University Business Policies and Procedures Manual

6340
POSTAL SERVICES
Effective Date: November 1, 1991
Revised: 02/05/96
Subject to Change Without Notice 

1. General

The University Postal Services Department is responsible for the collection and delivery of U.S. and University mail. Mail is picked up and delivered daily on schedules established by the Postal Services Department based on mail volume. Mail may be placed in official collection points such as the special mail boxes placed throughout the campus and collection points in each department or college. To arrange for special handling, contact the Postal Services.

2. University Campus Mail

The Postal Services Department is to be used for official University purposes only. Employees should not have personal mail sent to a University office and campus mail should not be used for personal business, for political purposes, or to distribute materials which are not related to the current business of the University. Campus mail is interdepartmental mail addressed by campus senders to campus recipients. All campus mail is of one (1) category and no classifications or special services are available.

2.1. University Campus Envelopes

University campus envelopes may be purchased at the University Bookstore for mailing campus mail. These envelopes are reusable and should not be sealed. If regular envelopes are used, write "Campus Mail" on the envelope.

3. U.S. Mail

The Postal Services Department picks up incoming U.S. mail from the U.S. Post Office Main Branch every work day at 7:00 a.m. This mail includes all accountable mails (registered, certified, or insured). All accountable mail is delivered to the department with a control slip and must be signed. Regular U.S. and campus mail is delivered at the same time.

Outgoing U.S. mail should be left at official collection points in University buildings and in specifically marked mail boxes for pick up and processing. Mail picked up on morning and afternoon routes will normally leave the University by 4:00 p.m. for the U.S. Post Office the same day. Departments may deliver official University mail to the Postal Services Department Monday through Friday, from 7:30 a.m. to 4:30 p.m. The Postal Services Department is located at 1128 University N.E.

The proper addressing, packaging, and classifying of mail to be forwarded to the U.S. Post Office is the responsibility of the employee sending the mail. Outgoing mail must have the department's name and return address. In addition, departments should use their zip-plus-four (4) code. The last four (4) digits are departmentally assigned and enable speedier mail processing. To get the code, contact the Postal Services Department.

3.1. Classes of Mail

According to U.S. Post Office regulations, classes assigned to mail often vary with the material enclosed. The sender will determine the class assigned. Items sent to the Postal Services Department will go at the lowest class allowable by U.S. Post Office regulations unless another higher class is indicated on the envelope or parcel. Departments should be aware that the higher the class of mail service requested, the higher the resulting cost to the University. In cases where a department requests to have mail sent at a higher class than required, the sender will be billed for that higher class. Outgoing U.S. mail is divided into the following classes of mail.

3.1.1. First Class

Any typed or handwritten correspondence must be sent as first class mail. First class mail receives preferential handling over other mail classes and is sent via air mail within the United States at no additional cost to the sender. Packages may not exceed seventy (70) pounds and 108 inches (length plus girth). First class mail sent in manila envelopes must be clearly marked "First Class" when appropriate.

3.1.2. Second Class

Second class mail includes any document, such as a periodical or publication, mailed at regular intervals during a twelve (12) month period. Second class mail requires a postage permit issued by the U.S. Post Office. The Postal Services Department will help secure such permits for the department.

3.1.3. Third Class

Third class mail includes mail that is less than 200 pages, such as newsletters, brochures, or portions of books. Third class mail may not exceed sixteen (16) ounces. The mail pieces should be marked "Third Class."

3.1.3.1. Third Class Bulk Rate

A third class bulk rate provides a significantly reduced rate for 200 or more pieces or fifty (50) or more pounds of third class mail identical in shape, size, and weight. The mail must weigh less than one (1) pound each and must be arranged in zip code order. Articles may not carry personal, handwritten, or typed messages. To request the bulk mail rate, send a written request to the Postal Services Department. This request should include the approximate number of pieces, the account number to be charged, two (2) sample pieces of the mail, the department's name, the departmental contact person, and phone number.

 3.1.4. Fourth Class

Anything, except first class mail, can be sent at the fourth class rate. Packages may not exceed seventy (70) pounds and 108 inches (length plus girth). First class material may be enclosed with fourth class mail. When first class mail is enclosed, the words "First Class Mail Enclosed" should be plainly marked on the parcel.

3.1.4.1. Special Fourth Class

Special fourth class mail includes books, manuscripts, films, records, sheet music, tests, or answers to tests. Packages may not exceed seventy (70) pounds and 108 inches (length plus girth). These items can be sent "Special Fourth Class" at cheaper rates and departments should mark "Special Fourth Class" on the parcel.

3.2. Special Services

3.2.1. Certified Mail

Certified mail should be used when the items mailed have no tangible value but the department needs a record of receipt. The addressee must sign for certified mail when it is delivered. The U.S. Post Office maintains the signed receipt. Only domestic first class, uninsured mail can be certified. For an additional charge, a return receipt with the signature of the addressee may be requested by the sender at the time of mailing.

3.2.2. Registered Mail

The Postal Services Department assigns a number to registered mail and the parcel is strictly controlled until signed for by the addressee. Only first class mail can be registered. Registered mail may be insured up to a certain limit and a return receipt may be requested at the time of mailing. Envelopes must be completely sealed. If tape is used to seal envelopes, it must be paper tape. The U.S. Post Office will not accept packages sealed with masking or plastic tape. Packages must have all overlapping edges of wrapping paper covered with paper tape.

