Medical College of
Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Materials Management -
Receiving and Distribution
No. 1.1.22
Shipping
1.0 Purpose
To provide an overview of shipping guidelines.
2.0 Policy
The Shipping Section assists departments within the institution by
routing documented and authorized shipments to various destinations
nationally and internationally. The most economical method of shipment is
recommended with time constraints defined by the using department=s
responsibility to label, coordinate and properly pack items with all
appropriate paperwork completed.
3.0 Procedure:
3.1 All items leaving the institution must be properly documented and
authorized before shipment or pickup.
3.2 When purchasing or the using department have prepared the necessary
documents to return merchandise, they forward the properly packed items to
the Shipping Section or request distribution/delivery staff to pick up the
package(s), if they are too heavy or cumbersome.
3.3 Shipping logs information for tracking purposes, selects the mode
of transportation and stages merchandise in an orderly fashion for the
carrier.
3.4 After the shipment has been picked up, all documents are
distributed to their assigned destinations.
4.0 Budget Unit Responsibility
4.1 Prepare "Departmental Request@
and include:
4.1.1 Building and Room Numbers where large heavy items (e.g., over
50 lb.) are to be picked up. Small items are to be brought to the
Shipping Section by the budget unit.
4.1.2 Type of service desired:
- Freight Charges Only
- Exchange/Replacement
- Modification
- Calibration/Adjustment
4.1.3 Description: Give complete description of item to be shipped
and include serial number(s), property record number(s), model
number(s), etc. Include details of replacement(s), person to contact,
return authorization, etc.
4.1.4 Exact Quantity and Unit of Measure
4.1.5 Total Price: Indicate cost of transaction for modification and/or
calibration/adjustment. Leave blank if the shipment is for freight
charges only. (Actual freight charges will be determined by Shipping
employee). If there are no charges because a warranty is in effect,
please note.
4.1.6 Supply Source: List full name and address to which the item is to
be shipped; post office boxes or route numbers are not acceptable.
Include contact person or returned goods authorization numbers, as
needed.
4.1.7 Remarks:
- Indicate building and room number where large packages are to be
picked up.
- Include dollar value of item to be shipped. Indicate how much to
Insure For $ .
- c. Include any special handing requirements to complete the
shipment. This includes fragile items, specimens on dry or wet ice,
glassware, etc.
NOTE: Crating can be provided by the Physical
Plant Division, Carpenter Shop, upon submission of an Interdepartmental
Request.
4.2 Forward the completed Departmental Request to
Materials Management/Shipping.
NOTE: All inbound items (returned
from an outside source) should be addressed to Medical College of Georgia,
Materials Management/On-site Receiving (BL-114). If a vendor returns an
item to a department, contact Materials Management/ Receiving/Shipping
via fax, Email, etc., for clearance.
Date: 1 July, 1982 | Rev. No: 98-1 |
Rev. Date: 1 June 1998 | No. 1.1.22 |