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Mail is delivered most mornings by 10 am, and periodically in the afternoon to the mail cabinet on the GUG first floor near the women’s restroom.
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Bring any outgoing mail down to the cabinet.
Open the cabinet and take all of the mail and packages for Aeronautics & Astronautics. If needed, there is a cart located in the kitchen, GUG 309. Linguistics also uses the cabinet, but they retrieve their own mail.
Take mail/packages to GUG 211A and sort.
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Log packages here: https://docs.google.com/spreadsheets/d/1sSr8mByTvOsboSzp1EfmrPFihC93OZTptIX0HUs8HnQ/edit#gid=0
If a package has not been picked up after a week, email the recipient. Include the package pickup procedure in the email (sign and leave packing slip in the bin and sign out the package using the sign out sheet).
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Types of mail | Where to put |
Regular mail with a name that is addressed to | Individual mail boxes boxes. |
Checks | Notify Rachel and place in front office safe safe. |
Large publications runs that do not have a name on them - for example UW Alumni Magazines | Put some on the counter in front of the mailboxes for people to pick up as needed needed. |
CatalogsRecycle | Recycle. |
Mail for someone who has left the department or can’t be identified as a member of the department | Give Look up address and mail out. Or, give it to Kim to resolve. |
Package Sorting -
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All packages should be stored in GUG 211A for pickup.
You will want to confirm the following for all packages
Packing slip
Name for order
EI number Open the package to retrieve the packing slip and the item(s).
Highlight the EI or other order number identifier (NOT the tracking number) on the packing slip.
Tape the packing slip onto the package so it is visible.
Label all the packages with the last name of the addressee in black marker.
Log all the packages on the pick up list located here: https://docs.google.com/spreadsheets/d/1sSr8mByTvOsboSzp1EfmrPFihC93OZTptIX0HUs8HnQ/edit#gid=0 Include the following information:
Date- Package was received
First and Last Name
Number of packages
Location
Vendor/order number
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Amazon Order #65-2964
EL1332424
113-7397182-949546
Confirm there is a packing slip
Open the package to retrieve the packing slip and the item(s).
Label all the packages with the last name of the addressee in black marker
Tape the packing slip onto the package so it is visible.
Write the last name of the recipient on the package in large letters.
Place the item(s) and packing slip together on the shelf in Guggenheim 211A (try to group them per recipient).
***For Capstone packages, please log them in the correct tab on the google sheet “Capstone Packages” and place the packages on the right shelf away from the others.Google Sheet “Capstone Packages.”
Troubleshooting Common Issues with Packages
What To Do if There Isn’t a Packing Slip
Email AEROBUY@UW.EDU from the frontdesk email with subject line “invoice for packing slip needed”
Check the aerobuy@uw.edu email inbox for an invoice/receipt. If there is one, print it out and use it as a packing slip.
If you cannot find an invoice/receipt, check with Jordan whether one is needed. Include the following information in your email:
Vendor Name
Addressee
Description of the item
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Order Number
What to do if there Isn’t a clear order number or there’s not enough information to log the package
email AEROBUY@UW.EDU from the frontdesk email Email aerobuy@uw.edu or message the purchaser through Microsoft Teams for more information. Include as many of the following details as possible:
Company name
Tracking number
Description of the item
Name of recipient
Complete the package pickup spreadsheet with all of the available information and any information you got from purchasing.
Package Pick Up Process
Addressee checks for packages on the pick up list located here on the A&A Intranet https://docs.google.com/spreadsheets/d/1sSr8mByTvOsboSzp1EfmrPFihC93OZTptIX0HUs8HnQ/edit#gid=0
Please ask Ask the recipient if they know how to sign out a package. If not, please go in with them and walk them through the process. You need to know what they are picking up to correct the tracking sheet and move the item to “picked up.”
When the recipient comes to pick up the package, they need to check that what is in their package aligns with the packing slip
If everything is there, then they can sign the packing slip acknowledging they picked up the item(s) both on the packing slip and on the package sign out sheet on the clipboard.
After item is picked up, place the signed packing slip into the tray labeled “Ariba Packing Slips”
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