3.2.3. Insured Mail

All mail of tangible value can be insured and a return receipt may be requested. Contact the Postal Services Department for liability amounts available for insured packages. If an article is worth more than the limit for insured mail, send the article first class and registered. Registered and insured mail liability is limited to the article's declared value. Write the value in the upper right hand corner of the mail. To insure an article, write the category of the mail and the words "Insure for..." in the upper right hand corner of the package.

 3.2.4. Library Rate

There are special reduced rates for mailing material to or from a library. Any department that maintains a library or mails to a library may take advantage of this rate. The library name must appear in either the address or the return address to qualify for the library rate. "Library Rate" should be written in the upper right hand corner of the mail.

3.3. Parcels

Packages and wrapping must be sufficiently strong to retain and protect contents. Reinforced (strapping) tape should be used. If the parcel contains liquid, the sender must include sufficient packing to absorb all of the liquid in case of breakage. Parcels containing liquids should be clearly marked "Fragile."

4. Postage

Departments are charged for all postage, including certified, registered, or insured mail and for air mail or air printed mail to foreign destinations. There is no charge for campus mail. Departments who need to know the cost of postage before mailing may bring the article to the Postal Services Department or place the article in the campus mail with a note securely attached requesting the Postal Services Department to determine the postage and return the item. Include with the request a description of the contents, a statement of destination of the article, and the category by which it is to be sent. The Postal Services Department will determine the postage and return the parcel to the department.

4.1. Postal Charge Form

In order for the Postal Services Department to charge departments for postage, departments are required to attach a postal charge form (Exhibit A.). This form should indicate the account number, and the name and telephone number of the contact person preparing the mailing.

4.2. Mail to Foreign Countries

Postage rates to foreign countries vary with each country. Specific information on foreign rates may be obtained from the Postal Services Department. Air mail, first class, and printed matter cannot exceed four (4) pounds. All packages other than books exceeding four (4) pounds must have a Customs Declarations form attached. The forms and instructions on completing them may be obtained from the Postal Services Department.

First class, printed matter, or book rate material sent to a foreign country go by surface transportation. Allow eight (8) to ten (10) weeks for delivery. Air mail may be used and normally takes ten (10) to fourteen (14) days for delivery. Air printed matter is cheaper than air mail but cannot contain any typed or handwritten correspondence.

5. Receipt of Mail

All mail received in a department shall be delivered to the addressee the same day it is received and no later than the next business day following receipt. Mail addressed to employees who are on leave, shall be delivered on the first day the employee returns. It is a violation of this policy to mishandle, tamper with, or deliberately delay the delivery of mail, and to do so is cause for disciplinary action. This also includes the mail pieces such as Campus News, announcements, etc. The department shall make every effort to ensure that each departmental employee receives mail that is sent without individual addresses but is intended for every employee. If there are not enough copies for every departmental employee, effective delivery may be made by distributing as many as possible and by posting one (1) or more copies of the mailed item in a visible location for not less than one (1) week. The posting ensures that each employee has had a reasonable chance to view and read the mailed item.

5.1. Forwarding Mail

Departments are responsible for forwarding mail to all faculty and staff who have left the department. The Postal Services Department will not automatically forward mail, unless the mail is registered, certified, or insured. Mail sent to departments in error should be returned to the Postal Services Department with a note explaining the error.

All individual U.S. mail should be forwarded immediately to employees on leave upon receipt at the expense of the U.S. Post Office. Do not accumulate U.S. mail for mailing as a packet. Departments are responsible for forwarding mail and complying with this policy. Forwarding insured, registered, or certified mail results in an additional cost to the regular postage rate required.

6. Unauthorized Mail

Using University envelopes and University postage for personal purposes is prohibited. Professional books are considered personal mail and the mailing costs cannot be charged to a University account. Campus mail or U.S. mail sent at University expense may not be used:

• for political purposes;
• for the business of an organization unaffiliated with the University to which an employee may belong;
• for personal purposes by an employee; or
• for the distribution of materials which are not related to the current business of the University.

All letters bearing the sender's home address as the return address are assumed to be personal mail and may be deposited with official University outgoing U.S. mail or may be deposited by the sender in the U.S. Post Office mail drops provided on campus. Personal mail must have the proper postage affixed.

7. Special Mailing Services

7.1. Mass Distribution

Departments wishing to inform campus personnel or a segment of campus personnel about official departmental matters may do so by making arrangements directly with the Postal Services Department. The notices are delivered in bulk, without envelopes or addresses, to department offices or other delivery points for distribution to individuals. The contact person's name, department, and telephone number must appear on the notices.

7.2. Mailing Labels

Mailing labels for faculty or administrators are available through the Postal Services Department. The Postal Services Department should be contacted for information regarding specialized mailings.

7.3. Envelope Sealing

The Postal Services Department will seal large quantities of letter size envelopes for departments. The flaps must be left up. The envelopes must be sorted in groups, such as state, out-of-state, air mail, campus, etc., and bound with a rubber band. All manila envelopes and large padded envelopes must be sealed by the sender.

8. Attachment

Exhibit A. - Postal Charge Form

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm