UPS ProceduresGuide

Prepared for The University of Minnesota

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Table of Contents

Advantage UPS

Chapter 1

Establish UPS Account

Outbound Shipping1

UPS Services1

Pick-up Service2

UPS Drop Boxes/ Location Finder3

Chapter 2

Shipment Processing4

WorldShip4

CampusShip5

Internet Shipping5

Customer Technology Program6

Chapter 3

Freight Collect/ 3rd Party Shipping7

Return Service Labels8

Chapter 4

Supplies9

Supply Ordering Options9

General Shipping Supplies9-11

Customized Express Letters12

Chapter 5

Customer Support13

Chapter 6

Tracking14

Package Tracking Options14

Chapter 7

UPS Billing Solutions15

Invoice Options15-16

Advantage UPS

More service options to assist with managing freight costs

Simplified shipment processing & expense allocation

Customized branded express letters exclusive to the U of MN

Dedicated UPS Account Manager

UPS’s integrated network allows one driver to service all your pick up

and delivery needs

UPS is the Preferred Shipper of U of MN Gopher Athletics

UPS is a Corporate Sponsor of the U of MN Amplatz Children’s Hospital

UPS procedures guide

Chapter 1

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UPS procedures guide

UPS Outbound Shipping

Establish a UPS Account

Contact UPS Account Manager Barry Brands or Associate Kaye Schmaus to request the creation of a UPS account number for your department:

Barry BrandsKaye Schmaus

3312 NE Broadway Stor3312 NE Broadway St

Minneapolis, MN55413Minneapolis, MN55413

612-379-6546612-379-6613

UPS Services

UPS providesthe most comprehensive portfolio of domestic and international services in the industry. The University of Minnesota has the option of using any UPS service that meets your delivery needs. The services that have been identified as being primary services for The University of Minnesota network are outlined below.

UPS Domestic Services

Next Day Air® Early A.M.®

  • Guaranteed weekday delivery to major cities in the contiguous 48 states by 8:00 a.m.
  • Delivery by 8:30 a.m. to most other U.S. cities, including Anchorage, Alaska
  • Available for weekday and Saturday deliveries

UPS Next Day Air®

  • Guaranteed Overnight Delivery to every address in all 50 states and Puerto Rico
  • Guaranteed Overnight Delivery by 10:30 a.m., 12:00 noon, or the end of next business day
  • Saturday Delivery by noon or 1:30 p.m.
  • Deliveries to Hawaii may take an extra day
  • Deliveries to remote locations in Alaska may take an additional 1-5 days

Next Day Air Saver®

  • Guaranteed Overnight Delivery by 3:00 p.m., an affordable delivery option for shipments that require next-business-day delivery, but don't have to be there in the morning.
  • Guaranteed delivery by 3:00 p.m. to commercial destinations where UPS Next Day Air® delivery is committed by 10:30 a.m.
  • Guaranteed delivery by 4:30 p.m. to commercial destinations where UPS Next Day Air delivery is committed by 12:00 noon
  • Shipments to residential locations within the Next Day Air Saver area are delivered by end of day

2nd Day Air A.M.®

  • Guaranteed Two-day Delivery by 10:30 a.m. to commercial destinations where UPS Next Day Air® delivery is committed by 10:30 a.m.
  • Guaranteed Two-day Delivery by 12:00 noon to commercial destinations where UPS Next Day Air® delivery is committed by 12:00 noon.

2nd Day Air®

  • Guaranteed Second-day Delivery, use as an economical alternative for time-sensitive shipments that do not require next day delivery.
  • Guaranteed on-time delivery throughout the U.S. and Puerto Rico by the end of second business day

3 Day SelectSM

  • Guaranteed delivery in three business days to/from every U.S. address in the 48 contiguous states

Ground

  • Ground service provides day-specific delivery to destinations in the U.S.
  • Guaranteed day of delivery from all addresses in the 48 contiguous states of the U.S. to every address in the 48 contiguous states

Pick-up Service

UPS will provide daily pick up at your department location for all Air, Ground, and International packages. A weekly service charges will be assessed to any account that has a designated daily UPS pick-up (see below). Daily pick up service generally occurs between 2:30 and 5:30 PM and will occur at approximately the same time (within a 45-minute window) each day – Monday through Friday.

