Operating Policies and Procedures Manual

Effective Date: 07/01/91
Policy Number: 05-19
Section: Finance and Administration
Subject: Procurement Services: Damaged/Incorrect Deliveries

POLICY

  1. Each department is responsible for inspection of all orders as they are received and for notifying Procurement Services of all deliveries which are damaged or which do not contain the items specified in the purchase order.

  2. Procurement Services conducts all negotiations for the replacement of damaged or incorrect goods or services.

  3. Invoices are not to be processed until the goods have been replaced or necessary adjustments have been made.
REGULATIONS
  1. All deliveries should be inspected immediately upon delivery and in the presence of the carrier to determine if the freight bill corresponds with the delivery, including number of items, etc. Inspection for damage should be made in the presence of the carrier.

  2. Deliveries that appear to be undamaged and complete should be reinspected within five days from receipt. Notify Procurement Services immediately of any damages or deficiencies.
PROCEDURES

If a delivery appears to be damaged or incomplete, the following procedures should be followed:

  1. Open all cartons in the presence of the carrier.

  2. Note damages or deficiencies on the freight bill.

  3. Obtain the carrier's signature on the freight bill.

  4. Notify Procurement Services immediately.
Note: DAMAGES OR DEFICIENCIES NOT REPORTED IMMEDIATELY TO PROCUREMENT SERVICES COULD RESULT IN THE RELEASE OF LIABILITY OF THE CARRIER OR VENDOR. NO ITEM CANNOT BE RETURNED AFTER 15 DAYS OF DELIVERY IF DAMAGES HAVE NOT BEEN REPORTED.

This page is maintained by Cassey Tune
Last updated on 02/16/2004