UPS Express Shipping Frequently Asked Questions (FAQ)

The following are the initial set of questions received from the campus community:

Q: What is the benefit to Penn from this exclusive contract relationship for outbound express shipping with UPS?

A: Purchasing Services competitively bid express mail shipping and the contract was awarded to UPS because of significant savings as well as their cutting edge technology. In addition to being the world's largest package delivery company, UPS is ranked #1 in their industry for social responsibility, financial soundness, quality of products/services, and quality of management according to Fortune Magazine 2008 Most Admired Companies.

Q: If Penn's new UPS contract is effective as of July 1st, is July 1st the deadline for me to stop using other carriers for express mail? Will I no longer be able to use the FedEx pre-printed air-bills after July 1st?

A: The Penn-UPS contract is effective as of July 1st, however July 1st is not a hard cut-over date. We anticipate that there will be a transition period throughout the summer for users to stop shipping express packages via other express shipping carriers (such as FedEx and DHL) and begin using the UPS exclusively for their outbound shipments. We expect the transition to UPS be completed by August 31, and for everyone to utilize the new UPS Express Ship Management System exclusively at the start of the new academic year in September.

Q: Will the new online system be available to everyone on July 1st? If so, when will specific instructions be available so that I can utilize this new system?

A: Yes, the Express Ship Management System is available as of July 1. However, your department administrator will need to establish you as an authorized shipper in the Express Ship Management System. The Express Ship Management System online training guide will be available via the P2P website on July 11th.

Also, Purchasing Services, in conjunction with Penn Mail and UPS, will be offering group training sessions to faculty and staff throughout the summer for the Express Ship Management System.

Q: When are the group training sessions scheduled?

A: Group training sessions are scheduled in October as follows:

• October 7th from 2:00 PM to 3:30 PM in John Morgan Building Reunion (Basement)
• October 10th from 2:00 PM to 3:30 PM in Steinberg Hall-Dietrich Hall, Room 350
• October 17th from 10:30 AM to 12:00 PM in Steinberg Hall-Dietrich Hall, Room 350

In addition, if you would like to request a smaller group training session for your school or center, please send your request (including the number of people, proposed dates and times, and preferred location) via email and someone will contact you to confirm the details.

Q: How do I register for one of the group training sessions?

A: We encourage everyone to register via Conference Services so that we can ensure we have enough seats in all the sessions, but walk-ins are absolutely welcome. You can register by clicking here.

Q: I have unique shipping requirements - Will UPS be able to accommodate my unique situation?

A: Please send a description of your requirements via email and someone will contact you to schedule a time to review the details.

Q: I have hundreds of contacts in my online address book. Can I transfer them to my address book in the UPS system, or do I need to retype all of these contacts?

A: Your personal contact list can be downloaded from Outlook or from your FedEx online account and then uploaded into your UPS account. UPS will provide details during training to assist you with your data transfer.

Q: How do I obtain UPS shipping supplies such as envelopes and packs?

A: UPS shipping supplies (envelopes, packs, boxes, etc.) are available free of charge by calling 1-800-377-4877. You will need to give them Penn's supplies account #763-6X8 and your full mailing address, including your suite or office number, and the materials will be sent directly to you.

Q: Does the contract with UPS for express mail services include both domestic and international shipments?

A: UPS will handle all express mail services - Ground, Domestic, and International.

Q: Does UPS handle international shipments to all areas too? Are there any limitations such as shipments to remote areas?

A: UPS services the entire globe with either their staff or local partnerships. For example - UPS delivers to more businesses than any other carrier worldwide, UPS delivers to more countries from the U.S by 9:00 a.m. and before noon than any other carrier, and UPS provides the earliest guaranteed delivery of customs cleared shipments between the U.S. and China.

Q: Are there any limitations on shipping hazardous materials via UPS?

A: Special training through Environmental Health and Radiation Safety is required for anyone who is handling, packaging and/or shipping hazardous materials.

Use the UPS Express Ship Management System for domestic shipments containing dry ice and/or Biological Substances, Category B. Please note there are special external packaging requirements: Affix blue "dry ice" label and "Class 9 Hazard" label to the exterior of the package.

For shipping all other hazardous materials, please contact a member of Environmental Health and Radiation Safety regarding the shipment of the following:

• Packages containing dry ice (international), or Biological Substances, Category B (international) or containing Infectious Substances, Category A (domestic or international), contact Sue Souder at 215-746-6641.
• Packages containing chemicals or chemically preserved specimens (domestic or international), contact Jim Crumley at 215-746-5036.
• Packages containing radioactive materials (domestic or international), contact Keith Brown at 215-898-2106.

Q: Will my FedEx rates change after July 1st?

A: FedEx rates are definitely subject to change after the commencement of the UPS contract. The rates we have negotiated with UPS are significantly less than what we are currently paying with FedEx, with a guarantee not raise the rates due to fuel surcharges. The FedEx fuel surcharge is currently 25%, and it is being raised to 28% on July 1st.

Q: I ship reagents using other individual's FedEx account numbers. Will FedEx still pick-up packages in my labs when I call for pick-up?

A: Yes, the procedure for FedEx pick-ups in the labs or offices when using other people's accounts will not change.

Q: What do I do with my all my FedEx/DHL shipping materials and preprinted air-bills?

A: In support of Penn's sustainability initiatives, please do not throw your unused FedEx shipping materials in the trash. Your FedEx preprinted air-bills contain Penn's account number, and therefore these air-bills should be shredded and then recycled. The unused FedEx envelopes and packs can be returned by simply calling FedEx and requesting a pickup.