UNIVERSITY OF PITTSBURGH PROCEDURE 10-01-02



CATEGORY:                  SUPPORT SERVICES
SECTION:                   Mailing Services
SUBJECT:                   University Mail
EFFECTIVE DATE:            March 21, 1993


I.      PURPOSE

        To outline the processes for requesting various mailing
        services.

II.     SCOPE

        This procedure applies to all mail to be processed through the
        University mail system.

III.    DEFINITIONS

        Special Service Mail includes all U.S. Post Office express,
        registered, certified, insured items, return receipt, and
        restricted delivery.

        Permit Mail includes all mail using either the University's
        mailing permit imprint #511 or, in cases of groups who do not
        qualify under the University's permit, those having their own
        permit imprint.

        International Mail includes all mail destined for countries
        outside the United States and its possessions.

        Personal Mail includes all mail which pertains to a person's
        private life, e.g. magazines, bank statements, utility and
        credit card bills, advertisements, etc., and which would
        normally be addressed to an individual's home address.

        Express Mail includes all mail sent via overnight carrier.

        Non-Profit Bulk Mail is third class mail consisting of a
        minimum of 200 pieces or 50 pounds.  Each mailing piece must
        be of identical weight.  Non-profit bulk is a domestic
        service only.

IV.     ADMINISTRATIVE RESPONSIBILITIES

        The Manager of Mailing Services is responsible for the
        internal distribution of mail to faculty, staff, and students
        and for the handling and distribution of all outgoing U.S.
        and international mail.

        Department Administrator is responsible for ensuring that all
        mail charged to the departmental budget is related to
        University business.

V.      PROCEDURE

        Responsibility     Action

        A.  Preparing Outgoing U.S. Postal Mail (with the exception of
            those listed)

        Requester         1.  Count and bundle all outgoing U.S.
                              postal mail.

                          2.  Complete and attach a yellow mailing
                              card (Exhibit A) indicating:

                              - Sender's name
                              - Department name
                              - Departmental FAIS account number
                              - Number of pieces of outgoing mail.

                          3.  Deposit mail in designated mail
                              receptacle.

        Mailing Services  4.  Process mail and charge to appropriate
                              account by interdepartmental charge
                              (IDC).

        B.  Requests for Special Services

        Requester         1.  Complete FORM 0149, Mailing Service
                              Request (Exhibit B), according to the
                              Form Instruction Guide.

                          2.  Attach FORM 0149 to mail and deposit in
                              designated mail receptacle.

        Mailing Services  3.  Process mail and charge to appropriate
                              account by interdepartmental charge
                              (IDC).

        C.  Preparing Outgoing Express Mail

        Requester         1.  Contact Mailing Services to obtain
                              preprinted airbills.

                          2.  Complete recipient portion of airbill
                              (Exhibit C), sign and date, and attach
                              to item being shipped.

                          3.  Contact UPS Express Mail carrier at 1-
                              800-562-4579 for pickup.

        D.  Requests for Bulk Mail Services

        Requester         1.  Complete FORM 0007, Mailing Requisition
                              (Exhibit D), according to the Form
                              Instruction Guide.

                          2.  Attach FORM 0007 to mail and deposit in
                              designated mail receptacle or contact
                              Mailing Services for pickup.

        Mailing Services  3.  Process mail and charge to appropriate
                              account by interdepartmental charge
                              (IDC).

        E.  Preparing Business Reply Mail

        Requester         1.  Complete FORM 0007, Mailing Requisition
                              (Exhibit D), according to the Form
                              Instruction Guide.

                          2.  Send completed FORM 0007 with sample of
                              business reply mailer attached to
                              Mailing Services prior to mailing.

        Mailing Services  3.  Process mail and charge to appropriate
                              account by interdepartmental charge
                              (IDC).

VI.     REFERENCES

        -    Policy 10-01-02, University Mail

        -    Procedure 10-01-01, Name and Address Lists and Labels

VII.         EXHIBITS

        -    Exhibit A - Outgoing U.S. Postal Mail Card

        -    Exhibit B - UPS Express Mail Airbill

        -    Exhibit C - Mail Service Request

        -    Exhibit D - FORM 0007, Mailing Requisition