This policy applies to all university departments and activities receiving goods and services procured through the university purchasing system. The receipt of items not purchased via the university's purchasing system (such as Post Office mail and Library books) is not governed by this procedure.

 

Payment for purchases of supplies, equipment, and services is processed only after receipt has been documented. Therefore, it is important that receiving is acknowledged promptly and accurately to prevent undue payment delay. University departments generally acknowledge receipt by forwarding to Purchasing Services the receiving copy of the purchase order, which has been signed and dated by the individual accepting delivery of the item.  All communication with vendors (including communication regarding the receipt of unsatisfactory items) should be handled by Purchasing in order to track invoices, credits, and payment.