Welcome To Central Receiving
The mission of Central Receiving is to receive, inspect and deliver goods to the University community in a timely manner and ensure the electronic receipt for items are recorded promptly. We also provide surplus property services to the University community in the most timely and efficient manner possible so as to assure that UTPA’s assets are being used to their fullest capabilities.
Processes / Procedures
It’s an easy to use interface that allows UTPA departments to create shipping and receiving labels with FedEx, UPS, DHL, Lone Star Overnight, and USPS. And because you can use your own printer to create shipping labels, there is no more need for manual airbills. It allows you to decide which carrier to use by giving you side by side comparisons of carrier rates. EshipGlobal also ensures proper purchasing protocol on every transaction by using your Department account numbers. Please call Central Receiving at 665-3076 or email Pete Salas at Pedro.Salas@utrgv.edu if you should have any questions about EShipGlobal. Sign up today!
- On-Line Request for Access
- Quick Easy Guide to eShipGlobal
- Bookmark the eShipGlobal logon page https://www.eshipglobal.com:9040
SC Logic Package Tracking Program
Central Receiving will start implementing SC Logic when delivering packages to all departments within UTPA. SC Logic is a package tracking system that allows Central Receiving to deliver packages in a more efficient manner. Upon arriving at Central Receiving, this tracking system will allow recipients the convenience to check the status of their own packages by going to SCLogic Package Tracking after it is received at Central Receiving.
When a package arrives at Central Receiving it will be scanned into the system. The package will be assigned a Recipient based on the shipping label or PO Number. Once scanned, the Recipient will get one of the following emails:
- Status: Enroute w/SPT
- The package has arrived at Central Receiving and is scheduled to be Delivered to the Office
- Status: Pending Damage Review
- The Package has arrived at Central Receiving but is Damaged and is waiting for the Recipient to review the package (at Central Receiving)
- Status: Pending Workorder
- The package has arrived at but is Pending a Workorder
If the Package is Enroute to the Office, Central Receiving will attempt to deliver the package. An electronic signature will be required. If the package was refused for any reason, the status will change to Attempted Delivery and an email will be sent to the Recipient indicating that.
By visiting SCLogic Package Tracking one can search by the tracking number or by the Recipient name. One can also print out the report for your records as it does include the signature of the person that signed for the package.
Recipients should get emails for only their own packages. If you get emails that were intended for other Recipients, forward those to Central Receiving at CentralReceiving@utrgv.edu for analysis.
It is critical that your HR information is correct as that is used to find and deliver packages to you. Incomplete and/or Outdated information can lead to the delay of your package(s) being delivered. Up to date information on your Building, Room Number, and your email address is needed. Check People Finder to see if your information is correct. If not, then contact HR on how to change the information.
Unless otherwise approved, all materials ordered for the University will be received at the Central Receiving dock located at 1407 E. Freddy Gonzalez Dr. Deliveries should be made directly to the department if the department has paid for assembly and installation. Please make sure that you note this additional information and location on iShop.
Central Receiving will perform an inspection of materials received as follows:
- Comparison of the number of pieces (cartons) received with the number listed on the freight bill.
- Make a visual examination of the outside of the cartons for any evidence of damage.
- Examination of the contents for obvious damage only if cartons show any evidence of possible damage.
Note: Central Receiving will open cartons only if damage to contents is evident or the shipping address label does not properly identify the purchase order number and/or the name of the individual or department to receive the ordered materials. Improperly addressed shipments may require contacting the vendor for this information in order for Central Receiving to make delivery to the appropriate individual/departments. Central Receiving reserves the right to refuse items that are clearly damaged. Departments will be notified in the event that Central Receiving refused an item along with the reason as to why they were refused.
Notation of any shortage or damage will be made on the freight bill before it is signed and the carrier is released. Departments are responsible for contacting the Vendor in the event that there is a discrepancy with their shipment.
If concealed damages are discovered after the shipment has been delivered to the department, departments should contact the Vendor immediately. All containers and packing materials should be retained until inspection is made and disposal instructions from the carrier or vendor are received.
Depending on the carrier, concealed damage claims must generally be filed with the carrier within 7 – 10 days of receipt at the Central Receiving dock.
Central Receiving may not be able to receive certain materials that are large or of unusual shape or require special handling, e. g., hazardous materials, and that may require direct delivery to the requesting department. Such arrangements should be requested on the requisition so that the Purchasing department may designate alternate delivery arrangements on the purchase order.
Central Receiving will coordinate delivery of such items with carrier upon arrival. Return of such materials to the vendor will also require similar arrangements.
