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Revised 8/7/06 City of Louisville Purchasing Policy & Purchasing Card Program Requirements SECTION VII - RECEIVING PROCEDURES AND CHECK REQUESTS Receivinq Procedures: 1. It shall be the responsibility of the receiving department/division to ensure that goods and services are received as ordered and in good condition. Upon receipt of merchandise, check quantity, quality, and any specifications such as model number, etc. to ensure that the goods have been received as indicated on the packing slip and as ordered on the Purchase Order. 2. If the goods are faulty or damaged, notify the vendor and Accounts Payable immediately. If damage is concealed or not noticed at time of delivery, leave all boxes and packing lists intact and notify vendor immediately. 3. It shall be the responsibility of the receiving department/division to inform Accounts Payable of the delivery and acceptance of an order by submitting the receiving documents with the check request for payment. 4. It shall be the responsibility of the receiving department/division to inform Accounts payable when full or partial payments are authorized. 5. All invoices shall be mailed by the vendor directly to the purchasing department. 6. The receiving department shall be responsible for notifying the vendor of any goods received that are not in compliance with the terms of the Purchase Order and any damaged goods. 7. Receiving documents must be signed off by a departmental manager. Check Requests: Check request forms are used to request payment for materials or services. Check requests will be granted on the following circumstances: . Checks will be cut in accordance with the Accounts Payable schedule . Original invoice must be attached . All receiving documents must be attached . All requests must be signed by the department director and Finance . P.O. must be referenced if applicable Effective September 1, 2006 14