Shipping
iBuy – FOB Code Information
The required selection of the FOB (Freight on Board) Code during the creation on all iBuy requisitions was added with the S2P updates implemented on December 1.
It is University policy to not be charged shipping, but we know some vendors do. Based on your quote from the vendor it will indicate if they are planning to charge any freight, shipping, or handling, then based on the definitions of the FOB codes you will select the one that applies. If you do not have a quote and are unsure if the vendor will charge you shipping, and you’ve never ordered from the vendor prior to know if they historically charged shipping, you should confirm with your vendor, in writing, as to whether or not shipping will be charged.
As part of creating a good requisition, you should always review the Ship To information for accuracy as this is the default location your Supplier will send your shipment. If an alternate Ship To location is required, please be sure to include this in the External Notes. It is your responsibility to ensure that the correct Ship To information is provided on your requisition.
FOB Code Options
- Freight/Shipping charges should not be invoiced by the Supplier. FOB 31
- Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30
- Special Shipping instructions (include Ext Notes & applicable documentation/PO Clause) FOB 21
FOB Code Guidance
- Freight/Shipping charges should not be invoiced by the Supplier. FOB 31
- Use this option when you are not expecting the vendor to charge shipping. The invoice should not have a shipping fee. If shipping is on the invoice, then University Payables will notify you.
- Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30
- Use this option when you are expecting the vendor to charge shipping.
- You may not know the exact amount, but you are willing to accept and pay whatever shipping rate is sent by the vendor on the invoice.
- Your quote from the vendor includes shipping information.
- From prior experience, you know that the vendor will be charging freight/shipping on the invoice.
- It is not necessary to add a separate line on the requisition if the quote you receive from the vendor does include shipping/freight charges. The quote should be added in PDF format as an External Attachment.
- There will not be an issue with processing the invoice if you have selected Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 but the vendor did not include shipping/freight charges on the invoice as long as there was not a separate line detailing a shipping/freight charge added to the requisition.
- If you opt to add a separate line on the requisition if the quote you receive from the vendor does include shipping/freight charges and the vendor has confirmed they will be itemizing it on the invoice for the same quoted amount, use Commodity Code selection of ‘88081 Shipping & Handling Fees’ on that line and the FOB Code selection should be ‘B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30’. The quote should be added in PDF format as an External Attachment. If the vendor submits an invoice with a different shipping/freight amount than what was entered on the PO, University Payables will notify you.
- Use this option when you are expecting the vendor to charge shipping.
- Special Shipping instructions (include Ext Notes & applicable documentation/PO Clause) FOB 21
- Note that FOB 30 and FOB 31 are the primary selections for shipping.
- FOB 21 should be used to accommodate for departmental FEDEx or UPS Shipping accounts.
- Any supporting notes and applicable documentation should be attached to the requisition in PDF format in the External Notes and Attachments section of the requisition for Purchasing review and to accompany the PO sent to the vendor.
FOB Code Selection for Catalog Generated Orders
Recommended FOB Code selections for catalog generated orders. Note these are subject to change.
Selecting the FOB Code
| Catalog Vendor | Recommended FOB Code selection |
|---|---|
| America To Go | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| Amtex Suppliers/Consolidated Hospitality | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Bienali | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| CDW-G | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| CV LLoyde | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Dell | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Fisher Scientific | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| HP Inc. | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Henry Schein | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| Hewlett Packard Enterprise Co. | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Home Depot Pro | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| Industrial & Utility Supply Ltd | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Linde | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| McMaster-Carr Supply Co. | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Neta Scientific | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| ODP Business Solutions | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| Pace Systems | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Pier Group | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| Sigma Aldrich | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| Thomas Scientific | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
| VWR | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| Volunteer Supply Industries | A) Freight/Shipping charges should not be invoiced by the Supplier. FOB 31 |
| WW Grainger | B) Freight/Shipping charges are to be invoiced by the Supplier and allowed. FOB 30 |
- Click Proceed to Checkout on the draft cart.
- Click the Edit Shipping Section (pencil) icon.
- Select the appropriate option for your order from the FOB Code menu.
- Click Save.
- Complete the cart before clicking Place Order.
For units that use a departmental UPS account, a shipping line item is not needed as UPS charges the department’s UPS account directly. We encourage units to use their UPS account anytime an FOB Shipping Point – Prepaid and Add appears on the Seller’s quote.
Customs Broker:
The importing and exporting of goods are subject to the rules and regulations of U.S. Customs and may require special forms to be completed for importing or exporting. Departments needing to receive or ship goods coming from outside the United States should contact Baker Logistics for customs clearance.
Units will need to ensure that vendors are listing Baker on the airway bill as the University’s customs broker and notify Baker via email, uofillinoischampaign@bakerlcs.com, for a smooth transition process through U.S. Customs. In addition, units have the ability to simplify the payment process by pre-paying customs fees with Baker via P-Card. For additional questions or concerns regarding the customs process or international shipments, please email urbanapurchasing@uillinois.edu.
University of Illinois Customs Broker contact:
Baker Logistics Consulting Services
205 N. Elm Avenue
Elmhurst, IL 60126
Phone: 312-971-0680
Customs Broker Manager: Lauren Pittelli
Email: Lauren.pittelli@bakerlcs.com
Direct Phone: 312-971-0680
Upon completion of the purchase order, an email will be sent out by the associated contract coordinator to connect the department, Baker, and the vendor to work out required import logistics. For best practices regarding international shipments, please see the attached document.