The
University’s Central Receiving department provides a
centralized delivery address for inbound freight for
University departments. Central Receiving provides
receiving, shipping, and delivery services.
2.
Receiving of Materials
Unless otherwise approved, all materials ordered for the
University will be received at the Central Receiving
dock located at 1407 E. Freddy Gonzalez, Edinburg,
Texas. Central Receiving must be notified
immediately if a delivery for ordered materials is made
by a vendor directly to the requesting department.
Central Receiving will document receiving information on
shipments received for University purchases so that
prompt payment may be made to the vendor in accordance
with state law.
Central Receiving will perform an inspection of
materials received as follows:
Comparison of the number of pieces (cartons)
received with the number listed on the freight bill
Examination of the cartons for any evidence of
damage
Examination of the contents for obvious damage only
if cartons show any evidence of possible damage
Note: Central Receiving will open
cartons only if damage to contents is evident or the
shipping address label does not properly identify the
purchase order number and/or the name of the individual
or department to receive the ordered materials.
Improperly addressed shipments may require contacting
the vendor for this information in order for Central
Receiving to make delivery to the appropriate
individual/department.
Notation of any shortage or damage will be made on the
freight bill before it is signed and the carrier is
released. If Central Receiving suspects concealed
damage, the requesting department will be notified and
arrangements will be made for a thorough examination of
the materials. If concealed damages are discovered in
the examination, Central Receiving personnel will
arrange for a damage inspection report to be completed
by the carrier. If concealed damages are discovered
after the shipment has been delivered to the department,
departments should contact Central Receiving
immediately. All containers and packing materials
should be retained until inspection is made and disposal
instructions from the carrier or vendor are received.
Depending on the carrier, concealed damage claims must
generally be filed with the carrier within 7 - 10 days
of receipt at the Central Receiving dock.
3.
Delivery of Materials
After inspection as indicated above has been completed,
Central Receiving will make delivery of materials to the
requesting department as indicated in the purchase order
record. Deliveries to departments are usually made
within 1 – 3 days after receipt by Central Receiving.
Peak receiving periods may extend the delivery time
unless special handling is required.
Upon
delivery, the Central Receiving delivery clerk will be
required to obtain the signature of the individual
accepting the materials for the requesting department.
The number of cartons delivered should be verified
against the delivery log before signature. Upon
delivery, the requesting department should verify the
contents of each carton against the purchase order.
The delivery clerk will not be responsible for opening
cartons, stocking shelves, or installation or assembly
of items received. Installation or assembly
requirements should be requested on the requisition so
that the Purchasing Department may include them in the
purchase order to the vendor. Departments may also
choose to have installation or assembly performed by the
University’s Physical Plant. Departments are, however,
advised to communicate their requirements to the
Physical Plant before submittal of these requisitions to
the Purchasing Department.
Shortages, overages, or incorrect merchandise received
must be reported to Central Receiving immediately upon
receipt. Central Receiving will notify the Purchasing
Department of any problems with materials received.
Note: When the
individual designated to receive the ordered materials
(on purchase requisition) is not available at the time
of delivery, Central Receiving will attempt delivery the
following day. If the individual is still not available
on the second delivery attempt, Central Receiving will
deliver the materials to the individual’s department
head. The department head must accept delivery and
perform the inspection and notification procedures
stated above unless alternate arrangements are made with
Central Receiving.
4.
Materials Returns
Ordered materials that are to be returned to a vendor
for any reason should be coordinated through Central
Receiving and the Purchasing Department. A return
authorization number will be obtained from the vendor
either by the Purchasing Department or Central
Receiving. Materials to be returned must be in their
original packaging. Central Receiving should be
notified when materials are ready to be picked up from
the department. All return material pickups will be
scheduled during normal daily delivery routes.
Requesting departments may also take return materials to
Central Receiving. Depending on the reason for the
return, freight charges may apply and will be charged to
the requesting department. Refer to Section 2 – Small
Purchase Order Program of this manual for materials
returns on small purchase orders issued by departments.
5.
Outbound Shipments
Central Receiving will assist departments with outbound
shipments. Requesting departments should contact
Central Receiving for arrangements and instructions on
correct packaging and labeling. The department must
supply a description of the contents of the package, the
value of the items being shipped, and the preferred
method of shipping. A departmental budget account
number must be provided for billing of shipping
charges. See also “Materials Returns” above for more
information on shipping of ordered materials.
6.
Storage of Materials
Central Receiving has limited storage space. Materials
received for departments cannot be stored at the Central
Receiving warehouse. The requesting department must
make alternate arrangements if long-term storage is
required.
7.
Express Services
Central Receiving will assist departments with shipping
of materials through express services such as Federal
Express, Airborne, UPS, etc. A departmental budget
account number must be provided to Central Receiving for
billing of express shipping charges. Proper packaging
and labeling as required by the carrier will be
necessary before Central Receiving will accept express
packages. To guarantee same day shipping of express
packages, the requesting department must drop off
packages at the Central Receiving designated express
package delivery point by 3:00 p.m., Monday through
Friday (except
on holidays).
Packages dropped off after the 3:00 p.m. deadline will
be shipped the next day according to the carrier’s
schedule.
Note 1: Express
packages should not be dropped off at any carrier’s
pickup locations without an express service account
number. Departments interested in applying for an
individual account with a carrier should contact Central
Receiving for approval and assistance in establishing an
account with the respective carrier. Departments must
provide a budget account number to pay for any express
package charges. Departments may not apply for
individual accounts without the approval of Central
Receiving.
Note 2: Central
Receiving may accept express packages during their
normal delivery schedule; however, no special pickups
will be made.
8.
Collect Shipments
Inbound shipments with collect charges will not be
accepted unless prior arrangements have been made with
Central Receiving. It is the requesting department’s
responsibility to process the necessary payment
documentation and to ensure that a check is delivered to
Central Receiving prior to receipt of the collect
shipment.
9.
Non-purchased Materials
Materials received at Central Receiving that are not
identified by a University purchase order number (issued
by the Purchasing Department or by requesting department
on a small purchase order), will not be accepted unless
clearly addressed to an employee or department. Central
Receiving will schedule delivery of these non-purchased
materials as soon as possible. Departments expecting
urgent shipment of non-purchased materials should notify
Central Receiving prior to the expected date of
arrival. During peak periods, priority on delivery will
be given to University purchased materials. Departments
may make arrangements to pick up these non-purchased
materials directly from the Central Receiving
warehouse.
10.
Direct Deliveries
Central Receiving may not be able to receive certain
materials that are large or of unusual shape or require
special handling, e.g., hazardous materials, and that
may require direct delivery to the requesting
department. Such arrangements should be requested on
the requisition so that the Purchasing Department may
designate alternate delivery arrangements on the
purchase order. Central Receiving will coordinate
delivery of such items with the carrier upon arrival.
Return of such materials (see Section 4 above) to the
vendor will also require similar arrangements.
11.
Unacceptable Deliveries
Only
official University shipments may be delivered at the
Central Receiving dock. Central Receiving will not
accept personal packages for employees. The employee
must make alternate arrangements for delivery of these
items.
12.
Other
Materials to be shipped out through the United States
Postal Service should be processed directly through Mail
Services without Central Receiving involvement.
Exception: Central Receiving will coordinate with Mail
Services any shipments of returned materials on
University purchase orders.
Items that require inventorying will be coordinated with
the Department of Asset Management before delivery to
requesting departments may be made.