UPS daily pick-up customers can also use UPS OnCall Air Pick up service for pickup of air packages after the regularly scheduled pick up via the UPS web site at

or by calling 1-800-PICK UPS.

ups location finder

UPS.com has a helpful tool that enables the user to locate the nearest UPS Drop Box, UPS Store, UPSCustomerCenters, Alliance Locations, and Authorized Shipping Outlets. The Location Finder is located under the “Locations” tab on UPS.com.

Chapter 2

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UPS procedures guide

Shipment Processing

UPS provides a number of shipment processing alternatives that are designed to accommodate both large and small volume shippers. UPS technology solutions can improve shipping tasks and streamline your business. Each University of Minnesota department will have the option of using one (or more) of the shipment processing solutions listed in this section. Your UPS account representative can help you determine which solution best fits your needs.

UPS Worldship

UPS WorldShip is a robust software application that gives you access to the complete range of UPS services and is ideal for customers with medium to high-volume shipping needs. A computer, printer, and scale may be required to most effectively utilize the features of WorldShip. Each department will need to decide the most appropriate means for obtaining the necessary hardware (see Customer Technology Program).

Here are some of the features of WorldShip that can simplify shipping:

  • Ability to connect WorldShip to your order entry and accounting systems to import address information directly – no key entry or maintenance of a separate address book.
  • Quick and simple process for generating package labels.
  • Maintain shipment history for easy retrieval and tracking.
  • Ability to send Quantum View® e-mail notifications to let your customers know where shipments are and when they will arrive.
  • Expedite shipment processing by customizing default settings to match your shipping preferences.
  • Print international shipping documentation without the need for additional software.
  • Print multiple Return Service labels for advanced distribution to customers

Minimum system requirements: see UPS.com

Next Steps:

  1. Contact UPS Account Representative for software CD
  2. Download and install WorldShip from UPS.com
  3. Download WorldShip User Guide at UPS.com

UPS Campusship

UPS CampusShip® is a secure Web-based shipping system that enables employees who are spread across multiple campuses, large office buildings, or locations worldwide to ship documents, packages, and heavy freight from any computer with Internet access. Import or integrate shipment data into your back-end mailroom, tracking, billing, and payment processes to further enhance your efficiency.

With a suite of administrative features, you can reduce costs, improve productivity, and provide better service to your customers or clients. Utilize the service selection tool within CampusShip to easily chose the most cost effective service based on your delivery time requirements. Since there's no installation or download required, CampusShip is easy to implement and easy to use.

Next Steps:

  1. Contact UPS Account Representative to request registration
  2. Receive UPS CampusShip User ID and temporary password
  3. Log in to UPS CampusShip and change password
  4. Begin Shipping

UPS internet shipping

UPS Internet Shipping at UPS.com is your fastest and most convenient shipping solution on the Web and is an appropriate option for locations shipping less than 20 packages per day. Store thousands of addresses online, access your shipping history, and even arrange for a pickup. UPS Internet Shipping allows for fast and convenient shipping via the Web - no additional software is needed

For domestic and international shipments all you need is an Internet connection, a My UPS ID, and your UPS Account Number.

Features

  • Personal address books. Store contact information for as many as 2,000 recipients.
  • Shipping history. Use shipping history to review, track, intercept, and void your previous shipments. You can even re-ship using the shipping information from a previous shipment.
  • E-mail notifications. Alert shippers and recipients of outgoing shipments.
  • Customizable preferences. Save your billing, notification, and printing preferences for fast, easy shipping.

