Sending Mail From Campus

Sending Mail From Campus

Outbound USPS Mail
Outbound Overnight Delivery Service
Addressing Characteristics
Special Services
Bulk Mail

Mail Services Internal Chargeback System


OUTBOUND USPS MAIL (Back to the Top)

What the sender needs to do to send a letter:
Mail Services will come to your office twice daily to collect your outbound mail. Mails Services requires you to bundle International, campus and first class separately and place in your outgoing mail box with a completed Postage Charge Slip. (Each department is responsible for establishing a pick-up and drop-off area /mail-box within the office.). Mail services will do a Special pick-up for large mailings or packages (three or more tubs or boxes). This can be done by placing a call to extension # 2249 or you can use the AU portal to fill out a Special Pick-up Request.

Outgoing mail is any mail presented by the departments to be metered for postage and deposited into the United States Postal Service system. All mail presented to Mail Services should be typed or computer generated. HANDWRITTEN ADDRESSING SHOULD BE AVOIDED AT ALL TIMES. Handwritten mail costs the most to process and results in the slowest delivery time.

The University requirements for proper preparation of outgoing mail are as follows:

  • AU postage meter charge card(s) MUST accompany all mail deposited for metering. (Metered Mail Charge Card). One signed card per mailing. Postage charge cards received in Mail Services not completed or mail received with no postage card attached will be returned to the department. Postage charge card information includes: department charge code (budget code), department name, signature, and telephone number.
  • All letter mail presented to Mail Services must be facing the same way, sealed or flapped. Flat mail larger than #10 envelope presented to Mail Services must be facing the same way and sealed.
  • Pre-stamped and Business Reply mail must be banded together, but separate from mail to be metered.
  • A fully completed form must accompany mail needing special services such as Mail needing a Return Receipt Requested must be accompanied by a fully completed form. (See Special Services)
  • Foreign Mail, including Canada and Mexico, must be sealed and banded separately.
  • Mail not properly addressed (see sample format for incoming and outgoing mail) will be returned to the departments. Any returned mail that requires additional postage will be charged to the departments.
  • All large or bulk mailings should be coordinated in advance with Mail Services. Call ext 2249 BEFORE materials are printed. Mail Services can help in the design to make sure all USPS guidelines are met.

What the sender needs to do to send FedEx /UPS delivery service.

To send a package / letter “Domestic” you are required to fill out a “FedEx & UPS Billing Slip” these slips are supplies by mail services. This slip requires the basic information: Your Department name, datatel account number, Ship to address and the type of service. Please note if you select 2nd Day service and that day falls on a Saturday, it will be delivered on the next Business Day. If you are require Saturday Delivery you must specify that on the slip.
To send a package / letter “International” you are required to fill out an “International Air Waybill” supplied by mail services. In addition to the basics information you will be required to state the contains and value. Fill in the” Internal Billing Reference” with your datatel account number.
FedEx and UPS will deliver to a P.O. Box on a University or College Campus ONLY. (We recommend using Express Mail) Contact Mail Service for the correct forms.

These shipments will be picked up with your regular scheduled outbound mail pickup. Mail Services does offer a “Special pickup” for that rare occasion where you may not be ready when the Customer Services Associates come around to collect your outbound. To schedule a late pickup contact us on extension # 2249. The cut-off point for pickup is 3:30PM.
For questions or further assistance on any of the above services please do not hesitate to contact us at # 2249 or # 2570.

Utilization of the following recommended standards will result in the most cost effective and expeditious processing of the mail.

  • Machine printed (typed or computer generated) with black ink on white/pastel paper
  • Uniform left margin
  • Font size of 10 through 14 points (PBMS recommends 12 point fonts)
  • Vendor recommended fonts are MICROSOFT: Monospace 821 DL, MS Line Draw, Letter Gothic, Courier (not TT) or WORD PERFECT: Courier TT
  • Non-proportional - block letters with a clear vertical space between each character
  • All uppercase letters (capitalized), no punctuation
  • Use standard abbreviated state name and correct zip code (Link to USPS abbreviations)
  • Must be two (2) spaces between city and state and two (2) spaces between state and zip code
  • Second line up (Line 5) must be the delivery address only
  • Bottom line of address (Line 6) must be city, state and zip code only. Nothing below this line.
  • Only the address should appear in a window area, no background or logos should be visible in the window area.


SPECIAL SERVICES (Back to the Top)

Note: The following special services are available through USPS.
Please contact (202) 885-2527 for more information.

Business Reply Mail
This type of mail allows customers to respond at no cost to them when the mail is returned (departments incur the charges). All business reply envelopes/postcards must be approved in advance by the Manager of Mail Services before printing. Business reply mail requirements imposed by the USPS are very rigid and require a unique zip code. For more information see USPS Quick Services Guide 922.

