FAQs

Where is my package?

University Mailing Services uses a package‑tracking system called SQBX. Please provide UMS with the package’s tracking number, and our team will look up the item to determine its current location. Over 97% of the packages received at University Mailing Services are delivered by 5 p.m. the same day, reflecting our commitment to fast, reliable service.

How will I receive my tracking number?

If you provide an email address on the triplicate form, the tracking number will be sent to the email provided directly after the label has been generated. If you do not receive an email, you may call UMS the next morning with the triplicate form (customer receives the pink sheet) number listed at the top and UMS will give you the tracking number.

What is CampusShip and why should I use it?

UPS CampusShip provides a convenient way to create shipping labels without completing the traditional triplicate form. Departments can enter the destination address, return address, delivery method, and billing information, and CampusShip will generate a UPS label ready to print and apply to the package. When using CampusShip, always understate or enter the exact weight of the package. You will immediately receive the tracking number and shipment history. Packages can then be dropped off at UMS, or you may send them with the UMS delivery driver.

How do I get a CampusShip account?

Please submit a CampusShip form or contact UMS by phone or email. Once your account is created, you will receive a notification email prompting you to activate the account, along with a separate email containing a temporary password.

How do I get department barcode labels for mailing?

We supply mailing barcodes for departmental accounts. Please submit a Departmental Account Mail Barcode Order.

What is the delivery standard for interdepartmental mail?

Inter-departmental mail is picked up during your department’s regular mail delivery. All items are returned to UMS for sorting and then delivered to the appropriate department during the next scheduled mail stop. Please include the recipient’s full name, department name, room number, and building name to ensure accurate delivery.

As an OSU faculty or staff member, what steps do I follow to send a letter that needs postage?

Postage can be charged to a department fund by including a barcode index card with the addressed envelope and placing it in outgoing mail. These cards can be ordered through the UMS website or by using the following link:  BAR CODE Labels. Many departments have their fund number and barcode printed on the left side of pre‑printed envelopes. If the bar code is printed on the envelope, please ensure it does not cover the return‑address area.

Will UMS deliver to my office?

UMS delivers to mail stops and occasionally to individual offices and labs.

Can I request to have a package held at UMS facility for me to pick up?

Yes, please submit a UMS Track/Hold request or call University Mailing Services at (405) 744-5385. We will need the tracking number, contact name, phone number, recipient’s name, and shipping address.

What location will Amazon packages be delivered to?

Amazon packages should be routed to University Mailing Services via USPS, UPS, or FedEx. For the safety of students, faculty, and staff—and to ensure the security of all packages—Amazon should not deliver directly to ZIP codes 74077 or 74078.

How long will it take UMS to deliver to me?

UMS delivers packages within 24 hours of their arrival at our dock, which is our official policy. In practice, we deliver 97% of packages the same day they arrive. Most items reach their destination the afternoon they come in, but delivery can take up to 24 hours depending on volume and timing of package delivery to the dock.

What happens if my package arrives damaged?

UMS receives hundreds of packages each day, and damage to the contents is not always visible from the outside. For any package with noticeable external damage, UMS places a sticker on it to indicate it was received in that condition. Customers may refuse delivery, and UMS will return the package to the carrier. In most cases, the best next step is to contact the supplier directly to determine the appropriate return or replacement process.

Does UMS have weekend deliveries or pickups?

UMS is closed on the weekends.

What method of payment may be used to pay for services offered by UMS?

USPS Stamps and Postage
For stamps and USPS postage, we accept the following payment methods:

• Bursar account
• Departmental fund
• Personal credit card
• Money order
• Cash

Please note: Stamps cannot be purchased using a P-Card. If your department would like to purchase stamps, you may provide a departmental fund number, and we can CVI the cost of the stamps to that fund.

UPS and FedEx Shipping Services
For UPS and FedEx shipping services, you may charge the cost to:

• Bursar account
• Departmental fund
• Credit card

Passport Application Fees

• Check/Money Order made out to “US Dept of State”

Passport Acceptance Fee

• Cash
• Check/Money Order made out to “University Mailing Services”

Notary Services

• Free

How do I get a passport?

UMS processes passports by appointment or walk‑in. If you print the application from the internet, please ensure the pages are single‑sided. UMS does not take passport photos, so before arriving, obtain a 2x2 passport photo from a local provider such as Walgreens, CVS, or Walmart. You will also need an original birth certificate or naturalization certificate, a check or money order for the application fee payable to the U.S. Department of State, and an execution fee payable to University Mailing Services. The execution fee may be paid by check or cash. Exact fee amounts are available at ums.okstate.edu in the Passport section. ums.okstate.edu in the Passport section. Click here to determine passport fees. Click here to determine passport fees

Can a bursar account be utilized to pay for passport fees?

Passport acceptance fees cannot be charged to Bursar. A check or money order must be included with the passport application, and a separate check is required for the acceptance fee. However, if a department is coordinating a group passport appointment and covering the acceptance fees, UMS can charge a departmental fund or Bursar account for the acceptance fee only. The check or money order for the application fee must still be submitted with each passport application.

Can I have shipping supplies delivered to my campus location? (Boxes, envelopes, tubes, clinical packs, sleeves)

Yes. Shipping supplies can be ordered through the UMS website using the link provided. CLICK HERE TO ORDER SUPPLIES. Select the carrier and enter the quantities you need. Complete the bottom portion of the form with your name, email, department, campus address (e.g., 120 Ag North), and phone extension. If the items are in stock, they will be delivered to your location during the next scheduled UMS delivery. If the items are not in stock, you will receive an email notification with an estimated ETA.

What is the size limit for packages UMS can receive, where are oversized or palletized shipments delivered, and how does the pickup or delivery process work at that location?

Items weighing less than 150 pounds are received at UMS. Shipments over 150 pounds or any items packaged on a pallet are routed to Central Receiving. The Central Receiving material scheduler will contact the responsible party by phone or email to arrange a delivery or pickup time. Deliveries from Central Receiving can be made free of charge to a building’s front door or dock; additional fees apply for deliveries beyond those points. For more information about Central Receiving procedures, please refer to Policy 3-0854.