I'm off-campus so how do I ship packages?
If the package is coming back to the CSU CEMML headquarters office on campus, you can request a Prepaid Waybill. The link to request that is here: http://cr.colostate.edu/shipping.html#shippackage Once the request is submitted, the university’s shipping department will email you a shipping label that you can use on the package. Completing the request will require an account number for the shipping charges. If you don’t know what that is, contact your on-campus supervisor. If you don’t know who that is, click on the link to view the options. If you still don’t know who that is, ask your direct supervisor.
If the package is NOT coming back to CSU on campus, you may ship it yourself and submit the receipt for reimbursement.
Which shipping system do I use?
Off-campus staff please refer to the answer under “I’m off-campus so how do I ship packages?”
On-campus staff can use the university’s shipping system, overviewed below.
Transtream can be used for both carrier (UPS, FedEx, and DHL) and regular post office mail (first-class, priority, and express) – basically, for packages or documents that you want tracked, except APO addresses. For non-tracking, regular mail or APO addresses, address the package and use the Postage Accounting Form to travel with the documents. If you are shipping something other than those things, see the section under Unusual Shipping on this FAQS page.
- Using envelopes in Transtream requires that you enter a height, even though envelopes are flat. After entering the length and width of the envelop, add 0.25 for the height. This does not add to any dimensional calculations for the carrier.
What is the shipping process at CEMML?
Click on the hyperlink for CEMML’s shipping process page.
What is Transtream?
Transtream is the multi-carrier, small package ground and air shipping system managed by CSU’s Central Receiving. It handles both domestic and international services, and carriers to date include (in priority order of service excellence for pricing value): UPS, FedEx, USPS, DHL.
Transtream Training Session slides (August 2019).
What is a Shipping Requisition?
A shipping requisition is created by Transtream to collect the information needed to create a carrier-compliant shipping label for your package and to bill costs of the shipment. The requisition is an internal form. It does not get sent to the carriers with your package, but travels with it. To secure it to the box, use scotch tape.
It is the sender’s responsibility to know and follow the instructions to shipping printed on the shipping requisition.
How do I receive tracking information?
How you receive tracking depends on which service you use.
If you use the postal service for documents, you can
- indicate on the Postage Accounting Form that you want tracking information and Mail Services will send you the tracking number for you to use to track the shipment yourself, or
- affix a USPS tracking label yourself (for where to find tracking labels at CEMML, click under Packing & Materials
If you use a Transtream Shipping Requisition and entered your email address, Transtream will maintain tracking information for you and the person receiving the package in the system. The carrier will email you and the receiver progress on your package at each stage until delivery. This will mean several email for EACH package for the both of you.
If you’d rather NOT receive email notices at each stage in your package’s progresses through the carrier process, you can UNCHECK the “request email notifications from the carrier” to opt out. This option is on the Transtream screen where you fill in the Ship From and Ship To information. When opting out of receiving each and every carrier notification, you still have access tracking your package within Transtream. View Shipments is offered on the opening screen of your desktop. Click that and find your package anytime you want to get updated tracking information (find your shipment and, when the detail screen opens, click “Track Package” button on the lower right corner).
How do I write an address for accurate delivery?
Automated carrier processing machines read addresses from the bottom up. In Transtream, the street address must always go on the first address field. Also, punctuation and special characters confuse the machines. Listed below are best practice examples to use when sending to employees at military installations. These guidelines follow present-day standardized addressing protocols.
- Capital letters only
- No punctuation – zero, zip, nada (only two exceptions: the hyphen after the zip code’s first five, and the / if you have a C/O)
- One space between words
- CSU CEMML CONTRACTOR is identified with the name for all CEMML staff installation mailings
- Street address always goes on line one.
- Attention line is always on top, never below or between the delivery information
- Use standardized mailing abbreviations:
- Left justified
- 10-point type minimum
- Simple type fonts
- Black ink on white paper (no reverse type white print on black background)
- If using address labels, make sure your labels are applied straight – postal machines have trouble reading crooked or slanted information.
