Central Stores & Receiving

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Materials Management

Medical Storeroom

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Shipping and Receiving

Follow these links to The Business Manual for information on:

Receiving Purchased Items

Using the Central Receiving Services

 

School of Medicine Guide for Shipment of Parcels

 

***New Extremely Important Shipping Information Effective July 1, 2005***

Due to billing information problems and a lengthy invoicing payment process, it has become necessary for the Medical Storeroom and Federal Express to implement a new TWO (2) NUMBER billing/accounting procedure. For this reason the Medical Storeroom will be expiring the current Federal Express account number (1096-5264-4) on June 30, 2005. Effective July 1, 2005 the new two (2) number account system will be implemented..

The two account number procedure will be implemented as follows:

1) An account number will be used strictly for all packages shipped by Brody Shipping and Receiving (GE78) using the Federal Express PowerShip system. This account number will be used exclusively for all outbound packages that are being charged to an ECU departmental account using a campus requisition. This is an outbound/bill shipper account number only.

2) The second account number will be used for all other packages, including Third Party Charges, Bill Recipient or Collect Packages. This number will be available from the Medical Storeroom on request. If a department needs to have something shipped collect, bill recipient or authorizes an inbound (receiving) collect charge, the second account number will be used. The Medical Storeroom will issue this number as needed.

***Note:Effective July 1, 2005, any charges received on the Federal Express invoice that we do not have a Campus Requisition for, will be automatically re-billed back to the shipping party.***

Medical School employees who need to ship a package via common carrier should take the following steps before turning the parcel over to the shipping personnel in Brody Building, Room GE-78

For Packages LEAVING The Brody School of Medicine that are being PAID for on an ECU account use Federal Express account number or if the package is being BILLED TO another company, school or individual.:

1. Prepare and seal the contents in appropriate packaging. If an overnight letter or pak envelope is needed it will be provided in the shipping office. Very Important:If the contents of the shipment can be considered "hazardous" please take time to read the Hazardous Materials Shipping Guidelines.
2. Fill out a campus requisition to pay the shipping charges that are incurred. The campus requisition must include the following information: Name of Dept., Date of the Shipment, Dept. Phone Number, Departmental Address (Room Number), a Correct Departmental Charge Account Number, and The Appropriate Approval Signature. The description must contain: The Carrier (i.e. Fedex, UPS), Level of Service (i.e. overnight, second day air, ground) You Wish to Use, The Complete Address of the Recipient (remember that carriers will not deliver to post office boxes), A Declared Value of the Contents if You Wish to Insure the Shipment, and Whom Will be Paying for the Shipment Charges (i.e. bill recipient, bill sender).
3. Provide two shipping labels. One label should be affixed to the package and the other should be paper clipped to the campus requisition. Please note: CARRIERS WILL NOT DELIVER TO POST OFFICE BOXES. They must have: The Recipient's Name, Company Name, Street Address, Building Name or Number, City, State, Country, and Zip Code. Also, it would be helpful to provide the recipient's telephone number if possible(all International packages do need a contact phone number to be processed).
4. If East Carolina University or the Brody School of Medicine is not paying for the shipment complete the appropriate carrier's freightbill in full or on a campus requisition give the appropriate account number to charge.
5. Deliver the package and paperwork to the shipping office (GE-78) and sign in on the outbound shipment log (this is our record of your package going out that day). *PLEASE NOTE: Shipping & Receiving should be called to pickup a package for shipment only if it is heavy or cumbersome.
6. All departments that need a hard copy of the Campus Requisition should detach the pink or gold copy prior to forwarding to Shipping and Receiving. Campus Requisitions will not be forwarded back to the department. The Campus Requisition number can be matched to the monthly FRS report for shipping cost.

Please try to have all of your shipments in the shipping office as soon as possible, but by no later than 4:00 p.m. This allows shipping personnel entry time for packages before couriers begin to arrive.

For packages being BILLED TO a Department at The Brody School of Medicine as a Third Party, Bill Recipient or Collect Billing charged by an outside company, university, individual, etc.:

1. Obtain from the shipper billing your department a Contact Name, Shipping Address and Phone Number and then call the Medical Storeroom at 744-2249 or 744-2241.
2. Give the information you received from the shipping contact to the Medical Storeroom representative and the Medical Storeroom will give you the appropriate account number to use.
3. After contacting the Medical Storeroom fill out a Campus Requisition with the same information as if you are taking the package to the Shipping and Receiving department and send it to the Medical Storeroom so your Department can be billed when the charge arrives.
4. PLEASE NOTE: Any packages on a bill that the Medical Storeroom does not have a Campus Requisition for will be rebilled back to the shipper.

A Third Party billing is if someone outside of your department has a package delivered to another individual outside of your department and you have given them our account number to charge.

A Bill Recipient package is a package delivered to you from an outside individual that you have told our account number to and authorized them to charge it.

Important! Any shipments charged to the University that are not handled in the shipping office (i.e. drop off, collects, out of town) must still generate a campus requisition to pay for the charges incurred. Shipments will not be processed without a completed campus requisition.

Questions regarding shipping? The phone number for the Shipping & Receiving office at Brody is 744-3316.

Questions regarding shipment billing? The phone number for the Medical Storeroom office at Brody is 744-2249.

Chemical Manager Gas Cylinder Program

The gas cylinder program was implemented several years ago in an attempt to reduce costs and paperwork associated with the approx. 525 cylinders located in the Medical School complex. Well over one hundred monthly rental invoices were consolidated into one invoice and cylinders entered and left the building from a central location. In addition, certain cylinders are stored in quantity on site which is helpful should an "emergency" arise.

All gas cylinders for the Medical School are purchased through the storeroom. When the cylinder leaves the storage area a tracking number is affixed to the tank and that number is entered into an automated tracking/monthly rental billing system (Demurrage). When the tank is returned to the store the number is removed and entered as "returned" in the Demurrage system. Throughout this process, the department that is in possession of the tank is automatically billed for the monthly rental charges.

As an added bonus to the cost savings, all bidding processes and State Contracts are strictly adhered to.

PLEASE NOTE:

Medical Storeroom personnel are responsible only for the delivery and removal of cylinders from the School of Medicine laboratories. The Storeroom is not authorized to make connections of piping, regulators or other apparatus.

There are occasions when we are asked to provide labor or provide temporary holding. When these services are outside the warehouse scope of responsibility, the following charges will be assessed.

Labor Charges - $22.00 per hour
Charges for Short-Term Holding - $2.00 per pallet per day
(Pallet based on approximately 16 sq. ft.)

Charges will be by invoice. There will be a minimum charge of one (1) hour. After the first hour, billing will be in 30-minute increments.

Important Message to Departments/Gas Cylinder Users at Brody School of Medicine

Tanks delivered to departments are the responsibility of the department receiving the tanks. The cost of the gas and the monthly demurrage (rental) are billed to the department's account as stated on the requisition. Any cost incurred to the Storeroom from the gas vendor for lost or missing tanks (cylinders) will be charged to the department.

Anytime a cylinder is relocated to another room or location, please e-mail the Medical Storeroom at roebuckt@ecu.edu or contact the Medical Storeroom(6-3629) if assistance is required in transporting the cylinder to another location.

The Medical Storeroom can not be responsible for lost or missing tanks. It is the department's responsibility to maintain tank inventory for their respective departments.