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UC DAVIS

Materiel Management

Shipping User’s Guide

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TABLE OF CONTENTS PAGE Getting Started................................................................................................... 3 Introduction to the FedEx Intranet System....................................................................................3 Benefits of the FedEx Intranet System..........................................................................................3 Locations of Drop Boxes ...............................................................................................................3 Domestic Intranet Shipping .................................................................................................... 4 How to Begin .................................................................................................................................4 Log- in Menu ..................................................................................................................................5 Main Menu.....................................................................................................................................6 Ship Domestic................................................................................................................................7 Full Accounting Unit Verification.................................................................................................8 Personal Address Book ..................................................................................................................8 Ship Date .......................................................................................................................................8 Bill To & Account Number ...........................................................................................................8 Service Type ..................................................................................................................................8 Weight ............................................................................................................................................8 Special Shipping Options ..............................................................................................................9 Sender Information........................................................................................................................9 Recipient Information....................................................................................................................9 Add to Address Book.....................................................................................................................9 Email Comments ...........................................................................................................................9 Create Shipment ...........................................................................................................................10 Rate Quotes..................................................................................................................................11 Creating your Personal Address Book.........................................................................................13 Delete Shipment ...........................................................................................................................15 User Shipping History .................................................................................................................16 Additional Notes About the System ............................................................................................17 Sample of E-Mail Notifications ...................................................................................................17 FedEx Charges .............................................................................................................................18 DaFIS Decision Support ................................................................................... 18 FedEx Process 21 International Shipping....................................................................................... 22 Ground Shipping ............................................................................................... 23 Hazardous Materials Shipping .......................................................................... 23 Contacts and Resources .................................................................................... 24 FedEx Service Guide (includes all shipping methods “at a glance”) . Appendix A Directive 96-101................................................................................. Appendix B

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GETTING STARTED Introduction to the FedEx Intranet System The FedEx Intranet System was implemented to address the large volume of payments made against numerous accounts on campus. By setting up a single FedEx account, it will save UC Davis departments from having to process as many as 17,000 individual payments annually. Benefits of the FedEx Intranet System Using the FedEx Intranet System eliminates the need to process a DaFIS document to make payment. It also helps FedEx control costs it now incurs to service the numerous accounts on campus. For instance, work on this joint UC Davis/FedEx system enabled the university to avoid the establishment of a $4.00/package FedEx pickup charge last January and also will avo id a substantial increase in rates. The FedEx Intranet System provides your department with:

• Open access to anyone with access to MyUCDavis • Easy selection of frequently used addresses and shipping options • Convenient drop-off locations and pick-up options • Automatic E-mail notification to sender, recipient and account manager • Easy sender-to-recipient tracking • Tracking information provided on the ledger • Eliminates departmental invoice processing • Automatic credits for late deliveries • Uniform contract pricing • Interactive web based rate inquiries, price quotes and shipment histories • Order FedEx shipping supplies on line • Avoids establishment of a $4.00/package FedEx pickup charge and other substantial rate

increases. • Web based training manuals and FAQ’s. • Just one of many “New Business Architecture” initiatives (http://uc2010.ucsd.edu/)

Location of FedEx Drop Boxes FedEx drop boxes have been strategically placed on campus to make it more convenient for your department to mail domestic packages. Pickup times are approximately 4:00 p.m. Each FedEx box indicates if that day’s pickups have been made. The location of the FedEx drop boxes are:

• Tupper Hall (Next to US Mail Box at Covered Bus Stop) • Meyer Hall (Next to US Mail Box Facing LaRue) • EU III (Southeast of the building behind the old Hog Barn) • MRAK Hall (Parking Lot Next to Accounting Mail Box) • The Silo • Research Park & DaVinci Court • 1477 Drew Avenue (Also go to http://www.fedex.com/us/dropoff/ for locations and pickup times.)

NOTE: The maximum size FedEx parcel accepted in the drop box is 9” X 12” X 20”.

