Central Shipping and Rental and Lease of Equipment: Difference between pages

From Appalachian State University Policy Manual
(Difference between pages)
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Policy 504.3
Policy 509.15
 
== Introduction ==
== Introduction ==


== Scope ==
== Scope ==


== Definitions  ==
== Definitions  ==
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== Policy and Procedure Statements  ==
== Policy and Procedure Statements  ==


=== Central Shipping or Parcel Post ===
=== Necessary Bidding and Approval ===
4.1.1 The Central Warehouse handles all outgoing shipments of a weight and size or requiring shipment by motor freight carrier. Items of a size and weight not requiring shipment by motor freight or United Parcel Service may be sent via parcel post directly from the department. (See [Postal Postal Service Section] for appropriate packaging and processing of outgoing packages.)
4.1.1 The purchase of equipment is encouraged, in lieu of leasing or rental when feasible. Departmental requests to lease equipment are submitted to the Purchasing Office on a procurement request. The request should be accompanied by a memorandum explaining the need for leasing rather than purchasing, a copy of the leasing agreement, and any other communication available concerning the request. The Purchasing office will forward the procurement request and other material to the State Purchase and Contract Division for review.
 
=== Personal Items ===
4.2.1 Non-University owned and personal materials will not be shipped or handled by the Central Warehouse.
 
=== Necessary Authorization ===
4.3.1 No supplies or equipment should be returned to a vendor for any reason without first obtaining the vendor's permission and shipping instructions.
 
4.3.2 Before an item can be shipped, Warehouse shipping personnel must be provided an authorization for shipment from the vendor, stating whether shipment is to be made on a freight "prepaid" or "collect" basis, and the budget code that charges are to be made against.
 
4.3.3 Departments desiring to return materials to a vendor should contact the Purchasing Office, by telephone (262-2080) or in writing, explaining the reason for the desired return. The Purchasing Office will try to secure permission from the vendor for return of the materials and will obtain shipping instructions.
 
4.3.4 When Purchasing receives authorization to return the item(s) and shipping instructions from the vendor, they will forward a copy to the department. The department should then prepare the item for shipment and contact the Central Warehouse to arrange to have the package picked up. The vendor's authorization to return must accompany the package to the Central Warehouse.


=== Preparation of Outgoing Shipments ===
=== Lease/Purchase Agreements ===
Lease agreements are for a definite period of time, usually one to three years, and cannot be canceled during the life of the lease. However, a lease may be entered into with the option to purchase the equipment during the life of the leased or at the end of the lease period. If it is determined that the leased equipment will be needed on a continuing basis, it is usually more economical to exercise the option to purchase, provided funds are available to make the purchase.


4.4.1 '''Department's Responsibility''' - Preparation of items for shipment is the responsibility of the sending department. Central Warehouse personnel do not package items for shipment.
=== Rental Agreements ===
Rental requests should be submitted to the Purchasing Department on a procurement request with an explanation justifying the need for the rental, a copy of the rental agreement, and any other communication concerning the request. The Purchasing Office will forward this material to the State Purchase and Contract Division for review and action.


4.4.2 Items being shipped by motor freight or United Parcel Service should be:
=== Reasons for Renting ===
#Securely packaged -- bound or strapped, if necessary, with strong binding material; however, do not wrap UPS packages in paper.
It may be desirable to rent equipment for a short duration for a specific requirement. Rental agreements are similar to lease agreements, except that rental agreements are normally for an indefinite period and can be terminated by the rentee after giving notice, usually thirty days in advance. The initial cost of some equipment, such as computers, is so great that when this type of equipment is required, it may be more economical to rent on a continuing but indefinite basis. Also, new, updated versions of this type of equipment are constantly placed on the market, making it unwise to invest large sums in equipment which may soon be obsolete.
#Addressed with departmental return and consignee addresses; consignee addressed on UPS packages must have a street address and a zip code .
#Marked with appropriate handling markings.
#Conform to size and weight limitations if shipped by United Parcel Service. Parcels shipped by UPS are limited to 50 lbs. maximum and 108 inches combined length and girth.
#Complete the six part form "Appalachian State University Shipping Requisition." The form includes the department name, account number, package contents, date, signature of person authorized to make the shipment, insurance and value (if applicable). Fill in the ship to address and place the appropriate shipment method number beside the first line of the address.
#Call Central Warehouse to have package picked up.


== Additional References ==
== Additional References ==

Revision as of 16:18, 6 January 2012

Policy 509.15

Introduction

Scope

Definitions

Policy and Procedure Statements

Necessary Bidding and Approval

4.1.1 The purchase of equipment is encouraged, in lieu of leasing or rental when feasible. Departmental requests to lease equipment are submitted to the Purchasing Office on a procurement request. The request should be accompanied by a memorandum explaining the need for leasing rather than purchasing, a copy of the leasing agreement, and any other communication available concerning the request. The Purchasing office will forward the procurement request and other material to the State Purchase and Contract Division for review.

Lease/Purchase Agreements

Lease agreements are for a definite period of time, usually one to three years, and cannot be canceled during the life of the lease. However, a lease may be entered into with the option to purchase the equipment during the life of the leased or at the end of the lease period. If it is determined that the leased equipment will be needed on a continuing basis, it is usually more economical to exercise the option to purchase, provided funds are available to make the purchase.

Rental Agreements

Rental requests should be submitted to the Purchasing Department on a procurement request with an explanation justifying the need for the rental, a copy of the rental agreement, and any other communication concerning the request. The Purchasing Office will forward this material to the State Purchase and Contract Division for review and action.

Reasons for Renting

It may be desirable to rent equipment for a short duration for a specific requirement. Rental agreements are similar to lease agreements, except that rental agreements are normally for an indefinite period and can be terminated by the rentee after giving notice, usually thirty days in advance. The initial cost of some equipment, such as computers, is so great that when this type of equipment is required, it may be more economical to rent on a continuing but indefinite basis. Also, new, updated versions of this type of equipment are constantly placed on the market, making it unwise to invest large sums in equipment which may soon be obsolete.

Additional References

Authority

Contact Information

Effective Date

Revision Dates

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