Receiving Procedures

All packages delivered to the 64th Street loading dock are signed for and logged in as they arrive. Packages with P.O. numbers on the shipping label are opened, verified, and inspected for breakages and shortages. The items on the packing slip are matched to the items indicated on the purchase order. Perishable shipments are stored in the refrigerator. The Receiving staff will call the labs to pick up the perishable materials.

Window Procedure

Since delivery service is not provided, users must regularly come down to Receiving to the call window to pick up their orders. They must sign the yellow Receiving copy of the P.O. or the packing slip for packages that are non-P.O. related. The Receiving staff then inputs the receiving data into the IAS system to complete the P.O. cycle. The yellow Receiving copies of the P.O. are forwarded to Accounts Payable to complete the payment process.

All packages delivered to the 64th and 68th Street Receiving Departments are signed for and logged in as they arrive. Packages with purchase order numbers on the shipping label are opened, verified, and inspected for breakages and shortages. The items on the packing slip are matched to the items indicated on the purchase order. When the verification is completed, the packages are placed on the bins or shelves assigned to the Laboratories and Departments. Perishable shipments are stored in the refrigerator. The Receiving staff will call the end user to provide notice that the item(s) has arrived and to ask that someone be sent to pick up the perishable materials.

As a courtesy, Receiving will contact (email and/or phone) the end users to retrieve items which may also be of a perishable nature. It is incumbent upon the end user to retrieve their items in a timely manner. End users must come down to Receiving to retrieve their orders. Receiving will also contact the end user (email and/or phone) to arrange to retrieve compressed gas cylinders and liquid Nitrogen tanks. The end user may then coordinate with the University Custodial Services to move the cylinders on their behalf to the department, where the department will be responsible to connect the cylinders to the appropriate apparatus in accordance with all LS&EH guidelines and regulations with respect to the use of regulators and cylinder connections. Delivery service is not provided. They must sign and clearly print their name on the InBound Package Scanner device with the stylus provided (please do not use a pen on this device, as it will cause damage). End users must also sign and clearly print their name on the yellow (complete) or white (partial receipt) Receiving copy of the purchase order. In addition to signing the input device, the end user is also required to sign packing slip for packages that are non-purchase order related. Once the end user has inspected and signed for their items, they assume responsibility for those items. The Receiving staff then inputs the receiving data into the Receiving Module of Oracle iProcurement to complete the purchase order cycle. The yellow/white Receiving copies of the purchase order are forwarded to Accounts Payable in the Finance Office for them to use in completing the payment process. This is an important part of the two- or three-way match procedure required for payment of an invoice (Please see section on 2 or 3-way matches under Procurement section).

University Receiving provides priority service to University business-related packages, i.e., those that are associated with a P.O. number. The University is not responsible for status or loss of personal items shipped to the University. Should you choose to have personal items sent to you at the University, you do so at your own risk. The University President and graduate students utilize the University address as a residential address and as such are exempt from refraining from having personal items sent to the University.