New procedure for Capstone packages 2/14/24:
Capstone packages will be separated from all other packages and placed into GUG 107 on a daily basis.
Capstone packages will now be labeled with the following: Class number, Section letter and TA last name.Example: AA410 Ay <Smythe>Students picking up packages will need to check in with the front desk before entering the package room.Under no circumstances will any students besides the capstone TA’s, Jared Smythe and Harry Furey-Soper, be allowed to pick up Capstone packages.
Front desk staff will now have CAAMS access to GUG 107. Updated shipping address to route packages through UW Mailing Services:
[NAME]
UW Box 352400
3900 7th Ave NE
Seattle WA 98195-2400
Incoming Mail / Packages
Mail is delivered most mornings by 10 am to GUG 117.
Each morning/afternoon take the mailbox key located in the main office desk safe and:
Bring any outgoing mail down to the mail cabinet on the first floor of GUGGUG 117 and place in labeled bin.
Retrieve incoming mail/packages from GUG 117.
Take mail/packages to GUG 211A 211 and sort.
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 someone in the department. | Individual mail boxes in GUG 211. |
Checks | Add to Check/Safe Inventory Spreadsheet and place in 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 name in UW Directory to forward to correct address. Or set aside. |
Packages | See package process (below). |
Package Sorting -
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All packages should be stored in GUG 211A for pickup.
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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. Write the PI and extend amount if not already 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.
Place the package and packing slip in Guggenheim 211A (try to group packages together by recipient).
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Collect signed packing slips from package room.
Scan slips to your email.
Match where the packing slip should go in the department’s 2024 Purchasing / 2025 Purchasing folder.
The folders are organized by PI. You may have to reference the A&A Purchasing spreadsheet to determine which PI the addressee ordered from (i.e. Student A’s PI is Dr. B, so Student A’s orders will be in Dr. B’s folder).
The files are named with the order amount first. This amount does not always match what is on the packing slip (i.e. with partial shipments). Refer to the A&A Purchasing spreadsheet or the aerobuy@uw.edu email inbox to help determine which order the packing slip should go with. You can also refer to the Purchase Form, PI Approval, or Receipt that should already be in the folder.
Upload the file as a .pdf to the correct folder using the same naming convention (i.e. $90.99 Amazon Packing Slip).
Go to the A&A Purchasing spreadsheet and put a 'Y' in the Packing Slip Scanned column.
Place the scanned packing slip in the labeled file folder in the package room desk drawer.
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