The Central Receiving
Section is responsible for the receiving and processing
of incoming freight, U.P.S., and Parcel Post packages,
as well as the shipment off campus of items being returned
or sent elsewhere by the university.
- Receiving all
packages delivered to the Dorland Building.
packages as to intended recipient.
- Processing and
recording necessary documentation of receipt.
- Examining items
received for proper count and adherence to specification
insofar as possible.
- Examining items
for visible damage and, under reasonable circumstances,
for concealed damage.
to Procurement in the event of specification discrepancy
and/or apparent damage.
- Processing of
items to shipping area for redelivery on campus.
- Damage Claims
When an item is
received in apparent good order and later found to have
concealed damage, the procedure for filing a damage
claim must be followed in a timely manner. See Procedure
9-8 for detailed description of claim procedure and
generally fall into one of the following categories:
- Items purchased
by the university on a purchase order.
items solicited by university departments at no charge.
items sent to the university by vendors, prospective
vendors, or agencies related to the mission of the
- Personal items
solicited by or purchased by university employees.
The process of
identifying packages received utilizes one or more of
the following sequential steps, depending on the category
of item received and the extent of package labeling:
exterior shipping label affixed to package.
- Examine exterior
packing slip affixed to package.
- Open package
to determine if packing slip is inside package.
- Compare vendor's
name, if available, against list provided by Procurement
to determine if package has a purchase order number.
- Call Procurement
with content description to see if they can aid in
- Call various
university departments that might have ordered the
item, based on past orders received of the same or
similar type items.
- Call vendor,
if known, for assistance in determining who might
have ordered the item.
Labeling of Packages
Insofar as possible,
items solicited by university departments from vendors,
suppliers, or related agencies should be labeled as
follows. Please use this address format when requesting
items to be sent to you or your department.
- Complete Department
- Person's name
- Northern Illinois
- DeKalb, IL 60115-2854
- Personal Items
The universitys Central Receiving
and Delivery operations function to receive and deliver
items purchased with university funds for university
use. As such, personal purchases by faculty and staff
should not be shipped to the university as an alternative
to an individuals home address.
When a personal purchase is delivered to Central Receiving,
a notice will be attached and sent to the addressee
along with the package. The notice will inform the addressee
that any future personal purchases received will be
refused at Central Receiving and returned to the vendor.
Once an addressee has received this notice, all future
personal purchases, regardless of vendor, will be refused.
Any packages which cannot be clearly identified by
the address label may be opened in an effort to identify
the addressee, or may be refused and returned.
- Direct Deliveries
Receipt of items
bought on a university purchase order, when delivered
direct to a department by the vendor, must be reported
to Central Receiving so the proper documentation can
be processed and forwarded.
are prohibited from ordering chargeable items directly
Donations of equipment
and supplies to the university may not be solicited
for delivery without advanced notification to the Procurement
Office by the soliciting department head and the approval
of the appropriate vice president. Failure to follow
this procedure may result in such deliveries being refused.