UCR

UCR Policies and Procedures

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Campus Policy Number: 750-60

Purchase Requisitions and Purchase Orders
Policy Owner: Campus Purchasing
Effective Date: 04/22/2011

 

A.       OVERVIEW

 
UCR’s on-line Purchase Order and Requisition System, eBuy, is a web-based application used by campus departments to submit requests for equipment, supplies and/or services to the Campus Purchasing Department for procurement action (excluding those items which are available from the Storehouse, Printing & Reprographics or Equipment Management's Excess and Salvage Program). The eBuy system is used for requisitions (the subject of this campus policy) as well as for Department Authorized Purchase Order (DAPO) transactions, eCatalog purchases, and, optionally, as a record-keeping tool for users of the Campus Procurement Card (ProCard) program.
 
Requisitions to Campus Purchasing are used in instances where a transaction: 1) exceeds the purchase authority delegated to departmental Transactors; 2) is for an item restricted or prohibited from departmental purchase (see campus policy 750-39); 3) is from a vendor with which a potential conflict of interest is present; 4) is for items or services in which the vendor requires agreement to and signature on their terms and conditions/contract; 5) is for work on UC premises and the vendor has no or insufficient insurance; 6) is outside the scope of the Transactor’s access to eBuy Agreements.
 
Access to the eBuy System is maintained by departmental System Access Administrators (SAA) through the Enterprise Access Control System (EACS). SAAs also establish user roles within EACS for their department’s employees with access to eBuy. These roles are: Requestor, Transactor and Receiver.
 
Requestor Role – These individuals are typically end-users. They are the individuals who determine and originate the need for the purchase of goods or services.
 
Transactor Role – These individuals are typically the “Purchasing Assistants” within a campus department. They are individuals granted limited authority to purchase or commit funds on behalf of the campus department(s) they serve. Transactors may also perform the functions of the Requestor role when required.
 
Receiver Role – These individuals are most often the “Receiving” person within a campus department. They often physically receive the materials, verify the materials are in accord with the purchase order, that the proper quantities are received in undamaged condition and the materials are “OK to Pay”. Whenever possible, it is highly recommended that the Receiver role be assigned to an employee that is NOT also assigned the role of Transactor in eBuy.
 
Campus Purchasing provides training classes for Requestors and Transactors on a regular on-going basis. These classes provide step-by-step instruction in the proper use of the eBuy Purchasing program. All individuals granted access to eBuy are encouraged to attend these “how to” classes. Transactors are required to attend Campus Purchasing’s classes “The Nuts and Bolts of Purchasing” and “Purchasing Fundamentals” in order to execute their responsibilities most effectively. All these training classes will soon be offered electronically through UCR’s Learning Management System (LMS). Check the LMS site for availability.
 
 
B.       PROCEDURES / REQUISITION REQUIREMENTS
 
Every aspect of the step-by-step process to create a requisition in eBuy is not addressed in this policy. However, information which is essential to submitting a proper requisition and definitions or functions for many of the field names contained within eBuy follow below.
 
A Campus Department submitting a requisition to the Purchasing Division must complete certain fields of the requisition, as indicated below. Explanations are provided for those fields whose purpose/use may not be immediately apparent. Requisitions which are incomplete will be rejected and “returned” to the requisitioning department for completion.
 
Once access has been granted by a department SAA, eBuy users may log-in to eBuy via R’Space or directly at www.ebuy.ucr.edu
 
1.       REQUESTOR ROLE (note: items with * are mandatory fields):
 
a.        Click “Create Request*” – this action establishes a “control number” which will be tied to the transaction throughout its existence and provides the input screen for the specifics of the request.
 
b.       User Contact* / User Phone* - The name and telephone number of the individual requesting or expected to use the item(s) or service(s) requested. This will assist Campus Buyers in contacting the person responsible for establishing the specifications and requirements.
 
c.        Date Needed - This date should provide a reasonable amount of time to obtain competitive pricing and to secure delivery or performance.  This field defaults to 3 weeks. Premium costs may be paid to meet abnormally short delivery or performance times. See "Procurement Cycle" (section C. below) to assist in planning.   If special or urgent delivery needs must be met, it is recommended that an "URGENT" message about the delivery requirement be made in the Comments tab to alert Campus Purchasing. 
 
d.       Acct. Structure – In the event the Requestor works in more than one organization, select the Account Structure under which this purchase is to be made.
 
e.       Order Description* – This is the title of the request that will appear in all eBuy listings. Use this as an aid for future identification purposes.
 
f.         Click “Add Line*” – this action pops-up a screen which permits addition of the items to be purchased.
 
