Receiving Items Purchased with the Purchase Card that are Shipped or Delivered by the Vendor
All personal property acquired by using the purchase card should generally be delivered to and processed by the receiving office (loading dock). This will ensure inventory control identification, as appropriate and recording in the personal property management records.

The following practices and procedures, as set forth by the Personal Property and Supply Management Team, Office of Logistics and Facility Operations, Office of Administration, are effective November 2007. These procedures were implemented to create a safe work environment, reduce damage to equipment, and increase workload efficiency.

Documentation and Receipt
Documentation is one of the most important aspects of the receiving process. It is used to verify delivery of the ordered items. Therefore, the documentation generated by the cardholder during the ordering process MUST BE RECEIVED BY THE APPROPRIATE RECEIVING OFFICE PRIOR TO DELIVERY. The MA-433 Receiving Office points-of-contact, phone numbers, and fax numbers are provided, as follows, for each location.

• Forrestal Loading Dock – Attn: Harold Carter
  Fax: (202) 586-7621; Phone: (202) 586-6604
• Germantown Loading Dock – Attn: Brian Cleveland
  Fax: (301) 903-3790; Phone: (301) 903-6492

The documentation to be provided to the Receiving Office by the ordering office consists of the telephone quote worksheet, or equivalent, and must include the following:

• Name of Vendor
• Description of commodity being purchased
• Quantity of commodity being purchased
• Cost of item(s) being purchased
• Appropriation data
• Name of ordering office's point-of-contact
• Phone number of ordering office's point-of-contact
• Expected delivery date
• Warranty information

The Forrestal and Germantown loading docks must have prior notice of delivery for any item(s) ordered through the Purchase Card. Deliveries made to the Forrestal and Germantown loading docks, which do not have supporting ordering documentation on file at the receiving location, may be rejected if the consignee does not provide the required information in advance.

In addition, due to space constraints at the Forrestal and Germantown loading docks, Acquisition Officers are required to limit delivery volumes to 25 single packages per every 3 days.

It is recommended that the ordering office check with the vendor on packaging methods prior to supplying the vendor with a delivery address (e.g., an order of five (5) computers may be packaged as 10 or 11 boxes – 5 computers, 5 monitors and a box of cables, etc.)

The Receiving Personnel will make an attempt to locate the ordering office for any order received and not documented at the time of delivery. If documentation cannot be obtained, the delivery will be rejected.  The ordering office will have to make new delivery arrangements.

Tagging of Accountable Property
Depending on the receiving location, the following procedures must be followed.

• Forrestal and Germantown - The Forrestal and Germantown Receiving Office will notify the appropriate property office staff of the delivery by providing the Property Office with a copy of the ordering documentation (telephone quote worksheet). A "Date of Receipt" will be noted on the documentation by the Receiving Office. The appropriate property office staff will prepare the documentation needed for tagging and will physically tag the property.

The ordering documentation (telephone quote worksheet) and the tagging documentation (create sheet) will be used in the data entry process and filed. The files are kept for six (6) years before forwarding to the Records Archive.

Delivery of Orders to Customers
Depending on the receiving location, the following procedures will be followed.

• Forrestal and Germantown - Once the property is tagged, the Receiving Office will be notified by the property office staff to proceed with delivery of the order.

Purchases Hand Carried by the Cardholder or Delivered Directly to the Cardholder

Personal property purchased and hand carried by the cardholder or delivered directly to the cardholder requires inventory control identification and recording in the personal property management records, as appropriate. Immediately following the purchase of the personal property, the cardholder will advise the PPSMT Office, in writing, (e.g., via e-mail, facsimile, intra-office mail, etc.) requesting that the equipment/property be identified and recorded, as appropriate. Written confirmation should include the following information:

• Cardholder name, office symbol, telephone number, building, and room number;
• Brief description of the personal property, including the cost;
• Model and Serial Nos. of the personal property; and
• Receipt verification witness name, office symbol, telephone number, and building and room number.