University Stores - Shipping - Frequently Asked Questions

Whom do I contact if I have a shipping question?
General shipping questions should be directed to the Material Traffic Controller: Brian Estee, 355.1700 ext 212 or via E-mail esteeb@msu.edu

Whom do I contact if I have a question concerning shipping charges on my Stores' statement?
Questions concerning shipping charges may be directed to Joe Kulikowski, 355.1700 ext 219 or via E-mail kulikows@msu.edu

What are the regulations and/or guidelines for shipping hazardous materials?
Federal regulations for shipping hazardous materials are numerous and varied. Fines are levied for infractions such as improper labeling and documentation. For further information, please refer to our Hazardous Materials page.

What is a Material Return (MR) form?
The Material Return (MR) form is the official University document used to return items purchased on a Purchase Order. It is a multipart form used primarily for the shipment of items when financial concerns are involved. The processed MR also serves as a campus pick-up request. A Stores driver will pickup the material and deliver it to University Stores Shipping. There are circumstances where the form is not required. (See TSR card).

When and why do I use a Material Return form?
The Material Return form provides a means of tracking a shipment, a signed receipt when picked up, and proof to Accounting or Internal Audit that material was returned. It is used for credits, to clear receipts, and for shipment of materials valued over $500 purchased on a Purchase Order or Purchase Order Draft.

Who is responsible for filling out the Material Return form?
The department who has ownership of the merchandise is responsible for filling out the form.

What is the Material Return number used for?
The Material Return number is an internal tracking number. This number is generated from the Web-based Material Return Database upon receipt by either Stores or Purchasing and is used to provide information to campus on the status of the Material Return. It is the reference number on the Stores billing statement for a shipping charge.

Who assigns the Material Return number?
University Stores and the Purchasing Department assign Material Return numbers immediately upon receipt.

How do I find out what number has been assigned to my Material Return?
There are three methods that can be used to determine your Material Return number:

When a Material Return form is brought directly to University Stores or Purchasing, a number will be issued and you will receive a copy of the form at that time.
Upon receipt at Stores or Purchasing, a number is assigned and a copy of the Material Return is mailed to your department.
If you know the Purchase Order or RMA number associated with the Material Return form, you can use the Material Return Database to obtain the number and details.

How do I verify who initiated the Material Return billed as a shipping charge on my statement from Stores?
The easiest way to verify shipping charges associated with a Material Return is to access the Material Return Database. The Stores billing statement will reference the Material Return number, which can be entered into the database to obtain specific details.

How do I obtain a Material Return form?
Material Return forms can be ordered through Stores stock using stock number 14025620.

I often hear the terms RMA and RA. What do these terms mean?

RMA - Return Material Authorization.

RA - Return Authorization.

What information on a Material Return form is optional? What is mandatory?
All information on the Material Return form is necessary. Any overlooked information can greatly impede the return process. NOTE: As the Material Return is a multipart form, it is important that all copies are legible.

Is a Material Return form required for Non-Stock (Open Orders)?
If material is to be returned or exchanged, contact Non-Stock Orders for instructions as to how to proceed. A Material Return form must be completed and sent to the Stores Non-Stock office before arrangements can be made for pickup. For more information on Non-Stock returns, please access our Non-Stock Return page.

Is a Material Return form required to return Stores stock orders?
Material Return forms are not required to return merchandise purchased at University Stores. For more information on stock returns, please visit our Stores Stock Return page.

Do I need to use a Material Return form for warranty work?
You need to use a Material Return form when a return results in a credit, additional cost to the University, or to clear a receipt. Visit our Shipping Guidelines page for further details.

How do I "walk" a Material Return through the process?
To accelerate the Material Return process we use the term "walk through." This is done by simply bringing your Material Return and material(s) to University Stores Shipping for processing.

Who is responsible for obtaining return authorization from a vendor?
In the event a Material Return is required, the responsibility of obtaining return authorization lies with the Purchasing Department. If a return authorization is obtained by the department, it should be recorded on the Material Return form. If a Material Return is not used, return authorizations are the responsibility of the initiating department.

How do I get Stores to pickup and ship an item?
The Material Return form serves as a pickup form. After Stores receives the processed Material Return, a driver will pick up the merchandise at the specified address.

What is a call tag?
A call tag is a means of initiating the pickup and shipment of materials by United Parcel Service with the cost billed to the initiating party.

What is a Transportation Service Request (TSR) Card?
The TSR Card is an expedient means of shipping. There is no receipt when merchandise is picked up from the department and the department is responsible for all arrangements with the consignee.

When do I use a TSR Card instead of a Material Return form?
The TSR Card may be used for the shipment of any material not involving a Purchase Order or Purchase Order Draft. The TSR Card may also be used with shipments involving a Purchase Order or Purchase Order Draft valued under $500 with no credit requested. All other shipments must use the Material Return form.