• Outbound USPS Mail
  • Outbound In a single day Supply Service
  • Addressing Traits
  • Particular Providers
  • Bulk Mail
  • Mail Providers Inside Chargeback System

Outbound USPS Mail

What the sender must do to ship a letter:

Mail Providers will come to your workplace twice day by day to gather your outbound mail. You might be required to bundle Worldwide, campus and top notch mail individually and place them in your outgoing mail field with a accomplished Postage Cost Slip. (Every division is accountable for establishing a pick-up and drop-off space /mail-box throughout the workplace.). Mail providers will do a Particular pick-up for big mailings or packages (three or extra tubs or packing containers). To request a particular pick-up name extension # 2249 or log onto the AU portal and fill out a Particular Choose-up Request.

Outgoing mail is any mail offered by the departments to be metered for postage and deposited into the US Postal Service system. All mail offered to Mail Providers needs to be typed or pc generated. Handwritten addressing needs to be prevented always. Handwritten mail prices probably the most to course of and leads to the slowest supply time.

The necessities for correct preparation of outgoing mail are as follows:

  • AU postage meter cost card(s) MUST accompany all mail deposited for metering. (Metered Mail Cost Card). One signed card per mailing. Postage cost playing cards acquired in Mail Providers not accomplished or mail acquired with no postage card hooked up shall be returned to the division. Postage cost card info consists of: division cost code (finances code), division title, signature, and phone quantity.
  • All letter mail offered to Mail Providers have to be going through the identical method, sealed or flapped. Flat mail bigger than #10 envelope offered to Mail Providers have to be going through the identical method and sealed.
  • Pre-stamped and Enterprise Reply mail have to be banded collectively, however separate from mail to be metered.
  • A totally accomplished type should accompany mail needing particular providers comparable to Mail needing a Return Receipt Requested. (See Particular Providers)
  • Overseas Mail, together with Canada and Mexico, have to be sealed and banded individually.
  • Mail not correctly addressed (see pattern format for incoming and outgoing mail) shall be returned to the departments. Any returned mail that requires further postage shall be charged to the departments.
  • All giant or bulk mailings needs to be coordinated prematurely with Mail Providers. For pick-up name extension 2249.

Outbound In a single day Supply Service

What the sender must do to ship FedEx /UPS supply service.

To ship a home bundle / letter, you will need to fill out a “FedEx & UPS Billing Slip” equipped by mail providers. The slip requires Division title, Datatel account quantity, Ship-to deal with, and the kind of service. Please word that if you choose 2nd Day service and that day falls on a Saturday, your mail shall be delivered on the subsequent enterprise day. Should you require Saturday Supply, you will need to specify that on the slip.

To ship a global bundle / letter, you will need to fill out an “Worldwide Air Waybill” equipped by Mail Providers. Along with Division title, Ship-to deal with, and the kind of deal with, you additionally should state the contents of the bundle and its worth. Fill within the” Inside Billing Reference” along with your Datatel account quantity.

FedEx and UPS will ship to a P.O. Field on a college or school campus solely (we suggest utilizing Categorical Mail). Contact Mail Service for the right types.

FedEx and UPS shipments shall be picked up with common scheduled outbound mail pickup. To rearrange for a “Particular pickup” after outbound mail is collected, contact extension 2249. The cut-off level for regular pickup is 3:30 p.m.

For questions or additional help on any of the above providers contact Mail Providers at extension 2249 or 2570.

Addressing Traits

To make sure price effectiveness and expedite the processing of the mail, you’ll want to comply with theses suggestions when addressing:

  • Machine print (typed or pc generated) with black ink on white/pastel paper
  • Keep uniform left margin
  • Font dimension of 10 by 14 factors (PBMS recommends 12 level fonts)
  • Vendor advisable fonts are Microsoft: Monospace 821 DL, MS Line Draw, Letter Gothic, Courier (not TT) or Phrase Good: Courier TT
  • Non-proportional – block letters with a transparent vertical house between every character
  • All uppercase letters (capitalized), no punctuation
  • Use commonplace abbreviated state title and proper Zip code (Hyperlink to USPS abbreviations)
  • Keep two areas between metropolis and state and two areas between state and Zip code
  • Second line up (Line 5) have to be the supply deal with solely
  • Backside line of deal with (Line 6) have to be metropolis, state, and Zip code solely. There needs to be nothing under this line.
  • Solely the deal with ought to seem in a window space. No background or logos needs to be seen within the window space.

Particular Providers

Be aware: The next particular providers can be found by USPS. Please contact (202) 885-2527 for extra info.

Enterprise Reply Mail

Such a mail permits prospects to reply, for gratis, when the mail is returned (departments incur the costs). All enterprise reply envelopes/postcards have to be accepted prematurely by the Supervisor of Mail Providers earlier than printing. Enterprise reply mail necessities imposed by the USPS are very inflexible and require a novel Zip code. For extra info, see USPS Fast Providers Information 922.

