|
|
|
|
WSU Vancouver Mailroom - Shipping
List of all places/people for mail delivery
Go to the Index page for an easy way to find a subject
When Does FedEx (or UPS or ???) Arrive at WSU?
- Short Answer - When the delivery van pulls up to the loading dock
- (In Other Words - there is no set schedule for any delivery to arrive)
- Longer Answer - That is determined by the sender of the item
- FedEx By 8:30 AM = First Overnight (Most Expensive)
- FedEx By 10:30 AM = Priority Overnight
- FedEx By 3:00 PM = Standard Overnight (used for Courier)
- UPS and other delivery companies also have "priority" and "regular" shipping... but they still arrive HERE based on their total workload and other deliveries... so do not expect anything to arrive based on any set schedule (if a vendor sales person says your order will arrive by any certain time... don't believe them, since it is the delivery driver's total route schedule which determines when they arrive here, not the "wishes" of a vendor)
- FedEx (and all other delivery companies) deliver Once a day
FedEx (ALL Carriers) and HazMat
- Please Download and Complete PAGE ONE of This Form, even if your chemical or specimen or "ice box" item is not hazardous, so Mailroom staff will have the form on file if there any questions by the shipping company (ie- if a container spills)
- You must complete the above form to send chemicals or specimens in the Courier box to Pullman (this includes anything you put in an ICE BOX) - Please be sure to use BLACK ink so the copy you make will be legible
Include the original of the above form WITH your FedEx or Courier item, and a copy attached TO the item (just in case the shipping container is damaged during transit) so FedEx will have the information if it is ever needed (information is to include your name and telephone number) and do NOTE that the Mailroom has clear, sticky back, document holders to attach the form to your item (you only use the large FedEx document holders if your item is going to a foreign address)
Please NOTE that even DRY biological specimens require a completed form
Please put your NAME on the FedEx (or UPS) form in case of questions
Please put your 8-DIGIT EXPENSE ACCOUNT in Block 2 on the FedEx form or in Block 1 the "Reference Number" space on the UPS Overnight form
FedEx will not accept HazMat which is not packed properly
Since requirements change, call FedEx at 800-463-3339 to find out how you must package your particular item (ALL BIOLOGICAL PRODUCTS and many chemicals require special packaging)
If in doubt about your item, call FedEx to find out if you need special packaging
Start at FedEx Foreign Shipping Documents as PDF to print the individual pages for the forms you need (one signed originial and 3 copies) then go to FedEx Foreign Shipping Documents Information to obtain instructions when using FedEx to ship to another country
As well as the items discussed above Page One of This Form must be completed for any GROUND shipment containing ice (excepting sealed freezer packs) or any liquid of any kind (including water samples) which could spill if the container is broken
US Mail and HazMat
US Dept of Transportation and HazMat
Air Transportation and HazMat
- Home Page for HazMat by Air
- Since any actual electronic information at this site is available only to members (in other words, for a fee) the IATA link is provided only for general information - for anyone who is interested in reading about IATA
- As part of a February 2008 HazMat class, Mailroom staff has a copy of the IATA book (to keep in the Mailroom, not to loan out) so if you have questions about the MORE RESTRICTIVE air regulations for shipping HazMat, call 6-9708 or Send an Email
Using FedEx for Direct Delivery to a Pullman Location
- Please put your NAME on the FedEx (or UPS) form in case of questions
- NOTE that all mail and deliveries coming TO the WSU Vancouver Branch Campus are dropped off at the Mailroom loading dock, for internal sorting and delivery (Schedule)
- Based on conversations with the Pullman courier staff, using FedEx to send mail addressed to an individual person or Department will SOMETIMES result in the FedEx driver at Pullman making a direct delivery to the address you used on the form
- Other times (seems to be a local option, the decision is made by the individual FedEx driver) your FedEx item will be delivered to the Pullman loading dock, for their internal sorting and courier delivery... so the only benefit to using FedEx in these cases is you will have proof that someone signed for the item
- Also note that ALL items sent UPS, even using the special overnight form, are delivered to the Pullman loading dock for internal sorting and courier delivery
- Be sure to put your 8-digit expense account in the correct location on the FedEx or UPS forms Outgoing Packages (FedEx and UPS)
Package Shipping - Default Method
- First Class US Mail is the default for all outgoing items
- Please put your NAME on the FedEx (or UPS) form in case of questions
- To use UPS or FedEx, you must specify such on your package (for FedEx, use the shipping form provided to each Department... for UPS, attach a note to your package)
- For UPS, you also need to specify the speed, such as Ground, 2-day, etc.
