Physical Plant

Purpose of the Receiving Department

It is a policy of the university to operate, as a function of the Purchasing Department, a central receiving department. The central receiving department is maintained on the campus as a service and convenience to departments as well as an internal control device. Except where provided otherwise on the purchase order, all deliveries and returns must be channeled through the Receiving Department. If, contrary to instructions, vendors make deliveries to parties directly, departments are requested to inform the Receiving Department so that receiving reports will be processed and payments to vendors authorized. If you walk a requisition through to get a purchase order number to pick up merchandise locally, you should also notify the Receiving Department. Also, you should forward the invoice to Financial Affairs, indicating the purchase order number on the invoice.

Mission Statement

The Receiving Department is committed to

• Proper receipt of goods for the university
• Delivery of these goods in a prompt and efficient manner to various departments

Other Information

Overages, Shortages, and Damages

Upon receipt of materials from the Receiving Department, departments are urged to check immediately the contents of shipments for conformity with the packing slips and their outstanding requisitions. If there is a shortage, overage, damage, or incorrect item, the receiving clerk should be informed immediately. No shipments are to be returned or rejected except through the Purchasing Department, which assumes complete responsibility for all adjustments with vendors and claims against carriers. When there is a problem, a "Discrepancy Notice Form" will be completed by receiving personnel.

Return of Goods

Departments should not return goods directly to vendors. Departments should work through the Purchasing Department and Receiving Department. Adherence to this procedure will permit the Purchasing Department to document properly the returned goods transactions and to assure departments that credits to appropriate accounts will be allowed. The "Shipping Order Form" is used to return merchandise to vendors.

Receiving Reports

Merchandise that is received is delivered to the requisitioning department by the Receiving Department personnel. The blue copy of the purchase order is used as a receiving report when the order is complete. A receiving report (form 7) is used when there is a partial shipment. The receiving report is signed by a person in the requisitioning department to indicate that the merchandise has been received. The receiving report is forwarded to Financial Affairs to be matched up with the purchase order and invoice for payment.