Procurement and Campus Services

Procurement Procedures

Organization and Objectives
Expenditure of Funds
Purchase Order
Supplier Selection and Quotation
Special Procurement Policies
Shipping and Receiving


ORGANIZATION AND OBJECTIVES

  • Mission: Provide a professional business function at Bentley University for the procurement of goods and services; administrative and campus contract management; operations advisement; asset and property management; the development of vendor and community relations resulting in the efficient utilization of university resources. These objectives are achieved through combined teamwork; sound business practices, policy, procedure and state of the art technology.

  • Authority for Procurement: Procurement and Campus Services is an operation of the division of Finance and Administration. All procurement negotiations have been delegated to Procurement and Campus Services by the administration, through the office of the Vice President for Finance and Administration, Treasurer. Procurement and Campus Services is the only office authorized to commit university funds in the form of official Purchase Orders or signed contracts. We negotiate Master Contracts that pool Bentley's buying power to obtain favorable pricing and contract terms. We strive to meet the responsibilities of our authority for procurement through our Mission.
  • Conflict of Interest: The University, as a general rule, does not enter into purchasing contracts with students, faculty and staff or members of their immediate family. Acquisitions from a business in which an employee has an interest is prohibited unless full disclosure of the background facts are presented in writing to and subsequently approved by the AVP of Procurement and Campus Services and General Counsel prior to the initiation of any transaction.
  • Responsibility and Objectives: The function of Procurement and Campus Services is the organization and administration of centralized purchasing services for all university departments. Providing these services in accordance with sound business practices, Procurement and Campus Services seeks to realize for the university the maximum value for every dollar expended, as well as to insure the efficiencies of all assets (i.e. management of surplus assets). 

    To achieve this goal, Procurement and Campus Services have been charged with responsibility for the following:
    1. Securing competitive bids when possible to obtain maximum value from the expenditure of Bentley funds, insuring that proper negotiation and consideration which benefit the university are accomplished.
    2. Maintaining liaison with vendors and contractors that service Bentley.
    3. Coordinating the procurement of goods and services for the academic and administrative departments.
    4. Developing sources of supply to assure that all Bentley departments have an adequate source of vendors from which to obtain supplies, equipment and services.
    5. Managing surplus equipment and material, reallocating within campus whenever possible, otherwise authorizing and coordinating the resale, barter, donation or disposal of such property.
    6. Negotiating and authorizing contracts. Advocating the effective management of ongoing contracts.
  • Authorized Purchases: In accordance with the authority delegated to Procurement and Campus Services, all purchases irrespective of the sources of funding (i.e. grants), will be governed by the policies outlined in this manual. Our basic policy is to obtain all supplies, equipment and services at the lowest cost to the university consistent with quantity, quality, service, and availability of products and services required at the time of purchase. In conforming with this policy, the cost of the purchase and delivery time required by the user department will be considered. No person or department is authorized to request goods or services from an outside party without encumbering in advance sufficient funds from the respective budget to meet the purchase obligation. This practice applies to all requisitions regardless of the source of funding.

    It should be noted that unless a received invoice is substantiated in advance of the initial order by an official Bentley Purchase Order number, Bentley is under no obligation to pay for the goods or services. As such, liability for payment rests with the individual placing the order and not with Bentley. The Accounts Payable Office is mandated to return all such transactions to the initial requestor. This policy applies only to acquisitions defined in this manual as requiring the use of the central purchasing system.
  • Purchasing Code of Ethics: Bentley University subscribes to the following 'Purchasing Code of Ethics' as defined by the National Association of Educational Procurement as follows:
    1. Give first consideration to the objectives and policies of Bentley University.
    2. Strive to obtain the maximum value for each dollar of expenditure.
    3. Decline personal gifts or gratuities.
    4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit.
    5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
    6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
    7. Received consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
    8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a suppler; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of Bentley University permit.
    9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
    10. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
    11. Foster fair, ethical and legal trade practices.
     