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DOMESTIC INTRANET SHIPPING The FedEx/UCD shipping system is designed to allow campus personnel to initiate domestic shipments from their desktops through UC Davis’ intranet. The system will create shipping labels, manage shipments, and accurately record costs for all valid users. This system is only to be used for FedEx Domestic shipping. You can continue with your current practice for international, ground, and shipments containing dry ice (i.e., using air way bills and citing your FedEx account or processing through Central Receiving). There will be flyers and announcements on the Purchasing list serve when additional services are available on the FedEx Intranet system. How to Begin To get to the FedEx Shipping Screen, go to MyUCDavis portal . Go to My Office and UCD Buy.

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LOG-IN MENU The first time you enter the system, you will be shown the screen below. Your username and password will automatically be filled in from your UC Davis account. Enter your full name, address of where you are physically shipping from, telephone number, and e-mail address. You will also be asked to enter a DaFIS account number on this screen. All of these fields will be populated automatically for each shipment you initiate. This data may be edited later.

After logging in you will see the FedEx Shipping Control Screen (next page). Here you can decide what action you want to take. This menu will also be present at the bottom of each screen to provide quick access from anywhere within the system.

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MAIN MENU The Main Menu shows you all the options currently available using the FedEx Intranet System. Each option will be discussed in this shipping guide.

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SHIP DOMESTIC This option creates a FedEx compliant shipping label for your packages. Please note that this system is only for “Domestic” shipments. Details of the Shipping Screen: (on next page)

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1. Full Accounting Unit (FAU) Verification: When initiating a new shipment, the first thing to do is make sure you annotate the DaFIS FAU you want charged. This DaFIS account will automatically be populated from your User Profile screen. This will be verified against FAUs in Decision Support for accuracy. If invalid, you will not be allowed to proceed with the shipment. The Object is defaulted to 4400 (Mailing Services); however, the option is there to change it to 3000 (Freight).

2. Personal Address Book: Each user can create their own personal list of frequently shipped to customers/addresses. If you are using a previously entered address, you can click the down arrow, highlight the customer code, and click the “Select” button. This will auto populate your shipping screen with the selected recipient’s information. If you are shipping to a new customer, bypass this step and manually enter the recipient information. If you check the “Add to Address Book” box below the recipient’s information, that address will be permanently stored in your personal address book. To do this, a Customer Code has to be filled in under Recipient Information area.

3. Ship Date: This will default to “Today” as typically the user plans to ship the package the same day the label is created. However, you can pre-print the label up to seven (7) working days in advance of the shipment date. Please note FedEx labels are date sensitive. The date shipped and the date of arrival are printed on them. If you print a label for a future shipping date and decide to ship on an alternate date, you need to create a new shipment and label. If you enter a shipment “after” the 4:15 pm cutoff, the system will automatically change to the next business day.

4.Bill To and Account Number: Select from the picklist who is paying the freight charges. Generally, “Sender” will be the most used option for UC Davis. The UC Davis (9) digit FedEx account is automatically populated underneath. However, if you choose “Recipient” or “3rd Party” you will be required to enter their valid nine digit FedEx account in the Account Number field.

5. Service Type: Refers to valid FedEx shipping services. The list of services are as follows:

First Overnight – Delivery by 8:30 am to most places. Priority Overnight – Delivery by 10:30 am to most places. Standard Overnight – Delivery by 3:00 pm to most places. 2-Day Overnight – 2-Day delivery by 4:30 pm to most places. Express Saver – 3-Day delivery by 4:30 pm to most places.

Also there can be a suffix of Tube, Box, Letter or (nothing) associated. These represent official FedEx packaging materials. If you are not using FedEx packaging, then choose the service without a suffix. Otherwise, match accordingly.

6. Weight: Always round up to the nearest pound.

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7. Special Shipping Options: You can add these features to your selected shipping service. They are:

Saturday Delivery: Use this when you want the package to be delivered on a Saturday. Typical delivery dates are Monday through Friday. You can only select this option when your label qualifies for a Saturday delivery. For example, on Friday you can create a label for Overnight Delivery and flag it for Saturday delivery. You cannot create a label to ship on Monday for any FedEx service and flag it for Saturday delivery. The package will be delivered before then. Signature Release: If this box is checked, the FedEx driver will deliver the package without requiring a signature. Residential Delivery: If you are shipping to a residence and you want an accurate rate select this option. If you do not flag this option ahead of time, FedEx will correct the rate of the package on your invoice since there is a surcharge for shipping to a residence. Pick up Requested: By clicking this button, a Materiel Management courier will pick up your shipment as long as the request is made by 3:30 p.m. (which is the same notice that Federal Express currently requires). A nominal pickup fee may be applied.

