department of athletics policies & procedures - UNC Wilmington ...

• Open and inspect all packages received for completeness and
damage.
• Verify that items and services are received as indicated on the
purchase order.
• Two copies of the purchase order distributed upon issuance. (A
copy of the purchase order is sent to the ordering department for
their records, and the receiving copy is sent to the department
receiving the goods)
• Save all boxes and packing materials until the user is completely
satisfied with the performance of the purchase.
Receipt of Satisfactory Equipment, Supplies, and Services
After verifying that items or services are complete and satisfactory,
departments must sign, date, and return the receiving copy of the purchase
order (along with the packing list if applicable) to Purchasing within two
days of receipt.
When partial shipments are received, departments should make a
photocopy of the receiving copy of the purchase order. The photocopy
should be signed and dated, and the quantity received noted thereon. The
photocopy of the purchase order, along with any applicable packing lists,
should be sent to Purchasing. The receiving copy should be retained until
the balance of the order has been received; then it should be signed, dated,
and sent to Purchasing. It is essential that each partial shipment is
acknowledged within two days of receipt. Any delay in returning the
receiving verification (including partial shipments) holds up payment to
the vendor and may adversely affect other orders placed with that vendor.
Receipt of Unsatisfactory Items
Departments receiving unsatisfactory items (damaged or unwanted items,
over shipments, or wrong shipments) should follow the procedures listed
below. Damages may be either visible (package is damaged) or hidden
(package is intact, item inside is damaged).
Notification to Purchasing
When unsatisfactory items are received, Purchasing must notify the carrier
within seven days after delivery to campus so that a claim may be
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