Chapter 3: Acquisition and Receiving

Receiving Process

Purchased Equipment
The receipt of capital equipment purchases is recorded by the requestor’s signature on the PO receiver. This will allow the vendor invoice to be paid by Accounts Payable and triggers the PO information to flow into the Banner property database. The contents of the shipment should be inspected and at a minimum, the following should be verified:

  • Item received matches item ordered
  • Quantity received matches quantity ordered
  • Inspect for signs of visible damage and document the damage as appropriate

Discrepancies noted with purchase transactions, such as damages, loss in transit, overages, shortages, etc. should be reported immediately.

Sponsor-furnished, loaned, or donated equipment
The receipt of items not acquired though Purchasing, such as sponsor-furnished equipment, loans, or donated property, also requires verification of quantity and condition details as stated above. In addition, these transactions may have varying requirements documentation, including:

  • DD1149
  • DD250
  • Loan or Bailment Agreement
  • Transmittal Letter

Discrepancies related to the receipt of all non-purchased items must be reported promptly to Financial Services and Operations. Discrepancies affecting sponsor/government-owned items are subsequently reported by Financial Services and Operations, when required, to the sponsor.

Equipment received in offsite locations
In the event the equipment is being delivered to an off-site remote location (also known as a “drop shipment”), it is important to alert the anticipated offsite recipient that they must notify Michigan Tech staff within the department when the equipment is received. It is the responsibility of the department to ensure that the receiving process is completed in an accurate and timely manner.

Sensitive or hazardous material
The receiving process for some sensitive or hazardous materials may require special handling and safety precautions. In such cases it is important that the department adhere to applicable regulations and manufacturer’s requirements. These regulations and requirements will vary based on the specific equipment being received. For additional guidance, contact Environmental Health and Safety.