RECEIVING GOODS AND SERVICES

• 1.0 Purpose
• 2.0 Policy
  • 2.1 Receiving Reports
  • 2.2 Effect of Receiving Dates on Payment
  • 2.3 Receiving Procedure
• 3.0 Definitions
• 4.0 References
• 5.0 Approvals and Revisions

1.0 Purpose

The objectives of this policy are to ensure materials, supplies, equipment, and services authorized for payment are received in acceptable condition.

2.0 Policy [Top]

2.1 Receiving Reports

All disbursements for materials, equipment, supplies, and services must be supported by a receiving report. The person signing the receiving report verifies by his/her signature that the goods/services were received in acceptable condition. The person completing the receiving report should not authorize the payment and also, where possible, not approve the purchase requisition for such goods/services.

The receiving report must contain at least the following information:

• Date goods/services were received,
• Date receiving report was completed,
• Vendor's name,
• Purchase Order number as applicable,
• Quantity and description of the materials, equipment, supplies, or services received,
• Authorized signature verifying goods/services were received in acceptable condition,

A copy of the purchase order or packing slip should be used if all the above information is recorded.

The receiving report should also show partial shipments and damaged or otherwise unacceptable goods/services. If damaged goods or unacceptable services are received, the department should contact Procurement Services for instructions.

See also:

Procedure 6-15, "Replacing a Missing LPO."

2.2 Effect of Receiving Dates on Payment

The University pays vendor invoices based on:

• The date a valid invoice is received, or
• The date the goods/services are received, or
• The problem resol ved, whichever is LATER.

2.3 Receiving Procedure

Use the following procedures as appropriate to document receipt of goods and services.

See also:

Policy VII.A.2, "Purchase of Goods From Outside Vendors," for more information on PO classes.

Category	Procedure
S (Standing PO)	6-9
C (Confirming PO)	6-9
G (General PO)	6-9
I (Inspection Required PO)	6-9
M (Maintenance/Service Order (PO))	6-11
V (Standing PO)	6-11
Y (Capital Outlay PO for construction projects)	(Construction Management Only)
L (Limited Purchse Order (LPO))	6-12

Other Related Procedures

Demand Payments	Policy VI.A.9
LPO/PO Account/Object Code Changes	6-5
Reporting Receiving or Invoice Problems on LPOs	6-13
Vendor Invoice Received Directly by Department	6-14
Replacing Missing LPOs	6-15
Preparation of Purchase Requisition	7-11
Preparing Limited Purchase Orders	7-12

 

3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]