Effective Date: December 8, 2009
Last Reviewed: December 8, 2009
The objectives of this policy are to ensure that materials, supplies, equipment, and services authorized for payment are received in acceptable condition and are processed and recorded appropriately.
Departments are responsible for promptly checking received goods to make sure the right items were delivered in the agreed upon quantity and that they are not damaged or defective. Proof of receiving (when applicable) is required for goods purchased on College funds, regardless of purchasing/payment method.
Departments must also check the invoice against the Purchase Order (when required) for consistency of price and quantity of items. The receiving documentation should be signed by the employee verifying receipt of the goods.
Departments must sign and attach the purchasing order (if applicable) and the receipt of the packing slip or other shipping documents of all received goods to the Request for Payment Form.
The person documenting the receipt of goods should not be the same individual who authorized the order or who authorizes payment. Departments that cannot meet this requirement must obtain approval for an alternate procedure from the Controller’s Office.