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Freight FAQs

  1. How do I set up a new freight account?
  2. What if my Pcard gets cancelled?
  3. What if I am leaving the department or we want to change whose Pcard is getting charged for freight?
  4. Do I need documentation to reconcile my Pcard?
  5. What if I do not have any Transaction Detail for my FedEx or UPS charges on my Pcard?
  6. What are weekly ground pick up fees?
  7. How do I reconcile freight credits on my Pcard?
  8. What if I have a shipment that post to my credit card that I do not believe belongs to me?
  9. Does the University have preferred carriers that we should be using?

  1. How do I set up a new freight account?

You can request for a new Ground/Express account for FedEx and UPS by completing the New Account Form.

  1. What if my Pcard gets cancelled?

Notify Erik Hoadley 5-0655 as soon as possible so that we can update your freight accounts.  Depending on how long it will take to receive a new Pcard and/or how many shipments you produce you may need to transition your freight account to another person in your department’s Pcard.

  1. What if I am leaving the department or we want to change whose Pcard is getting charged for freight?
Notify Erik Hoadley 5-0655 as soon as possible so that we can update your freight accounts to another person’s Pcard in the department.
  1. Do I need documentation to reconcile my Pcard?

No, you do not need any additional documentation to reconcile your Pcard as long as all of the Transaction Detail is being provided (see example below):

example
  1. What if I do not have any Transaction Detail for my FedEx or UPS charges on my Pcard?

We must receive files directly from the carriers to upload into ProTrav, so at times it may take up to 5-7 business days from the post date for the transaction detail to populate.  If after that time frame you still do not have the transaction detail please contact Erik Hoadley 5-0655.

  1. What are weekly ground pick up fees?

These are fees applied by the carrier for scheduled pickups on ground shipments. These charges will either be $8.00 or $12.00 depending on the quantity of shipping that your department does.  If you feel that you have received this charge in error you can contact the billing department of the carrier (FedEx 1.800.622.1147 or UPS 1.800.811.1648) and request a refund otherwise you may also contact Erik Hoadley 5-0655.

  1. How do I reconcile freight credits on my Pcard?

Credits are applied by the carrier in which we do not receive the level three detail for those transactions.  You do not however need documentation to reconcile these credits.  The line description will provide the tracking number that the credit is referencing to (see example below):

example 2
  1. What if I have a shipment that post to my credit card that I do not believe belongs to me?

Contact Erik Hoadley 5-0655 to assist in researching who the charges should be applied to.

  1. Does the University have preferred carriers that we should be using?

Currently we have negotiated the best rates with UPS and FedEx for ground and express freight.