F1.14 Receiving Goods and Services

Effective Date: June 20, 2023

Last Reviewed: June 20, 2023


POLICY

The objectives of this policy are to ensure that materials, supplies, and equipment, are received in acceptable condition and services received are complete before authorization for payment is requested. In addition, the expenditures for goods and services must be processed and recorded accurately and in the proper fiscal year (as determined by the Controller’s Office).

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. The employee authorizing payment of an invoice is responsible for ensuring that the above steps have been performed.

In the case of services, the department overseeing the service provider must verify the services are complete and adequate.  The amount on the invoice should be agreed to the contract or service agreement with any variance accounted for. The employee authorizing payment of an invoice is responsible for ensuring that the above steps have been performed.

The person documenting the receipt of goods or services 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.

The College’s year end is June 30th. All departments must follow the year end cut off guidelines provided by the Controller’s Office to ensure that the expense is accounted for in the proper fiscal year.