Inbound shipments with collect charges will not be accepted unless prior arrangements have been made with Central Receiving. It is the requesting department’s responsibility to process the necessary payment documentation and to ensure that a check is delivered to Central Receiving prior to receipt of the collect shipment.
Materials received at Central Receiving that are not identified by a University purchase order number (issued by the Purchasing Department), will not be accepted unless clearly addressed to an employee or department. Central Receiving will schedule delivery of these non-purchased materials as soon as possible. Departments expecting urgent shipment of non-purchased materials should notify Central Receiving prior to the expected date of arrival. Departments may make arrangements to pick up their non-purchased materials directly from the Central Receiving warehouse.
University policy states that only official University shipments may be delivered to the Central Receiving dock. Central Receiving will not accept deliver personal packages for employees. The employee must make alternate arrangements for delivery of these items.
Processing of Materials
Materials will be process through Central Receiving on a First In First Out basis unless the nature of the material dictates special handling. An item cannot be processed in Central Receiving without an approved UTPA purchase order in the Oracle System. Exceptions include:
- All air and overnight shipments
- Materials on dry ice or frozen
- Live materials
- Blood and blood platelets
- Packages labeled “refrigerate immediately, “freeze upon arrival” or special "handling” instructions.
Delivery of Materials
Central Receiving will make delivery of material to the requesting department as indicated in the purchase order record. Deliveries to departments are usually made within the same day or not later than the next morning after receipt by Central Receiving. Peak receiving periods (Aug –Sep) may extend the delivery time unless special handling is required. The delivery clerk will be required to obtain the signature of the individual accepting the materials for the requesting department. The number of cartons delivered should be verified against the delivery log before signature. After signing for packages the requesting department is urged to verify the contents of each carton against the purchase order immediately to make sure the order is complete.
Installation or assembly requirements should be requested on the requisition so that the Purchasing Department may include them in the purchase order to the vendor. Departments may also choose to have installation or assembly performed by the University’s Physical Plant. Departments are however advised to communicate their requirements to the Physical Plant before submittal of these requisitions to the Purchasing Department.
Note: Central Receiving delivers inbound packages to one designated location within each department. This single delivery location must be identified by the respective departments. It is the departments’ responsibility to distribute packages within their own department after the driver leaves. In order to prevent delays, delivery drivers will not deliver items to areas other than the single delivery location designated by each department. Central Receiving staff are not responsible for opening cartons, stocking shelves, or installation and assembly of items being delivered.
Materials will not be delivered to Work Study personnel unless previous arrangements have been made with Central Receiving.
In order to have returns picked up by Central Receiving personnel, prior arrangements need to be made with the Vendor, Purchasing and Central Receiving department respectively.
Note: Call Vendor as soon as possible and give reason for returning the merchandise (damaged, double shipment, wrong item, etc.) Obtain a RMA (Return Merchandise Authorization) number. Please remember that a RMA does not pay for shipping charges. You can also request a Call Tag (Prepaid Shipment) arrangement with the vendor. Save all documentation attached to the box because the vendor will only allow 2 weeks before they are not responsible for the merchandise and/or the return shipping.
Call Purchasing and talk to your designated buyer with your Purchase Order Number and your department’s Account Number to let them know you are returning the item(s).
Call Central Receiving and make arrangements to have the item(s) picked up if necessary.
Central Receiving will assist departments with outbound shipments. Requesting departments should contact Central Receiving for arrangements and instructions on correct packaging and labeling. The department must supply a detailed description of the contents of the package, the value of the items being shipped, and the preferred method of shipping. A departmental budget account number must also be provided for billing of shipping charges. See also "Materials Returns" above for more information on shipping of ordered materials.
Storage of Materials
Central Receiving has limited storage space. Materials received for departments cannot be stored at the Central Receiving warehouse. The requesting departments must make alternate arrangements if long-term storage is required.
Express services such as Federal Express, DHL, UPS, and Lone Star are available through eShip Global. Proper packaging and labeling as required by the carrier will be necessary before Central Receiving will accept express packages. To guarantee same day shipping of express packages, the requesting department must drop off packages at the Central Receiving or designated express package drop off points by 3:00 p.m. Monday thru Friday (except on holidays) Drop boxes are located throughout the campus.
The location of the drop off boxes are, Visitors Center, ARHU Building New Science building, Health Science Human Services East building. Packages dropped off after the 3:00 p.m. deadline will be shipped the next day according to the carrier’s schedule.
Central Receiving may accept express packages during their normal delivery schedule, however, no special trips to the distribution center will be made. If you have an oversize box that will not fit in the drop box, it will be picked up by calling Central Receiving at 665-3076.
Note: Please sign up for eShip Global today by following this link.
For more information on eShipGlobal, click on the eShipGlobal link on the navigation menu.