Procurement Procedures:

3.12 - Returns: Credits, Warranty Repairs, Non-Warranty Repairs

PURPOSE

To define the policy and procedure relating to the return of material or equipment to a vendor for credit, exchange and/or repair.

POLICY

Procedure for Rensselaer-owned material or equipment to be returned to a vendor for credit exchange or repair.

PROCEDURE

The Requesting Department and the Purchasing Department will coordinate any claim with the vendor and/or the carrier for non-credit card purchases. The Purchasing Department must be notified within five (5) days of product delivery. The Requesting Department will immediately notify the vendor, in writing, for any claims relating to credit card purchases.

The Purchasing Agent for the purchase order involved will assist the Requesting Department in obtaining a Return Material Authorization Number and any other special shipping or documentation instruction for all shipments.

Credits

When returns are necessary, the involved department should immediately notify, in writing, the vendor for credit card purchases, and the Purchasing Department for all other purchases. 

Warranty Repairs

The Requesting Department is to follow the above Credit procedure.

Non-Warranty Repairs

The Requesting Department is to follow the Credit procedure above with the following exception:

• A completed requisition must be forwarded to the Purchasing Department.
• A Purchase Order will be issued to cover the cost of repairs in the exact amount, if known, or an estimated amount, not-to-exceed, if unknown.

back to top

Revised 3/02, 1/05