Incoming Shipping Requirements

Shipping Label
Packing Slips (on EXTERIOR!)
Pallet Specifications
PO Number Formats (all funding sources)
Problem PO Resolution Protocol (Policy CR001Exhibit B)

Central Receiving INFO

Phone:	718-270-1217
Fax:	718-270-4773
MailStop:	61
Email:	Reception Desk
Location:	UH B-527 (Enter thru Downstate Depot Reception UH B-530A ;UH Basement opposite Medical Records)
Hours:	M-F 8:30am to 4pm
Asst Director:	Kevin LeDoux, Ext 4254 (718-270-4254)

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All DMC Main Campus shipments received from carriers through the Receiving dock are separated into two groups: non-state and state funded.

All state funded shipments at the Main Campus and all off-site locations 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. detail policy link.

ALL shipments MUST comply with the following:

Shipping Label:

All DMC Main Campus Shipments anticipated to be received through Central Receiving must be in the following format (note required fields):

Central Receiving M-F 8:30am-4pm (this helps drivers!)
PO#: _______________ (REQUIRED. See DMC's PO#@ formats)
Recipients Name, Building and Room # (REQUIRED)
SUNY Downstate Medical Center (UHB, HSCB, or the affiliate's name are acceptable)
445 Lenox Rd (Helps drivers-Receiving entrance is on Lenox Rd; 450 Clarkson Ave is also acceptable)
Brooklyn, NY 11203-2098

Shipping Label instructions will be given by the Purchasing Agent for all direct deliveries to off-site locations- Long Island College Hospital (LICH) and other off-site primary care satellites.

Failure to have all required information on the Shipping Label will result in either package delays, 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.

Packing Slip:

All Shipments must have a packing list attached to the OUTSIDE of each package (or to the outside of palletized shipments). Failure to have packing list on exterior of shipment will result in package being opened for retrieval of packing list, and/or package being returned to sender.

Palletized Shipments:

Purchasers: Be sure to advise the vendor if shipment(s) are anticipated to be delivered on pallets to the DMC Main Campus.

Vendors: Palletized shipment must comply with requirements below to meet DMC Main Campus elevator and doorway limitations:

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.

PO# Formats (all funding sources):

All shipments (all DMC locations) must have a PO number on the Shipping Label and Packing Slip:

Funding Source	PO # On Shipping Label Must begin with the letter:
State	# as assigned by State Purchasing
State Procurement Card* (Purchase Agents)	# assigned by Purchasing, ends with V
State Procurement Card* (End User Departments)	CCNN-NNN-NNN (N = departments normal req #)
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 and will be returned.