| What to do |
How to do it |
| 1 |
Get a Shipping Memo, form #2089. |
- If you need a form, order it from Marketplace Preview (part #2089).
- Click to see a sample of the Shipping Memo (PDF).
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| 2 |
Complete the top part of the Shipping Memo. |
- On the left side of the Shipping Memo, fill in the
Ship To box:
- Company/ individual name
- Full street address (post office box deliveries are not permitted)
- City, state, and ZIP code
- Attention: name of contact person
- Phone number of contact person
- On the right side of the Shipping Memo:
- Fill in the date.
- Indicate the index number being charged.
- List your preferred carrier on the line following Ship Via. If you leave the line blank, Shipping will choose the carrier.
- Check your choice of transportation:
- Air
- Truck
- UPS
- FedEx
- Ocean
- Check your choice of payment and action:
- Urgent: Ship immediately
- Prepaid: Bill the index number
- Collect: Paid by the name of the company/ individual in the Ship To box
- Routine: No special action required
- Vendor Pickup: Hold for pickup
- Fill in your required delivery date.
Note: If your shipment contains hazardous material, check the yes
box and write "Hazardous Material" in the Description of Contents section (explained in Step 4).
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| 3 |
If applicable, complete the Return Damaged or Incorrect Merchandise section of the middle part of the Shipping Memo.
|
- If you're returning goods to a vendor:
- List the UCSD purchase order number or any identification number.
- List the Return Goods Number: Contact the vendor and request this number or get the vendor's approval to return the goods to avoid refusal of the shipment.
- Indicate if goods are:
- Returned for replacement
- Returned for credit
- Other
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| 4 |
Complete the Quantity Shipped, Description of Contents, and Item Value section of the
middle part of the Shipping Memo. |
- Under Quantity Shipped, list each package you're shipping. If your shipment consists of multiple packages:
- Mark each package with running total numbers such as "1 of 3."
- List each package number on the Shipping Memo.
- List the contents of each package separately.
Note: If you need to have your shipment repackaged, include a notation.
- Under Description of Contents, list the contents of each package separately. If dry ice is included in your shipment, indicate the dry ice weight.
- Under Item Value, list the value of each package.
- Note: If you're shipping a package of non-hazardous materials outside the United States, see How to Ship a Package Outside the United States for additional international shipping instructions.
Note: If your shipment contains hazardous material, see How to Ship Hazardous Materials
for additional shipping instructions.
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| 5 |
Complete the reason for shipment and authorization section in the middle part of the Shipping Memo. |
- In the Check One section, check the reason for shipment.
- Have the form signed by the person in your department who has the authority to sign for the index being charged and provide:
- Printed name and signature
- Phone number
- Mail Code
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| 6 |
Ship your package. |
- Put the completed Shipping Memo (except for the pink copy which you retain for your records) in an envelope marked "Shipping" and tape it to your package.
- To ship the package, follow the instructions on the appropriate page below:
- The person in your department who signed the Shipping Memo will receive a yellow copy of the form when Shipping processes the package. Keep the yellow copy to check your shipping charges.
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