Federal Express Accounts

Policy No: 
5.5.1.8
Type of Policy: 
Administrative
Effective Date: 
April 2012
Last Revised: 
May 2015
Review Date: 
May 2018
Contact Name: 
Bev Wright
Contact Title: 
PCard Manager
Contact Email: 
Pcard.ask@business.gatech.edu
Reason for Policy: 

This procedure applies to the request for, assignment of, and use of UPS and Federal Express Accounts. Effective November, 2005 Georgia Tech transitioned from an EDI process to a PCard process to pay Federal Express charges and then in January, 2013 to pay UPS charges.(Note: Fed Ex should only be requested if shipping dangerous chemicals or if required for shipments per sponsors).

Policy Statement: 

The authority to make purchases of freight is delegated to the administrative departments. This authority is vested in the Purchasing Department and administrated under the State Purchasing Rules and Regulations.

Procedures: 

Establishment of Account
One or more accounts per delivery address may be established. A UPS Employee Agreement Form or a Fed Ex Employee Agreement Form should be completed and approved and sent to the Georgia Tech PCard Program Administrator. It should be noted that a default account number is required to establish an account. Please note the payment procedures noted below. The PCard Program Administrator will establish the account with UPS and Federal Express and set up the applicable PCard. The department should take care in releasing the UPS and FedEx Account number as all charges to the account will be billed to the PCard.

Payment of Invoices
All UPS and FedEx accounts are paid by a PCard (ghost card) set up exclusively for each account. Reference PCard Policy 5.2.1.8 for documentation requirements.

Redistribution of Charges
Departments should use the PCard WORKS system to redistribute charges if necessary.

Disputed Charges
It is the cardholder’s responsibility to resolve discrepancies and ensure credits are received. When a cardholder discovers an incorrect amount has been charged or a questionable purchase appears on the monthly statement, the cardholder must immediately seek to resolve the problem directly with the vendor by calling UPS Customer Service at 1-877-289-6418 or FedEx Customer Service at 1-800-463-3339. Any communications should be documented on the statement (or attachment) including dates, persons involved, and a brief description of the problem.

If the cardholder is unable to resolve the problem with FedEx, a PCard Dispute Form should be completed and faxed directly to the bank of America with the fax number on the form. The PCard Coordinator should be notified and a copy of the dispute form should be attached to the monthly statement. The cardholder should check the following month's statement to ensure that credit was received. Please note: Disputes must be submitted within 60 days of the statement date.

Policy History: 
Revision DateAuthorDescription
May 2015 P-Card ManagerAdded UPS to approved charges
Map of Georgia Tech

Compliance and Policy Management
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