Policies and Procedures

BUSINESS SERVICES
Policies and Procedures

Business Services encompasses three departments: Purchasing, University Receiving, and Property Control. All report to the Director of Business Services. Please click the link below for the Policies and Procedures regarding to each of the three departments:

Section 1-00 Purchasing Department Policies and Procedures

Section 2-00 University Receiving Policies and Procedures

Section 3-00 Property Control Policies and Procedures

SECTION 2-00 UNIVERSITY RECEIVING

Overview 2-00

UNIVERSITY RECEIVING POLICIES AND PROCEDURES

Policy 2.00 - 10.1 Receipt of Goods

Procedure 2.00 - 10.1 Receipt of Goods - Direct Shipment to Department

Policy 2.00 - 11.1 Receipt of Personal Items

Policy 2.00 - 12.1 Delivery of Goods

Procedure 2-00-12.1P Delivery of Goods

SECTION 2-00 UNIVERSITY RECEIVING

Overview 2-00

University Receiving acts as the agent for Georgia State University in the receiving and shipping of items to and from the University.

The Manager for University Receiving is located in Suite 901 of the One Park Place South Building. One Park Place South, Atlanta, GA 30303. The phone number is 404-651-2330.

Central Receiving Dock is located at 158 Edgewood Avenue, Atlanta, GA 30303 and is open 8:15 a.m. until 5:15 p.m., Monday through Friday. The phone number is 404-651-2392.

The NSC Building Dock is located at 50 Decatur Street, Atlanta, GA 30303 and is open between 8:15 a.m. and 5:15 p.m., Monday through Friday. The phone numbers is 404-651-2011. Please note that this dock has only one attendant. You are advised to call ahead to make sure that the attendant is on-hand and not out on deliveries within the building.

University Receiving activities include receiving and distribution of goods, tagging of Georgia State University inventoried property and the shipment and retrieval of equipment that is being repaired off-campus. These functions are under the responsibility of the Department Manager who reports to the Director of Business Services. All of these activities are coordinated to insure that efficient service is provided to the University in receiving merchandise, scheduling the shipment and retrieval of equipment to be repaired off-campus, and equipment accountability.

UNIVERISTY RECEIVING POLICIES AND PROCEDURES

Policy 2.00 - 10.1 - Receipt of Goods

Most goods purchased by Georgia State University are received by Central Receiving. When items are received, Central Receiving:

a. Checks the condition of each item received.
b. Compares items received to description or Purchase Order,
c. Prepares the shipment for delivery to the requesting department.

If there are any discrepancies, necessary action will be taken by Central Receiving to resolve them. Items are not delivered to a department until all known problems concerning the items are solved.

Procedure 2.00 - 10.1P - Receipt of Goods - Direct Shipment to Department

If a department receives goods or services that were ordered using a Purchase Order directly from the vendor, and not through Receiving, the department must notify the buyer within 3 days. The buyer will contact Receiving for the issuance of a Signature Only Receiving Report.

As a part of this process, the department may be contacted by Receiving for information needed to prepare a decal. Prompt response by the department to such requests is necessary so that payments can meet the Governor's 30 day pay requirements.

Policy 2.00 - 11.1 - Receipt of Personal Items

If you anticipate ordering personal items to be paid for with your own personal funds and wish the items to be delivered to the University, please make arrangements to have the vendor ship your order directly to your department. Due to the volume of activity, Central Receiving policy is to handle University-purchased orders only. However, if your order is of such a nature that makes it impossible to have the items delivered to your department and you wish us to assist you, please forward a memorandum requesting assistance to the Department Manager of Central Receiving.

This memorandum, (Exhibit 1), should be prepared at least one week in advance of the anticipated delivery date. If we cannot assist you, we will make every attempt to work out a solution.

Policy 2.00 - 12.1 - Delivery of Goods

When materials are received and checked by University Receiving, a receiving report is completed showing exactly what is received. Central Receiving will deliver all materials received by the department which requested the purchase of the item.

The delivery personnel will ask a department representative to sign this receiving report at the time of delivery. By signing this receiving report, the representative is acknowledging the delivery of the materials subject to concealed damages or shortages. Departments will be responsible for any shortage or discrepancy not reported to the Purchasing Department or Central Receiving within three (3) working days after delivery.

Procedure 2-00-12.1P Delivery of Goods

In order to expedite the delivery of the order, the following information should be on the purchase requisition: (1) building to which the item is to be delivered and (2) room number to which the item is to be delivered.

The delivery personnel will ask a department representative to sign this receiving report at the time of delivery acknowledging the delivery of the materials subject to concealed damages or shortages.

Please do not hold up other deliveries by conducting a detailed inspection of the shipment on the spot. Inspect the shipment as soon after delivery as possible. lf there are any concealed damages or shortages, please report them to University Receiving or Purchasing immediately. Departments will be responsible for any shortage or discrepancy not reported to the Purchasing Department or University Receiving within thee (3) working days after delivery.

When the order is delivered, please do not ask the delivery people to perform major rearrangement of equipment or furniture, since this would slow their delivery schedule. lf rearrangement is needed, please contact the Physical Plant Department at 404-651-0700 (see their Policy on "Room Set-Ups'').