When purchasing tangible items on behalf of Fairmont State University, the State Auditor’s
Office requires a state receiving report to be completed and attached to the payment
request documentation. The use of this state form certifies the items were received
in accordance with Fairmont State and the State of WV Purchasing Policies.
PO Related Purchases
The department must notify the receiving station of the items received as soon as possible by either sending an email or sending a signed packing slip. Both options require the following items to be included:
PO number
Item number from the PO of the item that was received
Quantity received
Date items were received
Accounts Payable will complete the receiving report based on this information and forward to the State along with all other payment request documentation
Direct Purchases
The department is responsible for completing the receiving form in its entirety and forwarding to accountspayable@fairmontstate.edu along with all other payment request documentation.
All items received MUST be itemized on the receiving report AND the email/packing slip. “As per attached” is not acceptable language on the receiving report sent to AP or the email/packing slip sent to the receiving station.