Instructional Guide to getting started shipping with UPS

1. Establishing Account Numbers
2. Supplies
3. Pricing
4. Zones
5. Cost Savings
6. Ground Delivery in Missouri
7. Inbound Shipping
8. Residential Deliveries
9. International
10. Electronic Shipment Processing
11. Scheduling a Pickup/Dropping off a Package
12. Delivery Area Surcharge
13. Definitions
14. Payment
15. Additional Information
16. UPS Customer Service
17. UPS Expense Management Tools

1. Establishing Account Numbers - University departments can establish an account by calling 1-800-PICK-UPS or via the web site at http://www.ups.com/content/us/en/shipping/index.html. If you experience any problems establishing your account, you can send an email to upsmobid@ups.com to be provided with a UPS account number. After establishing the account and for all existing accounts, the campus department should send an email to upsmobid@ups.com with the following information and requesting that your account be added to the State of Missouri account.
   
   1. Account Name
   2. Ship From Address
   3. Billing Address (if different from Ship From)
   4. Contact Name and Telephone Number/Email Address
   5. Number of Pieces shipped on average daily or weekly and what services you use with your current carrier, i.e. Overnight, 2Day, Ground.
   6. Your current method of processing shipping labels, i.e.via a website, hand written on bills of lading, etc.
   7. Procurement Card Number if planned to use for payment.
      NOTE: You MUST provide a written request in an email if you would like to use your P-Card for payment. Once you have submitted your request, all shipping charges (charged to your six digit UPS account number) will be automatically charged to your P-Card. You will still receive a UPS weekly invoice, but it will have already been submitted for payment to your P-Card. You can still request billing adjustment/credits if you find any inaccuracies on your UPS invoice.
       
      A confirmation response will be provided to you within 24 hours.
2. Supplies -- Campus departments should call 1-800-PICK-UPS ((800) 742-5877) or go to www.ups.com or http://www.ups.com/content/us/en/shipping/index.html to order supplies (e.g. preprinted air labels, envelopes, packs, and pouches to put internet labels into). Campus departments are advised that UPS does not provide shipping containers for ground shipments. The UPS shipping containers are for express shipments only.
3. Pricing -- UPS pricing is firm and fixed for the duration of the contract. Discounts, which incorporate the state's total volumes, are incorporated into UPS's unit pricing.

The University of Missouri contract pricing is available on-line at https://umsystem.edu/ums/fa/management/procurement/ups/. Please note that rates will change on July 1st of each year. Contract pricing will be assigned automatically for all accounts which have been added to the State of Missouri account.

Accessorials pricing is also available on-line at https://umsystem.edu/ums/fa/management/procurement/ups/.

4. Zones -- Campus departments can use the Zone and Rates Charts which is available on-line at http://www.ups.com/content/us/en/shipping/cost/zones/on_demand.html or https://umsystem.edu/ums/fa/management/procurement/ups/ to determine the correct zone to be used to calculate contract pricing.
   

   How to Determine the Zone and Rate:

   Below is a sample from the State of MO/University of MO discounted rate chart for Year 2 of the contract which will end June 30, 2006. Year 3 rates will be posted in June, 2006. In order to determine the rate, you must first refer to the zone chart (also provided on the University website). Find the destination zip code in the left column and then see which zone the zip code corresponds to.

   Find the weight of the package or look for Letter (if it is going to be sent in a cardboard, flat envelope) and match the weight and zone to find the discounted rate. Please keep in mind that this rate will not include fuel surcharge and/or applicable surcharges, ie. Delivery Area Surcharge. To find more information on surcharge (accessorials), please refer to the accessorial listing provided on the University website.

