Title
University of North Carolina at Chapel Hill Procedure on Returning Merchandise to Vendors
Procedure
Returns of materials or equipment acquired with a purchase order require authorization from the vendor and documentation in the purchase order system to receive credit for the return. Returns of items acquired through Campus Voucher, P-Card or BuyCarolina are handled by the department placing the order.
Exceptions
None
Forms and Instructions
Returns of materials or equipment acquired with a purchase order require a copy of vendor’s return authorization form referencing a valid RMA#. Once the RMA is received, a new requisition must be created via the Purchasing module in ConnectCarolina. All data entry fields must be completed and the requisition must be specified as a change order. The RMA number and the original purchase order number must be referenced in the Notepad section.The requisition should include the reason for the return (i.e. replacement, credit, etc). If there is a cost associated with the return for restocking fees or shipping, then funding for those items should be included on the requisition. The change order requisition notifies the appropriate purchasing agent to contact the department about the details of the return.
Returns of items acquired with a Campus Voucher or a P-Card are handled by the University department. The vendor should be contacted to arrange for pickup or return shipment, and to arrange for credit.
For returns of items acquired through the BuyCarolina vendors, see the vendor order website for return instructions and the Canceling or Returning an Order Section in the "Understanding BuyCarolina Orders" Manual.
Related Requirements
External Regulations
None.
University Policies, Standards, and Procedures
- Finance Policy 711 - University of North Carolina at Chapel Hill Policy on Return of Merchandise to Vendors
Contact Information
Questions about Purchasing
Contact: ePro & Materials Management
Telephone: 919-962-0739
Fax: 919-962-6271
Email: eprovendors@unc.edu
History
Revised:
- October 1, 2014: Updated information on Campus Vouchers, process for return material authorization.
- May 11, 2010
- November 21, 2003