- 6.01.01 - Purpose
- 6.01.02 - Policies
- 6.01.03 - Procedures - Shipping Packages
- 6.01.04 - Procedures - Receiving Packages
- 6.01.05 - Receipt and Inspecting of Materials
- 6.01.06 - Delivery Receipt
Section 6.01.01 PURPOSE
To provide a service for the University, receiving all incoming freight and packages from UPS, FEDEX, AIRBOURNE and other parcels; checking purchase orders and credit card orders and delivering them to the departments; shipping out freight and other packages for UPS, FEDEX, AIRBORNE, and other parcels. Billing charges to department; keeping day to day records and other related services.
Section 6.01.02 POLICIES
United Parcel Service (UPS)
All United Parcel Service (UPS) packages will be shipped and received by Central Receiving personnel located at 320 North Wayne Street.
Section 6.01.03 PROCEDURES - SHIPPING PACKAGES
The department sending the package will call Central Receiving at 5063 to advise them to pickup a package.
The department sending the package is responsible for having the package ready for shipping with the correct address of destination.
Packages will be picked up each workday by an assigned person on campus and taken to the Central Receiving department for shipping.
Packages will be picked up by UPS at Central Receiving each workday evening.
The account number to be charged must be clearly shown on each package.
Section 6.01.04 PROCEDURES - RECEIVING PACKAGES
UPS delivery person will deliver packages to Central Receiving each morning.
Each package will be assigned a shipping number which will be logged into a logbook by Central Receiving. The person receiving the package will sign by this number verifying that the package was received.
If no one is available to sign for a package, a notice will be left that delivery was attempted. The package will be returned to Central Receiving for delivery for the following workday.
Only Georgia College & State University official business will be handled by Central Receiving.
If any problem is encountered, please call Central Receiving Supervisor/ Manager at 5063.
Section 6.01.05 RECEIPT AND INSPECTING OF MATERIALS
Materials that have been ordered by a purchase order will be delivered to the Central Receiving. Most items are received via United Parcel Service (UPS), common carrier freight lines, or other private courier.
The materials will be promptly delivered by Central Receiving staff to the person or department that made the original request for the materials.
At the time materials are delivered to the requesting department, the materials must be inspected to verify that they are of the same quality and quantity as listed on the purchase order. It is important that the inspection be made as soon as possible following delivery to the department.
If any discrepancy in quality or quantity, or if any damage is noted in the inspection, the purchasing department should be notified immediately. In the case of damaged materials, the purchasing department has only fifteen (15) days from the date of delivery to make a valid claim with the supplier.
Section 6.01.06 DELIVERY RECEIPT
At the time a purchase order is printed in the purchasing department a corresponding receiving report will also be generated in the Peoplesoft system. All items listed on the purchase order will be listed on the receiving report. (See exhibit 6.01-A)
At the time of delivery by UPS, freight line, etc., the shipping carton(s) will be opened and inspected against the receiving report and the items received or backordered will be appropriately marked on the receiving report.
The materials will be delivered to the ordering department by Central Receiving personnel. A representative of the ordering department will be required to sign the receiving report at the time the items are delivered to the payment of the invoice, it is very important that any problems with items received be reported to the Material Management as soon as possible.
One copy of the receiving report will be left with the ordering department. One will be retained by Central Receiving for proof of receipt of item(s) with signature and date.
If two or more deliveries of partial orders are required to complete a purchase order, the same cycle will be repeated until the order is completed.
From time to time it may be necessary, due to the complexity or technical nature of items received, to have a representative from the ordering department to assist Central Receiving personnel in determining if an order is complete and/or meets specifications.