About TU


Facilities Management

Materiel Management

Warehouse Operations and Receiving

Materiel Management warehouseTU’s central warehouse and primary receiving hub is located in the General Services Building at 300 West Towsontown Blvd. There is also a satellite receiving operation in Smith Hall. At these hubs, we unload, inspect and verify shipments; coordinate the on-campus distribution of the shipments; and, when necessary, arrange for and assist in the on-site delivery and installation of shipments. Our operations aim to reduce excessive carrier traffic on campus and ensure the correct and timely delivery of packages. On average, we receive 15,000 shipments containing 45,000 pieces annually.

Warehousing and Records Storage

A portion of our central warehouse is dedicated to the routine storage requirements of campus departments. This includes on-going bulk storage for current campus publications, new computers, local phone directories, etc. Space is limited and available on a first-come, first-serve basis. Inquiries concerning space availability or authorizing distribution or disposal of existing materials should be addressed to the assistant material manager at 410-704-2510 or to the lead storekeeper at 410-704-3833.   

Items being stored in Materiel Management’s central warehouse must meet the standards bulleted below. Materiel Management will assist in the disposal of records by returning specified records to departments or making the old files available to campus housekeeping (for recycling) or a shredding company of your choosing. Failure to follow the guidelines below will result in the rejection of your record storage privileges. For complete details on a department's legal responsibilities regarding the proper management of records, go to the Records & Property Management website.

  • Files must be stored in acceptable and sealed record storage boxes to provide security and protection from the elements. The maximum acceptable size is 12"W x 15"D x 10"H.

  • Each box must be properly labeled with the following information: department name, contents, date window and most importantly the disposal date or the month and year when the records can be discarded.

  • Departments must routinely dispose of old records in accordance with the disposal date.

  • Departments who intend to store annual series of records must visit the warehouse at least once a year to properly dispose of old records before storing any new records.

  • Departments must complete a Certificate of Records Disposal when discarding or destroying old records.

Shipments & Packages
Personal Packages

 

It is inappropriate to use university and state resources to handle personal packages and to conduct personal business. We ask that employees do not request vendors make deliveries to the university. In the event that this does occur, for example a third party might send a package to an employee, the university will not be liable for loss or damages. Our policy generally requires that we not open packages other than those procured on a purchase order. It is not always possible for our staff to determine whether a delivery is personal. Therefore, the onus is on the employee to abide by this policy.

 

Small Package Delivery

Small package carriers will deliver to one of our receiving locations with two exceptions—packages designated for express shipment (including overnight and second-day air) are delivered directly to the consignee by the carrier and vendors servicing the university’s office supply contract deliver directly to the appropriate department. Deliveries sent to TU receiving are typically a mix of direct purchases and university purchase orders. Purchase order deliveries are checked against the purchase order specifications, whereas direct purchase shipments are logged and staged for campus delivery the following day. Contents of direct purchases are not opened or inspected by us with the exception of computers, which are labeled with a TU bar-code at the point of receipt.

On-Site Delivery and Installations

Materiel Management is often the designated point of contact on university purchase orders for vendors and carriers coordinating delivery to departments. Vendors and carriers are typically instructed to contact us at least three to five days in advance. As the designated POC, our warehouse manager will coordinate the delivery schedule between vendor, carrier and the buying department or individual to ensure the successful completion of the shipment. This reduces the possibility of a refused shipment and the confusion and scrambling that may ensue without proper planning. The delivery arrangements are integral to the contract between the university and vendor and should be followed as specified.

If Materiel Management assistance is desired for direct purchases of less than $5,000—such as procurement card purchases—a formal request should be made in the early planning phase, at which time we can help to determine an appropriate course of action. We will provide support by coordinating the delivery with the carrier, the department or the individual in charge of the project, and working with Parking Services, police and other involved parties as necessary to ensure that the delivery site is clear of obstruction and ready for the shipment. On very large projects we may assist in the supervision of the unloading and installation of goods, including verifying quantities and inspecting for visible damage.

The department or individual responsible for making the buying decision is the only party authorized to approve as acceptable the goods or property delivered; determine and direct the proper placement of property; and inspect, verify and accept property received against a purchase order. Our involvement as a third party facilitator limits our ability to make unilateral decisions on behalf of departments.

Materiel Management or the Property Records office will properly label capital assets for identification and recording purposes. The department should review Property Records policies to ensure compliance with all procedures for property tagging, recording, etc.

Urgent Packages

In the event that a regular, that is, non-express shipment, becomes urgent in the interim of vendor processing and carrier handling, let us know and we will flag the order for your notification. When delivery is made at our receiving station, we will contact you, so that you may pick up the package at our warehouse, or, if circumstances permit, we will attempt same-day delivery. Otherwise, delivery scheduling will be as usual. If you need to contact us about a delivery, you should have ready the following information:

  • Name of addressee
  • Department name
  • Vendor/Shipper
  • Order number
  • Date expected or date shipped
  • General description of order
  • Contact name and extension
Tracking a Shipment

If you have placed your order directly with a vendor, you must contact them regarding the shipping status. They should be able to answer any questions regarding time of delivery and the filling of your order. Often, a package's progress can be followed with a tracking ID number when shipped via UPS, FedEx or a similar carrier. In addition, Materiel Management maintains a daily log of all deliveries made to our receiving centers. A copy of this log becomes our delivery record for the next day's deliveries and subsequent follow-up tracking.

 

Damaged Shipments

Packages are delivered to each department's central office only. Individuals should inspect their direct purchase order as soon as possible. While we inspect packaging for apparent or external damage at the time of receipt, we do not open these packages, so it is up to you to contact the vendor in the event of shortage or concealed damage. If we have identified apparent damage to your delivery, we will have the carrier note the damage as a part of his delivery record, and we will attach a note to your package, alerting you to this fact. If you discover damage to your order, contact the vendor/shipper and let them know that the damage has been recorded by the carrier.

 

Refused Shipment

Packages often arrive with incomplete addresses, and some are addressed to persons of whom there is no record. We refer to campus directories, the post office and other campus resources to identify the recipient. If the information is available on the shipping label, we attempt to contact the vendor. Sometimes, though rarely, all of these measures fall short, and we have no choice but to return or refuse the delivery. If you are a newcomer to Towson, please be sure your name has been added to the campus directories and contact us so that we know who and where you are.  Office managers should notify us by e-mail of department personnel additions or separations as well as changes of address and directions for forwarding or re-directing any deliveries.

Returns

If you need to return a package, you should contact the vendor. If you are responsible for the return freight, you should contact the post office to arrange pick-up by USPS or one of the university's contract carriers. If the shipper is paying for the return shipping, they will authorize the return and provide you with instructions for having the package returned. In the case of UPS and other carriers, they will either issue a call tag that the usual route driver will attach to the package upon pick-up or send a prepaid return label for you to attach to the package.

 

Materiel Management

General Services , Room 115

Office Hours: Monday - Friday, 8 a.m. to 4:30 p.m.

Receiving Hours: Monday - Friday, 7 a.m. - 3:30 p.m.


Phone: 410-704-2479

Fax: 410-704-2644

Email: pbutler@towson.edu




 

 

Map

Emergencies
410-704-4444

University Police
410-704-2134

Closings & News
410-704-NEWS (6397)

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