This policy has been replaced and migrated to the standardized format.
See https://policy.itc.virginia.edu/policy/policydisplay?id=FIN-038

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. Receiving is required for all goods and services purchased on University funds, regardless of purchasing/payment method.

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

Departments must sign and record the identifying number of the purchasing document (PO Number, Voucher Number, etc.) and the 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 authorized the order or who authorizes payment. Departments that cannot meet this requirement must obtain approval for an alternate procedure from the University Comptroller.

Receiving must also be entered promptly into the Integrated System for goods or services purchased on a Purchase Order with total dollar value of $5,000 or more. For details on this and other Receiving procedures, 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 7/17/89-6/30/01 available in policy archive.
Previous version in effect from 7/1/01-6/15/04 available in policy archive.