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How to Ship Packages

This page is part of the main KB doc on how to ship packages.

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How to Setup Shipping Accounts

+How to Setup a Shipping Account with FedEx

You will need:

  • Excel Desktop, if you wish to create a new account.

Steps

  • Open this UW VendorNet page on shipping contracts for small packages.
    • Scroll down to the Documents section.
    • Click the FedEx User Guide link. The spreadsheet downloads.
  • Open the FedEx User Guide spreadsheet.
    • The spreadsheet has tabs at the bottom.
    • Click the Getting Started tab and read the information.
    • To create a new account, click the Attachments tab.
    • Double-click the button labeled State GOV New Account Form.xlsx.
    • An Open Package Contents window appears, asking you if you want to open this file.
    • Click open.
    • The spreadsheet opens.
  • In the State GOV New Account Form spreadsheet:
    • Complete the information in row 4 of the spreadsheet.
    • Save the spreadsheet under a new name (add your name to it).
    • Close the spreadsheet.
  • In the FedEx User Guide spreadsheet:
    • Click the Navigate Contract tab.
    • Read Step 3 to learn how to submit the form.

What to Do if You Think Your Lab Has an Account, But You Don’t Know the Number

+How to Setup a Shipping Account with UPS

You will need:

  • Excel Desktop, if you wish to create a new account.

Steps

  • Open the UW VendorNet page on shipping contracts for small packages.
    • Scroll down to the Documents section.
    • Click the UPS User Guide link. The spreadsheet downloads.
  • Open the UPS User Guide spreadsheet.
    • The spreadsheet has tabs at the bottom.
    • Click the Getting Started tab and read the information.
    • To create a new account, click the Attachments tab.
    • Double-click the button labeled UPS New Acct Request Form II.xlsx.
    • An Open Package Contents window appears, asking you if you want to open this file.
    • Click open.
    • The spreadsheet opens.
  • In the UPS New Account Form II spreadsheet:
    • Complete the cells in column D of the spreadsheet.
    • Save the spreadsheet under a new name (add your name to it).
    • Close the spreadsheet.
  • In the UPS User Guide spreadsheet:
    • Click the Navigate Contract tab.
    • Read Step 3 to learn how to submit the form.

What to Do if You Think Your Lab Has an Account, But You Don’t Know the Number

How to Ship Packages

+How to Ship a Package with FedEx - Domestic Shipping

You Will Need:

  • package weight
    • use the postal scale in room 237
  • name, address, and phone number of recipient
  • an active FedEx account

Steps

  • Prepare the package.
  • Shipping with dry ice?
  • Complete the paperwork online:
  • Prepare, print, and apply a shipping label.
  • Drop the package off yourself or call FedEx to request pickup:
    • Drop-off:
      • When you complete the digital form and select shipment options, the software will display the nearest FedEx drop-off location.
    • FedEx pickup:
  • Track your shipment on the FedEx site.

Resources

+How to Ship a Package with FedEx - International Shipping

You Will Need:

  • package weight
    • use the postal scale in room 237
  • name, address, and phone number of recipient
  • Shipment purpose (commercial, gift, sample, repair/return, personal effects, personal use)
  • item description for all items
  • country/territory of manufacture for all items
  • quantity, unit, weight, and value for each item
  • an active FedEx account
  • optional – if shipping with dry ice:
    • Dry ice labels (stored in room 237).
    • Dry ice (Babcock Hall across the street may have it)
  • optional – if you need to affix commercial invoices or other documents to the outside of the package:
    • Clear plastic adhesive envelopes (stored in room 237).

