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FISCAL MANAGEMENT OPERATIONS GUIDE

University Receiving and Shipping

The following are procedures regarding receiving, shipping, and handling of merchandise from vendors and common carriers addressed to Central Receiving. Included, but not limited to this section, are policies concerning credit card purchases, double shipments, and collect charges.

Helpful Tips for a Successful Process Include:
(Important Information to Departments)

• Check your order immediately (verify you have received what you ordered)
• Notify Central Receiving immediately concerning any discrepancies related to delivered material by calling Wallace Kirk at 458-4592 or e-mail to wkirk@utsa.edu
• Failure to notify Central Receiving promptly of merchandise received by Departments may delay payment to vendors that could result in penalty charges to the Department
• The Central Receiving Department receives all merchandise from vendors and common carriers addressed to the University of Texas at San Antonio Central Receiving. In addition to Central Receiving, deliveries are also addressed and received by Physical Plant, the Downtown Campus and ITC.

Receipt of Material by a Department other than Central Receiving

Central Receiving should be notified immediately of the receipt of any material which requires processing by Central Receiving in order to close the order and allow for the process of payment to vendor. This involves packages which are directly received by the Department. Failure to do so may cause delays in payment to vendors that could result in penalties charged to the Department.

Credit Card Purchases

It is preferred that all credit card purchases be delivered directly to the Department. The Department must advise the vendor of the following:

• name of the person placing the order
• Department/Unit
• location (building/room #) and
• time that someone is available to receive the merchandise.

The Department should also request that the vendor specify "credit card purchase" on the package. If the Department prefers to direct the delivery to Central Receiving it is critical that all of the above information be visible on the package. (Please retain original packaging for returns or exchanges).

Processing of Material

Materials will be processed through Central Receiving on a First In First Out basis unless the nature of the material dictates special handling. Cartons are opened as necessary to determine that the correct item and quantity is present, as specified by the vendors packing slip and UTSA purchase order. An item cannot be processed in Central Receiving without a UTSA purchase order on file in Central Receiving. Exceptions include:

• all air and overnight shipments
• materials on dry ice or frozen
• live materials
• blood and blood platelets
• packages labeled "refrigerate immediately", "freeze upon arrival" or "special handling" instructions. Also included are radioactive materials and controlled substances.

Delivery of Material

Routing deliveries of material to Departments are usually made within 24 hours of receipt of merchandise in Central Receiving unless the nature of the materials dictates special handling. The Receiving Record Form serves as a receipt of materials by the requesting Department. The delivery driver is required to obtain a signature from the Department requesting the material. It is requested that Departments avoid detaining delivery personnel by opening packages and inspecting materials if possible. It is important to verify the correct number of packages delivered. Delivery personnel are not available to stock shelves or supply cabinets and are not responsible for installation or assembly of merchandise.

Books and Miscellaneous Items addressed to individuals

All books and miscellaneous items addressed to individuals are sorted and forwarded to the Mail Room daily for delivery. Federal Express, Airborne, Next Day Air, etc., are delivered the same day by Central Receiving personnel.

Gas Cylinders

All gas cylinders are delivered to Central Receiving with one exception. Liquid Nitrogen and Liquid Helium are delivered directly to the Department by the vendor. All cylinders, except liquid nitrogen and liquid helium, are tagged at Central Receiving. Departments are requested not to remove these tags. Contact Central Receiving at 458-4592 or e-mail Wallace Kirk at wkirk@utsa.edu for pick up of empty cylinders.

Department Acceptance

The Department receiving the merchandise has three working days to notify Central Receiving of any discrepancies related to a delivery. (This would include overages and double shipments.) After three working days if no discrepancies are found, the receiving documents are forwarded to the Accounting Office for payment. Extensions from Departments for additional time to complete this process could result in penalty charges to vendor which may be charged directly to the Department.

Handling of Double Shipments/Overages

Central Receiving, or the assigned Receiving Department must be informed immediately (or within 3 days) of double shipments. This merchandise must be returned to Receiving in its original packaging. Receiving will contact the Vendor and arrange for disposition/return of merchandise. If appropriate, Receiving will advise the Purchasing Department of vendors that frequently over ship.

Collect Charges

Shipments forwarded with "Collect Charges" will not be accepted unless Central Receiving is notified and arrangements are made for payment at time of delivery.

Shipments from UTSA - RPS (Ground Shipments)

Central Receiving will arrange for out bound shipments as requested. Departments should call Receiving when an item needs to be shipped. Items must be packaged and labeled accordingly. The Department must provide Central Receiving with a description of contents, value, and method of shipping. (Mail Room has information for Airborne shipments.) Approved methods for payment:

• Department account number
• Call tags (Vendor furnished)
• Freight collect (freight lines only).

A "return authorization number" does not pay for freight charges. It only authorizes you to return the item. This is used by the vendor to keep control of what is returned. Vendors will not accept an item without this number. Small items requiring shipment can be picked up by Receiving or arrangements can be made for Physical Plant to pick up merchandise and deliver to Central Receiving.