·         Quantity* – Enter the quantity to be purchased for each line. Keep in mind that the quantity and unit of measure are interrelated.
 
·         Unit of Measure (each, pack, case, etc) – Select the appropriate unit of measure. Be sure the quantity and unit of measure agree with the quantity actually needed. If you specify 12 and dozen, you will receive 12 x 12 or 144 each.
 
·         Description* - Each individual item requested must be fully described to facilitate purchase. This section should contain specifications that clearly identify the required item(s) and/or service(s). Performance and/or technical specifications should be provided with items which lend themselves to competitive practices. These specifications must not favor one brand or trade name article, manufacturer or supplier over others. Brand or trade names may be used within this section for descriptive purposes, if appropriate, however.
 
·         Catalog Number - If available, enter the catalog number to help ensure the proper item is purchased.
 
·         Unit price* - Indicate the anticipated price of the item. Be sure to consider the unit of measure specified (“each” price vs. “dozen” price as an example)
 
·         Taxable – Indicate if known. Most UCR purchases ARE taxable. Note: Typically, most labor items are not taxable.
 
g.        Click “Save & Add Next” to add more items to the request or “Save*” to return to the general tab. Use “Close” to return to the general tab without saving that particular item.
 
h.       Click “Comments” tab to add any special instructions or information.
 
i.         Click “Misc” tab
 
·         FAU/Funding Source - Indicate the FAU or fund source the Transactor is to use for this purchase.
 
·         Vendor Name and Contact – Indicate your recommended vendor and any contacts that may have been made. It is especially important to indicate the vendor name to help identify any catalog numbers used. You may also click the “Vendor” button to select a vendor from the database.
 
j.         Click “Attachment” tab to add any quotes, drawings or other documents related to the request.
 
·         Click “Attach Document” to upload documents into eBuy.
 
·         Indicate a name to be recorded for the document to be attached.
 
·         Specify the file address for the upload (easiest to use the browse button to select)
 
k.        After all items have been added and all critical information completed, click the “Submit*” button to send the request to your departmental Transactor. 
 
Note: Requestors cannot send their requests directly to Campus Purchasing. Requests can only be submitted to Campus Purchasing by departmental Transactors.
 
2.       TRANSACTOR ROLE (note: items with * are mandatory fields):
 
a.        Click “View Requests” – Transactors in campus departments making full use of eBuy’s Requestor feature will find all requests submitted by their departmental Requestors when this button is clicked. These submitted requests may be reviewed, completed, sent as requisitions to Campus Purchasing, or processed as DAPOs when within the Transactor’s delegation. There is no duplication of effort when the Requestor features are used.
 
b.       Click “Create Order” - Transactors in campus departments not making full use of eBuy’s Requestor feature may create their requisitions or DAPOs by clicking this button. All of the items addressed for Requestors above also apply when a Transactor creates an order or requisition, although more fields become mandatory.
 