  • University Policy On Departmental Gifts: For policy regarding flowers, gifts for sympathy, congratulations, etc., please refer to the Bentley University Business Expense Policy.

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EXPENDITURE OF FUNDS

  • Fund Sources: All funds of the university, regardless of source (e.g. grants), must be managed in accordance with university policy. Although departments are allocated funds in their budgets for a given period, this allocation is only an authority to requisition, not to purchase. As such, Cost Center Approvers must initiate request with consideration for the Purchase Requisition to Purchase Order Process within Workday.
     
  • Financial Data/Accounting: Each department is assigned an organization number or numbers by the Office of Financial Operations. All purchase requisitions must reflect the appropriate organization number, spend category, and any related worktags for projects, gifts, or grants within the Workday system.
     
  • Workday Requisition to Purchase: The Budget Office within Financial Operations authorizes Cost Center Manager authority.  All requests for outside purchases, regardless of the sources of funds, must be processed through Procurement and Campus Services within Workday. Initiation of a purchase requisition must be established with sufficient lead time to allow for the solicitation of quotes when required, and the proper review by Procurement and Campus Services staff.  For guidelines on processing a purchase requisition within Workday, please refer to the Procurement Job Aid on the Workday Finance training website.

    PURCHASE ORDERS SHOULD NOT BE USED TO PROCESS TRANSACTIONS WHICH DO NOT EXCEED $5,000.

    All purchases not exceeding $5,000 should be charged to a Purchasing Card. All parties responsible for such purchases should apply for a Purchasing Card. 

    Orders less than $5,000 that cannot be charged to a Purchasing Card can be processed through the Workday system. Please refer to the Create Supplier Invoice Request instructions on the Workday Finance training website. This replaces the former Check Request process.

    Reimbursements formerly known as Petty Cash are now processed through Workday.  Please refer to instructions provided on the Workday Finance training website for creating an Expense Report.
  • Purchasing Card: Procurement and Campus Services has implemented a Purchasing Card program providing MasterCard credit cards to Cost Center Approvers and authorized staff. This card system is intended to provide an efficient method of purchasing and paying for goods and services with a cost not exceeding $5,000.
  • Authorization to Pay for Received Goods/Services: After goods have been shipped or services rendered, most companies send a billing invoice to the Accounts Payable Office. The Accounts Payable Office sends invoices to the respective Cost Center Approver for authorization through Workday.
     
  • Sales Tax Exemption: Bentley University is a tax-exempt organization; therefore, best reasonable effort should be made to avoid sales tax.  When procuring items using the Purchasing Card, reference the tax exempt number printed on the face of the card. When necessary, the university's tax exempt certificate may be obtained from the Forms section of the Procurement and Campus Services website. The university reserves the right to not reimburse sales tax for a transaction that would have qualified for tax exemption. In the event that purchases must be made with personal funds, the employee will be reimbursed for applicable sales tax only in those situations in which the employee could not avoid the tax.

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PURCHASE ORDER

  • Purchase Orders: The Purchase Order is the primary ordering document for university purchasing activity. It is a formal written offer to a vendor or contractor containing all terms and conditions of a proposed transaction. Once accepted by a vendor, it becomes a legally binding contract between both parties. Bentley's purchasing system is accessed through the Workday system.  For further information, please refer to the Procurement Job Aid on the Workday Finance training website.
     
  • Prepaid Purchase Orders: Occasionally, a vendor may require prepayment for ordered goods or services. Prepayment arrangements are not desirable and should be avoided whenever possible due to the tenuous position it establishes for the University. If, however, Procurement and Campus Services determines that no viable alternative exists to this arrangement, the transactions must be indicated on the purchase requisition and will be governed by the following guidelines:
    1. Prepayments must be authorized by the AVP of Procurement and Campus Services.
    2. Cost Center Approvers will be made aware of prepayments when they occur.
    3. When goods and services are received, the Cost Center Approver must notify the Accounts Payable Office with an approved copy of the invoice.
  • C.O.D. Orders: Certain purchases will require payment upon delivery of goods or services specified. Purchase requisitions requiring such payment must clearly specify that C.O.D. (Check On Delivery) will be required and identify the respective Bentley University employee who will be responsible for picking up a check at the Accounts Payable office to provide to the supplier or contractor upon delivery. All C.O.D. requests must be noted on the purchase requisition and approved by the AVP of Procurement and Campus Services.
  • Cancellation or Modification of Orders: Requests for the cancelation or modification of Purchase Orders, including an increase or decrease in the dollar amount or a change in the accounting or description for the order must be submitted to Procurement and Campus Services via email stating the reason for change to procurement@bentley.edu. The respective Cost Center Approver must be copied on this email.  Any changes resulting in a cumulative value exceeding the original Cost Center Approver's authorization will require approval from the next appropriate level of authorization.  An official notification to the vendor will be sent via a Bentley Purchase Order Change document.
  • Damages and Shortages: In cases of damage or shortage of shipment, please contact Procurement and Campus Services for assistance in the event that a satisfactory resolution cannot be met with the vendor.
  • Shipping or Invoicing Mistakes: Mistakes in shipping or invoicing should be reported promptly to the vendor.  Please contactProcurement and Campus Services for assistance in the event that a satisfactory resolution cannot be met with the vendor.
  • Returns for Credit: When a vendor has shipped items as specified on a Purchase Order, they have legally complied with their part of the contract and are under no obligation to accept for credit any of the items delivered as specified. Acceptance of a return by the vendor is by no means automatic, and a restocking charge may be incurred.  This charge will be assessed to the requisitioning department. Credit memos received by a department should be handled in the same manner as approving an invoice for payment. Returns or adjustments which affect the encumbered amount of the Purchase Order should be brought to the attention of Procurement and Campus Services so that a Purchase Order Change document can be processed.
  • Budget Controls: Each time a purchase requisition is input into the Workday system, available funds from designated budgeted accounts are analyzed by the system. Each respective Cost Center Approver is responsible for monitoring and managing their budgets throughout the fiscal year and requesting capital as needed.

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SUPPLIER SELECTION AND QUOTATION

  • Master Contracts: The Master Contracts directory profiles the most frequently used Bentley University campus-wide Master Contracts. With regards for Bentley standards and adherence to contractual commitments, the Bentley community is required to purchase goods and services offered through such vendors, regardless of respective order procedure. Many Master Contracts are negotiated independently by Bentley Procurement and Campus Services; others are negotiated by affiliated buying groups and consortia. Each contract is negotiated on behalf of Bentley or a buying group by pooling buying power to obtain favorable pricing and contract terms. These buying groups include: the Educational and Institutional Cooperative; the Massachusetts Higher Education Consortium; and The Boston Consortium. Contract pricing is based upon a committed aggregate purchasing volume for the specific good or service. Each contract is governed by terms and conditions that protect the interests of Bentley. The directory also identifies companies that are considered 'preferred vendors.' These are recommended companies that do not have formal contracts with Bentley. This directory should be used as a desk reference. When needing to make a departmental purchase or contracting a vendor, simply refer to the directory for contact as well as contract information. Each profile provides necessary guidelines for order placement. Additionally, web addresses and links are listed under each respective profile. Visiting these sites enables a customer to view products and services offered. This directory, a valuable resource to members of the Bentley community, enables efficient and effective navigation of the ordering process.
  • Bid Requirements: One of the primary responsibilities of Procurement and Campus Services is to protect the university from potential price abuse by third parties. This responsibility is in no way proprietary in nature and must be shared by all Cost Center Approvers. Competitive quotations or bids must be solicited in accordance with the guidelines listed below. In the event that the requisitioning department has obtained quotations, this information must accompany the requisition. All documented quotes must be dated and signed by a duly authorized agent of the company. Three original quotations must be submitted for purchases exceeding $25,000. Procurement and Campus Services evaluates all quotations submitted and determines how to proceed. While cost is one of many variables considered when reviewing bid information, a brief justification should be included in the bid summary when the lower bidder is not preferred.

    Competitive quotations will be secured in accordance with the following guidelines:
    $5,000 - $15, 000:  Procurement and Campus Services recommends at least two written quotations
    $15,000 - $25,000: Procurement and Campus Services requires at least two written quotations
    $25,000 and above: Procurement and Campus Services requires at least three written quotations

    The requisitioning department is not to use multiple requisitions to circumvent the bidding process. Procurement and Campus Services must be contacted well in advance of planning for any purchase totaling $25,000 or higher. As such, Procurement and Campus Services will initiate and manage related bid processes as deemed necessary. Additionally, cumulative expenditures with any vendor that exceed $25,000 will be reviewed by Procurement and Campus Services and competitive bid processes will be conducted accordingly. 

    Whenever possible a categorical approach to the quoting process will be pursued by Procurement and Campus Services in an attempt to effect resource efficiencies and greater dollar savings inherent in volume purchasing. Individual departmental needs will be consolidated, when possible, to establish an institutional consumption level for specific categories of goods or services. Bidding will be conducted utilizing this identified campus volume. Ultimately, Procurement and Campus Services is vested with the control authority over the bidding process.

    Exceptions to the Bidding Policy: One of the primary responsibilities of Procurement and Campus Services is to protect the university from potential price abuse by third parties. Original competitive bids are solicited in accordance with Bentley's policy and must accompany requisitions submitted. Random audits are conducted to check for compliance with such policy and procedure. These audits ensure that multiple requisitions are not submitted to circumvent the bidding process, that documented quotes are dated and signed by an authorized agent of the company, and that in the event that bidding policy cannot be met, that proper justification has been submitted prior to the expenditure of Bentley funds. 

    A written justification memorandum from the respective Vice President is necessary when bidding requirements are not met for purchases between $25,000 and $150,000. Additional authorization from the Vice President of Administration and Finance is required for purchases in excess of $150,000. Such authorized justification is also required for 'sole source' purchases within the same cost parameters. Justification documentation is often written by the respective Director/Manager most involved in the purchase, and subsequently approved by the respective Vice President. This memorandum must thoroughly explain all circumstances surrounding the requested purchase of goods and/or services, and must accompany the respective Purchase Requisition when submitting to Procurement and Campus Services, and must subsequently be approved by the AVP Director of Procurement and Campus Services. A Purchase Order will not be issued until the written justification is submitted to, and approved by the AVP of Procurement and Campus Services. A written justification is intended to document 'exceptional circumstance;' it is not intended to be a normal approach to Bentley purchasing. 
  • Reasons for Written Justification: 
    Bid Requirements Not Met: When bid requirements have not been met, this document serves as an explanation of circumstances surrounding the purchase and will remain on file for future reference. Authorized justification must accompany the respective purchase requisition when submitted to Procurement and Campus Services, for subsequent approval by the AVP of Procurement and Campus Services. Examples of situations when written justification for not meeting bid requirements may be approved include the existence of emergency circumstances that do not permit the necessary time to conduct competitive bidding. As such, the requisitioner should provide the date requirement and the impact on the project if the goods or service are not received on time. Similar products or services may exist, but the vendor/brand for reasons of expertise, standardization, quality, compatibility with existing equipment, specifications, or availability is the only source that is acceptable to Bentley. Written justification should expound on which criteria the proposed source meets and why.

    Sole Source: A Sole Source purchase is one wherein an item that is needed can only be purchased from a single source, a situation making it impossible to obtain competitive bids.  When a required product/service can only be purchased from a single source, this document identifies the situation making it impossible to obtain competitive bids. Justification documents explaining the 'sole source' nature of the purchase must accompany the respective purchase requisition upon submission for Purchase Order processing. Procurement and Campus Services has final responsibility in determining whether a purchase is proprietary and may be purchased from a sole source. Sole source justification typically relates to those purchases that are proprietary in nature, as is the case with many software license agreements, software upgrades and some maintenance contracts.  Procurement and Campus Services has final responsibility in determining whether a purchase is proprietary and may be purchased from a sole source.

