SERVICES
80.15
Revised 12-08
Central Receiving
335-5575
SHIPPING SERVICE
Central Receiving processes outgoing shipments for University departments located on the Pullman campus.
Using Central Receiving enables WSU to minimize service vehicle traffic on the Pullman campus.
Overnight Service
Use Central Receiving for overnight shipments by Federal Express or other carriers offering overnight service. See also 80.28.
Assistance
Contact Central Receiving for assistance and advice. Central Receiving personnel can explain shipping and routing options. Central Receiving also provides rate quotes and insurance prices. See also 80.28 and SPPM S80.68.
REQUEST FORM
The Request for Shipment of Merchandise form directs Central Receiving to:
- Ship an outgoing package, or
- Return an item to a vendor for any reason (this includes any item given directly to a vendor's representative).
Ordering Forms
Order the Request for Shipment of Merchandise form from Central Stores. Request item number 3979.
Completion Instructions
The following numbered explanations correspond to the numbered sections on the sample in the PDF version of 80.15.2. Unnumbered sections are considered self-explanatory.
Ship To (1)
Always complete the SHIP TO section of the form.
Ship Via (2)
Specify how Central Receiving is to send the item.
Auto
Auto freight (large truck); used for large bulky items, e.g., items on pallets, furniture. Shipment over 200 pounds are shipped by auto freight.
Ground
Ground transport; used when time is not a factor to minimize expense.
Air Priority Overnight
Air delivery by 10:30 a.m. the next morning to designated locations.
Air Standard Overnight
Air delivery by 3:00 p.m. the next afternoon.
Air 2-Day
Air delivery by 4:30 p.m. the afternoon two days after the day ordered.
Air 3-Day
Air delivery by 4:30 p.m. the afternoon three days after the day ordered.
Prepaid Label
Items being returned to a vendor on a prepaid label. This label may be a United Parcel Service (UPS) call tag, a Return Service (RS) label, or a Federal Express (FedEx) ground Package Return Program (PRP) tag.
Insurance (3)
Indicate whether or not the package should be insured.
To purchase insurance check yes and specify the value of the package. If the form describes more than one package, place a number on each package. On the form enter each package's value next to the package number. Use an attachment if necessary.
Billing (4)
Indicate how Central Receiving is to bill the shipping.
Prepaid
Accounts Payable charges the specified University account for the shipping charges.
Freight Collect
This applies to auto freight. Collect freight is charged to the department shipping the goods.
Bill Recipient
This applies to UPS and FedEx shipments. The recipient pays for the shipping charges.
Include the UPS or FedEx account number on the request in order for the request to be shipped collect. Include any authorization from the recipient which indicates a willingness to pay the shipping charges. If the recipient refuses the collect shipment, the department is responsible for shipping costs.
COD
COD (Collect on Delivery) directs Central Receiving to ship COD on UPS. Obtain prior approval from the recipient before shipping COD.
Department Account (5)
Enter the coding of the WSU account paying for the shipping services.
Description of Merchandise (6)
Describe the package contents. Central Receiving uses this description to help find lost packages and file damage claims.
Hazardous Material (7)
Complete this section if shipping hazardous material. See also S80.68.
- Confirm whether or not the package contains hazardous material;
- Indicate the description and weight of dry ice in kilograms (kg.);
- Provide the name of the hazardous material package preparer.
Returning Merchandise (8)
Complete the RETURNING MERCHANDISE section in addition to the SHIP TO section when returning merchandise to a vendor.
Purchase Order Number (9)
Enter the Purchase Order Number in the block showing the alpha prefix from the purchase order that initiated the original purchase.
NOTE: A Purchase Order Number includes an F, B, or K prefix. F represents a Field Order Number, B a Blanket Order Number, and K a Department Order.
Reason for Return (10)
Indicate the reason for returning the merchandise.
Contact With Vendor? (11)
Enter the details of any contact with the vendor regarding the merchandise. Include any directions. Include the vendor contact name and telephone number.
Return Authorization No. (12)
Enter a return authorization number if the vendor provides one. If the vendor provides a return number, the number must be referenced on the outside of the box in order to correctly return the merchandise. Many vendors do not accept returned merchandise without a Returned Merchandise Authorization number.
Authorized Signature (13)
An employee with expenditure authority for the account must sign the form if the department is paying the shipment costs. See 70.02 for an explanation of expenditure authority.
Mail Code (14)
Enter the department's mail code.
Form Routing
Retain the goldenrod copy as a control copy. Route the rest of the form set with the merchandise.
REQUEST PICKUP
Contact Central Receiving to request merchandise pickup; telephone 335-5575.
SHIPMENT
Central Receiving ships the merchandise and distributes the remaining form parts.
White
The white original is routed to Accounts Payable, Controller's Office. (Accounts Payable charges the shipping costs, insurance and/or packing charges to the indicated account.)
Yellow
Central Receiving files the yellow copy.
Pink
Central Receiving returns the pink copy to the department.
TRACKING PACKAGES
To track a lost package or to verify that a sent package has been received, the user must have the tracking number provided on the Request for Shipment of Merchandise. The tracking number is located in the upper righthand corner of the request under Carrier No.
United Parcel Service
Look up the tracking number on the Request for Shipment of Merchandise form returned by Central Receiving. When tracking a package with UPS, always add the prefix "1Z942281" to the the tracking number on the request form. With the complete tracking number UPS can provide immediate proof of delivery.
UPS shipments may be tracked by telephone or online.
Telephone
To track a package by telephone through UPS dial the 800 telephone number. Provide the representative with the tracking number. Also, provide UPS with the WSU shipper number (942-281).
Online
To access UPS tracking information online, go to:
- Select "Tracking"
- Enter the UPS tracking number
- Select "Submit"
Federal Express and Others
Federal Express (FedEx) shipments may be tracked by telephone or online.
Telephone
Dial the 800 telephone number for FedEx. Provide the representative with the tracking number from the FedEx Airbill or applicable Request for Shipment of Merchandise form.
Online
To access FedEx tracking information online, go to:
- Select "Tracking"
- Enter the FedEx Airbill number
- Select "Request Tracking Info"
Auto Freight Carriers
Large items usually weighing 150 pounds or more are shipments sent via auto freight. These shipments may be tracked by pro numbers. (The term "pro number" is short for progressive number and is a transportation industry term used primarily by transportation providers.)
Use one of the following methods for tracking inbound or outbound auto freight:
Inbound Freight
Contact the vendor to obtain the pro number. The vendor or Central Receiving can provide tracking information for an inbound shipment.
Outbound Freight
The pro number is located under Carrier No. on the Request for Shipment of Merchandise form, or may be obtained by contacting Central Receiving. Central Receiving provides tracking information for outbound shipments.
Other Carriers
Dial the 800 telephone number for the other carrier. Provide the representative with the tracking number from the carrier document.
PACKING MERCHANDISE
Follow these steps when packing merchandise for shipment.
Container
Use a corrugated carton. Choose one having rigid construction with all the flaps intact. Remove old addresses and shipper numbers.
Cushioning
Pack with plenty of cushioning. Use at least two inches of cushioning material under, around, over and between the shipped items. The contents should not move inside the container during transit.
Sealing/Taping
Do not wrap the box with paper. Seal the carton with sturdy fiberglass tape. Do not use cellophane tape, masking tape, or string.
Labeling
Type or clearly print the address information on labels. Type the recipient address on one label. Type the department's campus return on a separate label.
Place the labels on the top of the carton but not over the tape. Place the department's campus return label in the upper left corner. Include telephone numbers for both parties.
Place a duplicate label inside the carton. Duplicate the information appearing on the outside package label.