8. Sender Information: This will, by default, enter the user information that you set up when your login was first created. Your name and the phone number entered will be present on the label. In the event of a problem with the shipment, you may be contacted directly. You can change your defaults from the Main Control Screen by clicking “Update Sender Information”.

9. Recipient Information: This is the final destination of your package.

Cust Code: Is the name/number that you assign which will identify this address in your personal address book. This assigned name/number will then appear in the Personal Address Book drop down picklist. This is not required unless you want to store this address in your personal address book. Recipient Name: The person’s name that you want the package delivered to. Company Name – Address – City/State/Zip: Self-explanatory. Phone Number: This field is required. It will be used to alert the recipient if there are problems with the delivery of their package. Recipient Email: This field is not required. When an address is entered, e-mail will be automatically sent to the recipient to alert him/her that a package from you is on the way. See page 17 for an example.

10. Add to Address Book: If checked, the recipient information will be stored in your personal

address book for future shipping to this location. When this indicator is checked, the “Cust Code” field is required. The value you enter in the “Cust Code” field will be used to identify this address. For multiple addresses you will need to enter separate entries.

11. Email Comments: This message will be included in the email notification that is sent to

the recipient. The email will be generated when you create the shipping label.

Once you have completed the shipping form, you can then Create Shipment. This action will print a laser label to printer. Your printer must be either a laser or ink-jet printer. You can also obtain a Rate Quote for this package or you may also clear the shipping form and start over or undo the last entry you made.

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Create Shipment (Prints a Shipping Laser Label): Once the shipping form is complete, you are ready to print a shipping label. When you click the Create Shipment option, the shipping label will be displayed on your screen as follows:

Notice that there are 3 parts to the illustration above. 1. The shipping label graphic itself. On this label there are two fields outlined in

rectangles…the UCD Reference Number and the FedEx Tracking Number. You can use these two numbers to track your packages via the Internet at FedEx.com.

2. There is a printer display window superimposed over the barcode graphic. This window,

by default, will be pointing to the printer that you usually print to. To print the label, simply click the “Print” button outlined on the illustration. If you have access to other printers on your network, you can point the label to any printer displayed in the top section. Once ready, choose “Print”. This will direct the label to the chosen printer.

3. At the bottom of the screen you can press “Delete Shipment” to immediately delete the

label you just created. You will be asked to confirm the delete action. You can go to your personal shipping history screen by clicking “View Shipping History” to view all your shipments sent since the last purge. If you want to return to the Shipping Form to initiate another shipment, simply click “Continue Shipping”.

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Rate Quotes There are two places in the shipping system where you can request a Rate Quote. One is on the Ship Domestic form. When selected, you will get the rate for the package that you entered on the shipping form. The rate will only be for the service that you selected on the Ship Domestic Form.

RATE QUOTE (from the main menu) The second method to obtain a Rate Quote is by clicking on the “Rate Quote” link found on the main menu. This will require you to enter the State, Zip and Weight. You may choose to get rates for all FedEx Services or a specific one. Selecting “All” services will return the rate of all services for comparison.

This following page shows an example of rate quotes for all services.

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CREATING YOUR PERSONAL ADDRESS BOOK (from the main menu) Each user may create their own list of personal addresses that they can modify and save for quick, future shipping. When clicking the Personal Address Book link, you will be sent to a columnar view of the customers already stored in your address book. If you do not have any customers in your address book, you would be sent directly to the “Add New Recipient” form. In the columnar view, you can sort your customers by any field by clicking the column field name at the top. You can also send an email to a customer, if an email address is entered, by clicking on the email address. From there, you will be sent directly to your default email system. In addition, from the Personal Address Book form you have the ability to Edit & Delete individual addresses. You also have the ability to Quick Ship to a selected customer as well. By clicking Ship in this view, you will be taken immediately to the domestic shipping screen with the recipient’s data already filled in.