    Low Bidder Not Preferred: While cost is one of the many variables considered when reviewing bid information, justification should be included in the bid summary when the low bidder is not preferred.
     
  • Interviewing Sales Representatives: Bentley personnel desiring to contact sales representatives should contact Procurement and Campus Services for assistance when needed. Procurement and Campus Services maintains contact with account representatives representing viable sources for equipment and services.
  • Supplier Qualifications: The performance of vendors conducting business with the university for the first time is carefully evaluated. In addition, references are checked and formal interviews conducted, when necessary, to assure quality.
  • Selection of Vendors: Vendors are selected for their ability to serve the needs of the university in the most economical and efficient manner possible. Past performance and cooperation are important factors. Vendors must comply with all laws, regulations and directives as issued including, but not restricted to, applicable non-discrimination and affirmative action regulations.
  • Supplier Lists: Procurement and Campus Services will maintain a database of all persons and firms who wish to bid on university purchases. Invitations to bid will be solicited from those vendors whom Procurement and Campus Servicesdetermines will stimulate viable competitive bidding.
  • Supply Source: Requisitioning departments are encouraged to suggest sources of supply for products and services. Authority for the final selection of the vendor shall be left to Procurement and Campus Services. This decision will be made with consideration for the overall needs of the university, and incorporating the defined requirements of the requisitioning office.
  • Minority Suppliers: Procurement and Campus Services maintains an active list of qualified minority- and women-owned companies with whom the university can do business. The authorized buyers are committed to the principles of affirmative action and encourage utilization of minority-owned enterprises whenever viable.
  • Demonstration of Sample Material: Bentley employees wishing to see samples or have equipment demonstrated should contact Procurement and Campus Services for assistance. Bentley personnel who find the need to contact sales representatives directly are reminded to advise the prospective vendor that a Purchase Order will be issued by Procurement and Campus Services should a procurement decision be made. Vendors are to provide their own insurance coverage for any material or equipment left at the university.
  • Sales and Service Agreements: It is in the best interest of the university to refrain from signing vendor sales agreements. For terms and conditions governing a purchase, click here . If a vendor requires its documentation to be signed, or if it is determined by the specifics involved that it is in the best interest of the university, an authorized Purchasing Agent will sign for the university only after reviewed and approved by General Council. A copy of the agreement will be retained in Procurement and Campus Services.

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SPECIAL PROCUREMENT POLICIES

  • Personal Orders: Because of the tax-exempt status of the university, Procurement and Campus Services cannot issue Purchase Orders for personal purchases. Vendors who do business with Bentley are under no obligation to offer discounts to individuals of the university.
  • Capital Acquisitions and Projects: A capital item or project is defined as having a monetary value of at least $10,000 and a usable life span of at least two (2) years. All such purchases should be processed as a purchase requisition to Procurement and Campus Services through Workday only after a completed Project Request has been processed through Workday and approved by the Budget Office. Levels of required authorization are defined by the specific functional effect and impact of any given capital item or project. A replacement, renovation, repair or enhancement costing less than $10,000 is considered an operating expenditure.

    Examples:
    1. Police Cruiser
    2. Outfitting a Conference Room
    3. Installing a Security Alarm System
  • Computer Hardware and Software Acquisitions: Budgeting for these types of items is centralized and managed by the Vice President for Information Technology. This requirement is intended to ensure continuity in our computer acquisitions relating to interface ability, standardization and support capabilities. Requests for computer hardware and software are to be submitted to the Director of Client Services during the university's annual budget process.
     
