Campus Mail Service


United Parcel Services (UPS)

 UPS picks up outgoing shipments from Campus Mail Service everyday M-F (with the exception of University and UPS holidays).

Campus Mail Service uses Pitney Bowes SendSuite Live to process outbound shipments for University departments.  This brings the advantage of a corporate mail center right to your desktop.

University faculty/staff that ship outbound UPS shipments through Campus Mail Service are required to create a user profile on our SendSuite Live application.

Click Here to create your SendSuite Live user profile

(Your myBama credentials are required.  You will be redirected to an instructions page.)

Once a user profile has been created, departmental personnel create an electronic ShipRequest for each package they ship.  Contact a member of the mail center staff if you need assistance setting-up your user profile.

Creating an electronic ShipRequest greatly reduces processing errors and surcharges.  We have also implemented an address verification tool to help avoid any unnecessary fees related to incorrect address information.

How to Prepare Outgoing UPS Shipments

All UPS shipments sent through Campus Mail Service should already be properly packaged according to UPS specifications. Campus Mail Service has a supply of UPS-branded letter envelopes available for sending letters/documents and can help you properly package your shipment.

All outgoing shipments should be accompanied by a ShipRequest generated from our SendSuite Live application.

UPS ships to street addresses only and cannot deliver to a Post Office Box address.

If your shipment needs to be insured, indicate the amount to be insured on your ShipRequest. UPS automatically insures shipments for $100. If your shipment requires insurance in excess of $1000, please indicate the contents of the shipment at the request of UPS.

Your UPS shipment can be picked up with your regular outgoing mail. UPS shipments should be kept separate from all other outgoing mail. All outgoing UPS shipments must be delivered to Campus Mail Service before 4:00 PM for proper processing by Campus Mail personnel. Packages received at Campus Mail Service after the 4:00 PM "cut-off" time will be sent out the next business day.

All UPS shipments processed on SendSuite Live must be of a University business nature.  Packages that are not University business related will not be processed.  The appropriate dean, director, or department head will be contacted whenever a package is in question.

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Saturday Delivery

UPS does not consider Saturday a regular business day and charges extra for this service. If your shipment requires Saturday delivery, you must indicate it on your ShipRequest.  Otherwise, your Next Day Air shipment will be delivered on the next business day. 

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International Shipping Documentation

All international UPS shipments require proper documentation for customs clearance. Letters and documents sent to international addresses in a UPS-branded letter envelope do not require customs documentation.  An invoice is required for all shipments containing non-documents. The invoice is the primary document used for importation control, valuation, and duty determination. This document identifies the products being shipped.

Because the University of Alabama is a Preferred Shipper with UPS, UPS acts as our customs broker and will complete the proper customs information on our behalf.  In order for UPS to complete the necessary customs paperwork, certain information is required.  On University letterhead, you should indicate the following required information and send 5 copies along with your ShipRequest and package to Campus Mail Service:

IMPORTANT:  If the contents of your shipment are items that are a gift/free donation, samples, etc., it is very important to indicate that the contents of your shipment is "NOT FOR RESALE" or that your shipment is a "GIFT-NOT FOR RESALE". If you are sending an International UPS shipment and the contents you are sending are to be sold to the recipient, please contact a Mail Operation Supervisor for further instructions on how to prepare your customs documentation.
Invoice should include:
-Complete name and address information for both shipper and consignee
-Phone numbers for both shipper and consignee
-Terms of Sale (Incoterm)
-Reason for Export
-Include a complete description of the item
-What is the item?
-What is the item used for?
-Harmonized Tariff Codes, if known
-Country of origin (where manufactured) for each commodity
-Number of units, unit value, and total value (purchase price) of each item
-Number of packages and total weight
-Shipper's signature and date
-A nominal or fair market value must be stated for items of no commercial value

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Size and Weight Limits

The following weight and size limits apply to packages you send via all UPS domestic and international services:

-Up to 150 pounds (70 kilograms) (68 kilograms in Canada)
-Up to 130 inches (330 centimeters) in length and girth combined
-Up to 108 inches (270 centimeters) in length

Length is the longest side of a package or object. Girth is the distance all the way around the package or object at its widest point perpendicular to the length.

Add Length and Girth measurements together to obtain total package size.

For international shipments, the maximum weight of a package may vary by destination. Contact the UPS International Customer Service Center at 1-800-782-7892 for details.

For UPS Ground Service and UPS Standard Service to Canada, a package is considered "Oversize" if it measures more than 84 inches in length and girth combined but weighs less than 30 pounds. The charge for an "Oversize" package is equal to the charge for a package weighing 30 pounds.

Hazardous Materials

Campus Mail Service does not handle any Hazardous Materials or Infectious Substances. This includes inbound shipments as well as outbound shipments.  All outbound shipments, including any pre-paid returns, that are considered or defined as hazardous, infectious or dangerous should be directed through the Department of Environmental Health and Safety.

Please contact the Department of Environmental Health and Safety at the University of Alabama for assistance, (205) 348-5905. Click here to view the Hazardous Materials/Dangerous Goods Shipping Guidelines and Instruction.

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