents
and purchase order. More technical inspections may be done once equipment
is delivered to the department. Boxes containing equipment requiring
property control decals will be opened for purposes of tagging and
will likewise be inspected. Unless warranted, items will not be removed
from the boxes for closer inspection.
Material Rejection: Items rejected due to non conformance with the
purchase order will be set aside and a report made to the Purchasing
Section to follow up with the vendor.
Damaged Material: Central Receiving will file a report of damaged
material directly with the carrier or the shipper as necessary. We
have a maximum of nine (9) months in which to file a claim. Concealed
damage is covered under Code of Federal Regulations Title 49 and allows
for only fifteen days to file for concealed damages.
IMPORTANT NOTE: Departments should immediately open boxes and inspect
equipment delivered to them either directly from the vendor or by
Central Receiving. It may not be possible to claim for concealed damage
discovered after the 15 days have lapsed.
Overages and Duplicate Shipments: When overages and duplicate shipments
are received, Central Receiving will deliver the correct quantity
and hold the overage or duplicate. They will, in turn, notify the
Purchasing Section who will contact the vendor for resolution. Departments
may be contacted to see if they wish to accept the additional quantities.
Non Purchase Order (VISA Card ) Receipts: Central Receiving uses two
sources of information to decide where materials are to be delivered
– the purchase order and the shipping documentation (bill of lading).
Departments purchasing materials using their VISA card are required
to notify Central Receiving of impending delivery. Often the shipping
documentation does not indicate the person or department to whom delivery
must be made. These “frustrated shipments” involve considerable time
to resolve and result in delayed receipt of materials by departments.
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Central Receiving will assist departments in the outbound shipment
of materials. They must be used when shipping out tagged assets. These
outbound shipments may include materials returned to vendors, equipment
returned for repair, shipped to other schools, return of loaned equipment/material
and the like. Services include packaging (limited to paper wadding
and cushioning within cardboard containers – no crating), labeling
and delivery to the campus post office of UPS shipments. Departments
desiring this service should forward an original and two copies of
a “Shipping Form” to Central Receiving. If not specified, Central
Receiving will determine the most economical method for shipment.
Tagged equipment being returned to a vendor for repair or other modifications
must be shipped through Central Receiving. This shipment shall be
done on a “Shipping Form” as indicated above. Central Receiving will
advise the vendor that return shipment shall be made to Central Receiving
who will then arrange to have the item returned to the department.
Central Receiving will ensure that the integrity of the asset management
database is maintained ensuring proper tagging or, in the case of
replacement equipment, that proper transfer and acquisition documentation
is prepared.
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Revised 09/15/2005
