Purchasing and Business Services Manual (PUR)

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Effective: 5/1/1987

Revised: 7/1/2018

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PUR 601–02: Damaged, Short, Missing, or Duplicate Shipments

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To prescribe the method of reporting damages, shortages, duplicate or missing items in incoming shipments

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University policy

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Responsibility for Inspection of Shipments

The Shipping and Receiving Department is responsible for inspecting all incoming shipments for obvious damage to the unopened container and contents. The ordering department is responsible for inspecting for and reporting concealed damage after opening the container.

Responsibility for Losses

Uninsured losses or losses resulting from failure to report damage promptly to the Shipping and Receiving Department will be borne by the ordering department.

Responsibility for Over-Shipments and Merchandise Received but Not Ordered

The ordering department is responsible for notifying Purchasing and Business Services of over-shipments and merchandise received but not ordered. The cost of any material retained or used will be borne by the department.

Claim Settlement

Claims filed for obvious damage are generally settled at full value. Claims filed for concealed damage are generally settled for less than full value.

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For information on the return of merchandise other than over-shipments or duplicate shipments, see PUR 601–03, “Return of Merchandise.”

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