UNIVERSITY OF HOUSTON VICTORIA MAIL SERVICES

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1 UNIVERSITY OF HOUSTON VICTORIA MAIL SERVICES Welcome to the University of Houston-Victoria s Mail Services which is a division of the Department of Business Services. The mailroom is located in the University West Building Room 107F. Larry Steen Mail Services Clerk University West 107F Office Ext 4831 or Fax Susie Motal Supervisor, Mail Services Business Services Coordinator University West 107C Office Ext 4826 or Fax Page 1 of 6

2 MAIL SERVICES GUIDE TABLE OF CONTENTS Mail Use Mail Services Contacts Mail Pickup Delivery Route Holiday Mail Pickup Interoffice Mail Outgoing Mail Metering of Mail Postage Stamps Business Reply Mail Bulk Mail US Postal Services Overnight Services Mail to UHSCR Mail to UHSSL Helpful Hints Postage Reallocation Related Links Page 2 of 6

3 MAIL SERVICES Mail Use The University mail services are for official university activities and not for personal or non-business purposes. Official mail must be metered with the State of Texas imprint. This requirement does not apply to certain sponsored social events where the use of postage stamps is permitted. Mail Services Contacts Larry Steen (on campus x-4831) or Susie Motal (on campus x-4826) or Mail Pickup United States Postal Service (USPS) mail is picked up from the Post Office daily at 8:30 a.m. by the Mail Clerk. The mail is sorted in the mailroom and delivery to departments and schools (see route below) starts by 9:30 a.m. and the afternoon delivery starts by 1:30 p.m. The departmental mail delivery includes interoffice mail and any freight packages received. Interoffice mail picked up on the afternoon route will be delivered next morning to the respective department. Delivery Route West building - 9:30 a.m. and 1:30 p.m. Center building -10:10 a.m. and 2:10 p.m. Athletics 10:30 a.m. and 2:30 p.m. SBDC 10:40 a.m. and 2:40 p.m. Victoria College Mailroom (morning only) Library 10:45 a.m. and 2:45 p.m. Jaguar Hall 10:55 a.m. and 2:55 p.m. Facilities 11:00 a.m. and 3:00 p.m. The above schedule may deviate slightly depending on volume of mail. Holiday Mail Pickup The mail will not be picked up on federal postal holidays from the Post Office. Outgoing mail will not be metered until the following work day. Interoffice Mail Interoffice mail will be picked up on normal mail run; this includes mail for Sugar Land and Cinco Ranch. Outgoing Mail Outgoing mail should have the University address with the department s name in the top left corner for proper mail charges. Departments are advised to use University business envelopes and larger envelopes without clasps. Outgoing mail placed in the Postal Services blue boxes, located outside the Finance Office, is picked up daily by 3 p.m. Metering of Mail Page 3 of 6

4 University outgoing mail is metered for business use only. Only envelopes using the University, as a return address will be metered with the official State of Texas imprint and mailed. The return address must contain the division or department name for internal billing. Personal mail will not be processed through the University postage machine. Postage Stamps The use of postage stamps are permitted for certain social events, such as holiday invitations, donor letters, thank you cards; but should not be used for daily routine mail services unless the meter is not operable. All official mail should be metered with the official State of Texas seal. Postage stamps may be purchased with your ProCard. The department will be required to maintain a Postal Register (stamp log), attach to the original transaction log with the purchase of stamps and retain a copy with the cardholder s documentation. Business Reply Mail A mail service whereby an envelope imprinted with our Business Reply Permit No. 463 is enclosed for the returning of information to the University at no cost to the sender. Returned envelopes are charged a minimal fee by the post office plus postage, currently $1.25 each. The department will only be paying for answered or returned envelopes. Business reply will be charged back at the end of each month by journal entry to departmental users. Bulk Mail The term Bulk Mail refers to quantities (200 pieces or more) of mail prepared for mailing at reduced postage rates. The Postal Service offers discounts for Bulk Mailings because you do some of the work that otherwise would have to be done by the Postal Service (for example, sorting the mail by zip code or transporting the mail to a different postal facility). Everyone benefits from this work sharing. Mailers make an investment in time and technology and the Postal Service s cost are reduced and you pay less. Bulk mail service is available and Mail Services should be contacted for specific format information and assistance. Procedures and information with bulk mailing is available on the P Drive, Postage-Bulk Mail folder. US Postal Services First Class University outgoing mail is metered for business use only. Only envelopes using the University, as a return address will be metered with the official State of Texas imprint and mailed. The return address must contain the division or department name for internal billing. Personal mail will not be processed through the University postage machine. Express Mail This is the Postal Services overnight delivery service for mail pieces that require next day delivery. The service allows mail to be delivered to a Post Office Box number or to a physical address. Express mail must be taken to the Post Office by 11:00 A.M. for it to go out the same day for next day delivery. Mail Services will assist you in filling out the forms. Certified Mail Certified Mail ensures your letter has arrived at its destination with access to online Delivery information. Page 4 of 6

