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.

 

 

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.