Next Day Air Letter 7/1/05 - 6/30/06

Next Day Air Package 7/1/05 - 6/30/06

5. As a general cost savings consideration, departments should carefully analyze delivery needs before ordering. The savings between morning delivery and afternoon delivery can be significant. Additionally, 8:00 a.m. delivery, in general, is very costly. As an example, UPS rates for a letter sent to a commercial location are as follows:
   • 8:00 a.m (UPS Next Day Air Early A.M.) $44.62
   • 10:00 a.m. (UPS Next Day Air) $6.44
   • Afternoon (UPS Next Day Air Saver) $5.29
   • 2nd Day (UPS 2nd Day Air) $4.43
   • Ground (UPS Ground) $3.56
6. Ground Delivery in Missouri -- UPS guarantees one-day ground delivery to 97% of Missouri zip codes. Since deliveries to most Missouri locations can be made in one-day and in order to maximize savings (see example listed above), departments should take advantage of the ground delivery in lieu of the more expensive air express. In addition, UPS quoted a rate of $3.56 for 1 to 9 pound packages shipped to Zone 2.|
7. Inbound Shipping -- UPS will also honor the contract pricing if agencies are paying for inbound package shipping, i.e. UPS Freight Collect. This will only apply if the shipper provides their six digit UPS account number to a second party to be used to accept an inbound shipment.
8. Residential Deliveries -- UPS has provided separate pricing for commercial and residential destinations. UPS's residential surcharge has been included in the residential rates. Therefore, no additional charge will be added to the rates for a residential delivery.
9. International -- Although campus departments are not required to use the contract for international shipping, departments can obtain UPS's international zones/rates from the UPS Rate and Service Guide or the following website: http://www.ups.com/content/us/en/shipping/cost/zones/us_worldwide.html#rate or from the University website: https://umsystem.edu/ums/fa/management/procurement/ups/
10. Electronic Shipment Processing --

    UPS.com - This easily accessible web site provides many services including the option to create a shipment and print a label to attach to any UPS AIR or GROUND package or letter. You simply need to register as a user by including you UPS six digit account number under the billing options. This will allow you log in for all future needs and will automatically bill your UPS account number weekly.

    UPS Worldship - This user friendly software desktop application is offered to our Daily Pick Up customers. It is ideal for customers who ship multiple items daily and have one or a small staff of individuals processing labels. If you would like to learn more about the software and its capabilities, please note this on your request when sending your email and one of our sales representatives would be happy to assist you.

11. Scheduling a Pickup/Dropping off a Package -- UPS offers several convenient ways to get your packages or letters to UPS.
    • UPS Drop Boxes
      If you do not require a Daily Pick Up, you can access any one of our conveniently located DROP BOXES to drop off Air Letters and Packs. See the campus map drop box locations on the University website: https://umsystem.edu/ums/fa/management/procurement/ups/
       
      Items deposited in these locations will be picked up by UPS at 5:30 pm daily
       
      Additional drop box locations can be found by visiting UPS.com and going to the 'DropBox Locator' icon.
    • Daily Pick Up
      If you will need a UPS Driver to come by on a daily basis to pick your packages or letters up, please note that there is a small fee associated with this service:
      • If you spend $60 or more on a weekly basis, the fee will = $7/week which will be reflected on your weekly billing invoice.
      • If you spend $16 -$59.99 on a weekly basis, the fee will = $11/week.
      • If you spend $0 - $15.99 on a weekly basis, the fee will =$16/week.
    • UPS Stores
      You may also drop shipments off at any of your local UPS Stores as well.
    • UPS Drivers
      If you have processed an electronic label, you can give your packages or letters to any UPS driver that you may have access to throughout the day.
12. Delivery Area Surcharge -- Campus departments are advised that a Delivery Area Surcharge will apply for deliveries to specified zip codes. A listing of the zip codes within the United States for which a surcharge would apply can be found at: http://www.ups.com/content/us/en/shipping/cost/zones/on_demand.html.
13. Definitions -- Below you will find a brief description of Service Options.
    
14. Payment -- Campus departments will receive a statement listing each shipment invoice weekly. Campus departments must keep a copy of each shipping label for use during purchasing card reconciliation.

