Central Receiving

Receiving Procedures

The following is a list of procedures that Central Receiving uses to make the receiving process as efficient as possible.

Receipt of incorrect item

Always verify your order upon receipt. Notify Central Receiving immediately of any discrepancies related to delivered material. Failure to notify Central Receiving promptly may delay payment to vendors as well as result in penalty charges to the department)

Back to top

Receiving Reports: Circumstances Requiring Departmental Action

Requirement for Receiving Report.  Central Receiving Warehouse (CRW) must issue a Receiving Report to pay for goods and services received as a result of the purchase order process.  The Receiving Report verifies that the goods and/or services have been properly delivered, and it authorizes payment for the goods/services.    

Circumstances Requiring Department Notification to CRW.  There are two (2) circumstances when a department must notify CRW to request the issuance of a Receiving Report.  These two circumstances occur if:        

(i) The department receives the goods or services directly: or

(ii) CRW delivers goods to the department and CRW does not request that the department sign a receiving report.  This circumstance will occur only when CRW is not aware that the goods were ordered on a purchase order.  Some packages delivered to CRW contain no information associating the package with a purchase order.  On these types of deliveries, CRW will generally assume that the delivery is based on a procurement card order, which does not require a Receiving Report (ref. below).  If a department suspects that CRW is unaware that the delivery was a result of a purchase order, the department should contact CRW as more particularly described below. 

Notification Process: Requesting Receiving Reports from CRW.  When notifying CRW of the need for a Receiving Report, departments must send an e-mail to the Central Receiving Warehouse.   A request to CRW for a Receiving Report must include (i) date received (ii) what was received (complete or partial delivery); and (iii) the name of the individual who received the shipment.  

Interest Charges.  Disbursements cannot pay a purchase order without a Receiving Report.  A department’s failure to timely request a Receiving Report as described in this Section will delay payment to the vendor and will result in interest fees being charged to the department. 

Procard Orders. No Receiving Report is required for deliveries completed as a result of a procurement card purchase.

Back to top

Procard Purchases

It is preferred that all Procard purchases be delivered directly to the Department. The Department must advise the vendor of the following:

  • name of the person placing the order
  • Department/Unit
  • location (building/room #) and
  • time that someone is available to receive the merchandise.

The Department should also request that the vendor specify "PCP" or "Procard Purchase" on the package. If the Department prefers to direct the delivery to Central Receiving it is critical that the all of the above information be visible on the package. (Please retain original packaging for returns or exchanges)

Back to top

Processing of Material

Materials will be processed through Central Receiving on a First In First Out basis unless the nature of the material dictates special handling. Cartons are opened as necessary to determine that the correct item and quantity is present, as specified by the vendors packing slip and UTSA purchase order. An item cannot be processed in Central Receiving without an approved UTSA purchase order in the POINT PLUS System. Exceptions include:

  1. all air and overnight shipments
  2. materials on dry ice or frozen
  3. live materials
  4. blood and blood platelets
  5. packages labeled "refrigerate immediately," "freeze upon arrival" or "special handling" instructions. Also included are radioactive materials and controlled substances.

Back to top

Delivery of Material

Routing deliveries of material to Departments are usually made within three working days of receipt of merchandise in Central Receiving unless the nature of the materials dictates special handling.  During the peak receiving period (Aug. - Oct.) the delivery time is extended to six working days, except for time sensitive orders. The Receiving Report (PD1) serves as a receipt of materials by the requesting Department. The delivery driver is required to obtain a signature from the Department requesting the material. It is requested that Departments avoid detaining delivery personnel by opening packages and inspecting materials if possible. It is important to verify the correct number of packages delivered. Delivery personnel are not available to stock shelves or supply cabinets and are not responsible for installation or assembly of merchandise.

Back to top

Books and Miscellaneous Items address to individuals

All books and miscellaneous items addressed to individuals are sorted and scanned for tracking purposes and delivered the next business day by Central Receiving. Federal Express, Airborne, Next Day Air, etc. are delivered the same day by Central Receiving personnel.

Back to top

Department Acceptance

The Department receiving the merchandise has three working days to notify Central Receiving of any discrepancies related to a delivery. (This would include overages and double shipments) After three working days if no discrepancies are found, the receiving documents are released to the Accounting Office for payment. Extensions from Departments for additional time to complete this process could result in penalty charges to vendor which may be charged directly to the Department.  If for some reason the Department cannot accept a very large item at time of delivery, the Department must inspect and sign for the item before it is due for payment.(usually within 30 days)

Back to top

Handling of Double Shipments/Overages

Central Receiving, or the assigned Receiving Department must be informed immediately (or within 3 days) of double shipments. This merchandise must be returned to Receiving in its original packaging. Receiving will contact the Vendor and arrange for disposition/return of merchandise. If appropriate, Receiving will advise the Purchasing Department of vendors that frequently over ship.

Back to top

Collect Charges

Shipments forwarded with "Collect Charges" will not be accepted unless Central Receiving is notified and arrangements are made for payment at time of delivery.

Back to top

Shipments from UTSA - UPS(Ground Shipments)

Central Receiving will arrange for out bound shipments as requested. Departments should call Receiving when an item needs to be shipped. Items must be packaged and labeled accordingly. The Department must provide Central Receiving with a description of contents, value, and method of shipping. Approved methods for payment:

  • Department account number
  • Call Tags (vendor furnished)
  • Freight collect (freight lines only)

A "return authorization number " does not pay for freight charges. It only authorizes you to return the item. This is used by the vendor to keep control of what is returned. Vendors will not accept an item without this number. Small items requiring shipment can be picked up by Receiving or arrangements can be made for Physical Plant to pick up merchandise and deliver to Central Receiving.

Back to top

Oversized or Heavy Shipments

Central Receiving is the primary destination for shipments on the 1604 campus. However, the Central Receiving Warehouse currently does not have the capability to deliver large, oversized items. Therefore, effective immediately, the CRW staff will coordinate the delivery of oversized items with Facilities Services at no cost to the Departments.

If you have an oversized or heavy shipment that may require special handling, you have the option of having the item drop shipped directly to your location, however, there may be an additional cost for this service from the vendor. If you choose to have the item drop shipped you must give exact shipping instructions on your PB4. Keep in mind that 18 wheel trucks will not fit in the tunnel. You must have someone available to receive and inspect the item, and notify Central Receiving by email or calling ext. 7521 of its receipt so they can process the receiving report. The receiving report is required before Disbursement’s can process the vendor’s payment.

Back to top