McMASTER UNIVERSITY

Complete Policy Title:	SUPPLIER SAMPLES
Policy Number (if applicable):	P-390
Approved by:	COG
Date of Most Recent Approval:	October, 1994
Revision Date(s):
Position Responsible for Developing and Maintaining the Policy:	Director, Purchasing Resources
Contact Department:	PURCHASING RESOURCES

DISCLAIMER:

If there is a discrepancy between this electronic policy and the written copy held by the Policy owner, the written copy prevails.

PURPOSE
To establish procedure for the handling of supplier samples.
SCOPE
This procedure applies to all employees.
PROCEDURE
When suppliers offer samples for evaluation, they will be accepted only under the following conditions:
- the product is one which is of a type presently in use or is of potential use to the University. Samples of goods not likely to be purchased are not to be accepted;
- the quantity or size of the sample is relatively small and of low value. The object of a sample is the examination of its fitness for our service or use -- not to provide an inventory of the material;
- any chemicals offered as vendor samples shall not be accepted unless accompanied by a Material Safety Data Sheet. Further, the product shall not be released for testing without the prior approval of the Director, Environmental Health and Safety or his designated representative;
- if supplier samples are accepted, they shall be promptly conveyed to the appropriate shop or department for testing. The supplier is entitled to a prompt evaluation of his/her sample, and he/she shall be accorded this.
In the event that a Purchasing Officer requests a sample from a supplier to evaluate its applicability to a potential University situation, such samples shall be purchased if they exceed a nominal value.