Customs Broker
The importing and exporting of goods are subject to the rules and regulations of U.S. Customs and may require special forms to be completed for importing or exporting. Departments needing to receive or ship goods coming from outside the United States should contact the university's contracted vendor for customs clearance. Seko Logistics has been provided with power of attorney to help streamline these deliveries.
Purchase Order Shipping Terms
Definitions
FOB: The term "Free on Board" or FOB is commonly used when shipping goods to indicate who pays loading and transportation costs and/or the point at which the responsibility for the goods transfers from shipper to buyer.
A FOB Destination: The preferred shipping/freight method since it provides the most protection to the university. It should be negotiated into all purchases whenever possible. FOB Destination means legal ownership of the goods transfers when they reach the department. Therefore, the seller pays all shipping/freight costs and assumes risk of damage for the goods during transit.
A FOB Origin or Shipping Point: The department usually pays all shipping/freight costs and legal ownership transfers to the department when the goods leave the vendor's warehouse. The department assumes the risk of damage during transit. If a vendor requires FOB Origin or Shipping Point, the department should arrange for appropriate insurance coverage for the purchased goods. The University Office of Risk Management can provide transit insurance when necessary.
A Quick Look at Shipping/Freight Terms
| FOB Term |
Who Pays the Cost |
Who Bears the Cost |
Who Owns Goods In-Transit |
Who Assumes Transit Risk |
| FOB Destination, freight prepaid |
Seller |
Seller |
Seller |
Seller |
| FOB Destination, freight prepaid and add costs to invoice |
Seller adds costs to the invoice |
University |
Seller |
Seller |
FOB Shipping Point
(Please Contact Purchasing) |
Seller or University |
Seller or University |
University |
University |
Submitting Requisitions
The department should require any shipping/freight terms to be reflected on the quote received from the vendor. The quote becomes part of the purchase order that helps clarify the agreement between the department and vendor.
For the majority of purchases, the seller should be able to provide the actual cost of the shipping/freight associated with the delivery of the goods. These costs should be included in the quote and attached to the purchase order. The costs for shipping should be included on the purchase requisition as a separate line, and the shipping/freight term for FOB Shipping Point should be selected on the requisition.
UPS Accounts
For units that use a departmental UPS account, a shipping line item is not needed, as UPS charges the department's UPS account directly. Units are encouraged to use their UPS account anytime on FOB Shipping Point – Prepaid and Add appear on the Seller’s quote.
UPS Contract Rates for Letters and Packages
UPS Contract Rates for Letters and Packages
Domestic Air and Ground Rates
Guaranteed delivery for letters and packages:
Package weight maximum is 150 pounds per package.
Zone Chart
Accessorial Charges (Address changes, weight adjustments, etc.)
International Rates (Except Canada and Mexico)
International Air Rates for Letters and Packages
International shipments require special handling and paperwork which can be costly. Contact servicedeskaits@uillinois.edu with questions.
Canadian Air and Ground Rates and Mexico Air Rates
Guaranteed Delivery:
- Express by 10:30 am
- Letters — Next day to major metropolitan areas.
- Packages — End of next day to major metropolitan areas; Other Locations by end of 2nd day
- Standard 3-5 days ground (Pending customs approval)
Canadian Zone Chart
UPS Insurance Information for Shipping Small Packages
UPS Supplied Insurance
- First $100 per letter/package (free)
- $0.75 for each $100 (or portion of $100) of the total value declared, with a minimum charge of $2.25
- $50,000 maximum carrier liability per shipment (See "University Insurance" to insure shipments greater than $50,000)
University Insurance
The university can also insure shipments, and the rates may be more competitive than the shipper can provide, especially for high-value items. To learn more, visit the program website.
Express Mail Services
UPS is the university's contracted vendor for express mail shipments. By using the UPS contract, departments may save up to 50% on their shipping charges. See the UPS Contract Rates section for more information.
With the exception of UPS WorldShip users, payments to express mail service providers must be made using a university PCard. Departments that do not already have a PCard should contact their campus PCard administrator for information on how to obtain a PCard.
CampusShip
The university has worked with UPS to develop a user-friendly shipping tool that supports PCard payments. CampusShip features PCard payments, one-screen shipping information, and displays university discounted prices. Departments using the standard UPS Web shipping solution should consider using the CampusShip application. To request access to CampusShip please complete the Service Desk Request Form.
For information on shipping and receiving hazardous material please visit the Division of Research Safety website.
