UNIVERSITY OF PITTSBURGH PROCEDURE  10-01-03



CATEGORY:                  SUPPORT SERVICES
SECTION:                   Mailing Services
SUBJECT:                   Postage Stamps and Postal Cards
EFFECTIVE DATE:            January 5, 1994


I.      PURPOSE

        To outline the procedure for purchasing postage stamps and
        postal cards using University funds.

II.     SCOPE

        This procedure applies to all postage stamps and postal cards
        purchased with University funds.

III.    ADMINISTRATIVE RESPONSIBILITIES

        Department Administrator is responsible for ensuring that all
        postage stamps and postal cards purchased with University
        funds are used only for mail related to University business.

IV.     PROCEDURE

        A.   Requests for Postage Stamps or Postal Cards for Use by
             University Departments

        Requester            1. Submit to Mailing Services FORM 0007,
                                Mailing Requisition, and a sample of
                                the mailing piece to determine
                                correct denomination.

                                NOTE:  Charges for postage stamps or
                                postal cards include a nominal
                                handling and processing fee.

                                When stamps or cards requested exceed
                                the actual usage, extras may be
                                returned to Mailing Services for a
                                full refund, provided the stamps or
                                cards are in good condition.

        Mailing Services     2. Review requests for compliance with
                                established criteria for obtaining
                                postage stamps and postal cards.

                             3. a. If approved, process request and
                                   invoice department for the cost of
                                   stamps or cards and a nominal
                                   processing and delivery charge.

                                b. If denied, notify department of the
                                   decision and reason(s) for the
                                   decision.

                             4. Deliver stamps or cards to the
                                requesting department and obtain
                                customer signature as proof of
                                delivery.

        B.   Reimbursement for Postage Stamps or Postal Cards Used by
             Faculty, Staff, and Students Attending Out-of-Town
             Functions

        Requester            1. Submit FORM 1089, Travel and Business
                                Expense Report, with postal receipts
                                attached, to the Accounts Payable
                                Department.

        Accounts Payable     2. Process for payment only those Travel
                                and Business Expense Reports which
                                relate to postage stamps and postal
                                cards purchased during travel.

V.      REFERENCES

        -    Policy 10-01-03, Postage Stamps and Postal Cards.

        -    Procedure 05-07-01, Travel and Business Expense.