Central Receiving Department

Receiving Department Procedure

I. Purpose

Centralized receiving services to receive all in-bound shipments to the university.

II. Scope

This procedure should apply to all materials received at the university.

III. Responsibility

• The Property Officer is responsible for the operation of central receiving department.

• The receiving clerk will inspect and email departments within 1 to 3 days of arriving at the Receiving Department.

• If damaged cartons are noticed prior to acceptance from carrier, the Receiving Clerk will note on bill of lading. If concealed damages are detected after shipment has been delivered, Receiving Clerk will report the damages to the Purchasing Department. (This applies to Purchases made by Purchase order).

• The Receiving Department staff are authorize to open all university related or personal items arriving at the receiving department of Texas A&M International University.

IV. General

• Overnights Shipments - An Email from the Receiving Department will be sent to the department or responsible person(s) when UPS Next Day, Airborne, Federal Express, refrigerated, and perishable parcels arrive. It will be the sole responsibility of the department or responsible person(s) to pick up their item(s).

• Purchase Orders - Merchandise received will be inspected by Receiving Department. Ordering department will be notified within 1 to 3 days, of the arrival of the merchandise.

• Non-Purchase Orders & Procurement Card Orders - Items received that have been purchased by Procard or non-purchase order is the responsibility of the individual departments. Description, damage and shortage to their order must be resolved by the individual departments.