AggieShip Frequently Asked Questions (FAQ)

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Looking for answers to your questions on AggieShip? Read on...

Entering a Shipment

Can I save addresses?

  • Yes, each shipper has a personal address book that can be maintained. Addresses can be added at the time of shipment generation or can be manually entered.

Can I use a PO Box as a delivery location?

  • No, the third party carriers can only ship to addresses that are not PO Boxes.

Why do I have to enter a reason to choose a more expensive shipping option?

  • One goal of the AggieShip system is to reduce outbound shipping costs for UC Davis. As a result, the lowest shipping service is automatically selected.  However, there may be times an alternate service may be needed. Your notes must identify the business reason for needing to select a more expensive shipping option.

How do I add additional services (such as requiring a signature) and is there a fee?

  • Accessory services (i.e. signature) are added on the screen after the carrier is selected. The available accessory services depend upon the carrier and service type selected. Please note that there are additional fees, which are displayed on the shipping label screen.

AggieShip indicates my shipping address is invalid.  What do I do?

  • AggieShip validates recipient addresses against the USPS database to reduce the risk of change of address fees. You can check the validity of your address via the USPS webpage.

Printing

Can I print multiple shipping labels at one time in AggieShip?

  • Yes, multi-piece shipments are accommodated.

Can I print return labels in AggieShip?

  • Yes, you can put your address in the ship to section and generate a label. You can either print and mail the label, or email the PDF.

How do I print my shipping label?

  • A confirmation screen with the bar code label for the shipment will display with a pop-up window that will allow you to open the shipping label and print.  Click on the View Printer Friendly Version link for label printing.

How do I reprint a shipping label?

  • Click on the Shipping header in the upper left corner and select Re-Print Label or Cancel Shipment.

What do I need to do if a shipment needs to be canceled after the label has been created?

  • When using AggieShip, the shipping label needs to be cancelled the same day the label is printed.  If the label is not used, the department will not be charged for the shipment.

Can Aggieship accept an EDI (excel) file to print labels or do I have to manually enter address labels in the system, one by one?

  • They have to be entered one by one.  For other options, contact Bulk Mail Services at bms@ucdavis.edu.

Compliance Check/Embargoed Destinations

What is encompassed in the “Compliance Check”?

  • AggieShip is designed to screen both domestic and international recipients through “restricted party” lists maintained by State, Federal and International organizations.

Why can’t I ship to an embargoed country?

  • All shipments to embargoed countries require screening, regardless of the contents. These shipments require review by the AggieShip team. Once shipment details are entered, you will be contacted by the AggieShip team within 1 business day.

I received a compliance error on my shipment, now what happens?

  • The AggieShip team will research the error and respond to you within 1 business day. Compliance failures happen for a wide variety of reasons and must be resolved prior to shipment, in accordance with state and federal regulations.

Specific Types of Shipments

Can AggieShip accommodate the shipment of animals (i.e. mice)?

  • Each carrier has different rules and list of allowed animals. Please contact us at aggieship@ucdavis.edu for assistance.

Can AggieShip accommodate the shipment of DNA?

  • Yes, as long as the DNA is not classified as UN2814, Category A, Infectious Substance, Affecting Humans. For questions on classification please email hazshipping@ucdavis.edu.

Can AggieShip accommodate the shipment of perishables?

  • AggieShip has no specific functionality for designating a shipment as perishable.  The third-party carriers generally do not provide special handling unless you contract with one of their cold chain divisions. Perishable shipments are delivered in accordance with the service level selected.

Billing

Is there a carrier invoice to pay?

  • AggieShip utilizes your university account number, and there is no invoice to pay. The shipping charges will appear on your ledger 3 to 5 business days after shipment delivery.

Does the account fiscal officer receive a notification when their account is cited on an AggieShip transaction?

  • Yes. The fiscal officer will receive an email each time their account is used in AggieShip.  The email will include a mechanism for the fiscal officer to identify a different account to use, if they want a different account to be used for posting to the general ledger.

Can I bill a recipient/third party account number?

  • Yes, after entering your recipient/courier information,  you will be presented with an Accessorials page where you can select your freight payment method and enter the carrier account number for billing.  You will still be required to enter your departmental chart of accounts and account code on the first shipping screen, but the third-party account entered on the Accessorials page will be used in lieu of your departmental account.

Can AggieShip accommodate shipments from one-non UC location to another if a UC Davis account is being used to pay for the shipment?

  • Yes, this is possible.

International Shipments/Customs

I'm not seeing an option for shipping international. Why not?

Why can I ship only limited items internationally?

  • State and Federal regulations require that recipients and commodities are screened for license requirements when exporting/importing other material to or from the United States.

What is the customs value?

  • This value is used by the recipient country to determine if taxes/duties will be charged.   The shipper is required to estimate the value of the material being exported for customs. The value should be estimated accurately to the best of your ability. It is mandatory that a value of at least $1 is declared.

How many copies of the customs form are required on the package?

  • At least three (3) signed copies of the customs forms are required to accompany the package.

Do I need to keep printed copies of my international shipping documents for 5 years?

  • No, the documents are automatically saved/archived in AggieShip, and can be retrieved at any time via the user’s shipping history.

Hazardous Materials Shipments

I'm not seeing an option for shipping hazardous materials. Why not?

Is supplier packaging allowed for hazardous materials?

  • No.  Hazardous materials are prohibited in carrier packaging. Styrofoam boxes must be shipped in cardboard outer packaging.

Do hazardous materials shipments require additional package markings?

CREATE OTHER Module

What is the “CREATE OTHER” module used to ship?

  • You can generate shipping labels for the following commodities. All other commodities must be processed via the “CREATE OTHER” module.
    • Domestic, non-hazardous shipments
    • International, non-technical documents and published books
    • Dry Ice
    • Category B, Biological Substance
    • Category B, GMO/GMMO
    • Excepted quantities of hazardous materials

What is the process for the shipments entered via the “CREATE OTHER” module?

  • Once a “CREATE OTHER” shipment has been submitted, an automated system email will go to the AggieShip team. The review process typically takes 1 to 3 business days, depending on the complexity of the shipment. For international shipments, a license determination will be required. For hazardous shipments, the material, packaging and paperwork will be determined. Contact aggieship@ucdavis.edu for more details.

Carrier Pick-Up

What information do I need to provide to schedule a carrier pick-up?

  • Typically FedEx, UPS and DHL will request an account number when you call to schedule a pick-up, however, they can schedule the pick-up with the organization name, UC Davis and physical address.   If an account number is needed by the carrier, please provide the appropriate one for the carrier.

System Notifications

What is the email address from which status and system notifications are issued from AggieShip?  

  • Aggieship@ucdavis.edu is the "return email address” that is used for AggieShip system status notifications.

 

Does the fiscal officer or account delegate get notified when a shipment is initiated citing one of their accounts?

  • Yes, the fiscal officer (not account delegates) receives an email notification when their account is cited on an AggieShip transaction.  The email includes instructions on what to do if the transaction is in error, or if the fiscal officer wishes to transfer the shipping expense to a different account.

 

Is the email address used for system notifications the one entered in the Ship From section?

  • Yes!   In most cases, the person initiating the shipment will enter their own email address in the Ship From section.  But, if someone is entering a shipment on behalf of someone else, and they want that other person to get the email notifications, they should enter the other person’s email address in the Ship From section.

 

Why aren't I receiving the system email notifications?

  • Automated system email notifications are sometimes filtered into an email clutter/junk/spam folder. We recommend checking those folders to see if the messages are showing up there.  As needed, you can make adjustments to the filter settings to ensure that you receive messages from the AggieShip system.