Customer Supply Requests

Owned by Sara Yilmaz
Last updated: Apr 08, 2022Version comment
2 min read

How to request and distribute stamps, mailing and shipping supplies, and FedEx shipments. 

FASS Agent Step-by-step guide

Stamp Distribution

  1. Forever stamps are kept with the Purchasing and Logistics Manager.
  2. Requests will either be for a specific number of stamps or a dollar amount (stamps are valued at $0.50 each).
  3. Count out the desired number of stamps and recording the following in the stamp log book:
    1. Date
    2. Dept name with name of requestor
    3. Number of stamps in the “Forever” section
    4. Total value in “Billable” section
  4. The yellow copy goes to the customer and the white copy goes in a campus mail envelope to the Business Operations Director. 
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  5. Note the transaction in a personal spreadsheet incase the customer copy is lost or the Business Operations Director need to know who the bill. (See sample spreadsheet)
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Mailing and Shipping Supplies

  1. No log is kept for shipping supplies. They are provided to customers as requested. 
  2. If no specific number is requested, send a bundle via campus mail in an envelope or rubber banded together.
  3. If 20 USPS Priority small boxes are requested, send a shrink wrapped bundle or entire box via campus mail.
  4. Monitor inventory to ensure it is not depleted

Supply locations:

  • All FedEx and UPS envelopes and ship boxes are on the small metal rack against Purchasing and Logistics Manager's office wall.
  • USPS envelopes and boxes are on the large metal rack against the green wall.
  • Campus Mail envelopes are in plastic tubs on the bottom shelf of the large metal rack.
  • Certified barcode labels and return labels are on the shelf above the main meter.

FedEx Ship Requests

  1. Customers will request FedEx shipping requests as needed
  2. Assign a range of tracing numbers to customer and record in the log.
    1. Customer shipping volume will determine how many shipping requests are provided. Example: Zebrafish and Registrar have higher volume than most customers.
  3. Shipping labels are located in large grey file cabinet, fourth drawer down
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  4. Take shipping label bundle, and record the date, department, and requestor in the log. Take a sticker showing the tracking number from the first (lowest number) label and the very last (highest number) label and put them in the log.
  5. Put the bundle in a campus mail envelope and address it to the requestor. One of our drivers will take it to them on their next route out.
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