Accounts Payable

Small Shipment Payment Process

Departments at WSU Pullman use one or more of the following procedures to pay for shipping by a third party shipper, e.g. Federal Express (FedEx) or United Parcel Service (UPS):

IMPORTANT:  Shipments of hazardous materials or dangerous goods are to be shipped in accordance with SPPM 5.40.  Click here for more information provided by Central Receiving.

Ship using Central Receiving WSU Shipping Account

Departments route shipments to be shipped with FedEx or UPS through Central Receiving using the electronic Request for Shipment of Merchandise form.  Refer to instructions in BPPM 80.15 for assistance with completing the form.  Departments are not required to complete a waybill as the Request for Shipment of Merchandise provides all necessary information required for processing the packages.  Central Receiving will finalize the Request for Shipment when the package has been processed for shipment.

Invoices charged to the Central Receiving shipping account will be sent by the carrier directly to Accounts Payable where payment will be processed.  The department reconciles the shipping charges to AIS using the Request for Shipment number.  For detailed instructions on how to locate the charges in AIS using the Request for Shipment number click here.

Ship Proposals and Other Documents using the OGRD Shipper Account

Departments ship via FedEx the Office of Grant and Research Development (OGRD) using the electronic Request for Shipment of Merchandise form

The Request for Shipment of Merchandise form is used for the above processes and not required for the FedEx shipping procedures described below:

Ship using Departmental FedEx Shipping Account

Departments may interact directly with FedEx to ship and to pay for shipping by using one of the following two procedures (IMPORTANT:  by selecting one of these two payments options, invoices will no longer be received by Accounts Payable.  The invoices will only be available electronically through FedEx Billing Online):

1.  Create a FedEx Billing Online account and pay for shipping invoices weekly using the purchasing card.  A video tutorial of FedEx Billing Online can be found here

2. Create or update a FedEx shipper account and attach the purchasing card to be direct-charged by FedEx for all shipments on the account.  To setup this direct-charge method of payment, contact FedEx at govt@fedex.com or 800-645-9424. After this process is established with FedEx, the associated purchasing card will automatically be charged for each shipment processed on the FedEx account.

IMPORTANT: If you create a new shipping account, contact FedEx at govt@fedex.com or 800-645-9424 and request WSU pricing to ensure we are shipping at the lowest cost available.

After FedEx charges the associated purchasing card, the transaction will be available for reconciliation in PNet4.   Please click here for detailed information on identifying and reconciling transactions in PNet4.

Please visit the FedEx website for questions regarding the capabilities of FedEx Billing Online.  For an interactive demo of FedEx Billing Online please visit the following link:  http://www.fedex.com/fbo-interactive/index.html

Refer to BPPM 80.16 for more information.

Accounts Payable , PO Box 641025, Washington State University, Pullman WA 99164-1025, 509-335-2060, Contact Us