Central Receiving receives goods delivered to Murray State University. Central Receiving is located in the General Services Building, adjoining Printing Services. Four (4) employees staff the receiving department. They are responsible for unloading trucks, checking goods received for correctness and damage, shipping goods, delivering goods to departments, etc. Central Receiving stocks paper and envelopes for the convenience of the campus.
A receipt and transmittal form (R & T; PUR-SP-Serv-CR370/Rev 4-96) is a mechanism to track deliveries. All items received are typed on an R & T form. R & T forms include the following information:
Delivery personnel will bring the R & T form with them when they deliver goods. Department personnel receiving goods are required to sign the R &T. If technical skills or knowledge is needed from the department an inspection report form will be left with the person receiving the goods. The inspection should be as soon as possible because of possible damaged goods. After inspection the inspection report form should be signed, dated, and returned to Central Receiving within five (5) working days.
Direct shipments are shipments where the goods are sent directly to the using department, bypassing Central Receiving. The using department should notify Central Receiving immediately of goods received by direct shipment. The terms on the purchase order require offerors to ship the goods to Central Receiving, Murray State University, Murray KY., unless otherwise noted by special instructions.
Direct shipments can foster poor business relations between the offeror and Murray State University. Procurement Services may call and/or send a letter requesting "past due" delivery information. The offeror may call and/or send a letter requesting payment on "past due" invoices. If goods are damaged, it may not be discovered within the time frame to file freight claims. Good communication between the using department and Central Receiving can prevent problems like this from destroying goodwill between the offeror and Murray State University.
Murray State University is not set up to process C. O. D. orders. A department calling in an order must express this to the company. A company may reply that C. O. D. is the only way they can process the transaction. Department personnel should request the company to fax you an invoice or company letterhead stating price, etc. Upon receipt of the invoice or letter the order can be processed by prepayment.
There are two (2) types of damaged goods. Visible and concealed damage. Visible damage can be seen as soon as the goods are unloaded from the truck. Concealed damage is damage that cannot be seen until the goods are unpacked. Visible damaged goods will be noted on the freight bill witnessed by company delivery personnel. A damage claim will be filed by either Murray State University or the offeror. Concealed damage will be discovered in a day or so when containers are opened. Central Receiving agent will take necessary steps to begin the claim process.
Goods that are delivered by receiving to departments for inspection should be opened and inspected as soon as possible. If damage is discovered Central Receiving should be notified immediately. Department should save all boxes and packing for inspection. It is important for the using department to inspect all packages for damage in order to comply with the time frame of fifteen (15) days for filing claims.
United Parcel Service is a shipping service that arrives daily at Central Receiving. Packages are logged on the computer, and delivered to the department by receiving personnel.
Departments can also ship packages by UPS. The package should be wrapped securely, weigh less than one hundred fifty (150) pounds, have a combined length and width of less than 130 inches, and have a complete street address.
Insurance is available with UPS. Receiving personnel will ask you about insurance values. Departments can bring packages by Receiving, but if you need pickup service, call Receiving and a pickup schedule will be agreed upon.
Last modified 2/97