MU Print & Mail Services - Handling Guidelines

General

  1. All mail received at the Campus Mail Service Facility must be bundled according to the guidelines set forth on the following pages.
  2. Large volume mailers should contact the Campus Mail Service Facility (882-6529) for special instructions.
  3. A return address is mandatory to ensure proper handling in address correction.
  4. Letter size mail that has been sealed with metal staples will NOT be metered or sorted but returned to sender.
  5. Letter size self-mailer articles that are sealed with transparent tape will NOT be accepted.
  6. Change of address --Notify Campus Mail Service in writing of any change of address of a department or a section of a department.
  7. Forwarding Mail --Campus Mail Service does not intercept incoming U.S. Mail for forwarding. Mail will be delivered to the department, which should determine whether the material needs to be forwarded to the individual or retained by the department.
  8. Use of Campus Mail for PERSONAL business is prohibited.
  9. Mailing PERSONAL U.S. Mail with postage purchased from University funds is prohibited.
  10. Bulk Rate & Non-Profit Mailings are to be picked up by Bulk Mail Center (882- 5960).
  11. If you have special needs as addressed by the Americans with Disabilities Act and need this publication in an alternative format, notify us at the telephone number listed below. Reasonable efforts will be made to accommodate your special needs. Patsy Higgins, University of Missouri-Columbia, 311 Jesse Hall, Columbia, Mo. 65211 (573) 882-7254.

Outgoing Mail

All outgoing mail needs to be put into three major groups:
1. CAMPUS MAIL
(Inter Dept. Corresponence)
  1. Pink and Brown Envelopes
  2. Courier mail
2. BARCODED MAIL
(Mail intended for Campus Mail Service Facility to affix postage)
  1. Mail requiring special handling such as foreign, certified, third class, etc.
  2. Mail that requires no special handling, for example, first class mail mailed to anywhere in the United States. (Letters & Flats Bundled Separately)
  3. Parcels (both U.S. Postal Service and UPS).
3. POSTAGE ALREADY AFFIXED
  • (This mail is placed into a mail bag and taken directly to the Post Office without inspection.)
DO NOT PUT BARCODED MAIL WITH THIS GROUP
  1. Such as business reply postage prepared envelopes
  2. Outgoing U.S. Mail, that has postage stamps affixed

Campus Mail

  1. All mail picked up on afternoon routes or delivered to Campus Mail Service Facility Monday Through Friday by 4:00 p.m. will be delivered the next business day.
  2. The building name and dept. office number must be included in both, the mailing address and the return address on all campus mail to ensure prompt and accurate delivery. (NO BUILDING ABBREVIATIONS)
  3. Mail routes start at 9:15 a.m. and 1:00 p.m.. If you have large mailings, you need to let us know by phone (882-6529 or 882-6522) before these times or the mailing will be left until the next run.
  4. Face mail so that all envelopes are identical (i.e., all addresses are easily read without having to turn the envelope). Place a rubberband around all faced Campus Mail.
  5. Campus mail addressed to residence hall occupants must be faced and bundled separately by residence hall in order to be delivered by Campus Mail Service Facility personnel.
  6. Envelopes or packages exceeding five pounds in aggregate, please contact Campus Mail Courier Service (882-6529) for pickup. There will be a courier charge for these packages.
  7. Envelopes or packages for other campuses must be endorsed with the word "COURIER" on the face of the envelope or package. Also Campus location UMKC, UMSL, or UMR must be included in the address.

All questions concerning INCOMING U.S. Mail or Campus Mail should be addressed to Patty Gash, 882-5959.

