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SUNY Downstate Health Sciences University

Downstate Depot – Central Receiving

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Central Receiving INFO
Phone: 718-270-1217
Fax: 718-270-4773
MailStop: 61
Email: CentralReceiving
Location: UH B-527
(Enter thru Downstate Depot Reception UH B-530A, UH Basement opposite Medical Records)
Hours: M-F 8:30am to 4pm, except holidays;
Off hours:
Call University Police
Deputy Director: Victor Haynes

Incoming Shipping Requirements (ALL FUNDING SOURCES)

Downstate's Incoming Shipment protocols for "SHIP TO addressing" and "PO# protocol" apply to ALL Shipments regardless of funding source.

COVID PERIOD ALERT: Now more than ever it is important that you place any and all orders with compliant Downstate "Ship To" standards (internal destination Bldg/Rm), CALL the vendor to delay any shipments if your office has no one available to accept the shipment, or place a message on your office door if anther location is temporarily accepting your deliveries. NO SPACE is available at Central Receiving to hold your shipments.

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For Downstate Staff:

Need status of an incoming shipment or parcel? Contact the shipper (vendor) to obtain courier and tracking number; Send this info via eMail to (auto-delivers your message to all CReceiving staff and managers) to speed a search and response to you by the next available staff. In message Subject, put the Courier and tracking #. In the message text, iinclude the PO#, the internal delivery Bldg and Rm #, and any other helpful identifying details that will help speed the status search.  A common problem is insufficient shipping label destination information: See Downstate's Incoming Shipment Label requirements.

Attention ALL P-Card Users!: When placing a PCard funded order by telephone or online that involve a shipment to Downstate, BE CERTAIN to include accurate PO# as CC YY-PID-NNN (depts normal Req #), and SHIP TO =

SUNY Downstate  (DHSU, UHB, HSCB, or the affiliate's company name are all acceptable)
PO#: _______________ (REQUIRED). 

The PO# must appear somewhere on shipping label (any reference field). See Downstate's PO#@ formats

Recipients Name or Dept, Building and Room # (REQUIRED)
445 Lenox Rd ("450 Clarkson Ave" is OK; 445 Lenox Rd better helps drivers since the CRec entrance is on Lenox Rd)
Brooklyn, NY 11203-2098

Your Downstate SHIPPING ADDRESS (link) is different than your  MAILING address (link) !

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

All state funded shipments (State Purchasing PO #s) at the Main Campus and all off-site locations are electronically processed via either the Lawson or the State University Receiving System (SURS) which auto-ties to assist Accounts Payable in paying invoices timely.

PCard purchases and all non-state funded shipments that have all required Shipping label information (see below) are then staged for internal delivery. Detail Policy link.

Plan in advance: When requisitioning any item that involves any incoming shipment to DMC (any funding source), be sure you and your vendor are familiar with Downstate's Incoming Shipment Requirements for Shipping Label, Packing Slip, and Pallet Specifications. Plan the purchase so that your department is able to accept a shipment upon its arrival to Downstate, including having the space to receive the shipment upon its arrival. Shipments are NOT to be left on the Central Receiving loading dock overnight, or stored in any location that present a fire code violation.

International Shipments - US Customs forms: The purchaser must complete any and all required import/ export US Customs shipment clearance and/or certification forms. These forms vary widely and frequently change as import/export regulations change between sender and recipient countries. When required, the shipper will contact the purchaser with any such required forms. The requisitioner can obtain assistance from the respective Purchase Office Agent that handled the procurement to complete any such forms.

 Off Hour Shipment Arrivals: Urgent shipments arriving evenings, weekends, and holidays are received by University Police (UPolice) and the hospital administrator on duty; The recipient must contact UPolice at 718-270-2626 to make all advance arrangements. The service yard ramp entrance is gated with a a guard present during normal weekday hours. At Off-Hours when there is no guard on duty, the courier driver  must call UPolice at arrival. A sign is posted on the gate "Off Hour Deliveries - call University Police at 718-270-2626". Small shipments can often be received at the UPolice office in the 445Lenox Rd main hospital entrance lobby. For larger deliveries requiring a loading dock offload and, UPolice will open the gate and contact the recipient for acceptance of the shipment and its internal delivery (advance arrangements required) .See also Info for Truckers

Large Shipments: The recipient department initiating a purchase (regardless of funding source) is responsible for making any/ all needed advance logistic arrangements, including if your shipment involves any special circumstances such as delivery being predicated on specific phase/ date of a renovation project, delivery to an alternate temporary staging location for assembly logistics, etc. The recipient department is expected to make every effort to advance plan and coordinate the logistics of shipment arrival so that it fits through doorways, freight elevators, has any utility connection planned in advance (electrical capacity, data connectivity) so that it can be installed upon arrival to maximize efficient DMC labor and space - including avoiding of temporary storage wherever possible. The Central Receiving dock can not be used for storage as it places your shipment at risk (open to weather elements). When the final internal delivery location is an off-site location (outside the UHB, BSB or HSEB buildings), highlight the need for a direct vendor delivery to its final internal destination location. In all such cases, be certain to iinclude clear instructions in the 'comments' section of your requisition and discuss in advance any needed logistics with the assigned Procurement Agent and Central Receiving.