To add a new address to your list on the right side click “Add New Recipient.” This will take you into a standard address form where you can create a new shipping customer.

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The value you enter in the Customer Code field will be the value that you will see in the “Domestic Shipping Screen” under the Personal Address Book picklist. When selected, this will auto-fill the recipient’s address information. Also, note that you can save a particular “Payment Type” for each customer and store his/her FedEx Account number. This way, when you choose that customer to ship to in the future, the system will automatically switch the payment type and fill in their FedEx account number. See domestic shipping screen above for more details on Payment Type. The remaining fields are for standard address information. When you are finished entering an address, click save. This will store it for you and allow you to enter another address.

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DELETE SHIPMENT (from the main menu): Earlier in this guide, it was stated that after you create a shipping label you could delete the shipment by clicking “Delete Shipment” and confirming it. If you have a shipment that has not yet shipped and the shipping system has not closed for the day, you can delete that shipment from the system. Select the “Delete Shipment” menu and enter the tracking number of the shipment you want to delete and click continue. You will receive confirmation whether or not this delete was successful.

By default, each shipping day the system will automatically close at 4: 15 pm. Shipment deletions for the day must be completed before this cutoff time (or prior to the time the FedEx driver scans your shipment), whichever comes first.

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USER SHIPPING HISTORY (from the main menu) As each user ships, behind the scenes the system will keep track of the shipments that have been sent. If you would like to review packages that you previously sent, you may select the “View Shipment History” form. This will provide a columnar view of all the packages you have sent since the last purge date. You can sort the data by clicking on any column name. Also note that you can delete packages from the system, but keep in mind deletion rules mentioned earlier still apply. These are described in the “Delete Shipment” section above. You can also quickly track a package from this view by clicking the Tracking Number for that package. This will take you to directly to FedEx.com.

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Additional Notes About the System:

1. The system will log out any user off the system after 10 minutes of inactivity. To log back in simply use the steps previously discussed to log onto the FedEx/UCD Intranet Shipping System.

2. The FedEx system will be periodically purged of shipment history after a specified period of

time. This data, however, will be maintained in DaFIS Decision Support.

3. Shipping dates change with the close of the shipping day at 4:15 p.m. Shipments entered after that time will be dated for the next day. A message will alert you to this situation.

4. To track packages you may go to FedEx.com and enter your Reference Number or the FedEx

Tracking Number. In addition, you can quick click from your personal shipment history to track a package you have recently sent.

5. This is a single package shipping system. You cannot ship multiple package shipments. Each

package is treated as an individual shipment and has its own a unique tracking number. Sample E-mail Message to Account Manager/Sender/Recipient: (Note: The account manager can setup his/her e-mail system to forward these messages to a designated e-mail address (such as an account delegate). This can be done using the Rules Wizard in Outlook; Message Rules in Outlook Express; and Filtering Messages in Eudora. This is a notification that Alex Martin sent Joe Smith a FedEx Priority Overnight Package on January 14, 2003 Account to be charged: 3-PRAD150-PRSAC-4400--- Reference: F3PRAD150. Account Managers: This reference number will appear in the Tracking Number field in Decision Support. (The prefix 'F' signifies a FedEx shipment) If the wrong accounting information was cited, or if there is a problem with this shipment, e-mail Lenora Bruce at labruce@ucdavis.edu, Lenora can change the account as long as the charge has not been submitted to the ledger (approximately 5 days from the date the package is delivered). The FedEx tracking number will appear in the Transactions Description field. For additional information regarding this package, the FedEx tracking number is: 6262 5826 1830 Click this link to track online: FedEx Tracking

Shipper Comments: -------- d

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FedEx Charges Charges will be posted to the ledger at the time FedEx electronically sends a file containing your shipments to the University (approximately five business days from the date of delivery). Use Decision Support Transaction Listing (FIS02) to view and review the charges. The tracking number will begin with an “F” and proceed with the account number cited. The Transaction Description is called Materiel Management Transaction Feed. By clicking “GLIB”, all FedEx charges will be displayed for that month. By clicking the Transactions Description, which is the FedEx tracking number, it will take you to the Materiel Management Decision Support site that will give you details about that particular shipment. Sample Query #2 results:

Drill Down

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Decision Support This example is using (FIS255).

