16.07 / Shipping Materials Off Campus

Effective: July 01, 1997Last Revised: June 15, 2011

  1. Policy

    1. United States Postal Service/Federal Express/United Parcel Service

      The Campus Post Office handles all packages to be shipped by the U.S. Postal Service (USPS), Federal Express (FedEx) and United Parcel Service (UPS). Packages to be shipped by USPS can be no heavier than 70 pounds, nor exceed 130 inches in length and girth. Packages to be shipped by FedEx or UPS can be no heavier than 150 pounds, nor exceed 108 inches in length or 165 inches with length and girth combined. Homeland Security requirements dictate that departments sending items by FedEx or UPS must use the ShipRequest Program available from the Campus Post Office.

    2. Other Freight

      The Campus Services Supervisor at the Physical Plant should be called when a department has a package for shipping that exceeds the size limitations set forth above. The Campus Services Supervisor will arrange to pick the package up from the department. If special shipping services or a specific truck line are required, the department should make the arrangements with the shipper. If the shipment requires crating, the carpenter shop will build the crate with a fee assessed to the department. Campus Services does not provide packing services.

    3. Hazardous Materials

      Hazardous materials must be packaged and marked in accordance with the Code of Federal Regulations, 40 CFR, parts 260 to 299 entitled Protection of the Environment, and all applicable Department of Transportation federal and state regulations. Contact the University's Director of Environmental Health and Safety for information or assistance when shipping hazardous materials.

    4. Shipping Billed to the University

      Departments can have items shipped to them via FedEx or UPS and have the shipping costs billed to the University. Departments must call the Campus Post Office to get the FedEx or UPS account number. Once the Campus Post Office receives the shipping bill for the shipped item, it will be charged to the receiving department.

    5. Cash on Delivery

      To receive a cash on delivery (C.O.D.) package for the University via UPS or FedEx, payment must be made at the time of delivery. When UPS or FedEx attempts to deliver such a parcel, the department is called and provided information regarding the sender and the amount due. A check or a money order must be brought to the Physical Plant Warehouse within two working days to permit delivery. Payment may be left in advance with the Campus Services Supervisor and then the C.O.D. parcel will be received like a regular delivery. Reimbursement can be made by the Office of Financial Operations and Business Technology cashier in Jardine Hall upon presentation of the receipt from the vendor or the shipper.

    6. International Shipping of Export-Controlled Items

      International shipments may require a federal export license. Contact a Compliance Specialist in the Office of Research and Technology Transfer (RTT) for assistance in determining if an item or document for international shipment is export-controlled and requires a license. No item or document containing technical data or technology will be shipped outside of the United States without going through a license determination with RTT.

      For further information about international shipments and U.S. Customs matters, contact a Compliance Specialist in RTT (978-6801). NOTE: An export license can take several weeks to receive and allowance should be made to allow for timely export assistance.