What is the difference between the carrier services?
What to do if I run into trouble?
During business hours of 7:30 am to 4:00 pm Monday-Friday contact the:
- Shipping team at 491-5347 or email@example.com for UPS, FedEx, & DHL questions, or
- Mail Services team at 491-6529 or MailDistribution@colostate.edu for USPS questions.
If you are sending an e-mail, include screenshots to assist in troubleshooting the issue.
How do I get a pre-paid waybill to include inside my shipment?
This service is only available for off-campus shipping to CSU in Fort Collins. All pre-paid waybills come back to the CSU campus. If that is your intent, complete the Prepaid Waybill Form from Central Receiving. All instructions and the actual emailed label is provided by Central Receiving.
CAMPUS MAIL, STAMPS, VOCED STAGING
What is Campus Mail?
Campus mail is communication between on-campus units at the main campus (the Center’s Foothills group is included in CEMML’s 1490 campus delivery code). Campus mail is delivered via the Campus Delivery Codes. A simple manila envelope can be used to send campus mail and should include a cover sheet. Include the first and last name as well as the recipient’s campus delivery code clearly, crossing out any previous addresses. Also, include who it was from and their campus delivery code so that it can be returned to the sender if the address is incorrect.
NOTE: Campus mail is not scanned or tracked – if the document is important, please do not use campus mail.
Can I order stamps?
Yes, complete the Stamp Order Form. Stamps are for CSU business only and require a Kuali account number to purchase.
When and where is CEMML’s mail picked-up?
Central Receiving stops at Vocational Education’s mail cubicle every weekday morning at around 9:30 am to pick up whatever mail is in the outgoing staging area and to drop off new mail. This includes carrier items and campus delivery items.
If your item is not ready by that time but you would like it sent that same say, you may hand-carry your package to Central Receiving by 3:00 pm.
All campus mail must be clearly identified with the name of the person receiving it and the campus delivery (CD) address. For instance, CEMML is CD 1490.
GROUND & AIR
Who can use a Shipping Requisition?
On-campus CSU employees (salaried and hourly) can use the Shipping Requisition for work matter only.
Off-campus employees have these shipping options:
- If shipping or mailing to the CSU campus, off-campus employees can request a prepaid waybill to ship their items back to the CSU campus, using the Kuali account their on-campus supervisor (PI) authorizes.
- If shipping anywhere else (to another installation or business), off-campus employees should follow instructions provided to them by their on-campus supervisor (their PI).
Where do I put my package to ship out?
All carrier parcels with a Shipping Requisition attached should be placed in the shipping and mailing cubicle on the garden level of the Vocational Education building, near the “outgoing” mail bin.
If you have a more than a couple of parcels to ship, notify central receiving and shipping at firstname.lastname@example.org and email@example.com at least one business day in advance of the increased volume.
PACKING & MATERIALS
Does the Center supply boxes, envelopes, and mail tracking supplies?
CEMML keeps some supplies on hand at the front desk in the lobby and in the supply cabinet, including tracking labels for first-class USPS mail (Priority and Express USPS mail is processed through Transtream and that system automatically provides a tracking label). Other shipping and mailing supplies can be ordered from Central Receiving’s Shipping Supplies and Services page. Carrier supplies for air shipment are usually free, but ground supplies are sold. There are also Free Postal Supplies that can be ordered.
If your group is planning a large mailing of specific items, it is a good idea to plan ahead so that you have the material on hand to prepare for the carrier.
LAPTOP AND COMPUTER BOXES: IT and administration save manufacturer boxes for reuse. These boxes have the appropriate battery disclaimer imprinted (if it has not been inadvertently covered). Check with them for a reused box. If no reused box is available, review the “How do I prepare a box” section of these FAQS.
Can I reuse an old box?
Yes, in two situations only:
- ALL old address labels are removed or covered completely. Crossing out an old label with a black marker is not sufficient; and
- You do not reuse a box with battery dangerous goods labels on it for a shipment that has no batteries. WARNING: do not cover over battery labels or imprinting as carrier scanning equipment sees those and your package may be pulled and held as dangerous goods.