Regardless of the origin of the initial request, the following applies:
 
c.        A “Control Number” is automatically established by eBuy and will be tied to the transaction throughout its existence.
 
d.       A “Status” indicator appears to alert the Transactor of the current status of the transaction.
 
e.        If a Requestor initiated the transaction, their User ID is listed.
 
f.         User Contact* / User Phone* - The name and telephone number of the individual requesting or expected to use the item(s) or service(s) requested. This will assist Campus Buyers in contacting the person responsible for establishing the specifications and requirements.
 
g.        Order Description* – This is the title of the request that will appear in all eBuy listings. Use this as an aid for future identification purposes.
 
h.       Quote Number – If a vendor has provided a quote to the end user or Transactor, please indicate the quote number. Please attach a copy of the quote whenever possible (see item y. below).
 
i.         Date Needed - This date should provide a reasonable amount of time to obtain competitive pricing and to secure delivery or performance.  This field defaults to 3 weeks. Premium costs may be paid to meet abnormally short delivery or performance times. See "Procurement Cycle" (section C. below) to assist in planning.   If special or urgent delivery needs must be met, it is recommended that an "URGENT" message about the delivery requirement be made in the Comments tab to alert Campus Purchasing. 
 
j.         Expected Delivery – Leave blank for requisitions.
 
k.        Click “Order Type*” – Select “Requisition*” for transactions with an acquisition value greater than the Transactor’s delegated purchasing authority or for items which are restricted to purchase by Campus Purchasing (see special approvals and restricted purchases in policy 750-39).
 
l.         Click “Vendor” if a recommended vendor is known. Leave blank if no vendor is known. It is especially important to indicate the vendor name to help identify catalog numbers which may have been used. Use the Comments tab to add any special notes about the vendor or vendor contacts.
 
m.      Acct. Structure – In the event the Transactor works in more than one organization, select the Account Structure under which this purchase is to be made.
 
n.       Click Default FAU* – Specify the account string(s) to be charged for the particular transaction. The default FAU will apply to every line item on the order at the percentages indicated. Any line item which should NOT be charged at these percentages (or should be charged to a different FAU) may be changed at the line item level. The default FAUs always apply to every item UNLESS overridden at the line item level. Every transaction MUST have a default FAU.
 
o.       Click “Preview” button at any time to see a pdf file of the order with all currently entered information displayed.
 
p.       Click “Add Line*” – this action pops-up a screen which permits addition of the items to be purchased.
 
·         Quantity* – Enter the quantity to be purchased for each line. Keep in mind that the quantity and unit of measure are interrelated.
 
·         Unit of Measure (each, pack, case, etc) – Select the appropriate unit of measure. Be sure the quantity and unit of measure agree with the quantity actually needed. If you specify 12 and dozen, you will receive 12 x 12 or 144 each.
 
·         Description* - Each individual item requested must be fully described to facilitate purchase. This section should contain specifications that clearly identify the required item(s) and/or service(s). Performance and/or technical specifications should be provided with items which lend themselves to competitive practices. These specifications must not favor one brand or trade name article, manufacturer or supplier over others. Brand or trade names may be used within this section for descriptive purposes, if appropriate.
 
·         Catalog Number - If available, enter the catalog number to help ensure the proper item is purchased.
 
·         Unit price* - Indicate the anticipated price of the item. Be sure to consider the unit of measure specified (“each” price vs. “dozen” price as an example)
 
·         Taxable – Indicate if known. Most UCR purchases ARE taxable. Note: Typically, most labor items are not taxable.
 
·         Expected Delivery – leave blank for requisitions
 
·         Click “Save & Add Next” to add more items to the requisition or “Save*” to return to the general tab. Use “Close” to return to the general tab without saving that particular line item.
 
q.       Click “Remove Selected Item” to delete any items which are no longer needed or entered in error. Select the items to be removed by checking the box that appears in the “action” column (right side) of the general tab.
 
r.        Click “Copy Selected Item” whenever you wish to duplicate an item. Perhaps you wish to purchase ten items all of which are identical except for color and catalog number. Use of this feature avoids re-entering the basic description 10 times. After the items are copied, each may be edited for color and catalog number.
 
s.        Once an item has been added it may be edited by clicking the “edit” field in the transaction “action” column (right side of the “general” tab).
 
t.         Once an item has been added its FAU may also be edited at the line item level by clicking the “FAU” field in the transaction “action” column (right side of the “general” tab).   A line item level FAU supersedes the default FAU for that line item.
 
u.       Click “Comments” tab to add any special instructions or information. Any Requestor’s comments will also be forwarded.
 
v.        Click “Deliver To*” Tab and specify:
 
·         Select Delivery code* – this adds a prefix to your purchase order number to assist Campus Receiving in identifying where the items are to be delivered. This does NOT place your department name in the delivery address (you must indicate that on the next line)
 
·         Dept. Name – Please indicate the name of the department where the item is to be delivered.
 
