APPROVED BY THE PRESIDENT 1 AUGUST 1991
 
  I.   Policy
 
       It is the policy of UMCP that all items purchased must enter
       the campus through approved receiving points. Limiting the
       number of receiving points reduces vehicular traffic on
       campus and provides a more efficient system for payment of
       invoices and damage and loss control.  The "Ship To" address
       on all University Purchase Orders and phone in orders must
       be completed in accordance with the correct approved
       receiving point.
 
  II.  Approved Receiving Points
 
       A.   Central Receiving Physical Distribution Center
 
            For receipt and distribution of all items not otherwise
            specified below, including items ordered and small
            procurement orders.
 
       B.   Ordering Department
 
            1.   Assemble and install deliveries
            2.   Furnishings for new or newly renovated buildings
            3.   Hazardous materials (except radioactive)
            4.   Periodicals, publications, journals, etc.(postal
                 delivery)
            5.   Perishables/live animals
            6.   Unique circumstances and radioactive materials as
                 determined and approved by the Department of
                 Procurement and Supply
 
       C.   Byrd Stadium Equipment Room
 
            For intercollegiate athletic equipment and supplies.
 
       D.   Chemistry Building
 
            For all items ordered by Chemistry and Biochemistry and
            all tax-free alcohol.
 
       E.   Hornbake Library
 
            For all library acquisitions.
 
       F.   Motor Transportation Facility
 
            For all vehicles, fuel and automotive repair parts and
            supplies.
 
       G.   Physical Plant Material Control Warehouse
 
            For all items ordered by Physical Plant
 
       H.   South Campus Dining Hall
 
            For all items ordered by Dining Service.
 
       I.   Stamp Union
 
            For resale items ordered by the Stamp Union.
 
       J.   University Book Store
 
            For resale items ordered by the Book Store.
 
  III. Responsibilities of Managers of Receiving Points
 
       The managers of approved receiving points must:
 
       A.   Establish a formal receiving process tailored to the
            unit and approved by the Director of Procurement and
            Supply.  The nature of the receiving process is
            dictated by the volume of goods received directly from
            vendors.
 
       B.   Establish separation of responsibilities such that
            individuals assigned receiving responsibility must not
            have authority to sign orders or to approve invoices
            for payment.
 
       C.   Maintain an audit trail or record of goods ordered,
            goods received and their final disposition to the end
            user.  The audit records must include:
 
                 1.   a copy of a properly approved Purchase Order;
                 2.   copies of the vendor's packing list and
                      shipping documents, signed and dated by the
                      receiving unit to evidence initial acceptance
                      of goods; and
                 3.   a copy of completed and signed receiving
                      report for goods to evidence date and
                      quantity received.
 
       D.   Establish a procedure to ensure that substitutes,
            overages, shortages and or damaged goods are promptly
            reported.
 
       E.   Provide for secure handling and storage until goods are
            delivered to or picked up by the end user.
 
       F.   Provide sufficient documentation to employees who are
            authorized to approve invoices so that a comparison of
            the receiving report and invoice can be achieved.
 
       G.   Complete and forward in a timely manner, a formal
            receiving report to the appropriate departmental or
            campus unit responsible for processing invoice payment.
 
       H.   Verify periodically that these procedures are
            understood and being followed by responsible employees.