A. Incoming US Mail is delivered by the US Postal Service (USPS) directly to university buildings. A one-stop per building delivery point has been established by the USPS. Questions or concerns about this service can be directed to either University Stores or Mail Processing at 5-1700.
B. A correct and complete address will expedite the delivery of your incoming US Mail. Correspondents should be encouraged to comply with USPS addressing standards when mailing to MSU. The following is an example of a standardized delivery address as recommended by the USPS. NOTE: No punctuation is used. Keep in mind that the last 3 lines are required by the USPS for delivery to the appropriate builidng at MSU. The lines above those are completely optional but could be very important to the internal delivery within your building. The appropriate ZIP+4 Code, 48824 or 48825, should be used for all Michigan State University buildings served by the US Postal Service.
EXAMPLE:
MR JOHN A JONES
DEPARTMENT OF ENGLISH
MICHIGAN STATE UNIVERSITY
201 MORRILL HALL
EAST LANSING MI 48824-1036 |
(Optional line)
(Optional line)
(Required line)
(Required line)
(Required line) |
C. A complete list of MSU's ZIP+4 codes can be found under Mailing to Campus Addresses or:
(48824) Administrative and Academic Buildings
(48825) Residence Halls
A. Purpose
Mail Processing provides services involving the preparation, metering and presorting of outgoing mail for the entire university. The department is responsible for processing mail in a timely manner and at the lowest cost for the university. Mail Processing is also responsible for interpreting and enforcing USPS regulations as well as providing postal information to campus personnel. Questions concerning mail preparation should be directed to 355-1700, ext. 217.
B. General Mail Preparation
Mail prepared according to university guidelines will go out daily in the most efficient manner possible. Improperly sorted or prepared mail will result in delays and possibly the return of your mail. Missing or inaccurate account numbers on mail cards will also cause delays in mail handling.
1. Mail Sorting
Campus mail, stamped mail and mail that requires metering must be separated by the department.
Mail requiring metering, both domestic and international, must have the appropriate paperwork completed by the department. Domestic mail requires the "green" Mail Service Request card. International mail requires the "white" Mail Service Request card and possibly a Customs Declaration form. See below (International Mail Preparation) for additional information. Failure to include the correct paperwork could result in the return of your mail.
Personal mail is not permitted in the University’s mail system. Deposit personal mail in the appropriate USPS drop box or give it to the US Mail carrier that delivers to your building.
2. Mail Cards
Each letter, bundle of letters or parcel sent to Mail Processing must be accompanied by the appropriate "Mail Service Request" card. The "green" card is for domestic mail and the "white" card is for international mail. The appropriate card must be secured to the mail (rubber bands are preferred).
The top of the "Mail Service Request" card must be completed with the appropriate department name, account number (using numeric characters only), authorized signature and phone number. Designate the method (First-Class, Parcel Post, etc.) or write the desired service in the space provided. If nothing is designated, Mail Processing staff will determine the appropriate method.
3. MSU Return Address
All mail to be processed through Mail Processing must have an MSU return address on the envelope or parcel.
4. Sealing Policy
Individual mail and small bundles of letters (25 or less) should be sealed by your department. Larger bundles of letters, if nested (flaps open), will be sealed by Mail Processing.
For the security of your mail, all bulky #10 business envelopes should be sealed by your department. Mailing equipment will not adequately seal this type of mail.
All flats must be sealed by your department. Flats are envelopes that are larger then the standard #10 business envelope and typically have the flap on the shorter side. These should be sealed with tape or glue, NEVER STAPLES. Flats with metal clasps should not be used and could be subject to an additional surcharge. See section below on USPS Nonmachinable Surcharge.
5. USPS Size Standards
a. All pieces must be at least .007 inch thick.
b. All pieces that are ¼ inch or less in thickness must be:
(1) Rectangular in shape,
(2) At least 3 ½ inches high, and
(3) At least 5 inches long.
NOTE: Pieces greater than ¼ inch thick can be mailed even if they measure less than 3 ½ by 5 inches.
Packages over 70 pounds are non-mailable. See University Stores Section 220 for shipping instructions.
6. USPS Nonmachinable Surcharge
The USPS has established criteria for nonmachinable letters. If your mailpiece falls under any one of these conditions, it will be subject to a surcharge. This is for First-Class Mail, less than one ounce, and Nonprofit Standard Mail, less than 3.3 ounces. Postcards are not affected.
Nonmachinable Criteria - A letter-size piece is nonmachinable if it has one or more of the following characteristics:
- Has an aspect ratio (length divided by height) of less than 1.3 or more than 2.5. (This means the mailpiece needs to be more rectangular then square.)
- Is polybagged, polywrapped, or enclosed in any plastic material.
- Has clasps, strings, buttons, or similar closure devices. (This rule also includes staples.)
- Contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven. (Should use padded envelopes for mailing these items.)
- Is too rigid (does not bend easily when subjected to a transport belt tension of 40 pounds around an 11-inch diameter turn).
- For pieces more than 4 ¼ inches high or 6 inches long with a thickness less than 0.009 inch.
- Has a delivery address parallel to the shorter dimension of the mailpiece.
- For folded self-mailers, the folded edge is perpendicular to the address, regardless of the use of tabs, wafer seals, or other fasteners.
- For booklet-type pieces, the bound edge (spine) is the shorter dimension of the piece or is at the top, regardless of the use of tabs, wafer seals, or other fasteners.
C. International Mail Preparation
1. International Only, "Mail Service Request" Form
International mail must be kept separate from domestic mail. Use the white “International Only” mail card. This white card must be filled out and signed by the sender.
2. Customs Declaration Forms
In addition to the white international card, the letter or package must have the required customs forms attached. The USPS will not accept applicable international mail that does not have the current forms. If you need these forms, contact Mail Processing to have them sent via campus mail. If you have any questions, concerns, or need to know what forms must be attached to your mail, call Mail Processing at 355-1700. Any mail that comes into our office without the proper documentation will be delayed.
PS Form 2976, Customs
Customs form 2976 must be filled out if the mail or package is 16 ounces and has potentially dutiable contents under $400. This form is used with the following services: letter-post, Global Priority Mail and economy-letter post.
PS Form 2976-A, Customs
The PS form 2976-A must be filled out if the contents being sent have a value of $400 or more, or if it is Parcel Post (airmail or economy). The clear envelope 2976-E form must always accompany the 2976-A form for shipping.
3. M-Bags
If using an M-bag, customers must fill out a 2976 form for each bag if items are under $400. If the contents are valued at $400 or more, customers must fill out the 2976-A form accompanied by the 2976-E form.
4. All mail going to international destinations must be enveloped or wrapped (except postcards).
5. All international mail should be sealed by your department.
6. International mailings should have the country name in English printed in capital letters as the only information on the bottom line. The postal delivery zone, if any, should be included with the city. For example:
MR THOMAS CLARK
117 RUSSELL DRIVE
LONDON W1P 6HQ
ENGLAND
7. For additional information on the various International Mail services available through the USPS, visit Mail Processing's International Mail website.
The green "Mail Service Request" card is for domestic mail only. Domestic mail is mail transmitted within, among, and between the United States, its territories and possessions, and Army/Air Force (APO) and Navy (FPO) post offices. Mail sent to APO or FPO post offices and weighing more than one pound require Customs form 2976-A. The term "territories and possessions" includes Guam, Puerto Rico and the U.S. Virgin Islands. University Stores Stock Number 140-25570.
The white "Mail Service Request" card is for international mail only. Mail being processed to Canada and Mexico are classified as International mail. University Stores Stock Number 140-25590.
