Guidelines

Receiving Goods Delivered to the University

• Goods are verified against purchase orders to confirm quantity and accuracy of goods. (Purchases by credit cards are not verified.)
• Goods are inspected for damage and/or other irregularities. Shipping and Receiving will notify the department if this occurs and it is the responsibility of the department to contact the vendor.
• Data is entered into the CMS Purchase Order system. This authorizes Accounts Payable to pay invoices for the goods received. When goods are delivered directly to the department, or picked up, the department must notify Shipping and Receiving in writing via email at shipping@csuchico.edu that the goods have been received and the purchase order may be closed for payment.
• Goods are tracked, routed, and are generally delivered within 48 hours from the date of receipt. Bar code scanning equipment and software is used to track orders and collect an acceptance signature.

Delivery of Goods

• All goods ordered will be delivered by Receiving personnel to a campus location designated by the department—generally the department office.
• Goods will be delivered within 48 hours from the date of receipt, except during weekends or other campus closures. In the event the goods must be tagged by Property, the delivery may be delayed and will be released after the item has been tagged with a state ID number. Delivery of items that are extra large or bulky may need to be coordinated with Moving Services which could also delay delivery.
• Rush Deliveries: email shipping@csuchico.edu for items that require delivery sooner than 48 hours and provide us with the PO, name, and department. Every effort will be made to accommodate the request.
• Deliveries are made through the day up to 4 p.m.
• At the time of delivery, a signature of the person accepting the delivery is required. The electronic signature and tracking number will be stored in Shipping and Receiving's data base.
• Receiving personnel will not leave packages at the designated delivery point if a signature cannot be obtained.
• Packages received by 10:30 a.m. from carriers with guaranteed morning delivery will be delivered to campus between 11:00 a.m.–12:00 noon.
• Perishable items are delivered same day as received. If we are unable to deliver on the same day due to office closures, the item will be held in our refrigerator. Please email shipping@csuchico.edu if you are expecting a perishable delivery so we can ensure same day delivery. Please keep weekends, holidays, and campus closure schedules in mind when ordering and planning for perishable items.

Shipping Outgoing Goods

Departments are responsible for preparing packages for shipment and appropriate paperwork.

Packages up to 150 pounds:

• Use SendSuite to shop for the best shipping rates between FedEx, Golden State Overnight or OnTrac, and complete paperwork (does not include UPS)
• Use UPS Shipping Form when shipping via UPS

Packages more than 150 pounds or requiring special handling will be shipped via freight line:

• Freight lines that service our warehouse are: Yellow, Roadway, Conway, Saia, Dependable Logistics Solutions, Golden State Overnight, OnTrac, FedEx, and UPS ground. It is the responsibility of the department to make the shipping arrangements and then email shipping@csuchico.edu for pick up of the item. The item will be held at the warehouse until the freight line picks up. Note: You may use SendSuite to shop for OnTrac rates for items 150 pounds and over.
• If you have questions or need to schedule a pick up, call x5115 or email shipping@csuchico.edu. Pick up requests must be received by noon for same day shipment.