Receiving Procedures

Contacting Central Receiving

Address:
Facilities Building 75, Central Receiving,
6000 J Street, Sacramento, CA 95819
Mail Stop 6117 Find Us (Map)

• Employee Contact List

Office Hours for 2020: Mon. - Fri. 7:30 a.m. - 4 p.m.

Office Closures:

• Monday May 25th, 2020 - Memorial Day
• Friday July 3rd, 2020 - Independence Day

Personal Items Policy

Faculty and staff are reminded that State resources may not be used to ship or receive personal packages or mail.

Personal items will be refused by Receiving and returned to the sender, such as flowers, chocolates, and alcohol.

To help minimize loss or delays of personal items, please ensure that senders have your correct home or mailing address. If you have ordered an item that will appear to be personal, but is for official university business, please email Receiving and we will ensure your item is not refused and that it will be delivered in a timely manner.

Thank you for understanding.

Inbound Package Addressing Standards

Inbound packages and shipments are received at:

Facilities Building 75, Central Receiving
6000 J Street
Sacramento, CA 95819

Addressing Standards

<Employee Name>
<Department Name> MS - <Campus ZIP>
6000 J Street
Sacramento, CA 95819

When providing senders with your Mail-to or Ship-to address be sure they include:

• Your Name
• Your Department Name
• Your Campus ZIP with preceding letters MS

By including these details in the address block you help us make the final internal delivery to your department office.

Receiving

Goods received resulting from purchase orders and P-Cards are processed in a timely manner. Special deliveries of priority materials or emergency orders take precedence. The material received is compared to both the packing slip and purchase order and checked for correct quantity, item description, and damage.

The material is re-packaged, carton or cartons re-sealed, and marked as to where it is to be delivered. All packing slips and receiving logs are included with the order for signature by the department at time of delivery.

Delivering

Deliveries are made to college or department offices only. At the time of delivery, a signature of the designated person receiving the delivery is required. The electronic signature and tracking number of the material will be stored in the Central Receiving Data Base. Receiving personnel will not leave packages at the designated delivery point if an authorized signature cannot be obtained.

Returns, Damaged Goods & Warranties

The Receiving Department does not make assessment of damages to received goods. Any incoming shipment of material or equipment is turned over, immediately after receipt, to the department that initiated the order. The determination of damage, if any, is made by employee(s) within the department.

If damage is found, Procurement Services should be informed immediately so that a formal request can be forwarded to the vendor to make an assessment. In the event merchandise on a Purchase Order is received damaged, is duplicated, or incorrect, the procedures for returning stock should be followed:

1. A Return Merchandise Authorization, found on the ABA forms page, report must be completed and sent to the buyer listed on the order. Be sure to keep all paperwork that is received with the materials in the package.
2. Upon notification by the vendor (via a return authorization), Procurement Services will notify Receiving, and Receiving will pick up the merchandise at the department.
3. Packages are not to be returned to Receiving through the campus mail. Receiving will pick up returned items upon notification by Procurement Services.

All warranties and guarantees will be maintained on file by the department ordering the merchandise. Procurement Services should be notified in the event that provisions stated in the guarantee are not being honored by the supplier.

Stock Received Reports

Central Receiving is responsible for verifying and entering items received into the campus CFS system on all purchase orders delivered through Central Receiving.

On orders that bypass Central Receiving such as:

• Delivered directly to the department by a vendor
• Picked-up from the vendor by the department
• Delivered by U.S. Postal Services

It is the responsibility of the campus department to submit a Stock Received Report to Central Receiving.

Purchases that do not require receiving are:

• Service Orders
• Blanket PO’s
• Software License Agreements

When submitting a Stock Received Report, the following procedures must be followed:

1. Upon receipt and line item verification of the purchase order, the department shall access the online Stock Received Report. under Central Receiving Forms page.
2. Fill out the Stock Received Report form, including the Purchase Order Number. If the purchase was received in full, simply check the box indicating all goods in the purchase had been received and submit the form. Click here for how to instructions.
3. If there are goods remaining to be received, fill out the associated Purchase Order line number, and quantity received before submitting the form.

Your user information is auto-populated and provided to Central Received upon submitting your form. Central Receiving will log receipt of your form and will follow up if there are any items specific to your order that require Asset Tagging. If you user information does not auto-populate, or the information is incorrect, please contact the IRT Service Desk at (916) 278-7337.

For questions about this process, please email or call us at (916) 278-6274.

Please Note: Without a Stock Received Report vendor invoices cannot be paid.

Stock Received Report Form

Unclaimed Packages

Central Receiving makes every effort to correctly deliver all packages to campus departments. During the course of the year we receive packages that do not have a correct or indefinable department delivery address. We hold “recipient unknown” packages for 60 days.

What we do to find the campus recipient:

• Employee search in Sacramento State online directory if a name is listed.
• Open the box and read packing slip for additional information that may not be on the outside of the box.
• Contact auxiliary organizations (Hornet Mail Center, Union, UEI, etc.) to see if they are the recipient.
• Call the vendor to get additional information that was not provided in the shipment.

What we do with the unclaimed packages after 60 days:

• Return to vendor.
• Contact other departments that may have a use for the item(s).
• Sell at Public Surplus Auction.
• Trash.

If you think you may have a missing package please contact us with the tracking number.