central Distribution

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

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:

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.

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

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.

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

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

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 Coordinator at 679-1942 or
the Help Desk at 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. 

 If you have any questions, please feel free to contact Alex Schwarz at 679-1958 or Thimmayya Billava at x-1960 or via e-mail.
 

Shipping Made Easy by Materials Management

Starting April 28, 2003 you will be able to ship your parcels right from your Desk Top PC.  Materials Management will be introducing Desk Top Express by Pitney Bowes.  This new shipping system has cost savings written all over.  The new shipping system is designed to save your department and the institution up to 20% on carrier expenses, while increasing efficiency.   Accessible through your Web browser, the system will provide cost-effective access to shipping information and eliminate the need for software distribution to users.  The new system supports Airborne, FedEx, UPS, USPS and other rates. “SmartShop” - Smart Shopping reduces carrier costs, comparing and selecting carrier services according to cost and delivery objectives. “StreetSmart” address correction improves delivery times and reduces carrier fees. The system tracks cost center allocations effectively and accurately for every transaction, reducing the need for post-shipment auditing.

Overview:   Desktop Express is an intranet-based shipping management system. It provides shippers with desktop access to information they need to optimize carrier service utilization, including service delivery comparisons, business rule automation, address correction, and powerful analytical capabilities. It helps reduce costs, simplify cost center allocations, and improve on-time delivery.

Desktop Express enables rating, shipping, and tracking of letters, express documents, and packages right from your desktop. Powerful administration and management tools combine with the intranet architecture to lower total cost of ownership. Most users can expect savings of up to 20% of their carrier expenses and gain employee efficiency and significant customer service improvements.

Training:  Please schedule through our Help Desk at 679-1953. All shipping will be processed via the new Materials Management Web based Desk Top Express system.
 

FedEx will make scheduled deliveries on Good Friday, however if you have anything going out, you must inform the West Dock by 3:00 p.m. on Thursday, April 17th. Please call x-1958 or x-8099 with your requests.
 

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