- Start at FedEx Foreign Shipping Documents as PDF to print the individual pages for the forms you need (one signed originial and 3 copies) then go to FedEx Foreign Shipping Documents Information to obtain instructions when using FedEx to ship to another country
Pallet (Heavy or Large Item) Shipping
- WSU Vancouver uses the Pullman shipping system to send a pallet via truck (Click the Auto Freight link on the left)
- You also use the Pullman shipping page to arrange for a pre-paid vendor shipment TO the Vancouver Campus
- To ship FROM Vancouver Please have your pallet ready before entering the information
- Call 6-9000 to have your pallet delivered to the Loading Dock
Accounts for Shipping
- WSU has accounts with FedEx and UPS
- Please put your NAME on the FedEx (or UPS) form in case of questions
- To ship with any other carrier (such as when doing a vendor return) you must have a pre-paid shipping document supplied by the vendor, and a telephone number to call to schedule the shipment (this will usually be on the shipping document)
- PLEASE DO NOT KEEP RETURNS AT YOUR DESK
- Start at FedEx Foreign Shipping Documents as PDF to print the individual pages for the forms you need (one signed originial and 3 copies) then go to FedEx Foreign Shipping Documents Information to obtain instructions when using FedEx to ship to another country
Returning Copy-Printer Toner Cartridges
- PLEASE SEAL THE CARTRIDGE SO TONER WILL NOT SPILL
- Place the cartridge inside a SEALED plastic bag, or make sure all edges and seams of the box are sealed with shipping tape (or both) to insure that toner will not leak out when the box is taken away by Mailroom staff
- Toner cartridges may only be returned if you have a pre-paid shipping label for the return, usually included with the new toner cartridge (or, if you purchased the toner cartridge from a local company, you may send SEALED CARTRIDGES to the Mailroom for the local vender to retrieve - be sure to call the vendor for a pickup, AFTER you send the item to the Mailroom)
- If you do not have a pre-paid shipping label, Mailroom staff are not able to send your cartridge (there is no "standard" return location, since each brand and/or supplier has their own return process)
Important note about scheduling an outgoing FedEx
- Please put your NAME on the FedEx (or UPS) form in case of questions
- Saturday Delivery - Per FedEx, call 800-463-3339 before you attempt to send an item for Saturday delivery, since not all areas have this service
- You may bring a "late" FedEx to the Mailroom by 3:15 PM to be taken away by FedEx with the daily pickup of the Courier box
- Start at FedEx Foreign Shipping Documents as PDF to print the individual pages for the forms you need (one signed originial and 3 copies) then go to FedEx Foreign Shipping Documents Information to obtain instructions when using FedEx to ship to another country
FedEx and UPS Outgoing Schedule
- Please put your NAME on the FedEx (or UPS) form in case of questions
- Be sure to put your 8-digit expense account in the correct location on the FedEx or UPS forms Outgoing Packages (FedEx and UPS)
- To ensure delivery of your item, be it domestic or Foreign (especially Foreign!) be sure to include the Recipient's telephone number, for FedEx or UPS to call in case of delivery problems (If you do not have a telephone number, include an email address)
- Please do not call FedEx or UPS to schedule a pickup, since they may then arrive before your item is ready to be picked up at the Mailroom. Instead, send your item to the Mailroom and the scheduling call will be made from there (NOTE - FedEx is currently used for the daily Courier box to Pullman, so stops at the Mailroom at "about" 3:30 every afternoon)
- Have your FedEx item in (or under, if large) the Blue OUT box by 2PM for your item to be taken away that afternoon
- Remember that UPS and FedEx are not allowed to deliver to a Post Office Box - If you need to send an overnight letter to a PO Box, use US Express Mail
- If you do not have a scale to enter the weight for a box (a FedEx or UPS "letter" does not need a weight) the scale in the Mailroom will be used to determine the box weight
