Shipping & Mailing Services

Addressing Mail

Our top priority is to provide you with quality services to expedite the distribution of both incoming, and outgoing mail as quickly and cost efficiently as possible. In order to do so, we ask that you please provide not only us, but outside shippers, with as much information as possible when it comes to providing an address for all inbound and outbound mail.  When applicable please use your current buildings address, and not the generic 800 W. Main street address (unless sending to Hyer Hall).  Doing so will cut down on both lost, and returned mail.  Please use the link below to view the current addresses for all faculty, academic buildings, as well as the residence halls.

Address Listing

Address Layout

Faculty/ Academic Building                                           Examples

Inbound Mailing Address:

Individuals Name                                                                   John Smith

UW-Whitewater                                                                     UW-Whitewater
Building, or Dept./ Room Number                                     Roseman Hall, Admissions/ RM: 2060
Buildings Address                                                                  234 N. Prairie St.
Whitewater, WI 53190                                                          Whitewater WI 53190

Residence Hall

Inbound Student Mailing Address:

Individuals Name                                                                   John Smith
Hall Name/ room Number                                                   Pulliam Hall/ RM: 220

Street Address                                                                        901 W. Starin Road
Whitewater, WI 53190                                                          Whitewater WI 53190

Inter-Campus Mailing Address

Individuals Name                                                                    John Smith

Building                                                                                    Roseman Hall
Department Name/ Room Number                                    Admissions / RM: 2060

Bulk Mailings

For a more cost efficient way to ship larger volume mailings, the mail center is here to help.  Our non-profit permit allows us to ship letters and postcards at discounted rates, allowing you to reach as many customers as needed.  We offer address labeling, indicia print, as well as wafer seal tabbing.  In order for us to help you as efficiently as possible, please read a few of the guidelines below.

• In order to qualify for the bulk mailing rates, the mailing must include at least two hundred pieces, or more.
• Nonprofit postage prices are available only for domestic mail, not international mail.
• Nonprofit mailings cannot contain any advertisements for a product, or service.
• Each mail piece must be identical in contents, weight and appearance.
• Individuals wishing to send out a bulk mailing under the universities permit number, must be an employee of the University of Wisconsin Whitewater.
• The department wishing to send out a bulk mailing must provide the mail center with an Excel spreadsheet of all addresses.
• Mail piece must have a matte finish to avoid smearing, when printing addresses (surcharges apply for printing addresses on glossy stock).

Please contact the mail center when considering sending a bulk mailing.  We can provide you with information, which will help your mailing meet USPS regulations when it comes to graphic layout, size, thickness restrictions, as well as other pertinent information.  We can also provide you with an estimate to make sure it will fit into your budget. 

1. To send out a certified piece of mail, please refer to figure one below. Please fill out the name of the recipient in the "send to" box.  Fill out the recipients address, (with PO Box if applicable) as well as the city, state and zip code in the box below.  Please write your name, building, and department in the space marked, "Postmark Here."  Doing so will help us return the Certified Mail Receipt to the proper department.
2. Leave postage fees (postage, certified fee, total, etc.) in figure 1 blank. The mail center will fill this section out when processing your mail piece. 
3. Fill out sender’s address (as shown in figure 2) on domestic return receipt. Please include your name, “UW-Whitewater,” building, department, room number, as well as street address, city, state, and zip code.
4. Flip it over and fill out the recipients address (as shown in figure 3).
5. Peel off the top section of the certified mail receipt (figure 1) as indicated by the *.  Stick the tracking number on the domestic return receipt (figure 3) as indicated by the *.
6. Once done, paperclip these two pieces to your mail piece.  Do not affix either of the receipts to your mail piece.  The mail center will affix them after metering the mail piece.
7. Please ensure the mail piece itself  is properly addressed (with return address). If you have any questions regarding this process, please contact the mail center at extension: 6726.  Thanks!

