Computer Index Code: C2S11.01
Origination Date: 5/22/84
Inst. Council Approval Date: 10/10/84
Subject: Chapter 2 BUSINESS--VP FOR BUSINESS
Section 11.01 SHIPPING AND RECEIVING
To outline procedures and responsibilities for the receipt
of materials and supplies, and processing of damage and
other contractual claims arising from purchasing transactions.
Policy and Procedure 9.7
(M.D.C.) Materials Distribution Center
The Materials Distribution Center (M.D.C.) is responsible for
the receipt and distribution of all materials ordered for the
A. After receipt of material and completion of inspection,
the M.D.C. will release items to the appropriate departments
and obtain a signature on the receiving record. Form 10A.1
Receiving Record is used when partial orders are received
from suppliers. This record will be utilized in processing
payment and order finalization without further contact with
The M.D.C. will inspect for obvious damage, irregularities,
or discrepancies. The requisitioning department is
responsible for notifying the purchasing office or M.D.C.
immediately of further damages, irregularities or
discrepancies. This notification should include the
1. Vendor's name and purchase order number.
2. Date received.
3. Item or items damaged and condition.
4. Condition of shipping container upon receipt.
B. All damaged materials should be preserved in their original
state and shipping containers until instructions for
disposal are issued by the purchasing office. This is very
important because in most cases before a claim can be filed,
an inspection by the carrier is made of the packaging and
shipping material as well as the damaged merchandise. It
is the responsibility of the purchasing office to determine
the liability for damaged materials and to arrange for
filing claims as well as to initiate the request for
C. Any request for additional information sent to the
department, i.e., delivery tickets, invoices, etc., should
be returned immediately since cash discounts may be obtained
and departments receive the benefit of any such discounts.
Invoices may be utilized for delivery verification in cases
when deliveries have been made directly by the vendor.
D. Notification should be made to the purchasing office when
material is received which is not ordered, is defective, or
in any way not acceptable. The purchasing office will arrange
for the return and exchange of the material.
E. Any material to be returned to a vendor must be cleared
through the purchasing office to assure the appropriate
account is credited with the return. Departments may return
items to the M.D.C. or request pickup. The purchase order
number must be noted on all such returns.
F. Before the M.D.C. returns any material to the vendor, a
merchandise return receipt will be completed in triplicate.
One copy returned with the merchandise, one copy is
forwarded to the purchasing office, and one copy is retained
in the M.D.C.
G. The M.D.C. has limited facilities available for packing
and shipping of outgoing materials. Questions concerning
the handling of such outgoing shipments should be directed
to the M.D.C.
For More Information, Contact:
Director of Risk Management