Reporting Damages, Shortages & Return Authorizations

Any problems with delivered supplies, equipment, furniture, etc. should be reported to the Procurement Services Department immediately by way of adding a "Comment" to the order in the KnightSource procurement system and selecting "procure@geneseo.edu" and "AcctsPay@geneseo.edu" as the recipients for the Comment.  Do not submit receiving documentation (i.e., Cost or Quantity Receiver) in KnightSource without first having notified Procurement Services of the issue and submitting a request to withhold payment via a Comment added to the order.

Reporting Damages or Shortages

Please be sure to check all boxes, packages, envelopes, etc., for shortages or damages IMMEDIATELY upon receipt.  If any items are in dispute, such as damaged or incorrect items, notify Procurement Services and Accounting Services as instructed above. Upload and attach any invoices and/or packing slips received by your department to the order in the KnightSource and, when doing so, add a "Comment" to the order with "AcctsPayable@geneseo.edu" and "procure@geneseo.edu" selected as the recipients for the Comment, so that both Accounting Services and Procurement Services staff are made aware that additional documentation has been attached to the order.

Return Authorizations

All returns must be coordinated through the Procurement Services Department. Please contact Procurement Services at procure@geneseo.edu or 245-5100 for assistance. Please be advised that vendors often have time limits for returned items and/or may charge a restocking fee which is often 10 - 20% of the purchase price and sometimes more. Once a department asks Procurement Services to return an item, and it has been properly packaged and readied for return, Procurement Services will assist with coordinating pick up and return of the item by Central Receiving. Please do not leave any packages on the Central Receiving loading dock, unless directed to do so by Procurement Services and/or Central Receiving.

Adhering to the above procedures will enable Procurement Services to track returned items should it become necessary.  If a package is returned to the vendor by a department with no way for Procurement Services to track it, and should become lost, the department may be liable for payment of the item.

Last updated 11/17/2023