- FedEx picks up outgoing items with the Courier box at about 3:30 PM FROM THE MAILROOM. Any FedEx items which you need to send after the 2:00 PM mail round, must be hand-carried to the Mailroom by 3:15 PM, to be logged and then taken off campus at 3:30 PM for 4:00 PM pickup at the commercial site. (do remember that this late process is only for SMALL items)
- Start at FedEx Foreign Shipping Documents as PDF to print the individual pages for the forms you need (one signed originial and 3 copies) then go to FedEx Foreign Shipping Documents Information to obtain instructions when using FedEx to ship to another country
- UPS sends a driver to the Mailroom every day, at about 4:00 PM, to check for outgoing items. UPS delivers 1-day, 2-day and 3-day, as well as Ground shipping.
- Full Schedule
FedEx Ground
- To use FedEx Ground, attach a note with the address and your expense account. The actual shipping document and scheduling are performed on the Mailroom computer.
- The FedEx Ground system is such that an item scheduled.TODAY will actually be picked up TOMORROW (the next business day) so if you have a ground item which needs to depart today, you should use UPS Ground. UPS Outgoing Schedule
- Start at FedEx Foreign Shipping Documents as PDF to print the individual pages for the forms you need (one signed originial and 3 copies) then go to FedEx Foreign Shipping Documents Information to obtain instructions when using FedEx to ship to another country
- To ensure delivery of your item, be it domestic or Foreign (especially Foreign!) be sure to include the Recipient's telephone number, for FedEx or UPS to call in case of delivery problems (If you do not have a telephone number, include an email address)
UPS "Speed Selection"
- Remember that UPS (and FedEx) are bared by law from delivering to a Post Office Box
- Please put your NAME on the FedEx (or UPS) form in case of questions, do NOTE that the UPS forms you have are for Overnight only, read below for all other delivery speeds
- Each Department has a supply of UPS (and FedEx) Overnight forms, which have a stick-on back to be placed on an envelope or package of your choice (remember to put your expense account in the Reference Number block) Use one of these UPS forms ONLY if you wish to ship overnight, for all other delivery speeds keep reading
- If you do not use a UPS Overnight "sticky" form, be sure to put either your own address label on the item, or at least on a note attached to the item, for entry into the UPS shipping program
- Please send a copy of the form to WSU-V Finance, if you remove the top copy of the overnight form before sending the item to the WSU-V Mailroom
- For all NON-overnight speed selections (2-day, 3-day, Ground) attach a note to your outgoing item, which specifies UPS and the speed class you wish, and a special UPS program will be used, in the Mailroom, to send your item
- Once the entry in the UPS software is completed, a barcode label will be attached to the item and it will be placed out for the daily UPS driver to drive by (at about 4:00) and take away any waiting items
- Specify the value of the item if you wish insurance to be added to the shipping fee
- Be sure to include your expense account on the note!
- When using FedEx to ship to another country, start at FedEx Foreign Shipping Documents as PDF to print the individual pages for the forms you need (one signed originial and 3 copies) then go to FedEx Foreign Shipping Documents Information to obtain instructions
- To ensure delivery of your item, be it domestic or Foreign (especially Foreign!) be sure to include the Recipient's telephone number, for FedEx or UPS to call in case of delivery problems (If you do not have a telephone number, include an email address)
Returns - NOT AT YOUR DESK
- If you call a vendor to arrange a return, you need to place the item(s) with the other OUT mail, marked as a Return and with your name and the date, as soon as possible so the return item will be waiting when the driver arrives at the Loading Dock.
