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Central Receiving
Convenience Copy Center
Equipment Purchases and Sales
P-Card Policies and Procedures
Purchasing Policy and Procedures
University Surplus Property


Central Receiving

Contents of this page:

A.  Purpose
B.  Receiving
C.  Returns and Shortages
D.  Freight Damages
E.  Outgoing Shipments


Central Receiving is responsible for the receipt of materials and supplies, shipping of materials and supplies and processing of damage claims for the University arising from Purchasing Office transactions.  The Purchasing Office is responsible for all aspects of Central Receiving operations.


Purchase order purchases:  After receipt of material and completion of inspection using the SC Logic Scanning System, Central Receiving will deliver to the requesting department or individual and obtain a signature on a scanner.  The DPO will be marked as the items are received from the vendor.  The DPO receiving copy will be utilized in accepting the item(s) on Datatel.  In the case of oversize packages, Central Receiving will process a work order for Physical Plant delivery. 

P-Card purchases:  Upon receipt of material, Central Receiving will deliver to the requesting department or individual.  Only the exterior packaging will be inspected for possible freight or shipping damage.  It is the responsibility of the requesting department to inspect the contents, verify merchandise ordered and received and ultimately contact the vendor with any discrepancies. 

NOTE:  The Central Receiving warehouse has  limited facility space.  We cannot store nor hold merchandise for departments.

  Returns and Shortages

Departments that place an order under $1,000.00 (with DPO or P-Card) must notify the vendor directly when material is received in error, is defective, or in any way not acceptable.  The department must request a Return Authorization (RA) number from the vendor.  Once the return has been authorized, contact Central Receiving by email at or call Ext. 8291 for pick up of items to be returned.  All packages must be sealed and all pertinent information, including the RA number must be communicated to Central Receiving for processing of the return shipment.

On orders over $1,000.00 notify the Purchasing Office of any returns or shortages.  The Purchasing Office will contact the vendor and request a RA number.

 Freight Damage

Central Receiving will inspect for obvious damage, irregularities, or discrepancies while accepting delivery from the freight company.  The requesting department is responsible for notifying Central Receiving, by phone at Ext. 8291 or email immediately if damage, an irregularity or a discrepancy is noticed or occurs after delivery of merchandise to the department by Central Receiving.  This notification should include:

PLEASE NOTE:  All damaged materials should be preserved in the original container and state until Central Receiving issues instructions for disposal.  Before a claim can be filed, an inspection by the carrier is made of the packaging.  It is the responsibility of the requesting department to determine the liability for damaged materials, arrange for filing claims and to initiate the request for replacement.  Central Receiving is available to assist in processing these claims.

  Outgoing Shipments

Central Receiving can help with outgoing shipments via UPS, FedEx, or other freight companies.  Contact Central Receiving at Ext. 8291 for further information.  For each outgoing shipment the following information is required:

International Shipments:  The sender must provide content information and dollar value of the shipment.  Complete the required form or provide the information to Central Receiving.  Contact Central Receiving at Ext. 8291 or for instructions.

NOTE:  The Central Receiving warehouse has limited facilities available for packing and shipping of outgoing material.  Special arrangements must be made for oversized shipments or for shipments that will not be picked up by the freight company within one workday.

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For further information, please call (210) 999-7306, or write to:

Trinity University
Office of Finance & Administration
One Trinity Place
San Antonio, TX   78212-7200

This page is provided to you for informational purposes.   Trinity University does not assume liability for omissions, typographical errors, or policy changes that are not updated immediately on this or other official university web pages.

This page was last modified on June 25, 2012.