Central Receiving

What Does Central Receiving Do?

Central Receiving provides receiving and delivery services for all goods ordered by UTSA teaching, research, administrative and project offices (items of a personal nature are not to be sent to Central Receiving).

Ensure you become familiar with Central Receiving Financial Guidelines before purchasing items. Below is a list of services we provide. For additional information, refer to the following resources:

Central Receiving provides the following:

  • Receiving most items delivered by vendors and transportation companies
  • Inspecting all incoming goods for damage and quantity delivered
  • Delivery to requesting departments
  • Assist with receiving reports when requested
  • Picking up and arranging for return shipments if required
  • Expediting receipt of goods

When shipments are received, a receiving report is generally created by the user department. For purchases more than $5,000, and specific commodity purchases $5,000 and under, along with any state or federal funds expenditures, a receiving report must be issued to pay for shipments received under a purchase order, as it serves as verification that the goods were received as ordered.

NOTE: Receiving reports are not required for One Card purchases.

Shipments Delivered to Central Receiving
Central Receiving delivers the shipment to the user department within two business days of receipt unless the items require special handling. Large items may be delivered by Facilities (at no charge to the user department).

The department must verify the order upon receipt and notify the vendor immediately of any discrepancies (damaged merchandise, overages, double shipments, incomplete shipments, etc.) Failure to notify the vendor promptly may delay payment to vendors and result in interest charges to the department.

Shipments with "collect charges" are not accepted unless Central Receiving is notified and arrangements are made for payment at time of delivery.

Shipments Delivered Directly to User Department
When shipments are received directly by the user department ("department"), the department must verify the accuracy of the delivery. If the delivery is accurate, when required, the department creates a receiving report in Rowdy Exchange unless the shipment is a One Card purchase. For more information, see the Rowdy Exchange Training page.

Because the receiving report serves as documentation for payment to the vendor for non-One Card purchases, a department's failure to promptly create the report may delay payment to the vendor and result in interest being charged to the department.

If a department believes payment should be withheld based on an incorrect delivery or invoice, the department should not issue a receiving report. In this case the department should submit a  Vendor Dispute Form to Disbursements and Travel Services.

For detailed instructions on completing One Card purchases, see the  One Card Financial Guideline.

If a return is necessary, departments must notify Central Receiving immediately and return the merchandise to Central Receiving in its original packaging.

Deliveries are processed by Central Receiving on a first-in, first-out basis unless special handling is required. Examples of items requiring special handing include, but are not limited to:

  • Air and overnight shipments
  • Materials on dry ice or frozen
  • Live materials
  • Blood and blood platelets
  • Packages labeled “refrigerate immediately,” “freeze upon arrival” or that include other special handling instructions
  • Radioactive materials
  • Controlled substances

Books and other items addressed to individuals are sorted and scanned for tracking purposes and delivered the next business day. Federal Express, Airborne, Next Day Air, etc., are delivered the same day.

Central Receiving will arrange for outbound shipments as requested. Departments must call Central Receiving when an item needs to be shipped. The department must package and label the item and provide Central Receiving with a description of contents, value and method of shipping.

Approved methods of payment include:

  • Department Cost Center
  • Call tags (vendor furnished)
  • Freight collect (freight lines only)

Departments are reminded that a return authorization number only authorizes the return of an item, and does not necessarily indicate payment of freight charges.

Small items to be shipped can be picked up by Central Receiving, but arrangements must be made for Facilities to pick up large items for delivery to Central Receiving.