Receiving Services (PDF 36KB)

Receiving Services (PDF 36KB)
Administrative
Procedure
Subject:
1.0.
Number:
706
Effective
8/10/03
Supercedes:
7/6/82
Page:
1 of 7
RECEIVING SERVICES
PURPOSE:
To establish the policy and procedures governing the receipt, inspection, and
delivery of materials, supplies, and equipment purchased by the University.
2.0.
ORGANIZATIONS AFFECTED:
All organizational units of the University, including Auxiliary services.
3.0.
4.0.
REFERENCES:
3.1.
State Administrative Manual (SAM), Sections 3510, 3800-3883.
3.2.
Cal State L.A. Administrative Procedure, 602, “Purchase Requisitions.”
3.3.
Cal State L.A. Administrative Procedure, 705, “Shipping Services.”
3.4.
VISA Card Handbook.
POLICY:
4.1.
All items purchased with State or auxiliary funds, except petty cash
purchases, items picked up from vendors by departmental personnel, and
UAS food items (see section 4.3.), must be received and examined by the
University’s Receiving staff to establish their condition and conformance
to the information contained on the purchase order.
4.2.
The Shipping and Receiving staff are not authorized to process personal or
non-state deliveries.
4.3.
Food purchased by Auxiliary organizations is not processed through
Shipping and Receiving.
4.4.
VISA card purchases received in Shipping and Receiving will not be
inspected for content and conformance but will be delivered to the
ordering department.
Approved:
Date:
Number:
706
Page:
5.0.
6.0.
4.5.
Live animals, refrigerated goods, and next day air shipments have priority
delivery over all other goods.
4.6.
Upon discovery of damages to goods received, receiving staff shall
discontinue unpacking, retain all packing materials and report damages to
the Shipping and Receiving Department.
4.7.
Direct deliveries and department pick-ups will be reported to Shipping and
Receiving.
4.8.
The University will only pay for goods and services after a duly
authorized signature has been affixed approving payment.
DEFINITIONS:
5.1.
Receiving Services--Services provided by Shipping and Receiving include
the receipt, inspection and internal delivery of materials.
5.2.
Auxiliary Services--Non-state entities referred to as University Contracts
and Grants and Sponsored Research Programs.
RESPONSIBILITIES:
6.1.
Departments requiring receiving services will:
6.1.1. Comply with the approved procedures governing purchase
requisitions.
6.1.2. Verify the quantity and specifications of items received to the
accompanying copy of the purchase order (refer to Appendix 8.2).
6.1.3
Report damages or discrepancies promptly to Shipping and
Receiving, extension 3-3745.
6.1.4. Prepare the Claim Report and Return Merchandise/Shipping
Request form, SRS 2100 (Appendix 8.1.), and request pick-up of
the completed form and items to be returned.
6.1.5. Notify Shipping and Receiving, extension 3-3745, if merchandise
is delivered directly to the department by the vendor or carrier.
6.1.6. Notify Shipping and Receiving, if merchandise is
picked up by department personnel so that payment for goods
received may be authorized.
Number:
706
Page:
6.2.
Receiving Services will:
6.2.1. Inspect all deliveries for visible signs of loss or damage.
6.2.2. Open and inspect the contents of all deliveries for concealed loss
or damage and check items against the corresponding purchase
order.
6.2.3. Repack the merchandise and provide delivery service to ordering
departments.
6.2.4. Pick up completed claim forms and items to be returned to vendor
from ordering departments.
6.2.5. Initiate appropriate corrective action for loss or damage.
6.2.6. Notify the Property Management Office when goods are received
that require a state tag.
7.0.
PROCEDURES:
7.1.
Shipping and Receiving will:
7.1.1. Open and inspect deliveries and verify goods received on a
purchase order.
7.1.2. Provide delivery of goods to originating departments.
7.1.3. Notify the Property Management Office when goods are received
that require a state tag, including those items that are delivered
directly to departments and those picked up directly from vendors.
7.2.
Ordering Departments will:
7.2.1. Sign for goods delivered by Shipping and Receiving and open and
inspect the contents of each delivery for condition and quantity
received.
7.2.2. Upon receipt of large shipments such as catalogs, furniture and
computers, provide a delivery location to Shipping and Receiving.
7.2.3. Upon discovery of damages refrain from unpacking damaged
shipments. Packing materials and merchandise should not be used
or returned to the supplier without a Claim Report and Return
Merchandise/Shipping Request form, SRS 2100 (Appendix 8.1.).
Number:
706
Page:
7.2.4. Report any discrepancies on deliveries to Shipping and Receiving
such as overages, shortages, damages, or non-conformance to
purchase order specifications within 10 days after receipt of goods.
7.2.5. Prepare a Claim Report and Return Merchandise Shipping Request
form (SRS 2100, see Appendix 8.1.) for items being returned to the
vendor and notify Shipping and Receiving to request pick-up of the
form and items being returned.
7.2.6. Departments will immediately report all items ordered on a
Purchase Order that are delivered directly by the vendor or pickedup (will-call) by departmental employees. (See Appendix 8.3.).
7.2.7. Provide shipping instructions to vendors according to the VISA
Card Handbook for procurement card purchases.
7.3.
Accounting Office will:
7.3.1. Receive invoices for goods and services and verify the goods and
services have been received.
7.3.2. Make payments for goods ordered on a purchase order only after a
receipt has been processed by Shipping and Receiving.
7.3.3. Make payments for services only after an authorized department
fiscal representative has approved payment.
8.0
APPENDICES:
8.1.
Claim Report and Return Merchandise/Shipping Request, SRS 2100. This
form is available from Shipping and Receiving and the public folder under
Shipping and Receiving.
8.2.
Purchase Order.
8.3.
Notification of Receipt of Goods.
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