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Each morning/afternoon take the mailbox key located in the main office desk safe.
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.
Mail Sorting
Types of mail | Where to put |
Regular mail with a name that is addressed to | Individual mail boxes |
Checks | Notify 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 | Give it to Kim to resolve. |
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You will want to confirm the following for all packages
Packing slip
Name for order
EI number or other order number identifier (NOT the tracking number)
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
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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).
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”
Include the following information in your email:
Vendor Name
Addressee
Description of the item
Aerobuy will send you the invoice that package corresponds to, and you can use that as the packing slip by having them sign for it.
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 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 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”
Outgoing mail/packages
Regular Letters
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Request a budget number from the Administrator and visit Budget Number Barcode Program | Creative Communications (uw.edu) for the ordering instructions.
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Packages and Larger Requests
Aerobuy@uw.edu handles arranging for payment for larger packages that require pickup. Refer students/staff/faculty to aerobuy@uw.edu to coordinate. The full process is on A&A’s intranet site here.