Materiel Services
Materiel Services (Central Receiving)
Section I - Function
1:01 – Receive, check and accept merchandise.
1:02 – Distribute supplies to University departments in a timely manner.
1:03 – Record & tag all new assets for items over $5,000.
Section II - Objectives
2:03 – Merchandise is distributed to the department no longer than five (5) working days from date of receipt of goods.
2:04 – All receipt of goods are recorded in the Colleague Distributed Financials System.
2:05 – All new equipment, furniture, and other items over $5,000 are recorded as fixed assets. Capitalized items are valued at $5,000.
Section III - General Receiving Procedure
3:02 – Count boxes, skids or other items.
3:03 – Sign delivery receipt and retain a copy for the file.
3:04 - Contractors are required to pick up all of their items from central receiving.
Section IV - Discrepancies
4:01 – Damaged merchandise – If damage is severe and verified before the delivery receipt is signed, delivery will be refused; if damage is minor, a notation is made on the packing slip along with the driver's initials; notify the supplier and the appropriate University department.
4:02 – Concealed merchandise – Damage discovered after merchandise is opened; if discovered within seventy-two (72) hours of receipt (carrier still has a legal liability at this point) the Warehouse Supervisor will call the supplier and freight company, make annotation on the receiving document of the date and time of call and person contacted; follow up with a concealed damage claim form to the carrier and a discrepancy form letter, with copy of concealed damage claim form, to the supplier.
4:03 – Missing merchandise - A notation is made on the packing slip if the discrepancy is discovered after the delivery/packing list is signed by the department, a letter is sent to the company with a copy to the University department.
4:04 – Unidentifiable package – After checking the packing slip, the package and the receiving file, and if the receiving department cannot be identified, the supplier is called. If the delivery still cannot be identified, the package will be returned to the supplier.
4:05 – Other discrepancies – For overages, shortages, duplications, substitutions, and other items, a letter is sent to the supplier and the appropriate University department.
Section V - Asset Inventory Item - Receiving Procedure
5:01 – All items with a unit cost of $5,000 or more and an expected life of more than one year are considered fixed assets – follow general receiving procedures.
5:02 – After the item is received, a University identification tag is affixed and package is delivered to the department. Note location of item, record location and tag number on the receiving report and then forward to the Purchasing Fixed Asset Officer.
Section VI - Delivery Procedure
MATERIAL SERVICES (CENTRAL RECEIVING/WAREHOUSE) DOES NOT ACCEPT THE DELIVERY OF PERSONAL ORDERS.
6:01 –No item received by Material Services should be held for more than five (5) working days. Exception: live specimens and items that require refrigeration will be delivered immediately or refrigerated; Receiving personnel should accompany truck to destination, assist in unloading (if necessary).
6:02 – Fixed Asset items (over $5,000) must be signed by an authorized person in the University department where the item has been delivered. A copy of the signed delivery ticket will be attached to the receiving report.
Section VII - Stationery, Bulk and Maintenance Items - Purpose
7:01 – Stock office supply items for distribution to University departments.
Section VIII - Stationary, Bulk and Maintenance Items - Objectives
8:01 – Paper and printed materials that are used by University departments. Material Services re-orders all supplies.
Office Supplies
All items stocked are maintained electronically, each item has a unique stock number; purchase requests are submitted to Material Services.
Distribution to University departments – A department submits a Stationery Supplies Requisition form and items are delivered to the department within five (5) working days of receipt or order. The Stationery Supplies Requisition is a three-part form that must be signed by an authorized department head; details for ordering are in the Stationery Catalog.
Charge backs to departments are made through the stationery inventory program. After the order is filled, the delivered quantity is indicated on the billing copy of form. Charge back takes place at the end of each month and a copy is submitted to the department.
Storage and Inventory Maintenance Supplies
Items are stored and stock levels are monitored by the Office of Facilities and Campus Planning.