explains the steps involved in filing loss or damage claims,
whether the university, the vendor, or the freight carrier
does the filing. Buyer/Expeditors in the Office of Procurement
Services are experienced in the filing and handling of
claims, and their expertise helps minimize loss and inconvenience
to the university.
is discovered during the unloading process at Central
Receiving, the normal procedure is to refuse the delivery
if the damage is severe enough to render the merchandise
unsafe or unusable. The extent of the damage is noted
on the bill of lading presented by the delivery agent
and Procurement Services is notified of the refusal.
If the discovered
damage is not severe enough to warrant refusal, the damaged
merchandise may be accepted at Central Receiving and a
detailed explanation of the damage discovered is noted
on the freight agencys delivery form.
If damage is
concealed by carton/packaging or there are broken components
inside a sealed carton, the using department must notify
the Office of Procurement Services immediately upon discovery.
Cartons received by departments must be opened as soon
as possible and the contents inspected for damage or discrepancy
as hidden damage notification must be made to the freight
agency within ten (10) calendar days of delivery to and
signature of receipt by Central Receiving or representatives
of the using department (if delivery is made directly
to the user by the vendor or his agent).
procedures exercised on behalf of the university are filed
by the Office of Procurement Services, and all subsequent
contact after filing by the vendor or freight agency should
be directed to the assigned Buyer/Expeditor in Procurement
Services for handling. User departments should not negotiate
with vendors or freight agencies in an attempt to resolve
damage claims involving replacement or reimbursement for