All goods purchases made by the Purchasing Department must be shipped to the Central Receiving on campus. The following steps below are the procedures to be followed:
Over Shipments and Overruns
New, Used, Altered
Receipt of Shipments
Lost or Damaged Shipments
In accepting delivery, whether directly, from Central Receiving or Property Control, it is the responsibility of the requisitioning department to inspect all purchases. Approval of the Receiving Report, and/or pink copy of purchase order, and/or partial shipment form by the department signify receipt and acceptance of the items on the invoice. If the items received are not per specifications, such as color, model, size, etc., Purchasing Department will contact the vendor after notification by the requesting department.
Delivery by vendors to a common carrier does not constitute delivery to the institution. Any claim for loss or damage incurred during delivery is between the vendor and the carrier. Chicago State University (CSU) accepts title only when goods are received and accepted regardless of the FOB point. Vendors should ensure they have been given a specific delivery location and must obtain a signed receipt for goods delivered.
CSU’s Purchasing Department has the authority to approve the acceptance of goods in excess of those specified on the purchase order or contract upon communication with the requesting department.
Substitution is defined as delivery of an item that does not conform to the specifications of the purchase order or contract. Substitutions on purchase orders require the prior approval of the purchasing department. Any supplies delivered that do not meet specifications may be returned to the vendor at the vendor's expense. When a shipment or item is returned, the vendor must make immediate replacement with acceptable merchandise.
All supplies and equipment furnished must be new and in first class condition unless the purchase order or contract specifies used items. Demonstration, previously rented or reconditioned items are not considered new. No equipment is acceptable if serial numbers or any other manufacturers' identifying labels or marks have been removed, obliterated, or changed.
Unless otherwise specified in the solicitation, vendors must use new standard commercial packing and shipping containers. Shipping containers must be legibly marked or labeled on the outside with the commodity description and number, size, quantity, contract number, and agency purchase order number or purchase order number. A packing slip or invoice must accompany all shipments and must reference the purchase order number.
Upon receipt of the goods at Central Receiving (CR), the unit will make a visual inspection where possible to determine any damages to the items. Where there is visual damage CR will notify first the Purchasing Department, then the Purchasing Department will notify both the Vendor and the requesting Department of the damages. At the direction of the Purchasing Department, the damage to the goods will not be accepted by CR. If there is no visible damage to the goods, CR will then match the packing slip with their copy of the purchase order, to determine whether the order is complete.
Requesting departments will receive most shipments directly from CR. Exceptions are:
- The shipment requires special handling.
- Installation or set-up is required.
- No C.O.D. are allowed
- Goods with an individual cost of $100.00 or more must be inventory by the property control unit of CSU.
- Property Control will match the purchase repulsion with the packing slip to determine what parts are to be tagged. PC will unpack the item for tagging, at this time PC will inspect to determine with the are any visible damages to the equipotent. If there is damage the above steps will be taken. The item is hen tagged and log information in the Banner system.
- After Property control has tagged the equipment, they then return the item to CR for delivery.
- CR will deliver the equipment to the Requesting Department where the Rowel sign
- Any damage to UPS or RPS shipments, the vendor will be notified immediately, as well as, noted on the delivery/receiving document.
All materials, equipment, supplies, and services are subject to inspection and test. Items or services that do not meet specifications may be rejected. Failure to reject upon receipt, however, does not relieve the vendor of liability for latent or hidden defects subsequently revealed when goods are put to use or tested. If latent defects are found, the vendor is responsible for replacing the defective goods within the delivery time originally stated in the solicitation and is liable for any resulting expenses the institution incurs.
CR will note all apparent damages in transit on the freight bill and will notify the Purchasing Department, who in turn will contact the vendor. Discovery of concealed damage or loss must be reported by CR to the carrier. and the vendor within seven days of receipt. The vendor must make immediate replacement of the damaged or lost merchandise or be in default of the contract. It is the vendor's responsibility to file a claim against the carrier. If damage is to a small quantity, with the purchasing department's approval, the vendor may deduct the amount of damage or loss from its invoice in lieu of replacement.
Goods being received by the requesting departments should be checked against the receiving document and inspected for damage. If damages are discovered after signing the delivery receipt, the department is to immediately notify Purchasing Department.
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