Mail / Packages

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:

1. Bring any outgoing mail down to GUG 117 and place in labeled bin.

2. Retrieve incoming mail/packages from GUG 117.

3. Take mail/packages to GUG 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).

Mail Sorting

Package Sorting -

Open

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

1. 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.

2. Find the items on the A&A Purchasing spreadsheet and add a ‘Y' in the 'Received’ column.

3. Log the package info on the Package Pickup spreadsheet. Include:

   1. Date package was received

   2. First and Last name of addressee

   3. Number of packages

   4. Vendor (Order Number is optional)

   5. 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).

4. 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.

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

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

7. Place the package and packing slip in Guggenheim 211A (try to group 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 

1. Check the A&A Purchasing spreadsheet. If the order is not on the spreadsheet, a packing slip is likely not needed.

2. 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.

3. If you are unsure, check with Jordan. Include the following information in your message:

   • Vendor Name 

   • Addressee

   • Description of the item 

   • Order Number

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 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

2. 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

1. People check for their packages on the Package Pickup spreadsheet located on the A&A Intranet.

2. If the recipient does not know the package pickup procedure, go in 211A with them and walk them through the process. 

3. It is the recipient's responsibility to ensure that what is in the 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, the signed packing slip is placed into the labeled tray.

6. 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.

1. Collect signed packing slips from package room.

2. Scan slips to your email.

3. 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.

4. Upload the file as a .pdf to the correct folder using the same naming convention (i.e. $90.99 Amazon Packing Slip).

5. Go to the A&A Purchasing spreadsheet and put a 'Y' in the Packing Slip Scanned column.

6. 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

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.