Policies & Procedures Manual - Elizabeth City State University

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$D:\Disciplinary Action Procedures.wpd - Elizabeth City State University$

400.1.19Adopted: 06/14/05Check for Missing or Damaged ItemsELIZABETH CITY STATE UNIVERSITYReceiving Purchased ItemsWhen goods are received, the shipment must be signed for, and the order should be checked formissing items or damage. Notification of incompleteness or damaged material in an order deliveredby Central Receiving should be given to Central Receiving (335-3460). If the materials weredelivered directly from the vendor, any communication about missing items or damage is handledthrough the Purchasing Division. If damage is found, the container and packing material should bekept in the event an inspection is required.RestrictionsIt is contrary to State and university policy for Receiving Reports to be marked indicating receipt ofordered materials and to approve vendor invoices for payment before actual receipt of such billedmaterial is received on campus. Disciplinary action will be taken against those found falsifyingofficial University records.
400.1.20Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYUsing Central ReceivingCentral ReceivingSince most buildings on the campus are not accessible by common carrier vehicles, the University hasincorporated the central receiving concept as a very important part of the Purchasing Cycle. When apurchase order is issued to a vendor by the Purchasing Department, shipping instructions are given onthe order. Vendors are generally instructed to deliver the material to Central Receiving located in theback of the University Stores Building on Hollowell Drive. (335-3460).Check – InAs soon as a common carrier delivers materials to Central Receiving, the Central Receiving clerkcompares the Gold Copy of the purchase order (the Receiving Report) to the items received and thePacking Slip. The Central Receiving clerk then prepares to deliver the items to the RequisitioningDepartment. Items received in Central Receiving are manually logged in by purchase order numberand description.DeliveryDelivery from Central Receiving to the requesting department is completed by university employeesusing University vehicles. When the Central Receiving clerk delivers the items, the requisitioner isrequired to sign the manual log signifying the items described were actually delivered.Direct DeliveryThe Purchasing Director may elect to have certain materials delivered directly to the requestingdepartments because of the nature of the materials or because of the quantity of the materialsinvolved. In these cases, the common carrier is responsible for the materials until delivered to therequesting department’s loading dock or office.PLEASE SEE:Policy 400.1.19: Receiving Purchased Items
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400.1.49Adopted: 06/14/05ELIZABETH
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400.1.503. Commodity classification
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400.1.52Transfer of Federally Owned
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400.1.56Adopted: 06/14/05New Defini
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400.1.58Adopted: 06/14/05Definition
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400.1.60Adopted: 06/14/05ObjectiveE
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400.1.61Departmental Head's Respons
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ELIZABETH CITY STATE UNIVERSITYChan
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ELIZABETH CITY STATE UNIVERSITYTime
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ELIZABETH CITY STATE UNIVERSITYOSC
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400.3.1.1Adopted: 06/14/05ELIZABETH
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400.3.1.2• provides automated con
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400.3.1.3An individual might have a
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400.3.1.43. The single digit Univer
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400.3.1.53. The following are the p
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400.3.1.6Cash Disbursements40 Direc
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400.3.1.8Adopted: 06/14/05Managemen
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400.3.1.11Adopted: 06/14/05ELIZABET
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19. ECSU has also employed private
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9. Overages, shortages and thefts o
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400.3.1.16Others1. The only checks
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400.3.1.17the State Treasurer in th
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2. Additional Guidance400.3.1.20Dep
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400.3.1.21Adopted: 04/23/09Page 2 o
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400.3.3.4b. A mailing address to wh
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400.3.4.25. Responsibilities of ECS
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400.4.2Adopted: 06/14/05ELIZABETH C
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400.4.6project is then entered into
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400.4.109. All persons receiving fu
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400.4.12• Received since 1st of m
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400.5.4Adopted: 06/10/08Amended: 06
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Policies & Procedures Manual - Elizabeth City State University

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