Reporting Damages, Shortages & Return Authorizations

Any problems with delivered supplies, equipment, furniture, etc. should be reported to the Procurement Services Department immediately.  Unless the Accounting & Budgeting Services Department is advised by Procurement Services to withhold payment because there is a problem, they will process the invoice as normal.

Reporting Damages or Shortages

Please be sure to check all boxes, packages, envelopes, etc., For shortages or damages IMMEDIATELY upon receipt.  Call or email Procurement Services ( / 245-5100) if any items are in dispute, such as damaged or incorrect items.  Send any invoices and/or packing slips received by your department to the Accounting & Budgeting Services Department via email at or campus mail to Doty Hall 325, and be sure to reference the applicable purchase order number.

Return Authorizations

All returns must be coordinated through the Procurement Services Department.  Please contact Procurement Services at or 245-5100 for assistance.   Please be advised that vendors often have time limits for returned items and/or may charge a restocking fee which is often 10 - 20% of the purchase price and sometimes more. Once a department asks Procurement Services to return an item, and it has been properly packaged and readied for return, Procurement Services will coordinate pick up and return of the item by Central Receiving.  Please do not leave any packages on the Central Receiving loading dock, unless directed to do so by Procurement Services and/or Central Receiving.

Adhering to the above procedures will enable Procurement Services to track returned items should it become necessary.  If a package is returned to the vendor by a department with no way for Procurement Services to track it, and should become lost, the department may be liable for payment of the item.