2^ND Edition:

Welcome to Mail Service Center's second html e-mail newsletter.  In this issue, I will touch on some of the new features of the website and a few other notices.

Thanks,

Shannon Covey - Director of Mail Service Center

Holiday Shutdown

The deadlines for holiday shutdown are as follows:

              Bulk Mail – All items need to be received by Tuesday, December 18^th @ Noon to guarantee processing prior to the holiday shutdown.

              Regular Mail – Any item received prior to 2:30 p.m. on Friday, December 21^st is guaranteed to be mailed prior to the holiday shutdown.

              Overnight Mail – Any item received prior to 3:30 p.m. on Friday, December 21^st is guaranteed to mailed prior to the holiday shutdown.

UPS Charge Slip Generator For Repeat Addresses

We have added a new feature to the UPS Charge Slip Generator that will allow you to reprint charge slips that you have previously generated without retyping all of the information.  The link (Reprint UPS Charge Slip) for this generator is located under “Daily Mail” and “UPS”.  When the page is first loaded, the UPS Contact Name should be completed with information from the last UPS charge slip generated.  You can narrow the list displayed further by entering company information.  Then click on submit to display the addresses.  Once you find the address that you want to use, click on “select” and this will take you to the UPS Charge Slip Generator.  The UPS Charge Slip Generator will display with all information completed.  The only thing that you will have to complete is the declared value (if any), type of service requested and any special instructions.  Click on “Print Charge Slip” and receive your charge slip for your package.

UPS Charge Slip Generator Problems

A few problems have occurred when processing packages with charge slips generated on the website.

 A company or name is required.  Put the first line of information in the company or name line of the form instead of the attention line.

Make sure that you are putting a valid email address and please check spelling.

Clasps on Envelopes

Clasps should not be used to seal envelopes that are being sent with the U.S. Postal Service.  If they are used, the cost of sending the envelope could be increased by $0.17/piece because the Postal Service considers it nonmachinable.  This can cause the envelope to be damaged by postal equipment or delay the delivery of the piece.  If you have clasped envelopes, do not use the clasp to seal the envelope and put tape across the flap to seal the envelope.

International Mail

Separate international from domestic mail or your mail will be delayed.  International mail is mixed in with domestic mail and it gets sent off campus with the wrong postage amount and then the piece has to be returned for additional postage.

Anything over 16 ounces requires a custom form when sending with the U.S. Postal Service.  The correct form is PS Form 2976 and is dated January 2004.  If you need a supply of these forms or have questions about the customs form, please call Mail Services

Envelope Size

This is a reminder about the size of envelopes.  Some departments are still using the 6 1/2" x 9" envelopes to send items out at the first class rate.  These are costing the departments more money because the U.S. Postal Service considers this size to be a large envelope.  A 1oz letter costs $0.41, while a 1 oz large letter costs $0.80. 

Personal Mail

Personal mail should not be sent to your campus address.  We have noticed an influx of packages from places that would not be considered business mail.  Please remember that this is against the policy of the University and refrain from doing this.