- Since some vendors issue return documents "immediately" it is actully better if you send your return item to the Mailroom BEFORE you call the vendor
- If you hold an item at your desk, and the shipping document is issued to a shipper such as UPS, the driver will attempt pickup 3 times and then cancel the document. If you happen to be out when I then send a request for the item to give to the driver, and the document is cancelled, you will need to start over and have a new return document issued by the vendor
- With 3 exceptions (Food, Live Animals and Laboratory Gas Canisters) all deliveries AND returns are made at the Loading Dock in the Plant Services building.
- If the vendor says they will send a driver directly to your desk to pick up the return, please verify that the driver is a direct employee of the vendor, since drivers for service companies all know they are to go to the Loading Dock for all deliveries and return pickups. Even if the driver is a direct employee of the vendor (such as Pioneer Printing) the driver will still make deliveries and pickups at the Loading Dock unless you have made special arrangements for a direct pickup from your desk.
- If the vendor says they will "send a shipping document" please verify that they mean they will send the document to YOU before you hold the item instead of sending it to the loading dock. In the great majority of cases (there have been 3 exceptions since 1996) what the vendor REALLY means is that they will issue shipping documents TO THE SHIPPER so the local driver will know to stop by and ask for your returning item.
- If you hold an item while waiting for shipping documents what happens (again, only 3 times since 1996 has a vendor sent shipping documents directly to a Department) is that the driver shows up and asks for your item, and I then have to send you an email that you need to send the item to the loading dock. (see #3 above)
When you are paying for a Return (or any outgoing package) please remember that unless you specify otherwise, US Mail is the default method. If you wish to use UPS (less expensive for heavy items going to a street address, plus automatic package tracking) you must specify such on the package.
If you will be reimbursed for mailing cost you need to put a note on the package so Mailroom staff will know to send you the cost information.
Please put your NAME on all outgoing items, in case there is a problem with the return or Mailroom staff have any questions about the return
A Special Note about Purchase Order Returns
When you return an item which was purchased on a Purchase Order, and you indicate that return on the line item on a Receiving Report, you need to specify one of the two options listed below, so the Mailroom staff will know if your PO may be closed, or must be kept open waiting for a replacement
- If you are returning an item for REPLACEMENT, the Purchase Order will be kept open until the replacement item is received and you complete the final line item on the Receiving Report
- If you are returning an item for CREDIT, the Purchase Order will be closed, with a special note at the appropriate line item, so that item is not included in the final payment (payment is made as soon as you complete the final item on the Receiving Report, or the only line item if there is only one item)
Returning a Package - Where the Vendor Pays for Shipping
- ALL PICKUPS ARE AT THE MAILROOM, DRIVERS DO NOT STOP AT YOUR BUILDING - Please NOTE that all returned items (no matter who is paying for shipping) are picked up at the Mailroom - which means that you need to send your return items to the Mailroom BEFORE you call the vendor to arrange for a pickup, to insure that your item is in the Mailroom when the pickup attempt is made.
- Please write 4 things on your return item
- The DATE when you send the item to the mailroom, so a reminder may be sent to you if the item is not taken away in a reasonable amount of time
- Your NAME, so the above reminder may be sent to you
- The name of the VENDOR (in the format HOLD FOR VendorNameHere) so mailroom staff will give the correct item to the driver when asked for a return item (when you are paying for shipping, you will, of course, need to include a full address)
- The RMA number (see next) if required by the Vendor
- A package to be returned to a vendor will usually require an authorization code from the vendor, often called an "RMA Number" (Return Materials Authorization) which is a routing code used by the Vendor's Receiving Clerk to know where to send the item
- This RMA Number is how the vendor tracks returns, and has nothing to do with how shipping is funded or the mode of shipping
- A Vendor having provided you with an RMA Number to write on a box does not mean you are ready to send the box to the Mailroom.
