Procurement Services' Policy Manual
Primary Address
The primary shipping address for the University is Central
Receiving, 116 Maintenance Center, Notre Dame, IN 46556.
Central Receiving accepts small parcels on a daily basis
from carriers such as DHL, FedEX, UPS and delivers
to departments across campus. Deliveries to requestor's
office, lab, or end-user's department loading dock should
be done only in accordance with the following guidelines:
- A strategic contract specifies desktop or department
dock delivery;
- Overnight deliveries;
- Vendor delivery of specialized products which require
immediate special handling.
Packages should be carefully examined for any visible evidence
of damage, particularly if the purchase is fragile or costly.
The end user should maintain the records of receipt and
follow the correct receiving or reconciliation process.
The vendor, number and items received and date will be confirmed
to allow the invoice to be paid.
Damaged Shipments and Shortages
Under Interstate Commerce Commission regulations, damaged
shipments cannot be refused unless totally destroyed or
unless the broken contents would cause contamination. If
the shipment is refused, the vendor or shipper could dispose
of the shipment, making it very difficult for the buyer
or end user to initiate a successful claim. Any damage to
the package, no matter how slight, should be noted on the
carrier's and receiver's delivery receipt. If the shipper
is unwilling to wait while the contents of the package are
inspected, the receiver should note on the delivery receipt
that the condition of the contents is unknown. If concealed
damage is discovered during unpacking, stop unpacking, notify
the shipper, and request an immediate inspection. Save damaged
packaging and cartons for the shipper's claims inspector
and, if possible, photograph the damaged shipment.
Initiating a Claim
The shipper's main office should be notified in writing
within 15 days of receipt of the damaged merchandise. The
formal claim letter should:
- describe the damage
- give the date the shipment was received
- include a copy of the delivery receipt with the shipper's
signature and the receiver's description of the damage
- provide the name of the vendor
- include a written estimate from the vendor of the costs
to replace or repair the damaged items
- provide a copy of the vendor's original invoice
- provide copies of all correspondence pertaining to the
claim
The Interstate Commerce Commission requires the shipper
to acknowledge the claim within 30 days and to offer a settlement
within 120 days. When terms are F.O.B. Destination, the
buyer or end user should notify the vendor immediately so
that the vendor can file a claim.
Returning Goods to the Vendor
Goods should not be returned without first notifying
the vendor. Some vendors require the buyer to obtain a
Return Authorization Number (RA or RMA) and have
procedures as to how and when a return shipment should be
made. Every effort should be made to utilize our preferred
package carrier if we are responsible for the cost. Some
vendors may also charge a restocking fee to offset the cost
of returning the item to inventory. The buyer or end user
should keep a record of the name of the individual authorizing
the return, the authorization number and date, notes of
any conversations with the vendor authorizing the return,
the date the shipment was returned, the name of the carrier,
and the vendor's complete address and the name of the individual
receiving the returned goods. If the item being returned
is expensive or fragile, it should be insured. Contact Procurement
Services for further information
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