Finance and Administrative Services. Implementation Date: 11/01/02 Revised: 10/24/03 I. INTRODUCTION

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2 Implementation Date: 11/01/02 Revised: 10/24/03 I. INTRODUCTION The primary responsibility of Shipping & Receiving is to establish and implement procedures for the receipt, shipment, documentation and distribution of official university goods, materials, equipment and supplies in support of university-related functions. II. PURPOSE The purpose of this guide is to acquaint the campus community with the services available through Shipping & Receiving and the procedures necessary to obtain those services. Shipping & Receiving is the primary point to receive, process, document, transport and redistribute all incoming material. III. LOCATION Shipping & Receiving is located in the Warehouse building of the University Services Building complex. Address: Shipping & Receiving California State University San Marcos 441 La Moree Road San Marcos, CA IV. HOURS OF OPERATION 8:00 A.M. to 5:00 P.M. Monday through Friday V. CONTACTS General Information Fax Number Procurement Services

3 Implementation Date: 11/01/02 Revised: 10/24/03 VI. RECEIVING S All material and equipment procured by the university is accepted by Shipping & Receiving with the exception of material that is picked up by, or delivered directly to, departments. Incoming shipments are counted to verify if carriers manifest or log quantity agrees with the actual count. Any shortages, overages or damages are noted on the bill of lading. A. Deliveries B. UPS Deliveries are accepted during operating hours. Any visible damage is noted as a formal exception on the bill of lading and acknowledged with the driver s signature. If damage is present, the carton is opened and the contents are inspected. If necessary, photographs are taken for documentation purposes. UPS packages are logged and inspected for external damage before delivery to the addressee. Packages are opened by Shipping & Receiving only when a Purchase Order is referenced or when it is necessary to identify a recipient.. C. Overnight Carriers All overnight carriers deliver packages directly to Shipping & Receiving. D. C.O.D. Shipments Shipping & Receiving does not accept C.O.D. shipments. C.O.D. shipments will be refused and returned to the sender. E. Personal Packages Shipping & Receiving does not accept/process personal shipments. All personal packages will be refused and returned to the sender. VII. RECEIPT AND PROCESSING OF MATERIALS A. Material Received On Purchase Orders 1. The package is thoroughly inspected for exterior damage. If damage is noted, Shipping & Receiving will take appropriate action. 2. The package is opened and the contents are verified against the purchase order and the vendor s packing slip. Purchase Orders deemed sensitive by mutual agreement of Shipping & Receiving and the requesting Department will be excluded from being opened by Shipping and Receiving personnel.

4 Implementation Date: 11/01/02 Revised: 10/24/03 3. Departments receiving unopened orders are required to inspect and verify the contents in a receiving capacity, sign for receipt and forward packing list and/or invoice to Shipping & Receiving for data input and payment approval. 4. Orders that are opened by Shipping & Receiving personnel will be delivered with two copies of the vendors packing list. One copy is for the Department s records and one copy will be signed by the Department to acknowledge receipt and retained by Shipping & Receiving personnel. 5. Receiving personnel must obtain a signature from an authorized departmental representative prior to the release of any delivery. 6. If material meets the capitalization limits (see Property Accounting Policy & Procedure) it will be tagged by the Property Office. 7. Shipping & Receiving personnel do not inspect CSUSM Foundation purchase orders. Recipients should report any discrepancies to the Foundation. B. PROCESSING DISCREPANCIES Once departments have received their material, it is important to inspect it in a timely manner. The ordering department must make the final decision as to the accuracy of the order. It is extremely important that any discrepancies be reported to the appropriate Procurement Buyer as soon as possible; vendors may not accept claims that are not filed in a timely manner. 1. Wrong Material Contact the appropriate Procurement Buyer with the purchase order number, the date you received the material, and the discrepancy. Please retain the material, the original packaging and the documentation until contacted by Procurement. 2. Defective/Damaged Material Please provide a thorough description of the damage or defect to your Procurement Buyer. 3. Overshipments/Shortages It is important to report all overshipments/shortages immediately to your Procurement Buyer.

5 Implementation Date: 11/01/02 Revised: 10/24/03 C. MATERIALS REQUIRING SPECIAL HANDLING 1. Material with Insufficient Information Packages with insufficient information to identify ordering departments or individuals will be refused or returned. 2. Materials Picked Up from Vendor by Department When you have requested a pick-up by department order, it is necessary to notify Shipping & Receiving when the pick-up is completed. Department forwards the vendor packing list to Shipping & Receiving for processing. Department must also notify the Property Office of any equipment picked up with a value of $ 1,500 or more for purposes of asset tracking and tagging. 3. Materials Delivered Directly to Department There are occasions when the vendor delivers material directly to the department. Follow the procedures for Materials Picked Up from Vendor by Department. 4. Shipments Requiring Refrigeration Upon receipt, Shipping & Receiving will place refrigerated packages in a standard refrigerator/freezer until delivery. If the package is on a purchase order, the packing slip will be pulled and copied for delivery and Shipping & Receiving records. 5. Receipt of Live Animals Upon receipt, the appropriate department will be notified of a live animal shipment. 6. Hazardous Materials Hazardous materials will be forwarded to the ordering department for processing and receipt. Copies of the packing slips will be forwarded to Risk Management & Safety.

