Express Mail and Shipping- UPS, Fedex, DHL, Skycom Courier
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First Published :Fri Nov 21 16:46:44 GMT 2014
Last Modified :Wed Dec 04 19:41:27 GMT 2019
Last Published :Wed Dec 04 19:41:27 GMT 2019
This article will assist with completing express mail and shipping materials.
Tufts University has contracts with various suppliers for express mail. Visit the Purchasing web-site for additional information. https://access.tufts.edu/purchasing-express-mail-shipping
There is no standard Tufts Account #; each Department must set up its' own account. Luke Duffney in Purchasing should have a record of which Departments are associated with which existing UPS Account #s.
To request a new account, see the list of Account Representatives/Account Managers for each Shipping company or r send an e-mail to firstname.lastname@example.org
Federal Express and Airborne invoices are billed electronically. Please do not use your PCard. If you are currently using a PCard or getting invoice via paper, please email email@example.com to convert your account to Electronic billing (EDI).
Charging Express Mail to Grants
If you are using a Federal Grant, you must also put account number 5416.
You can only use Federal Grants for US Mail, Fed Ex, DHL/Airborne, etc if you are shipping research material to a funding agency or to another institution/company directly involved in the research.
Visit the Post-Award/OVPR site for Allowable & Unallowable charges for Federal Grants.
Filling out an Airbill
Employees who are initiating overnight mail should complete all billing information on the airbill slip. This includes DeptID and Project/Grant if applicable. See below for sample airbills.
Invoices that do not have complete cost center will not be investigated by AP. The charge will be posted to the primary DeptID of the sender and Account 5413, which is obtained via PeopleSoft’s chart of accounts, and reviewed by your school financial representative. Please note that Financial Services will not allow subsequent Expense Transfers for those charges defaulting to the Primary DeptID.
Account number 5413 will default on all Federal Express and DHL/Airborne charges.
Format of Cost Centers: You must put a space between the DeptID and Proj/Grant – please do not use dashes or slashes.
If you are charging a Dept ID, only put the Dept ID
If you are charging project/grant, you need to put DeptID space Proj/Grant
Example: W000001 NNN100
If you are charging a Federal Grant, you must use account number 5416*
Example: 5416 W000001 NNN100
For FedEx on-line, you need to go to Section 4. Billing Details and expand “More reference fields”
On FedEx airbills this information should go in the box labeled “Your Internal Billing Reference” as circled in the samples below.
Preprinted air bills for Federal Express(complete with your department information in the “Internal Billing Reference”) can be ordered directly from the FedEx web (http://www.fedex.com/us/ ) site by creating a myFedEx.com login account using your FedEx account number previously provided to you.
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