When merchandise must be returned to a vendor or his agent for any of the reasons listed in Procedure 9-9, the following steps are required:

1. The using department or Central Receiving, having noted any of the discrepancies listed in Procedure 9-9, shall notify the Office of Procurement Services of the problem and action required. A Buyer/Expeditor will be assigned to handle the return authorization paperwork, and will notify the vendor or his agent and obtain authorization for return of the merchandise.
   
   
2. In cases where payment to the vendor may be required, the Office of Procurement Services will notify the using department to prepare and process a Purchase Requisition or Check Request form if required.
   
   
3. The assigned Buyer/Expeditor will then prepare the required shipping ticket, showing the destination, description of the merchandise to be returned, value, weight, reason for return, special instructions, and the location for pickup. The prepared shipping ticket is then e-mailed to the using department and to Central Stores/Receiving.
   
   
4. After the merchandise is picked up by, or delivered to, Central Receiving, it is checked for proper packaging or crating, and the item is released to the appropriate carrier for return to the vendor. A copy of the shipping ticket is returned to the Office of Procurement Services showing the date of shipment and necessary shipping information.