Open any/all packages as soon as they are delivered.
Ensure the product is correct and in good condition. Be aware that vendors do not always allow a lengthy period of time to report issues/claims.
Under no circumstances may cash or any cash equivalent (gift card, prepaid VISA cards) be accepted by the cardholder to resolve a credit situation.
If an item arrives damaged or is not the correct item and needs to be returned for credit or exchanged, follow the procedures below:
- Enter a comment under the Jaggaer Requisition explaining the situation in as much detail as possible.
- The requisitioner will work with the vendor. A vendor will give specific instructions for returning the item(s) that may include written authorization or a return authorization number (RA or RMA number) to be referenced on the return package; packaging instructions, etc.
- Comment under the Jaggaer requisition the instructions provided by the vendor. Upload a return label and directions or RA number if necessary for the Receiving Department. Be sure to tag Susan Arquiett in Receiving.
- Bring the item in the original packaging to the Receiving Department.
- When a product is returned due to damage from shipping or manufacturer defect, or due to vendor error, the cardholder/department is not responsible for paying return shipping charges. The vendor must issue a prepaid return label at the vendor’s expense.
- Once the item(s) has been received by the vendor, if the order was processed on a Pcard, the credit goes back to the card. If the order was placed on a purchase order, a credit memo is required if the invoice was paid. The form of payment for the return can not be cash.
- If a replacement item is requested by the cardholder, a new charge with all new shipping costs (if applicable) would be charged to the Pcard.
- Upload the credit, the new receipt and any other pertinent documentation to the Jaggaer requisition.
A cardholder may opt to return an item that was ordered incorrectly, not what was expected or is no longer needed. The cardholder/department may be responsible for return shipping charges; may not be refunded the original shipping charges, and may be subject to a restocking fee. The cardholder must compare the costs associated with the return with the original cost of the item(s). It may be advantageous to the department, as well as the university, to find another use within the campus community.