|Convenience Copy Center|
|Equipment Purchases and Sales|
|P-Card Policies and Procedures|
|Purchasing Policy and Procedures|
|University Surplus Property|
Contents of this page:
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 firstname.lastname@example.org 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.
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 email@example.com 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:
Condition of shipping container upon receipt
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.
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:
Name of vendor and/or individual with complete address
Method of shipment (i.e., UPS, Federal Express, Truck, etc.)
Value of shipment and amount of insurance required
Departmental account number to be charged for shipping expenses
Any special packaging required (sensitive equipment, special handling, etc.)
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 firstname.lastname@example.org 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.
|ACCOUNTING AND REPORTING|
|ACCOUNTS PAYABLE AND EXPENSE REIMBURSEMENT|
|SPONSORED PROJECTS (GRANTS)|
|STUDENT ACCOUNTS AND STUDENT LOANS|
For further information, please call (210) 999-7306, or write to:
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.