Logistics - To Off-Campus Locations

This document outlines how to ship an item to general off-campus locations, off-campus vendors with a prepaid label, or off-campus vendors with an RA number.

Notes

Shipping a package to an off-campus location might come up in the case where a customer works remotely or you need to return an item purchased from a vendor. If a shipment for UW staff is for international export, you must send the items to the person's department on-campus and let them handle the customs, technology export rules, etc. as DoIT's logistics department WILL NOT ship internationally.

For all shipments, remember to email Logistics well in advance so they can plan and schedule when to deliver the items as requested.

Procedure

Shipping a package to an off-campus location:

  1. Create a Word document with the following information or use the template attached to this doc and edit it for your use:
    Please ship, (insert value to be insured for or say uninsured), via (type of) shipping to the below address. Bill to UDDS A06705X (fill in appropriate group UDDS). Please email tracking numbers to (your email address). 

    Santa Claus/Christmas Workshop

    1234 Candy Cane Street

    North Pole, TW 00000

    RMA Number (if applicable)

    Thanks!

    Your Name
  2. Print the document and attach a copy to each of the items to be shipped.
  3. Make sure the items are ready to be picked up from Operations' desk.
  4. If the pickup is URGENT, email Logistics requesting they pickup the item that day, otherwise they will pick it up during their normal rounds.  
Off-Campus Email Template
To: doitmailroom@lists.wisc.edu
CC: doit-ds-ops@lists.wisc.edu
Subject: Urgent Shipment Pickup Needed

Hello,

I have items that need to be shipped and must go out today. I appreciate anything that can be done to make this happen.

Thank you,

Shipping to an off-campus vendor with a pre-paid label:

  1. Box and tape the item(s) that need to be shipped.

  2. Apply prepaid shipping label.

  3. If you need the tracking #, retrieve that from the provided label before it goes out.

  4. Give to Shop Operations for Logistics to pickup.

Note: If the item MUST go out that day, please email Logistics an email similar to the below. Otherwise, they will pick it up when they make their normal rounds.

Email Template for package pickup
To: doitmailroom@lists.wisc.edu
cc: doit-ds-ops@lists.wisc.edu
Subject: Urgent Shipment Pickup Needed


Hello, 

I have a package that needs to be shipped and must go out today if at all possible. I appreciate anything that can be done to make this happen.

Thanks,

Shipping using a Vendor R/A #:

Do the following:

  1. If a label is pre- printed, apply to box.

  2. If there is not a pre-printed label, fill out a document same as in example one or the attached template.

  3. Write the RMA number on the outside of the box on at least 3 sides.

  4. Print and attach word document to packaged and taped-shut box.

  5. Give to Shop Operations for Logistics to pickup.

Note: If the item MUST go out that day, please email Logistics an email similar to the below. Otherwise, they will pick it up when they make their normal rounds.

Return Authorization Printing Template
To: doitmailroom@lists.wisc.edu
cc: doit-ds-ops@lists.wisc.edu
Subject: Urgent Shipment Pickup Needed


Hello, 

I have a package that needs to be shipped and must go out today if at all possible. I appreciate anything that can be done to make this happen.

Thank you,

 

Return Request Template.docx 


Keywords:
doit departmental support so log ship to off campus locations 
Doc ID:
140063
Owned by:
Departmental Support in DoIT Departmental Support
Created:
2024-08-13
Updated:
2024-12-18
Sites:
DoITDepartmentalSupport-internal