Instructions for shipping procedure from ES to ES via UPS

revised 1/10/07

 

Sending ES (or office staff)

  1. Get package ready to send.

  2. Fill out UPS ground label completely.  Make sure the GVCS account number is correct, and that you have signed and dated the label.

  3. Call UPS at 1-800-pickups (1-800-742-5877), follow the prompts to speak to a person.  (If you don’t speak to a person, UPS will pick up the package at the school address, not your home address!)

  4. Tell the UPS agent that you want to schedule a GROUND pick-up for THAT DAY.  They will ask for your address, etc.

  5. If you will not be home, tell the agent where you will leave the package (porch, etc.)

  6. Remove the top copy of the label (shippers copy). It will have a tracking number on it that can used to track the package if necessary.  This can easily be done on the UPS website: www.ups.com.  Keep this label in a file, along with the rest of your packing slips.

  7. E-mail the receiving ES to let him/her know the shipping date, UPS tracking number and receiving student name.

Receiving ES

  1. Process a Confirming Purchase Order through the normal procedures and charge the estimated amount of shipping to the following account: 620-5903-0000-0-3300-1000-000-000-0000-0.  Be sure to include the receiving student’s name and the tracking number.  Once the book is received, go into the PO and receive the merchandise.

  2. UPS bills the business office on a weekly basis.  Upon receipt of the bill, the business office will adjust the PO to actual charges and submit payment.

  3. The receiving ES can go into the PO approximately a week to two weeks after receipt of the book to get the exact amount that was charged in order to adjust the charge to the student account ledger. The business office will remove that amount from the actual ES account as necessary.

 

Approximate charges and considerations

  • Pick-up fee: $5.00

  • Fuel surcharge fee: 1.25% of shipping fee

  • Shipping fee: varies, based on weight, dimensions, etc. prices range from about $4.75 for a 1 lb. Pkg to about $6.40 for a 10 lb. Pkg.

  • You can determine exact amounts using the zone and rate charts on the ups website. The cost may affect your decision to ship curriculum.  Some other possibilities are:

  • Exchange curriculum at ES meeting, or through Meg if ESs attend different meetings, buy new curriculum if it would be less expensive (doubtful), receiving ES drive to sending ES’s home, or allow the receiving family to drive to the sending ES’s home.

 

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