ETHICS:
Once the order has been made with the vendor (Step 5), the school or program should coordinate with the vendor to receive the goods/services at the appropriate time and place. Each program/school should designate one or two people to receive shipments and ensure the received goods/services are delivered to the appropriate individuals.
Instructions for Receiving: The individual(s) who receive the goods/services should obtain all documentation that accompanies the shipment (shipping documentation, bill of lading, etc.). The individual(s) should inspect the goods for damage, compare quantities and items shipped with the shipping documents, and make sure all items being accepted are in good condition and are consistent with the documentation before signing the shipping release with the shipping carrier.
Once the goods/services are received, all shipping documentation should be forwarded to accounts payable or the school secretary for processing, and the individual(s) should sign the documentation for future reference.
Partial Shipments: It is common practice to receive partial shipments. When this occurs, please make sure to forward on all documentation to the accounts payable clerk or school secretary as they will need to process partial payments in these cases.
Receivers - Signature on Accounts Payable Payment Approval Form: The individual(s) who received the goods/services must sign as the receiver on the Accounts Payable Approval Form before payment is made. This is to ensure that payment is made only for items that have actually been received. Payment should generally not be made until after the vendor has performed and delivered the goods/services to the specifications agreed upon in the purchasing authorization form or contract.
Accounts Payable Payment Approval Form
PURCHASING PROCEDURES: