710.1 - University of North Carolina at Chapel Hill Procedure on Receiving Purchased Items


Items received by Central Receiving are inspected on an item-by-item basis, documenting condition and quantities received for purchase order deliveries to Central Receiving. Live biological materials and exceptionally delicate equipment are delivered to the requesting department. If items are delivered directly to the requesting department by the vendor, the department is responsible for receiving the shipment and documenting the condition and quantity received.



Forms and Instructions

Items received by Central Receiving are checked for obviously damaged or missing goods; discrepancies are reported to Procurement Services, who will handle correspondence concerning credit for or replacement of damaged or missing items. Central Receiving generates delivery slips to accompany the items delivered to campus departments. Items are delivered to the delivery point designated on the requesting department's requisition. The campus department's representative signs the delivery slip, and checks all delivered items within 24 hours. One copy of the delivery slip is retained by the delivery person and one copy is kept by the requesting department for departmental records.

Items purchased with purchase orders but shipped directly from vendors to campus departments require the department representative who receives the shipments to examine the package for any outside indication of damage. If outside damage to the package is noted, the department representative should open the package immediately and briefly check the contents for damage. Any damage found must be noted on the freight bill, and the carrier's representative must countersign the freight bill. The damaged merchandise, all packing materials, the shipping carton or package, and a copy of the freight bill must be retained. If no outside damage is found on the package, all merchandise should be checked for damage and quantity should be verified within 24 hours of delivery. Equipment and/or supplies should not be placed into storage until they have been checked. Concealed damage may be reported even after the freight bill has been signed. However, the report must be made as soon as possible after receipt of the merchandise. The purchasing agent who placed the purchase order must be informed about any condition or problems requiring a return to the vendor or vendor credit/refund.

To document receipt of these items for payment, go to ConnectCarolina's Purchasing module. (ConnectCarolina access is required.)

Related Requirements

External Regulations and Consequences


University Policies, Standards, and Procedures

  • Finance Policy 710 - University of North Carolina at Chapel Hill Policy on Use of Central Receiving
  • Finance Policy 711 - University of North Carolina at Chapel Hill Policy on Return of Merchandise to Vendors

Contact Information

Primary Contact
Subject Contact Telephone Fax E-Mail
Purchasing ePro & Materials Management 919-962-2134   Logistics@unc.edu



  • October 1, 2014: Updated information on location for documenting receipts.
  • May 6, 2010
  • May 27, 2005
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Article ID: 131547
Thu 4/8/21 9:11 PM
Wed 6/16/21 12:06 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/28/2018 12:00 AM
Issuing Officer
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Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director, eProcurement & Materials Mgmt
Last Review
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02/28/2018 12:00 AM
Last Revised
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02/28/2018 12:00 AM
Date on which the original version of this document was first made official.
03/01/1998 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.