For Suppliers

Routing Requirements

All purchase orders provide delivery instructions to the supplier. The university's standard shipping instructions require the supplier to ship items to University Procurement and Logistics Central Shipping and Receiving. Exceptions may apply to expedited shipments and off-campus locations.

Non-compliance with the following routing instructions and those on the PO resulting in a cost increase, may cause the cost differential to be deducted from the supplier invoice. Payment to you may be delayed.

A stack of brown cardboard boxes with some of the boxes having a green Michigan State Spartan helmet logo on the side.

Packaging Requirements

It is the responsibility of the supplier to ensure that proper packaging is used and that the contents of the package are adequately and securely packed, wrapped, and cushioned for transportation.

  • All packages must display the MSU PO Number on the shipping label or the package itself. LTL shipments require the PO to be submitted on the carrier bill of lading.
  • Pallets must be free of broken boards and the items on the pallet should remain within the pallet edges.
  • The weight of each carton shipped parcel carrier must not exceed 150 pounds.
  • Use a strong container with all parts intact.
  • Use box sealing tape designed for shipping.
  • Remove all old stickers, hazardous material labels, and other shipment markings.
  • Wrap items separately, using adequate cushioning material; protect items on top, bottom, and sidewalls of carton.
  • Use environmentally-friendly cushioning materials when possible.
  • Use a single address label that has a clear, complete return and delivery address.

Use of Preferred Less-Than-Truckload Carriers

Suppliers are required to ship "Freight Collect" using MSU's preferred Less-Than-Truckload (LTL) carrier, XPO Logistics, whenever possible, for both prepaid and collect shipments. However, all parcel orders requiring expedited services are to ship via FedEx Express or UPS Next-Day/2nd-Day Air, "Bill Recipient."

Additional Requirements

United Parcel Service (UPS), FedEx Ground, and FedEx Express should be used for all parcel shipments to MSU. Parcel shipments are considered FOB Destination, bill recipient. The supplier is responsible for all carrier claims.
Prior to submitting MSU marketing mail to the United States Postal Service (USPS), suppliers must obtain approval from Mail Services. Review our marketing mail instructions for suppliers.
Suppliers may only take orders for controlled substances by MSU purchase order. If a supplier receives a controlled substance order from anyone at MSU, they are to contact Procurement immediately as special chain-of-custody processes apply.
It is the responsibility of the supplier to ensure compliance with the Code of Federal Regulations 49 (CFR 49) and packaging requirements governing hazardous materials. This includes proper identification, labeling, marking, packaging, and emergency response information.
All international suppliers are required to submit a pro-forma invoice for review and validation. The pro-forma invoice must provide the following information:
  • The name and address of the foreign shipper and/or manufacturer.
  • The name and address of the importer of record and consignee.
  • A full and accurate description of the imported merchandise; including the Harmonized Tariff number.
  • Quantity of the merchandise being imported with net weights and measures included.
  • The unit price of the imported commodity.
  • INCO Terms 2000 - DDU or DDP must appear on the commercial shipping invoice.
  • Invoice date.
  • Invoice number and PO.
  • A detailed breakdown of any and all prepaid freight and insurance charges associated with the transaction of sale.
  • All discounts offered and/or taken.
  • Any selling commissions must be detailed on the invoice.
  • Invoice must be in English.
  • A complete invoice value.
  • Country of origin of the imported merchandise.
  • A name of a "responsible person" as the preparation party of the invoice.
  • A statement of commodity use.
  • Confirmation of inbound gate and broker information detail.
  • Type of packaging (International Wood Packing Materials Regulations may apply).