Mail Services User Guide

- Online shipping service for packages - Online shipping service for packages. - Compare shipping prices and select the delivery method you want. - Submit your shipment information online. - Mail Services will pick the package up from your department and ship it. - New online shipping service for ground packages. - Compare shipping prices and pick the delivery method you want. - Submit your ground shipments into the online program. - Mail Services will pick the package up from your department and ship it.

Benefits - Consolidates pick up for packages - Ability to comparison shop to get the best rates and delivery available. - Consolidate numerous accounts (we currently have over 60 Fed Ex accounts) BENEFITS Consolidates pick up for ground packages Ability to comparison shop to get the best rates and delivery available. Consolidate numerous accounts (we currently have over 60 Fed Ex accounts)

How to Use FlashPac www. kent How to Use FlashPac www.kent.edu/mailservices (works better in Chrome or IE than Firefox) Which we are calling FlashPac Go to www.kent.edu/mailservices/flashpac This is the screen you will initially see

Log in Log in with your Kent.edu User name & password Flashpac ksushipper1 Log in with your Kent.edu User name & password Flashpac Be sure that the “KENT STATE UNIVERSITY l 44242 OH” is below the login and password. If not, contact Steve Finley at 2-8703. Flashpac

Main Navigation Screen 1 2 3 After successful login, this screen will appear We will look at each panel in the upcoming slides. 4 5

STEP BY STEP INSTRUCTIONS: Shipment Information 1 Only select Shipment Type. Leave Date and Weight fields empty, unless you want to estimate the weight. XXXXXX STEP BY STEP INSTRUCTIONS On the “Enter Shipment Information, you only need to enter the shipment type, either Package or Envelope

Finding entered shipping address 2 To Find an existing address, click on Search Address Book, then search by: Number, Name, Address 1, Address 2, Address 3, City, State ZIP Code or Country. Match by: Any Part of Field, Start of Field or Whole Field

Select from multiple addresses 2 Sometimes you will come up with multiple results displayed, at which point, just select the proper one. If you get multiple responses from your search, just click Select on the correct one.

Shipping address found by Zip lookup 2 Here is an example of an address the came up when we searched by the Zip 44141.

Enter new shipping address 2 Fields in Yellow and highlight in red are required! All shipments require a phone number. Important to fill out email & event (shipped). If there is no entered record, you must enter the data required to create a new shipping record. VERY IMPORTANT to put in your email address and the event (shipped) in this form. Additional contacts may be added as needed, remember to pull down Shipped in the Event Field. The fields highlighted in yellow are required.

Select Carrier or Best Way 3 If you have a preference how you want this shipped, “Select a Carrier” To view all available rates, click “Best Way” (recommended)

Best Way Screen 3 A calendar view will pop up with the different rates for different services. All you do is select the rate that best suits your needs. Library and Media Mail are usually the least expensive, but see the next slide for authorized usage. Clicking on your preferred rate continues the process.

Library and Media Mail 3 Media Mail and Library Mail are special rates for mailing packages through the United States Postal Service (USPS). These options make it possible to send heavy books and other media at a discounted rate. Media Mail Media Mail is available for anyone sending a wide variety of media objects, including includes books, DVDs, CDs, sheet music, sound and video recordings. Media Mail packages must be 70 pounds or less. The items cannot contain advertising unless it is "incidental announcements of books.” Library Mail Library Mail, as defined by the USPS, includes materials that are going between educational institutions or museums. Approved organizations include public libraries, academic organizations and museums. The return address on a Library Mail package must be that of an approved institution. Acceptable materials include academic theses, books and sound recordings. Other items may be approved by the USPS. Media Mail is available for anyone sending a wide variety of media objects, including includes books, DVDs, CDs, sheet music, sound and video recordings. Library Mail, as defined by the USPS, includes materials that are going between educational institutions or museums. Approved organizations include public libraries, academic organizations and museums. The return address on a Library Mail package must be that of an approved institution. Acceptable materials include academic theses, books and sound recordings.

Finishing up 4 5 Don’t forget to Submit Prices will not be accurate until weighed 4 Need Index (IDC) Number To accurately charge you Remember, the displayed rates are only guestamates based on the weight you entered until we receive the package. REQUIRED that you enter your IDC (Index) number in the account field, and the Name field should auto populate. REQUIRED that you enter the location to pick up the package … Department or Building and Room number. CLICK SUBMIT 5 So we know where to pick up the package Leave checked for multiple packages to same address Don’t forget to Submit

Before Noon, with confirming phone call to 22164 please! What YOU do next To Mail Services Before Noon, with confirming phone call to 22164 please! This form will display on your screen, just print a copy, the “Traveler.” Print out the “Traveler,” attach it to the package (rubber band is OK) and wait for Mail Services to pick up the package. Print out the “Traveler,” attach it to the package (rubber band is OK) and wait for Mail Services to pick up the package. (Screen shots OK)

Email notification sent to Mail Services for package pick-up From your entered information, we will receive email notification to come pick up your package. Mail Services must receive these emails BEFORE Noon in order to fulfill the pick up and shipping functions.

Mail Services will notify departments via email when the package has been shipped, the charge and the tracking number. After Mail Services completes the shipping process, we will notify you vis email of the Date, Tracking Number, Shipping Charges and other pertinent information for your records.

Shipping addresses can be imported into FlashPac by providing an Excel or CSV file. Contact Steve Finley at 28703. If you already have a list of your shipping recipients, I can get those imported into FlashPac as long as I can get the file in a CVS or Excel file. Contact me at 2-8703. Rec # F Name L Name Add 1 Add 2 City State Zip email 0001 Jane Doe 1 Main Apt 23 Stow OH 44224 jdoe3@kent.edu 0002 Golden Flash MACC Rm 163 Kent 44242 gflash1@kent.ed

Ground Rules Notify Mail Services by noon (22164) for same day pick up & shipping Mail Services will email the senders a receipt with tracking number Your department will be invoiced through your IDC account Mail Services not responsible for service outages or delayed deliveries Package Tracking available through the carrier’s website USPS.com FedEx.com UPS.com Must notify Mail Services by Noon for same day pick up and shipping Mail Services will email the senders a receipt with tracking number Your department will be Invoiced through your IDC account Mail Services not responsible for service outages or delayed deliveries Package Tracking available through the carriers website USPS.com FedEx.com UPS.com

Contact Steve Finley at sfinley7@kent.edu Questions? QUESTIONS???? Contact Steve Finley at sfinley7@kent.edu or 330-672-8703 Contact Steve Finley at sfinley7@kent.edu or 330-672-8703