Learn more about Mail Distribution

General Information
Mail Distribution is the University’s liaison with the US Postal Service and provides departments with services available through a US Post Office. Mail Service is responsible for the processing and distribution of all outgoing and campus mail communications.

Click: New Postage Rates starting May 11, 2009

MAIL PREPARATION CHANGE

Colorado State University Mail Service is implementing a change in outbound departmental mail preparation. Mail Service processes thousands of pieces of outgoing mail each day. Currently, hundreds of account numbers must be manually entered into our postage accounting software for chargeback. In an effort to improve accuracy and efficiencies in processing of outbound mail, Mail Service will be implementing some changes to the preparation of mail. We have outlined these changes below, and although this procedure will not be mandatory until July 1, 2009, we strongly encourage departments to adopt these changes at their earliest convenience to ensure a smooth transition when the mandate is enforced.

All outgoing daily mail submitted to Mail Service for postage application must be accompanied by a barcoded account number beginning July 1, 2009. Departments are encouraged to preprint all stationary with the barcoded account information to the left of the return address. Departments that regularly charge multiple accounts for postage should order envelopes accordingly. This change will not apply to mailings sent at Nonprofit or Presorted Standard rates. Departments can request the barcode be printed on envelopes when ordering from Communications & Creative Services.

Because we realize that this option will not be feasible for some departments or for special projects where ordering specific stationary would not be cost effective, and to accommodate the use of current stock, we have created a mail output form that departments may utilize to print barcoded account information and attach to the outgoing mail. Mailers can click on the Postage Accounting Form tab where they can enter the account number and subcode for mailing along with mail instructions and generate a barcoded mail output form.

To facilitate the processing of mail received from departments, mail must be submitted in separate bundles: foreign, domestic, campus and mail with prepaid postage. Mail must be bundled with the addresses facing the same direction and outgoing mail must be separated by account number. Large quantities of mail that cannot be secured by a rubber band or paperclip may be placed in a mail tub or tray with the charge slip on the top piece (please secure mail output sheet to top piece of mail).

Mail Service strives to provide the campus with the highest levels of customer service, and we feel that this change will improve the level of service we provide and prove to be of mutual benefit. Please feel free to contact us at 491-6709 with any questions you may have regarding this new procedure.

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