Shipping & Mailing Daily Operations

• All USPS mail for faculty and academic buildings are picked up from the Whitewater post office between 7am and 8am.  USPS mail for the residence halls is not picked up, sorted, or delivered by the mail center.  Please see "Residence Hall Mail" dropdown for more information on residence hall deliveries.
• Mail deliveries to faculty and academic buildings begin at 9:15AM.  Please place all intercampus and outgoing mail in the USPS bin before this time (by 9am if possible).  Mail must be placed in the white USPS bin for proper pickup.  All mail is most commonly delivered by 10:15AM.  Please allow for extra time on both Mondays, and the day after a postal holiday, as the mail volume is much heavier on these days.
• Please allow an extra day for the delivery of all inter-campus mail.  Inter-campus mail is sorted the day it is received and delivered on route, the following day.
• UPS delivers packages for all faculty and academic buildings on a daily basis (Monday – Friday).  Packages are received anywhere from 10am-12pm.  UPS packages may be delivered the following day that they’re scanned by the carrier as “delivered.”  If you’re in need of your package the same day, please call the Receiving dock to be sure they have it in their possession first.  Once confirmed you may pick it up in the FP&M receiving area.  Please bring a photo ID with you. You can reach the receiving crew at 262-472-6723.
• Intercampus mail deliveries for the residence halls are normally completed between 12pm and 1pm, every Tuesdays’ and Thursdays’.  Please note, only intercampus mail is delivered to the residence halls on these routes.
• All mail not placed inside the mail bin for pickup during morning routes can be deposited in the University Centers’ outgoing mail drop box.  The drop box is located next to the Information Services desk.  All mail deposited before 1PM will be processed and sent to the post office the same day.  All mail deposited after this time, will be picked up and processed the following day.
• UPS will pick up all outbound parcels between 2:30pm and 3:00pm.
• All outgoing USPS mail collected on route is sorted, metered and delivered to the Whitewater post office by 2:30PM.  Mail brought to our facility after 2pm may be processed the following day.  To ensure urgent mail brought to our facility ships the same day, please have it to us no later than 1:30pm.

International shipments

The mail center can ship your postcards, letters, flats (large envelopes) and parcels outside the country via USPS (United States Postal Service).  1^st class letters, postcards and flats can be shipped without a customs form.  All parcels must be accompanied by a completed customs form to be properly shipped to its destination.  When sending items to be shipped internationally, please affix a sticky note denoting the item is to be sent internationally.  Although we do sort through all mail, this will help us avoid sending your international mail via domestic means. 

USPS Customs Form

A customs form is needed for all international parcels.  Contact the Mail Center to request customs forms.  They will be sent to you the following day via intercampus envelope.  Once in your possession, please fill out all gray highlighted fields including,

• Sender’s information
• Addressee’s information
• Check the category your item(s) fall under in section 1
• Fill out a detailed description of the item(s) in section 2
• Fill out the quantity of each item in section 3
• Fill out the estimated value of each item in section 5
• Finally complete section 23 – Sender’s signature and date
• A paper guide will be sent along with the customs form to help you properly fill out the required form.  Do not forget to sign and date the customs form.  

USPS First Class International Shipment

 First class international packages can be shipped out at the first class package rate, but will not include tracking.  This option will allow you to send small packages to more than 190 countries.  Packages sent this way cannot exceed 4lbs, nor can they exceed $400.00 in value.  Restrictions apply based on country of destination.  The package may take anywhere from 7 -21 days to reach its destination, but USPS does not guarantee delivery dates or times.

USPS Priority Mail Express International

 Packages not exceeding 70lbs can be sent out Priority mail Express international, which includes tracking.  This option includes delivery to more than 190 countries, with a date-certain delivery time of 3-5 days (actual number of days may vary based on origin, destination and customs delays). Please do not take sender’s copy of customs form when using this method of shipment.  The post office will need this copy to affix the tracking label.  Once done, the post office will send the form to the mail center, to be returned to the shipper. 

