Shipping Tickets

[Procedure] Last Updated: October 2002
Prior Manual Number: 9-8

A shipping ticket is a written authorization for a department of the university to transfer any item belonging to or ordered by the university to another party not affiliated with the university. In order to initiate a shipping ticket, a university department must furnish the Office of Procurement Services with information required to efficiently and correctly accomplish this transfer. Procurement Services then prepares the required shipping ticket and distributes copies by email as follows:

  • One copy to the requesting department.
  • One copy to Central Stores/Receiving.

When the copy is received at Central Receiving, a pickup authorization is given to Route Drivers who will pick the item up only if the requesting department has also received a copy of the shipping ticket. Route Drivers will not pick up an item to be shipped off-campus unless they have a copy of the shipping ticket, nor will an item be shipped from Central Receiving without the same ticket attached.

The requesting department may elect to deliver an item to be shipped in person to the Central Receiving area in the Dorland Building, providing that the requesting department's copy of the required shipping ticket is attached to the item to be shipped.

Items to be shipped off-campus are dispatched by either U.P.S. or contract common carrier, as soon as possible after receipt at the Dorland Building and proper packaging and labeling.

Packaging Requirements

Both U.P.S. and contract common carriers have specific requirements for packaging items before they will accept them for shipment.

Departments are asked to contact the Central Receiving Office (815-753-6281) before attempting to package an item to be shipped off-campus. Items that are fragile, heavy, and/or bulky may require wood crating by the university Physical Plant carpenters. Arrangements for this may be made directly by the requesting department, or will be made as needed by the Receiving Office with the cost of the service charged directly to the requesting department by the Physical Plant.

If the shipment is going to a foreign addressee, or may be classified by the U.S. Department of Transportation or the carriers as “hazardous” materials, then special handling, packaging, or documentation procedures may be required. Contact Procurement Services for further information in these areas.

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