- You need to first make sure the Vendor is also arranging for the shipping. (If the vendor is NOT going to pay for the shipping, you need to put your 8-digit account on the item to pay for the return, and specify the shipping mode, such as UPS/FedEx/US Mail, plus a value if you need more than the default $100 insurance)
- When a Vendor is going to pay for shipping, they will contact the carrier of their choice (usually UPS or FedEx) and authorize shipping on their account - This authorization results in a "Call Tag" which the carrier brings to the Mailroom and attaches to the item being returned.
- If the Vendor wants to pay but have you ship, ask for their UPS (6 digit) or FedEx (9 digit) account and attach the shipping type and account information to the return item (also specify the speed class to be used)
Outgoing Packages (FedEx and UPS)
- When using a FedEx form (or UPS overnight form) (copies at your Faculty Support) please put your NAME at the top of the FedEx or UPS form in case of questions, you may also put the insured amount on the form
- Your 8-digit expense account goes in the REFERENCE NUMBER line on a UPS form and in the INTERNAL BILLING REFERENCE line on a FedEx form - please use those information blocks for ONLY your 8-digit expense account, since anything else put in that block will confuse the billing process
- Only use FedEx Box 7 if you are paying with your own credit card, or if you are entering a 3rd party's FedEx account. WSU Vancouver's FedEx account is pre-printed in Box 1 on the FedEx form. Please do not enter your expense account (format 58xx-xxxx) in the FedEx box 7, as this will only confuse the FedEx accounting.
- For UPS other than overnight, put the destination address and your account number on a note you attach to the item, and be sure to indicate the speed you wish to use (2-day, 3-day or Ground) and any declared insurance amount
- Call 546-9708 if you need FedEx or UPS shipping supplies and supplies will be delivered to your Department's IN box. (A limited number of these mailers are kept in the mailroom)
- Please be sure to include your 8-digit expense account on the form you attach to the outgoing package, format of 58xx-xxxx. (FedEx and UPS forms have peel-off backs and their own glue)
- Please do not put your 8-digit expense account near the preprinted University code number, you will only confuse the shipper
- Please send a copy of the form to WSU-V Finance, if you remove the top copy before sending the item to the WSU-V Mailroom
- Please do not call FedEx or UPS yourself to schedule a package pickup, unless you are going to hand-carry the package to the mailroom yourself to insure the package will be ready for the driver.
- If you need faster pickup than routing the package through the usual campus courier, please hand-carry your package to the mailroom, as the only driver stop is at the mailroom.
- When completing the FedEx INTERNATIONAL form, be sure to complete Section 4 and enter the Commodity Description, Country of Manufacture and Value for Customs blocks.
- To ensure delivery of your item, be it domestic or Foreign (especially Foreign!) be sure to include the Recipient's telephone number, for FedEx or UPS to call in case of delivery problems (If you do not have a telephone number, include an email address)
- Start at FedEx Foreign Shipping Documents as PDF to print the individual pages for the forms you need (one signed originial and 3 copies) then go to FedEx Foreign Shipping Documents Information to obtain instructions when using FedEx to ship to another country
- Note that FedEx envelopes/packages placed in the OUT box by 2:00 PM for afternoon pickup WILL go out that day, with the Courier box (which is sent via FedEx)
- If you have a FedEx item that needs to go out, and it is after 3:30 PM and thus too late for the daily FedEx Courier pickup, you may take the item yourself to the FedEx drop-box at the mailing "store front" near the Safeway for a 4:00 PM pickup.
- Full Schedule
Outgoing Whets Mail (via Courier)
- Please do not put your Whets courier mail in your Department's OUT box
- All Whets mail must be hand carried, by Department staff, to the Vancouver Whets office in the Classroom Building Schedule
- Vancouver Whets Staff will then log the mail and place it in a special handling pouch for priority processing once the Courier box reaches Pullman
- Vancouver Mailroom staff have been instructed to not take Whets Courier mail from a Department's OUT box
- Vancouver Mailroom staff will continue to process all mail, to any destination, which is being sent via US Mail Schedule or by FedEx or UPS FedEx and Direct Delivery to a Pullman Location
Filing a Damage Claim with UPS
TWO HINTS:
Take picures if at all possible
Keep the box so you may prove the damage (you will need to return the box to the Loading Dock... this just means you should not unpack the box and throw it away if you think you are going to file a damage claim)
NOTE: The driver who comes to the loading dock to take away your damaged item does not do an inspection. If you need to have the item inspected before the driver takes the item away, you will need to contact the sender to arrange for an insurance adjuster.
