The University of ArizonaThe University of Arizona
Financial Policies & ProceduresFinancial Policies & Procedures
 

9.50 Receiving

PURPOSE:

To provide direction to University departments on policies related to purchasing documents, the corresponding items received by departments and how to report errors as well as notify Financial Services Office (FSO) – Property Management of the receipt of assets and their unique identifying information.

AUTHORITY:

Powers and duties of the University President, Arizona Board of Regents (ABOR) Policy 3-802

Authority below applies ONLY to Federal Property (acquisition dollars or title):

  • 48 Code of Federal Regulations (CFR) Part 2, Part 45, and Part 52
  • 2 Code of Federal Regulations (CFR) Part 200 (“Uniform Guidance”)

POLICY:

Procurement & Contracting Services (PACS) Purchasing Policies
The department is charged with the responsibility of checking all deliveries/packages they receive (outside of PACS - Central Receiving) for any discrepancies incident to shipment and for notifying FSO – Property Management of the receipt of assets and their unique identifying information.

PROCEDURE:

CUSTODIAL DEPARTMENT
  1. Departments have the responsibility to inspect all delivered products against the invoice to ensure all items are received and accounted for.
     
  2. For specific instructions on how to handle errors in shipping by the Vendor, damages, and/or shortages/overages, please refer to the PACS Policy – V. Special Responsibilities of University Departments (http://www.pacs.arizona.edu/manual_page06).
     
  3. Departments also have the responsibility to notify FSO – Property Management of the model number, serial number and receive date of newly received assets that are assigned an N- or A-tag so that these assets can be updated in UAccess Financials.