The University of Alabama’s Campus Mail Service provides convenient access to United Parcel Service (UPS) shipping services for faculty and staff. This service streamlines the process of sending and receiving packages, offering a corporate mail center experience directly on your desktop. This article outlines the procedures and guidelines for utilizing UPS through the university.
Utilizing SendSuite Live for UPS Shipments
Campus Mail Service uses Pitney Bowes SendSuite Live to manage outbound UPS shipments. This system allows for efficient processing and reduces errors. University personnel must create a user profile in SendSuite Live to initiate shipments. This profile requires your myBama credentials.
Once your profile is established, you can create an electronic ShipRequest for each package. This digital request minimizes processing errors and helps avoid address correction surcharges. The system includes an address verification tool to ensure accurate delivery information. Contact Campus Mail Service staff for assistance with user profile setup.
Preparing Your UPS Shipment
Packages should be prepared according to UPS specifications. Campus Mail Service provides UPS-branded letter envelopes for documents and can assist with packaging if needed. Each outgoing shipment must be accompanied by a ShipRequest generated through SendSuite Live. Remember, UPS delivers to street addresses only, not P.O. Boxes.
For insured shipments, specify the desired coverage amount on the ShipRequest. UPS automatically insures shipments for $100. For insurance exceeding $1000, provide a description of the shipment’s contents.
Place your UPS shipment with your regular outgoing mail, but keep them separate. Deliver all UPS packages to Campus Mail Service by 4:00 PM for same-day processing. Packages received after this deadline will be shipped the next business day. All shipments must be for official university business. Non-business related packages will be refused, and the appropriate department head will be notified.
Special Considerations for UPS Shipments
Saturday Delivery
UPS considers Saturday delivery an extra service and charges accordingly. Indicate Saturday delivery on your ShipRequest if required. Otherwise, Next Day Air shipments will arrive on the next business day.
International Shipping
International shipments require specific documentation for customs clearance. While letters in UPS-branded envelopes do not need customs forms, all other international packages require an invoice. This document details the shipment’s contents for import control and duty assessment. As a UPS Preferred Shipper, the University benefits from UPS acting as our customs broker.
To facilitate customs clearance, provide five copies of the following information on university letterhead along with your ShipRequest and package:
- Sender’s name, address, phone number, and email address
- Recipient’s name, address, and phone number
- Detailed description and value of the shipment’s contents
- Original signature and date
For gifts, samples, or free donations, clearly mark the shipment as “NOT FOR RESALE” or “GIFT – NOT FOR RESALE.” Consult a Mail Operations Supervisor for guidance on customs documentation for shipments intended for sale. A complete commercial invoice should include detailed shipper and consignee information, Incoterms, reason for export, a comprehensive description of goods including Harmonized Tariff Codes if known, country of origin, quantity, value, weight, package count, signature, and date.
Size and Weight Restrictions
UPS enforces specific size and weight limitations:
- Maximum weight: 150 pounds (70 kg), 68 kg for Canada
- Maximum combined length and girth: 130 inches (330 cm)
- Maximum length: 108 inches (270 cm)
“Oversize” packages for UPS Ground and Standard Service to Canada are those exceeding 84 inches in combined length and girth but weighing under 30 pounds. These are charged as 30-pound packages. Contact UPS International Customer Service at 1-800-782-7892 for international weight limits, which vary by destination.
Hazardous Materials
Campus Mail Service does not handle hazardous materials or infectious substances. The Department of Environmental Health and Safety manages these shipments. Contact them at (205) 348-5905 or refer to their guidelines online for assistance.
By understanding these procedures, University of Alabama faculty and staff can effectively utilize the United Parcel Service Customer Service options available through Campus Mail Service.
