Central Receiving > Optional Inspection Program
Optional Inspection Program
- What is the "Optional Inspection" Program?
- Simply put, it is a way for the University departments to assume responsibility for inspecting their own deliveries, eliminating the need for Central Receiving to do so. If the department inspects, Central Receiving can skip a time consuming step, which means the item can be processed more quickly. Generally speaking, departmentally inspected items will be delivered to the ordering department within 24 hours of their receipt by Central Receiving.
- Why offer this option?
- There are two major reasons. First, the workload at Central Receiving has doubled during the past five years. Staffing during this period has remained constant. During peak periods delays have occurred. As over 70% of all orders received involve Research, these delays can inhibit or endanger important research projects. Innovative ways to speed processing had to be developed. Second, while inspection uncovers many problems, there are cases where Central Receiving's review is superficial. Until the item is uncrated and tested by the department, there is no way a defect will be uncovered. Going through the motions of inspection without measurable usefulness is not an efficient use of time. As our studies showed that time was better spent in following up on departmental problems, returning items to vendors for replacement or reimbursement, and expediting the return process, the decision was made to develop an optional inspection plan.
- Who may participate?
- Anyone ordering a good using a State or Research Requisition. All the requisitioner need do is write the words "DO NOT INSPECT" on the face of the requisition. Everything else will be taken care of by Purchasing and Central Receiving.
- Why do I have to write "DO NOT INSPECT" on the requisition?
- You don't. The words "DO NOT INSPECT" indicate a conscious decision to assume inspection responsibilities for the item ordered on the requisition. The choice is voluntary. It is made each time a requisition is completed. You are free to choose or reject the option each time you order. If you do nothing, your right to a complete inspection of your item will be preserved.
- When should I consider using the option?
- There are two clear-cut cases. The first is in situations where problems are not likely to be uncovered by Central Receiving's inspection. If the department will have to inspect anyway, time can be saved by using the option. The second is for emergency shipments where expediency is the primary consideration, If you have to have it now, inspection responsibility is a small price to pay for fast handling. The ordering department is not limited by these two examples, and may choose to exercise the option at any time.
- Can I request department inspection on any delivery regardless of size or commodity type?
- Yes. The procedure is designed to expedite your order regardless of size, cost or commodity.
- Can I request department inspection on selected items on my order and allow Central Receiving to inspect the balance?
- No. Since the option involves an entire purchase order, it must encompass each item identified with the order.
- What if I receive a box that has been opened on an order I had marked "DO NOT INSPECT"?
- Roughly 50% of all boxes received have the packing slip inside. When this is the case, Receiving must open the box to retrieve the packing slip and check the item in. This process is quick and does not delay the delivery of your item. Do not assume that an opened box means anything else. Your purchase has not been inspected. If you requested the department inspection option, you must inspect the item and report any problems to Receiving.
- What do I do if I detect a problem upon inspection in my department?
- Contact the Central Receiving office immediately to make arrangements for Receiving to pick up and return your order to the vendor.
- Once I notify Central Receiving of a damaged item, am I responsible for payment for this item?
- No. If notified within 5 days of receipt into your department, Central Receiving will provide the necessary information to Accounts Payable, stopping the clock on payment until a replacement is received or the account is settled.
- If my order indicates department inspection and the goods are not put into use for months after receipt, who will pay for damaged goods detected at that time?
- This is a case where the option should not have been exercise. If inspections delayed beyond reasonable notification period, the department will bear responsibility for resolving payment problems with the Accounts Payable Office.
- How will this procedure affect the decaling and recording of equipment on the property control system?
- Equipment items will receive decals through the mail to be affixed by the requisitioning department. Confirmation of decaling must be provided to the Property Control Office.
- If I have more question, who do I contact?
- Dennis Wells (Director of Central Receiving) at (631) 632-6305. If he can't answer your question, he'll get you in touch with someone who can.
