PROCEDURE SOURCE:
Purchasing & Material Management
PROCEDURE NO: 126
PAGE NO.: 1 OF 1
SUPERCEDES: 0
TITLE: Return of Supplies or Equipment
SUBMITTED BY: Thomas K. Dove
REVISED DATE: October 07, 2011
APPROVED BY: Claire P. Wurmfeld
I.
PURPOSE
The purpose of this procedure is to clarify how the University returns supplies or equipment
to the supplier for exchange or credit.
II.
SCOPE
This procedure applies to all University Departments/Colleges.
III.
PROCEDURE
All supplies or equipment to be returned to a supplier for credit, adjustment or replacement
should be cleared through the Purchasing Department via the ‘Request for Return Materiel
Authorization form’.
When an item is to be shipped from the University campus for return, repair or other reason
requiring reimbursement, the procedures outlined below should be followed:
1. The Department will fill out their portion of the ‘Returned Materiel Authorization
form’, and forward it to the Purchasing Department.
2. The Purchasing Department will contact the supplier for a return merchandise
authorization (RMA) number, and the correct shipping address for returned
merchandise. Purchasing will then forward a copy of the completed RMA to the
Shipping Office and have the item shipped back.
3. Forward any credit memos from returned merchandise to Accounts Payable. Include
information on the purchase order number, account number and reason for return.
The credit memo will be entered into the Administrative Computing System so the
appropriate account can be credited.