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Receiving and Inspecting Supplies and Equipment

    • Last Updated: 07/01/2016
    • Effective Date:

    Policy Statement
    Departments and/or Receiving Services are responsible for examining incoming deliveries to ensure the goods ordered match the goods received in relation to quantity and type and that the shipment is free of damage.  The designated “ship to” location receives the materials and equipment, inspects supplies received for quantity, quality and any special specifications as indicated on the purchase order; delivers the material to the ultimate consignee; receives, packages, and ships items being returned to vendors; processes losses, shortages, overages, duplicate shipments, and damage claims to the carriers with notifications to vendors.
    Reason for policy
    To provide an understanding of who is responsible for receiving and inspecting supplies and equipment purchased via a purchase order issued by the Procurement Office.
    Procedures

    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
     Commercial suppliers
     Complex Carbohydrate Research Center (CCRC)
     Delivery points outside Clarke County, Georgia
     Food Service
     Georgia Center for Continuing Education
     Instrument Shop
     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 of Documents)
     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)
     Diplomas
     Ethyl alcohol
     Field crops, unprocessed
     Gas cylinders
     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
     Radioactive materials
     Reprints and page charges
     Rigid items longer than 15 feet, such as lengths of iron or steel
     Services
     Subscriptions
     Testing materials
     Truckload or rail carload shipments
     Typesetting
     Hazardous Chemicals


    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.

    Forms/Instructions
    UGAmart Receiving Demo
    Additional contacts

    Procurement  – 706-542-2361

    Accounts Payable – 706-542-2786

    Responsibilities

    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.

    Record Retention

    Shipping Records

    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