  • Contracts: Contract documents must be reviewed and approved by Bentley's General Counsel, signed by the respective Cost Center Approver and substantiated by a Purchase Order through Workday. Contracts exceeding $100,000 must be reviewed by the Vice President for Finance and Administration, Treasurer. Upon execution, original signed contracts must be submitted to Procurement and Campus Services to be centrally maintained on file.
  • Leases and Rentals: All forms of lease, lease-purchase, or rental agreements for the procurement of equipment or services must be reviewed and approved by General Counsel and signed by the Cost Center Approver. Regardless of the time period involved in these agreements, a formal Bentley Purchase Order will be issued. The requesting department must indicate whether it is a new or renewal agreement. The lease/rental agreement must accompany the requisition. Prior to accepting such agreements as submitted by the requisitioning department, Procurement and Campus Services will initiate a financial analysis to determine the economic soundness of whether the goods or services should be leased or purchased.

    Some of the factors which will be considered in making this determination are as follow:
    1. Title: Who retains title to equipment?
    2. Liability: Who is responsible if the equipment is stolen or damaged?
    3. Insurance: Does the vendor carry sufficient insurance on his/her employees when rendering services and/or is the equipment adequately insured?
    4. Maintenance: Are all maintenance costs included in the original cost of the lease or is the university responsible for maintaining the equipment at its own expense?
    5. Pay Back Period: If the university were to make an outright purchase, what is the payback period and what credits are accumulated in the event that a Lease Purchase Agreement is executed?
  • Temporary Help: Such requests should be directed to the Office of Human Resources.
     
  • Office Supplies: Bentley University has designated W.B. Mason as their sole provider of office supplies. This Master Contract includes favorable pricing and service to the university. All product inquiries or orders should be managed on-line through the Workday supplier punchout. For more information regarding this program, contact Procurement and Campus Services at extension 3456.

    Office Supply Returns: To return an item contact the customer service department at 888-926-2766 with the order number and product number of the item(s) you are returning. The item(s) will be picked up by the route driver on the next Bentley delivery day.
  • Printing: When the services of an outside printer are required the requisitioning department should contact the Marketing Communication Office. Purchase requisitions for outside printing services in which the product is intended for external distribution must be approved by Marketing Communication. In conjunction with Marketing Communication, Procurement and Campus Services will screen potential vendors and maintain a list of viable printing resources. As required, originals of solicited quotes must accompany all requisitions. If the suggested vendor is not the lowest bidder, it is incumbent upon the requester to provide justification for recommending the vendor selected, with the respective purchase requisition and quotes.
  • Business Cards: Business card orders are placed online through a portal established by the Marketing Communication Department. This portal may be accessed through the MyBentley website. Contact the Marketing Communication Department for assistance with account set-up.
     
  • Utilities: Purchases involving the use or installation of utilities (gas, water, electricity, or steam) must be approved by the Facilities Management Department before a Purchase Order is issued. Questions regarding telephone and cable installation and charges are to be directed to the Telecommunications Department.
     
  • Copier Maintenance and Supplies: All departmental copiers are provided through a campus-wide contract, which includes service. When a copier requires service, please contact the Convenience Copy Help Line at extension 2571. If you need training to operate a copier in your area, contact Procurement and Campus Services at extension 3456. Copy paper may be ordered through the Workday punchout for W.B. Mason. All orders placed by 5:00 PM Monday will be delivered on Tuesday; orders placed by 5:00 PM Wednesday will be delivered on Thursday. Toner, developer and fuser oil are included in the campus-wide copier contract and are maintained by the contractor on campus. You may request these items by calling the Convenience Copy Help Line at extension 2571.
  • Food and Beverage Vending Machines: Procurement and Campus Services monitors all Food and Beverage Vending machines on campus. For problems relating to machines, customers may call the toll-free number provided on the machine.  When calling, please provide the machine number, location, description of item, amount of money lost, if any, and the date. In addition, the caller's name and address will be noted and a check will be mailed for compensation of the lost funds.
  • Surplus Assets: Procurement and Campus Services has been delegated responsibility for the ultimate disposition of surplus assets. In attempt to do so efficiently, they will be guided by various considerations, including alternate usage of defined surplus elsewhere on the campus. Each department is authorized to define the utility value of an item from their own prospective unit, but Procurement and Campus Serviceswill determine any potential campus-wide value. As such, surplus items will first be considered for intra-campus reallocation. If this is not possible, disposition opportunities through resale, bartering, or donation will be explored prior to the outright disposal of such goods. 