UPS Services
- UPS contract rates for letters and packages (domestic, international)
- UPS supplied insurance rates (see university-supplied insurance for items valued at $10.00+)
- Tracking, shipping history, and schedule pickups
- Pick up from all university offices upon request
- 8 a.m. to 5 p.m. Monday-Friday
- 1-800-PICK-UPS (1-800-742-5877)
- Pick up from UPS Drop Boxes until 6 p.m.
- UPS Drop Box locations may be found in CampusShip by:
- Logging into CampusShip
- Selecting Resources tab
- Selecting UPS Locations on the Resources page
- Entering Location information
- Provide all bills-of-lading (This is a document issued by a carrier to acknowledge receipt of cargo for shipment.)
- Provide all special envelopes and pouches
- Provide computer software
Worldship
WorldShip is a special software program targeted at mid-range to large users for production type shipping that provides services and shipping information to 30+ University of Illinois departments. Departments currently using WorldShip will be allowed to continue to do so. However, WorldShip does not accept PCards as a method of payment. Departments must submit requisitions in iBuy to establish a Standing Order that can be used to process invoice payments for those departments using the UPS WorldShip application. Departments should work with the Purchasing Division and their UPS representatives to determine if WorldShip is their best shipping solution.
Questions and access requests should be submitted through the Service Desk Request Form
Shipping Guide and Procedures
Please reach out to your purchasing office to verify specific terms applicable to your university.
| Terms of Sale |
Responsibility for Cost and Transit Ownership |
Procedures |
| Destination, freight prepaid |
Seller - Pays Freight Cost
Seller - Bears freight Cost
Seller - Owns goods in transit
Seller - Files claim |
Department Procedures
- The department will communicate with the seller to ensure that the seller agrees to pay the shipping and freight costs and add the FOB (terms to the quote when possible.)
- The department needs to review the quote to ensure the term reflects the responsibility and of shipping/freight costs before processing the requisition for the purchase.
- When processing the iBuy requisition, the department should select the appropriate FOB code.
University Payables Procedures
- University Payables will not pay shipping/freight on purchase orders that did not include shipping/freight costs originally on the purchase order without department approval.
- If the FOB Destination code was applied to the purchase order, then the department must approve or contest the added shipping/freight costs within a reasonable period of time.
- If the vendor wants to add shipping/freight charges and the department contests the shipping/freight costs, the issue should be forwarded to Purchasing for review and resolution.
If shipping/freight is added for payment:
- A change order request is required to add the shipping/freight costs to the purchase order total to allow for payment to the vendor.
|
| Destination, prepaid and add |
Seller - Pays freight costs and adds costs to invoice.
Buyer - Bears freight costs.
Seller - Owns goods in transit.
Seller - Files claims (if any). |
Department Procedures
- The department will obtain a quote with the shipping/freight term and costs identified on the quote.
- The department will include the cost of shipping/freight with the total cost on the requisition and select FOB Shipping Point.
University Payables Procedures
- If the shipping/freight line is added to the purchase order and there needs to be an increase in the shipping/freight line-item amount, UPAY will follow their procedure to receive approval from the department to allow payment over the line-item amount. The following process prevails regarding increasing the total amount of the entire purchase order:
- The total value of the purchase order is under $100,000, (solicitation level), no change order is needed from Purchasing.
- If all lines on the purchase order are paid and the only overage is the shipping/freight, UPAY will close the line with no communication to the department. The rest of the purchase order will close out in the monthly batch close.
No shipping/freight line added - shipping/freight added on invoice:
- No shipping/freight line added - shipping/freight added on invoice:
|
| Shipping Point (All types) |
Specific terms to be discussed with Purchasing |
Department Procedures
- The department obtains a quote with the FOB "shipping point" terms.
Purchasing Procedures
- When the buyer sees shipping/freight point being utilized, the buyer will contact the department and ensure that the department is aware of the university shipping/freight contract.
- The buyer will consult with the department on the most appropriate shipping/freight methods.
- The final decision will remain with the department.
- If the university shipping/freight contract is utilized, the buyer will cross out any shipping/freight costs on quote and attach the university shipping/freight instructions.
|
United Parcel Service is the prime supplier for shipping needs for University of Illinois Springfield. All UPS shipments must be accompanied by a completed UPS Form by requesting department in conjunction with a signed bar-coded mail authorization slip. All UPS packages must be received by Mail Services no later than 3:30 p.m. for shipping that day.