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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.  

Each morning/afternoon take the mailbox key located in the main office desk safe.  

  1. Bring any outgoing mail down to the cabinet.

  2. 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.

  3. Take mail/packages to GUG 211A and sort.   

Each Thursday, email mail/package recipient that they have a package ready for pickup in Gug211. Please be sure to 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).

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.  

Package Sorting - USPS, UPS, FedEx, Amazon

All packages should be stored in GUG 211A for pickup.  

You will want to confirm the following for all packages

  1. Packing slip

  2. Name for order

  3. EI number or other order number identifier (NOT the tracking number)

  4. 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 (examples below):

Amazon Order #65-2964

EL1332424

113-7397182-949546

  • Confirm there is a packing slip

  1. Open the package to retrieve the packing slip and the item(s). 

  2. Label all the packages with the last name of the addressee in black marker

  3. Tape the packing slip onto the package so it is visible. 

  4. Write the last name of the recipient on the package in large letters. 

  5. 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.

Troubleshooting Common Issues with Packages

What To Do if There Isn’t a Packing Slip 

  1. Email AEROBUY@UW.EDU from the frontdesk email with subject line “invoice for packing slip needed” 

  2. Include the following information in your email:

    1. Vendor Name 

    2. Addressee

    3. 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

  1. email AEROBUY@UW.EDU from the frontdesk email or message the purchaser through Microsoft Teams for more information

  2. Include as many of the following details as possible:

    1. Company name

    2. Tracking number

    3. Description of the item

    4. 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

  1. 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  

  2. 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.”

    1. Sign out sheet

  3. When the recipient comes to pick up the package, they need to check that what is in their package aligns with the packing slip

  4. 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. 

  5. After item is picked up, place the signed packing slip into the tray labeled “Ariba Packing Slips”

Outgoing mail/packages

Regular Letters

Put a barcode on a piece of mail by the return address and place it in outgoing mail. If you have a bundle of mail, you can put the barcode on the first piece and place the stack together with a rubber band.

Ordering New Mailing Barcodes

Request a budget number from the Administrator and visit  Budget Number Barcode Program | Creative Communications (uw.edu) for the ordering instructions.

As a note, you can provide these as requested by staff and faculty for mailing departmental items.  However if they have more than a couple of items or a mass mailing, they need to contact Kim Maczko for options. 

Packages and Larger Requests

Aerobuy@uw.edu handles arranging for payment for larger packages that require pickup.  If they have an approved Shipping Request Form, you can take the package and form, email aerobuy@uw.edu that we have it, and place it in Khalid’s designated area in the package room.

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