- Procurement Home
- How to Procure & Pay
- Accounts Payable
- Overnight Delivery Accounts
- United Parcel Service (UPS) Accounts
United Parcel Service (UPS) Accounts
There are two methods that can be used to ship packages with UPS. The first is to complete a paper UPS airbill. The second is to use the UPS on-line CampusShip system to complete the airbill. The information the shipper provides in the internal billing reference field on the airbill (regardless of the method of submission) determines how the shipment will be expensed in SAP. UPS transmits an electronic invoice file to Duke University’s Accounts Payable department. This information goes through a validation process. If the information in the internal billing reference field fails the validation process, the default code assigned to the UPS account number is used to expense the transaction.
The information provided in the internal billing reference field should be in the same format for manual and on-line submission. If the required format of the expense code is incorrect, the expense will post to the department’s default code. If the charges should be expensed to the default code, this field can be left blank.
The proper format for completing the internal billing information is:
Company Code*Cost Object*Cost Object Indicator
Company Code – Use the 4-digit Company Code (i.e., 0010, 0020,…, 0060)
The company code is followed by an asterisk.
Cost Object - The Cost Object is the departmental code. The cost object for the University and Medical Center is a seven digit code (i.e. 5755555). Cost objects for the Health System are nine digits (i.e. 301000222).
The cost object is followed by an asterisk.
Cost Object Indicator - The indicator is a one digit alpha character used to define the cost object category.
C for a COST CENTER (General Operating Expense) or W for a WBS ELEMENT (Restricted funds such as research projects and clinical trials, plant funds, capital acquisitions and construction projects)
Note: there should be no spaces between the company code, cost object, and indicator other than the asterisks mentioned above.
If you or any member of your staff has questions, please call Accounts Payable at (919) 684-3112.