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Policies and Procedures

Procedure 710.1 – Receiving Purchased Items

Effective
March 1, 1998
Last Updated
October 6, 2014
Last Reviewed
October 6, 2014
Responsible University Officer
Director of Logistics
Responsible Unit
Logistics

Procedure Statement

Items received by Central Receiving are inspected on an item-by-item basis, documenting condition and quantities received for purchase order deliveries to Central Receiving. Live biological materials and exceptionally delicate equipment are delivered to the requesting department. If items are delivered directly to the requesting department by the vendor, the department is responsible for receiving the shipment and documenting the condition and quantity received.

Forms and Instructions

Items received by Central Receiving are checked for obviously damaged or missing goods; and discrepancies are reported to Procurement Services, who will handle correspondence concerning credit for or replacement of damaged or missing items. Central Receiving generates delivery slips to accompany the items delivered to campus departments. Items are delivered to the delivery point designated on the requesting department's requisition. The campus department's representative signs the delivery slip, and checks all delivered items within 24 hours. 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 purchased with purchase orders but shipped directly from vendors to campus departments require the department representative who receives the shipments to examine the package for any outside indication of damage. If outside damage to the package is noted, the department representative should open the package immediately and briefly check the contents for damage. Any damage found must be noted on the freight bill, and the carrier's representative must countersign the freight bill. The damaged merchandise, all packing materials, the shipping carton or package, and a copy of the freight bill must be retained. If no outside damage is found on the package, all merchandise should be checked for damage and quantity should be verified within 24 hours of delivery. Equipment and/or supplies should not be placed 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. The purchasing agent who placed the purchase order must be informed about any condition or problems requiring a return to the vendor or vendor credit/refund.

To document receipt of these items for payment, go to ConnectCarolina’s Purchasing module.  ConnectCarolina access is required.

Related Data

Policy 711 – Return of Merchandise to Vendors

History

Revised:
October 1, 2014: Updated information on location for documenting receipts.
May 6, 2010
May 27, 2005