Materials Management

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Receiving Freight at ASU

Angelo State University becomes liable for any and all packages that are signed for by its employees. As a result, it is recommended that anyone employed by the University (Faculty or Staff) not have personal items shipped to the University. U.P.S., Fed-Ex, Airborne etc. will leave packages in your garage or at your front or back door without you being present to sign for them.

All packages/freight purchased via Purchase Order or State Contract being sent to the University should have the following information on the package:

• Angelo State University Central Receiving Jackson Street Complex San Angelo, TX 76909
• Our (University) Purchase order or Contract number

All packages/freight purchased via credit card must have the following information on the package:

• Angelo State University
  Jackson Street Complex
  San Angelo, TX. 76909
• "Pro Card"
• Recipients name

Packages that do not reference a University Purchase Order or the words "Pro Card" but reference either an individual's name or a department's name are still considered University related (Examples would be samples that vendors send you to try such as books, manuals etc.) These packages are treated as Non-Purchased or "Junk Mail".

Junk Mail will normally include the following on its label:

• Angelo State University
• Department's name
• Individual's name

Processing and Delivery of Incoming Freight

Once freight has been received at the Central Receiving area, it is then separated into four different groups.

• Priority and Overnight
• Purchased Freight
• Pro Card Freight
• Non-Purchased or "Junk Mail"

Processing of Overnight packages

• Priority, Next Day or Overnight are all terms used by various package handling companies, when Central Receiving gets these types of packages they are all treated the same, QUICKLY. Within minutes of receiving these types of packages we notify the appropriate department via telephone to inform them that we have the package and that they are welcome to come and pick the package up that day or we will deliver the package in the morning of the next business day.
• A delivery ticket is made and attached to the package. Delivery tickets for these types of packages will contain the following information:
  • Department's name
  • Freight Company's name
  • Tracking number
  • Sender's name
  • Time, date and name of person notified
• The package is put in a processed freight area where it will remain until it is either picked up or delivered the next day.

Processing of Purchased Freight

• Purchased freight packages are packages that contain merchandise that was purchased using either a University Purchase Order or a State Contract order.
• Central Receiving is required to open these packages and verify the contents such as quantity, color, size, part number etc. using a copy of the purchase order or contract order.
• The contents are then packaged back up and a delivery ticket is made, the delivery ticket will contain the following information:
  • Department's name
  • Description and quantities
  • Purchase Order or Contract number
  • Number of boxes in shipment
• The package is put into a processed freight area where it will remain until it is loaded for delivery the next business day.
• Notations will be made on Receiving's copy of the Purchase Order indicating either a complete order or a partial order. Receiving then notifies Purchasing of any shipments received.

Processing of "Pro Card" Freight

• Pro Card freight is not opened nor are its contents verified by Receiving. The verification of the contents will be the department's responsibility once the packages are delivered.
• A delivery ticket is made and attached to the package, the delivery ticket will contain the following information:
  • Department's name
  • Shipper's name
  • Tracking number
  • Number of boxes in shipment
• The package is put into a processed freight area where it will remain until it is loaded for delivery the next business day.

Processing of Junk Mail

• Non purchased or "junk mail" is processed very much the same as Pro Card freight. It is not opened nor are the contents verified.
• A delivery ticket is made and attached to the package, the delivery ticket will contain the following information:
  • Department's name
  • Shipper's name
  • Tracking number
  • Number of packages in shipment
• The package is put into a processed freight area for delivery on the next business day.

Helpful Tips and Reminders

• If you go and pick up merchandise from a vendor on an existing purchase order then YOU are responsible for notifying Purchasing that you did so, YOU must also forward to Purchasing any invoices or receipts that you were given. Please, do not contact Receiving, only Purchasing. The same process should be used in the event that a vendor delivers merchandise directly to your department, all vendors are requested to make deliveries of purchased merchandise to the Central Receiving area but at times this process is bypassed.
• In the event that you receive an order from Central Receiving and that order is incorrect for some reason, please contact Central Receiving and let them know, they will promptly come and pick up the order if necessary and find out what the problem is as quickly as possible in order to return your merchandise to you in a timely manner.
• Please check orders as soon as you possibly can once they have been delivered to you, this applies to orders processed by Central Receiving and Pro Card orders. By doing so you may be saving yourself and others time and money down the road.
• Delivery records (receipts) are kept for a period of three years, although this may seem like an extended period to some, it has at times helped some departments in recalling certain deliveries and where they may have been sent.
• In the event that you need an order delivered to an area different than that of the account on your requisition, please notate on your requisition where you would like for the order to be delivered to, Purchasing will then pass that information on to CentralReceiving.
• Please be patient on the delivery of larger orders such as large quantities of paper, furniture, appliances etc.These types of orders often require additional manpower and equipment therefore, more time may be needed for delivery.
• Please do not call vendors to make changes to existing orders, you must call the A.S.U. Purchasing Office to have any changes that need to be made on any order.

