UAMS ADMINISTRATIVE GUIDE
The purpose of this policy is to inform departments
within the University of Arkansas for Medical Sciences (UAMS) of the
procedures to be followed regarding the receipt of supplies, commodities
and equipment for the University of Arkansas for Medical Sciences (UAMS).
Distribution Services is responsible for items flowing through the
distribution center. Distribution Services will receive items online in
SAP and will create a record for receipts for items with the proper
paperwork on the outside of packages.
of pending shipments ordered by Procurement Services are electronically
accessible to Distribution Services when they are entered into SAP.
Upon receipt of the items, Distribution Services personnel will inspect
the shipment for any damage then enter the receipt into SAP according to
the information on the accompanying packing slip. Once the receipt is
entered online, a system generated receiving report will be forwarded
with the shipment to the requesting department for their records along
with the packing slip. The packing slip must be returned to
Distribution Services for filing after it has been signed
requesting department should verify the completeness of the order before
signing the packing slip. If the order is complete, the requesting
department must sign the packing slip as indicated, and return it to the
delivery person. The department should retain a copy of the receiving
report for their records.
- If the
requesting department determines that the order is incomplete,
incorrect, or otherwise unacceptable they should note any discrepancies
on the packing slip. The department should retain a copy of the packing
slip for reference when contacting the vendor. The department must then
notify supervisory personnel in Distribution Services to discuss the
error so receipt adjustments can be made in SAP. It is the
responsibility of the requesting department to contact the vendor direct
to correct any purchasing discrepancies.
Shipments received by Distribution Services that does not contain
sufficient information on the outside of the box or package to allow
delivery to the requesting department may be opened by Distribution
Services personnel in an effort to ascertain if there is more detailed
information inside. If additional information cannot be found, the
shipment will be returned to the vendor after being held in Distribution
Services for a period of three days. Perishable shipments will be
returned to the vendor within 24 hours. Distribution Services will not
be responsible for perishable items, which could not be delivered due to
incorrect or inadequate information, as proper storage is not available
Departments expecting "special handling" shipments or shipments that
must be delivered to the requesting department immediately, should
notify Distribution Services as soon as possible and relate all
pertinent information such as the name of the shipper, name of the
vendor, department contact person, room number, if the package requires
refrigeration, etc. This information may be relayed to Distribution
Services by phone: 686-5759, by fax: 686-5438.
Shipments containing bio-hazardous materials or radioactive materials
will be routed through the UAMS Environmental Health and Safety
Department that will be responsible for delivery to the requesting
department. Departments must contact the UAMS Environmental Health and
Safety Department before attempting to return bio-hazardous materials or
radioactive materials to a vendor.
Vertical distribution limitations within UAMS may preclude delivery of
some shipments. Departments desiring to purchase equipment exceeding 95"
in length and/or 1,500 lb. that cannot be disassembled, should contact
Distribution Services before generating the purchase request, to
ascertain if the equipment can be delivered. Equipment exceeding the
above dimensions may require the hiring of a moving vendor at department
receipts for items, which are shipped direct to requesting department by
the vendor, are the responsibility of the recipient. The requesting
department is also responsible for maintaining the packing slip for
future audit inquiries.