ࡱ> #` &/bjbj5G5G *PW-W-&'B!B!B!B!<~!Dt3!t"t"t"t"t"t"t"2222222$`4h6t3$t"t"$$3t"t".3%%%$.t"t"2%$2%%1h2t"! xB!% 12tD30t31|<7%<7 2<72pt"Z"@%#4B#t"t"t"33% t"t"t"t3$$$$d dz ^ z ^  UAMS ADMINISTRATIVE GUIDE _ NUMBER: 5.2.02 DATE: 04/05/1996 REVISION: 05/01/2007 PAGE: 1 of 4____ SECTION: SUPPORT SERVICESAREA: DISTRIBUTION SERVICESSUBJECT: OUTGOING SHIPMENTS POLICY The purpose of this policy is to inform departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed in processing an outgoing shipment. UAMS must account for all materials or equipment leaving the university. This includes equipment or materials that are being returned to vendors for credit, exchange, repair, trade-in or rejection as unsuitable due to improper delivery as specified by the Purchase Order. All UAMS material/equipment to be shipped out to a vendor must be accompanied by a complete  HYPERLINK "http://www.uams.edu/AdminGuide/_private/Forms/Outgoing%20Shipment%20Form.pdf" Outgoing Shipment Form. PROCEDURE Departments requesting the return of any material/equipment to vendors for the reasons outlined in this policy must go to the Support Services/Distribution website and complete an  HYPERLINK "http://www.uams.edu/AdminGuide/_private/Forms/Outgoing%20Shipment%20Form.pdf" Outgoing Shipment Form located at ss.uams.edu. A copy should be printed for departmental records and a copy must be attached to the item(s) to be shipped. A copy must be e-mailed to:  HYPERLINK "mailto:vcffinance@uams.edu" vcffinance@uams.edu,  HYPERLINK "mailto:returngoods@uams.edu" returngoods@uams.edu,  HYPERLINK "mailto:PropertyOutgoingShipments@uams.edu" PropertyOutgoingShipments@uams.edu. Note: To access the Outgoing Shipment form, Adobe Acrobat Pro must be installed on your computer. Most vendors require prior approval of all returned merchandise. The requesting department will be responsible for obtaining such approval before any equipment or material will be shipped to a vendor. To return items purchased from Staples, Inc., the department must include a copy of their receiving ticket along with the items to be returned. Departments must notify the Procurement Services Department prior to returning any expendable and non-capitalized commodities to the vendor for credit, or for rejection as unsuitable due to improper delivery as specified by the Purchase Order. Departments must notify the Department of Property Services prior to shipping any capitalized and/or tagged equipment to the vendor for any reason. The Property Services Department must coordinate such shipments to ensure proper accounting of any potential changes to UAMS inventory listings. Materials or equipment for shipment must be labeled and packaged appropriately then submitted to the Distribution Services Department along with a copy of the  HYPERLINK "http://www.uams.edu/AdminGuide/_private/Forms/Outgoing%20Shipment%20Form.pdf" Outgoing Shipment Form. The requesting department should notify their nearest Distribution Satellite of the  HYPERLINK "http://www.uams.edu/AdminGuide/_private/Forms/Outgoing%20Shipment%20Form.pdf" Outgoing Shipment prior to delivery to the dock in order to insure space is available to process the items. Equipment to be crated must be sent to UAMS Physical Plant with a work order and must be crated prior to delivery to the campus dock. The crated material must be delivered to the campus dock along with copies of the  HYPERLINK "http://www.uams.edu/AdminGuide/_private/Forms/Outgoing%20Shipment%20Form.pdf" Outgoing Shipment Forms.  UAMS ADMINISTRATIVE GUIDE _ NUMBER: 5.2.02 DATE: 04/05/1996 REVISION: 05/01/2007 PAGE: 2 of 4 Distribution Services will make arrangements to ship the item along with one copy of the  HYPERLINK "http://www.uams.edu/AdminGuide/_private/Forms/Outgoing%20Shipment%20Form.pdf" Outgoing Shipment Form to be used as a reference for future contact with the vendor concerning the shipment. Upon shipment of the materials/equipment, Distribution Services will notify Property Services Department so the item will be deleted from the departments property listing if it is a return for credit, exchange or trade-in. OUTGOING SHIPMENT FORM INSTRUCTIONS GENERAL INFORMATION In order to insure an accurate accounting of commodities and equipment an Outgoing Shipment Form should be completed carefully and accurately. The "shipper" will always be The University of Arkansas for Medical Sciences. COMPLETING THE FORM Date: Enter todays date. Vendor Return authorization: Most vendors will request that you call ahead to let them know you will be returning an item. Place the authorization number in the vendor return authorization blank. If the vendor does not give you an authorization number please list the person you talked to and their number. Outgoing Shipment Form Number: Departments should leave this space blank. A form number will be assigned to each