Shipping and Receiving

Purpose


The primary responsibility of Geophysical Institute’s Shipping & Receiving is to establish and implement procedures for the receipt, shipment, documentation and distribution of official university goods, materials, equipment and supplies in support of university-related functions and GI staff, faculty, and students.

Location


The GI Shipping & Receiving Department is located in the Elvey building within the garage area of the first floor. The GI Shipping & Receiving office is located in Room 109.

Address:


GI Shipping & Receiving
903 Koyukuk Drive
Fairbanks, Alaska
99775-7320

Hours


8 a.m. to 5 p.m. Monday through Friday

Closed for lunch from Noon – 1 p.m. 

Jump to:

Receiving Procedures
Receipt and Processing of Materials
Processing Discrepancies
Materials Requiring Special Handling
Expediting Schedule
Shipping Procedures

 

Receiving Procedures


All material and equipment procured by the university is accepted by GI Shipping & Receiving with the exception of material that is picked up by, or delivered directly to, specific departments. The Business Office forwards a copy of all purchase requisitions and or purchase orders with the PO number noted to the receiving department so they may reconcile all incoming orders with items ordered and determine who the end user is (for delivery purposes). Incoming shipments are counted to verify if carriers’ manifest or log quantity agrees with the actual count. Any shortages, overages or damages are noted on the bill of lading.

Equipment Purchases

Please see the Geophysical Institute Property Manual concerning any equipment purchases from vendors and/or provided by the US Government for tagging purposes. The Institute receives government furnished property and equipment on loan, which must be tagged separately for reporting requirement. The Institute also purchases equipment to which the US Government holds title; these also have special tagging requirements. It is very important that all equipment purchases are routed through the Shipping & Receiving Department.

Deliveries

Deliveries are accepted during operating hours. Any visible damage is noted as a formal exception on the bill of lading and acknowledged with the driver’s signature. If damage is present, the carton is opened and the contents are inspected. If necessary, photographs are taken for documentation purposes.

UPS and FedEx Shipments

UPS and FedEx packages are logged and inspected for external damage before delivery to the addressee. Packages are opened by GI Shipping & Receiving only when a Purchase Order is referenced or when it is necessary to identify a recipient.

Overnight Carriers

All overnight carriers deliver packages directly to GI Shipping & Receiving.

C.O.D. Shipments

GI Shipping & Receiving will refer all C.O.D. shipments to the GI Business Office.

Personal Packages – Non U.S. Postal Service (USPS)

Shipping & Receiving accepts and processes personal shipments that are delivered by another vendor other than USPS. All personal packages need proper ID and notification from personnel.

 

Receipt and Processing of Materials


Material Received On Purchase Orders

The package is thoroughly inspected for exterior damage. If damage is noted, GI Shipping & Receiving will take appropriate action.

The package is opened and the contents are verified against the purchase order and the vendor’s packing slip.

Purchase Orders deemed sensitive by mutual agreement of GI Shipping & Receiving and the requesting department will be opened by both parties.

Departments receiving unopened orders are required to inspect and verify the contents in a receiving capacity, sign for receipt and forward packing list and/or invoice to GI Business Office for data input and payment approval.

Material meeting the capitalization limits — over $5,000 — will be asset tagged by GI Shipping & Receiving.

Hazardous Materials

Hazardous materials will be received and stored properly until pickup or delivery within the Institute.

Radioactive Materials

GI Shipping & Receiving notifies UAF Environment, Health, Safety and Risk Management for processing and receipt.

     UAF Radiation Safety Officer: Tracey Martinson 907-474-6771

Controlled Substances

GI Shipping & Receiving notifies UAF Environment, Health, Safety and Risk Management for processing and receipt. 

 

Processing Discrepancies


Once departments have received their material, it is important to inspect it in a timely manner. The ordering individual or department must make the final decision as to the accuracy of the order. It is extremely important that discrepancies are reported to the appropriate purchaser as soon as possible; vendors may not accept claims that are not filed in a timely manner.

Wrong Material

Contact the appropriate purchaser with the purchase order, the date you received the material, and the discrepancy. Please retain the material, the original packaging and the documentation until contacted by Purchasing.

Defective/Damaged Material

Please provide a thorough description of the damage or defect to your purchaser.

Over Shipments and Shortages

It is important to report all over-shipments and shortages immediately to your purchaser. All over-shipments and shortages will be noted on the original purchase order.

 

Materials Requiring Special Handling


Material with Insufficient Information

Packages with insufficient information to identify ordering departments or individuals will be accepted and researched through the GI Business Office and vendor.

Materials Delivered or Picked Up from Vendor by Department

Only items below $5,000 may be delivered or picked up by a department. Department forwards the vendor packing list to GI Business Office for processing.

Departments are not allowed to obtain capital expenditures ($5,000 and over); those purchases MUST go through Shipping & Receiving for proper documentation. Please see GI Property Manual.

Shipments Requiring Refrigeration

Upon receipt, GI Shipping & Receiving will notify department immediately. 

 

Expediting Schedule


Expedited deliveries will be delivered the same day as long as they are received prior to the daily scheduled delivery run.

Refrigerated/perishable material will be delivered the same day as long as they are received prior to the daily scheduled delivery run. All expedited currency and bank deposits will be processed in a locked bank bag. All other materials are delivered within three working days.

Regular scheduled deliveries are made daily between 2:30 and 3:15 PM.

A daily delivery log is maintained by GI Shipping & Receiving. Please contact Brian Lu at 907-474-7387 for more information.

 

Shipping Procedures


General Information

GI Shipping & Receiving provides packing and shipping services for outgoing material. All shipments must relate to official university business and all requests must have a valid account number to be processed. GI Shipping & Receiving uses FedEx for most outgoing shipments. If package does not meet FedEx requirements, GI Shipping & Receiving selects a freight company to handle the shipment and the department is charged accordingly. Outgoing shipments must be accompanied by pre-printed shipping labels and appropriate documents.

Outgoing Shipments

Charges for all outgoing shipments are billed directly to departmental accounts as designated at the time of shipment.

Foreign Shipments

Charges for all outgoing shipments are billed directly to departmental accounts as designated at the time of shipment. Outgoing shipments must be accompanied by pre-printed shipping labels and appropriate documents.

HAZMAT

Shipments will be initiated and facilitated by UAF Environmental, Health, Safety, Risk Management. Please allow extra time for completion of proper paperwork, packaging, and labeling of containers used to ship hazardous materials.