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Policies & Procedures

200-15 Mail Services
Effective Date: 1/1/92 (revised 2/1/97)

I. Purpose

This policy delineates guidelines for the use of centralized campus mail services.

II. Definitions

Box number: the corresponding four-digit number assigned to a mail stop. This serves as the four-digit suffix to the UCSF unique zip code (94143) for all U.S. mail. (It is not a P.O. box number.)

Franking number: a four-digit number used to identify a department's budget authorization account for recharge of postage or other mail services.

Mail stop: the designated mail delivery and collection point which represents the building and room number of the addressee.

III. Policy

Complete mail services are provided for official University business and include the receipt, distribution, collection, and dispatch of campus, intercampus, commercial carrier, and United States Postal Service (USPS) mail and packages. The University is not responsible for loss or damage to personal mail and packages sent through the campus mail system.

A. Departmental Mail Locations

Campus units may obtain or change a mail stop by submitting a written request to the Mail Services Manager. The mail stop delivery and collection point designations must be the same.
Mail will only be delivered to and collected from a designated mail stop. Each piece of mail must contain a valid delivery address.
Changes in an individual's campus address should be initiated by means of a Personal Data Form, and submitted to Accounting--Payroll.
Departments are responsible for informing correspondents of the forwarding address of persons who have left the department. Notations of the person's forwarding address should be made on the mail before returning it to Mail Services.

B. Mail Preparation

Campus mail address format should include the individual's name, department, and box number. Mail without a box number is subject to delay.
Intercampus mail addressed to UC Berkeley, UC Davis, UC Santa Cruz, UC Office of the President, San Francisco General Hospital, Veterans Affairs Medical Center, and UCSF/Mount Zion Medical Center may be sent via campus mail.
Outgoing mail and packages must include the department's three-digit franking number as part of the return address, unless postage is used.
Incoming U.S. mail should contain the campus box number through the use of the zip code plus the four-digit suffix format.
All outgoing mail and small packages are treated as first class mail unless otherwise designated.

C. Postage Metering, Purchase of Postal Materials, and Other Costs

A franking number is issued along with a box number request. Additional franking numbers may be obtained for a fee by submitting a written request to the Mail Services Manager.
Mail stop recharges are established using a costing methodology approved by campus administration and are reviewed annually by the Users' Committee for Mail Services.
Postage by a metering machine (used with franked mail) and overnight mail are billed at cost plus a surcharge.
The installation and use of postal meter machines by a campus department is discouraged and requires prior approval of the Campus Cashiering Coordinator.
Departmental purchases of postal materials through Mail Services is by franking or an authorized budget number; cash is not accepted.

D. University Permit Usage

The University's nonprofit mailing permits may be used by departments for mailing more than 200 pieces of identical mail.
Departments must submit a written request to the Mail Services Manager to obtain a permit; depending on the type of permit, approval may be required each time the permit is used.
Types of permits include business reply mail, second class, nonprofit third class bulk and first class bulk.

IV. Responsibility

Contact Office of Origin (see above) with any questions.

V. Related Policies

None provided.

VI. References

UC Business and Finance Bulletins, Office of the President
Guidelines for University Mail Services (BUS-65)