Off Campus Addresses Served by Campus Mail

Missouri Innovation Ctr5650A Sinclair Road
Environmental Trace Substance Research CtrMoved to Rolla
Hillcrest Hall (Stephens Campus)1507 E Broadway
Psych. Clinic211 S. 8th Street
FAPRI (Food Ag Policy Res. Inst.)101 S. 5th Street
Ed Counseling Psych Rehab.401 Locust (Suite 302)
Mizzou Credit Union1st & Broadway
ASI Flex Spending AccountCampus Mail Box 3
Records Management2910 Lemone
University Press2910 Lemone
Print & Mail Services2800 Maguire
Bulk Mail Ctr2800 Maguire
Extension Publication2800 Maguire
Ctr for Ed Assessment Warehouse2800 Maguire
Fertilizer Control3600 New Haven Rd
KOMU-TVHwy. 63 South
Mo Dept of Conservation1110 S. College
Morenet1805 E. Walnut
Ctr for Innovations in Special Educ601 Bus Loop 70 W. (Suite 152)

Barcoded Mail

  1. All outgoing Barcode mail picked up on routes or delivered to Campus Mail Service Facility Monday through Friday by 3:30 p.m. will be in the U.S. Mail (USPS) stream or United Parcel Service (UPS) stream that same day.
  2. All Barcode mail must have a Barcode label affixed to the first item in a bundle. Foreign Letters & Flats including Canada and Mexico, to be bundled Separately. Parcels should have a Barcode affixed to every piece. Affix Barcode under the return address in the upper left corner.
  3. To obtain Barcode labels contact Campus Mail Service Facility 882-9639. (see forms for copy of order form)
  4. Stamps can be purchased for emergency mailings, (Mailings mailed after 4:00 p.m. or on weekends). To purchase stamps bring an IDO to Campus Mail Service Facility between the hours of 8:00 a.m. to 12:00 p.m. and 1:00 p.m. to 4:00 p.m. showing denomination and quantity needed. Stamps cannot be sent thru Campus Mail (must be picked up at Campus Mail Service Facility, Hitt Street Parking Garage North).
  5. If you have a large mailing prepared ahead of schedule and wish it to be held, the Campus Mail Service Facility can process it early, meter imprint it with a later date, and hold it for you until the date it is to be mailed.
  6. U.S. letter mail will be metered with the following days date. This will not affect delivery time because presorted mail gains a day in the U.S. Postal stream. Mail requiring same day's date should be kept separate and labeled DO NOT PRESORT.
  7. Bulk Mailings using Permit # 31 is handled through MU Bulk Mail Center (884-2630).
  8. All Domestic Mail must have a valid zip code.
  9. All BARCODED mail will be sent 1st class, unless otherwise designated.
  10. Write or rubber stamp any special handling instructions, (Examples of mail requiring special handling include certified, registered, return receipt, international surface, air mail, priority, express, third and fourth class, UPS ground, UPS next day and UPS 2nd day air packs) and keep separate from all other mail. If you have any questions concerning a particular type of mail, please contact Campus Mail Service Facility 882-9639.
  11. Face mail so that all pieces are identical (i.e., all addresses are easily read without having to turn the envelope).
  12. For unsealed envelopes, interleave the flaps so that the mail posting machine can seal the envelopes as postage is applied.
  13. Place a rubberband around all faced mail or place mailing is postal tray or tub (only one Barcode Account to tray or tub unless banded).
  14. If your volume of parcels exceeds five packages, please call Campus Mail Service Facility 882-6529 for special instructions.
  15. If you are not sure how to ship a parcel, initial the parcel BW. This indicates to ship BESTWAY. Central Mail Facility will then determine how the parcel will be shipped.

U.S. Postal Service

The cost of mailing varies with each classification.

Oversize/Underweight Mail

First Class, Third Class and International Letter Mail weighing one ounce or less is non-standard* if it exceeds any of the following size standard limits:

11 1/2" in length
  or
6 1/8" in height
  or
1/4" in thickness
  or
It's aspect ratio (length divided by height) does not fall between 1 to 1.3 and 1 to 2.5 inclusive.

*There is an additional charge on each piece of mail that is found to be non-standard.

In addition, pieces which are less than the following dimensions are non-mailable in the U.S. Postal Service and will be returned to you.

3 1/2" in height
  or
5" in length
  or
.007" in thickness (thickness of a postcard)

Post Cards

3 1/2" x 5" min. to 4 1/4" x 6" max. - .007" in thickness min.

