CHANGE ORDERS/RETURNS/REPLACEMENTS

Change orders - will only be processed under certain circumstances. If approved, Change Orders are limited to no more than 10% of the original purchase.

· Department

- Will e-mail the buyer with the request for a Change Order – referencing the PC number, line number, dollar amount and reason for change

- Fax any new attachments required for the Change, referencing the original PO number

· Purchasing

- Change Order will be processed in the system (If there will be changes on previous year funds, Purchasing must get approval from the Controller prior to actually processing. Not all previous year funded changes can be made, due to auditing regulations.)

Returns for Credit

• Department

- Contact the vendor for Return Authorization number, complete shipping address and name of person given the authorization

- Complete the MCG Discrepancy form, retain one copy for your files

- Fax the form to shipping, if an attachment is required by the vendor (put hard copy of Authorization form with the goods) e-mail Shipping to have someone pick up the necessary paperwork or put in inter-campus mail)

- Place goods in original container if available If a container is required, contact Shipping (9222) to pick one up or process an IDR to Facilities Management is a wooden crate is required

• Shipping

- Receive Discrepancy form

- Schedule pick up of goods

- Ship package(s) to vendor via UPS/FEDEX unless otherwise requested

Repairs, etc

· Department

- Enter on-line REQ in system (If repair on equipment, the REQ must reference: Serial & Property Record numbers, if covered under warranty, replacement value, estimated repair cost)

· Purchasing

- Purchasing will process per the standard Purchasing practices by issuing a M-Order (only shipping request are issued M-Orders)

· Shipping

- Run the custom query to view available M-Order POs

- Run the required copies of the PO

- Schedule for the pickup of goods from the department

- Ship package(s) out to the vendor