Return Freight from A.S.U.

There are a number of reasons for needing to ship freight from the University, these may include returning damaged or faulty merchandise, sending products to vendors for repairs or updates etc.

• The state of Texas currently has a contract with United Parcel Service (U.P.S.).
• This contract allows Angelo State University to ship packages over night and 2nd day at reduced rates, consequently, the university is required to utilize this service for any packages being sent over night or 2nd day.
• Information on the new contracts will be made available to you as they arise.
• You can contact the Purchasing Office for guidance on how to find additional information concerning this contract at Purchasing Office-2012

Shipping damaged/faulty or duplicated merchandise

• Make sure the Purchasing office is aware of any freight being returned to a vendor if the freight was purchased with either a University Purchase Order or a State Contract Order.
• If the freight was a Pro Card purchase then you are responsible for all contacts and agreements made between you and the vendor on returned merchandise, consequently, you will need to turn in to the Purchasing Office any credits or receipts involved in a freight return.
• Before contacting Central Receiving to pick up a package from your department, the following must take place:
  • Know who is paying the freight-the vendor or you
  • Determine how the package will be shipped
  • Attach to the package a piece of paper with vendors ship to address, contact persons name, phone number, purchase order number (if applicable), account to charge freight to (if applicable), your departments name and name of person sending package. Important: Please do not contact Central Receiving until all the above have been completed.

Student Freight/Packages

Beginning January 2003, all students living on campus will be required to pick up their packages from A.S.U. Mail Services, this includes packages delivered by U.P.S., Fed-Ex, Airborne as well as United States Postal Service.

• Students will receive a slip in their mailbox informing them of a package that needs to be picked up.
• Present the notification slip at the Mail Services window.
• A signature and in some cases, identification will be required.
• A.S.U. Mail Services is located on the 1st floor of the University Center, Phone (325) 942-2342.

Central Receiving/Supply Services

Central Receiving is located within the Facilities Management Complex at 1635 South Jackson Street, just east of the Vanderventer Apts. and Massie dorms.
Hours of operation are Mon.-Fri, 8 - noon and 1 - 5 p.m.
Phone (325) 942-2358
Fax (325) 942-2568

Along with receiving, processing and delivery of freight for the A.S.U. campus, Central Receiving is also incorporated with the University's Supply department. Central Supply's primary function is to keep on hand normal day-to-day supplies and equipment needed for the Facilities Management and Residential Programs staff.

These supplies include plumbing, electrical, painting, carpentry, HVAC, automotive and miscellaneous supplies such as batteries, tapes, extension cords etc.

If your department is in need of one or more of these items (batteries, tape etc.) Central Supply can provide them to you based on the following:

• Only ask for minimal quantities, enough to get by on until you can place your own order.
• You can call and ask that Supply deliver the item(s) to your department with the next business day's deliveries or you can come to Supply and pick up the items yourself.
• You must present upon request, a valid account for the supplies to be charged to, Supply will then do an inter-departmental transfer (I.D.T.), to have the dollar amount taken from your departmental account and put back into the Materials Management account.

Bulk Mailings

Beginning Thursday, January 16th, 2003, Central Receiving will be picking up bulk mailings from A.S.U. Mail Services and taking them to the downtown Post Office. Please have your bulk mailings delivered to the A.S.U. Mail Services area with all the proper paperwork by noon on Thursdays.

Exceptions to Thursdays by noon will be given to individual departments with extenuating circumstances, however, exceptions should be rare due to the downtown Post Office not processing bulk mailings as soon as they are delivered anyway, thus the reason for bulk mailings being as inexpensive as they are, the Post Office only processes bulk mailings when they have time and manpower to do so within reason.

If you have any questions or concerns regarding this matter please call:

Donna Rathbone
A.S.U. Mail Services
P-2342