RECEIVING GOODS AND SERVICES

• 1.0 Purpose
• 2.0 Policy
• 3.0 Definitions
• 4.0 References
• 5.0 Approvals and Revisions

1.0 Purpose

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

2.0 Policy [Top]

Departments are responsible for promptly checking received goods to make sure the right items were delivered in the agreed upon quantity and that they are not damaged or defective.

Departments must also check the invoice against the Purchase Order for consistency of price and quantity of items.

Departments must sign, record the Purchase Order number and receipt date on the packing slip or other shipping documents of all received goods. Departments must keep these documents in their files for a minimum of three years plus the current fiscal year.

The person documenting the receipt of goods and services should not be the same individual who authorizes payment and also, where possible, should not be the same person who approved the Purchase Requisition for such goods or services.

         2.1 Receipt of Goods or Services by Dollar Amount

For goods and services costing less than $5,000, departments are responsible for keeping receipts and other documentation in their own files for a minimum of three years plus the current fiscal year. Goods and services costing less than $5,000 are not, however, entered in system receiving in Oracle. This is true even for restricted items.

Only Purchase Orders totalling $5,000 or more must be entered in system receiving in Oracle.

See "Receiving Goods and Services" -- Procedure 6-102.

3.0 Definitions [Top]

4.0 References [Top]

This policy corresponds to, and should be read in conjunction with, "Receiving Goods and Services" -- Procedure 6-102.

Please see the following closely related Policies:

• Problem Orders -- Policy VI.H.3
  
  
• Disbursements: General Requirements -- Policy VI.F.1
  
  
• Purchase of Goods and Services from Outside Vendors -- Policy VII.C.1
  
  
• Use of the Payment Voucher and Demand Payments -- Policy VI.F.4

5.0 Approvals and Revisions [Top]

Previous version in effect from 7/17/89-7/1/01 available in policy archive.