UNIVERSITY OF PITTSBURGH POLICY 10-01-02
CATEGORY: SUPPORT SERVICES
SECTION: Mailing Services
SUBJECT: University Mail
EFFECTIVE DATE: March 21, 1993
This policy establishes the responsibilities of University Mailing Services and all faculty,
staff and students regarding the use of University mail.
University Central Business Services, through its Mailing Services department, is
responsible for processing all campus mail, metering outgoing U.S. mail, processing
charges to departmental accounts, and coordinating and handling all registered,
certified, and express mail. Use of University mail or associated services for other
than approved University business is prohibited.
Each department administrator is responsible for ensuring that all material received
and/or distributed for their department through the University Mail System is
consistent with this policy.
Mail - General
Mailing Services handles all forms of registered, certified, insured, and express mail
in addition to regular first class, straight third class, fourth class (parcel post), straight
and non-profit bulk, as well as international air and surface mail. Information pertaining
to postage or service cost is available from the customer support service department.
Delivery and collection schedules are established by Mailing Services based on
building locations, mail volume, vehicle patterns, and U.S. Post Office schedules.
Carriers may not collect or deliver mail to any unauthorized area. Any variation must
be authorized by Mailing Services.
Departments must process all outgoing University-business mail which requires
postage through the University Mail Service.
Departments must provide individual bundle separation as follows:
- Special Services
- To be Metered
New and used reusable campus envelopes, provided by Mailing Services, should be
used for campus mail.
Special Services Mail
Special services mail includes all U.S. Post Office express (authorized for U.S. Post
Office addresses only), registered, certified, and insured items. FORM 0149, Mailing
Service Request, must accompany all special service mail. Special services mail
which is received after 3:00 p.m. will be dispatched the following day at 8:00 a.m.
United Parcel Service (UPS) has been designated as the University's certified express
mail carrier. Except for express mail sent to U.S. Post Office Box Number Addresses,
invoices for express mail services provided by any other carrier will not be paid by the
University. Express mail is only to be used in matters of extreme urgency.
The University's mailing permit imprint #511 (non-profit bulk) and #1752 (business
reply) may be used only for official University business and such use must be
authorized by the Manager of Mailing Services. Those organizations or groups who
do not qualify under the University's permit can establish their own permit imprint
account by contacting Mailing Services.
All mail destined for countries outside the United States and its possessions is
considered international mail. All international mail must be in envelopes with
complete address and country of destination identified in capital letters. Self mailers
and window envelopes are unacceptable for international mail.
International Special Services Mail
Special services vary from country to country. Most countries do offer registry service
and insurance. Return receipt can be used only with special service. Certified mail is
not available. Express mail is available in most countries. Mailing Services must be
contacted for confirmation.
When individuals leave the University, it is the responsibility of the individual's
department to forward their mail by crossing out the old address (leaving the
individual's name), and writing in the new address and the words "please forward."
Forwarding service is only available for first class, priority, or mail labeled "forwarding
and return postage guaranteed." To forward opened mail, it must be repackaged and
Anyone may refuse mail, providing that it has not been opened, by crossing out the
address, marking "refused" or "return," and placing the item into the campus mail
system. Bulk rate, third class, or non-profit mail that is not labeled "forwarding and
return postage guaranteed" or "address correction requested" cannot be returned to
the sender and may be discarded.
The University Mail system is a restricted service. It is not to be used for personal use,
private gain, or by non-University groups or for the advertisement of programs not
sponsored by the University. All personal mail, e.g. magazines, bank statements,
advertisements, etc., must be directed to the home address of the recipient employee
Reimbursable Postal Expenses
Postal expenses incurred out-of-town while on University business are reimbursable
with original receipts through a Travel and Business Expense Report.
Postage Stamps may be purchased with University funds as specified in Policy
10-01-03, Postage Stamps.
Procedure 10-01-02, University Mail - Policy 10-01-03, Postage Stamps