Large and/or Unusual Items
Supply Inventory Items
Records Center Boxes
Delivery of Perishable Goods
Materials will be delivered to the designated receiving area for the department indicated on the package or purchase order, unless other delivery instructions are received prior to the receipt of the material in Central Receiving.
Delivery's responsibility for the delivery is complete upon obtaining a signature for the merchandise from the department. Subsequent relocations and/or installations of the material are the responsibility of the requesting department.
Once a package has been delivered to the department, a representative must inspect the contents as soon as possible (ideally, within 24 hours) for concealed damage, unidentifiable items, items not conforming to specifications or other discrepancies. Retain all packing materials for inspection by the freight inspectors if there is a problem to be reported.
If the material or equipment must be installed to verify if it is acceptable, the department should arrange to have this procedure completed as soon as possible.
If there is damage, please contact Central Receiving, at ext. 25340, for assistance in filing a claim with the carrier. If a shipment is not correct, please follow these procedures:
For problems related to the shipment of purchase orders, please contact the Problem Resolution Desk at ext. 25337 for assistance.
For Materials Management orders, please call the Customer Service Desk at ext. 25364
If a PO Change is required, create an on-line PO Change Request in PeopleSoft e-Procurement. Detailed instructions regarding the PO Change Request process are available from the eProcurement Quick Reference Guide.
For PO changes that cannot be requested on-line or for any questions regarding PO Changes, please email the Purchasing Help Desk
Delivery personnel do not assemble, nor do we set up furniture or merchandise. Delivery is not responsible for making arrangements to deliver items that are so large they will not fit in elevators or through doorways. The department must take these issues into consideration and make proper arrangements during the purchasing process.
Materials Management orders may be consolidated for delivery to the requesting department. Please use the Materials Management's online system for ordering supplies.
If you need to follow up on a supply order, please call Materials Management at ext. 25364. The following information may be needed during a follow-up call:
- Requisition number created in the EDS system
- Materials Management order number
- Date and time the order was forwarded to Materials Management
- Items ordered, and quantities
- Number of items on the order
For instructions on how to send boxes to the Records Center or how to request and return records already stored at the Records Center, please visit the Records Management web site.
Once Delivery personnel bring records boxes to the department, the requestor or another authorized department representative must sign the Records Request form for the driver in order to confirm receipt of the box(es).
Delivery transports cylinders to departments who have placed orders through the Materials Management online ordering system for liquid nitrogen, oxygen, or other gas materials stored at the warehouse. Cylinder orders are received by the system three times per day at 8:00a.m., 10:00a.m., and 1:00p.m. Please allow 24 to 48 hours from the time Materials Management receives the order, to the time it is delivered. For any special requests please contact us at ext. 21161.
A department representative must supply his or her signature and employee number to the driver when cylinders are delivered.
The receipt of perishable goods at the University of Texas Medical Branch in most cases is just as seamless as all other received items. However, on occasion perishable goods are delivered to an identified room or lab where on that day, the occupants are not there. The result is that the perishable item may be destroyed, causing a major inconvenience to the ordering department and a costly replacement. It is Supply Chain Management Delivery policy to deliver goods to the designated room shown on the purchase order, which includes your department name, your name, telephone number, building/floor/room number, and location code number. It is also our understanding that all rooms or labs are staffed during normal business hours (8:30 a.m. to 4:00 p.m. M-F). Supply Chain Management Delivery generally does not know when an office or lab is going to be vacant for extended periods of time, as quite often these areas are only momentarily unoccupied, when the delivery is occurring. Therefore, in order to avoid the issue of destroyed perishable goods, it is important that all offices and labs expecting a delivery do the following:
When a room or lab is going to be unoccupied, the doors should be closed, locked and a very visible notice taped to the door. This notice needs to be posted by 8:30 a.m. and should indicate an alternate staffed delivery point for all goods, during the absence period.
In the event of absence and no alternate delivery location is indicated, the delivery person will leave a notice that delivery was attempted, your package will then be returned to the warehouse where it will be placed in a refrigerator or a typical freezer as appropriate, we do not have a sub-zero freezer and are not equipped to handle storage. We will either deliver it to you the next business day or you may choose to pick it up. Please call 772-5327 or 772-5322.
Since it is our standard procedure to expedite the delivery of all goods and especially known perishable goods, Supply Chain Management Delivery will NOT be held responsible for any spoiled perishable goods that cannot be delivered.
Please make sure that you list your Ship-To address correctly when placing your Purchase Order!! Your department name, your name, telephone number, building/floor/room number, location code number, and the purchase order number (as applicable) are Essential. When ordering critical or perishable items, make sure the vendor knows to include this information before shipping. 99% of missed delivered or lost packages are a result of deficient Ship-To information. Please make sure that you Sign & Print your name legibly when receiving goods from our Supply Chain Management Delivery Staff. If there is a problem with delivery, your signature plays a critical role when dealing with Supply Chain Management Receiving/Delivery.
Contact us by phone at 409.772.5327 or 409.772.5322
M-F 8:00 a.m. - 5:00 p.m.
14th Street & Strand