Damages and Shortages
Responsible Officer: Vice President for Business Affairs and Controller
Sponsoring Department: Procurement Services
Revision Date: 05 June 2008
Errors or changes to: netsolutions@uta.edu
Contents
Procedure Objective
This fiscal procedure provides direction for checking delivered merchandise and notifying appropriate departments of any discrepancies or problems.
Rationale
Merchandise should be checked as soon as it is delivered in order to allow timely notifications to other departments if needed. Many vendors 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.
Website Address for This Procedure
| UT System Administration Policies & Standards | Other Policies and Standards |
|---|---|
|
UTS159, Purchasing
Regents' Rules and Regulations, Rule 20901, Procurement of Certain Goods and Services |
(Resource not found) (HOP ADM 5-2400) |
Related Statutes, Policies, Requirements or Standards
| UT System Administration Policies and Standards | Other Policies and Standards |
|---|---|
|
UTS159, Purchasing
Regents' Rules and Regulations, Rule 20901, Procurement of Certain Goods and Services |
(Resource not found) (HOP ADM 5-2400) |
Contacts
If you have any questions about UT Arlington Procedure 4-22, Damages and Shortages, contact the following departments:
| Subject | Office Name | Telephone Number | Email/URL |
|---|---|---|---|
| All topics in Procedure | Procurement Services | (817) 272-2194 | procurement_help@uta.edu |
| Website access | Net Solutions | (817) 272-0222 |
netsolutions@uta.edu
http://www.uta.edu/netsolutions |
Definitions
N/A
Responsibilities
Department Receiving Delivered Goods
Checks delivered merchandise as soon as it is received
Notifies appropriate department if merchandise is damaged, incorrect, or incomplete
Procedures
Section I. 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.
Section II. 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.
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 vendor and Central Receiving to arrange returns, exchanges, etc., and amend the purchase order if necessary.
If the shipment arrived in Central Receiving and was then delivered to the department, then the department receiving the delivered goods should contact the Central Receiving Department at extension #3276 within three business days.
Forms and Tools/Online Processes
N/A
Appendices
N/A