ALL shipments MUST comply with the following:

Shipping Label:

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

SUNY Downstate (DHSU, UHB, HSCB, or the affiliate's company are all acceptable)
PO#: _______________ (REQUIRED)

The PO# must appear somewhere on shipping label (any reference field). See Downstate's PO#@ formats

Recipients Name or Dept, Building and Room # (REQUIRED)
445 Lenox Rd ("450 Clarkson Ave" is OK; 445 Lenox Rd better helps drivers since the CRec entrance is on Lenox Rd)
Brooklyn, NY 11203-2098


Alternate Shipping Label addresses for off-site direct delivery locations (including off-site primary care satellites) will be given by the Purchasing Agent (or PCard holder) for all direct vendor deliveries intended to off-site locations.

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

All State and Research Foundation Purchase agents know these requirements, but if you are placing your own orders to vendors (Affiliates and/or Credit Card holders), you need to be attentive.

Your Downstate SHIPPING ADDRESS is different than your MAILING address (see Mail Services).

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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.

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Palletized Shipments:

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

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

Pallet dimensions:

Stacked material dimensions:

Maximum weight:
800 Pounds

All palletized deliveries must be shrink-wrapped with the appropriate packing slip on the exterior.

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Direct Vendor Inside Delivery of Shipments to Internal Destinations (Any State PO shipment NOT processed and delivered through DMC Main Campus Central Receiving):

Incoming Direct vendor shipments on State PO's to Downstate's Satellite locations including Bay Ridge, Midwood/ Nostrand Ave, Family Health Services/ 840LeffertsBlvd, and Dialysis/ 710PSA: Downstate Staff at these off-sites are required to sign and send all packing slips to Main campus Central Receiving so that the shipment can be entered into the Downstate Receiving system that automatedly authorizes A/P invoice payment. Direct deliveries to alternative offsite locations require your planning and alternate ship to instructions.

Main Campus shipments on State PO's with Direct Vendor Inside Delivery: Whenever a State PO delivery does not occur at/ through Downstate Central Receiving- including whenever a vendor makes direct delivery of a State PO item to an internal destination, typically for equipment vendor installation/ set up, very large, or off-hour shipments that are made directly by vendor to one of the main campus or off-site buildings: Staff at the internal destination are required to sign and send all packing slips to Central Receiving so that the shipment can be entered into the Central Receiving system that automatedly authorizes A/P invoice payment.

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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 PCard (Procurement Card)* (Purchase Agents) # assigned by Purchasing, ends with V
State PCard (Procurement Card)*      (End User Departments)

CC NN-NNN-NNN (N = dept's normal req #)

Detail Req # format is:

NN- = 2 digit fiscal year end 

NNN- = 3 digit Purch PID codes (link)

NNN = 3 digit sequential  number.

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 (Any & All shipments that do not involve any payment)
* 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 Affiliate PO numbers is not recorded into any procurement system, The “A” flags the Receiving staff that it is an affiliated company purchase (NOT A STATE procurement) and the shipment can be staged for immediate internal delivery – avoids delays having to investigate further to determine whether the shipment needs to be input to Lawson or other eSystems

Personal non-business related shipments (such as catalog and or Internet retail purchases) to staff members are not permitted and will be returned.

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For Truckers- Our Loading Dock:

The campus has a central service yard that is accessed from Lenox Rd, adjacent to hospital building (445 Lenox Rd at  E.35th St. GPS map coordinates. Entrance ramp has a Univ Police checkpoint/gate. Service Yard map of Dock locations (link). The main Central Receiving loading dock accommodates 5 simultaneous trucks, as well as smaller docks around service yard perimeter. All are standard 4ft dock height and accommodate tractor trailer and smaller trucks. A 1ft wheel riser ramp set and a 6" high dock plate are available. The INFO BOX at upper right side of this page provides Receiving HOURS and CONTACTS. Appointments are not required for average deliveries. LARGE deliveries require advance logistics planning (see below). See also- Off-Hour Deliveries.

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