Receiving And Mail

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How do I return goods?

If there are problems with any delivery, such as:
  • Damaged goods
  • Shortages/overages
  • Incorrect materials
All problems should be reported immediately and scheduled for return by completing the Stores Returns Form by clicking here.

Notice
Effective September 3, 2012, Express Shipping form will no longer be available. Please use CVS Shipping.


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Glossary/FAQ

Glossary Terms

  1. Roles
  2. Miscellaneous

Shipping and Receiving FAQ

  1. Where is my delivery?
  2. What determined where goods are received?
  3. What is the most reliable and cost-effective way to ship something overnight?
  4. What if a shipment is made directly to the requesting department, yet it was not specified in the purchase order?
  5. How do I check on a delivery to OSU?
  6. How do I check on a delivery from OSU?
  7. How are damaged or incorrect goods returned?
  8. Who is responsible for assembling furniture and equipment that arrives in multiple parts?
  9. What happens to unclaimed packages that were not delivered due to damaged shipments or duplicate orders?

Mail Services FAQ

  1. How should I send USPS mail?
  2. How can I use UPS for Express Mail?
  3. How will I be billed for sending USPS mail?
  4. Do I need General Ledger ChartField values to send USPS mail or use express mail (UPS) delivery services?
  5. How do I create a meter mail request on-line using my General Ledger ChartField values?
  6. How is the barcode used in the processing of meter mail?
  7. Can anyone use my General Ledger ChartField values to create meter mail requests?
  8. How do I get a Shibboleth ID and password?
  9. What types of mail reports are available?


Glossary Terms

Glossary: Roles
Carrier The freight delivery company selected by the supplier to deliver goods to the University.
Consignee The individual who signs in receipt of goods on behalf of the Requesting Department.
Delivery Driver The Shipping Department employee who delivers goods to the Requesting Department.
Receiver The Receiving Department employee who receives and documents the delivery of goods to the University.
Requesting Department
The department that has initiated the order of goods. (also referred to as the Using or Ordering Department)
Supplier
The company that provides goods to the University. (also referred to as vendor)

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Glossary: Miscellaneous
B.O.L. B.O.L.(Bill of Lading) is the document that establishes the terms of a contract between the supplier and a shipping company under which freight is to be moved between specified points.

Delivery Manifest

 

The Shipping Department document which is endorsed by the consignee in acknowledgment of the receipt of goods delivered by the Delivery Driver.

F.O.B. Destination

F.O.B. (Freight on Board) Destination is the University's preferred shipping method; title to goods transfer to the University upon receipt.

F.O.B. Origin

 

F.O.B. (Freight on Board) Origin indicates that the University takes title to the goods when the goods leave the supplier's dock. The University is liable for resolving freight claims or transit damage.

Goods

Commodity items purchased on behalf of the University. (also referred to as Supplies, Items, Materials, Shipments, Package)
Location The final destination at the University for a supplier's shipment (e.g. Requesting Department's address).
Packing Slip The supplier's shipping document which contains description and quantity of shipped items.
Purchase Order The contract document established between the University and the supplier to purchase goods (and services).
Ship To The initial destination at the University for a supplier's shipment (e.g. Receiving Department dock at 2650 Kenny Road).


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Shipping And Receiving FAQ

  1. Where is my delivery?

    All goods received at the Receiving Department dock at 2650 Kenny Road are processed within 24 hours (refer to Tracking for more detailed information about the status/location of your delivery).

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  2. What determined where goods are received?

    Goods are delivered by the supplier's carrier to the address in the "SHIP TO" portion of the purchase order. Designate 2650 Kenny Road as the "SHIP TO" address on your purchase order, and we'll inspect and deliver your package within 24-hours of receipt.

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  3. What is the most reliable and cost-effective way to ship something overnight?

    Although there are numerous outbound shipping options available, we recommend using UPS (the University's prime supplier). UPS offers the same reliable service as other alternatives, at lower rates. (contact Terri Tibbs at 688-8628 for more detailed information about the benefits of UPS).

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  4. What if a shipment is made directly to the requesting department, yet it was not specified in the purchase order?

    The shipment should be refused by the department. The carrier should be directed to Receiving for the delivery to be completed. Acceptance of this type of shipment places full responsibility for all receiving, claims processing, and payment liability on the individual who accepts the shipment.

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  5. How do I check on a delivery to OSU?

    We are able to track most shipments to the University, provided that the following information is made available to us:
    • Name of the company (supplier) providing the goods
    • Name of the shipping (carrier) company
    • Purchase order number
    • Tracking/shipping numbers
    • Date the goods were shipped


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  6. How do I check on a delivery from OSU?

    We are able to track outbound packages that were shipped by us, provided that the following information is made available to us:
    • Name of the company (supplier) providing the goods
    • Name of the shipping (carrier) company
    • Tracking/shipping numbers
    • Date the goods were shipped


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  7. How are damaged or incorrect goods returned?

    If there are problems with any delivery (e.g.: damaged goods, shortages/overages, or incorrect materials), this should be reported immediately and scheduled for return by completing the Stores Returns Form at the Stores website.

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  8. Who is responsible for assembling furniture and equipment that arrives in multiple parts?

    It is the responsibility of the requesting department to make arrangements with the supplier.