6 Implementation Date: 11/01/02 Revised: 10/24/03 7. Radioactive Materials Shipping & Receiving notifies Risk Management & Safety for processing and receipt. 8. Controlled Substances Shipping & Receiving notifies Risk Management & Safety for processing and receipt. VIII. PICK-UP/DELIVERY SCHEDULE 1. Express deliveries that are not picked up will be delivered the same day as long as they are received prior to the daily scheduled delivery run. 2. Refrigerated/perishable material will be delivered the same day as long as they are received prior to the daily scheduled delivery run. 3. All other materials are delivered within 3 working days. 4. Regular scheduled deliveries are made daily. 5. A daily delivery log is maintained by Shipping & Receiving. IX. SHIPPING S A. General Information B. UPS Shipping and Receiving provides packing and shipping services for outgoing material. All shipments must relate to official university business and all requests must have a valid account number to be processed. Shipping & Receiving uses UPS for most outgoing shipments. If package does not meet UPS requirements, Shipping & Receiving selects a freight company to handle the shipment and department is charged accordingly. Outgoing shipments must be accompanied by pre-printed shipping labels. Charges for all outgoing UPS shipments are billed directly to departmental accounts as designated at the time of shipment. This includes all UPS ground, air, and overnight shipments that are initiated by a department or relate to items returned on state purchase orders. If the recipient is paying for the shipment, Shipping & Receiving requires the recipient s UPS account number for third party billing. An optional method for shipping at the recipient s expense is for the recipient to issue a UPS call tag through their local UPS representative. In all cases, Shipping & Receiving must be contacted to pick up the outgoing shipment from the requesting department.

7 Implementation Date: 11/01/02 Revised: 10/24/03 C. Foreign Shipments. Contact Mail and Copy Center D. Federal Express Contact Mail and Copy Center

8 Implementation Date: 11/01/02 Revised: 02/01/03 I. INTRODUCTION The primary responsibility of Shipping & Receiving is to establish and implement procedures for the receipt, shipment, documentation and distribution of official university goods, materials, equipment and supplies in support of university-related functions. II. PURPOSE The purpose of this guide is to acquaint the campus community with the services available through Shipping & Receiving and the procedures necessary to obtain those services. Shipping & Receiving is the primary point to receive, process, document, transport and redistribute all incoming material. III. LOCATION Shipping & Receiving is located in the Warehouse building of the University Services Building complex. Address: Shipping & Receiving California State University San Marcos 441 La Moree Road San Marcos, CA IV. HOURS OF OPERATION 8:00 A.M. to 5:00 P.M. Monday through Friday V. CONTACTS General Information Fax Number Procurement Services

9 Implementation Date: 11/01/02 Revised: 02/01/03 VI. RECEIVING S All material and equipment procured by the university is accepted by Shipping & Receiving with the exception of material that is picked up by, or delivered directly to, departments. Incoming shipments are counted to verify if carriers manifest or log quantity agrees with the actual count. Any shortages, overages or damages are noted on the bill of lading. A. Deliveries B. UPS Deliveries are accepted during operating hours. Any visible damage is noted as a formal exception on the bill of lading and acknowledged with the driver s signature. If damage is present, the carton is opened and the contents are inspected. If necessary, photographs are taken for documentation purposes. UPS packages are logged and inspected for external damage before delivery to the addressee. Packages are opened by Shipping & Receiving only when a Purchase Order is referenced or when it is necessary to identify a recipient.. C. Overnight Carriers All overnight carriers deliver packages directly to Shipping & Receiving. D. C.O.D. Shipments Shipping & Receiving does not accept C.O.D. shipments. C.O.D. shipments will be refused and returned to the sender. E. Personal Packages Shipping & Receiving does not accept/process personal shipments. All personal packages will be refused and returned to the sender. VII. RECEIPT AND PROCESSING OF MATERIALS A. Material Received On Purchase Orders 1. The package is thoroughly inspected for exterior damage. If damage is noted, Shipping & Receiving will take appropriate action. 2. The package is opened and the contents are verified against the purchase order and the vendor s packing slip. Purchase Orders deemed sensitive by mutual agreement of Shipping & Receiving and the requesting Department will be excluded from being opened by Shipping and Receiving personnel.

