UPS
Mail Services offers services through United Parcel Service. UPS gives the University a comparative resource. Large packages can, in some instances, be sent at a less expensive rate through UPS.

All packages sent UPS are given a tracking number. This allows tracking of the package through the UPS system. All packages sent UPS are insured for $200. Because of this UPS must get a signature from the person who receives the item. All packages to be sent UPS must include the physical address of the recipient. UPS can not deliver to Post Office Boxes.

For further information on UPS, or to track your package, use the hyperlink. http://www.ups.com/
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USPS

Addressing Standards
The best way to get mail through the USPS system is through proper addressing. Mail that is automation compatible is preferred by the USPS. Addresses must fall within the optical character read area (OCR). This area is .5 inch from each side, 2.75 inches tall, .65 inch from the bottom. All addresses should be left hand justified. Addresses should be machine printed with a minimum of 8 point, sans serif style font. All characters in the fields should be equally spaced and not touching. There should be no punctuation included. All characters in the address should be capitalized. Directional abbreviations and street suffixes, along with proper abbreviations, should be included when applicable. All states should be abbreviated with 2 letter USPS abbreviations. The zip code must be included, along with the +4 if known. Addressing mail in this manner will allow it to be processed by mechanical means, which is considerably more expedient.

For help with addressing questions pertaining to zip codes, formatting or state abbreviations try the link http://www.usps.gov/ncsc/, or contact Mail Services.
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First Class Letter Mail
First Class Mail is the most popular product the USPS offers. It is the way the majority of households send mail. There are few restrictions, and is usually delivered in 2-3 days.

The characteristics of letter size first class mail is as follows:

• Maximum weight: 13 ounces
• Shape: Rectangular
• Dimensions: Minimum 3.5 in. high, 5 in. long, and 0.007 in thick.
• Maximum 6.13 in. high, 11.5 in. long, and .25 in. thick.

If mail is to be sealed by Mail Services, the flaps must be left up. Mail received between the hours of 12:00 p.m. and 4:00 p.m. will be sent full postage. Full postage mail requires $0.33 for the first ounce. Mail Services will attempt to presort all mail received by 12:00 p.m.
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1st Class Presort - Letter
Mail Services will attempt to presort letter size mail received by 12:00 p.m. Presorting is placing the mail in an order specified by the USPS. Though much of it is basically zip code order, there are other criteria: piece qualification, distribution centers, etc.

This allows the University to save some of the postage cost by doing a portion of the work prior to delivery to the USPS. Today a single one-ounce piece cost $0.33; by presorting it cost $0.305. When this saving is multiplied by thousands of items every day, the savings can be substantial.

Mail Services is currently studying ways to increase savings through additional presorting. This can be accomplished by automating. The USPS will give additional discounts if mail is automation compatible. To become automation compatible, the mail must be of a good font, and appropriately addressed or bear a post-net barcode. A post-net barcode is series of lines that is readable with machinery. Automation compatible mail qualifies a mailer to send a one-ounce piece for as little as $0.243.
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Priority Mail
Priority mail is first class mail weighing more than 13 ounces but less than 70 pounds. Priority mail must be clearly marked as such. The USPS posts a goal for delivery of 2-3 days for delivery. If the items have a combined measurement of length and girth of 84 inches, it will incur additional charges. At this time Priority mail can not be tracked.
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Express Mail
Express Mail is the Postal Service’s overnight delivery service. There are several time and delivery restrictions associated with this service. Most major metropolitan areas are available for next day service if the package is delivered to the USPS by the scheduled deadline. Contact Mail Services for further information.
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Certified/Registered
First class items may be sent certified or registered. This enables the sender to verify receipt. There is an additional charge for this service. Certified mail should be addressed as normal. A certified card must be completed and attached to the item, along with a receipt. The receipt must bear the sender’s address information. Certified mail cost $1.40. If the sender would like to have the card returned to him/her, a return receipt fee of $1.25 must be paid. Otherwise, the USPS will keep a delivery record on file for 7 years. Obtaining a copy of a delivery record from the USPS costs $7.00. Departments sending large amounts of certified mail may consider only obtaining a delivery record when needed. This would eliminate return receipt charges for the majority of other items.
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Bulk Mail
The University own two permits for bulk mail Permit 303 (first class) and Permit 455 (standard mail). Either of these may be sent as Nonprofit if the content material qualifies. Nonprofit mail under 3 ounces can be sent for approximately $0.17 a piece. All items in the mailing must be identical with the exception of the recipient’s name. All bulk mailing have a minimum piece count of 200. All bulk mailing must be presented in zip code order. This should be done by the mailer or through address software. Contact Mail Service or Printing Services for additional details on addressing through software. Several other restrictions apply to the use of these permits.

Permit 303 is the University’s first class bulk permit. Items sent on this permit will be Nonprofit or regular bulk first class mail. These items must be delivered to Mail Services in ascending zip code order. This type of mailing will receive first class service. All items must have the University’s return address. All items in a Permit 303 mailing must be of identical content, with the exception of the recipient’s name. The bulk mail permit must be printed in the upper right hand corner. Since this is a first class mailing it will not be inspected for content.

Permit 455 is the University’s standard mail permit. Items sent on this permit will be Nonprofit or regular bulk standard mail. All items must bear a University return address. These must be delivered to Mail Services in ascending zip code order. Nonprofit mailings have several content restrictions. All information must pertain to University business. The USPS will scrutinize references to other institutions, organizations, and businesses.

If the mailing is done in cooperation with other principles, the second principle must pass Nonprofit regulations. The second party must qualify as nonprofit, having a nonprofit permit on file with the USPS, or qualify for one. All criteria for nonprofit must be met before the USPS will release the mailing. The content of Standard bulk mail is not sealed against inspection.

Standard mailings that do not qualify for Nonprofit will be sent regular Standard mail. These items can be sent for approximately $0.26 a piece.

For more information on how to complete a bulk mailing see Bulk Mail Procedures.
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Business Reply
Business Reply is product offered by the USPS for items being returned to the sender. Due to accounting controls all business reply envelopes must be obtained through Printing Services. This will ensure that proper USPS regulations are met. For small quantities Mail Services has envelopes for sale. This service allows a business reply envelope to be returned with no postage due to the sender. The receiver will pay first class postage along with an accounting fee.
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Post Office Boxes
All departments may obtain use of a Post Office Box. All PO Boxes are maintained and managed by the USPS. Mail Services can assist you in obtaining, and arranging payment of your box. Charges vary according to the size of box desired.

Once a year all boxes will be evaluated for the purpose of determining "Caller Service". Caller Service applies to all Post Office Boxes. All boxes that overflow the capacity of the box for 12 out of 20 days, must obtain a larger box or subscribe to Caller Service. Caller Service allows the user to pick their mail at the service window. The fee for Caller Service will increase to $550 for the upcoming year.

*** Special Note***
All PO Box numbers have 6 digits. If you are receiving mail from some of the old 4 digit numbers, an address correction needs to be sent to the sender. There is no guarantee you will continue to receive this mail.
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Other Services
The USPS offers several additions products. These include Library Rate, Special 3rd class, Printed Matter, etc. Contact Mail Services for additional information of these products.
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last updated 07/11/02