Outgoing Shipment Form by Distribution Services if sent to Distribution Services for shipment. To (Name/Company, Address, City & State, and Zip Code): Enter the information of the vendor to whom the merchandise is being shipped. From: Department name: Place the name of the Department or the sub-department. For example if you work under the Department of Pathology in Breast Cancer Research you would place Breast Cancer Research as your department. Slot number: Place the mail slot number where you receive mail. Contact person/phone and extension: Place the name of the person who will handle questions and answers about the item that will be shipped and include their phone number/ extension. Bill to (Fund & Center): Enter the fund and center that was billed on the original purchase order if the merchandise is being returned.  UAMS ADMINISTRATIVE GUIDE _ NUMBER: 5.2.02 DATE: 04/05/1996 REVISION: 05/01/2007 PAGE: 3 of 4 Reason for return of item(s) Listed: Place a check by the reason for return in this box. If the reason for your return is not listed on the form place a check by the Other box and list the reason for return. Quantity: Place the number of the items you will ship. For example if you ordered 1 dozen Staplers and 4 were damaged. You are returning them for exchange/credit you would put 4 as the quantity. Units/sku: Indicate the units/sku you are shipping. For the example above you would indicate ea (each) as the unit/sku. UAMS Inventory Tag Number: If the item to be returned is capitalized equipment that has already been tagged by the Property Services Department, enter the tag number in this space. (The return of such equipment must be processed through the Property Services Department and trade-ins with the Procurement Services Department.) Description/ Serial Number: The requesting department should provide a detailed description of all merchandise to be shipped. The description should include any known model numbers, serial numbers or other appropriate identification numbers. The term "lot number" should not be used as a description of the merchandise. Original Purchase Order Number: Enter the purchase order number of the Purchase Order from which the merchandise was originally ordered if merchandise is being returned. Otherwise, leave this space blank. Reason for Return: Place a number in this box stating your reason for return, from the reason for return of item(s) list. For example, if your reason for return is Return for Credit then you would place the number 2 in the reason for return box. Unit Price: The unit price is the price you paid for each piece of merchandise individually or as a unit. Amount: Enter the actual amount you paid for the merchandise as indicated on the Purchase Order from which the merchandise was originally ordered. Shipping Priority: Indicate the mode of transportation to be used for shipping the merchandise. If you choose Other for your shipping mode please list the name of the carrier you will be using. Once you have identified the carrier of choice indicate the method of shipment (2 day Air, Ground shipping, etc). Note: If shipping costs are to be paid by the vendor then prior approval must be received from the vendor. Merchandise to be shipped Parcel Post must be prepaid in advance of shipping. Insured Amount: Most carriers like DHL, UPS, and FedEx offer insurance up to $100.00 free of charge when shipping items. If your shipment requires more then one-hundred dollars of insurance please indicate the amount of insurance you would like for your item(s). Tracking Number: List the authorized tracking number from the carrier if there is one. Hazardous Materials: Check this box if you have hazardous materials that are being shipped. Please make sure you contact the Office of Occupational Health & Safety at 501-686-5536 prior to making your shipment. Special Instructions or Comments: If you have special instructions or comments you would like to state about the item(s) you are shipping, place them in this section. Department Signature and Date: An authorized manager/administrator within the requesting department must sign and date the "Department Signature" line indicating departmental approval for the shipment of the identified merchandise.  UAMS ADMINISTRATIVE GUIDE _ NUMBER: 5.2.02 DATE: 04/05/1996 REVISION: 05/01/2007 PAGE: 4 of4 Distribution Services Signature and Date: Authorized supervisory personnel from the UAMS Distribution Services department must sign and date the "Receiving Department Signature" line indicating the merchandise has been shipped. Received by Carrier or Vendor Signature and Date: Authorized carrier personnel shall sign and date the "Received by Carrier or Vendor Signature" line indicating that the merchandise has been picked up (this is optional).  LNZij~    ! 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