This procedure 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.

When damage 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 agency’s 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).

All claims 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 claims filed.