10 Implementation Date: 11/01/02 Revised: 02/01/03 3. Departments receiving unopened orders are required to inspect and verify the contents in a receiving capacity, sign for receipt and forward packing list and/or invoice to Shipping & Receiving for data input and payment approval. 4. Orders that are opened by Shipping & Receiving personnel will be delivered with two copies of the vendors packing list. One copy is for the Department s records and one copy will be signed by the Department to acknowledge receipt and retained by Shipping & Receiving personnel. 5. Receiving personnel must obtain a signature from an authorized departmental representative prior to the release of any delivery. 6. If material meets the capitalization limits (see Property Accounting Policy & Procedure) it will be tagged by the Property Office. 7. Shipping & Receiving personnel do not inspect CSUSM Foundation purchase orders. Recipients should report any discrepancies to the Foundation. B. PROCESSING DISCREPANCIES Once departments have received their material, it is important to inspect it in a timely manner. The ordering department must make the final decision as to the accuracy of the order. It is extremely important that any discrepancies be reported to the appropriate Procurement Buyer as soon as possible; vendors may not accept claims that are not filed in a timely manner. 1. Wrong Material Contact the appropriate Procurement Buyer with the purchase order number, the date you received the material, and the discrepancy. Please retain the material, the original packaging and the documentation until contacted by Procurement. 2. Defective/Damaged Material Please provide a thorough description of the damage or defect to your Procurement Buyer. 3. Overshipments/Shortages It is important to report all overshipments/shortages immediately to your Procurement Buyer.

11 Implementation Date: 11/01/02 Revised: 02/01/03 C. MATERIALS REQUIRING SPECIAL HANDLING 1. Material with Insufficient Information Packages with insufficient information to identify ordering departments or individuals will be refused or returned. 2. Materials Picked Up from Vendor by Department When you have requested a pick-up by department order, it is necessary to notify Shipping & Receiving when the pick-up is completed. Department forwards the vendor packing list to Shipping & Receiving for processing. Department must also notify the Property Office of any equipment picked up with a value of $ 1,500 or more for purposes of asset tracking and tagging. 3. Materials Delivered Directly to Department There are occasions when the vendor delivers material directly to the department. Follow the procedures for Materials Picked Up from Vendor by Department. 4. Shipments Requiring Refrigeration Upon receipt, Shipping & Receiving will place refrigerated packages in a standard refrigerator/freezer until delivery. If the package is on a purchase order, the packing slip will be pulled and copied for delivery and Shipping & Receiving records. 5. Receipt of Live Animals Upon receipt, the appropriate department will be notified of a live animal shipment. 6. Hazardous Materials Hazardous materials will be forwarded to the ordering department for processing and receipt. Copies of the packing slips will be forwarded to Risk Management & Safety.

12 Implementation Date: 11/01/02 Revised: 02/01/03 7. Radioactive Materials Shipping & Receiving notifies Risk Management & Safety for processing and receipt. 8. Controlled Substances Shipping & Receiving notifies Risk Management & Safety for processing and receipt. VIII. PICK-UP/DELIVERY SCHEDULE 1. Express deliveries that are not picked up will be delivered the same day as long as they are received prior to the daily scheduled delivery run. 2. Refrigerated/perishable material will be delivered the same day as long as they are received prior to the daily scheduled delivery run. 3. All other materials are delivered within 3 working days. 4. Regular scheduled deliveries are made daily. 5. A daily delivery log is maintained by Shipping & Receiving. IX. SHIPPING S A. General Information B. UPS Shipping and Receiving provides packing and shipping services for outgoing material. All shipments must relate to official university business and all requests must have a valid account number to be processed. Shipping & Receiving uses UPS for most outgoing shipments. If package does not meet UPS requirements, Shipping & Receiving selects a freight company to handle the shipment and department is charged accordingly. Outgoing shipments must be accompanied by pre-printed shipping labels. Charges for all outgoing UPS shipments are billed directly to departmental accounts as designated at the time of shipment. This includes all UPS ground, air, and overnight shipments that are initiated by a department or relate to items returned on state purchase orders. If the recipient is paying for the shipment, Shipping & Receiving requires the recipient s UPS account number for third party billing. An optional method for shipping at the recipient s expense is for the recipient to issue a UPS call tag through their local UPS representative. In all cases, Shipping & Receiving must be contacted to pick up the outgoing shipment from the requesting department.

13 Implementation Date: 11/01/02 Revised: 02/01/03 C. Foreign Shipments. Contact Mail and Copy Center D. Federal Express Contact Mail and Copy Center