·         Room/Bldg/Contact* – Specify like: Room 1234 Batchelor Hall, Attn: Dr. Smith. DO NOT USE ABBREVIATIONS, so that truck drivers, unfamiliar with the campus, can locate the correct building and delivery site.
 
·         Street Address* – Use 3401 Watkins Dr. unless your delivery location has an actual street address.
 
·         City/State/Zip/Country* – Riverside, CA 92521 USA unless delivery is not to the main campus.
 
w.      Click “Misc” tab
 
·         Previous PO Number - If the item(s) to be ordered are identical or similar to recent purchases, please indicate the prior purchase order number, if known. This information will assist Campus Purchasing in expediting the order by avoiding duplication of prior efforts. This is also particularly useful for service contract renewals.
 
·         Fabrication Number - Enter the "fab number" assigned by Equipment Management when requesting components or supplies to be used for the fabrication of a piece of equipment. Note: You must use account number 803160 for equipment fabrications.
 
·         Estimated Total Cost - Allows a department to enter the anticipated cost for the entire order. In the event the actual cost differs substantially from the department estimate, Campus Purchasing will contact the department to determine whether the order is to be placed, modified, or canceled.
 
·         TCNTE – Total Cost Not To Exceed - A department may indicate a limit on the funds to be committed for the purchase. Purchasing will not exceed the indicated amount without departmental approval. Departments are reminded to allow for California Sales Tax in the amount indicated.
 
·         Price Adjust To - If the item to be purchased is to be attached to an existing piece of equipment, and the value of the existing equipment is to be increased by the value of the proposed item, enter the UCR property number assigned to the existing equipment. Contact Equipment Management for further information relative to price adjustments. Note: The minimum price adjustment is $5,000 and account number 803150 (computers) or 803180 (non-computer) must be used.
 
·         Blanket Start Date - Used for transactions which occur over an extended time, such as annual maintenance contracts which have a start and end date.
 
·         Blanket End Date – As above.
 
x.        Click “PO Vendor” tab – This tab is automatically populated when a vendor is selected using the “Vendor” button (see item l. above). Additional information may be added here, if available.
 
y.        Click “Attachment” tab to add any quotes, drawings or other documents related to the request.
 
·         Click “Attach Document” to upload documents into eBuy.
 
·         Indicate a name to be recorded for the document to be attached.
 
·         Specify the file address for the upload (easiest to use the “browse” button to select)
 
Note: “Terms” and “Selection” tabs do not appear in the “requisition” version of eBuy. Campus Purchasing adds the information for these tabs when the transaction is complete and becomes a Purchase Order.
 
z.        The “Save”, “Save and Exit”, “Submit” and “Exit” buttons may be used as appropriate.
 
·         Save – saves all information input to the requisition, but does not exit. Use occasionally to ensure all data input is not lost should network issues occur.
 
·         Save & Exit – Saves the requisition and exits to the Transactor’s main eBuy page. Transaction may be recalled at any time for additional input, submission to Campus Purchasing or review and submission by departmental approval authority.
 
·         Send PR (purchase requisition)– Sends the requisition to Campus Purchasing for action
 
·         Exit (No Save) – Exits the requisition WITHOUT saving.
 
After all items have been added and all critical information completed, click the “Send PR*” button to send the requisition to Campus Purchasing.
 
 
C.       PROCUREMENT CYCLE
 
1. Initiation by Department
 
The requisition may be sent to Campus Purchasing via eBuy when the following conditions exist:
 
a.        Funds are available in the designated FAU(s). By submitting a requisition, Transactors are certifying to Campus Purchasing that sufficient funds are available in the specified accounts;
 
b.       Authorization of the contracting or granting agency has been secured, if necessary;
 
c.        The requisition has been completed in accordance with University policy and procedures; and
 
d.       All required administrative approvals and any special approvals (as specified in UCR Policy 750-63) have been secured.
 
