Returning and Shipping

Form and Important Details


All packages to be returned to a vendor or to be shipped for a department shall be
ready for shipment and be accompanied by a Merchandise Return / Ship Request Form.
Failure to provide this form with complete information attached to the package will
delay, or cause the package to be returned, to the requester department.

Merchandise Return and Ship Request Form


Return Essentials:

The Purchasing Department shall be notified of any merchandise required to be returned
to a supplier or a manufacturer for exchange or credit prior to sending the packaged
items to Central Receiving for return shipment to the vendor.

The Property Control Department shall be notified by requester department of any merchandise
tagged by Property Control that will be returned for exchange or credit. Property
Control will need to make adjustments to the requester department’s property inventory
concerning property tag or serial number information that may change.


When a vendor has delivered the items specified in the purchase order, the vendor
has legally complied with his part of the contract and is under no obligation to accept
a return of those items for credit. Acceptance of a return by the vendor is by no
means automatic and a restocking charge may be incurred. This charge, along with the
two-way freight charge, will be assessed to the requester department.


When a vendor has delivered items as determined by requester department to have concealed
damage, overages or shortages, been duplicated, of sub-standard quality or other reason
not stated, then the requester department shall notify assigned procurement specialist
of the problem. The procurement specialist may contact the vendor, or instruct the
requester department to contact the vendor, depending on the nature of the problem.


For concealed damage claims, the original shipping container with its contents will
be returned to Central Receiving. Merchandise shipping containers should never be
opened haphazardardly, discarded or destroyed since the condition of the shipping
container is important to filing a claim for concealed damage. The freight or express
carrier claim window for reporting concealed damage to the carrier ranges from 5 to
10 calendar days from carrier delivery to the Central Receiving dock or directly to
the department. Prompt inspection and reporting of content discrepancies by department
employees is essential to protect any right to a concealed damage claim.


The procurement specialist or the requester department will contact the vendor to
secure a Return Authorization Number from the vendor for any damages, overages or
shortages, duplication, sub-standard quality goods or other reason. Merchandise should
not be requested for pickup or delivered to Central Receiving prior to obtaining a
return authorization from the vendor.