Steps

  • Prepare the package. 
  • Shipping with dry ice?
  • Complete the paperwork online:
    • Login to your FedEx account.
    • Complete the digital form, including the additional steps to create documentation such as a commercial invoice.
      • If you already have a commercial invoice, upload it as an attachment.
      • If you need to create a commercial invoice, see the How to Create a Commercial Invoice section below.
    • If necessary, the software will explain how many copies of each document to print and where to place the copies. 
      • You may need to affix copies to the outside of the package.
      • You can find for this purpose in room 237.
  • Prepare, print, and apply a shipping label.
  • Drop the package off yourself or call FedEx to request pickup:
    • Drop-off:
      • When you complete the digital form and select shipment options, the software will display the nearest FedEx drop-off location.
    • FedEx pickup – occasional use only:
  • Track your shipment on the FedEx site.

How to Create a Commercial Invoice

You will need:

  • Specific description of goods
  • Unit of measure, quantity, and unit value (for instance, 5 samples worth $1 each)
  • Country of origin – where the product was made or assembled
  • Product ID
    • If your product has an ASIN, UPC, or EAN, enter it here.
    • If it does not, select “product name” and use the name of the item being shipped.

Follow the prompts to create the commercial invoice.

Resources

+How to Ship a Package with UPS - Domestic Shipping

You Will Need:

  • package weight
    • use the postal scale in room 237
  • package dimensions
  • monetary value of the shipment
  • name, address, and phone number of recipient
  • an active UPS account

Steps

  • Prepare the package.
    • Make sure to put the PI name on the package.
    • Seal your box with plastic or nylon tape at least two inches wide. Don’t use duct tape.
  • Shipping with dry ice?
  • Complete the paperwork online:
  • Prepare, print, and apply a shipping label.
  • Get the package to UPS:
    • Drop-off:
      • Russell Labs loading dock:
        • Deadline for weekly pickup: Wednesday morning.
        • Place the package in the bin marked for UPS pickup.
      • UPS store or other UPS location:
      • UPS scheduled pickup:

Resources

+How to Ship a Package with UPS - International Shipping

You Will Need:

  • package weight
    • use the postal scale in room 237
  • name, address, and phone number of recipient
  • Shipment purpose (commercial, gift, sample, repair/return, personal effects, personal use)
  • Item description for all items
  • Country/territory of manufacture for all items
  • Quantity, unit, weight, and value for each item
  • an active FedEx account
  • Optional – if shipping with dry ice:
    • Dry ice labels (stored in room 237).
    • Dry ice (Babcock Hall across the street may have it)
  • Optional – if you need to affix commercial invoices or other documents to the outside of the package:
    • Clear plastic adhesive envelopes (stored in room 237).

Steps

  • Prepare the package.
    • Make sure to put the PI name on the package.
    • Seal your box with plastic or nylon tape at least two inches wide. Don’t use duct tape.
  • Shipping with dry ice?
  • Complete the paperwork online:
  • Complete the digital form, including the additional steps to create documentation such as a commercial invoice.
    • If you already have a commercial invoice, upload it as an attachment.
    • If you need to create a commercial invoice, see the How to Create a Commercial Invoice section below.
  • If necessary, the software will explain how many copies of each document to print and where to place the copies.
    • You may need to affix copies to the outside of the package.
    • You can find for this purpose in room 237.
  • Prepare, print, and apply a shipping label.
  • Get the package to UPS:
    • Drop-off:
      • Russell Labs loading dock:
        • Deadline for weekly pickup: Wednesday morning.
        • Place the package in the bin marked for UPS pickup.
      • UPS store or other UPS location:
      • UPS Pickup:

How to Create a Commercial Invoice

You will need:

  • Specific description of goods
  • Unit of measure, quantity, and unit value (for instance, 5 samples worth $1 each)
  • Country of origin – where the product was made or assembled
  • Product ID
    • If your product has an ASIN, UPC, or EAN, enter it here.
    • If it does not, select “product name” and use the name of the item being shipped.

Follow the prompts to create the commercial invoice.

Resources

+How to Ship a Package with USPS

Small Packages

Large Packages

  • Do not use USPS.  Use UPS or FedEx.
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