DIXIE STATE COLLEGE OF UTAH

POLICIES AND PROCEDURES MANUAL


Section: 6-Administration

Policy No: 77

Approved: 1/10/97

Policy: SHIPPING/RECEIVING

6-77 SHIPPING/RECEIVING POLICY

77.1 PURPOSE

77.1.1 To outline a central parcel and freight shipping / receiving policy to guide Dixie State College personnel with appropriate procedures, methods, claims and services used or provided by the Campus Mail Services Department.

77.2 DEFINITIONS

77.2.1 Parcel Services: Organizations such as UPS, Federal Express, Airborne Express and the United States Post Office which are in the business of transporting and delivering small packages or parcels that weigh no more than 70 pounds.

77.2.1.1 Parcels: Small packages which are shipped by parcel services.

77.2.2 Freight: Packages, containers, pallets, cases or other items which are normally over 70 pounds and would be shipped on commercial carriers such as Utah/Wyoming Freight, DATS Trucking, Yellow Freight, or similar trucking companies.

77.3 GENERAL SERVICES. Campus Mail Services is responsible for the shipping, receiving, and distribution of incoming and outgoing parcels and freight for Dixie State College.

77.4 PERSONAL FREIGHT.

77.4.1 No personal freight shall be handled by Campus Mail Services.

77.4.2 Items sent to College Resident Halls and guests of the Conference Center shall be considered College business.

77.5 FREIGHT DELIVERIES.

77.5.1 Freight is received weekdays at central receiving from 8:00 AM - 12:00 noon and 1:00 PM - 4:00 PM.

77.5.2 Freight is delivered the day received when at all possible. If this is not possible, delivery will be made the next working day.

77.5.3 Direct deliveries to the College Bookstore and Food Services are encouraged.

77.6 PARCEL DELIVERIES

77.6.1 Express/Priority items or parcel post are delivered the same day as received.

77.6.2 Fed Ex, Airborne, Roadway Packaging Systems, and UPS are received daily according to their own schedule.

77.6.3 Parcel Post and UPS articles are delivered the same day as they are received when at all possible. Otherwise, they will be delivered the next working day.

77.7 DELIVERY INSPECTION.

77.7.1 Campus Mail Services will inspect all shipments for obvious surface damage, irregularities, or other discrepancies.

77.7.2 The requisitioning department is ultimately responsible for the acceptance of the merchandise and should report immediately any damage, irregularity, nonconformity with specifications, or other discrepancies to the Purchasing Department.

77.8 DELIVERY & DISTRIBUTION.

77.8.1 After receiving and inspecting purchased materials, Campus Mail Services will transport the items to the appropriate delivery point and record delivery locations and dates on the corresponding receiving documents.

77.9 DEPARTMENT NOTIFICATION OF DAMAGE.

77.9.1 Written notification of damage or irregularity should be given within 10 days to the Purchasing Department and should include the following information: Vendor name, purchase order number, date received, item or items damaged, condition of package upon receipt, and location of package.

77.10 DAMAGED MATERIALS

77.10.1 All damaged materials should be preserved in the condition in which they are received and must be kept in the original shipping containers until instructions for disposal are received from the Purchasing Department . Compliance with this is extremely important because in most instances, an inspection by the carrier’s representative is required before a claim settlement will be made.

77.10.2 Failure to report damaged shipments before (10) days have expired may forfeit the right of the College to file claims against the carrier. Immediate notification will facilitate filing a claim within the deadline period.

77.10.3 It is the responsibility of the Purchasing Department to arrange for the filing of all claims for damaged materials as well as to initiate requests for replacement shipments.

77.10.4 DAMAGED MATERIALS RETURN. The return of supplies or materials to the vendor, whether due to damage or other reasons, should be arranged through the Purchasing Department to assure that appropriate credit is received.

77.11 CHARGES AND BILLINGS.

77.11.1 Each department is billed for postage, UPS charges, freight and insurance charges by budget account.

77.11.2 Charges are encumbered through the FRS system at the time of purchase order origination.

77.11.3 When items are received, Campus Mail Services will approve the purchase order for payment. No further approval is necessary in the invoice payment process.

77.12 OUTGOING PARCEL PREPARATION & IDENTIFICATION.

77.12.1 The sending department is responsible for preparing the package and labeling.

77.12.2 Campus Mail Services can assist the sender if there are questions regarding appropriate packaging or labeling.

77.12.3 All outgoing parcels must contain the following information: receiver name and address, the sender, department, and 6 digit budget account code.

77.13 FREIGHT PREPARATION.

77.13.1 The sending department is responsible for preparing the item to be shipped.

77.13.2 Campus Mail Services can assist the sender if there are questions regarding boxing, crating, and labeling.

77.13.3 All items to be shipped will be picked up by the freight company at the loading dock.

77.14 CHARGES AND BILLINGS.

77.14.1 Each department is billed for postage, parcel service charges, or freight charges by budget account. Charges are made through the FRS system at the time of shipping. The sending department is billed for the total cost of freight and any insurance requested.

77.14.2 No cash transactions will be accepted.

77.15 WEEKEND AND HOLIDAY SERVICE. Campus Mail Services is closed on weekends and on all official holidays.