SUPPLIES/EQUIPMENT TO ATHENS MAIN CAMPUS: Receiving Services is established to perform receipt, inspection, delivery, shipping, claims processing, and temporary storage of material pending delivery to University departments. These functions will be performed for all departments and offices on the Athens campus with the exception of the following departments, which have specialized receiving requirements. For those items delivered to and received by Receiving Services, Receiving Services will process the receipt within UGAmart.
Purchase requirements with the following deliver-to-points are not routed through Receiving Services:
Central Research Stores
Campus Scientific Stores
Complex Carbohydrate Research Center (CCRC)
Delivery points outside Clarke County, Georgia
Georgia Center for Continuing Education
NEGA Police Academy
Performance Assessment Lab
Facilities Management Division (FMD)
Poultry Science Feed Mill
University Bookstore (Follett)
University Health Center
University of Georgia Press
In addition to the departments excepted above, the following categories of orders are excluded from Receiving Services procedures:
Advance pay request (including orders to the U.S. Printing Office, Superintendent
Art objects or art work
Cash-on-delivery orders (C.O.D. Purchases)
Deliver and install requests including furniture and leased photocopy machines (if setup and/or startup is included)
Field crops, unprocessed
Gravity-fed materials (such as gasoline and fuel oil or any other bulk items which are unpacked or unsacked)
Indefinite blanket orders
Items authorized for check request payment procedures
Items ordered from the University Bookstore
Livestock (lab animals do go through Central Receiving unless otherwise requested by department and special approval is granted)
Maintenance parts installed by repairmen
Narcotics, or other drugs for which governmental regulations require direct delivery to a registered pharmacist
Orders specifying delivery only upon user's request
Orders to be picked up from supplier
Reprints and page charges
Rigid items longer than 15 feet, such as lengths of iron or steel
Truckload or rail carload shipments
Receiving Services will deliver items ordered from UGA Stock Items & Bulk Paper, but does not process any other internally-generated University deliveries.
SUPPLIES/EQUIPMENT NOT DELIVERED TO CENTRAL RECEIVING:
Departments receiving direct shipments falling under one of the above exceptions or because they are not located on the Athens Main campus are responsible for completing the receipt within UGAmart.
Merchandise should never be returned to the vendor or carrier without first obtaining permission and shipping instructions from the vendor. For a complete description of the procedures for handling return of merchandise, see Receiving Services Policy and Procedure.
Procurement – 706-542-2361
Accounts Payable – 706-542-2786
Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Assistant Director Administrative Services
Policy Owner: Receiving Services
Policy Contact: Dwyane Weaver
Phone Number: 706-425-3263
Responsibilities: The responsibility for receiving and inspecting supplies and equipment rests either with 1) UGA’s Receiving Services Department or 2) the departments requesting the supplies, equipment or services.
Responsibilities: It is the responsibility of the designated “ship to” location to receive the materials and equipment, inspect supplies received for quantity, quality and any special specifications as indicated on the purchase order; deliver the material to the ultimate consignee; receive, package, and ship items being returned to vendors; process losses, shortages, overages, duplicate shipments, and damage claims to the carriers with notifications to vendors.
Description: This series documents the sending and receiving of equipment, supplies, and other items. The series includes: packing slips; shipping and container lists; and bills of lading.
Retention: 5 years, BOR 0472-01-013
For expenditures processed with grant funding, retention for the final research report is permanent; all other records, 7 years after the end of the grant period. BOR 0472-09-006