1.
General Information – Rejections/Returns for Credit
a. When a vendor has shipped items as specified
on a purchase order, the vendor has
complied with their
part of the contract and is under no obligation to accept those
items for
return or credit.
If a vendor does accept an item for return, the vendor may
charge the
University for
freight and restocking costs. Such charges will be assessed to
the
ordering/returning
department.
b. Regardless of the delivery method, departments are to
inspect goods for acceptance.
2. Process for Rejecting or Returning Items (from other
than contracted office supply
vendor)
a. End User (department) –
notifies Procurement & Support Services, referencing the
purchase order number.
b. End User/Procurement & Support Services – In most cases,
a vendor’s Return
Merchandise/Goods Authorization (RMA/RGA) number and specific
shipping instructions
need to
be obtained from the vendor prior to returning an item.
c. End User - calls or e-mails Shipping and Receiving so
that the items can be picked up
with the RMA/RGA and shipping instructions. All merchandise to
be returned should be
packaged in the original container when applicable. If the
vendor does not provide a
mailing label, the department will prepare a shipping label.
Shipping costs not covered by
the vendor will be charged to the department returning the
merchandise.
d. End User - completes a POA, if applicable, obtains the
necessary approval signature,
and submits the approved POA to Procurement & Support Services
to document the
return.
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