Business Services Policies

BS11 Responsibilities after Initiating Purchases from Vendors Outside the University

Policy Status: 

Active

Policy Steward: 

Associate Vice President for Auxiliary & Business Services

Contents:

  • Purpose
  • Change Orders
  • Follow-Up
  • Delivery Information
  • Receipt Of Damaged Goods
  • Returning Materials
  • Reimbursements
  • Further Information
  • PURPOSE:

    To state the responsibilities which the requesting department shares with the Department of Purchasing Services in order to make sure that delivery is made and that the requirements set forth in the Purchase Order are met.

    CHANGE ORDERS:

    The Department of Purchasing Services has exclusive authority to change a Purchase Order. If such need arises, the Department of Purchasing Services should be contacted immediately.

    FOLLOW-UP:

    Follow-up on orders is not routine, but the Department of Purchasing Services will expedite delivery if requested to do so by the requesting department.

    DELIVERY INFORMATION:

    In accepting delivery, it is the responsibility of the requisitioning department to inspect all purchases, including opening and checking of the contents. By confirming the invoice in the eBuy+ invoice confirmation system, the receiving department verifies receipt and acceptance of the items ordered. (See following paragraph for items received in a damaged condition.) If the items received are not per specifications, such as color, model, size, etc., the Department of Purchasing Services will contact the vendor after being notified by the receiving department.

    RECEIPT OF DAMAGED GOODS:

    Most quotations are solicited on a delivered basis to a designated University building. This places the responsibility for damages on the carrier and the shipper. An "Inspection Report" form and a "Standard Form for Presentation of Loss and Damage Claims" must be completed and presented to the carrier in order that the University may be reimbursed for loss or damage. All public carriers have these forms.

    When a shipment arrives with visible damage, all copies of the delivery receipt should be noted "Received in damaged condition." A copy should be sent to the Department of Purchasing Services on the same day the material is received or services rendered. A second very necessary step, when damage is readily apparent at time of delivery, is to insist that the carrier's employee make out an "Inspection Report." The "Inspection Report" and copies of the "Standard Form for Presentation of Loss and Damage Claims" should then be forwarded to the Department of Purchasing Services. Also, note in the eBuy+ invoice confirmation system that material is damaged and what resolution was made, if any.

    If damages are discovered after signing the delivery receipt, the receiving department is to notify the carrier immediately, and request an inspection. After the carrier has made his inspection, the receiving department should forward the "Inspection Report," and copies of the "Standard Form for Presentation of Loss and Damage Claims" to the Department of Purchasing Services.

    RETURNING MATERIALS:

    Damaged or incorrect items shall not be returned to a vendor without prior approval and instruction from the Department of Purchasing Services

    No equipment is to be returned to a vendor for repair or adjustment without the prior approval of the Department of Purchasing Services.

    REIMBURSEMENTS:

    Reimbursements received from vendors after the end of the fiscal year, for purchases paid in the prior fiscal year from general funds, will not be credited to the budget of the department originating the purchase. This applies to all reimbursements, including those for duplicate payments, over payments, or returned materials.

    FURTHER INFORMATION:

    For questions, additional detail, or to request changes to this policy, please contact the Office of the Associate Vice President, Auxiliary & Business Services.

    Effective Date: March 18, 2011
    Date Approved: March 16, 2011
    Date Published: March 18, 2011 (Editorial changes- October 25, 2013)

    Most Recent Changes:

    • October 25, 2013 - Editorial changes. Addition of policy steward information, in the event that there are questions or requests for changes to the policy.

    Revision History (and effective dates):

    • March 18, 2011- Revisions made to DELIVERY INFORMATION and RECEIPT OF DAMAGED GOODS sections to reflect the use of the eBuy+ invoice confirmation system to report on materials that have been received.
    • June 19, 2006 - Revision History added.
    • March 6, 1998 - Renumbered and relocated Policy BS11 from PC06.
    • January 8, 1993 - Retyped without change from May, 1983
    • March 3, 1982 - Retyped without change from February, 1978