Wright State University

Policy number: 5408

Subject: Shipping and Receiving
Date issued: Revised/February 2006

Authority: Vice President for Business and Fiscal Affairs

References: Director of Business Services

5408.1 Shipping

  1. The Shipping section of the Shipping and Receiving department serves two main functions:
    1. To receive shipments of goods or materials for legitimate university purposes.
    2. To authorize return to vendors of goods or materials originally ordered on a university purchase order.
    3. a.) Return, for whatever reason, of goods or materials originally ordered with a university purchase order requires approval by the Purchasing department.

      b.) All returned products must be accompanied by a properly executed Return Material Authorization form, since it is a result of a formal purchase order issued by the Purchasing office.

      c.) A department representative must contact the Purchasing agent who handled the original order for assistance in preparing the Return Material Authorization form.

      d.) If goods or materials were obtained using a Departmental Purchase Order (DPO) or procurement card (ProCard), goods or materials may be returned directly to the vendor without approval by the Purchasing department.

  2. General shipments for legitimate university purposes can be handled by directly contacting Receiving (031 Allyn Hall, 775-3226). The only documentation necessary is a WSU Shipping Requisition form, which should be sent to Shipping (031 Allyn Hall), along with the goods or materials to be shipped. Departments can purchase WSU Shipping Requisition forms through the Department of Printing Services Paper-Plus order process at http://www.wright.edu/admin/prt/prt.html. Personnel in Shipping will properly package and ship goods or materials, using the appropriate carrier.
  3. All shipping costs will be charged to the originating department. Shipping charges will be listed on the WSU Shipping Requisition for freight shipments. Personnel in Receiving will forward a copy of the bill of lading to the originating department and a copy to Accounts Payable. Invoices from carriers will be sent to Accounts Payable for payment.
  4. Shipping personal items through the university's Shipping and Receiving department is prohibited.

5408.2 Receiving

The purpose of the Receiving section of the Shipping and Receiving department is to receive and inspect materials/equipment and to deliver materials/equipment to the ordering department.

  1. All orders placed by the Purchasing department shall be received through Central Receiving, unless otherwise specified by the appropriate Purchasing agent.
  2. Receiving shall make a preliminary inspection of all cartons at the time of delivery. Any damaged cartons shall be opened and inspected immediately. After receiving the shipment, all cartons shall be opened and inspected for proper count and identification, damage, overage or shortage, and problems that can be detected. Capital equipment items shall be tagged before leaving the Receiving area. However, in some cases, capital equipment is shipped directly to the originating department and thus bypasses Central Receiving. In those cases, a university capital equipment tag will be sent to the department that is responsible for affixing the capital equipment tag on the item.
  3. Receiving normally will deliver all shipments to the originating department within 24 hours of receipt by the university. When Receiving delivers materials/equipment to a location, the person accepting delivery should verify that all items listed on the packing list have been delivered, before signing the acceptance list. The packing list is forwarded to Accounts Payable. Accounts Payable must have the packing list prior to payment being made.
  4. In cases where goods or services are delivered directly to the originating department, thus bypassing Receiving, it is necessary for the department to obtain a Payment Approval-Receiving Report Request form from the Purchasing department (http://www.wright.edu/admin/purchase/). This form must be mailed or faxed to Accounts Payable to close the order and permit Accounts Payable to make payment to the vendor. For shipments that bypass Central Receiving, the person accepting delivery should count the number of items and accept shipment. Someone who will recognize the items and their condition should check this type of shipment as soon as possible. No items should be accepted and stored for future use without first checking quantity, quality, and condition.
  5. If the materials or equipment needs to be installed and working to verify that it is acceptable, the department should arrange to have this procedure completed as soon as possible to allow Accounts Payable to process the invoice.
  6. Concealed damage should be reported to Receiving no later than 24 hours after receipt in the department. All boxes and packing materials should be retained for inspection. The manager of materials management must file a claim within seven days with the carrier.
  7. Improper quantities or incorrect materials or equipment also should be reported immediately to Receiving only for items purchased on a university purchase order. The owning department is responsible for items purchased using a DPO or ProCard. Personnel in Receiving will contact the vendor directly to resolve a problem; but, if unable to do so satisfactorily, personnel in Receiving will refer the problem to the appropriate Purchasing agent.
  8. Incoming shipments addressed to the attention of an individual and not recorded on a university purchase order will not be opened and inspected by personnel in Receiving. Personnel in Receiving will, however, make delivery to the individual addressed. Any apparent damage to the materials/equipment will be noted on the delivery document, but Receiving assumes no obligation in these cases for reporting damage claims, for claiming concealed damage, or for reporting incorrect shipments.
  9. The proper address format for items delivered can be found on Shipping and Receiving's web page at http://www.wright.edu/admin/shipping/direct.htm. Additional information on expedited shipping is located at http://www.wright.edu/admin/shipping/expedite.htm.
  10. The practice of having personal items delivered through the university's Receiving department is strongly discouraged.