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SUNY Downstate Medical Center
Downstate Depot - Central Receiving

Outbound Shipments

Central Receiving INFO

Phone: 718-270-1217
Fax: 718-270-4773
MailStop: 61
Email: Reception Desk
Location: UH B-527 (Enter thru Downstate Depot Reception UH B-530A ;UH Basement opposite Medical Records)
Hours: M-F 8:30am to 4pm
Asst Director: Kevin LeDoux, Ext 4254 (718-270-4254)

DMC Main Campus: One Convenient Location for your Shipping Needs

By understanding our customers' needs and challenges, we help you do more while saving you time and money by being in one convenient location. Downstate Depot shipping services can fit your needs. You can choose from a variety of shipping options. Our range of shipping services and packaging products includes everything from letters to boxes and do offer a full range of shipping options through UPS and other common carriers. Any charges for such Outbound Shipments are recharged through the Central Stores recharge process (object code 9200).

  • UPS Shipping options include: UPS Next Day Air®, UPS 2nd Day Air®, UPS 3-Day Select®, UPS Ground and International.
  • Federal Express Shipping Option include: Pre-Paid shipping for State related packages ONLY. For a broader range of Federal Express services, see Mail Services..
  • Common Carriers Shipping options include: Freight (Heavy = over 150 lbs/70kg) shipments Local & International.

We offer an exclusive shipping service for both small (Letters and boxes) and oversized packages (freight) UPS Weight and Size Link.

  • UPS Shipping options include: UPS Next Day Air®, UPS 2nd Day Air®, UPS 3-Day Select®, UPS Ground and International.
  • Federal Express Shipping Option include: Pre-Paid shipping for DMC Business related packages ONLY.
  • Common Carriers Shipping options include: Freight (Heavy = over 150 lbs/70kg) shipments Local & International.

Kindly contact the Reception desk and ask to speak with a Shipping Specialist for pricing and service details at X1514 (718-270-1514).

 

Outbound Shipments resulting from DMC Business-related shipment Return, Discrepancy or Adjustment:

Within 48 hours of internal delivery, the customer must report any and all discrepancies by completing an Outbound Shipment & Discrepancy Form - all sections A,B,C&D.

The same form is used to report the discrepancy and (if applicable) start the outbound return shipment process. More details about DMC business related shipment discrepancies. Normally, the vendor will provide a pre-paid shipping label (paid by vendor), but if they do not, then any charges for such Outbound Shipments are recharged through the Central Stores recharge process (object code 9200).

LICH Locations must submit the Discrepancy Form to LICH Central Receiving.

Outbound Shipments NOT associated with any DMC Business-related shipment return, adjustment, or discrepancy.

Central Stores handles outbound shipping for DMC business related shipments ONLY - everything from letters to boxes (see weight and size limits add link to page here) and do offer a full range of shipping options through UPS and other Common carriers. Contact the Reception Desk at X1514 (718-270-1514) and ask to speak with a Shipping Specialist for pricing and service details. Charges for such Outbound Shipments are recharged through the Central Stores recharge process (object code 9200).

Complete the Outbound Shipment & Discrepancy Form - only sections A, C, & D

 

Do-It-Yourself Packaging Supplies ... at no cost to you.

Can’t find the right shipping supplies? Look no further than Downstate Depot.. We stock a complete range of UPS packaging supplies and materials, including envelopes, boxes, cushioning, packing peanuts, tape and many other supplies. Ask our shipping experts for advice on what supplies will best suit your needs or fill out the attached DMC Central Stores UPS Supplies Order Form available at No Cost.

 

Packaging / Shipping Label Tips:

Mark all boxes and crates in distinctive and obvious manner. Use a permanent marker and write bold and clear. Make sure the marking is impervious to water and weather.

Use consecutive numbers or more than one box in the same shipment; i.e. “Box 1 of 4, Box 2 of 4 etc.”

A detailed packing list (indicating contents and quantity) should be attached to the outside of each package for shipping. For more packaging tips, see UPS Packing Tips.

