DESCRIPTION

Central Receiving handles the receipt and delivery of most purchased materials, other distribution functions and all outbound shipping for the university. Deliveries are made to the requisitioner, on the Receiving Report copy of the Purchase Order (PO), form 110A, or on a Receiving Report, form 118, which must be signed by the department receiving the material. There are no charges for this service.

NOTE: If form 118 is not completed and forwarded to Disbursements, and the vendor is paid after notifying the department, any resulting liability to the university is the full responsibility of the requisitioning department.

POLICY

A completed form 118 must be provided to the Disbursements Department upon receipt of goods or services. For goods shipped to Central Receiving, form 118 is completed by Receiving for the Requisitioner. For shipments directly to a department, the Requisitioner is responsible for the preparation of an accurate form 118.

If a vendor is paid without completion of form 118, a receiving copy of a PO or a receiving copy of a POA and subsequent discrepancies or problems are noted, any resulting liability to the University is the full responsibility of the requisitioning department. This applies if goods are delivered directly to a department rather than through Central Receiving.

The university requires that the receipt of materials and services related to a PO must be consistent with the PO. Additional quantities of items ordered and supplemental items that are not authorized by the PO are returned to the vendor. All receiving locations are required to adhere to this policy.

The Purchasing Department has the authority to authorize additional shipments through the Purchase Order Amendment process. (See 2.6.1 Amendments to Purchase Orders.)

NOTE: This policy does not affect shipments that are not related to POs or do not represent an obligation to the university. Examples are vendor catalogues, personal items, research papers shared between colleagues, and shipments related to a Special Payment Authorization (SPA), form 102.

PROCEDURE