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Receiving and Inspecting Supplies and Equipment

Mail and Receiving Services

View Official Policy: Receiving and Inspecting Supplies and Equipment Policy

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.

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.

Date Issued: 01/01/2016

Last Reviewed/Updated: