Receiving Information

The Receiving Station is the point of entry for all shipments of freight to the university. Freight is delivered on a daily basis between normal working hours of 8:00 a.m. CDT and 5:00 p.m. CDT, as defined by HRM Policy #60-412. A Trackpad label is completed for each delivery with purchase order number (if available), department name (printed on lower right corner of purchase order), number of delivery packages related to the purchase order, vendor and freight carrier.

Delivery of Freight

Deliveries are made to the department address indicated on the lower right corner of the purchase order. Large or heavy pieces of freight may be delivered by the freight carrier directly to the appropriate department upon approval by Receiving. It is the responsibility of each department to have an employee available during normal working hours to inspect, take delivery, sign the electronic ticket of shipment, and do so in a timely manner. Should no one be available to take receipt of shipments, Receiving will make two more attempts at delivery. Following a third unsuccessful attempt at delivery, the department will be responsible for making arrangements to pick up their shipments from the Receiving Station.

Receipt of Freight

Upon receipt of materials from Receiving, departments are urged to immediately examine the contents of shipments for conformity to their outstanding purchase order. Receiving should be notified immediately if a shortage occurs or if a shipment is damaged. Procurement & Contracts should be notified if an overage occurs or if an incorrect item is received. Shipments that are to be returned or rejected must be coordinated with Receiving.

Mis-Delivery Shipment

Departments should contact Receiving immediately upon discovery that a shipment was delivered in error. Receiving personnel will pick up the shipment and deliver to the appropriate department.

Damaged Shipment

Receiving personnel are responsible for examining the general condition of freight for damage upon delivery by the freight carrier. Receiving personnel do not open and examine the contents of freight delivered to the university, unless it is apparent that the shipment is damaged. In this case, the container is opened and the freight is examined. If there is major damage to the shipment, Receiving will refuse the shipment and immediately file a claim with the freight carrier. If the damage is slight, the damage is noted on the bill of lading and the freight company driver is required to sign the bill acknowledging the damage. The freight is then delivered to the department. The department is responsible for determining if the damage is severe enough to require replacement. If replacement is required, the department should immediately notify Receiving. Receiving will file a damage report with the freight carrier and request an inspection of the shipment. Upon inspection, Receiving will file a freight claim with the carrier, or notify the vendor to file a claim. Concerning shipments that are F.O.B. Mississippi State University (destination), the vendor is responsible for freight until it is received at Mississippi State University in good condition. If the freight is damaged, the vendor is responsible for filing the claim and replacing the damaged freight. Concerning shipments that are F.O.B. shipping point, the buyer (Mississippi State University) is responsible for the freight after it leaves the shipping point and must file the damaged goods claim.

Non-Receipt of Freight

Freight shipped to campus should be identified with purchase order number, department name or the recipient's full name. This identification should be clearly noted on the outside of the package to enable delivery to the appropriate department. Freight that is delivered to the Receiving Station without proper identification will not be accepted by Receiving personnel. Departments should advise vendors of the need to put this information on the outside of the package. This occurrence is particularly problematic regarding procurement card purchases. Simply put, if the package does not contain any identifiable department/personnel information, it cannot be delivered and, therefore, will not be accepted from the freight carrier