Incoming Shipping Requirements
Incoming Shipment Requirements
All shipments received from carriers through the Receiving dock are separated into two groups (non-state and state funded). All State funded shipments are electronically processed via the State University Receiving System (SURS) that assists Accounts Payable in paying invoices timely. State Funded and all Non-State funded shipments are then staged for internal delivery.
This requires ALL Shipments to the following format:
| 1. |
Shipping Label: All Shipments anticipated to be received through Central Receiving must be in the following format (note required fields):
SUNY Downstate Medical Center (UHB, HSCB, or the affiliate’s name are acceptable)
Central Receiving M-F 8:30am-4pm (this helps drivers!)
PO#: _______________ (required)
445 Lenox Rd (Helps drivers-Receiving entrance is on Lenox Rd; 450 Clarkson Ave is also acceptable)
Recipients Name, Building and Room# (required)
Brooklyn, NY 11203-2098
Failure to have this information on the Shipping Label will result in either package delays, opened for retrieval of instructions on a packing list, and/ or the package being returned to sender. State Purchasing issues these instructions with every State PO and continues to make every effort to follow up with non-compliant vendors. If you need Purchasing’s assistance with any continuing non-complying vendor, contact Purchasing.
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| 2. |
Packing Slip: All Shipments being funded by any State accounts must have a packing list attached to the OUTSIDE of each package (or to the outside of palletized shipments).
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| 3. |
PO#: All shipments must have a PO number on the shipping label:
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| Funding Source |
PO # On Shipping Label Must begin with the letter: |
| State |
# as assigned by State Purchasing
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| State Procurement Card* (Purchase Agents) |
# assigned by Purchasing, ends with W
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| State Procurement Card* (End User Departments) |
CCNN-NNN-NNN (N=depts normal req #)
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| Research Foundation* |
R… (as assigned by ORA) |
All Other Affiliates* (HSCB Foundation, FSA, UPB, Arthur Ashe Institute, construction /contractor funded, etc…) |
A…(affiliate's PO numbering plan)** |
| No Charge Shipments* |
NC… |
*These shipments will be received and immediately staged for internal delivery (NO SURS entry).
** Each affiliated entity may use its own PO numbering methodology after the prescribed letter A. Since the PO numbers will not be individually recorded upon delivery, it does not matter whether one affiliate duplicates the same PO number.
Personal non-business related shipments (such as catalog and or Internet retail purchases) to staff members are not permitted; will be returned.
| 4. |
Palletized Shipments: Be sure to advise the vendor if shipment(s) are anticipated to be delivered on pallets:
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Pallet dimensions:
Width=40"
Length=48"
Height=4"
Stacked material dimensions:
Width=40"
Length=48"
Height=78"
Maximum weight:
800 Pounds
All palletized deliveries must be shrink-wrapped with the appropriate packing slip on the exterior. |
