Department IDs must be presented to pick up all department mail.
To assure efficient processing of the University mail, please prepare outgoing mail in accordance with the following procedures and instructions. All outgoing mail must be separated by classification; all envelopes turned the same way before leaving in the post office.
United States Mail which is to be processed through the University postage meter and transferred to the US Post Office must be placed in a separate bundle. Envelopes should all be turned the same way with flaps flat. Manila or large side-seal envelopes cannot be sealed with the postage machine. Outgoing mail should be bundled and secured with a rubber band. US Mail should be further separated into bundles according to the classification which require special postage computation such as Air Mail, post cards, etc., (and if possible, different weights of mail should be separated). Mail going out of the country should always be kept separate to insure adequate postage and timely delivery.
Campus mail must be prepared in a separate bundle and bound by a rubber band. When using inter-office envelopes, please fold the flap inside, or if the envelope is bulky, bind it with a rubber band. PLEASE DO NOT USE TAPE TO SEAL THE ENVELOPES. TAPE DAMAGES THE ENVELOPES FOR CONTINUED USE. Campus-wide mailings should be sorted by department. Mail addressed to faculty and staff should include department name.
All stamped personal or postage-paid mail must be bound separately.
Departmental Account Numbers
On all out-going mail and business reply envelopes, a department must be on the envelope under the return address. This is necessary so the Mail Room can charge your account for postage.
Monthly, all postage expense incurred by a department is charged to that department and reported to fund controllers on a statement of charges.
The account from which to charge a mailing is determined by the return address on the envelope; or by any special instructions indicating a specific account number to be used attached to a bundle prepared for mailing. Notification by written memo to the Mail Department of any change (addition or deletion) of an account number is the responsibility of the supervisor of the department. The mail department is not responsible for keeping up with departmental mail budget account balances.
Bulk Mailing Procedures
Bulk Mailings are an easy option for departments. This saves you time and effort as well as getting discounted rates through USPS. All pieces in a bundle must be the same size and weight and face the same direction. The permit number and bulk mail insignia will be applied by the mailroom. The mailroom will provide a 'piece count" after the permit is applied to the envelopes and a blank form which the department is required to complete. Once the count and class are identified, the department is responsible for obtaining a check and for taking the mail and payment to the local post office.
In order for a bulk mailing to go to the post office on the same day it is delivered to the mailroom, it has to be in the mailroom by 11:00 AM.
Business Reply Mail
Please be sure that the department name is on all business reply envelopes.