5 1. Complete the Certified Mail Receipt; Mail Services will fill in the, Total Postage & Fees. The address of destination must be filled out by sender. 2. Fill out the PS Form 3811, and in the box marked, 3. Service Type, mark the box with Certified Mail and Return Receipt for Merchandise. 3. There are two sets of numbers attached to the Certified Mail Receipt; the bottom set peels off to be attached to the PS Form 3811 at the Bottom labeled 2. Article Number. 4. After the forms are filled out and attached to the article someone from the Mailroom with take the article to the Post Office to be stamp dated on the Certified Mail Receipt and we will hold onto it until we receive the PS Form 3811 back. 5. The numbers on the Certified Mail Receipt should match the numbers on the PS Form 3811 and can be used to track the letter or article online. 6. Mail Services has tried Electronic Return Receipt Requested, and found it to be very efficient and more cost effective. Optional Services: Registered mail provides maximum security. Items are placed under tight security from the point of mailing to the point of delivery and insured up to $25,000 against loss of damage. Date and time of delivery can be verified online. Insurance - insure your package for the value of its contents, as you are only covered for the actual value at the time and place of mailing. Overnight Services Online accounts can be setup through Mail Services for departmental shipping. Overnight shipping supplies (air bills, envelopes) are available in the Mail Room. Currently UHV is shipping with the State of Texas contracted vendors LSO and Federal Express. LSO Ground or Next Day Services within Texas and a few other states Federal Express Ground and Overnight Services USPS - Express Mail Overnight Service Mail to UHSCR Mail to the Cinco Ranch campus must be received in Mail Services by 3:00 p.m. to be shipped by contracted overnight service. Mail Services will prepare the shipping label and parcel for pick up. The department is not charged for this service; except, if a package is received in Victoria and re-routed directly to Cinco Ranch, then the department is responsible for the cost of shipping. UPS delivery is received at the Cinco Ranch campus by 3:00 p.m. the next day. The UHS Cinco Ranch address is: University of Houston System - Cinco Ranch 4242 South Mason Rd. Katy, Texas Incoming mail received from UHSCR will be sorted and delivered in the afternoon mail delivery to the respective departments. Mail to UHSL Mail to the Sugar Land campus must be received in Mail Services by 3:00 p.m. to be shipped by contracted overnight service. Mail Services will prepare the shipping label and parcel for pick up. The department is not charged for this service; except, if a package is received in Victoria and re-routed directly to Sugar Land, then the department Page 5 of 6

6 is responsible for the cost of shipping. UPS delivery is received at the Sugar Land campus by 12-noon the next day. The UH Sugar Land address is: University of Houston Sugar Land University Boulevard Sugar Land, Texas Incoming mail received from UHSL will be sorted and delivered in the afternoon mail delivery to the respective departments. Helpful Hints Mail is picked up by 3 p.m. by the U. S. Postal Services from the blue mail boxes next to the Central Receiving doors. Outgoing time sensitive items should be called to the attention of the Mail Services staff; otherwise the item will be sent the most economical way. Carefully consider the necessity of using overnight delivery. Presently UHV is utilizing the state contract with Lone Star Overnight and Federal Express for Ground and Next Day delivery. Ground services costs approximately 50% less than overnight delivery. Bulky or oversized envelopes must be sealed. Mailings thicker than ¼ must be placed in heavy-duty envelopes for safe shipping. Interdepartmental mail should list the name and department for proper routing. Outgoing mail must include the department name for proper charging. Business Reply Mail (BRM) requires specialized design format with permit number listed. Contact Mail Services for design before printing envelopes. Bulk Mail permit number must be on all envelopes before sending to Mailroom for handling. Postage Reallocation Mail Services detailed postage summary report is attached as backup documentation to the monthly journal in PeopleSoft. Postal expenses can only be charged to the maintenance and operations cost center of departments of the University, including grants, other local sources of funding, and ledger funds 2, 3, 5, 7 and 9. Postage is reallocated to departments by monthly (24 th - 23 rd ) PeopleSoft journal. Page 6 of 6

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