2. Authority to submit Requisitions to Campus Purchasing
 
The ability to submit requisitions to Campus Purchasing and the delegated maximum value of any such submission is controlled on a Transactor-by-Transactor basis by the departmental SAA through the EACS system. Department Financial and Business Managers should work with their department chairs/heads and SAAs to establish the internal hierarchy for approval of requisitions, based on dollar limits, for their department.
 
Transactors may prepare the requisition in its entirety, regardless of dollar value. The approving officer, as established for eBuy, may log-in to eBuy, review the subject requisition and submit to Campus Purchasing for action.
 
Transactors should NOT intentionally reduce the value of a requisition in order to enable submission to Campus Purchasing (example: reducing a transaction anticipated to cost $100,000 to only $25,000 in order to permit submission to Purchasing, due to their delegation limit of $25,000). Such action is intentionally subverting the internal approval process and is an improper practice.
 
3. Campus Purchasing Department
 
Upon Campus Purchasing’s receipt of a requisition, the transaction is assigned to a buyer. Transactors may check the status of their requisition by using the “Search Order” feature appearing on their main eBuy page. When searching for order status, be sure to use the correct order status (or select all) and a “submitted” date range covering the period of interest. The Campus Buyers along with their commodity assignments and buyer numbers are listed in Purchasing's web pages.
 
4.       Planning and Lead Times
 
The time required to complete a procurement cycle, from receipt of a requisition to delivery of the item(s), varies according to such factors as complexity of procurement, vendor lead times, and constraints imposed on the expenditure of funds by the funding source. Purchasing places small-dollar orders almost immediately when a known cost effective source exists, as well as orders for items which are included as part of a primary University Strategic Sourcing agreement. The average time for Campus Purchasing to process a requisition and place an order is about 10 calendar days, and the average vendor lead time is about six weeks, but can vary dramatically.
 
The procurement cycle for complex, high cost or high technology items, however, can span from several weeks to several months. Orders that exceed $100,000 for instance, which are not included as part of a primary University Strategic Sourcing agreement, require product research, interaction with the end user, development of bid specifications, distribution of bid documents, evaluation of bids submitted, and award of the contract. Completion of this entire process averages four to eight weeks.
 
Advanced planning by the department and early involvement of Campus Purchasing will greatly facilitate the procurement process, and increase the likelihood of receiving goods and services in a timely manner.
 
5.       Emergency Orders
 
In emergency situations, a department may request authority to purchase from a supplier even if the transaction is in excess of the limits set in eBuy. An emergency situation is defined as a situation where the lack of materials or services will cause the detrimental cessation of an educational program or research project or may result in injury to personnel or property.
 
To obtain this authorization, the department must contact the appropriate Buyer. The Buyer will evaluate the circumstances and determine whether the emergency action is appropriate and justifiable. eBuy permits the Buyer to grant a one-time exception to the delegation limit of an eBuy agreement. If the Buyer determines emergency action is appropriate they will grant permission to the Transactor to conduct the transaction utilizing a DAPO in excess of their established dollar limit. In the event the emergency situation is such that the Buyer determines their personal involvement is necessary and appropriate, the Transactor will be instructed to submit a requisition and the Buyer will conduct the transaction as an emergency. eBuy is a real-time application, therefore, the Transactor and Buyer can work together to resolve emergency situations anytime they may arise. 
 
6.       High-cost or sole source requirements
 
a.     High Cost
 
Requests for goods and services which exceed $5,000 should be accompanied by detailed product information and/or technical specifications. This information will be used by Campus Purchasing to develop Requests for Bid/Quote to solicit competition among suppliers.
 
b.       Sole Source
 
Requests for sole source purchase exceeding $10,000 shall be accompanied by a written justification. The justification must be based upon functional and/or performance requirements that are necessary to accomplish the educational or research objectives for which the item is being proposed.
 
