6.1 Shipping

Units should consult University Procurement Services Find Products and Services for a listing of university shipping contracts. UPS will help with selecting the most favorable supplier for the unit’s needs, assist with setting up an account, and ensure that discounted rates are applied. If this or additional procurement support is needed, units should submit a University Procurement Services Help Desk ticket.

Units are responsible for making sure that suppliers send their orders to the proper location. Shipping to a non-university address is typically not allowed, unless there is an appropriate business purpose to do so. Units must receive prior approval from UPS to ship goods to a location other than an official university address. See Shipping Process Instructions.

6.1.1 Hazardous Materials

All outbound shipments, including any pre-paid returns, which are considered or defined as hazardous, infectious or dangerous, should be directed through Rutgers Environmental Health and Safety. Please visit the Rutgers Environmental Safety Office (REHS) Dangerous Goods Shipping site to review detailed information regarding requirements.

When creating a requisition in RU Marketplace for the purchase of a good that constitutes Hazardous Materials, the unit end user should select the corresponding Health and Safety Commodity Code. They will be redirected to the REHS site, and their requisition goes through an approval process by REHS before it can be completed in RU Marketplace.

6.1.2 Payment for Shipping

It is the unit’s responsibility to report any shipping damage to the shipping supplier as soon as possible. If shipping is paid by the goods supplier, then units should contact that supplier directly for resolution.

There are several ways to pay for shipping:

1) Invoices may be paid with a purchase order. This is the easiest way to account for shipping. Invoices may also be retrieved online if the supplier allows users to set up an account profile. This option is useful for tracking outstanding payments and ordering necessary shipping supplies. A requisition can be created for one or more invoices on a check request, attaching a copy of each invoice as supporting documentation.

2) Invoices may be paid with a blanket purchase order. This option is convenient if the unit regularly uses and is invoiced for a large volume of shipping services. The end user creating the requisition should communicate to the supplier that the blanket purchase order number must be listed clearly on all invoices in order for payment to be processed when sent directly to the PO Invoice Processing team in Accounts Payable.

3) If a unit uses the CampusShip Program, they should have an account set up with the University Procurement Help Desk. Their general ledger string and shipping priority options will be hardcoded to this account. Mass billing is done directly by Accounts Payable through an internal system in conjunction with UPS, similar to punch-out supplier payments. It is strongly recommended units sign up to participate in the CampusShip program.

4) The Procurement Card (PCard) program may be used to pay for shipping invoices in the event that the shipping service used is not part of a university contract.