Next Steps

  1. Visit
  2. Register for you’re My UPS ID
  3. Set preferences on the “Shipping” tab
  4. Order label pouches (item # 171604) for plain paper labels
  5. Begin shipping

ups customer technology program

The UPS Customer Technology Program makes shipping technology easily accessible with affordably priced, full-featured bundles of best-in-class hardware, software, and peripherals. You can automate your shipping and tracking while streamlining business processes, all with a comprehensive, affordable technology solution from UPS-approved vendors.

Features

  • Provides you with access to PCs, printers, and more from leading manufacturers
  • Affordably priced equipment meeting UPSWorldShip® specifications
  • Complete and ready to handle your entire shipping operation from your desktop
  • Allperipherals are UPS WorldShip compatible
  • All PCs come with UPS WorldShip preinstalled
  • Three-year, on-site technical support from PC manufacturers at no additional charge

For qualifying locations, UPS may be able to provide some level of financial subsidy to help offset the cost of desired computer hardware. Please see your UPS Account Executive for more information and qualifications.

Chapter 3

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UPS procedures guide

Inbound Shipping

Control of the inbound shipments to your department is easy with UPS and you will take advantage of the negotiated UPS rates if they are billed to you UPS account.

freight-collect or 3rd party billing

When placing an order for goods and materials from any of your vendors, you can take advantage of your negotiated UPS rates by directing those vendors to ship your order via UPS and to have the freight charges billed to your UPS account number. Below is a summary of the benefits you will receive using UPS for your inbound shipments:

  1. Reduced costs. Typically suppliers will add shipping & handling to your product order. These charges can be reduced substantially by having the vendor bill the freight charges directly to your UPS account (at the U’s negotiated UPS rates).
  1. Complete in-transit visibility to inbound shipments via UPS Quantum View Manage. This visibility enables better planning and peace-of-mind regarding the date the shipment is scheduled for delivery.

How do I direct vendors to ship via UPS and bill my account?

  1. When placing an order, be sure to specify: Ship via UPS and bill transportation charges fright-collect to my UPS account number ______.
  1. Provide the vendor with your “billing zip code” if different from your “shipping zip code”
  1. Transportation charges will then appear on your weekly UPS invoice under the “Freight-Collect” section and will show detailed shipment information.

Return services

UPS provides various return services that allow you and your package recipients to return goods by paying a nominal fee. Select the Return Service you want to use from the drop-down list from UPS Worldship, CampusShip, or Internet Shipping.
When selecting a return service you have the option of billing your UPS Account Number, the person or company returning the package, or a third party. Note: You cannot bill a return shipment to a payment card (for example a debit or credit card).
UPS ReturnsSM - Electronic Return Label (ERL) E-mail
With this Return Service, UPS sends a return label via e-mail to the recipient you specify. The recipient prints the return label and attaches it to the package being returned.
UPS Returns - Print Return Label
This Return Service allows you to create a return label and send it to the recipient with your shipment or separately.
UPS Returns - Print and Mail Return Label
With this Return Service, UPS prints your return label and mails it to the party making the return.
UPS Returns Plus
With this option, a UPS driver carries a preprinted return label when attempting to pick up the return package.

  • 1 UPS PickupAttempt allows the shipper to request one pickup attempt for return of a UPS package. If the package cannot be picked up, the label is left for the recipient to return the package via any UPS method.
  • 3 UPS Pickup Attempts allows the shipper to request three pickup attempts for return of a UPS package. After the third pickup attempt, the label is returned to UPS.

Chapter 4

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UPS procedures guide

Supplies

UPS provides shipping labels and supplies at no charge to UPS customers. Typical supplies include thermal labels, Air Shipping Documents, Air Letter envelopes, poly paks, and air shipping boxes.

Supply ordering options

UPS WorldShip: When using the UPS WorldShip application, there is a UPS.com icon that will log you take you to the UPS.com as a WorldShip user for limited ordering of UPS supplies.

UPS.com: A complete range of shipping supplies can be ordered via UPS.com by logging in with you’re My UPS ID and selecting “Get UPS Labels, Paks, and More” under the “Shipping” tab. Descriptions and graphics of the UPS supply items helps in choosing the appropriate supplies.