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  9. What happens to unclaimed packages that were not delivered due to damaged shipments or duplicate orders?

    For Non-Hazardous/Nonperishable Packages, Receiving will attempt to contact University departments and suppliers on a monthly basis to reconcile unclaimed packages for up to six months from the date received at the Receiving dock. Packages unclaimed after six months will be disposed of according to the University's Surplus policies. For Hazardous/Perishable Packages, Receiving will attempt to contact University departments and suppliers three times to reconcile unclaimed packages for up to one month from the date received at the Receiving dock. Packages unclaimed after one month will be disposed of according to the University's Environmental Health and Safety policies (refer to Policies & Procedures - Unclaimed Items for more detailed information about unclaimed packages).

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Mail Services FAQ

  1. How should I send USPS mail?

    University Mail Services recommends the use of the meter mail process for all USPS mail delivery.

    Meter mail may be sent by:

    • Attaching a completed meter mail request to the envelopes and placing in your office pick-up/delivery location, or
    • Creating a meter mail request using the UMS meter mail system found at: https://www.receivingandmail.osu.edu/mmr.aspx , attaching a printed meter mail request to the envelopes and placing mail in your office pick-up/delivery location, or
    • Using a University pre-printed envelope that contains ChartField and barcode / information and placing mail in the office pick-up/delivery location.

    UMS recommends the use of the University's contracted express mail provide (UPS) for overnight and international mail processing. This contract provides substantial cost savings to University customers.

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  2. How can I use UPS for Express Mail?

    UPS has been selected as the University's preferred vendor for express mail delivery of time-critical documents and parcels.

    Click here for the UPS Express Shipping Form.

    Processing guidelines remain the same. Listed below are some helpful reminders:

    • When addressing for UPS delivery, a complete street address must be used. Private carriers cannot deliver to post office box addresses. If you only have a P.O. Box you must include a phone number for the consignee. Please be aware that this may cause a delay in delivery due to the need to contact the recipient for delivery arrangements.
    • Indicate your budget account number on each piece below the return address. Use a meter mail receipt when applicable (This is required for postage paid through research projects).
    • Indicate "UPS EXPRESS" in bold letters on the address side of the piece.
    • International shipments that contain books, diskettes and/or merchandise will require a commercial invoice for customs and a listed value. This must be included with each shipment. Please call for individual country requirements.
    • UPS also provides insurance coverage, please indicate this on your shipment and the amount of coverage needed.
    • Saturday service is not automatically available. Please call our office for Saturday delivery locations and instructions for preparation.
    • Deposit the mail piece into any of the UPS boxes listed on the Drop Locations page before 5:30 p.m. Pick-ups begin promptly at 5:30 p.m., Monday through Friday. If a package is too large to fit into one of the boxes, please deliver it to our office at 2650 Kenny Road before 6:30 p.m. You may also call our office for a special pickup. For same day pick up service please call before 3:30 p.m.


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  3. How will I be billed for sending USPS mail?

    Meter mail and express deliveries must contain your department’s ChartField values on a meter mail request or be pre-printed on an envelope. The ChartField values will be manually entered or scanned (if barcode is used) into the UMS accounting system. UMS downloads this accounting information into the University’s Financial system 24 hours after the close of a billing cycle. The billing cycle for University Mail Services is currently the twenty-first (21st) of the month through the twentieth (20th) of the following month. Statements are sent to senior fiscal officers monthly.

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  4. Do I need General Ledger ChartField values to send USPS mail or use express mail (UPS) delivery services?

    Yes, ChartField values (required segments: Organization, Fund and Account; optional: Project, Program and User Defined) are needed for these services.

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  5. How do I create a meter mail request on-line using my General Ledger ChartField values?

    Meter mail requests may be created by logging into the UMS web page at https://www.receivingandmail.osu.edu/mmr.aspx and:
    1. Enter your Shibboleth ID and password
    2. Complete all ChartField and contact information
    3. Click "Create"
    4. Review meter mail request template, and
    5. Select print.

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  6. How is the barcode used in the processing of meter mail?

    Meter mail requests created on the web-based meter mail system and envelopes pre-printed from University Printing Services will be assigned a barcode using your ChartField values.

    Bar-coded meter mail requests and envelopes are processed at UMS electronically through the use of scanners. Greater efficiencies, speed and accuracy are obtained through the use of the barcode and scanners.

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  7. Can anyone use my General Ledger ChartField values to create meter mail requests?

    No, UMS requires a Shibboleth ID and password to log into the meter mail system. The security for ChartField values is similar to the PeopleSoft Financial systems. UMS will provide a monthly audit usage report to senior fiscal officers. This report will list all mail transactions using ChartField values for their organizations.

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  8. How do I get a Shibboleth ID and password?

    For more information on obtaining a Shibboleth ID and password, visit OSU Account Management - Office of Information Technology (OIT) web site at:
    https://acctmgt.service.ohio-state.edu/

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  9. What types of mail reports are available?

    Monthly meter mail statements will be forwarded to senior fiscal officers and will include the following information:
    • Organization "D-Level" summary statements
    • Sub-Organization detail statements
    • Usage audit reports

    Meter mail reports may be accessed through the Receiving and Mail web site by selecting Mail Reporting tab, and entering your Shibboleth ID.

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