Purchasing and Business Services Manual (PUR)

Effective: 5/1/1987

Revised: 11/1/2011

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

Purpose

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

Source

University policy

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.

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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.

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Responsibility for Overshipments and Merchandise Received but Not Ordered

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

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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.

Procedures

Procedures for damaged, short, missing, or duplicate shipments can be found on the Purchasing and Business Services Web site.

Cross-Reference

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

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