Copy, Print and Mail Services

Do I need to include my campus box number when addressing mail?

Yes! Each campus box number is associated with a specific location on campus. This is the most effective and efficient way to ensure mail and packages are delivered accurately and on time. Also be sure to follow USPS addressing requirements.

How do I find my campus box number?

UW Tacoma box numbers are listed on the campus directory. You can also search "UWT" on the C2 Mailing Services directory.

How do I create a new campus box number?

If you need a new box number issued or an unused number cancelled, talk to your program administrator or director of operations, who can reach out directly to C2 Mail Services.

What is central receiving?

Currently, the University of Washington operates under a decentralized receiving model in which goods are shipped directly from suppliers to individual campus departments, buildings and schools. Upon arrival, department-level staff are responsible for receiving the goods, manually processing receipts in Workday, and maintaining packing slip documentation. This structure has led to variability in process execution, inefficiencies in payment release, inconsistent documentation, and added administrative burden on departmental staff. To align with industry best practices and improve operational efficiency, Finance Planning and Budgeting (FPB) has initiated the transition to a centralized receiving model, leveraging the infrastructure and expertise of our existing central mailing services within Creative Communications (C2).

Central Receiving captures operational efficiencies by:

• Standardizing physical and systematic (Workday) receiving practices
• Eliminating the need for Requisition Requisitioners to perform receiving tasks including Create Receipt and management of packing slips
• Increasing end-to-end order visibility by including all order and shipment documentation, including POs, Invoices, Receipts, and Packing Slips in Workday
• Improving financial controls by eliminating reliance on supplier provided Advanced Ship Notices
• Reducing aged invoices due to delays in receipt creation

What exactly happens when packages are centrally received at UW Tacoma?

If the package comes in with a purchase order number on it, C2 staff will open the box, match the contents to the packing slip, and receive it in Workday. The box will be taped closed, with a Goods Delivery Receipt – R1135 attached to it and delivered.

If the package after being opened is found to be compromised, i.e. items are broken or quantities are wrong or contents don’t match the packing slip, C2 staff will contact the purchase requester through a UW Connect ticket, and will support efforts to fix the situation.

If the package is delivered with no PO number, C2 staff will simply deliver the package to the designated delivery location.

Can I bypass central receiving?

There are some instances where packages are best left closed for the department to manage the receiving process. In most cases at UWT, these areas have already been determined. If you have questions or want to learn more, email centralreceiving@uw.edu.

More Resources

• Original FPB Central Receiving Proposal
• C2 Central Receiving webpage

How do I make copies and prints now?

There are a number of ways to make copies and print materials on campus and through C2. We recommend using local printers for basic copies and prints, which is most cost effective. Work with your area's administrative staff to understand these options. Additionally, you can have copies and prints made by C2. Learn more about their many services.

How soon can I get copies and prints from C2?

For basic services, turnaround time is usually 1-2 business days. If you submit an order by noon, it will usually be included in the afternoon mail route the following business day or the morning route of the second business day. For last-minute prints and copies requiring same-day turnaround, employees should use an on-campus printing option.

What if I'm not sure what I need?

C2 has a team of account managers who are here to support you! The UWT Account Manager can be reached by phone or email to help with your order - whether it's to brainstorm your vision or help navigate the final steps.

How do I request a course pack?

Compile proposed course pack materials in sequential order with a list of documents, a table of contents, and a bibliography of all materials to be printed. Send electronic file(s) and request form(s) to csonline@uw.edu. 

When should I send materials?

At least three weeks before the start of the quarter. If your course pack includes materials to be scanned or requiring copyright clearance, minimum lead time is four weeks.

What if I have hard copies or books that need to be scanned?

C2 will work with you to acquire hard copy materials in a way that is convenient for you. Materials can be given to mail carriers on their routine morning and afternoon routes through campus. Or we can schedule a time to drop materials off at MAT 053.

After the course pack goes to print, books and other hard copy materials will be returned to you before the first day of the quarter. The only exception is if the order is placed with the due date in the middle of the quarter.

Why is copyright clearance needed?

Protection of intellectual property rights is of critical importance to you, the University of Washington and to Creative Communications. To assure proper use of copyright-protected materials in printed course packets, Copy Services has established the University of Washington Copyright Permissions Center (CPC), which handles this important work by contacting the publishers for permission to copy material, initiating follow-up phone contact to ensure prompt service and performing royalties’ calculations.

