BOP Program Statement 8351.02 § 8

All materials and supplies received by the factory physically enter through the warehouse.

Exceptions must be approved by the Accountant or Business Manager on site.

Immediately upon receipt, the bill of lading must be reviewed by warehouse staff to ensure the

shipment is intended for their location and to protect sensitive information from inmate access.

Once the physical skid count has been verified against the listed count on the bill of lading, the

staff member present must sign and date the bill of lading. All discrepancies and visible damage

will be notated on the landing bill and signed by the delivery driver. All notated discrepancies

must be reported to the vendor, Contracting Officer, and Factory Manager that same day. It is

also recommended to note on the bill of lading that goods received are “Subject to Count and

Quality Inspection.” If no landing bill is included in the shipment, the warehouse staff must

contact the vendor to obtain the missing documentation. The Contracting Officer and Factory

Manager must be notified and copied on any correspondence sent to the vendor.

The packing slip will be used to inventory the shipment. Any variances between the physical

inventory and the packing slip must be annotated and reported to the vendor, Contracting

Officer, and Factory Manager that same day. If no packing slip is included with the shipment, the

8351.02 3/19/2026 PROPERTY OF US GOVERNMENT 4

warehouse staff will contact the vendor to obtain the missing documentation. The Contracting

Officer and Factory Manager must be notified and copied on any correspondence sent to the

vendor. All materials received must be entered into the FPI financial information system within

one business day of receipt. Non-compliance is documented indicating the circumstances (e.g.,

institution lockdown, wall-to-wall inventory, or unavailability of the FPI financial information

system). As required by the Program Statement Quality Program Manual, materials are either

accepted, retained for rework, or rejected. Defective materials are stored in the designated quality

assurance holding area in the warehouse and moved into the Warehouse Rejection (WHRJ)

location within the FPI financial information system until disposition is made.

The defective materials remain in the WHRJ location in blocked status until physically returned

to the vendor, via a return authorization, and a goods movement is posted in the FPI financial

information system. The warehouse notifies the Centralized Accounts Payable (CAP) section

immediately upon return of defective material. If disposition of the received material is

unresolved after three business days, the warehouse contacts CAP to prevent vendor payment.

If delivered quantities exceed the allowable over-delivery tolerance, warehouse staff receive only

the allowable value, including the delivery tolerance, and notify the vendor, Contracting Officer,

and Factory Manager immediately to determine whether the excess is to be received or returned

to the vendor. Quantities need to be safeguarded until final resolution with the vendor.

Goods receipts are processed in the FPI financial information system by matching the receipt of

materials to the correct purchase order. For service-type purchase orders with goods receipt

requirements, the warehouse must have signed verification that the service has been performed.

QA stamps and Certificates of Conformance (where applicable) are required, with the exception

of GFM.

Receipts of materials against purchase card orders are executed using the FPI financial

information system. The signed receiving report and a copy of the packing slip, if available, are

sent to the respective card holders as received.

Receipt of hazardous material is conducted per Section 12 of this program statement.