Receiving and Returning Goods
Receiving Purchases
Before You Sign for a Delivery
(Note: You do not have the right to open the carton before signing for the shipment.)
1. Match freight delivered with the Freight Bill.
2. Examine the cartons for damage.
3. Note damage on all copies of the Freight Bill.
When You Sign the Delivery Receipt
1. Note any damage on the delivery receipt and legibly sign it in ink, including: “UW”, your name, date, and number of cartons received.
2. Save the Freight Bill and all shipping documents.
3. Open the cartons and inspect the contents immediately. (It can be difficult to prove concealed damage.)
If Shortage or Damage is Evident
1. Do not move the cartons, packing material, or merchandise.
2. Call a Buyer in Purchasing Services immediately to arrange for an independent inspector to come in and inspect the goods.
3. Do not use, move or destroy the carton, packing material or merchandise unless instructed to do so by the buyer.
4. Take a picture of the damaged carton and merchandise.
5. Contact the Buyer if the inspection report misrepresents the facts.
6. Forward a copy of inspection report and freight bill to the buyer within 24 hours.
• Send a piece of equipment for trade-in
Before returning an item:
1-Obtain vendor approval
2-Get a Return Authorization Number and
Vendor Authorization name
Additional notes:
• If vendor shipped the item in error, inform vendor that they are responsible for return shipping/insurance costs
• If the item was ordered in error, the vendor may charge a restocking fee. Verify the amount with the vendor
• If the item to be shipped is a piece of UW tagged equipment, include the UW Tag No. on the RGM.
• It is strongly recommended that the department insure the shipment for its full replacement value. If the shipment is not insured and is lost or damaged in transit, the department will be responsible for the loss
