4.20 - AUX Outgoing Departmental Shipments

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Effective: December 1, 1990

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Central Stores/Purchasing Services

Policy Details:

1. Purpose.

   Establishes University policy and procedures regarding outgoing departmental shipments, including departmental returns.

2. Scope.

   Applies to all University departments and activities.

   Exception: Bulk mailings are not covered by this procedure. For procedures regarding outgoing bulk mail, see AUX 5.30.

3. Policy.

   1. General Statements.

      1. Returns of any of the items listed below shall be handled by the department through Central Stores.

         • Film rentals.

         • Test materials, where the test packages along with the answer sheets are returned for grading.

         • Textbooks.

      2. All departmental returns of items purchased by the University from an external source which are unsatisfactory and which need to be returned or repaired and any returns of items not listed above must be handled through Purchasing Services. This is necessary in order to accomplish the following:

         • Meet state reporting requirements concerning warranties and repairs.

         • Meet the requirement that vendor contact be made by Purchasing Services.

         • Ensure shipment at the lowest cost to the department.

4. Procedures.

   1. Returns of Film Rentals, Test Materials, and Books.

      Departments wishing to ship/return any of the items listed above in Policy statement 1.a. must complete a Return Shipping Form per preparation instructions and notify Central Stores.

   2. Departmental Return of All Other Items.

      University departments that wish to return any items purchased from an external source which are unsatisfactory or need repair or that wish to return any other items that are not listed in Policy statement 1.a. must begin the process by contacting Purchasing Services. Purchasing Services will establish that a return is necessary, will contact the vendor, and will determine the method of shipment.

      1. If the department will have to pay a shipping charge, Purchasing will contact Central Stores and provide shipping instructions. Central Stores will handle outgoing shipments via UPS, Federal Express, and common carrier (in instances involving large shipments).

      2. If the item will be picked up by the vendor, shipped via a UPS call tag, or is a warranty item with no shipping charge to the department, Purchasing Services will contact Central Receiving for pickup of the item.

      3. If the department wishes to return the item via U.S. mail, they should make this known to Purchasing Services when the contact is made. Purchasing Services will take the request into consideration when determining the method of shipment.

   3. Packing.

      The department is responsible for packaging all items to be returned. When returning goods to the vendor for repair or replacement, the original packing should be used whenever possible.

   4. Package Pickup.

      Central Stores or Central Receiving, as applicable, will pick up the packaged items for shipment. There is no charge to the department for package pickup.

   5. Shipping Charges.

      Actual shipping charges will be billed to the department through decentralized billing. There is no additional handling charge.

   6. Additional Assistance Available.

      For additional assistance regarding shipping requirements, contact the Central Stores Supervisor at extension 3097 concerning items in Procedure statement 1 and contact Purchasing Services at extension 3158 concerning items in Procedure statement 2.

Instructions for Preparation of Forms Effective: December 1, 1990

Name of Form: Return Shipping Form

1. Purpose.

   This form is used to provide shipping information to Central Stores when a department wishes to return an item such as the following:

   • Film rentals.

   • Test materials, where the test packages along with the answer sheets are returned for grading.

   • Textbooks.

2. Where to Obtain Forms.

   Forms may be ordered from the U-Business Web site.

3. Where to Send Completed Forms.

   The Return Shipping Form is a two-part form consisting of an original (white) and a copy (yellow). Attach the original to the item being shipped. Retain the yellow copy for departmental records.

4. Instructions.

   1. Date. Indicate the date this form is being prepared.

   2. Vendor. Indicate the vendor from which the item was originally purchased or where the item is being shipped.

   3. P.O. Number. If applicable, indicate the purchase order number where the material was originally purchased.

   4. Material Shipped. Indicate the contents of the package to be returned.

   5. Carrier. To be completed by the department if a specific carrier is preferred, or by Central Stores.

   6. Department. Enter the University department shipping the item.

   7. Account Number. Indicate the ten-digit University account number to be billed for shipping charges.

   8. Approving Signature. Signature of the individual authorized to approve charges to the account number listed in item 7. above.