 When sending packages with a complete customs form to the UW-W Mail Center, please accompany by a sticky note denoting which shipping method you would like us to use.  If no choice is listed, we will ship out at the lowest cost/ weight option.  If you have any questions regarding price difference between the two classes, please let us know.

Mail Center Shiping & Receiving Requirements

•  The Mail Center ships via USPS and UPS.  We do not ship FedEx, DHL, or Spee-Dee Delivery Service packages.  NOTE: Mail Center will still accept FedEx parcels with prepaid shipping labels, as well as Staples returns.
  
  • To schedule a pickup for DHL please visit their website at: DHL.com
  • To schedule a pickup for Spee – Dee Delivery Service please call: 1-800-862-5578

• All mail pieces must include a stamp, prepaid shipping label, or funding code (org. code) to be processed as outgoing mail.  Failing to have an org. code (placed in the upper left corner of the mail piece along with the return address) without any other form of prepaid postage will cause a delay in processing mail (or be returned).

• Please separate all outgoing letters from intercampus letters by rubber banding them in their respective piles.  Please indicate all intercampus mail with a sticky note, signifying it is to be delivered on campus.  If possible please use intercampus envelopes for all intercampus deliveries.  If you’re in need of intercampus envelopes, please contact the mail center.

• Make sure all unsealed envelopes are separated from sealed envelopes.  All unsealed envelopes should have the envelope flap in the down position for it to be run through, sealed and postmarked in our mailing meters.  See below for details.

Correct

Incorrect

• Please separate all international mail from domestic mail.  All international parcels must be accompanied by a USPS customs form.  Please contact the mail center in advance to have customs forms delivered to your office.  International parcels cannot be shipped out without a customs form, filled out by the sender.

• Please notify the mail center when placing large packages in your outgoing mail area, that are too big to fit in the mail tub/ heavy to carry, as we’ll need to bring the proper equipment to transport said packages.  Failing to notify us will most likely cause a delay with your package shipment.  Must call by 9am for same day pickup.

• If you have questions regarding bulk mailings, or any other mailing needs/concerns, please feel free to give us a call at the number provided below.  Our hours of operation are 7:00AM to 3:00PM – Monday, through Friday.

UPS Shipments

If you are in need of shipping a package through UPS, the mail center can help.  UPS drops off inbound packages and picks up outbound packages every business day, Monday through Friday.  If you already have a prepaid UPS shipping label affixed to your package, feel free to leave it with your buildings outgoing mail tub and the mail center will pick it up on route.  If you do not have a prepaid label, the mail center can create one for you.  Please call the mail center ahead time for larger boxes, so we can bring the proper carrying equipment for transport. 

• Packages that are to be shipped UPS, must be marked accordingly before being placed in the outgoing mail tub.  Please indicate the desired shipping method, UPS Ground, 3-day select, next day air, etc., the recipients address, as well as the organizational code for chargebacks. 
• UPS will pick up all outgoing packages by 3:00PM.  Please have all packages intended for same day UPS shipment to the mail center no later than 1:30PM.  This will allow us enough time to process the package for shipping.  If we receive a parcel after this time, or after UPS has picked up, the package will be shipped the following day.
• UPS parcels can be insured for the value of your parcel, up to $50,000.00  If your package requires insurance, please indicate the amount clearly on the parcel.  Please note, adding insurance will increase the shipping cost of the parcel.
• If you require the tracking number for your shipment, please indicate this on the parcel, accompanied by your email address.  Once the parcel is processed UPS will send you an automated email with your tracking number

UPS Next Day Air Shipments

• With UPS Next Day Air, you can have your parcel shipped anywhere in the USA by the following business day. Most parcels will arrive between 10:30am and 12:00pm, dependent upon location.
• All parcels to be delivered UPS Next Day Air must be picked up on route, (by mail center personnel) or brought to the mail center before 1:30pm. Any parcel brought after 1:30pm, or after UPS picks up, will be shipped the following day.
• As next day air shipments are vitally crucial to your business, please call the mail center ahead of time, before placing your package in the outgoing mail tub. Informing us ahead of time will expedite the process and ensure that it’s processed accordingly.
• Please keep in mind that UPS Next Day Air shipments arrive the following business day (Monday through Friday). Saturday deliveries can be made, but will incur an extra expense.  Please specify if you would like Saturday delivery for your next day parcel (only applies to parcels shipped on Fridays).  

