Manual of Business Procedures
220.1 Warehouse Services
220.1.1 Purpose
220.1.2 University Stores Processes
220.1.3 Regulated Materials and Chemicals
220.1.4 Departmental Storage
220.1.5 Hamper Rental
220.2 Receiving and Distribution
220.2.1 Purpose
220.2.2 Receiving
220.2.3 Shipping
220.2.4 International Shipping
220.2.5 Hazardous Materials
220.2.6 Desktop Shipping
220.2.7 Logistics Billing
220.2.8 Personal Use Shipping
220.2.9 Distribution
220.3 Campus Mail
A. Warehouse Services offers warehouse storage rental and hamper rental to the MSU community, as well as the full-service University Stores, where MSU’s commonly used, high-volume items are stocked and distributed. Warehouse Services also provides fulfillment services for shop.msu.edu, an e-commerce platform which sells a variety of Spartan spirit items, college-branded merchandise, and other exclusive MSU products. Departments may sell branded items through shop.msu.edu and use proceeds from sales to help fund scholarships, programs, and initiatives. For more information, contact shopmsu@msu.edu.
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220.1.2 UNIVERSITY STORES PROCESSES
A. Ordering: University Stores orders can be placed using the online catalog within Spartan Marketplace or in-person at 166 Service Rd, East Lansing, Michigan. EBS login is required to access Spartan Marketplace.
B. Delivery: Orders are delivered at no charge to on-campus addresses. Logistics also delivers to off-campus locations where a service level agreement (SLA) is in place. If an SLA is not in place, off-campus deliveries are processed through a third-party carrier and charges are billed monthly through the Logistics Service Provider Billing (Billing History).
- Order discrepancies: Upon order receipt, it is the responsibility of the recipient to verify the items and quantities in the package are as ordered and are free from damage. Incorrect orders must be reported within one business day to the University Stores help desk at (517) 884-6240 in order to receive a replacement or credit, if applicable.
- Backorders: If an item is temporarily out of stock, a backorder is created; reordering is not necessary. Backordered items are sent and billed when inventory is restocked. Backorders may be canceled by calling (517) 884-6240 and referencing the order and item number.
C. Returns: Merchandise ordered from University Stores can be returned providing it can be resold and is in the original factory packaging. The order number, product quantity, reason for return, and description of items to be returned is required. Obsolete or discontinued merchandise will not be accepted for return. Postage stamps may not be returned. No returns are accepted after 30 days.
D. Return/Exchange an Order
- Complete the Return/Exchange form [.pdf]
- Attach the form to the item(s) being returned/exchanged
- Place in your department mailroom for pick up or bring to University Stores
E. Restocking fees: Merchandise returned due to University Stores’ error or a manufacturer’s defect is credited 100% if returned in its original condition. Stock merchandise returned for any other reason is credited subject to restocking charges based on the elapsed time after receipt.
- Same day to one week: no charge
- One week to one month: 20%
- After one month: no returns or exchanges
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220.1.3 REGULATED MATERIALS AND CHEMICALS
A. Ethyl alcohol (ethanol) is available in sealed pint or gallon containers, or in bulk quantities issued in one-gallon increments. When ordering bulk alcohol, you must have approved safety cans that are in good condition and properly labeled to indicate the contents. University Stores can pick up, fill, and return the containers.
- Use and record keeping for ethyl alcohol is done per Distribution and Use of Tax-Free Alcohol, Part 22 of Title 27, Code of Federal Regulations.
- Alcohol dispensed for teaching and research purposes may not be sold, issued, or given away.
- Follow our Ethanol Handling and Transportation Guidelines.
B. University Stores stocks a variety of chemicals for laboratory use. Please visit the University Stores catalog in Spartan Marketplace for a complete list.
A. Warehouse Services offers heated storage space in its secure warehouse. Materials are stored on 4’ x 4’ pallets. Large unpalletized items may be stored based on available space and material handling requirements. Pickup and delivery of most material is free of charge. Please contact Warehouse Services for a quote.
B. Storage fees are calculated per pallet or square foot of space. Fees are charged monthly via a Service Provider Billing ( Billing History).
C. Limited space is available for storage of chemicals. Contact Warehouse Services for more information.
D. Prohibited Items
- Personal items
- Art
- Antiques
A. Large and small wheeled hampers are available for MSU departments to rent.
- Hampers are not to be used for recycling materials. Please contact MSU Recycling for recycling hamper requests.
B. Customers must fill out a Hamper Rental form. Hampers will be delivered by the date provided on form based on availability.
C. Warehouse Services will pick up hampers after use, based on date provided on form or by customer request. Additional costs may be incurred for product disposal if the hamper is not returned empty.
D. Rental fees will be charged after the hampers are returned via Internal Billing document.
- Small hampers rent for $1.50 per day, per hamper
- Large hampers rent for $2.50 per day, per hamper
- Lost or damaged hamper fees
- $100 per small hamper
- $150 per large hamper
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220.2 RECEIVING AND DISTRIBUTION
A. UPL Central Shipping and Receiving is Michigan State University’s central location for receipt, delivery, and shipping of university business parcels and freight. We provide expertise on export compliance and hazardous materials shipping and handling. We also offer Event Material Management services to transport conference and exhibit items to and from events.
