Policies and Procedures

Shipping and Receiving


 
Chapter:                      2
Section:                      11.01
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
 
 
I.   PURPOSE
 
     To outline procedures and responsibilities for the receipt 
     of materials and supplies, and processing of damage and 
     other contractual claims arising from purchasing transactions.
 
 
II.  REFERENCE
 
     Policy and Procedure 9.7 Materials Distribution Center (M.D.C.)
 
 
III. POLICY
 
     The Materials Distribution Center (M.D.C.) is responsible for 
     the receipt and distribution of all materials ordered for the 
     College. 
 
 
IV.  PROCEDURE
 
     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 department.
 
          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 
          following information:
 
          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 
          replacement shipments.
    
     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: 
Nancy Sanchez 
Director of Risk Management
(801) 957-4041
E-mail:  nancy.sanchez@slcc.edu 
 
http://www.slcc.edu
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