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 , and periodically in the afternoon to the mail cabinet on the first floor near the women’s restroom. to GUG 117.
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.GUG 117 and place in labeled bin.
Retrieve incoming mail/packages from GUG 117.
Take mail/packages to GUG 211A 211 and sort.
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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 boxes in GUG 211. |
Checks | Notify Rachel Add to Check/Safe Inventory Spreadsheet 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 it to Kim to resolve. 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.
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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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.
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
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name of addressee
Number of packages
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Vendor
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(
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Amazon Order #65-2964
EL1332424
113-7397182-949546
Confirm there is a packing slip
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Open the package to retrieve the packing slip and the item(s).
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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.
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Label all the packages with the last name of the
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addressee in black marker.
Place the
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package and packing slip
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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” and place the packages on the right shelf away from the others.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
Email AEROBUY@UW.EDU from the frontdesk email with subject line “invoice for packing slip needed”
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 are unsure, check with Jordan. Include the following information in your emailmessage:
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.
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=0 Please ask the recipient if they know how to sign out a package. If not, please go in
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 labeled “Ariba Packing Slips”.
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.
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.
Some packing slips seemingly have no order to match with. Set these aside and check with Jordan on how to proceed.
Outgoing mail/packages
Regular Letters
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