Getting Started with UPS CampusShip for Small Businesses

For small businesses that need greater control over shipping without heavy IT investment, UPS CampusShip is a practical choice. This beginner-friendly guide walks through initial setup, daily usage, and simple best practices so a small team can start shipping efficiently and accurately.

Initial setup: the key steps

• Create an administrator account: Choose one or two staff members to act as CampusShip administrators. They will configure company settings, billing, and user access.
• Link billing accounts: Connect your UPS account so shipments are billed centrally. CampusShip supports multiple billing options such as corporate account billing, third-party billing, or billing to a specific department code.
• Define users and permissions: Add users to CampusShip and assign roles. Give standard users basic shipping rights while reserving account management and billing permissions for administrators.
• Set up your address book and templates: Enter your common ship-from locations, frequent recipients, and build shipment templates for typical package sizes or service levels to save time and reduce errors.
• Configure defaults and policies: Set default service levels, package types, declared value rules, and signature requirements. Defaults help ensure consistency across users.

Daily workflow for a typical small business user

1. Log in to UPS CampusShip using a browser and select the appropriate ship-from address.
2. Choose or add a recipient from the address book, or enter a new address for one-off shipments.
3. Select the package type, enter weight and dimensions, and choose a service level (Ground, 2nd Day, Next Day, etc.).
4. Review the rate comparison and select the best option for cost and delivery time. Confirm the shipment and print the label.
5. Attach the label, schedule a pickup if needed, or drop the package at a UPS drop-off location.
6. Track the shipment through CampusShip and use reports for weekly or monthly reconciliation.

Practical tips for small businesses getting the most from CampusShip

• Use templates for repeat shipments: Save shipment templates for common parcels like “Small Box — 2 lb” or “Returns to Warehouse” to avoid repetitive data entry.
• Be precise with package dimensions and weight: Billing is increasingly based on dimensional weight; measure and weigh accurately to avoid unexpected charges.
• Leverage billing codes for cost allocation: Assign cost-center or project codes in CampusShip so finance can allocate shipping costs automatically.
• Automate address book maintenance: Keep common addresses updated and remove duplicates to avoid mis-shipments.
• Schedule regular reporting: Run weekly or monthly shipping reports to spot trends, check for unauthorized shipments, and look for consolidation opportunities.
• Train users briefly but effectively: A 15–30 minute walkthrough of CampusShip features, label handling, and packaging rules goes a long way toward reducing errors.

Handling returns and international shipments

• Returns: Create a return template with a clear return address and instructions. CampusShip supports label formats that make it easy for customers or partners to return goods.
• International shipping: Use CampusShip’s commercial invoice generation for cross-border shipments. Make sure product descriptions, harmonized codes (HS codes), and declared values are accurate to avoid customs delays.

Saving money as a small business

• Consolidate shipments: Where possible, combine multiple small orders into one shipment to reduce per-package costs.
• Compare service levels: Use the rate view to choose slower but cheaper services for non-urgent deliveries.
• Negotiate rates: As your volume increases, talk to your UPS representative about contract rates and discounts that can be applied to CampusShip billing.

Common beginner pitfalls and how to avoid them

• Incorrect dimensions and weight: Always measure—this is the most common source of billing surprises.
• Poor address quality: Use the address validation tools in CampusShip to prevent misdeliveries.
• Lack of user oversight: Set up regular reviews of shipping activity so unauthorized or erroneous shipments are caught early.

Final thoughts

UPS CampusShip brings professional shipping controls to small businesses without requiring specialized IT resources. By setting up clear administrator roles, using templates, and monitoring reports, a small team can ship more accurately, allocate costs correctly, and keep shipping spend under control. The platform’s friendly web interface makes it easy for beginners to adopt, while the administrative features scale as the business grows.