Introduction

The Shipping & Receiving Department is located in the Corporation Yard and can be reached at 885-3703. It is responsible for providing services associated with the following:

• The processing and distribution of materials received through the University Purchasing System, pre-paid or promotional items, and departmental credit-card acquisitions
• The processing and distribution of mail, to include incoming and outgoing U.S. Mail, intra-campus mail, express services, bulk rate mail and Business Reply Mail.
• The processing and storage of surplus property items in support of the Property Office.
• Shipping of items being sent off-campus or materials being returned to vendors for repair or credit.
• The processing of confidential/destroy documents for recycling.

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Receiving

The Receiving Section processes all incoming materials acquired through the University Purchasing System, all pre-paid or promotional items, credit card purchases and Office Supply orders.

When inquiries are necessary, please be prepared to provide the Purchase Order number (if applicable), Vendor name, shipping originating city and shipper used. Receiving cannot locate orders with a Departmental Requisition number only.

For commodities obtained and delivered through the University Purchasing System, Receiving inspects all cartons to confirm that the products delivered match the items described on the purchase order. If there is a match, Receiving will notify Accounting to make payment and will deliver the items to the department. For tracking purposes, a signature will be obtained for the delivery.

Prompt inspection by the department will enable us to stop payment if there is a problem and will improve the validity of any claims which may need to be filed against shipping companies for hidden damage.

Occasionally, items are delivered through the mail or arrive via UPS without any overt indication of a purchase order number and are forwarded to the department without inspection. Should this happen, it is critical for departments to inform Receiving promptly by sending an E-mail message to edward.gonzalves and/or john.gonzalez indicating the purchase order number and items received.

For services or items which are picked-up directly from a vendor, Receiving is not expected to certify receipt. In these cases, departments will be required to approve invoices before payment can be processed. If the document is not submitted promptly, financial penalties may be imposed which will increase the overall cost of the service or materials to the department.