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Procedure BF-PGS-PR7 Damages and Shortages

 

Dates Effective From: April 20, 2016
Responsible Officer: Chief Financial Officer and Vice President
Sponsoring Department: Procurement Services
Errors or changes to: Office of Legal Affairs policysite@uta.edu

Contents


  1. Objective
  2. Scope
  3. Procedures
  4. Definitions
  5. Relevant Federal and State Statutes
  6. Relevant UT System and UTA Policies, Procedures, and Forms
  7. Appendices
  8. Contact Information
  1. Objective


    This fiscal procedure provides direction for checking delivered merchandise and notifying appropriate departments of any discrepancies or problems.

  2. Scope


    All departments who order and receive delivered goods.

  3. Procedures

    1. Rationale

      Merchandise should be checked as soon as it is delivered in order to allow timely notifications to other departments if needed. Many suppliers have notification deadlines for receiving and responding to reports of the delivery of unacceptable merchandise and the payment process may need to be halted until corrections are made.
    2. Responsibilities
      1. Department Receiving Delivered Goods
        1. Checks delivered merchandise as soon as it is received
        2. Notifies appropriate department if merchandise is damaged, incorrect, or incomplete
    3. Procedures
      1. Retain Order Documentation Until Merchandise Is Checked

        Departments ordering and receiving equipment should keep all packing, crates, cartons, etc. that arrive with the merchandise until a thorough examination has been completed. Freight carriers require the original packing, carton, etc. if called upon to investigate a damage or loss claim.
      2. Examine Merchandise When It Is Delivered

        If examination of the merchandise indicates damages or shortages, or if the merchandise delivered is not what was ordered, then the department receiving the delivered goods should contact the appropriate department immediately.
        1. If Procurement Services placed the order, then the department receiving the delivered goods should contact the appropriate Procurement Specialist. The Procurement Specialist will contact the supplier and Property Management to arrange returns, exchanges, etc., and amend the purchase order, if necessary.
        2. If the shipment arrived in Property Management and was then delivered to the department, then the department receiving the delivered goods should contact the Property Management Department at extension #2-3276 immediately.
  4. Definitions

     

    N/A

  5. Relevant Federal and State Statutes

     

    N/A

  6. Relevant UT System and UTA Policies, Procedures, and Forms


    UTS 159 Purchasing

    Regents' Rules and Regulations, Rule 20901, Procurement of Certain Goods and Services

  7. Appendices

     

    N/A

  8. Contact Information


    Procurement Services
    Phone: 817-272-2194 or Email: procurement@uta.edu