A. Material Received On Purchase Orders
1. The package is thoroughly inspected for exterior
damage. If damage is noted, Shipping &
Receiving
will take appropriate action.
2. The package is opened and the
contents are verified against the purchase order and the
vendor’s
packing slip. Purchase Orders deemed sensitive by mutual
agreement of Shipping
& Receiving and
the requesting Department will be excluded from being
opened by Shipping
and Receiving
personnel.
3. Departments receiving unopened
orders are required to inspect and verify the contents
in a
receiving
capacity, sign for receipt and forward packing list
and/or invoice to Shipping &
Receiving for
data input and payment approval.
4. Orders that are opened by Shipping
& Receiving personnel will be delivered with two copies
of the
vendors packing list. One copy is for the Department’s
records and one copy will be
signed by the
Department to acknowledge receipt and retained by
Shipping & Receiving
personnel.
5. Receiving personnel must obtain a
signature from an authorized departmental representative
prior to the
release of any delivery.
6. If material meets the
capitalization limits (see Property Accounting Policy &
Procedure) it will
be tagged by
the Property Office.
7. Shipping & Receiving personnel do
not inspect CSUSM Foundation purchase orders.
Recipients
should report any discrepancies to the Foundation.
B. PROCESSING DISCREPANCIES
Once departments have received their material, it is
important to inspect it in a timely manner.
The ordering department must make the
final decision as to the accuracy of the order. It is
extremely important that any
discrepancies be reported to the appropriate Procurement
Buyer
as soon as possible; vendors may not
accept claims that are not filed in a timely manner.
1. Wrong Material
Contact the appropriate Procurement Buyer with the
purchase order number, the date you
received the
material, and the discrepancy. Please retain the
material, the original packaging
and the
documentation until contacted by Procurement.
2. Defective/Damaged Material
Please provide a thorough description of the damage or
defect to your Procurement Buyer.
3. Overshipments/Shortages
It is important to report all overshipments/shortages
immediately to your Procurement Buyer.
C. MATERIALS REQUIRING SPECIAL HANDLING
1. Material with Insufficient Information
Packages with insufficient information to identify
ordering departments or individuals will be
refused or
returned.
2. Materials Picked Up from Vendor by Department
When you have requested a “pick-up by department” order,
it is necessary to notify Shipping
& Receiving
when the pick-up is completed. Department forwards the
vendor packing list to
Shipping &
Receiving for processing. Department must also notify
the Property Office of any
equipment
picked up with a value of $ 1,500 or more for purposes
of asset tracking and
tagging.
3. Materials Delivered Directly to Department
There are occasions when the vendor delivers material
directly to the department. Follow the
procedures
for Materials Picked Up from Vendor by Department.
4. Shipments Requiring Refrigeration
Upon receipt, Shipping & Receiving will place
refrigerated packages in a standard
refrigerator/freezer until delivery. If the package is
on a purchase order, the packing slip will
be pulled and
copied for delivery and Shipping & Receiving records.
5. Receipt of Live Animals
Upon receipt, the appropriate department will be
notified of a live animal shipment.
6. Hazardous Materials
Hazardous materials will be forwarded to the ordering
department for processing and
receipt. Copies of the packing slips will be forwarded
to Risk Management & Safety.
7. Radioactive Materials
Shipping & Receiving notifies Risk Management & Safety
for processing and receipt.
8. Controlled Substances
Shipping & Receiving notifies Risk Management & Safety
for processing and receipt.