BATTERIES: How do I prepare a box in general for transit, as well as computers and other things with batteries?
Prepare your package quick instructions are at that hyperlink. If shipping laptops, IT and administration save manufacturer boxes for reuse. These boxes have the appropriate battery disclaimer imprinted (if it has not been covered). Check with them for a reused box. If no reused box is available, determination for the correct battery labels needs to be made.
Anything with lithium batteries is considered hazardous material and dangerous goods by IATA and must be declared by appropriate labeling on the outer package. Computers and laptops fall into this category, as well as anything else shipping that has batteries or shipping batteries by themselves.
Batteries are considered Dangerous Goods by IATA and must be declared.
- Shipments of laptops, computers, or any equipment with batteries, please provide the information below to the person who is preparing your carrier label. CEMML Admin Support will also need this same information if you are shipping these yourself and need us to send you the appropriate label for the shipping box.
- Lithium batteries? Yes or No
- If yes:
- What material:
- Lithium ION # of ION batteries______ Wh of each battery ______
- Lithium METAL
- # of METAL batteries _______ grams metal each battery _____
- Packaging of batteries (choose one):
- With equipment
- Inside equipment
- Stand Alone
- Computer manufacturer___________ Model _________
The center’s administrative support can help you quickly determine the appropriate labeling for your shipment based on UPS’s battery flowchart and can provide a printout of it, but needs to know the specifics of your battery.
What if I need customized packaging, crating, or Express Courier Service?
Visit Central Receiving’s Shipping Department page and select the service for which you are inquiring.
Can I ship my stuff in a FedEx box when I'm using UPS as my carrier, and vice versa?
Simple answer: NO!
Technical answer: yes, but based on experience, you should not. These carriers are business competitors and often (it happens more frequently than you’d think) those packages get ignored or worse.
Bottom-line, pay attention and use the correct free box that matches your carrier of choice.
What do I need to know to ship overseas?
SPECIAL NOTE: APO addresses may require a customs form (use the Customs Form Indicator for APO and postal international to determine if a customs form is needed or not).
- CEMML admin support will ship your package(s) after you provide the following information.
- Start with a completed User Customs Form for each box (link is eID secured, once on the Employee Portal page, click on the User Customs Form link under Forms).
- One Customs Form per box in the shipment, no matter how many boxes to the same name and address.
- Why? If one box is delayed in transit, customs operators will hold up the entire shipment.
- If multiple boxes, assign a box number and carry that over to the customs form so that administration can match the correct paperwork to the shipment.
- If the form doesn’t open in Acrobat, click the button to have it open in Acrobat
- Complete all yellow highlighted sections (all information is required)
- One Customs Form per box in the shipment, no matter how many boxes to the same name and address.
- Prepare your package for shipment, noting box dimensions, and weight.
- Finish the Customs Form:
- Add the box dims and weight in the Description of Goods section
- Digitally sign the form.
- Resave and rename it, and email it to the Center’s administration.
- Take your package(s) properly identified to match the customs form to the staging area south of the overflow spot in the Garden Level hallway.
- When your completed custom’s document(s) is received, Center administration will complete the university’s international checklist, customs form and shipping in Transtream.
If you want further information on government requirements for exporting can be see at CSU’s International Mailing page.
SHIPPER QUICK LINKS:
What if I need to ship something on dry ice?
Contact Central Receiving directly for instructions on processing and packaging.
What if I need a crate or pallet shipped?
Contact Central Receiving directly.
Transtream Training & Quick Notes
Transtream Training Session slides (August 2019)
- When shipping to a residence, type the consignee’s name in both the Attention and Company lines.
- If the shipment reference must appear on the printed carrier label, type it in the top address line (the reference fields in Transtream are not guaranteed to pick up on any carrier system but are used for internal business reference only).
- Weights and dimensions can be estimated by the shipped – Central Receiving will validate everything and issue chargebacks as needed.