1370 Central Receiving
|AUTHORIZING BODY:||VICE PRESIDENT FOR FINANCE AND ADMINISTRATION|
|RESPONSIBLE OFFICE:||UNIVERSITY SERVICES|
|DATE ISSUED:||SEPTEMBER 1986|
|LAST UPDATE:||OCTOBER 2016|
RATIONALE: To provide guidelines and information regarding the receipt and distribution of all Goods delivered to Oakland University (University) in support of University-related functions, excluding those serviced by the Mail Services Department.
POLICY: The Central Receiving Department (CRD) is responsible for accepting packages from External Carriers (other than from the U.S. Postal Service, which is handled by the Mail Room) and delivering these packages to the ordering department. Responsibility includes an outer visual inspection of Goods received and use of an automated tracking system to document correct and timely disposition of deliveries to the drop-off location.
SCOPE AND APPLICABILITY: This policy is applicable to all University departments receiving goods except pieces handled by the Mail Services Department. See OU AP&P #1340 Mail Service for information regarding those items.
Unacceptable Incoming Goods
Shipments/items weighing over 500 pounds or larger than 3' x 3' x 6' may need special handling. Please contact CRD in advance of shipping large items to make sure appropriate arrangements are made.
Post-Receipt Exceptions or Special Processing:
1. Wrong Material
If the wrong material was received or is damaged, the recipient department must notify the vendor immediately, as well as the Purchasing Department if a University purchase order is involved. If the merchandise is being returned via a Call Tag, the department must notify the CRD for pick up.
2. Damaged Goods
The vendor should be notified immediately of any goods that are received in a damaged condition. Package and contents (including all inner packaging material) must be preserved in its original state until instructions for return or replacement are verified. Many carriers require an inspection report within 10 days of delivery.
3. Unknown (Undeliverable) Addressee
If the only distinctive portion of a delivery address is a person’s name (i.e., department or building address not specified) and that person cannot be identified, the CRD will return the package to the sender. Goods with a business purpose for part-time faculty or for graduate assistants need the department name included in the delivery address.
4. Packages Requiring Refrigeration
Upon receipt, the CRD will place goods identified as requiring refrigeration in a standard refrigerator until delivery to the ordering department/individual.
Tracking Delivery of Packages
RELATED POLICIES AND FORMS: