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Central Store and Receiving - Division of Business and Finance

FSU HomeFSUBOReceivingPolicy

Policies and Procedures

A.  INTRODUCTION
Our Mission Statement

The mission of FSU CENTRAL STORES/RECEIVING is to provide the highest quality products, customer service and professionalism to our customers; to support the mission of higher education by providing timely delivery of products essential to daily departmental operations; to meet and exceed the demands of our patrons as we compete to be the vendor of choice by taking suggestions from our customers, making the necessary improvements in our inventory for all general office supply needs; to pay operating expenses, to provide funds for inventory and capital improvements, to develop and contribute any residual funds to a scholarship program for the University.  

Goals and Objectives

FSU CENTRAL STORES/RECEIVING is a University operated facility, whose primary goal is to provide services to the Campus Community through the following activities:  

  • Receiving of all goods from outside vendors
  • Shipping of goods with return authorizations
  • Sales of general office supplies
  • Delivery services for all goods received and general office supplies
  • Empty Toner Cartridge Pick-Up

Central Stores/Receiving processes and redistributes incoming material for University departments and affiliated organizations.  Incoming material deliveries include, but are not limited to, UPS, Overnight and Airfreight.  Delivery to a central location increases property accountability, customer satisfaction, and eliminates unnecessary vehicle traffic on campus therefore, making the campus safer for students, faculty and staff. 

It is the intent of FSU CENTRAL STORE/RECEIVING to acquaint University departments with services offered by this unit, as well as discuss ways in which departments can assist in meeting its responsibilities to the University community.

B.  GENERAL INFORMATION
Location

FSU CENTRAL/STORES RECEIVING is located at 1200 Murchison Road, next door to Facilities Management Operations on the West Side of Campus.

Hours of Operation

FSU CENTRAL/STORES RECEIVING is open from 7:00 a.m. until 4:00 p.m., Monday thru Friday, excluding holidays observed by the State of North Carolina.  FSU CENTRAL STORES/RECEIVING will accept walk-in requisitions for supply purchases with prior approval from the Purchasing Office.

Telephone Numbers
  • Main Office:  910.672.1875
  • Penelope Streater, Warehouse Operations:  910.672.1743
  • Wanda Hutchinson, Receiving:  910.672.1742
  • Shondemel Day, Delivery:  910.672.1875
  • Taj Parham, Delivery Operation Supervisor:  910.672.1875
  • Fax:   910.672.1831
C. STOREROOM POLICIES AND PROCEDURES
Office Supply Requisitions

Central Stores provides items that are purchased on a repetitive basis to the University community in a timelier manner, and usually at a better price, than would be available with individual purchases.  Before ordering from another source, a department must first determine if the item is available in Central Stores.  If the items are in stock, University departments and offices are required to order the item from Central Stores. 

The availability of a specific item may be determined by accessing the Central Stores Catalog located on the staff tab in iNside FSU. In addition, Central Stores has the capability of “Special Ordering” items, not routinely stocked in our warehouse, thru our wide access to State Contact Vendors. Please contact Ms. Penny Streater at ext. 1743 to determine availability and cost.

Once items are selected for purchase, a requisition must be submitted to the Purchasing Office for approval and forwarding to Central Stores for processing. 

Office Supply Delivery

Once orders are received and entered into our internal systems, they are ready to be pulled and delivered.  We aspire to fill and deliver all orders within twenty-four (24) hours after receipt of the requisition from the Purchasing Office.  Walk-In and Rush orders are handled to meet the customer’s requirements as long as approval authorization has been received from the Purchasing Office. 

We deliver to all campus locations, Fayetteville Business Center, and the Fort Bragg Campus.  If items are on backorder from the vendor, the customer will be notified.  Upon receipt of items, order will be delivered within twenty-four (24) hours by Central Stores staff.

Central Receiving Delivery

It is the goal of Central Receiving to deliver all incoming material to its final destination on the same day that it is received, or within twenty-four (24) hours of receipt.  Exceptions to Central Receiving’s “same day”  delivery policy are:

  • Materials requiring processing through property control (Fixed Assets).
  • Freight requiring special delivery arrangements (i.e., large items, or quantities).  Deliveries will be coordinated with the end user of the respective department and an appropriate delivery time, date, and location will be determined.
U.S. Mail Delivery

Central Receiving does not deliver merchandise, or items that are classified as U.S. Mail.  Items of this nature are to be directed to the University Mail Center located on the lower level of the Rudolph Jones Student Center.

Vendor Delivery Instructions 

Department’s coordinating delivery of materials with vendors will instruct them to mark all packages as follows:

  • PO NUMBER
  • END USER’S NAME IF POSSIBLE
  • END USER’S DEPARTMENT
  • FAYETTEVILLE STATE UNIVERSITY CENTRAL RECEIVING

** ALL PACKAGES DELIVERED WITHOUT PO NUMBER OR NAME WILL BE DECLARED UNABLE TO BE DELIVERED AND RETURNED TO SENDER**

Once the packages are received into the warehouse, the following procedures are followed:

* Cartons are opened so that the items can be verified and counted to ensure the correct items are being received and the correct amount.

* Items are checked for notable damages (No technical inspection is done)

If damage is noticed at the time of delivery, it is recorded on the bill of lading and the delivery person sign acknowledgement of the damage.  If the damage was concealed, the paperwork is noted and the company is called and the item is either credited or replaced.

Duplicate Shipments:  When duplicate shipments are received, they are held in the receiving area and the Purchasing section and the department are notified.  The department will be given an opportunity to put in another order so the items can be received or Purchasing will instruct to have the items returned to shipper. 

Non Purchase Order (P-Cards):  Departments purchasing materials using their P-Cards are required to notify Central Receiving by email of impending delivery.  Any orders that come in withouth the correct paperwork will be rejected and returned to sender.

Returning Freight

Once items have been delivered to the departments and a return is needed, the following must happen:

* Departements are responsible for packing items for outbound shipment

* Obtaining a vendor authorization number (Department or Purchasing)

* Notifying Central Receiving that a return needs to be picked up (no return will be picked up unless the packages has a RGA# and a prepaid shipment tag). If the return has to be paid for by the department, their goods will be shipped out by using the Campus Post Office.

Personal Packages

Central Receiving prohibits the use of its resources for receipt, or delivery of personal material.  Personal materials should be addressed to the individual’s home, or Post Office Box.  If personal packages are received at Central Receiving, the recipient will be contacted and directed on the proper procedures for receiving personal property.  Neither Central Receiving, nor the University will be responsible for the material if it is delayed, damaged, or lost.

Overnight Freight/Next Day Air

Incoming Overnight Freight must be addressed completely and correctly.  Omitting any part of the delivery information from an Overnight package will result in a delay in delivery.  When a department, or an end user’s name is omitted off the package’s delivery information, Central Receiving will make every effort to locate the recipient and deliver the package prior to returning to sender.

Campus Deliveries

When packages are processed in the warehouse the following will occur:        

  • Freight is logged by PO Number and number of pieces in shipment
  • Date and time of Arrival
  • Shipper Information
  • Delivering Carrier
  • Verification of Contents

All deliveries from UPS, FedEx, DHL and OTR trucks will be made to the campus prior to 3:00 PM.  All packages will be  verified and received by Warehouse before being delivered to your location.  Verification of a shipment consists of the following:  

  • Verification that your department has received the correct quantities.
  • Verification that the correct merchandise has been received, meets your specifications, and is not damaged.
  • When order is checked, sign the delivery ticket and requisition form.
  • If the shipment is defective in any way, or does not meet specifications, the vender will be contacted along with the end user.  Arrangements for pick up and replacement will be done by the Purchasing department.  If there are no problems the PO will be processed for payment at the end of the business day.

All high security items will be delivered the same day they are received and must be signed for by the end user, or designated person in your department. All computer supplies that come on campus will be delivered to ITS for further  processing.  Once ITS has completed all needed work, your computers will be delivered to your department by ITS.

