Central Receiving

Central Receiving


Mission

The mission of Central Receiving is to provide the university community with timely and accurate handling, distribution, and processing of all incoming and outgoing shipments, receivers, and authorized documents validating acceptance of materials, while utilizing staff and resources effectively and efficiently with auditable accountability.

 

Delivery from Central Receiving areas to the requesting department is by university vehicles and employees. Requisitioners should ensure that complete shipping information is on the label of the item ordered (Purchase Order# (if applicable), Department, and Attention to). Failure to provide this information may result in items being returned to the shipper and/or delayed. Deliveries are made to designated departmental receiving areas for acceptance by departmental personnel. It is unnecessary to inspect the contents of shipments of delivery, only verify the number of shipping cartons when deliveries are received from Central Receiving. Discrepancies and/or damages should be reported to the vendor.  

A department may elect to have materials delivered directly to the department because of the nature or quantity of the materials involved. In these cases, the carrier is responsible for the materials until they are delivered to the requesting department's receiving area. The receiving individual will be required to sign the common carrier's bill of lading. It should be noted that all shipments of this type should be prepaid freight. Examples of order exempt from Central Receiving and delivered directly to departments are listed below: 

 

  • Printing Orders (any item ordered from a printing service that will be delivered on campus) 
  • Delicate Equipment (such as musical instruments) 
  • Repair Orders 
  • Maintenance Contracts 
  • *Major Furniture Shipments (most deliveries include installation) 
  • Gasoline Orders 
  • Vehicle Orders 
  • Rental Orders (unless shipped to the campus) 
  • All Hazardous Chemicals 
  • Large Orders requiring specialized delivery (large metal, wood shipments, pianos) 
  • Large Orders/Bulky Items delivered to Facilities Management (custodial supplies, mowers, etc.) 
  • Bookstore 
  • Cafeteria deliveries 
  • ROTC 
  • Construction Contractors 
  • Personal Items 

 

*Denotes equipment that requires vendor installation and demonstration 

If the merchandise is damaged, or a shortage or overage is discovered after delivery, all packing material and shipping cartons should be retained until an inspection report is received from the supplier, and instructions are obtained as to the disposition of the damaged materials and the shipping carton and packing. 

 

If damage is discovered by Central Receiving staff during unloading of the carrier or inspection of items, merchandise will not be accepted. Central Receiving will notify the carrier and the department so that the vendor can be contacted concerning credit for or replacement of the damaged merchandise through the vendors' damage policy and notify the department of the return or delay. 

 

Note: If there is damage on direct deliveries, do not receive or sign for the shipment; notify the vendor for their return procedures immediately. 

Central Receiving personnel accept shipments, inspect for visible damage, note number of shipping cartons received, campus delivery point, purchase order number, etc., and prepare for delivery to departments. Central Receiving does not store items. Departments are responsible for storage of items ordered. 

 

Upon receipt of equipment or supplies at the Central Receiving Warehouse, the department will be contacted by Central Receiving personnel to schedule delivery if no one is available during normal delivery routes (meetings, vacation, etc.). Departments should be prepared to accept delivery of the item(s); however, Central Receiving will attempt delivery of merchandise during normal work hours and will attempt re-delivery the following day in the absence of a notice or call to Central Receiving. 

 

The ordering department is responsible for notifying Central Receiving prior to delivery of any special delivery needs such as refrigeration, special handling, multiple delivery locations, or other unusual delivery requests.  Failure to do so may result in delay or refusal of the delivery, damage to the delivery, and additional cost to the department.

Departments needing to return materials to a vendor should contact the vendor and give the reason for the desired return. The department should secure permission from the vendor for return of the material(s) and should obtain shipping instructions (no supplies or equipment should be returned to a vendor without first obtaining this information). Return of items shipped via UPS, FedEx, USPS, and motor freight will be handled by Central Receiving after all arrangements and necessary paperwork have been completed and forwarded to Central Receiving. All returns will be kept in the department until the proper paperwork has been obtained from the vendor. Once the item(s) is ready for return, please contact Central Receiving to arrange for pick up. 
 
In the event that the item to be returned is the responsibility of the department, the requisition has to be revised to cover the costs as determined by the vendor and their chosen carrier. Depending on the size of the item, it either stays in the department or is stored by Central Receiving in order for the carrier to have a centralized location to find it (the carrier must know the building, room number, and contact information of the person returning the item). 


Business Hours: 8:00 am to 5:00 pm - Monday-Friday

Delivery Hours: 9:00 am to 12:00 pm - 1:00 pm to 3:00 pm - Monday-Friday

 

For Assistance, Contact Us: 

Arthur Morris
Thomas-Jenkins Bldg.
Campus Box 894
 252-335-3460
armorris@ecsu.edu