Certified Mail
Provides the sender with a mailing receipt. A delivery record is maintained by USPS. NO insurance is provided. Available for First Class Mail and Priority Mail sent within the United States. Certified Mail may be combined with restricted delivery and return receipt. Use Form 3800.

Delivery Confirmation
Provides the date and time of delivery or attempted delivery. Delivery confirmation may be purchased at the time of mailing ONLY. Available for First Class Mail Parcels, Priority Mail, Standard Mail pieces subject to the residual shape surcharge and Package Services parcels. NOT available for APO/FPO destinations or U.S. territories except for Puerto Rico and U.S. Virgin Islands. This service may be combined with insured mail, registered mail, return receipt for merchandise, special handling. Restricted delivery is available if purchased with insurance of over $50.00. Use Form 152 or Label 314.

Express Mail To Most Locations
This type of mail will guarantee delivery overnight or your money will be refunded. Express Mail provides automatic indemnity coverage of up to $100.00 at no extra charge for items that are lost, rifled or damaged. It should be noted that using Priority Mail could potentially generate a savings of approximately 72% over Express Mail. However, Priority Mail is not guaranteed for overnight delivery. Use Label 11-B.

Insured Mail
Provides indemnity coverage of up to $5000.00 for a lost, rifled or damaged article of mail. Record of delivery is maintained by USPS for pieces insured for more than $50.00. Insurance applies to all classes of mail. This service may be combined with Delivery Confirmation, Signature Confirmation, special handling, return receipt and restricted delivery. Use Form 3813-P.

Priority Mail
First-Class Mail weighing more than 13 ounces and at the mailer’s option, any other mail matter (including regular First-Class Mail) weighing 13 ounces or less. Matter mailed in USPS provided Priority Mail packaging is subject to Priority Mail rates regardless of how the package is reconfigured or how the marking is obliterated. Priority Mail offers 2-day service to most domestic destinations. This is a very economical way to send mail.

Registered Mail
Provides the most secure service offered by the USPS. This service provides the sender with a mailing receipt and a delivery record that is maintained by the USPS. This service is available for First Class Mail and Priority Mail. Insurance is provided and included in the fee for items valued up to a maximum of $25,000.00. This service is NOT available at Mail Services and MUST be presented directly to a USPS window clerk. Use Form 3806 and Label 200.

Restricted Delivery
Directs delivery only to the addressee or addressee’s authorized agent. This service is available for First Class Mail, Priority Mail and Packages Services that is sent Certified mail or Insured for more than $50.00 and Registered mail. This service may be combined with Delivery Confirmation, restricted delivery, return receipt and Signature Confirmation. Use Form 3811.

Return Receipt
Provides the sender with evidence of delivery (to whom the mail was delivered and date of delivery). A return receipt may be requested at the time of mailing or after mailing. A return receipt requested at the time of mailing also supplies the recipient’s actual delivery address if different from the address used by sender. This service is available for Express Mail, First Class Mail, Priority Mail and Package Services when purchased with one of the following: certified, insured for more than $50.00 or registered mail. This service may be combined with Delivery Confirmation, restricted delivery, Signature Confirmation or special handling. Use Form 3811 at time of mailing or 3811-A after mailing.


BULK MAIL (Back to the Top)

Letter of Authorization
A letter of authorization gives permission to an AU department or an external mail house of your choice to use the USPS bulk mail account. The LOA must be presented to the USPS at the same time a mailing is submitted. This LOA is to ensure that the bulk mail account is properly funded for all pending jobs and to effectively account for postage charges.
After the mailing has been submitted to the USPS business mail entry for processing, the USPS will issue a form 3602 to the vendor or the department showing actual pieces and postage spent (this may differ from the original LOA request). A copy of this form should be faxed to mail services ASAP for reconciliation. Please hold external mail houses accountable for getting you this form.

How to Request Bulk Mail Authorization Using Web Portal
Use the AU portal to fill out the Bulk Mail Authorization form. Fill out the form and submit to mail services for signature (be sure to include your fax number).

Mail Services uses the yellow “Postage Charge Slip” that you attach to your outbound mail to track postage. The datatel accounts number that you enter onto this card is transferred into mail services postage accounting system. Mail Management System. (MMS (For those departments that are using more than one account for mail, be sure that the correct account number is bundled to that particular mail project).
The MMS tracks mail by classes i.e. presorts library, first class etc. for the specific datatel account number that is provided by your department.
Mail services does a closed out at the end of each month and provides the mailing departments with a detailed Account Activity by Date of what postage dollars were spent for the month by, number of pieces and the class.
The class of the mail will show up on your Account Activity as a “code number” some of the numbers have an asterisk beside them and usually mean that this class of mail was entered into the accounting system manually.
If you have a question or concern about this report you may contact us on extension # 2249 or #2570.