Non-mailable (letter size envelopes)

Pens, Paper Clips, Metal Pieces, & etc. (These items require special packaging)

First Class Mail

Any mailable matter may be mailed as First Class Mail. The Following examples are considered First Class matter and must carry postage at First Class or Priority Mail rates.

  • (a) Matter wholly or partially handwritten or type-written (including multiple copies prepared by automatic typewriter), originals or carbons, invoices, (except when accompanying the matter to which they relate), post card.
  • (b) Matter sealed and closed against postal inspection.
  • (c) Bills and statements of account, regardless of method of preparation or quantity of identical pieces mailed, except authorized enclosures in or attachments to second, third or fourth class mail.
  • (d) Price lists with written-in figures changing items or prices.
  • (e) Any business reply mail.
  • (f) Blank printed forms filled out in writing, including cancelled or uncancelled checks.
  • (g) If you are not sure if it is First Class contact Campus Mail Service Facility 882-9639 for additional help.
International Mail

Most items are mailable to foreign countries. However, there are certain restrictions. It is important that mailers contact Campus Mail Service Facility 882-9639 when mailing parcels over 4 lbs. for restrictions.

If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and the payment of duties required for the release of the item. Custom rules apply the same whether mail is sent by USPS or other couriers.

  • (a) Air Mail - takes 7 to 10 days
  • (b) Foreign Surface - takes 6 to 8 Weeks
  • (c) IF NOT SPECIFIED, will be sent air mail
  • (d) Foreign Mail (except postcards) must be enclosed in an envelope. The country name has to be the only subject on the last line and in all CAPITAL letters. NOT ABBREVIATED. (See envelope format)
  • Priority Mail (not guaranteed)

Use this service when 2 to 3 day service is desired.

First Class mail not exceeding 70 pounds can be sent Priority Mail. Mail weighing 1 ounce thru 11 ounces there is a flat rate of $2.90 when sent Priority Mail

Express Mail (guaranteed to most zip codes next day)

Call Campus Mail Service Facility 882-9639 to verify zip code for guaranteed delivery.

Third Class Mail

The following is considered Third Class Matter:

CircularsCatalogsMerchandiseProduct Samples
BookletsNewslettersPhotographsPrinted Matter

Each piece of Third Class mail must be less than 16 ounces. Anything heavier must be mailed as Fourth Class or 1st Class.

The standards for size and surcharge for single piece third class mail weighing one ounce or less are the same as for First Class.

Fourth Class Mail / Parcel Post

The following is considered Fourth Class Matter:

Packages or ParcelsSound RecordingsBooks
Library MaterialsMerchandiseVideo Tapes
Bound Printed MatterComputer MediaFilms

Each piece of Fourth Class matter must not exceed 70 pounds in weight and a maximum size of 108" in length and girth combined.

Special Fourth Class Mail

Special fourth-class is fourth-class matter meeting the standards for fourth-class and those below. Special fourth-class rates are based on the weight of each addressed piece without regard to zone.

Each piece claimed at special fourth-class single-piece rates must be marked "SPECIAL FOURTH-CLASS RATE."

Only the following described articles may be mailed at the special fourth-class rate.

