SFA Home / Policies

Central Receiving ( F-6)

Original Implementation: Unpublished
Last Revision: April 22, 2008

All supplies and equipment purchased for the university are to be delivered through Central Receiving to ensure uniform handling of freight claims, accurate entry of receiving information, and necessary elements of institutional control. The following purchases are excluded from this requirement.

  1. items being delivered under delegated purchase authority to the Library, Stone Fort Museum, or departments using P-Cards or Phone POs;
  2. items that require installation by the contractor;
  3. items specifically authorized by the Purchasing and Inventory Department.

It is the responsibility of the department taking receipt of goods or services to immediately update on-line receiving of any direct deliveries of goods or services. Timely entry of receiving information is essential to avoid late payment penalties, and to effectively handle freight claims, shortages, or discrepancies.

Vehicle Delivery

  1. All vehicles delivered to Central Receiving will be checked for meeting specifications, and delivered to the Transportation Manager for identification as a state vehicle and recording State Vehicle Fleet Management Plan information.
  2. All vehicles picked up from the dealer (usually long-term leased or lease-purchased vehicles) must be delivered immediately upon pick-up to the Transportation Manager for identification as a state vehicle and recording State Vehicle Fleet Management Plan information. Vehicle pick-up may be completed by the end user or by the Transportation Department.

Other Delivery Services

Upon receipt of goods, Central Receiving will:

  1. count and examine all cartons for visible damage, create a Receiving Report/Delivery Record in the FRS Purchasing System, and note any discrepancies on the Bill of Lading;
  2. deliver all material (except that requiring inventory tagging, special equipment or manpower for moving) within 24-48 hours to the requisitioning department;
  3. handle the filing of claims with the freight company for any freight damages or shortages; and
  4. affix property inventory tags if needed.

Upon receipt of goods from Central Receiving, the Department will:

  1. check contents of shipment against original purchase order; and enter line item receiving information into the FRS Purchasing System.
  2. notify Purchasing within three working days of any damages or shortages that could not identified by Central Receiving.

Upon receipt of goods or services directly from the Vendor, the Department will:

  1. count and examine all cartons for visible damage and note any discrepancies on the Bill of Lading
  2. check contents of shipment against original purchase order and enter line item receiving information into the FRS Purchasing System.
  3. notify Purchasing within three working days of any damages or shortages

Failure to promptly update on-line receiving information or notify Purchasing of damages or shortages may result in delays in 1) the inability to return goods, 2) higher restocking fees, or 3) payment for the goods or services and a liability for late payment penalties. The payment of any such penalties will be made from the account(s) that funded the original purchase.

Outgoing Freight

Outgoing freight should be dispatched through Central Receiving to ensure proper documentation, packing, and labeling. Clear indication of shipment value should always be made on the package or on the accompanying documentation. A special notation should be made when insurance is desired. Contact Central Receiving for additional instructions or assistance in handling outgoing freight.

 

Cross Reference: None

Responsible for Implementation: Vice President for Finance and Administration

Contact For Revision: Director of Purchasing and Inventory

Forms: None