Shipping
Shipping Guidance for All Locations
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 Baker Logistics for customs clearance.
Units will need to ensure that vendors are listing Baker on the airway bill as the university's customs broker and notify Baker via email, uofillinoischampaign@bakerlcs.com, for a smooth transition process through U.S. Customs. In addition, units have the ability to simplify the payment process by pre-paying customs fees with Baker via PCard. For additional questions or concerns regarding the customs process or international shipments, please email urbanapurchasing@uillinois.edu
University of Illinois Customs Broker Contact
Baker Logistics Consulting Services
205 N. Elm Avenue
Elmhurst, IL 60126
Phone: 312-971-0680
Customs Broker Manager: Lauren Pittelli
Email: Lauren.pittelli@bakerlcs.com
Direct Phone: 312-971-0680
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:
- Next Day Air by 10:30 am (for letters under 8 oz.)
- Next Day Air Saver by 3:00 pm (for letters under 8 oz.)
- 2nd Day Air by end of 2nd day
- 3-Day Select (Air) by 3rd business day
- Ground Commercial date promised
- Ground Residential date promised
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:
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
|
| 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
|
| Shipping Point (All types) | Specific terms to be discussed with Purchasing | Department Procedures
|
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.