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Shipping Instructions

The International Faculty & Scholars Office (IFSO) has closed its physical location to comply with guidelines limiting interaction, original documents are being shipped to Faculty/Scholars through the use of FedEx Express. IFSO will use the label provided by the Department or Scholar to ship out documents.

OPTION 1: ShipIt - Label Paid with UC Funds

Note: Please review the shipping label thoroughly as IFSO will only be reviewing immigration related materials/information.

Tip: if you get the error "service not available to destination country" it does not necessarily mean that FedEx doesn't ship to that location.

Review your shipment service (speed) you selected. For example next day delivery from La Jolla, CA to China is not possible. You can go to Fedex.com and under their Rate & Ship option enter the receiving address to see which shipping options are available to the location, this will help you determine which service (speed) would be best given when the shipment needs to be received by the scholar.

Departments who wish to create/pay for a shipping label using POET(AF) information, can create their label via ShipIt.

Step 1: The department creates the FedEx label using ShipIt
  • ShipIt Instructions
  • The department must pay the shipping for Postdoc positions (this includes courier fees)
  • Remember you must be signed into a UC San Diego VPN to access ShipIt
  • Tips regarding specific fields in ShipIt:
    • Project: Required, if you have questions contact your department fund manager.
    • Task: Required, if you have questions contact your department fund manager.
    • Funding Source: Not required, if you have questions contact your department fund manager.
    • Contact: Enter the Faculty/Scholar Name
    • Company/Name: We encourage you to enter the Faculty/Scholar name again.  We have seen some issues in the past when "UC San Diego" was entered for a residential San Diego home address which lead to the document being lost.
    • Address Fields: Enter the Faculty/Scholar's address so that they may receive the document(s) from IFSO
      • For domestic shipping via FedEx Express you cannot ship to a PO Box.
      • For International shipments:
        • The language is vague regarding shipping to PoBox addresses. To avoid the possibility of a lost FedEx Shipment, do not submit a PO Box address.
        • If you get an error, state may need to be abbreviated, example AB for Alberta
    • Phone: Enter the scholar's phone number, your own or IFSO's main line. This is only important if FedEx is unable to deliver the package.
    • Residential: Check the box, if going to a home address
    • Contains International, Non-Technical Docs?: Check the box if the document is being shipped internationally
    • Describe PACKAGE Contents: Enter a short description such as nontechnical documents, documents, visa documents, etc.
    • Ship Date: Leave it as the default (date label created), wont be charged until the label is scanned
    • Weight (lbs): Leave as the default (1), FedEx will weigh the package.
    • Unit Weight: Enter 1, FedEx will weigh the package.
    • Package Dimensions in inches (LxWxH):  IFSO will ship the newly issued document in a FedEx envelope measuring 14x10x1
    • Service: Please note that IFSO is ONLY able to accept FedEx Express labels
      • The FedEx Express shipping option allows for many different transit time options such as Priority Overnight, Standard Overnight, 2 Day AM, 2 Day, Express Saver, as well as International First, International Priority, and International Economy.
        • The shipping label should have a large "E" on it, this confirms that it is an express label.
          • Do not select:
            • "FedEx Ground" option, this will generate a large "G" on the label
            • "FedEx Home Delivery" option, this will generate a large "H" on the label.  You have notified FedEx the shipment is going to a residential address by clicking on the box next to the word "residential"
    • Packaging: Select Carrier Pak or Customer Packaging. IFSO uses FedEx Express Pak measuring 14x10x1.
    • Shipment Notes: Field is not required, you can write any notes for your internal reference
    • The following fields do not need to be completed or edited, leave any default information that is auto populated by the system: 
      • Payment Terms, Account Number, Declare Value, AES ITN/XTN, PO/RMA#, Shipment Ref#, Total, Location, Campus
        • Shipments going to Canada: You must edit the AES ITN/XTN field from the default "NOEEI 30.37(a)" to "NOEEI 30.36" do not edit this field for any another contries, just shipments to Canada.
    • Return Address: When using ShipIt, IFSO does not require you to use a specific Return Address. The return address becomes important if an item is not able to be delivered to a Faculty/Scholar. You can list your department address or IFSO's address. Below is IFSO's address incase you would like to list it as the return address:
      • Company: University of California San Diego
      • Contact: International Faculty & Scholars Office, MC 0123
      • Address Line 1: 9500 Gilman Dr.  #0123
      • City: La Jolla
      • State: CA  
      • Postal code: 92093
      • Phone:  8582461448 
    • Click Ship
      • The label you created should pop-up on a new browser window. If your pop-up blocker is on, you can go to ”Reports” the “My Shipments” and you will see the label that you created. This will give you the ability to print to PDF.

