Policies and Procedures

CENTRAL RECEIVING POLICIES AND PROCEDURES

It is the policy of the University to consign all material ordered by means of a Georgia Southern University Purchasing Order to Central Receiving unless due to special circumstances it is more practical or feasible for deliveries to be made directly to a department.

Departments having specialized receiving requirements such as Food Services, Library, Bookstore and Health Services are exempt.

In the event material purchased by Procurement and Contract Services and consigned to Central Receiving is shipped (complete or partial) by the vendor directly to and received in a department, it is the department’s responsibility to follow normal receiving procedures and to notify Central Receiving of the receipt.

NOTE: Vendors are instructed to and are expected to follow delivery instructions furnished on the Purchase Order.  Departments must refrain from advising vendors to change delivery locations.

Material ordered by a Department on their purchasing card (VISA) will normally be consigned to the ordering Department; however, it occasionally becomes necessary (due to size, weight, or hazardous material status) for departments to consign material to Central Receiving.

Departments ordering items requiring delivery by common freight carrier (semi-truck) should notify Central Receiving prior to the arrival of freight on campus. In such cases Central Receiving will:

  • Inspect material received only for correct piece count and obvious damage.

 

  • Make every effort to deliver the material to the requesting department within 24 hours of receipt by Central Receiving. During certain “peak periods” deliveries may take longer.

 

NOTE:  Failure to notify Central Receiving of impending arrival of material ordered by departmental personnel may result in delayed receipt of materials by departments.
Often shipping documents do not indicate the person or the department to whom delivery must be made resulting in “frustrated shipments.”

 

Departments ordering items requiring delivery by Freight carrier to Central Receiving shall also be responsible for:

  • Completing normal receiving procedures to ensure conformity and condition of received material.
  • Coordinating delivery of the items they have consigned to Central Receiving.  Items within the capabilities of Central Receiving will be delivered on a space available basis.

 

  • Submitting a work request to Equipment Transport Services for delivery of items beyond the delivery capabilities of Central Receiving.

 

  • Departments desiring copies of delivery documents may make photocopies of any accompanying documents when the material is delivered.

IMPORTANT NOTE:   Departments should immediately open boxes and inspect equipment delivered to them either directly from the vendor or by Central Receiving. Concealed damage is covered under Code of Federal Regulations Title 49 and places time constraints on filing claims for concealed damages.  It may not be possible to claim for concealed damage if not promptly reported.

 

The delivery address for materials consigned to Central Receiving’s address is:

Georgia Southern University

Central Receiving

(Attn: POINT OF CONTACT)

375 Lanier Drive

Statesboro, GA 30458

Material Not Consigned to Central Receiving

When material is consigned to a location on the campus where the haulage company is unable to gain access, regardless of reason, they may attempt delivery at Central Receiving. The Receiving Clerk will make every effort to contact the ordering department to ascertain the wishes of the department pertaining to delivery of the material.

However, when unable to make contact with a member of the consignee department, the clerk is authorized, with the intent of insuring timely delivery of required material, as a Receiving Agent of the University to accept any material consigned to any location or department.

The clerk may, at his or her discretion, decline the shipment. If do so, the clerk must make clear to the haulage company that this does not constitute a “Refusal” of the material since it was not presented to the consignee at the correct delivery address.

Receiving Procedures

All personnel accepting any shipment of any material on behalf of the University must complete a visual inspection on each shipment, the piece count and material condition must be verified prior to signing for the shipment.

Any obvious damages identified must be brought to the attention of the delivery driver, investigated, and annotated on the Bill of Laden in the case of a freight driver, or in the electronic delivery recorder of the driver in the case of UPS or FedEx, prior to signing.

Any shortages (or overages) must be identified and annotated on the bill of laden for a freight company, prior to signing.

When material is damaged to a point where it might reasonably be thought to be beyond economical repair or if the University could not use the material for its intended purpose, it may be “refused.”

Inventorying equipment; comparing equipment against packing lists and comparing packing lists against ordering documents is a separate procedure completed following the acceptance of a shipment and departure of the delivery driver.

