central Receiving

• Logistics Policies & Procedures: 
   

• Distribution Related Forms:
  1. MM-3R  -  Materials Return Form (To Materials Management)
  2. MM-1      -  Move Request
   

• MATERIALS RETURN POLICY
  
  Revision Date: August 18, 2009

  POLICY STATEMENT: 

  No package shall be picked up for return to the UCHC Distribution Center at the West Dock by any Materials Management or affiliated staff without proper documentation. 

  Proper documentation includes, but is not limited to: 

1)  The completed Materials Return Form (MM-3R), including return authorization number. The form must be completed on-line, printed and given to the UCHC Courier.  The form can be found at http://opa.uchc.edu/ under Forms & Catalogs. The form contains mandatory fields marked in “Red”, along with other pertinent information for completion.
 
a. Courier shall acquire the signature of the
    person requesting return. 
b. Indication of number of packages being
    returned.
c. Printed name and signature from
    person/department requesting return.
d. Printed name and signature of Materials   
    Management or affiliated staff taking the
    return.
e. Intended recipient
f.  Date of request to return.

2)  The appropriate Central Distribution staff will enter into the daily log book of returns the following information:
 
a. Return reference number
b. Date
c. Printed name and signature of person
   requesting return
d. Printed name and signature of courier   
    transporting return
e. Printed name and signature of authorized    
    Logistics staff accepting return
f. Any other pertinent information required

3)  Returns shall always be hand delivered to an authorized Materials Management Logistics staff member on the West Receiving Dock, with out exceptions.
 
a.  A signature is required at this point from the
     appropriate Materials Management Logistics
     staff.
b. The Materials Return logbook must be filled
    out as outlined above for each return. 
c. If the reference number is present on the
    form, it shall be transposed to the
    appropriately marked column in the
    logbook.   If no reference number is present,
    a number will be assigned manually, which
    will be composed of the Mail Code, Date and
    Time of the pick-up.
d. Upon processing a return, Logistics staff shall
    send a confirmation email to the originator
    requesting return, with the assigned
    reference number.

4)  Your signature on the MM-3R Form indicates that you have read, understand and agree with this policy. 

5)  Authorization to remove packages from our Arrival system lies with the Materials Supply Coordinator.

• Dangerous Goods Shipping – New Requirement 

  The U.S. Department of Transportation (DOT) has revised their Dangerous Goods Regulations, effective October 1, 2006, for shipping hazardous materials by air. 

  The new regulation requires an “Air Eligible” marking for most hazardous material packages, such as diagnostic specimens, that are shipped by air. 

  The following is a sample “Air Eligible” marking that may be used.                                                                

  

   

  The DOT regulation 49CFR172.321(3) states the following:  “Include an aircraft within a circle and may include the words “Air Eligible” in conjunction with the mark”.  So if you have a favorite aircraft you can place it in a circle and use it as the marking.   

  The DOT also requires that individuals who ship diagnostic specimens or other dangerous goods must receive training. 

  The next Shipping Dangerous Goods training session, which will include upcoming new shipping requirements, is scheduled for August 16, 2006 from 2:00 – 3:30PM in the ARB Large conference room EG-013.  Call the Research Safety Office (x2723) if you have questions on shipping hazardous materials or importing/exporting materials to/from other countries.

  Research Safety Office

   

• Help avoid delivery mishaps, follow these important directions!! 
  
  Please make sure that you list your Ship-To address correctly when placing your Purchase Order!!  Your Department Name, Your Name, Telephone Number, Building/Floor/Room Number, and Mail Code are Essential.   When ordering critical items, make sure the vendor knows to include this information before shipping.  99% of missed Delivered or Loss Packages are a result of deficient Ship-To information. 
  
  Please make sure that you Sign & Print your name legibly when receiving goods from our Distribution Staff.  If there is a problem with the delivery/receiving, your signature plays a critical role when dealing with Vendors or Distribution Services.
  
  Please make sure that all destination labeling is accurate.    Your Department Name, Your Name, Telephone Number, Building/Floor/Room Number, and Mail Code are Essential.
  
  All receiving issues must be reported in a timely fashion to the Receiving Department Supervisor at 679-1957 or x-1958. We are not responsible for any receiving losses which were not reported within 45 days from arrival date at the UCHC West Dock. 

   

• Holiday Schedule
  
  Normal distribution services during National Holidays will be effected, as the flow of incoming parcels will be substantially reduced.  As always, there will be no mail or distribution services during major holidays. (e.g. Fourth of July, Christmas, Thanksgiving , Labor Day and Memorial Day).  Hospital PAR units will be serviced as always by assigned Materials Management staff that day.  A special notice is sent to all Hospital and Clinical units with information regarding holiday coverage.
   

• Personal or Non Health Center Business Related Deliveries

  Absolutely no personal or non Health Center business related deliveries should go through the UCHC Distribution System.  The Health Center is not responsible for lost or stolen personal items that are sent through the system.

  Examples:

  • parcels, products, orders, clothing, etc.

  • chain letters

  • personal bills

  • clothing magazines

  • travel magazines

  • non-business bulk mailings  (etc.)

  Outside institutions or Health Center departments/employees wishing to utilize the Mail & Shipping Center for certain mailings that "may" be considered business related, must get authorization from the Human Resource Office or the Office of the Assistant Vice President for Communication.

   

• Please send all FRS receiving questions, posting directives, etc., to
  FRS Receiving:  Thimmayya Billava,    679-1960,  TBtbILLAVA@UCHC.EDU
   

• If you notice a tag on your door the next time your return to your office or lab, it may because you missed a delivery from Central Distribution Services.  There are many instances when we are unable to make a delivery.  This type of delivery problem can cause delays in our distribution system.  In some cases items may even get lost in the distribution system.  To avoid these problems, we will be going to the same type of notification system used by the USPS and UPS. 
  
  If you have any questions, please contact our Help Desk at x-1958.    

•  

  
   

Incoming or Outgoing US Mail Address Example:

Name or attention line:	ADAM MIKE LOGISTICS SERVICES SUPERVISOR
Company:	UNIVERSITY OF CONNECTICUT HEALTH CENTER OFFICE OF MATERIALS MANAGEMENT
Delivery address:	MAIN BUILDING FB023              263 FARMINGTON AVENUE
City, state, ZIP Code:	FARMINGTON  CT  06030-2012

 

 

 

 

Addressing Tips:

• Always put the attention line on top -- never below the city and state or in the bottom corner of your mailpiece.  Postal machines and readers, read from the bottom up and look for city, state and zip code first and then move up to the delivery address.  If the machine picks up other info on those lines, this could cause errors and delayed/misrouted mail.

• If you can’t fit the suite or apartment number on the same line as the delivery address, put it on the line ABOVE the delivery address, NOT on the line below.

• All capital letters.

• No punctuation.

• At least 10-point type.

• One space between city and state.

• Two spaces between state and ZIP Code.

• Simple type fonts.

• Left justified.

See the USPS Web site for more detailed information at:  http://pe.usps.com/businessmail101/addressing/deliveryAddress.htm

 

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