Shipping & Receiving

Glossary Terms - Roles
Carrier	The freight delivery company selected by the supplier to deliver goods to the University.
Consignee	The individual who signs in receipt of goods on behalf of the Requesting Department.
Delivery	Driver The Shipping Department employee who delivers goods to the Requesting Department.
Receiver	The Receiving Department employee who receives and documents the delivery of goods to the University.
Requesting	Department The department that has initiated the order of goods. (also referred to as the Using or Ordering Department)
Supplier	The company that provides goods to the University. (also referred to as vendor)

Glossary Terms — Miscellaneous
B.O.L.	B.O.L.(Bill of Lading) is the document that establishes the terms of a contract between the supplier and a shipping company under which freight is to be moved between specified points.
Delivery Manifest	The Shipping Department document which is endorsed by the consignee in acknowledgment of the receipt of goods delivered by the Delivery Driver.
F.O.B. Destination	F.O.B. (Freight on Board) Destination is the University's preferred shipping method; title to goods transfer to the University upon receipt.
F.O.B. Origin	F.O.B. (Freight on Board) Origin indicates that the University takes title to the goods when the goods leave the supplier's dock. The University is liable for resolving freight claims or transit damage.
Goods	Commodity items purchased on behalf of the University. (also referred to as Supplies, Items, Materials, Shipments, Package)
Location	The final destination at the University for a supplier's shipment (e.g. Requesting Department's address).
Packing Slip	The supplier's shipping document which contains description and quantity of shipped items.
Purchase Order	The contract document established between the University and the supplier to purchase goods (and services).
Ship To	The initial destination at the University for a supplier's shipment (e.g. Receiving Department dock at 2650 Kenny Road).

Receiving

Where is my delivery? - All goods received at the Receiving Department dock at 9501 S.King Drive O & M Building Room 107 are processed within 48 hours (refer to Tracking for more detailed information about the status/location of your delivery).

What determines where goods are received? - Goods are delivered by the supplier's carrier to the address in the "SHIP TO" portion of the purchase order. Designate 9501 S.King Drive O & M Building Room 107 the "SHIP TO" address on your purchase order, and we'll inspect and deliver your package within 24-hours of receipt.

Shipping

What is the most reliable and cost-effective way to ship something overnight? -Although there are numerous outbound shipping options available, we recommend using UPS CampusShip (the University's prime supplier). UPS CampusShip offers the same reliable service as other alternatives, at lower rates. (Bernice Hopkins (773) 995-3875 for more detailed information about the benefits of UPS CampusShip).

What if a shipment is made directly to the requesting department, yet it was not specified in the purchase order? - The shipment should be refused by the department. The carrier should be directed to Receiving for the delivery to be completed. Acceptance of this type of shipment places full responsibility for all receiving, claims processing, and payment liability on the individual who accepts the shipment.

Tracking

How do I check on a delivery to CSU? - We are able to track most shipments to the University, provided that the following information is made available to us:

Name of the company (supplier) providing the goods
Name of the shipping (carrier) company
Purchase order number
Tracking/shipping numbers
Date the goods were shipped

How do I check on a delivery from CSU? - We are able to track outbound packages that were shipped by us, provided that the following information is made available to us:

Name of the company packages were sent to
Name of the shipping (carrier) company
Tracking/shipping numbers
Date the goods were shipped

Returns

How are damaged or incorrect goods returned? - If there are problems with any delivery (e.g.: damaged goods, shortages/overages, or incorrect materials), this should be reported immediately and scheduled for return by completing the Returns Merchandise and Shipping Memo and forward the memo to purchasing for buyer approval.

Purchasing

Q: How long does it take to process a purchase requisition?

A: Processing should take approximately 7 – 10 days unless more information is needed from the requesting department/vendor. If responses are not immediate, the processing time increases.

Q: What if I have an emergency and I cannot wait for processing?

A: If the requisition has all the required information and funds are available, an emergency purchase order number can be generated.

Q: When I order toner or cartridges, is that a commodity or contractual?

A: Toner and cartridges are commodity items because these items are replenishable (consumable) products.

Q: Who do I contact if I have not received my order within 4 weeks?

A: Contact the buyer listed on the purchase order for further instructions.

Q: What if I was not satisfied with the services provided by a vendor?

A: Convey this information to the buyer listed on the purchase order. The buyer will make reference to these comments and evaluate whether other alternate vendors should be considered.

Q: What if our department is splitting the cost of a product with another department?

A: The requisition should show each of the fiscal officer’s signatures, the account numbers and the amount to be applied to each number also where product should delivered.

Q: What if our department already received the merchandise prior to completing the purchase requisition?

A: Nothing should be ordered without a purchase order (this jeopardizes our ability to pay the vendor in a timely manner). But should this occur, the requisition should reference “received” to avoid duplication and all invoices must be attached and approved for payment at this time also.

Q: Can I avoid completing several purchase requisitions if I know in advance that out department makes numerous orders from the same vendor throughout the fiscal year?

A: When purchasing receives the requisition it will be stamped as an unauthorized purchase requiring the President or your Vice President’s approval.

Q: If I need to rent a vehicle for CSU business, what would be needed besides my approved travel authorizations?

A: Can I avoid completing several purchase requisitions if I know in advance that out department makes numerous orders from the same vendor throughout the fiscal year?Yes, a standing order can be requested for commodities or contractual services only (not equipment ).

Q: If merchandise needs to be returned what should I do?

A: A requisition with the names of the travelers, your destination, the type of vehicle; attach the vendor quote, and an affidavit form for valid driver’s license of the driver(s) and a certificate of insurance stating Chicago State University Board of Trustees as the coinsured.

Q: How soon should a grant be in the Purchasing Department before the grant’s ending date.

A: Use the Return Merchandise and Shipping Memo Form.

If the return is a result of vendor’s error: the item received is damaged, defective or incorrect because of the vendor’s error, contact the vendor to find out what procedures must be taken to return the goods to the vendor and obtain a return authorization number.

If the return is a result of CSU error: If there is an error on the purchase order (whether it is the direct result of an error by your department or the purchasing department) we should return the item to the vendor within a reasonable time. Most vendors will not accept goods held for more than 30 days and may also charge a restocking fee. The buyer for that purchase order must be contacted as soon as possible.

Please do not request that central receiving pickup your return before a Return Merchandise and Shipping Memo form has been prepared and approved.

Return the completed form to the buyer referenced on the purchase order. The buyer will review and sign off on the form then forward applicable copies to central receiving for pickup of the items to be returned.
How soon should a grant be in the Purchasing Department before the grant’s ending date.A minimum of seven (7) working days before the grant’s ending date.

Miscellaneous

It is the responsibility of the requesting department to make arrangements with the supplier.

For Non-Hazardous/Nonperishable Packages, Receiving will attempt to contact University departments and suppliers on a monthly basis to reconcile unclaimed packages for up to six months from the date received at the Receiving dock. Packages unclaimed after six months will be disposed of according to the University's Surplus policies. For Hazardous/Perishable Packages, Receiving will attempt to contact University departments and suppliers three times to reconcile unclaimed packages for up to one month from the date received at the Receiving dock. Packages unclaimed after one month will be disposed of according to the University's Environmental Health and Safety policies (refer to Policies & Procedures for more detailed information about unclaimed packages).

The FAQs referenced above are some of the most commonly asked questions. If you are not able to find an answer from our list of question(s), please contact us for further assistance.