Upkeep and verification of ship to locations within UCF Financials:
Currently departments submit the “ship to locations” to the help desk whenever
they see a need. This request can come from anyone, even if they have no
connection with the department. I think someone should review these locations
and validate all locations when it comes to requisitions and updating employee
profiles.
 FSS has a good process and controls in place to validate “ship to locations”
 Request is sent to the UCF Financials help desk
 Routed to FSS for creating new/updating existing
 Verify that request is from appropriate departmental personnel
 Validate proper campus address
 Aaron Fay (primary)
 Pat Kentish and Dorann Mullins (secondary)
 Additional findings
 Difference between physical location and a “Ship to Location”
 Physical location: physical location of a person or an asset
Room 327, Third Floor, Research Pavilion Building #8102
 Ship To location: defines a USPS mailing address
12424 Research Pkwy, Ste. 300, Orlando, FL 32826
 New employee set up in PeopleSoft
 DAL holds a Ship to Location as well as a physical location
 Ship to Location informs the user that the person being added is
either a requisition creator or approver, and that a Ship to ID must
be entered.
 Incorrect use of addresses
 4000 Central Florida Blvd. is for Visitor Information and Parking
(not the entire campus)
 4000 Libra is for Libra Housing, not Central Receiving
 Additional underlying issues identified
 Inconsistent PO information affects Central Receiving
 UCF issues PO to vendor and shipment arrives at Central Receiving
with no reference to PO
 Vendor subcontracts
 Vendor ships through a third party
 Central Receiving actions while driver wants to unload semi-truck:
 Call department
 PeopleSoft
 Plead with driver to stay, or redirect to correct location
 Central Receiving has limited staff to:
 Hunt down PO information
 Unload and store improperly addressed shipments
 Reload improperly addressed shipments
 Default “Ship to Location” may not be the correct location for the
PO
 Actions taken
 F&S Business Office
 Instruct FSBO Accountants to ensure they are using the
correct “Ship to Location” on requisitions
 Request “Construction Ship to Location”, and when
construction project is complete, and a physical address has
been assigned, request an edited “Ship to Location”
 Facilities Planning and Construction
 Provide Central Receiving with an ongoing list:
o Project name
o Contractor name, point of contact (POC), and reliable
phone number (all hours)
o Project manager and reliable phone number (all
hours)
o Information about upcoming shipments
 FSS
 Reviewed Ship To addresses in PeopleSoft, and updated to
reflect current street addresses
 Communicate proper selection of “Ship to Location”
(default vs. actual)
o in Addy Note regarding how to create a requisition
o In Addy Tip sent out at fiscal year end
 Created a query for Central Receiving identifying upcoming
shipments
 Provided Central Receiving with a list of requestors who
have Central Receiving listed as their default “Ship to
Location”.
 Central Receiving
 Review project list on FP&C website to identify POC
 Regularly review FSS CR shipment query
 Contact requestors who should not have Central Receiving
as their default “ship to Location”
 Campus
 When placing orders requiring delivery to a “Ship to
Location” other than Central Receiving:
o Inform vendor/carrier if building has limited truck
access or no loading dock in requisition notes.
 When placing orders requiring delivery to Central Receiving:
o Notify Central Stores of anticipated delivery and
disposition.