  • a. Books, including books issued to supplement other books, of at least eight printed pages, consisting wholly of reading matter or scholarly bibliography, or reading matter with incidental blank spaces for notations and containing no advertising matter other than incidental announcements of books. Advertising includes paid advertising and the publisher's own advertising in display, classified, or editorial style.
  • b. 16-millimeter or narrower width films, which must be positive prints in final form for viewing, and catalogs of such films of 24 pages or more (at least 22 of which are printed). Films and film catalogs sent to or from commercial theaters do not qualify for the special fourth-class rate.
  • c. Printed music, whether in bound or sheet form.
  • d. Printed objective test materials and their accessories used by or in behalf of educational institutions to test ability, aptitude, achievement, interests, and other mental and personal qualities with or without answers, test scores, or identifying information recorded thereon in writing or by mark.
  • e. Sound recordings and guides or scripts prepared solely for use with such recordings. Video recordings and player piano rolls are classified as sound recordings.
  • f. Playscripts and manuscripts for books, periodicals, and music.
  • g. Printed educational reference charts designed to instruct or train individuals for improving or developing their capabilities. Each chart must be a single printed sheet of information designed for educational reference. The information on the chart, which may be printed on one or both sides of the sheet, must be conveyed primarily by graphs, diagrams, tables, or other nonnarrative matter. An educational reference chart is normally but not necessarily devoted to one subject. A chart on which the information is conveyed primarily by textual matter in a narrative form does not qualify as a printed educational reference chart for mailing at the special fourth-class rates even if it includes graphs, diagrams, or tables. Examples of qualifying charts include maps produced primarily for educational reference; tables of mathematical or scientific equations; noun declensions or verb conjugations used in the study of languages; periodic table of elements; botanical or zoological tables; and other tables used in the study of science.
  • h. Looseleaf pages and their binders consisting of medical information for distribution to doctors, hospitals, medical schools, and medical students.
  • i. Computer-readable media containing prerecorded information and guides or scripts prepared solely for use with such media.

Special fourth-class matter must be prepared to allow examination. Special fourth-class matter is not considered sealed against inspection. Mailing at special fourth-class rates is consent by the sender to postal inspection of the contents, even if the mailpiece is secured.

Library Rate

Library rate mail is fourth-class mail that meets the standards for all fourth-class mail and those below. Library rates are based on the weight of each addressed piece without regard to zone.

Each piece at the library rates must be marked "LIBRARY RATE."

Each piece must show in the address or return address the name of a school, college, university, public library, museum, or herbarium, or the name of a nonprofit religious, educational, scientific, philanthropic (charitable), agricultural, labor, veterans', or fraternal organization.

The following items may be mailed at the library rate when loaned or exchanged between schools, colleges, universities, public libraries, museums, and herbariums, and non profit religious, educational, scientific, philanthropic (charitable), agricultural, labor, veterans', and fraternal organizations; or when cooperatively processed by public libraries; or when loaned or exchanged between the above libraries, organizations, or associations, and their members, readers, or borrowers:

  • a. Books, consisting wholly of reading matter, scholarly bibliography, or reading matter with incidental blank spaces for notations and containing no advertising except for incidental announcements of books.
  • b. Printed music, whether in bound or sheet form.
  • c. Bound volumes of academic theses in typewritten or duplicated form.
  • d. Periodicals, whether bound or unbound.
  • e. Sound recordings.
  • f. Other library materials in printed, duplicated, or photographic form or in the form of unpublished manuscripts.
  • g. Museum materials, specimens, collections, teaching aids, printed matter, and interpretive materials for informing and furthering the educational work and interest of museums and herbariums.

The following items my be mailed at the library rate when sent to or from schools, colleges, universities, public libraries, museums, and herbariums, and to or from nonprofit religious, educational, scientific, philanthropic (charitable), agricultural, labor, veterans', or fraternal organizations:

  • a. 16-millimeter or narrower width films, filmstrips, transparencies, slides, and microfilms. All must be positive prints in final form for viewing.
  • b. Sound recordings.
  • c. Museum materials, specimens, collections, teaching aids, printed matter, and interpretive materials intended for informing and furthering the educational work and interests of museums and herbariums.
  • d. Scientific or mathematical kits, instruments, or other devices.
  • e. Catalogs of the materials listed above and guides or scripts prepared solely for use with such materials.

Library rate matter must be prepared to allow examination. Library rate matter is not considered sealed against inspection. Mailing at library rates is consent by the sender to postal inspection of the contents, even if the mailpiece is secured.

Special Services
Accountable Mail includes all Certified, Registered, Insured and Express Mail.

Certified Mail- provides you with a mailing receipt and a record of delivery is maintained at the recipient's post office for two years. A return receipt to provide you with proof of delivery can be obtained for an additional fee. Certified mail service is available only for First Class Mail. No insurance coverage is provided. A numbered label and completed receipt must be affixed. Be certain to identify your department and mailing address on the certified receipt so we can route them back to you. (See Example -Certified Mail)

Registered Mail- the registered mail system is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $25,000. Registered mail is the most secure mail the Postal Service Offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to deliver. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by 24 - 48 hours.