Prepare the Shipping Label - Make sure that your package(s) is properly wrapped; see Prepare a UPS Shipment

 

Who is paying for the shipment?

If your department is paying for the Outbound Shipment Shipping Cost:

    State and IFR Account holders and Other DMC Affiliated Entities (such as FSA, UPB, and all other DMC Corporate Affiliate Accounts)

    • Prepare an appropriately filled out Outbound Shipment & Discrepancy Form with an Authorized signature approving the necessary Shipping Recharges. Required Categories on the Form are:
      • a Valid 8 digit State account#, or the affiliates name and account number.
      • the Valid authorized signature for the funding account that is paying for services. Shipping service issued will be expensed under Object Code 9200 (Central Stores Recharges).
      • the Shipping item # and qty being shipped .
      • the final delivery destination Building and Room# and contact person.
      • indicate PO, Return Authorization (RA) or Return Merchandise Authorization (RMA) number on the Shipping Form (if applicable)
      • In a rush? Call the DEPOT Reception desk at X- 1514 (718-270-1514) and ask to speak with one of our Shipping specialist or you may visit us at the Downstate Depot-Central Receiving (UH Rm ALL1-526. Enter thru Downstate Depot Reception Desk in UH Basement corridor opposite HIM (Medical Records). Give your telephone contact # (including cell phone or pager) or e-mail address, so that you can be contacted when your order is shipped.
    • State accounts must have available funds in the Central Stores Recharge Object Code 9200 to cover your estimated annual shipping needs. If it does not have enough funds to cover your shipping request , you will need to process a "Reassignment of Funds" Form through the DMC Budget Office and provide the approved copy to the Shipping department before your order can be processed.
    • IFR accounts: Your requisition needs to be signed by the IFR office (BSB 1-12, phone X 1144, fax X-1100, mailbox 1217) to verify the IFR account has available cash. Payment is processed via the normal DMC recharge billing process - a journal transfer from your IFR acct to CStores IFR acct by DMC Financial Management.

    Research Foundation Account Holders: The Research Foundation REQURIES an RF Purchase Requisition be submitted with the appropriate grant number (Project#, Task#, Award#),

If The Vendor is paying for Shipping (Pre-Paid):

 

Processing of Your Shipment:

Submit Your Package with Your Outbound Shipment & Discrepancy Form. The form allows you to choose whether you want to deliver the shipment to Downstate Depot with the Form, or whether you prefer to have Downstate Depot pick up your shipment at your department.

Print off the completed Outbound Shipment & Discrepancy Form for signature.

    • Mail it to the Downstate Depot at Box 61
    • Fax it to Downstate Depot at Ext 1266 (718-270-1266). We suggest you call the Reception Desk (X-1514) to be certain your fax was received.
    • E-Mail : You need to PRINT the form, have it SIGNED, then Scan & attach the SIGNED form to your email., or
    • Deliver the Package(s) and Form to Downstate Depot Reception Desk (UH Basement Rm B530D ) .

Package(s) received at Downstate Depot prior to 2pm each day will be picked up by UPS on same day. Packages received after 2pm will be picked up on the next business day. If you need expedited service, call the Reception Desk X-1514 (718-270-1514) to make alternative arrangements for expedited delivery.

 

After Package Pickup by UPS: You can track your shipment or get email notifications from UPS.

The UPS tracking tool provides you with real-time status of your shipped package. All you need is the delivery courier’s tracking number which will be provided to you when the package is processed for shipping. You can even get an email notification from UPS.

Track a UPS Package Follow these simple steps to track a package:

Step 1. Enter Tracking Number
Type the courier tracking number in the "Enter Tracking Number" box, then select "Submit". The status of your package will be displayed. You will see where your package is and if it has been delivered, you will see who signed for it as well as the time of delivery.

Step 2. E-mail Notification (optional)
You can enter up to three e-mail addresses and a short message (optional), and then select "Submit". When the package is delivered, e-mail notifications will be sent to all specified e-mail addresses with a link to the most current package information.