If you have any questions regarding UPS, or UPS Next day shipments, please feel free to give us a call.

Residence Hall Mail

Shipping & Mailing only delivers inter-campus mail to residence halls on campus.  All other mail including, but not limited to, USPS, UPS, Amazon and FedEx, are delivered to Goodhue, or directly to the residence halls.  See below for specific carrier delivery information.

USPS – The post office delivers mail to each individual residence hall six days a week, Monday through Saturday (excluding postal holidays).  Before delivery, mail is scanned at the post office as either “delivered to agent,” or “delivered to postal box.”  The mail is then sorted into its respective dorm bag and scanned one last time as “Tendered to agent for final delivery.” It’s at this point the dorm bags are brought out on route by the postal carrier.  Please keep in mind that just because your package was scanned as delivered, that it does not mean it has been delivered to your dorm yet.  The post office works hard to deliver your mail in a timely manner.  It is best to check with your front desk to confirm when the mail has been delivered.

 PLEASE NOTE: USPS will deliver your parcel to your residence hall ONLY if you’ve used your residence hall address. Using the 790 W. Starin Rd address (Goodhue Halls address) means the parcel will be picked up by Shipping & Mailing staff, directly from the Whitewater Post Office.  These parcels are then delivered to Goodhue Hall, Rm: 200, before 10am. 

UPS – UPS will deliver most packages to Goodhue hall.  Goodhue hall will inform you via email when your package has been delivered and ready for pickup.  Keep in mind during peak delivery times, UPS may drop off packages at the Whitewater post office.  When dropped off, these packages are scanned by UPS as “delivered to whitewater,” but that does not mean your package has been delivered to your dorm.  The post office will then sort your mail into its respective dorm bag, and have it delivered by one of their carriers on route that day, or the following day (depending on what time it was received).

Amazon – Amazon delivers all parcels for the residence halls (whether you’ve used your residence halls address or Goodhue’s address) to Goodhue Hall.

FedEx – FedEx delivers all parcels for the residence halls (whether you’ve used your residence halls address or Goodhue’s address) to Goodhue Hall.

UW-Whitewater Parcel Search

UW-Whitewater shipping and receiving services has implemented a new tracking/ scanning system for inbound parcels with trackable scan bar shipping labels.  All inbound packages received by the UW-W Mail Center/ FP&M receiving center are either routed for delivery, or scanned at the time of delivery.  To track a package please click on the link below and use the sign in credentials provided.

Track Package

Email: uwwparcel@uww.edu

Password: Warhawk1!

To track your package insert your parcels tracking number in the search bar.  If your parcels tracking information has been scanned by shipping and receiving, it will show up in the list of queries.  Clicking on the highlighted item will open a dropdown menu showing detailed information, including date, time and location the package was delivered.  If the status of your package is listed as “routed,” it will be delivered on route the following day.

If your tracking number does not show up in the list of queries, there could be a few of reasons why.  Your package may not have been delivered yet, in which case you should check the carriers' website (USPS, UPS, FedEx, etc.) for up-to-date tracking info.  If the item is scanned as delivered by the carrier, it may not have come through our facility.  Keep in mind mail for the residence halls are delivered directly to Goodhue hall or the residence halls (depending on the carrier/ address used).

If you still have questions regarding campus parcels/ delivery information, please feel free to contact us at 262-472-6726