Issued: July 17, 1989
Latest Revision: June 16, 2004
RECEIVING GOODS AND SERVICES
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.
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.
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:
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.