Shipping & Receiving
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Invoice and payment requirements
Shipping to a non-university address
Units must follow the Procurement General Policies and Procedures (SPG 507.01), which stipulates that “suppliers may only direct shipments to either a university address or other university-approved location” whenever possible.
Effective August 30, 2022, the temporary unit-level approval of shipping exceptions—resulting from the impact of COVID-19—for delivery of items to non-UM addresses has been updated. Download the latest version of the shipping to non-university addresses exception memo.
Receiving goods
Departments are responsible for making sure that the suppliers send their orders to the proper location. All end users are assigned a Ship To value based on Department ID as part of M-Pathways security set up. The Ship To value is the delivery address and includes the room number. This information resides in a database of all university owned or occupied space and will automatically populate the ePro requisitions that are created via M-Pathways and M-Marketsite. M-Pathways and M-Marketsite users should set up their profiles using this Ship To value. The purchase order sent to the supplier will then include the proper address including room number to ensure proper delivery of goods.
It is also critical that units have processes in place to identify if goods or services that were paid for have NOT been received by the University. For units in the scope of the Shared Services Center’s (SSC) Statement of Activity (SOA) Reconciliation service, this process is already in place. For more information about how to submit documentation for received goods/services, see the SSC website.
Returns and damaged goods
Departments should handle their own returns and report damaged goods to the supplier. If the damage is visible, the delivery personnel should note it on the paperwork at the time of delivery and leave a signed copy with you. Concealed damage needs to be reported to the trucking company as soon as it is discovered. See SPG 507.01 for further information.
Maintain records
Maintain clear and concise records for all of your unit’s transactions. All procurement transactions are audited regularly.