Licensed Mail

Such a mail offers the sender with a mailing receipt. A supply document is maintained by USPS. NO insurance coverage is offered, and is obtainable for First Class Mail and Precedence Mail when despatched inside the US. Licensed Mail could also be mixed with restricted supply and return receipt. Use Type 3800.

Supply Affirmation

This service offers the date and time of supply or tried supply. Supply affirmation could also be bought on the time of mailing ONLY, and is obtainable for First Class Mail Parcels, Precedence Mail, and Customary Mail items topic to residual form surcharge and Package deal Providers parcels. It’s NOT accessible for APO/FPO locations or U.S. territories, besides Puerto Rico and U.S. Virgin Islands. This service could also be mixed with insured mail, registered mail, return receipt for merchandise, or particular dealing with. Restricted supply is obtainable if bought with insurance coverage of over $50. Use Type 152 or Label 314.

Categorical Mail To Most Places

Categorical Mail ensures supply in a single day or your cash shall be refunded. It offers automated indemnity protection of as much as $100 at no additional cost for objects which can be misplaced, rifled, or broken. It needs to be famous that utilizing Precedence Mail may doubtlessly generate a financial savings of roughly 72 p.c over Categorical Mail. Nonetheless, Precedence Mail will not be assured for in a single day supply. Use Label 11-B.

Insured Mail

Insured Mail offers indemnity protection of as much as $5000 for a misplaced, rifled or broken article of mail. Report of supply is maintained by USPS for items insured for greater than $50. Insurance coverage applies to all lessons of mail. This service could also be mixed with supply affirmation, signature affirmation, particular dealing with, return receipt, and restricted supply. Use Type 3813-P.

Precedence Mail

Precedence Mail is First-Class Mail weighing greater than 13 ounces and on the mailer’s choice, another mail matter (together with common First-Class Mail) weighing 13 ounces or much less. Matter mailed in USPS offered Precedence Mail packaging is topic to Precedence Mail charges no matter how the bundle is reconfigured or how the marking is obliterated. Precedence Mail affords two day service to most home locations. It is a very economical option to ship mail.

Registered Mail

Registered Mail offers probably the most safe service provided by the USPS. This service offers the sender with a mailing receipt and a supply document that’s maintained by the USPS. This service is obtainable for First Class Mail and Precedence Mail. Insurance coverage is offered and included within the charge for objects valued as much as a most of $25,000. This service is not accessible at Mail Providers and should be offered on to a USPS window clerk. Use Type 3806 and Label 200.

Restricted Supply

Restricted Supply directs supply solely to the addressee or addressee’s licensed agent. This service is obtainable for First Class Mail, Precedence Mail and Packages Providers which can be despatched Licensed mail or Insured for greater than $50 and Registered Mail. This service could also be mixed with supply affirmation, restricted supply, return receipt and signature affirmation. Use Type 3811.

Return Receipt

Return Receipt offers the sender with proof of supply (to whom the mail was delivered and date of supply). A return receipt could also be requested on the time of mailing or after mailing. A return receipt requested on the time of mailing additionally provides the recipient’s precise supply deal with if completely different from the deal with utilized by sender. This service is obtainable for Categorical Mail, First Class Mail, Precedence Mail and Package deal Providers when bought with one of many following: licensed, insured for greater than $50 or registered mail. This service could also be mixed with supply affirmation, restricted supply, signature affirmation, or particular dealing with. Use Type 3811 at time of mailing or 3811-A after mailing.

Bulk Mail

Letter of Authorization

A letter of authorization (LOA) provides permission to an AU division or an exterior mail home of your selection to make use of the USPS bulk mail account. The LOA have to be offered to the USPS on the similar time a mailing is submitted. The LOA ensures that the majority mail account is funded correctly for all pending jobs and to account for postage costs successfully.

After the mailing has been submitted to the USPS enterprise mail entry for processing, the USPS will situation a type 3602 to the seller or the division exhibiting precise items and postage spent (this may occasionally differ from the unique LOA request). A replica of this type needs to be faxed to mail providers ASAP for reconciliation. Please maintain exterior mail homes accountable for getting you this type.

Request Bulk Mail Authorization Utilizing Net Portal

Use the myAU portal to fill out the Bulk Mail Authorization type. Fill out the shape and undergo Mail Providers for signature (you’ll want to embody your fax quantity).

Mail Providers Chargeback System

Mail Providers makes use of the yellow “Postage Cost Slip” that you just connect to your outbound mail to trace postage. The Datatel accounts quantity that you just enter onto this card is transferred into mail providers postage accounting system. Mail Administration System (MMS) For these departments that use a couple of account for mail, make sure that the right account quantity is bundled to that specific mail venture).

The MMS tracks mail by lessons, i.e. presorts library, top notch and many others. for the particular Datatel account quantity that’s offered by your division.

Mail Providers does a close-out on the finish of every month and offers the mailing departments with an in depth account exercise by date of what postage {dollars} had been spent for the month, the variety of items, and the category.

The category of the mail will present up in your account exercise as a “code quantity.” Among the numbers could have an asterisk beside them and often imply that this class of mail was entered into the accounting system manually.

You probably have a query or concern about this report you might contact us on extension # 2249 or #2570.

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