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Types of mail | Where to put |
Regular mail with a name that is addressed to | Individual mail boxes. |
ChecksNotify Rachel and place in front office 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. |
Catalogs | Recycle. |
Mail for someone who has left the department or can’t be identified as a member of the department | Look up address and mail out. Or, give it to Kim to resolve. |
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All packages should be stored in GUG 211A for pickup.
Open the package to retrieve the packing slip and the item(s).
Highlight the EI or other Check for the order on the A&A Purchasing spreadsheet. If the order is on the spreadsheet, open the package and remove the packing slip.
***If the item was not ordered through aerobuy, a packing slip is not needed.
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Find the items on the A&A Purchasing spreadsheet and add a ‘Y' in the 'Received’ column.
Log the package info on the Package Pickup spreadsheet. Include:
Date package was received
First and Last name of addressee
Number of packages
Vendor (Order Number is optional)
Item Description (this can be pulled from the A&A Purchasing spreadsheet. If the item was not purchased through aerobuy, put ‘N/A’ for the item description).
Highlight the 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.
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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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Find the package on the A&A Purchasing spreadsheet and add a ‘Y' in the 'Received’ column.
Place the package and packing slip in Guggenheim 211A (try to group
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packages together by recipient).
***For Capstone packages, please log them in the correct tab on the Google Sheet “Capstone Packages.”
Troubleshooting Common Issues with Packages
Packages for RSOs
RSO purchases are tracked on a different spreadsheet through the ESE, so they may not show up on the A&A Purchasing spreadsheet.
A packing slip is required for RSO purchases. If a packing slip is not in the package, check the aerobuy email inbox or contact Jordan.
What To Do if There Isn’t a Packing Slip
Check the A&A Purchasing spreadsheet. If the order is not on the spreadsheet, a packing slip is likely not 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/receiptare unsure, check with Jordan whether one is needed. Include the following information in your emailmessage:
Vendor Name
Addressee
Description of the item
Order Number
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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.
If someone removes a package without leaving their signed packing slip
If a packing slip is required for their order, email the person who picked up the package and ask them to confirm that they received the items. Their email confirmation can serve in place of a packing slip.
Package Pick Up Process
Addressee checks People check for their packages on the pick up list located here Package Pickup spreadsheet located on the A&A Intranethttps://docs. google.com/spreadsheets/d/1sSr8mByTvOsboSzp1EfmrPFihC93OZTptIX0HUs8HnQ/edit#gid=0Ask the recipient if they know how to sign out a package. If not
If the recipient does not know the package pickup procedure, go in 211A 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
It is the recipient's responsibility to ensure that what is in their the 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 is placed into the labeled tray.
Move the items to the ‘Packages Picked Up’ tab on the Package Pickup spreadsheet.
Packing Slip Process
In order to reconcile our transactions, the signed packing slips must be matched with their purchase orders.
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