    Procurement Card Usage

    • Any account wishing to use Procurement card for payment MUST submit a request via upsmobid@ups.com in order to eligible to utilize their P-Card.
    • It is important to note that if you use UPS.com to process a shipment, simply putting in your p-card number for payment will result in failure to receive the UPS State of Missouri discount on that package or letter. UPS must have an account number associated with any shipment in order to provide the discount.
    • Please also note that once you are set up to use your P-Card, it will automatically be charged each week with the dollar amount owed to UPS. You will not need to call in or authorize payment. You will still continue to receive your regular paper bill as well. If you have any disputes over charges applied to your weekly invoices, you may still request adjustments/credits via upsmobid@ups.com.
15. Additional Information -- Additional information about the contract is available on-line at https://umsystem.edu/ums/fa/management/procurement/ups/.
16. UPS Customer Service
    • For all questions surrounding tracking, claims, and ordering supplies please call 1-800-PICK UPS or email customer.service@ups.com
    • For all questions surrounding billing, please call 1-800-811-1648
    • For all International questions, please call 1-800-782-7892 or email customer.service@ups.com
17. UPS Expense Management Tools
    • UPS Worldship Online Connect
      WorldShip has a feature called OnLine Connect. It uses the Open Database Connectivity (ODBC) standard to communicate with external data sources. WorldShip uses ODBC to exchange data with a shippers database to ensure that critical shipping information is entered only once, in the shippers databases. This powerful tool allows accurate data exchange between WorldShip and shippers databases to ensure accurate shipping and can help increase productivity in the shipping function. WorldShip provides drivers for dBase, FoxPro, Access 2000, Oracle, Paradox, CSV and TXT files, and SQL, if they do not already exist.
    • Quantum View Manage
      Quantum View helps you stay ahead of your customers and your competitors by providing you with critical shipment updates about your inbound and outbound packages. Quantum ViewSM Manage lets you get a complete perspective on shipping activity. It puts up-to-date information at your fingertips - about packages you send or those you're expecting to receive. It proactively provides you with instant access to information that helps save time, cut costs and improve customer service.
      • Features:
        • Puts shipping status information at your fingertips without special IT installation or support
        • Designed for use by anyone with basic computer skills
        • See when a package is processed, in transit, when it arrives, and why it might be interrupted
        • Customize tables, search and set-up preferences, including exception and delivery alerts
      • Benefits:
        • Avoid customer complaints by providing customers with updated information if a shipment is delayed
        • Tracking shipment status without tracking numbers helps save time and improve internal processes
        • Speed cash flow by billing your customers as soon as a shipment is delivered
        • Improves shipping visibility, enabling you to identify trends, revise strategies and increase efficiencies
    • Expense Management
      UPS offers a variety of innovative solutions aimed at helping your business run more efficiently. Featured here are two products that help you gain control over and visibility into all your company's shipping activities. Together, they comprise a UPS Expense-Management solution that brings convenient shipping to employees while allowing you to manage shipping expenses.
    • UPS Campusship
      UPS CampusShipTM is a Web-based shipping system that provides central control with company-wide convenience. Employees can easily prepare their shipments, while a company administrator sets parameters to help manage costs and reporting. This solution is a core offering of UPS.
      Web-based shipping accessible from any computer connected to the Internet
      • Access to global and personal address books
      • Customizable to your business needs
      • Ability to import address books, employee data, shipper account numbers, and reference codes
      • E-mail notification to your recipients
      • Shipping reports to help you efficiently allocate costs to either internal departments or specific clients
    • PS Flat File Bill Tool
      The Flat File Bill Tool is a Microsoft Access database that gives you total visibility into your shipping costs. The tool's pre-defined reports provide billing information in ways that match your business processes. Analyzing and reporting UPS shipments has never been easier. View reports on screen, print reports for distribution, or export them to a data file for further analysis.

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