Facilities Management – Central Shipping & Receiving
Purpose
These procedures establish the requirements and processes for receiving, distributing, shipping, and returning University-related goods through Central Shipping & Receiving. They are intended to support the efficient movement of materials across campus while ensuring appropriate documentation, accountability, and service coordination.
Definitions
For the purposes of these procedures, a business day is defined as Monday through Friday during normal University operating hours and excludes weekends, University holidays, and other University closures.
About Central Shipping & Receiving
Central Shipping & Receiving supports the StFX community by coordinating the efficient movement of goods across campus. The department manages incoming and outgoing shipments, receives goods from external suppliers, and ensures materials are processed accurately and directed to the appropriate destination.
Working closely with Facilities Management units, campus departments, Procurement Services, and external carriers, Central Shipping & Receiving helps ensure goods are delivered safely, promptly, and to the correct location. Whether shipments include equipment, supplies, or specialized materials, the department plays an important role in supporting University operations.
Services
Central Shipping & Receiving provides the following services:
Processing and distributing incoming deliveries
Coordinating outgoing shipments and returns
Managing receiving records and documentation
Recording visible damage and facilitating damage claims
Assisting departments with shipping procedures and material handling questions
Providing support for oversized, sensitive, high-value, time-critical, or special delivery requirements
Location and Hours of Operation
Central Shipping & Receiving is located at 2175 Varsity Drive behind MacDonald Hall in the back lot of the building.
Hours of operation are:
Monday to Friday
8:00 a.m. to 12:00 noon
1:00 p.m. to 4:00 p.m.
Delivery processing and campus distribution activities are conducted during normal Central Shipping & Receiving operating hours and do not occur on weekends, University holidays, or other University closures.
Delivery Requirements
Central Shipping & Receiving is responsible for accepting goods from external suppliers and coordinating delivery of these items to the appropriate department or individual.
All items are to be delivered to the designated receiving area and signed for by Central Shipping & Receiving.
If items are received directly by an individual or department, all delivery documentation must be forwarded to Central Shipping & Receiving immediately after the shipment has been verified.
Departments are responsible for ensuring suppliers include the required delivery information on all shipments.
Packages must be clearly identified with:
Purchase Order number; or
If purchased using a PCard, the name of the individual who requested the order; and
Building and room number for delivery.
Departments are responsible for monitoring the status of their shipments and assume responsibility for orders from the time they are placed until the goods are physically received.
Departments must be prepared to collect shipments from Central Shipping & Receiving when notified that goods are available for pick-up.
If the designated recipient is unavailable, the department must identify an alternate individual to accept or collect the shipment on its behalf.
All shipments must be University-related. Personal shipments may not be sent care of Central Shipping & Receiving.
Central Shipping & Receiving reserves the right to reject any shipment determined to be personal in nature.
Central Shipping & Receiving reserves the right to refuse or hold shipments that do not meet University receiving requirements.
Special Handling and Delivery Requirements
Departments expecting oversized, sensitive, high-value, temperature-controlled, or time-sensitive shipments are expected to notify Central Shipping & Receiving in advance so that appropriate arrangements can be made.
Once received by Central Shipping & Receiving, deliveries requiring transportation through Grounds & Transport Services may require an additional five (5) to ten (10) business days for delivery to the final campus destination, depending on scheduling, resource availability, and delivery requirements. Departments should consider internal transportation timelines when scheduling deliveries and project activities.
Departments receiving hazardous products or regulated materials are responsible for providing the applicable Safety Data Sheet (SDS) to Central Shipping & Receiving immediately upon placing the order and prior to shipment arrival on campus.
Departments Receiving Direct Deliveries
The following departments may receive deliveries directly and will not normally route shipments through Central Shipping & Receiving unless prior arrangements have been made:
Campus Store
Athletics
Advancement
Facilities Management
Food Services
Angus L. MacDonald Library and Marie Michael Library
Student Residences
Student Apartments
Receiving Responsibilities and Delivery Discrepancies
Central Shipping & Receiving is responsible for:
Recording quantities received and dates of receipt in the financial system
Coordinating delivery of goods through Facilities Management
Recording visible damage
Notifying departments of damaged shipments
Filing damage claims when required
Coordinating the shipment of returned goods
Departments should inspect shipments upon receipt and report any concealed damage to Central Shipping & Receiving as soon as possible.
If there is an order discrepancy related to a Purchase Order, Procurement Services will be notified and appropriate action taken.
If the delivery relates to a PCard purchase, departments should refer to the PCard User Guide for further instructions.
Central Shipping & Receiving does not accept C.O.D. shipments. Such shipments will be refused and returned to the sender.
Returns, Damage Claims and Exchanges
Goods returned to Central Shipping & Receiving for damage claims must be received in the original packaging within two (2) business days of receipt.
Goods being returned to vendors must be sent through Central Shipping & Receiving to ensure proper packaging, insurance, and documentation.
Returned goods must be accompanied by the following information:
Purchase Order number(s) or, for PCard purchases, the name of the end user
Description of goods
Reason for return
Name of vendor representative authorizing the return
Return Authorization (RA) number
Destination
Value of goods (for insurance and customs purposes)
Account code(s) to be charged
Signature of the individual preparing the Return of Goods Form
Authorized approval signature
Hazardous Products and Regulated Materials
Shipments containing hazardous products or other regulated materials must be accompanied by the applicable Safety Data Sheet (SDS) in accordance with University WHMIS requirements.
Departments ordering hazardous products or regulated materials are responsible for ensuring that current SDS documentation is provided to Central Shipping & Receiving prior to shipment arrival on campus.
Where the required SDS documentation is not provided, Central Shipping & Receiving may refuse acceptance of the shipment. Any costs associated with refused deliveries, return shipments, storage fees, or redelivery charges shall be the responsibility of the ordering department.
For information regarding WHMIS requirements and Safety Data Sheets, refer to the University's Occupational Health and Safety website.
Internal Transportation and Department Responsibilities
Central Shipping & Receiving is responsible for receiving goods from external suppliers and processing shipments upon arrival to campus.
Following receipt by Central Shipping & Receiving, internal transportation requests are initiated through the TMA Service Request form and assigned to Grounds & Transport Services for delivery to the receiving department.
Grounds & Transport Services operates independently from Central Shipping & Receiving and coordinates internal campus transportation based on scheduling, resource availability, delivery requirements, and service priorities. Departments should allow an additional five (5) to ten (10) business days for internal delivery once a transportation request has been submitted.
Departments are responsible for ensuring that shipments requiring special handling, environmental controls, or additional protective packaging are identified in advance.
Neither Central Shipping & Receiving nor Grounds & Transport Services assumes responsibility for damage resulting from inadequate vendor packaging, insufficient protection of goods during shipment, or handling requirements that were not communicated prior to shipment arrival on campus.