Learn more about using copyright at UW.

Where will students get their course packs?

Students can purchase course packs at the UW Tacoma Shop (our campus bookstore).

How much will students have to pay?

Cost will vary depending on a variety of factors, including number of pages, scanning needs, copyright permissions, binding, etc. You can request an estimate when submitting your course pack request.

When will my mail and/or packages be delivered?

C2 staff will deliver mail and packages to campus locations associated with box numbers twice daily: once in the morning and once in the afternoon. C2 does not operate on holidays or during suspended operations.

What if I want to pick up my mail and/or packages?

While there is no longer a full-time staff in MAT 053, there is still an option for will call package pickup. Instead of your campus box number, add "will call" or "pick up" in the address line, and your item(s) will be left in MAT 053 on designated shelving. To request Husky Card access for will call pickup, email tacfinadmin@uw.edu with your name, employee ID number, and UW NetID. Student employees are not permitted access at this time.

Will my outgoing mail and/or packages be picked up?

Outgoing mail and packages will be picked up twice a day. Mail picked up in the morning will be mailed out same day. Mail picked up in the afternoon will be mailed out the following business day.

How do I pay for postage?

Outgoing mail for UWT business will be metered and stamped by C2. Simply address your items and leave for pickup. This service has been centralized under Finance & Administration and will not be charged to individual departments.

How do I ship a package?

Carefully wrap loose items and package securely. Items will not be repackaged for transit before they are shipped out. Need boxes or mailing tubes? Email centralreceiving@uw.edu and arrange to have packing materials sent to you at no cost!

Next, complete the UWT Expedited Shipping Form, then print and attach to the outside of your package. If there are multiple packages in the same shipment, print one form for each mail piece to ensure the correct shipping information stays with the entire shipment. Shipping is charged to the provided work tags.

How do I order copy/print paper?

Work with your unit's administrative support to understand how supplies are managed in your area. In most instances, there is a designated purchaser who can assist.

Designated purchasers, you can order boxes of recycled copy/print paper from C2 through the UWT Online Storefront. (Note: If you are not a designated purchaser, you will not have this option.)

How do I order ink/toner for my printer?

For Ricoh machine supplies, see the topic below.

For all other printers, you will work with your unit's administrative support and/or designated purchaser to order ink/toner through a Workday catalog or other vendor.

Where can I recycle empty ink/toner cartridges?

Place empty cartridges in with your outgoing mail for pickup by a C2 staff.

What is a Ricoh/MPS machine?

Managed Print Services (MPS) is the consolidation and management of an organization’s copier and printer needs under a unified program, with equipment and service provided by an outside supplier - Ricoh. Ricoh owns and manages the equipment and provides the supplies, eliminating the need for the University to purchase printers and copiers.

Managed Print Services is recognized as a best business practice. Ricoh was selected through a competitive bid process involving users from across campus.  Ricoh is the University’s preferred supplier, providing excellent pricing and service.

Does my department have a Ricoh machine?

Currently, UWT printers are decentralized. Schools and units have historically managed their own printing needs, resulting in a variety of print and copy methods across campus. This includes Ricoh machines managed by MPS, network printers set up by UWT IT and personal printers in individual offices.

Work with your area's administrative staff to understand printing options in your department.

How can we get a Ricoh machine?

Currently, all UWT Ricoh leases are held in month-to-month status, with no new leases permitted at this time. We will be working closely with C2 and MPS to assess UWT's printing needs and centralize the management of these machines under F&A. This will also include phasing out network and personal printers. Stakeholder engagement is slated to begin in April. Look out for more communications about this effort.

Where can I bring document for secure shredding?

There is no longer an option to drop off items for shredding on campus, but you can notify your mail carrier that you have items, and they will take them to deposit in MAT 053. Shred bins in MAT are processed by LeMay Mobile Shredding on the fourth Friday of each month.

Can I get my own shred bin from LeMay?

We are working to add secure shred bins and cabinets on each floor of occupied UWT buildings. Look out for stakeholder engagement options and communication about this effort. For now, please send items to shred with your mail carrier.