Mail Service


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  • Domestic Mail

    The UMMC Mail Service's primary responsibility is to provide service for UMMC business purposes.  Business-related mail is metered and paid from state appropriated funds allocated for postage.  Only the postmaster has the authority to allow a department to use a United States prepared postage permit.

    Personal use of UMMC's permit is strictly forbidden and could result in legal action.

    Rolls and books of stamps are available at the Mail Service counter.  Personal packages requiring weighing can also be handled through the Mail Service.

    The following will ensure the most efficient handling of UMMC mail:

    • Always seal and separate domestic and international mail from campus mail.
    • Keep all UMMC business mail to be metered separate from all other mail.
    • Batch envelopes for one mailing to face the same direction.
    • Group envelopes by size and weight (do not mix).
    • Separate postcards from envelopes.
    • Indicate class of service for all mail other than first-class letters.
    • Private and personal mail may be dropped off at mailroom, but must have appropriate postage on each item.
    • All mail to be metered must have a charge code and authorized signature.

     

    Types of Domestic Mail Service:

    Speed, cost, content, weight, and quantity are criteria used to determine the best method of mailing an item.  Choosing the right service class can save money while meeting objectives.  The following descriptions highlight key services for domestic (not international) mail service categories and are listed in cost and delivery-speed order:

    • Priority Express Mail
    • Priority Mail
    • First-Class Mail
    • Bound Printer Matter
    • Special Standard Mail (Media Mail/Library Rate)
    • Standard Mail (A)
    • Standard Mail (A) Non-Profit
    • Special Services:
      • Registered Mail
      • Certified Mail
      • Insured Mail
      • Return Mail Receipt
      • Signature Confirmation

    Each piece of mail should be labeled with the appropriate service class before sending to the UMMC Mail Service.  The #10 or smaller first-class letters and postcards do not require service labeling.

    Priority Express Mail is the fastest service, with next-day delivery by 12 noon to most destinations and second day delivery to remote areas.  Express mail is delivered 365 days a year with no additional costs for weekends or holidays.  If a business is closed, the mail will be delivered the next business day.  All packages must use the express mail label with a maximum weight of 70 pounds.  Special express envelopes are also available.  The postage rate is determined by item weight.

    Priority Mail is first-class mail weighting over 13 ounces. At your option, any mail weighing less than 13 ounces may also be mailed as priority mail. Priority mail offers two-day or three-day service to most locations. Special priority envelopes are available at no additional charge, or priority labels may be used on your envelope or package in conjunction with your own address label. The maximum weight is 70 pounds, and again delivery zones and shipping weights determine the postage price.

    First Class Mail is the basic postal service mail class for business mail. Items normally mailed first-class include postcards, letters, and non-letter mail that is personal in nature. This would include bills, invoices, checks and letters containing personalized information and anything sealed against postal inspection. It is not necessary to identify service class on each piece. Delivery varies from one to seven days, depending on travel distance. The maximum weight is 13 ounces.

    Bound Printed Matter is a standard mail (B) rate that is typically catalogs, books, and other printed materials that meet specific eligibility standards. These standards include items that:

    • are securely bound by permanent fastening;
    • do not have personal correspondence;
    • are not stationery (blank printed items); and
    • contain 90% imprinted matter by any process other than handwriting.

    The minimum weight is one pound, and the maximum weight is 15 pounds. Delivery varies from several days to two weeks, depending on distance. Thus delivery zones and shipping weights determine the postage price. These items must be labeled "bound printer matter."

    Special Standard Mail - Media Mail is generally used for books, films, printed music, printed test materials, sound recordings, manuscripts, printed educational charts, loose-leaf pages and binders consisting of medical information and computer-readable media. Label these items "media mail."

    Special Standard Mail - Library Rate is used for books, recordings, educational and museum materials mailed between libraries, schools, universities, non-profit organizations and museums. This rate may be used when mailing from the University Medical Center to an individual who has no financial interest in the sale, promotion or distribution of the materials. label these items "library rate."

    With the special standard mail class, advertising restrictions apply.  The minimum weight is one pound, and the maximum weight is 70 pounds.  The maximum dimension is 108 inches in length and girth combined.  Delivery ranges from several days to two weeks, depending on distance.  Shipping weights determine the price with no delivery zone up-charge.  Media mail and library rate share the same fee structure and compliance standards.  Each package labeling will remain unchanged.

    Standard Mail (A) (formerly known as bulk mail) is used to mail large numbers of identical items without applying individual postage. This process requires preprinting a mailing permit number (indicia) on each mail piece. The minimum requirements are 200 identical pieces for mail not requiring first-class service. It is not necessary to label each mail piece with the service class.

    Standard Mail (A) (Non-profit) is used for most University mailings that qualify for a special standard mail (A) rate, known as nonprofit mail.  For this service, regulations require that the top line of the return address must be University Medical Center.  These extensive procedures are in place to ensure compliance with nonprofit regulations.  Those mailings that do not qualify for the nonprofit rate can still be mailed at the regular standard mail (A) rate.  It is not necessary to label each mail piece with the nonprofit service class.

    Special Services may be added to many classes of domestic and international mail for an additional fee. These include tracking, insurance, and verification of delivery.

    Types of Special Services:

    • Registered Mail provides a level of security for valuable items such as stocks, bonds, gems, currency, and tickets. All items sent registered mail must meet minimum packaging specifications. Registered mail requires a signature at each postal location. While this provides an audit trail, it also delays delivery. Each piece of registered mail must have a declared value, even a 0$ amount.   Registered fees are based on the declared value.   Indemnity coverage for international registered mail is limited to the maximum set by the Convention of the Universal Postal Union.  Use of a return receipt with registered mail defers a tracking fee.  Domestic registered mail and international registered mail use different forms.
    • Certified Mail is a service that provides the sender with a mailing receipt. A record of delivery is kept at the post office of address. This type of mail must be sent at first-class or priority mail rates to domestic addresses. Items generally sent certified mail include notices, important letters, legal documents, and non-negotiable items. Items sent certified mail must have a receipt for certified mail form filled out and attached to the mail piece. The UMMC Mail Service recommends the use of a return receipt with all certified mail. Certified mail in only available to domestic addresses.
    • Insured Mail provides coverage against loss or damage. The fee is dependent upon the declared value, and items must not be insured for more than their value. Insurance is used for parcels and/or merchandise that are shipped at the parcel post rate. Limits are $5,000 for domestic and vary from country to country on international mail. The UMMC Mail Service recommends the use of a return receipt with insured mail.
    • Return Receipt is a form used to verify delivery where a receipt is signed and returned to the sender, and serves as legal proof of delivery.  The UMMC Mail Service recommends the use of a return receipt with all registered, certified and insured mail. The two different return receipt forms are domestic return receipt and international return receipt.  The use of a return receipt avoids additional tracing fees.
    • Signature Confirmation service gives you the date, zip code, time and the signature from the person who accepts the article.

      

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  • All permit mailings must follow the Postal Move-Up-Date Standard Guideline www.usps.gov or www.usps.com.   Any mail returned for postage due is paid by the UMMC Mail Service and billed back to the originating department.  Payment is due by the department upon receipt of the billing.  Move-Up-Date, Business Reply, and Permit Billing fees will be charged via journal entry against your account through the accounting department.