Shipping and Receiving Procedures

1.0 Purpose 

This procedure establishes the requirements and processes for receipt of shipment, distributing, shipping, and returning University-related goods through Central Shipping & Receiving. It is intended to support the efficient movement of materials across campus while ensuring appropriate documentation, accountability, and service coordination.

2.0 Scope 

This procedure applies to all University employees involved in ordering, receiving, shipping, handling, or coordinating University-related goods, whether received directly or with support from Central Shipping & Receiving.

3.0 Definitions

For the purposes of this procedure, a business day is defined as Monday through Friday during normal University operating hours and excludes weekends, University holidays, and other University closures.

Central Shipping & Receiving (CSR): The Facilities Management service that provides centralized receiving, shipping, documentation, and coordination support for University goods entering or leaving campus.

1. CSR provides centralized receiving and shipping services to support University operations.
2. Faculty and staff are responsible for coordinating shipments with suppliers and carriers. CSR can provide support when requested.
3. Direct deliveries may be arranged where appropriate and with prior approval from Finance and Procurement Services. Responsibilities for direct deliveries are outlined in Section 9.0.
4. Internal campus transportation is coordinated separately through Grounds & Transport Services in accordance with Section 13.0.

5.0 Services 

CSR provides the following services upon request or where needed to support University business:

• Receiving and processing incoming deliveries
• Preparing outgoing shipments and coordinating carrier pickup
• Maintaining receipt of shipment records and documentation where CSR is involved
• Recording visible damage and facilitating damage claims
• Assisting faculty and staff with shipping procedures and material handling questions
• Supporting oversized, sensitive, high-value, time-critical, or special delivery requirements

6.0 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. 

Receiving support, shipment processing, and related campus distribution activities conducted through CSR occur during normal CSR operating hours and do not occur on weekends, University holidays, or other University closures.

7.0 Delivery Requirements 

1. CSR provides Receiving support upon request. Where requested, CSR may accept goods from external suppliers, process shipments upon arrival, and provide Receiving documentation or coordination support.
2. Where faculty or staff receive goods directly, they are responsible for verifying the shipment and meeting the direct-delivery requirements outlined in Section 9.0.
3. Faculty and staff must ensure all shipments include the required delivery information.

4. Packages sent through CSR must be clearly identifiable as University business and include:

   1. Purchase Order number, or the name of the individual who made the purchase using a PCard 
   2. Building and room number for delivery

   Packages addressed only to an individual without a clear University business identifier will be refused.

5. Shipping and delivery documentation must identify the responsible faculty or staff member and provide accurate, current contact information. CSR must not be listed as the responsible contact unless specifically required for carrier or shipping purposes so suppliers and carriers can communicate directly with the appropriate University contact.
6. Faculty and staff are responsible for monitoring the status of their shipments and remain responsible for orders from the time they are placed until the goods are physically received.
7. Where internal transportation is required as part of a request for CSR support by faculty or staff, CSR will initiate the applicable Grounds & Transport Services work order in accordance with Section 13.0.
   1. If internal transportation was not requested in advance, CSR will advise the faculty or staff member that the shipment is available for collection or may be delivered by Grounds & Transport Services in accordance with the timelines outlined in Section 13.0. CSR does not provide long-term or specialized storage. If timely collection is not possible, alternate arrangements must be coordinated with CSR.
8. If the designated recipient is unavailable, the alternate recipient may accept or collect the shipment.

8.0 Special Handling and Delivery Requirements 

1. Faculty and staff expecting oversized, sensitive, high-value, temperature-controlled, hazardous, or time-sensitive shipments must notify CSR by email at @email as soon as shipment details are known, and so that appropriate support can be arranged in advance.

   Advance notice does not guarantee specialized handling, equipment, storage, or transportation services. If these services are required, arrangements must be made with CSR in advance.

   Complete the Advance Shipment Form in Appendix A and provide all available shipment information, including:

   1. Supplier name
   2. Carrier and tracking number
   3. Expected delivery date
   4. Purchase Order number or PCard purchaser name
   5. Primary contact and alternate contact
   6. Delivery location
   7. Special handling, storage, environmental, or access requirements
   8. Whether internal transportation is required
   9. Whether a forklift or other specialized material handling equipment will be required to safely unload or transport the shipment

   Where available, carrier and tracking information assists CSR with anticipated delivery timing, shipment planning, special handling arrangements, and responding to delivery inquiries. The person who placed the order remains responsible for tracking the shipment.

2. Requests requiring a forklift or other specialized equipment must be identified before the shipment arrives. Failure to provide advance notice may delay delivery if staff or equipment are unavailable.
3. CSR does not have refrigerated, frozen, or other temperature-controlled storage capacity. Faculty and staff expecting a temperature-sensitive shipment involving CSR, they must contact CSR in advance to coordinate appropriate receipt arrangements. Arrangements must ensure immediate collection, coordinated direct delivery in accordance with Section 9.0, or otherwise appropriately accommodated outside CSR.
4. If a temperature-sensitive shipment arrives at CSR and advance arrangements have not been made, CSR will contact the designated recipient or alternate recipient for immediate collection. CSR cannot store temperature-sensitive shipments and is not responsible for spoilage, damage, or loss resulting from the lack of advance arrangements.
5. Hazardous products or regulated materials involving CSR must meet the requirements outlined in Section 12.0.
6. Where the designated recipient is unavailable, CSR will contact the identified alternate recipient. If the shipment cannot be received or collected, CSR will notify the FM Manager, Administration and Finance through @email. The faculty or staff member remains responsible for ensuring appropriate receiving and handling arrangements are in place.

9.0 Direct Deliveries

1. Direct delivery of University-related goods to a campus location may only be arranged with prior approval from both Finance and Procurement Services.
2. Faculty and staff receiving direct deliveries must:
   1. Verify the shipment upon arrival
   2. Ensure shipment documentation is accurate
   3. Resolve delivery or product issues directly with the supplier or carrier
3. Where Procurement Services, Finance, or another University process requires receipt of shipment confirmation to reconcile or release payment, the faculty or staff member must provide the required documentation to CSR, so that CSR can complete the necessary receipt of shipment confirmation.
4. CSR must be contacted where centralized receipt, documentation, material handling coordination, or other shipment support is required. Provide all available shipment information using the Advance Shipment Form in Appendix A.

10. Receiving Responsibilities and Delivery Discrepancies 

1. When CSR provides support, CSR will:
   1. Record quantities received and dates of receipt in the financial system where required
   2. Initiate the required Grounds & Transport Services work order where internal transportation support is required
   3. Record visible damage
   4. Notify the responsible faculty or staff member of damaged shipments
   5. File damage claims when required
   6. Coordinate the shipment of returned goods
2. Faculty and staff should inspect shipments as soon as they receive them. Damaged shipments requiring a claim or return should be reported to CSR as soon as possible.
3. Where an order discrepancy relates to a Purchase Order, CSR will notify Procurement Services for review and direction.
4. If the delivery relates to a PCard purchase, the faculty or staff member responsible should refer to the PCard User Guide for further instructions.
5. CSR does not accept C.O.D. shipments. Such shipments will be refused and returned to the sender.