Considerations -
 
Sole Source – Selection of the vendor is based upon the fact that only a specific product/service, available only from this particular firm, can fulfill UCR’s requirements. It is important to note that a sole item capable of fulfilling UCR’s needs may in fact be available from multiple sources. Sole source means that it is the sole item, available only from a single source, which can fulfill UCR’s needs. Campus Customers, in concert with the Buyers, must document why a sole source is necessary and why competition or alternates are not viable. It is also important to note that unique features or capabilities possessed by the item or vendor must actually be required by UCR. That is, because an item may have polka dots, weighs 462.6 pounds and is 11.26” x 33.2” x 31.56” in size may, indeed, make the item unique and available from a single source, BUT are those features mandatory to fulfill UCR’s needs? Why? The unique features or capabilities must have a direct tie to satisfying UCR’s performance needs. Therefore, sole source documentation must address not only what makes the item or service unique but also why those unique features are mandatory for UCR’s purposes. 
 
Match Existing – Sometimes is it necessary to match products already on-site at UCR. Perhaps a repair part is needed; Perhaps a teaching lab is equipped with certain equipment, and, for ease or continuity of teaching, all stations must match; Perhaps an open-space office is equipped with a particular office furniture panel-system and additions or reconfiguration is necessary. In these instances it is necessary and appropriate to match the existing product. Campus Customers and Buyers should make sure such “matching” is the best course of action and that savings opportunities are not overlooked.
 
It is highly recommended that departments contact the appropriate Campus Buyer for suggestions and/or assistance in developing their sole source justifications, prior to the requisition phase, in order to avoid rejection when evaluated by Campus Purchasing.
 
7.       Order status and Expediting  
 
a.        Transaction Status
 
Requisition status (to find the status of a transaction BEFORE a formal commitment to a vendor is made):
 
Transactors may check the status of their requisition by using the “Search Order” feature appearing on their main eBuy page. When searching for order status, be sure to select the appropriate order statuses (or select all) and a “submitted” date range covering the period of interest. Campus Buyers along with their commodity assignments and buyer numbers are listed in Campus Purchasing's web page.
 
Order status (to find the status of a transaction AFTER a formal commitment to a vendor is made):
 
Review the final Purchase Order – eBuy users can determine the estimated delivery time for any given order by review of the final order issued to the vendor. This can be accomplished through the “Search Order” feature as described under Requisition immediately above.
 
b.       Delivery updates and Expediting of orders
 
1.       Contact the successful vendor –
 
·         Departments should contact the vendor for updated order status / delivery information.
 
·         In the event a department contacts the vendor, it is important that there are NO changes made to the purchase order, only information obtained. If changes to the purchase order become necessary, contact the appropriate Buyer.
 
2.       Contact the Buyer responsible for the order –
 
·         When calling Campus Purchasing with an inquiry, the caller must contact the appropriate Buyer, indicated by the three-digit buyer number on the order (Buyer names and Buyer numbers may be found here) and provide them with the eight-digit purchase order number.
 
·         Campus Purchasing does not expedite purchase orders on a regular on-going basis. Departments should contact the appropriate vendor directly for updates to delivery status. Departments should always be prepared with the Purchase Order number when contacting the vendor. Transactors are cautioned to ensure the vendor contacted is the vendor which received the award. Sometimes the vendor awarded the purchase order may not be the same vendor that appeared on the original departmental requisition.
 
·         The Buyer responsible for the original order will, upon request, contact the vendor with whom an order was placed, and determine the status of past due items.
 
8.       Returns, discrepancies, missing or damaged items
 
The process used to address these issues varies according to a number of factors, as indicated below. Please keep in mind that any change of items, prices, services, etc. must be evidenced by a formal change to the purchase order. Departments must contact the Buyer responsible for the purchase to ensure a change order is generated so that all financial aspects or product changes are properly reflected in the contract between the University and the Vendor. Only the Buyer has the authority to commit the Campus to changes of the contract.
 
a.       Shipment received with Missing items –
 
If delivered to your department by Campus Receiving
 
·         Contact Receiving so that they may check the Carrier’s Bill of Lading to determine if the number of packages delivered by the Carrier to the campus is the same as delivered to your department. If not, Receiving will attempt to locate the missing packages.
 