If large quantities, or oversized items are ordered, please ensure that you can store in your area.  Processed orders will not be stored in the warehouse 

If a delivery attempt is made, and you are not in your location, a delivery notice will be left at your location.  Packages will then be sent out for delivery the next business day.  If we miss you on the second day, you must call the warehouse (ext.1875) to make arrangements for the pick-up, or delivery of your items.

Direct Deliveries

In Certain instances, it may be necessary to have merchandise delivered directly to the department, without first processing it through Central Receiving.  In these cases, Central receiving must be notified immediately so the property can be properly processed.  Examples of appropriate Direct Deliveries include but are not limited to the following:

  • Extremely delicate property requiring professional handling by the vendor.
  • The purchasing agreement requires assembly and installation by vendor.
  • Items requiring refrigeration (i.e., medical supplies, scientific materials, etc.)

Please notify Central Receiving immediately when the need for a direct delivery has been identified.  When placing a Direct Delivery order, any special handling or shipping instructions should appear on the Purchase Order (if applicable).  

COD Packages

Central Receiving will not accept COD, or “Bill to Receiver” packages unless the department has made special arrangements with Central Receiving.  Otherwise, the goods will be returned to the sender.

Returning Merchandise

All departmental returns of items purchased by the University from an external source, which are unsatisfactory and need to be retuned, must be handled through our Purchasing Office.  This is necessary in order to accomplish the following:

  • Meeting the State reporting requirements concerning warranties and repairs.
  • Meeting the State requirement that vendor contact be made by the Purchasing Office.
  • Ensuring shipment at the lowest cost possible to the department.

The departmental custodian should first contact the Purchasing Office, who establishes if a return is necessary, will contact the vendor for a return authorization, and determine the method of shipment.  If the vendor provides a “return authorization number” for the materials to be returned, the procedures for the returnable items are as follows:  

  • The Purchasing Office will contact Central Receiving when the materials to be returned are ready for shipment (Ready for shipment means the items are repacked and labeled with RGA number and Vendor address).
  • The departmental custodian will deliver items directly to Central receiving for return, or make arrangements for pick-up.

If the company informs the Purchasing Office that a call tag will be sent for the pick up of the items, it is the responsibility of the departmental custodian to process the return as quickly as possible, and forward the items to Central Receiving for pick-up.  A call tag is only valid for three (3) days and if the process is not completed during this time, a new call tag is required.

Items request from Warehouse Stock

The Purchasing Office must approve all Purchase request for supplies stored in the Central Warehouse. Once the requisition is approved, the request is forwarded to the warehouse to be filled.  All requisitions are filled the same day they are received and delivered on the next business day.  Requisitions will be submitted to Accounts Payable for payment processing the day the items are delivered.  Any out-of-stocks situations on the items requested will be ordered and delivered upon receipt of goods. 

Storage of University Records

The Central Stores/Receiving Warehouse provides storage services of University records for Business and finance (Only) if spacing is available.   It is the responsibility of the corresponding department to ensure records are properly maintained and purged on a regular basis according to the State of North Carolina Retention Schedule to allow spacing for additional storage.  All records submitted for storage must meet the following guidelines for acceptance:

  • All records to be enclosed in storage file boxes of the following dimensions:  12”Wx15”Dx10”H (available thru Central Stores at a cost of $4.00 ea.).
  • All boxes to be labeled to include box number, date, contents and a destroy date.
  • Prior scheduling with Central Stores/Receiving personnel for acceptance of delivery.

A work request must submitted to Facilities Maintenance for the scheduling of pick-up of prepared record file boxes and delivery to Central Stores/Receiving for storage.  Central Stores/Receiving personnel will not be responsible for the pick-up or upkeep of  files from departments that have been placed in  storage.

Note: Due to limited spacing, Central Stores/Receiving does not provide storage of goods for any items other than Business Finance Records.

Additional Assistance Available

If additional information, or assistance is needed concerning Central Receiving, or Campus deliveries, please call Central Receiving at extension #1875 and someone will be willing to address your concerns.

 

Fayetteville State University1200 Murchison Road • Fayetteville, NC 28301 • 910.672.1111
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