Policies and Procedures
Computer Index Code: C2S11.01
Origination Date: 5/22/84
Inst. Council Approval Date: 10/10/84
Subject: Chapter 2 BUSINESS--VP FOR BUSINESS
Section 11.01 SHIPPING AND
To outline procedures and responsibilities for the receipt of
materials and supplies, and processing of damage and other
contractual claims arising from purchasing transactions.
Policy and Procedure 9.7 Materials Distribution Center
The Materials Distribution Center (M.D.C.) is responsible for
the receipt and distribution of all materials ordered for the
After receipt of material and completion of inspection,
the M.D.C. will release items to the appropriate
departments and obtain a signature on the receiving record.
Form 10A.1 Receiving Record is used when partial orders are
received from suppliers. This record will be utilized in
processing payment and order finalization without further
contact with the department.
The M.D.C. will inspect for obvious damage,
irregularities, or discrepancies. The requisitioning
department is responsible for notifying the purchasing
office or M.D.C. immediately of further damages,
irregularities or discrepancies. This notification should
include the following information:
- Vendor's name and purchase order number.
- Date received.
- Item or items damaged and condition.
- Condition of shipping container upon receipt.
- All damaged materials should be preserved in their
original state and shipping containers until instructions for
disposal are issued by the purchasing office. This is very
important because in most cases before a claim can be filed, an
inspection by the carrier is made of the packaging and shipping
material as well as the damaged merchandise. It is the
responsibility of the purchasing office to determine the
liability for damaged materials and to arrange for filing
claims as well as to initiate the request for replacement
- Any request for additional information sent to the
department, i.e., delivery tickets, invoices, etc., should be
returned immediately since cash discounts may be obtained and
departments receive the benefit of any such discounts. Invoices
may be utilized for delivery verification in cases when
deliveries have been made directly by the vendor.
- Notification should be made to the purchasing
office when material is received which is not ordered, is
defective, or in any way not acceptable. The purchasing office
will arrange for the return and exchange of the material.
- Any material to be returned to a vendor must be
cleared through the purchasing office to assure the appropriate
account is credited with the return. Departments may return
items to the M.D.C. or request pickup. The purchase order
number must be noted on all such returns.
- Before the M.D.C. returns any material to the
vendor, a merchandise return receipt will be completed in
triplicate. One copy returned with the merchandise, one copy is
forwarded to the purchasing office, and one copy is retained in
- The M.D.C. has limited facilities available for
packing and shipping of outgoing materials. Questions
concerning the handling of such outgoing shipments should be
directed to the M.D.C.
For more information, contact Office of Equal Employment Opportunity and
Risk Administration at 801-957-4041