Step 2: Provide IFSO with the shipping label.
  • Include the label as a PDF with request in ISD.
  • For cases already submitted to IFSO, e-mail the FedEx shipping label (PDF) to ifsoisd@ucsd.edu and/or scholar advisor and provide shipping # and Faculty/Scholar name in the email subject line. 
  • Reminder: Domestic shipping typically only requires one label, while international shipping generally requires at least two labels. Please provide IFSO with all pages.
Step 3: IFSO will use the provided label to ship the document(s) to the Faculty/Scholar.
  • The Department and Faculty/Scholar will receive an email confirming the document(s) have been mailed out.

OPTION 2: eShipGlobal - Label Paid with Personal Funds

Note

Please review the shipping label thoroughly as IFSO will only be reviewing immigration related materials/information. The department must pay the shipping for Postdoc positions (this includes courier fees).

Faculty/Scholar's who will be paying for the shipping label using personal funds (not UC Funds) should use eShipGlobal to receive the UCSD discounted shipping rate.

Step 1: Create Label via eShipGlobal: https://study.eshipglobal.com/slogin.asp 
  • Create an account with eShipGlobal (first time users only)
    • You will receive an email from "no-reply@eshipglobal.com" subject "UEMS - Activation" to activate your account.
  • Login with your Email and Password
    • The email and password you used to set up your eShipGlobal account
  • Click receive packages from University
  • Type University of California-San Diego into the search box and click select
    • Please note the hyphen and no spaces
  • Select International Faculty & Scholars Office from the list of departments provided, then click Continue
  • Enter the receiver's address and document being sent
    • For domestic shipping via FedEx Express you cannot ship to a PO Box.
    • For International shipments the language is vague. To avoid the possibility of a lost FedEx Shipment, do not submit a PO Box address.
  • Select which document is being sent using the label you are creating (DS-2019 or I-797)
  • Select method of delivery and click Continue
  • Select method of payment (ex. Credit/Debit Card, Wire Transfer or PayPal), enterpayment information, click Confirm Payment
  • You have successfully created an order and a notification has been sent to the International Faculty & Scholars Office

Step 2: eShipGlobal automatically provides IFSO with the completed label

Step 3: IFSO will use the provided label to ship the document(s) to the Faculty/Scholar.
  • The Department and Faculty/Scholar will receive an email from IFSO confirming the document(s) have been mailed out.
  • Once your package has been processed, you can track it through your eShipGlobal account and mobile app.

FedEx Currently Unavailable?
Please note that if you enter a San Diego address and FedEx is not available - this is solely temporary. Please try again a few days later. If it’s a timely or urgent matter, please reach out directly to your scholar advisor.

Questions?
  • eShipGlobal’s Support Representatives are available Monday through Friday, from 8:00 a.m. to 6:00 p.m. (CST) via email, phone, or live chat.
  • Email: support@eshipglobal.com
  • Phone: 800-816-1615 or 972-518-1775 (for US or Canadian callers); 001-972-518-1775 (for International callers)
  • Chat online with a live representative
  • You may also refer to eShipGlobal’s FAQ page for “Frequently Asked Questions” and answers.
  • Tip Regarding eShipGlobal: The eShipGlobal office has a customer support staff ready to assist you, please feel free to contact them directly with any inquiries that you may have regarding their system. Please note that the vender is in Texas (two hours ahead of California time). If you would like to call them directly, admin is very prompt in answering service calls. If the timing does not work, please send them an email and they will respond the following business day.

OPTION 3: Document Pickup Event - Scholars already in San Diego

IFSO is holding a on-campus H-1B/TN/E-3 Approval Notice and J-1 DS-2019, withTravel Signature pickup events since our office on campus will remain closed for some time still. We are providing this opportunity for the Scholar to pick up their document(s) rather than have it mailed, which can save the scholar/department money and time for shipping. 

By APPOINTMENT ONLY! If the scholar is interested in receiving their H-1B/TN/E-3 Approval Notice or J1 DS-2019 on-campus.

  • Thursday, December 16, 2021

See information, dates and link to RSVP at: https://ifso.ucsd.edu/living-in-sd/gen-programs.html