Individual containers in a shipment need only to be opened to the point where the individual conducting the check is reasonably assured that all material is accounted for and all requirements are met.  Unless warranted, items will not be removed from the boxes for closer inspection.

In-depth technical inspections may be accomplished by the applicable technicians as required following delivery to the department.

Shipments containing equipment requiring property control decals will be opened for inspection and to affix decals. (Departments receiving material requiring property control decals will immediately notify Central Receiving or Property Control).

Shipments identified as being Duplicate shipments, as containing material overages or concealed damages will be documented in accordance with the applicable procedures and the appropriate buyer will be notified.

NOTE: When material is consigned for delivery directly to the department the department must perform those functions normally provided by Central Receiving. Before signing for materials, departments should inspect the items for proper quantity and physical condition.

Discrepancies

When accepting a shipment with a discrepancy or if a discrepancy is identified during the inventory process the following actions are necessary:

  • Record the discrepancy on the delivery document and if time permits inspect the damaged pieces.
  • Have delivery person sign acknowledgement of the statement, and then sign the delivery document accepting delivery.
  • Items rejected due to non-conformance with the purchase order will be set aside and a report made to the Purchasing Section to follow up with the vendor.

Departments discovering material non-conformance, incorrect quantity, or damage in shipments ordered by the department, on a departmental purchasing card, are responsible for contacting vendors and arranging replacement material.

Central Receiving and the appropriate buyer will address any material non-conformance, incorrect quantity, or damage in shipments ordered by Procurement and Contract Services.

When accepting material from Central Receiving, due to damage reporting requirements, it is necessary for departmental personnel accepting material to thoroughly inspect all equipment and material received and to notify Central Receiving immediately of damaged or missing material.

Deliveries of Inbound Material

Central Receiving is responsible for delivery of material and equipment ordered Procurement and Contract Services. Delivery of material to the campus departments will normally be accomplished within 24 hours of receipt. However, some shipments exceeding the normal delivery capacities will require longer completing the delivery, but will be delivered as expeditiously as possible.

All material delivered by Central Receiving personnel regardless of method of purchase will be accompanied by a Warehouse Delivery Record produced by the Receiving Clerk, the delivery driver will ensure acceptance signature is obtain from departmental personnel.

Storage of Material

Central Receiving as a general rule does not store any material. However, will hold very limited quantities of material or equipment received from vendors, and only when it is not possible for the requesting department to accept receipt, and then only for very limited, very short periods of time.

Departments are urged to exercise due care when working with the Purchasing Section when establishing delivery dates and quantities for materials that are within the department’s capabilities.

Storage is pending receipt by the department and is not intended as short nor long term storage.  In the event a delivery problem arises the department must contact Central Receiving as soon as the storage needs are known.

Outbound Shipments

All equipment being returned to the vendor for replacement or repair should be shipped through Central Receiving to ensure accountability of inventoried equipment (any item with a property decal.)

Departments may deliver equipment to Central Receiving, request a Central Receiving pickup, or in the case of large items submit an ETS request to Physical Plant for pickup/delivery of the equipment.

For an asset, any item with a property decal, Departments are responsible for completing a Property Control “Acquisition/Transfer of Equipment” form (available at Forms) prior to pickup of equipment. The Delivery Driver will ensure a properly completed and signed form accompanies the equipment prior to pick up.

For shipments that require freight line haulage a Receiving Clerk will make arrangements for pickup by common carrier. All such shipments must be picked up by the carrier from Central Receiving.

For shipments where payment is the vendor’s responsibility the vendor will designate a carrier and provide a bill of laden prior to shipment date via fax or internet.

For shipments requiring the customer department pay for shipping Central Receiving will assist the department make the arrangements for pickup and payment of freight charges.

Retain originals of the Shipping Slip and Warehouse Delivery Record and a copy of the Bill of Laden.

Central Receiving is responsible for ensuring that; all replacement equipment is properly serialized, decaled, delivered, and that Property Control is notified of all equipment replacements.

Revised 10/30/13

Last updated: 7/5/2017

Procurement and Contract Services • PO Box 8123 Statesboro, GA 30460 • (912) 478-2897 • purchasing@georgiasouthern.edu