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Sample Airbill detail:

FedEx

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Process Diagram

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INTERNATIONAL SHIPPING

Until the Intranet System is fully implemented, international, ground, and shipments containing dry ice can continue to be shipped using your current practice (i.e., using air way bills and citing your FedEx account or processing through Central Receiving). There will be flyers mailed to departments and announcements on the Purchasing list serve when additional services are available on the FedEx Intranet system. INTERNATIONAL SHIPPING THROUGH CENTRAL RECEIVING International shipments processed by Central Receiving require a Shipping Memo (Calcode 71461-143). Packages must arrive at Central Receiving by 3:30 p.m. to ensure the shipment is processed that same day. To ensure your package arrives at its destination on time, the following information is required on the Shipping Memo:

1. Recipient name, company name, physical street address, area code and phone number. Post Office Box numbers are not deliverable. If applicable, department name, building number, suite number, etc. will help to ensure a timely delivery.

2. If you are using a pre-used box, please ensure used boxes are free of prior shipping labels, address and markings. Orientation arrows may be left intact.

3. Complete sections A-E: It is mandatory that a seven digit DaFIS account (or four-digit DaFIS billing ID number) be included in Section A. List the contents specifically in Section E: quantity of product, what form the product is being shipped in, and the scientific name(s) of the item(s). This is especially necessary for international shipments involving commercial invoices.

4. For packages containing Dry Ice: The shipping memo must state the quantity of dry ice being shipped. Dry Ice must be in a Styrofoam container and the Styrofoam container must be inside a cardboard box.

5. Communicate any special handling package requirements in Section E to Central Receiving personnel (e.g., refrigeration required, keep frozen, fragile, etc.).

6. Federal Express requires that boxes being shipped internationally must be packaged in a box at least 10 inches by 10 inches.

7. International shipments of items valued at or greater than $2,500 require a complete description in Section E of the item(s) being shipped, including serial numbers, if applicable, and the unit of measure, e.g., each, dozen, box. The "Country of Manufacture" (where the commodity was originally manufactured) must also be provided.

REMINDER FOR ALL INTERNATIONAL SHIPMENTS:

• International Standard Transit Time is 3-5 business days for U.S. outbound shipments.

FedEx cannot give a specific delivery date, as all shipments must have Customs Release prior to your shipment being released for delivery.

• The Federal Aviation Association assesses severe penalties for not complying with

proper packaging, documentation and shipping guidelines. If you have any questions regarding the above information, please call 752-0663.

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GROUND SHIPPING THROUGH CENTRAL RECEIVING

• Pickup service for your FedEx Ground shipment is available by calling 752-0662 (reference Service Chart at Appendix A). Packages can also be taken to the front office of Central Receiving. For handling and tracking of your shipment, please complete a Shipping Memo (Calcode 71461-143). Your order is tracked from the moment that it is received at the shipping desk of Central Receiving. You can call at anytime during business hours to find out if your package has been delivered, or by using FedEx’s website at http://www.fedex.com/us/

• The Materiel Management Shipping Coordinator sets up ground shipment pickups.

There is a requirement that the contents are packaged in a plain cardboard box. The maximum size that your box can be is 130” in length and girth combined. The maximum length is 108”.

• Ground shipments take one to five business days to every US Business address,

everywhere in the continental United States. Ground shipments for Alaska and Hawaii take three to seven business days. There are two international locations for ground shipment: Canada (3-6 business days) and Puerto Rico (3-7 business days). Quotes can be provided by calling 752-0663.

HAZARDOUS MATERIALS SHIPPING THROUGH CENTRAL RECEIVING

• Prior to shipping hazardous materials, the originating department must fax to Central Receiving (530-752-0206) a Hazardous Material Information Sheet, along with a Material Safety Data Sheet (MSDS). Within 24 hours of receipt of the Hazardous Material Information Sheet, someone that is certified to ship hazardous materials will contact the originating department with further instructions.

