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Over-Shipment of Purchase Orders
Over-shipments are to be accepted only in cases of extreme emergency. Over-shipments are not to be used to circumvent the Purchasing, Accounting, or Receiving systems of the institution. All over-shipments that are accepted must follow the DSU approved procedure for handling over-shipments.
Over-shipments include all shipments of goods that are in excess of the amount originally requested on the Purchase Requisition.
PROCEDURES and RESPONSIBILITIES
Receiving or Accounts Payable will notify department of the over-shipment.
The form to accept over-shipments must be completed by the department.
This form must be approved by:
· Department head
· Purchasing (to see if the over-shipment is legal)
· Accounting (to see if funds are available)
The order of this approval process is essential. The approval form with all its signatures must be in purchasing within forty-eight (48) hours or the shipment will be returned.
Over-shipments of more than twenty percent (20 %) of the original order will not be accepted.
Note: See example of form in the forms section.