1-800-PICK-UPS: Supplies can also be ordered by calling UPS.

Generalshipping supplies

WorldShip Labels:

  1. Item #01774006 Direct Thermal Label 4" x 6.25" Roll of 320 labels. For thermal printers.
  1. Item #01774501 UPS WorldShip Peel-and-Stick Label - 2 per page. For UPS WorldShip or UPS Internet Shipping users to print address labels (two per sheet) using their own laser printers.

Address Label Pouch

  1. Item #0171604 Address Pouch. A see through protective pouch that adheres to a package for shippers to display plain paper address labels.

Air Shipping Documents (ASD’s)

0201952542609
/ / UPS Next Day Air Saver Shipping Document (ASD)
An address label, tracking label and shipping record combined into one form. Can be preprinted with customized information.

*Next Day Air and 2nd Day Air ASD’s are also available.

General Supplies

010195101
/ / UPS Express Envelope
For urgent correspondence and documents. No weight limit for UPS Air Services.
010195111
/ / UPS Express Pak
Appropriate for flat, unbreakable articles such as computer reports and large reports.
01019510603
/ / UPS Express Boxes (Small)
Designed to accommodate smaller items such as books, tapes, etc.
01019510605
/ / UPS Express Boxes (Med)
Suited for a wide variety of merchandise. Will accommodate legal size binders and documents.
01970547
/ / UPS Daily Rate and Service Guide
This UPS Rate and Service Guide includes Daily rates, plus all the details you need to prepare, process and ship packages.
01875614
/ / International Waybill Pouch
A resealable plastic pouch that holds documentation required for international shipments. Peel-off backing for easy application.
01774501
/ / UPS WorldShip Peel-and-Stick Label - 2 per page
For UPS WorldShip or UPS Internet Shipping users to print address labels (two per sheet) using their own laser printers.
8.5" x 5.5"

Customized supplies

UPS and the U of MN have developed a customized Express Letter to assist with the marketing efforts of the U of MN. Below is a picture of the Express Letter that is available. To order please contact UPS Account Manager Barry Brands (phone- 612-379-6546; email- ) or U of MN Address & Mailing Manager Dale Mossestad (phone- 612-626-9416; email- ) .

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UPS procedures guide

Chapter 5

Customer Support

UPS.com

  • Information and support for UPS services, track packages, cost calculators, time-in-transit calculators, UPS news, facts and figures. Available 24 hours a day, 7 days a week.

Customer Service Office 1-800-PICK-UPS (1-800-742-5877)

  • For answers to any service-related question, supply orders, billing questions.

International Customer Service Center 1-800-782-7892

  • For questions about international shipments including tracking, customs brokerage and export documentation support.

WorldShip Technical Support 1-888-553-1118

  • Technical and user support for UPS WorldShip

UPS Account Manager

  • The U of MN has an assigned UPS sales resource dedicated to managing your UPS account and ensure that your shipping needs are met.

Name:______Barry Brands______

Phone:______612-379-6546______

Email:______

Chapter 6

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UPS procedures guide

Package Tracking

Our advanced package tracking system is just one more way UPS keeps you up to date with electronically generated information. The UPS tracking system offers delivery details within minutes of your shipment’s arrival for most North American and European destinations and many major business locations worldwide. This state-of-the-art system allows you to find out where your shipment is, when it was delivered, and who accepted it – 24 hours a day, every business day.

UPS Package tracking options

UPS WorldShip: Packages processed via the UPS WorldShip system may be tracked directly from “shipping history”

UPS Quantum View Manage: This is a web-based package tracking tool that provides visibility to all packages shipped within the past 45 days. Quantum View Manage provides flexible access to tracking information and can even provide alerts for packages that may be delayed due to weather or other unforeseen circumstances. See your UPS account manager for access to this tool.

UPS.com: Packages can be tracked via the UPS web site.

1-800-PICK UPS: UPS customer support can assist with package tracking requests.