Freight Transactions and DOA

Information about Freight Transactions,  Department of Administration transactions,  and UPS Shipping


 

Using UPS vs. FedEx

When utilizing shipping for University business, we encourage you to use UPS as your shipping provider because of the following benefits:

  • UPS has more competitive shipping rates than FedEx, ranging from 10-15% lower, depending on the package.
  • UPS has a dedicated Sales and Customer Service representatives to help with issues.
  • UPS Campus Ship invoice payments are automated and require less time to audit.

Please view “How To Obtain Shipping Services at  UW-Madison” guide for further information and UPS contact information.

UPS and FedEx Invoices

UPS invoices paid via funding string on Campus Ship REQUIRE a default funding string. If you need to change your default funding string, please email the change to the freight email box at  freight@bussvc.wisc.edu . Include UPS account number and User ID(s). The default funding string will show in “Reference #1”. You only need to add a funding string in “Reference #2” if the shipment needs to be charged to something other than the default funding. Coding not submitted in the correct format or incomplete coding will be charged to the default coding for the department. This will necessitate Non-Salary Cost Transfers to move the charges between funding strings. Charges are posted to accounts by package, not as an invoice total.

FedEx invoices need name and phone number of person approving invoice on the first page and either a summary of all charges allocated by funding string on page one or every package needs to have a complete funding string listed. FedEx invoices can be scanned and emailed to freight@bussvc.wisc.edu for processing. Please note, we do not have a dedicated contact at FedEx, so if any charges need to disputed, you will need to contact FedEx directly at 800-645-9424 to resolve the issue.

Funding String Format

In order to help decrease the amount of errors, please submit your coding in any of the Reference Fields in this format: Department (6-digits), space, Fund (3-digits), space, Program (1-digit), space, Project (if one is needed, 7-digits). You do not need to include the 3710 Account Code, as that will be defaulted.

Correct coding will look like this (when there is no project): 030500 101 5

Or like this (when there is a project): 030500 101 5 PRJXX55

Setting Up a New UPS Account

For additional information including how to set up a UPS account and UPS shipping through MDS go to “How to obtain shipping services at UW Madison.

Transactions from the UPS accounts on the funding string plan are uploaded weekly. There are no images of invoice copies in Perceptive Content/Image Now, but we can provide access to the UPS Billing Center to view invoices if needed.

Updating UPS Users

To add, delete or change a UPS User in CampusShip, complete a CampusShip User Set-up Form and email to freight@bussvc.wisc.edu .

DOA Transactions

WISCONSIN DEPARTMENT OF ADMINISTRATION – CHARGES FOR MICROFILM, CAR FLEET AND DOCUMENT SALES

Monthly invoices for all UW-Madison charges related to these DOA services are central billed and processed by Accounts Payable. Since DOA combines all charges from the University on one invoice, it is EXTREMELY important to give them either a current valid requisition number or the complete direct payment coding (fund, account, unit, division, department, activity, and class code) when requesting their services.