Insured Mail- you can obtain payment for domestic mail that has been lost, rifled or damaged by having it insured.

Return Receipts- A return receipt is your proof of delivery. It is available for insured mail, certified, registered and domestic Express mail shipments. The return receipt identifies the article number, who signed for it and the date it was delivered. It is not necessary to utilize a return receipt on all certified or registered mailings. Be certain to identify your department and mailing address on any return receipts so we can route them back to you.

Addressing For Success - USPS

  • Type or machine-print all address information.
  • Make sure print is clear and sharp.
  • Ensure address characters don't touch or overlap.
  • Black ink on a white background is best.
  • Maintain a uniform left margin.
  • Use UPPER-CASE letters.
  • Omit all punctuation.
  • Include floor, suite and apartment numbers whenever possible.
  • Put the city, state and ZIP Code or ZIP+4 code in that order on the last line. If there's not enough room, you can put the ZIP Code or ZIP+4 code alone on the bottom line.
  • Leave one or two spaces between words and between the state abbreviation and ZIP Code or ZIP+4 code.
  • Use standard two-letter state abbreviations.
  • When using window envelopes, make sure the complete address is always visible, even when the insert moves.
1. The Address Area.

The complete address should be located within this area (no return address information). Extraneous (non-address) printing or markings should appear as high on the mail piece and as far away from the address as possible.

2. USPS Bar Code read Area.

Please make sure that this area remains clear of all printing. It's reserved for the bar code that will be printed by the Optical Character Reader (OCR).

Letter Size Self-Mailers

United Parcel Service

SERVICES- available thru Campus Mail Service Facility

Ground - Next day Air - Second day Air - UPS C.O.D. - Delivery Confirmation

SPECIAL RESTRICTIONS

Restrictions apply to the shipping of certain items, such as firearms, hazardous materials, liquor and articles of unusaual value. For additional information on restrictions contact, Gary Johnson (882-9639) HAZARDOUS MATERIALS contact Russell Hanson (882-7018)

MAXIMUM PACKAGE WEIGHT AND SIZE

Up to 70 lbs in weight

Up to 130 inches in length and girth combined, with a maximum of 108 inches in length

OVERSIZE PACKAGE

A package measuring over 84 inches in length and girth combined the department will be charged for a package weighting 30 pounds (See Example - How to Measure a Parcel)

PACKAGING

Use a rigid box with flaps intact
Wrap contents separately
Pad contents with adequate cushioning material
Seal with strong tape designed for shipping
Avoid string or paper overwrap
Attach only one address label to a package

Do not place the label over a seam or closure or on top of sealing tape

Remove or cross out old address labels or markings on a used box
For added protection, place a duplicate label or other form of address information inside
package

ADDRESS LABEL

Should be TYPED OR PRINTED in BLACK INK
Provide recipient's telephone number, on label when address is a Rural Route
Include the recipient's complete Street Address, City, State and Zip code
Include apartment or unit number, if applicable

UPS Ground Delivery Standards

United Parcel Service

Next working day delivery area

Delivery standards other areas

Examples & Forms

ENVELOPE FORMAT- USPS

All mail requires a delivery address and a return address. The following information is recommended in the sequence and position indicated for addressing:

DOMESTIC ADDRESS FORMAT

INTERNATIONAL ADDRESS FORMAT

ENVELOPE ADDRESSING- Campus Mail

HOW TO MEASURE A PARCEL (USPS & UPS)

1. Measure the longest side.
2. Measure distance around parcel at its thickest part.
3. Add both measurements

CERTIFIED MAIL (Placement of Certified Slip on Envelope)

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Print & Mail Services

© — Curators of the University of Missouri. All rights reserved. DMCA and other copyright information. An equal opportunity/access/affirmative action/pro-disabled and veteran employer. Published by MU Operations.
© — Curators of the University of Missouri. All rights reserved. DMCA and other copyright information. An equal opportunity/access/affirmative action/pro-disabled and veteran employer. Published by MU Operations.