·         If there are no missing packages, contact the vendor and advise them of the shortage and ask that they ship the missing items.
 
·         If difficulties are encountered with the vendor, contact the Buyer responsible for the purchase for assistance.
 
If delivered directly to department by a Carrier (not by Campus Receiving)
 
·         Departments are responsible for confirming the number of packages received from a Carrier is the same as reflected on the Carrier’s Bill of Lading. If it is later determined that a Carrier failed to deliver all the packages that were reflected on the Bill of Lading, the department should contact the Carrier and ask for their assistance in locating the missing package. The Carrier has no legal responsibility for this error since the University accepted or “signed for” the number of packages indicated on the Bill of Lading.
 
·         If there are no missing packages, contact the vendor and advise them of the shortage and ask that they ship the missing items.
 
·         If difficulties are encountered with the vendor, contact the Buyer responsible for the purchase for assistance.
 
b.       Shipment received with Damaged items -
 
If delivered to your department by Campus Receiving –
 
·         Contact Receiving so that they may contact the Carrier for a freight inspection as required under DOT regulations. Be certain to retain ALL SHIPPING MATERIALS until the freight inspection has been conducted. Freight inspections must be requested within 10 days of delivery to the campus.
 
·         Contact the vendor and advise them of the damage and the steps taken with the Carrier.
 
·         Contact the Buyer responsible for the purchase if additional assistance is required.
 
If delivered directly to department by a Carrier (not by Campus Receiving)
 
·         Departments are responsible for inspecting packages received from a Carrier. Any visible damage to the items or packaging should be noted on the Carrier’s Bill of Lading prior to signing as received.
 
·         If actual damage is discovered, contact the Carrier and request a freight inspection. Be certain to retain ALL SHIPPING MATERIALS until the freight inspection has been conducted. Freight inspections must be requested within 10 days of delivery.
 
·         Contact the vendor and advise them of the damage and the steps taken with the Carrier.
 
·         Contact Receiving for advice, if needed.
 
·         Contact the Buyer responsible for the purchase if additional assistance is required.
 
c.        Receipt of products differing from those ordered –
 
·         Contact the vendor and advise them of the discrepancy and ask that they ship the correct item and pick-up (at their cost) the incorrect item received.
 
·         Contact the Buyer responsible for the purchase if additional assistance is required.
 
d.       Return of products –
 
Wrong item shipped –
 
·         Contact the vendor and advise them of the discrepancy and ask that they ship the correct item and pick-up (at their cost) the incorrect item received.
 
·         Contact the Buyer responsible for the purchase if additional assistance is required.
 
Wrong item ordered or item not wanted –
 
·         Contact the Buyer responsible for the purchase. The Buyer will assist in making arrangements to return the item and order the correct item, if applicable. Transactors must be aware that the vendor is under no obligation to accept return of an item the University ordered in error, although most do accommodate. Transactors should also be aware that the vendor may charge a fee for accepting the return. The Buyer will attempt to eliminate or minimize such fees, but a fee may still apply.
 
Overage received (more received than ordered) and not wanted –
 
·         Contact the vendor and advise them of the over-shipment and ask that they arrange for pick-up (at their cost).
 
·         In the event an overage is received and the end user wishes to retain, contact the Buyer to adjust the contract with the Vendor to permit payment for the extra item(s).
 
 
D.        OTHER POLICY REFERENCES
 
·         Purchasing Authority 750-63
·         Business and Finance Bulletins: BUS-43 - Materiel Management
 
 
E.        FEEDBACK
 
For questions regarding this policy or procedure, please contact the Director of Materiel Management.
 
 
F.        DEFINITIONS – to be added in a future update
 
 
G.       FREQUENTLY ASKED QUESTIONS (FAQs) - to be added in a future update