 Policy Manual |
Classification Number: 4.1 Page 1 of 3 Date Issued: 09/01/96; |
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| SUBJECT: CENTRAL RECEIVING APPLICABILITY: TOTAL UNIVERSITY 4.1.1 ORGANIZATION The University of North Texas Purchasing and Payment Services Department (PPS) is comprised of the following four divisions:
Organizationally, the department is a unit of the Controller’s Office. The Director of Purchasing and Payment Services Department and HUB Coordinator leads the department. The Material Coordinator provides daily supervision of Central Receiving Section, under the direction of the PPS Associate Director of Asset Management. 4.1.2 RECEIPT AND INSPECTION OF GOODS BY CENTRAL RECEIVING The primary purpose of Central Receiving is to coordinate the function of receiving and delivering merchandise purchased by the University through the purchase order system. All merchandise delivered to Central Receiving is subjected to count and examination to determine if correct quantities have been received as indicated on the purchase order, and to determine if there has been damage in transit. At the time of delivery a signature of the deptid or projid holder or a designated alternate is obtained on the receiving report. The ordering department has forty-eight (48) hours to examine the shipment and notify in writing the PPS Central Receiving and Payment Services Sections of any discrepancies. The receiving report is entered into the electronic purchasing system, for use in the payment processing and research functions of the University. Extremely large shipments should be coordinated through Central Receiving by the ordering department and the freight company to assure prompt and efficient unloading of materials at the proper delivery point. Proper inspection and completion of the receiving process will be conducted at the delivery point. All damages and/or discrepancies must be noted on the freight bill and signed and dated by the freight driver. Central Receiving will initiate the necessary inspection reports. Problems or discrepancies in freight that has been determined to be the ordering department’s responsibility to inspect, must be reported to the Payment Services Section in writing within 48 hours. Any concealed damage must be reported to the delivering carrier in writing within 10 days of delivery. ALL incoming shipments are to be made to Central Receiving. The only exceptions: books and periodicals for the library, purchasing card purchases initiated by the department, departmental periodicals (subscriptions), food supplies for dining service, laundry and dry cleaning, equipment to be picked up for repair and returned to the original location by vendor, equipment requiring installation by the vendor (the deptid or projid holder should notify the Central Receiving, Payment Services, and Purchasing Services Sections of PPS in writing; upon completion of the installation so the order can be marked completed. Large shipments are work-ordered through Facilities’ work crew). 4.1.3 DELIVERY TO DEPARTMENTS BY CENTRAL RECEIVING Deliveries of merchandise should be made at the location specified on the purchase order. The Receiving Clerk will accompany the delivering truck to the proper location. The department must then contact Central Receiving and advise if the order is complete, or any other information pertinent to the Receiving Report. 4.1.4 USE OF CENTRAL RECEIVING DOCK: The Central Receiving dock is a dedicated freight receiving and staging area only. Designated freight will be received, inspected and staged for delivery. Large truckload shipments should be scheduled by the ordering department through the vendor, the freight carrier, and Central Receiving. These scheduled deliveries should allow for at least a 48 hour notification. Goods received at the Central Receiving dock must be promptly moved to the appropriate department or storage area to ensure safety of both staff and merchandise. Unless Purchasing and Payment Services Department administrative approval has been granted, items should be removed from the dock within 72 hours of receipt on campus. 4.1.5 GOODS DELIVERED VIA WORK ORDERS: The work order is processed at the same time the dock receiving report is completed. The work order is issued through Central Receiving to the Facilities-Work Control. Central Receiving shall secure deptid or projid receiver signature within 48 hours of delivery. Facilities Moving Services shall sign a delivery receipt at the same time they remove freight from the dock area. 4.1.6 PRESCHEDULED CONTRACT DELIVERIES: The vendor will deliver to a prearranged location on a specific day of the week where a Receiving clerk will accept delivery. The items are marked as to purchase order and number of items per purchase order. These items are work ordered as referenced above. The Facilities Moving Services Department will move shipments on a prearranged day. 4.1.7 ORDERING DEPARTMENT'S RECEIVERS: The department is responsible for determining accuracy of items received, if any damage is present, or count discrepancies. The department must notify the PPS Central Receiving and Payment Services Sections of any damage or discrepancies within 48 hours-of receipt.. 4.1.8 FREIGHT COLLECT SHIPMENTS: The University does not endorse "freight collect." All freight should be included in the quoted materials price or prepaid and added to the invoice. Any exceptions should be approved by the PPS Purchasing Services Section prior to shipping. 4.1.9 DAMAGED GOODS: If merchandise is damaged the ordering department must notify the PPS Central Receiving and Payment Services Sections within 48 hours of receipt. RETURN OF MERCHANDISE: Contact Central Receiving for assistance in returning merchandise. See Policy 2.1.2
4.9.10 MERCHANDISE RETURNED FOR REPAIR Central Receiving must be notified of any merchandise which is sent to a vendor for repair. If the item being repaired is an asset or controlled, the information must be properly recorded and tracked in the EIS system for proper asset management.
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