Receiving Freight:

If you are required to receive freight shipments or if you supervise those who do, be sure you follow these basic steps to insure that all damage is found and documented upon receipt of merchandise. At the time of delivery:

• Do not sign the freight bill until the incoming boxes/cartons have been inspected. A driver cannot leave until damaged boxes are checked and noted in writing on all copies of the freight bill and the freight bill is signed.
• Always verify the carton quantifies listed on the freight bill. You should have received exactly the same number of cartons as shown on the freight bill.
• Each carton should be in good condition when it arrives. If a carton is damaged, describe the damage completely on the freight bill. Insist that damaged cartons be opened before the driver leaves. Any damage to the contents should be noted on the freight bill. Always a retain your copy of the freight bill.
• Notify the Foundation Purchasing Office if assistance is needed.
• When damage is discovered at delivery time:
  • All damaged cartons should be retained,
  • Call the carrier or the RF Purchasing Office. All damage must be reported immediately so that an inspector can be sent to look at the damaged freight. The carrier will deny the claim if inspection is not requested within 15 days.
  • Record the date and the name of the person who was contacted at the carrier's office on the freight bill.
• When the damage is inspected by the carrier representative:
  • If the shipment was on a purchase order, refer to your copy of the purchase order to determine if the shipment was "F.O.B. destination" or "FOB shipping point".
  • The inspector will complete a damage report that must be signed. If you do not agree with the inspector's conclusions, do not sign the report. Request replacement of the items from the inspector whenever possible. If you have problems, contact the Foundation Purchasing Office.
  • If the shipment was the result of a Foundation purchase order, forward copies of the inspection report and the freight bill to the Foundation Purchase Office. The Foundation will negotiate with the company to replace the damaged merchandise.
• After the inspection report is submitted:
  • The freight company will pick up the damaged merchandise and a salvage receipt will be issued.
  • The Foundation Purchasing Office will notify you when the details of securing the replacement merchandise are complete.

Returning Freight

If merchandise ordered on a Foundation purchase order must be returned, the Foundation will make arrangements with the vendor if requested. If the project staff is returning the merchandise, the following procedures apply:

• Call the vendor to obtain a "return authorization number", the amount of any restocking fees applicable, and the address to where the shipment should be returned.
• If a credit is to be issued, request the vendor send the credit to:

  Texas A&M Research Foundation
  3578 TAMU
  College Station, TX 77843
  ATTN: Account # ___________

• If return is due to the vendor's error, request that they call UPS for the call tag number and the freight charges will be paid by the vendor. (UPS is usually the most inexpensive carrier.)
• Never return merchandise to a vendor without prior vendor authorization and shipping instructions.
• If your project is responsible for shipping the merchandise back to the vendor, be certain to insure the package. Record the carrier used, date shipped, and any other pertinent information. Never return merchandise to a vendor via regular mail since there is no way to trace the package if the vendor has no record of receiving it. After the item has been returned, inform the Foundation that a credit is forthcoming.