• Due to strict Department of Transportation regulations, some hazardous material shipments

may take up to 3 working days to achieve compliance. This timeframe allows Central Receiving personnel time to determine correct chemical classifications, UN numbers, packaging restrictions, passenger/cargo aircraft restrictions, accepting state or country restrictions and to review MSDS. Because departmental assistance may be required, hazardous shipments cannot be sent to Central Receiving via courier or mail service. Please ensure that department personnel has knowledge of package contents when presented for delivery. DRY ICE shipments must be in a Styrofoam container.

• After the package has been approved by a Central Receiving certified shipper, it must be

dropped off at Central Receiving no later than 2:00 p.m. Please advise Central Receiving personnel that this is a hazardous shipment. Upon receipt of the hazardous material shipment, a certified shipper will properly label the package(s) and prepare all shipping papers.

Please refer to Directive #96-101 (reference Appendix B) for shipping hazardous/dangerous goods and for information regarding penalties for not properly declaring hazardous contents.

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CONTACTS AND RESOURCES SHIPPING QUESTIONS

• For Intranet Shipments call 752-0662/752-0663 • For International Shipments call 1-800-247-4747 • For International, Ground or Dry Ice Shipments processed through Central Receiving call

752-0662/752-0663. • For Hazardous Shipments call 752-0662/752-0663 and ask for a certified hazardous shipper

FEDEX SUPPLIES

• Call 1-800-GOFEDEX • Order on–line at http://fedex.com • Call Central Receiving at 752-0662/752-0663

SHIPMENT PICKUPS • Domestic Shipments are requested on the Intranet by clicking “pick up requested” • For other pickups call 752-0662/752-0663

LOCATION OF FEDEX DROP BOXES

• http://www.fedex.com/us/dropoff/ ANSWERS TO FREQUENTLY ASKED QUESTIONS

• <http://ucdmm.ucdavis.edu/fedex/FedExFAQs.pdf>

FEDEX SERVICE GUIDE Type of Shipment FedEx

Drop Box*

Pickup by Materiel Management Courier

Drop-Off Central/ Receiving

Process Method Payment Method Comments

Domestic • Intranet using FedEx

supplied packaging • Intranet using all other

packaging • Using Central/Receiving • Dept Using Existing Acct:

o FedEx packaging o All other packaging

4:00 N/A N/A 4:00 N/A

N/A Web pickup request by 3:30 Call 2-0663 by 3:30 N/A Call 2-0663 by 3:30

4:15 4:15 3:30 N/A 4:15

MyUCDAVIS MyUCDAVIS Shipping Memo FedEx Airbill FedEx Airbill

Automatic vendor payment and posting Automatic vendor payment and posting Automatic vendor payment and posting Direct Charge Direct Charge

No markup No markup Continue 25% markup No markup No markup

International • Dept Using Existing Acct:

o FedEx packaging

• All other packaging • Using Central/Receiving

4:00 N/A N/A

N/A Call 2-0663 by 3:30 Call 2-0663 by 3:30

N/A 4:15 3:30

Airbill with appropriate documents Airbill with appropriate documents Shipping Memo

Direct Charge Direct Charge Automatic vendor payment and posting

No markup No markup Continue 25% markup

Ground • Dept Using Existing Acct • Using Central/Receiving

N/A N/A

N/A Call 2-0663 by 3:30

3:30 3:30

FedEx Ground Label/log book Shipping Memo

Direct Charge Automatic vendor payment and posting

FedEx bills $11/wk Continue 25% markup

Hazardous • Dry Ice (no other hazardous) • All Other

N/A N/A

N/A N/A

3:30 2 days **

Shipping Memo Shipping Memo/ Hazardous Information ***

Automatic vendor payment and posting Automatic vendor payment and posting

Continue 25% markup Continue 25% Markup

FedEx link for pickup locations/times: http://www.fedex.com/us/dropoff/ APPENDIX A