Logistics and Support Services

Campus Mail Service

Campus Mail Announcements

Postal Inspection Service Property Return
Personal Mail Policy Reminder
New Design On Intra-Campus Mail Envelopes
13-Ounce Mail Rule
USPS Customs Forms Now Online

Campus Mail News

Postage Savings Tips
A Guide for Sending Packages to Service Personnel Via APO or FPO Addresses
Centralized Afternoon Pick-up Service (CAPS)
Change of Your Address
Sending and Receiving Personal Mail


Personal Mail Policy Reminder

With the holiday season fast approaching, we felt it necessary to remind everyone of our personal mail policy. Faculty/staff should be reminded that all incoming and outgoing mail processed by Campus Mail Service must be University-business related. Personal mail & packages should not be sent to the workplace. Personal mail interferes with the transfer of official correspondence between campus offices and delays the processing and delivery of mail. This policy also restricts using University resources to deliver personal mail and packages to campus departments. Failure to comply with this policy could result in your personal packages being refused by the mail center and returned to the sender.

New Design On Intra-Campus Mail Envelopes

Campus Mail Service is in the process of introducing new & improved Intra-Campus Mail envelopes to the University community. The improved design allows Campus Mail Service to be able to provide accurate and efficient sorting/delivery of Intra-Campus Mail items. Users simply complete the BOX # information needed in the 3 empty blocks in the mailstop code column on the envelope (870 _ _ _).

Intra-Campus Mail is sorted and delivered according to established mailstop codes/BOX numbers. Campus Mail Service does not sort or deliver mail by "building/room #" type addresses. Mail that is vaguely addressed could delay the delivery of your mail or result in having the mail piece returned to you for a deliverable address.

Click here for a complete listing of departmental mailstop codes/box numbers.

Complete sender information is also important in the event that the mail is not deliverable as addressed. When using a Intra-Campus Mail envelope, be sure all previous addresses have been marked out to ensure proper delivery. The address you are mailing to should always appear on the last line below the previous address on a Intra-Campus Mail envelope. When you are not using Intra-Campus Mail envelopes to send Intra-Campus Mail, please do not include a city, state and ZIP Code line in the address. This will help identify your mail as Intra-Campus Mail and avoid confusion with USPS mail. A complete name or department and their BOX number is all that is needed to insure proper delivery.

As a departmental standard, all Intra-Campus Mail that is picked-up today is delivered to the destination mailstop the following business morning.

NOTE: Intra-Campus envelopes should only be used for the sending of University business correspondence through the University's internal mail system and should not be used by departmental runners to transport items across campus.

Campus Mail Service is dedicated to providing quality customer service and asks for your cooperation with this initiative.

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USPS Customs Forms Now Online

Because international mail is subject to Customs examination in the country of its destination, when you ship items internationally you might need to complete and submit Customs Forms declaring the contents and their value.

You can now fill-out Customs Forms online by clicking here.

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Postage Savings Tips

Screen your mailing lists for any unnecessary names, duplicates, and incomplete addresses

Take advantage of the services offered by University Printing's Bulk Mail Service to address, barcode, and sort your large volume mailings

Use Certified Mail instead of Registered Mail whenever possible. Registered Mail is typically used for mailing items of a high value

Use postcards for short messages or announcements. The cost is 1/3 less than sending an envelope

FAX or e-mail the information when time is crucial instead of using Express Mail or overnight services. Overnight costs are the #1 "runaway cost" of large businesses. "Rate shop" your package; you might be able to send it as Ground and still meet your service standards.

Do not over-insure. The post office and other carriers will only pay the actual value of an item; not the declared value

Use Business Reply envelopes provided by vendors instead of departmental envelopes

Request items to be processed as Media Book or Library Rate when applicable. Savings can be as much as 50% of the cost of First-Class Mail

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A Guide for Sending Packages to Service Personnel Via APO or FPO Addresses

The mailing address MUST contain the NAME of a specific person as the recipient of the package — preferably both first and last names. Rank and grade are not mandatory. The package MUST contain the complete return address of the SENDER.

LIQUID contents MUST be placed in a sealed container and wrapped in absorbent material with outer packaging that will protect the contents. For further information, see DMM 601.2.4

ALL packages weighing 1 pound or more MUST have a properly completed Customs Form 2976-A (the white one). Customs forms with items crossed off or scratched out are not acceptable.

Detailed descriptions of contents are REQUIRED. Rather than list items such as: "food," "medicine," "clothing," "toiletries" or "gifts," you should list the specific numbers and types of each item enclosed. For example: 1 roll-on deodorant, 2 T-shirts, 1 pkg. household AAA batteries, 3 bags Oreos, 1 non-aerosol shaving gel, 2 bags chocolate candy, etc.

Note: Deodorant must be roll-on, solid or stick, and must be listed as such on the customs form. Shaving cream or shaving gel must NOT be aerosol and must be listed as "non-aerosol." Only household batteries are permitted and MUST be listed as AA, AAA, C, D, etc.

Items requiring batteries for use must have the batteries removed during transit and packaged to avoid shorting. Batteries are best mailed in their original, unopened packaging.

Hand sanitizer or anti-bacterial gel are flammable and are not acceptable.

AEROSOL PRODUCTS ARE NOT PERMITTED. FLAMMABLES, CORROSIVES AND TOXINS ARE NOT PERMITTED.

These include, but are not limited to:
-Alcohol-based products like perfumes, colognes, aftershave, hair spray and mouthwash.
-Lighters, matches, butane.
-Cleaning agents and detergents.
-Fingernail polish and nail polish remover.
-Flea collars, DEET and most bug sprays.

This is not a complete list of non-mailable items to APO/FPO addresses. Please ask a retail sales associate for further assistance when mailing.

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Centralized Afternoon Pick-up Service (CAPS)

Campus Mail Service has strategically placed 4 dropboxes across campus. This service allows departments the opportunity to place outgoing mail items in one of the four CAPS dropboxes and have it processed the same day. CAPS dropbox pick-ups are made between the hours of 2:00 & 3:00 P.M. Items placed in CAPS dropboxes after 2:00 PM will be processed the following business day.

Centralized Afternoon Pick-up Service dropbox locations:

Rose Administration - located at the rear of the building

Student Services Building - located at the north end of the building underneath the outside stairs

Alston hall - located at the rear of the building on the south side of the building.

Gordon-Palmer hall - located at the north entrance; the elevator lobby of Seebeck Computer Center.

Items that can be placed in CAPS dropboxes include:

Intra-Campus Mail

U.S. Mail

UPS & FedEx

 

Got ‘Em?  Return ‘Em!

Return United States Postal Service Property to Campus Mail Service


traytub


Every year, the United States Postal Service spends millions of dollars to replace Mail Transport Equipment (MTE) that leaks out of the Postal Service network. With pallets costing up to $20 each, letter trays up to $2.75 per tray and tubs costing around $4 each, losses add up quickly. Replacing missing equipment cost the Postal Service $50 million last year.

To help the Postal Service reel in wayward equipment, Campus Mail Service is requesting that each department search its areas for any mail trays or mail tubs like the ones pictured above and return them to Campus Mail Service as soon as possible. Mail Transportation Equipment, such as mail trays and tubs, may not be used for storing files, moving items between offices, or anything else other than the intended purpose of sending mail to the US Postal Service.  Criminal prosecution for theft or misuse of postal property is a federal crime that carries a penalty of up to 3 years in prison and/or a fine of up to $250,000.

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