    It is incumbent upon each department to notify Procurement and Campus Services when an item has been deemed unusable due to obsolescence, disrepair or lack of functional need. In this event. Procurement and Campus Services will coordinate the removal of the item and proceed with the disposition as determined appropriate. Although accountability on an ongoing basis is the responsibility of department managers, the university requires a constant reconciliation to the general ledger. Procurement and Campus Services will complete and retain Material Disposition Forms as deemed necessary.

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SHIPPING AND RECEIVING

  • Contact Information: Supplies, materials and equipment ordered by the Bentley community are received and processed through the Shipping and Receiving Department. Items being shipped by the Bentley community are also processed through this department:

    Shipping & Receiving Department
    Bentley University
    450 Beaver Street
    Waltham, MA 02452-4705
    P: 781.891.2278
     
  • Receiving an Order: When a department submits a purchase requisition or places a Purchasing Card order directly, the SHIP TO address should include your Department, Building Codes, and Purchase Order Number when applicable.

    SHIP TO:
    Department Name
    Building Code and Room Number
    Purchase Order Number
    450 Beaver Street
    Waltham, MA 02452-4705

    This information tells the trucking company the exact shipping address, the Purchase Order number that the materials are charged to, and the internal destination of the materials. Once the materials have been received and are properly recorded against the Purchase Order, the Receiver will write the destination code on the materials and place them into the campus delivery system, which is delivered by Facilities or Mail Room personnel depending on the size of the material. On-campus deliveries are completed on a daily basis. 

    One exception to this procedure involves computer hardware. As a rule, computer equipment for students is routed directly to Academic Computing Services (Library, Lower Level). Computer equipment for Faculty and Administrative staff is routed directly to Client Services (Library, Lower Level). Computer equipment is inspected, the materials committed to inventory, and set up for departmental usage. This process is intended to insure that the computer equipment is properly inspected, delivered and installed for the ordering department.
     
  • Returning Items to Vendor: If an item received is incorrect or damaged, the department should first notify the vendor and receive instructions to return item(s). The item(s) should then be returned to Shipping and Receiving via the same means of transportation that it was received (i.e. if Facilities Management delivered the shipment initially, then a work order would be submitted to have Facilities Management pick it up and return it to Shipping and Receiving. If the Mail Room delivered it to your department, arrange for the Mail Room to pick up the item for return.) The sender is responsible for all items until Shipping and Receiving has signed for receipt of the items. Once the items have been received by Shipping and Receiving, it will be shipped according to the instructions provided by the department.

    When an item is being returned via UPS, the original sender should be notified so that a Return Authorization Form can be requested.  The package should then be send to Shipping and Receiving to be returned to the appropriate vendor.
     
  • Outgoing Shipments: Packages which need to be shipped off-campus may be sent to Shipping and Receiving with a shipping label and cost center information. Shipping and Receiving will choose the most cost-efficient vendor for shipment. Frequently, this will be United Parcel Service (UPS). If UPS is not preferred, you can suggest a shipping company at the time you request shipping services. Charges for shipments will be back charged to the sending department. If the shipment is going to an international destination, the address must reflect the required mailing information applicable and applicable customs forms must be included in the package(s).
     
  • Personal Shipments: Due to volume and security issues, incoming and outgoing shipments of personal items are not accommodated by the university. Please do not arrange to have such items delivered to the university's address. In turn, the university assumes no liability for receiving or delivering such items if sent to the campus.

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