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WAREHOUSE

DELIVERIES - GENERAL INFORMATION

POSTAGE/MAILINGS

PERSONAL DELIVERIES

CONSTRUCTION DELIVERIES

INVOICES FOR SHIPPING

MSDS (Material Safety Data Sheets)

HAZARDOUS WASTE

WAREHOUSE SUPPLIES & STORES

FIXED ASSETS

SURPLUS PROPERTY

DELIVERIES - GENERAL INFORMATION

All materials shipped to the Chaffey College main campus shall be delivered to the main warehouse/receiving area, unless otherwise specified on the purchase order.  The purchase order number must appear on all packages and packing slips.  Receiving hours are 8:00 AM to 4:00 PM Monday through Friday.

All merchandise is received through the District Warehouse, checked for accuracy and condition, and a receipt of goods is done on-line and sent via paper to Accounts Payable for payment authorization.  Any items over $500 are tagged for inventory. The Receiving Department delivers merchandise to the location indicated on the requisition.  All instructional software purchases will be delivered by the warehouse to Information Technology Services so they can update the software inventory and make appropriate copies for Information Services and the department that ordered the software.  ITS will deliver and install, as appropriate, after processing.

Deliveries made to the District to any location other than the central warehouse without an authorization from the Purchasing Department (unless so indicated on the purchase order) shall be considered the responsibility of the vendor/shipper and not an obligation of the District.

POSTAGE/MAILINGS

Outgoing Mail

All District mailing is processed through the Warehouse/Mailroom. District mailing must have a department return address on the envelope.

1. First class mail is to be sealed by the department prior to pick up or delivery to the mailroom.
2. Pre-stamped envelopes are to be rubber banded before sending to the mailroom.
3. Third Class Bulk Mail (200 pieces or more) is used to process large volume mailings. This saves the department approximately 60 percent. For bulk mailings, departments are required to fill out a Work Order form

Contact the Mailroom/Warehouse staff at ext. 6712 for assistance.

No personal mail or packages may be sent or received through the Chaffey College mailroom.

Incoming Mail

The US Postal Service delivers all mail to the Warehouse. The Mailroom distributes the mail Monday - Friday to all departments and campuses between 8:00AM-10:00AM.

Exception: Human Resources, Admissions, Accounting, and the President's office receives one additional delivery at 2:00PM.

PERSONAL DELIVERIES

Personal deliveries are prohibited, please make sure that all shipments are intended for Chaffey College or one of its auxiliaries.

CONSTRUCTION DELIVERIES

General Contractors engaged in construction projects on campus are responsible for receiving their own equipment and materials at the construction site.  Shippers/vendors should verify the contractor's name and exact location on campus for the delivery.  The District will not accept deliveries for contractors working on campus. 

INVOICES FOR SHIPPING

Separate invoices for shipping charges may be submitted only when authorized on the purchase order. All original invoices should be directed to Accounts Payable and shall include the purchase order or contract number.

MSDS (Material Safety Data Sheets)

Vendors are required to provide Material Safety Data Sheets (M.S.D.S.) from the manufacturer for all products that are hazardous, as defined by Title 8, California Code of Regulations.

HAZARDOUS WASTE

Contractors transporting hazardous materials on or off campus must supply an approved manifest to the Director of Public Safety.

WAREHOUSE SUPPLIES & STORES

The District has adopted a just-in-time purchasing philosophy for high usage items.  Office Depot is the selected vendor for all Chaffey College office supplies. Toner for standard printers and fax machines and paper are kept in stock in the Warehouse. To order toner or paper from the Warehouse, complete a Warehouse Supply Form and submit the form to the attention of the Warehouse. Request forms can be obtained from Litho.

The current Warehouse Supply List for paper and toner is e-mailed to each department throughout the fiscal year. If a staff or faculty member would like to be added to the recipient list, please contact Veronica Springer.

FIXED ASSETS

The District maintains a perpetual inventory of all assets, including buildings, owned by the college.  Equipment $500 or greater is tagged and entered into the Fixed Asset Inventory system upon arrival.  All movement of equipment on campus must be documented on an Asset Transfer Request Form. See the Furniture, Fixtures, and Equipment (FF&E) section under College Services for additional information.

SURPLUS PROPERTY

Items no longer needed will be processed through the warehouse and taken to Surplus Property upon receipt of an approved  Asset Transfer Request Form and approval from the Governing Board.