The default limit to damages is $100, so if the item you are sending is over $100, you need to specify that value on your item, so your value may be entered on the UPS shipping document (do be aware that there is a fee for insurance over $100, with the exact fee being determined by your declared value).
For the latest UPS information, Click Here (Summarized Below)
- What do I do if my shipment was damaged? Call UPS Customer Service at 1-800-PICK-UPS (1-800-742-5877). We will be happy to assist you in filing a claim. If you are the receiver, call the person who shipped the package to you and have that person handle the damaged shipment/claims process.
- How do I file a claim with UPS? After you've spoken to UPS Customer Service, you will be given a claim number, also known as an LDI number. Then you will need to send us the following:
- A bill of lading including your signature for the damaged goods.
- A copy of original invoice or statement to show value of the merchandise.
- A copy of the original shipping receipt.
- To obtain the mailing address of your local UPS Claims Office, call UPS Customer Service at 1-800-PICK-UPS (1-800-742-5877).
- How long will it take for my claim to be processed? Once we receive the required information at the UPS Claims Office, we'll typically process the claim within five business days.
Filing a Damage Claim with FedEx
TWO HINTS:
Take picures if at all possible
Keep the box so you may prove the damage (you will need to return the box to the Loading Dock... this just means you should not unpack the box and throw it away if you think you are going to file a damage claim)
NOTE: The driver who comes to the loading dock to take away your damaged item does not do an inspection. If you need to have the item inspected before the driver takes the item away, you will need to contact the sender to arrange for an insurance adjuster.
Like UPS, the person who shipped the item is the person who files the claim. For the latest FedEx information, Click Here
Special (forklift?) Delivery of LARGE Items
- Call 6-9000 if you will need the forklift to unload
- Give detailed driving instructions to the vendor so they may tell the trucking company how to get to your building (or directly to the trucking company, if you have that information)
- Give vendor and/or trucking company information to Mailroom staff, so they may redirect the truck if the driver does not follow the instructions you provided in #2 and ends up at the Loading Dock
- Give Mailroom staff the PO number (if there is one) so a receiving report may be printed to document the delivery (and pay the vendor)
Paying for Items to be Shipped to WSU Vancouver
- You may have a vendor (or private person) ship items using the WSU Vancouver FedEx or UPS account by providing the appropriate account number (look at the FedEx or UPS overnight forms you have) PLUS your 8-digit expense account number
- The sendor writes the WSU-V FedEx or UPS account number in the part of the form which says that someone other than the sendor is paying
- The sendor writes your 8-digit expense number in the part of the form which is for the reference number, so WSU-V Finance may pay the bill when it arrives
UPS Shipping via Vendor or 3rd Party Billing
- You may ship items using someone else's UPS account, such as a Vendor return or a "Person A is paying to ship to Person B" situation
- Write the 6-digit UPS account on the box, along with the notation of the speed to be used (Ground, 2-day, 3-day or overnight)
- HOWEVER
- This procedure only works with US based UPS accounts... Foreign UPS accounts are not allowed for in this process, so be sure the account you write on the box is for a US based company or person
- If you provide UPS information which turns out to be invalid (unfortunately, the UPS shipping software does not check to be sure the information is valid, that is only done afterward by the UPS Billing Department) your WSU expense account will be charged for the shipping
- THEREFORE
- If you need to ship using a Foreign UPS account, follow these 2 steps
- 1 - Weigh the item and send that weight to the account holder
- 2 - Have that person send you a pre-printed shipping label
Last updated 10-12-2007
Send MAILROOM comments to Mailroom
Send FACILITY comments to Facility Operations
|
|
|