A. Central Shipping and Receiving is the hub for most university business freight and parcel deliveries. Upon receipt, parcels are accepted and signed for by Logistics staff and scanned into a package tracking system called U-Track, creating a chain of custody.
- Student packages and U.S. mail bypass Central Shipping and Receiving and are delivered directly by the carriers.
- Personal packages are not accepted.
B. Stakeholders must alert suppliers of any materials received in damaged condition.
- Suppliers typically initiate a damage claim with the carrier. Please retain all packaging, in the event an inspection is required. Value of the damaged item(s) must exceed $100 for a formal claim to be filed with the carrier if it is believed item(s) were damaged in transit. Suppliers are often required to file claims with the carrier within 60 days of delivery. Overages or shortages must be reported directly to the supplier in a timely manner. Contact Logistics for assistance at (517) 884- 6082.
- Once a supplier has provided a claim number, you may check on the claim status using these links:
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A. UPL Central Shipping and Receiving is the primary location for shipping university business parcels and freight, including domestic, international, hazardous materials, and dangerous goods.
B. Service Request
- A completed Service Request form is required for all outbound shipments.
- This initiates pickup of parcels and acts as departmental authorization for Logistics to ship materials.
- Select the Service Request tile and choose the preferred shipping method.
- Complete and submit the form.
- FedEx/UPS/DHL, Freight – used for off-campus outbound shipments
- Campus Pickup – used for intra-campus building to building moves (not required for campus mail pickup)
- Print and affix the Service Request form to the item(s).
- Place item in your building’s mailroom or dock for pick-up.
- Additional job aids are available.
220.2.4 INTERNATIONAL SHIPPING
A. Both a Service Request and an International Shipping form are required to initiate export shipments.
- A minimum of one to three business days is required for shipment preparation. Complex exports may require additional time.
- Some materials not classified as hazardous in the Unites States may be classified as hazardous in other countries. Many countries do not accept hazardous material shipments.
A. Both a Service Request and a Hazardous Materials Transportation form are required to initiate hazardous materials shipments.
B. Always include a Safety Data Sheet (SDS) with your shipment.
C. Dry ice is considered a hazardous material. Please select the “Dry Ice” checkbox on the Service Request Form and enter the dry ice weight and unit of measure. Dry ice shipments must arrive at Central Shipping and Receiving prior to noon.
D. Radioactive materials are processed through Environmental Health and Safety (EHS). Contact EHS for information.
E. Some materials not classified as hazardous in the Unites States may be classified as hazardous in other countries. Many countries do not accept hazardous material shipments.
A. UPS and FedEx provide desktop shipping solutions. To request system access and a user ID, please call (517) 884-6084.
B. Desktop Shipping for personal shipments is not allowed.
A. Service Provider Billing (SPB) line-item transaction detail associated with UPL billing charges are available.
A. Logistics offers in-person, outbound domestic parcel shipping services to MSU faculty, staff, alumni, students, and retirees.
B . FedEx Desktop Shipping and UPS ShipExec accounts cannot be used for personal use shipping.
C. Parcels must be ready to ship, as we do not supply packing materials or packaging services.
D. We do not accept:
- International shipments
- Hazardous materials
- Freight such as less-than-truckload or full truck load
- Illegal items
- Articles of unusual value
- Insurance greater than $100
E. Other restrictions may apply.
F. Bring your parcel to Mail Services, 166 Service Road East Lansing, MI 48824.
G. Personal use shipping hours are Monday through Friday 7:30 – 11:45 a.m. and 12:30 – 3 p.m.
H . Departmental shipments take precedence.
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A. UPL is the primary location for distribution of university business parcels. Packages from parcel and freight carriers, as well as University Stores warehouse orders, are commingled and delivered to campus locations. Upon delivery, the tracking system— U-Track —is updated with final delivery information. Most deliveries occur the same day or next day of receipt. Perishable shipments are delivered same day.
- To track your package while in transit to the university, check the carrier’s website.
- Shipments will appear in U-Track after they have been processed and staged for delivery.
A. Campus mail service is limited to the distribution of official university intra-campus communications and the collection of U.S. mail for off-campus processing. Campus mail is not trackable: do not include cash, medical records, or other confidential documents.
B. Examples of materials not distributed through campus mail are:
- Non-university business
- Club announcements (political, religious, fraternal, and panhellenic)
C. Addressing Campus Mail
- Recipient name, building name, and room number are required on the campus mail envelope.
Will Spartan
BioEngineering Room 1840 - Used campus mail envelopes can be requested online.
D. Large Campus Mailings
- For campus mailings greater than 100 pieces, submit a Campus Pickup Service Request form or contact Mail Services 48 hours in advance at UPL.DL.MailServices@msu.edu
- Envelopes must be addressed, including building name, and bundled and sorted by building.
- Self-mailers/fliers (single or multiple-page mailings not in an envelope) must be folded and sealed. The address must include the building name, and the mailing must be bundled and sorted by building.