This program provides a means for University departments to assume responsibility
for inspecting their own deliveries, resulting in items being processed more expeditiously.
On average, departmentally inspected items will be delivered to the ordering department
within 24 hours of their receipt by Central Services.
Reason for this Option?
The volume of incoming shipments at Central Receiving has increased tremendously in
recent years. The Research Foundation now accounts for over 70% of all orders received.
This option is offered for rapid processing and receipt of goods, so as not to inhibit
or endanger important projects.
In addition, while inspections by Central Receiving uncover many problems, there are
instances where until the item is uncrated and tested in depth by the department,
a defect would not be able to be detected within a timely manner.
Who May Participate?
All campus departments ordering merchandise using State, Research, and SBF funds.
How Do I Choose this Option?
The Requisitioner must indicate "DO NOT INSPECT" when submitting their requested order.
A receipt or comment must be created in WolfMart in the "comment section" of the PO
based on items received against the packing slip. It is the responsibility of the
department to correct and verify receipt of goods within the WolfMart system, before
invoice/payment. This must be done each time an item is received. When this is indicated,
all procedures pertaining to a "DO NOT INSPECT" order will be followed by Purchasing
and Central Receiving departments.
Additional Frequently Asked Questions
Yes. The procedure is designed to expedite your order regardless of size, cost or
commodity.
No. Since the option involves an entire purchase order, it must encompass each item
identified with the order.
Do not assume that an opened box means your purchase has been inspected, it has not.
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 in order to obtain a copy
for documentation purposes. This process is quick and does not delay the delivery
of your item. If you requested the department inspection option, it is your responsibility
to inspect the item and report any problems to Receiving.
Contact the Central Receiving office immediately at (631) 632-6290 or (631) 632-6007
to make arrangements for Receiving to pick up and return your order to the vendor. Form SUSB 114 , Return Shipment Request, is required.
No, once you notify Central Services contact your Procurement partner or the Accounts
Payable Office to hold payment until a replacement is received or the account is settled.
If detected more than 5 days into the department then it is the department's responsibility
to notify the Accounts Payable Office to hold payment until the account is settled.
This is a case where the option should not have been exercised. If inspections are
delayed beyond a reasonable notification period, the department will bear responsibility
for resolving payment problems with the Accounts Payable Office.
Once shipments are received, departments must contact the Property Control Office
and a staff member will schedule a site visit to apply decal(s) on asset(s).
