Print FormRETURN MERCHANDISE TO VENDOR
FORM AND INSTRUCTIONS
This form last reviewed/updated: 01-31-2013
PO # Vendor Phone
Dept.
Dept. Contact Bldg./Rm.Ext.
1. Email Financial Services (pharding@uwf.edu) AND Procurement and Contracts (the Buyer who processed the Purchase Order) to issue a
STOP PAYMENT.
2. Call the vendor and record the date, time and contact person
DO NOT ACCEPT A CREDIT MEMO - If the item was ordered incorrectly by UWF or returned after 30 days of receipt, the
department will be responsible for paying shipping costs.
3. If the vendor is sending you a substitute or a different item, get detailed description and price of the new item and send in writing
(email) to Procurement.
4. If the item has been paid for, request the vendor send a refund check directly to you. DO NOT ACCEPT A CREDIT MEMO. If a restocking
fee is charged, it will be deducted from your refund. Contact Financial Services when you receive the refund check.
5. How much is the refund? Estimated Date of Refund?
6. Receipt Date:
7. Ask the vendor for a Return Authorization Number and write it on the outside of the box (mandatory).
8. If the item was defective or shipped in error, ask the vendor to issue a call tag since you ae not responsible for paying shipping costs.
9. What is the address to ship the defective/incorrect item back to the vendor?
10. Ask the vendor if the replacement item can be shipped out immediately - prior to receipt of the returned item.
11. If the item has a Property Tag
a. Remove the Tag; and
b. Send the Tag with a copy of this form to the Property Manager in Financial Services, Bldg. 20E.
12. Pack the item for shipping and tape a copy of this completed form to the outside of the box for Central Receiving. PLEASE REMEMBER
TO REMOVE THE PROPERTY TAG.
13. Keep a copy of this form and send a copy to Procurement Services.
Date Time Contact
Price
Description
Part #
$
Return Authorization #
Address
