Mail Services Procedures

Mail Services is located adjacent to the Property Office at 1600 Wells Street in the OFS Materials and Services Warehouse. The telephone number is 646-3716, and the campus mailing address is Mail Stop Code 3001.

Definition

Mail Services is the centralized receiving and dispatch section for all U.S. and campus Mail. Mail Services performs the following functions:

Receives, sorts, and delivers U.S. mail composed of first and fourth class, parcel post, special delivery, and interdepartmental mail daily.
Processes Registered mail (first class and priority mail only).
Processes Certified letters (not available for international mail).
Processes Insured packages.
Processes Express Mail.
Meters outgoing mail.
Processes Bulk Mail (Third-Class Non-profit).
Payroll deliveries made twice each month.
Labeling.

Policy

To provide maximum service to the departments of New Mexico State University for all classes of mail listed above.

Procedures

U.S. mail is delivered to Mail Services at 8:00 a.m. The 8:00 a.m. mail is sorted and normally delivered to departments by 11:00 a.m. Afternoon delivery of campus mail is usually distributed to all departments by 3:00 p.m. Certified, Registered, and Express mail is received at 9:30 a.m. and delivered to departments by 3:00 p.m.
Campus Mail: This is mail that is sent from one department to another on campus.
1. Campus mail is for university business and purposes only. It is not to be used for dissemination of external advertising materials, for external sales personnel, nor for distribution of political materials.
2. Mailstop codes (MSC) are used to identify a department mail box number within NMSU. These numbers are separate and distinct from those used by the United States Postal Service (USPS) for P.O. box numbers. The formal address format for any main campus department is:
```
                  DEPARTMENT NAME MSC XXXX
                  NEW MEXICO STATE UNIVERSITY
                  PO BOX 30001
                  LAS CRUCES NM 88003-8001
               
```
  Any requests for new mail stop codes must be submitted to Mail Services for approval. See the university campus directory for mail stop codes for departments or individuals.
3. In order to insure delivery, campus mail must be properly addressed with FULL NAME, DEPARTMENT AND MAIL STOP CODE. Please use extra care not to use phone numbers for mail stop codes. Improperly addressed campus mail could cause delays in delivery.
Metered Mail: Mail Services has two Hasler mail processing machines. To expedite the processing of mail and to insure accuracy departments should observe the following guidelines:
1. The use of the postage meters is restricted to departments and organizations of NMSU. Costs of mailing are on a charge-back basis, therefore mail cannot be processed unless an account number is furnished.
2. All letters to be sealed by the mail processing machine must be sent with flaps down. If postage is already affixed the letters should be sealed. Envelopes which are bulky (3 ounces or more), larger than business size, or with flaps on the end, must be sealed before being sent to Mail Services. Square "Invitation" type envelopes will not seal through the postage machine without tearing or jamming and therefore must be sealed before being sent to Mail Services.
3. Mail to be processed should be separated into groups:
  1. IN-STATE MAIL
  2. OUT-OF-STATE AND OTHER MAIL
  All international, Canada, Mexico, certified, registered, special delivery or any special instruction mail, must be banded separately by group and placed with the OUT-OF-STATE MAIL.
4. Mail should be clearly MARKED as to what class of mail is being requested. All envelopes larger than 4 1/2 inches by 9 1/2 inches should be clearly marked to assure proper handling. When mailing printed matter in the United States, DO NOT mark "Printed Matter" or 3rd class on the material if it weighs less than (1) ounce. The presort rate is 35.2 cents for the first ounce. The first class rate is 37 cents for the first ounce.
5. Postage is applied to envelopes using a red ink. It is therefore imperative that the envelope or folded letter which is to have postage applied to it is not red, orange or any dark color which would make it difficult to see the imprint. The Post Office will no longer accept mail which has postage applied to a colored envelope which makes it difficult to read. If a department must use one of the colors mentioned above Mail Services will print the postage on a white label which must then be applied to the envelopes by the sending department that same day. The sending department will be charged for the labels used.
6. Postage must be applied to addressed side of packages, therefore use only one side of package for addressing. Make sure the package is big enough to leave room for postage meter tape. DO NOT cover area where postage is to be applied with SCOTCH TAPE, MASKING TAPE or any material that the meter tape will not adhere to.

Types of U.S. and International Mailings

Registered Mail

Only first class letters and air priority packages can be registered. Registered packages MUST be sealed with brown paper tape. No padded envelopes will be accepted by the Post Office for registered mail. The department sending the mail to be registered must indicate the amount of money that it should be registered for. In the United States the indemnity limit is $25,000. For international mail the maximum is $32.35 except Canada which has a maximum indemnity of $1,000. If a return receipt card is desired, the department should complete the card and attach it to the mail.

Certified Mail

Letters and packages may be certified if they are first class or Air Priority mail. The packages must be sealed and if the department wishes a return receipt card it must be attached to the mail. International mail cannot be certified.

Insured Mail

Only fourth class mail may be insured. The maximum value of the insurance is $5,000. It is important that the department indicate on the article the amount of insurance desired. Return receipt cards may be requested if the insurance is for $15.01 or more. Some international mail can be insured, but the department should contact Mail Services for specific limitations prior to requesting service.

Parcel Post

No personal communications are permitted. Weight limits vary from country to country (usually 22 or 44 pounds). Postage rates exceed those for printed matter or small packets. Rates are comparable to fourth class mail in the U.S. This class of mail may go either by air or surface transportation. Custom forms are required for parcel post and small packets. Forms should be requested from Mail Services and affixed to the parcel prior to sending it to Mail Services for dispatch.

Bulk Mail (Standard A)

The most inexpensive rate of mailing is at Standard A rates. This rate of mailing may be used with metered postage or by Permit Imprint. Departments wishing to use the Permit Imprint should contact Mail Services for requirements. Certain conditions must be met in order to utilize the Bulk rate method of mailing. They are:

There must be no less than 200 pieces or not less than 50 pounds in the mailing. All pieces must be identical in size, weight and number of enclosures. All pieces must include the ZIP Code in the address. Weight of one piece must not exceed 16 ounces.
Presorting: In order to obtain the lower rate for bulk mail, the department is required to presort all bulk mail by ZIP Code as follows:
1. If there are as many as 10 pieces all for the same 5-digit ZIP Code such pieces must be separated and securely bundled as a package(s) with rubber bands in both directions. A bundle should be no larger than a handful (4-5 inches). This is referred to as a "DIRECT" bundle and must have a red gummed label "D" affixed to it.
2. The first three numbers of a ZIP Code refer to the Sectional Center Facility (SCF) for that Post Office. The SCF is a central office for the primary sorting of all mail going to post offices under that SCF number. After the two sorts mentioned above have been completed, if there are as many as 10 pieces remaining all for the same SCF (first three digits of ZIP) that mail must be separated and bundled as package(s) and a green label with the number "3" affixed.
3. After all sorts mentioned above have been completed, if there are as many as 10 pieces remaining all for one ADC STATE they must be bundled as a package(s) and identified by a pink label with a letters "ADC". Call Mail Services for a state listing.
4. All remaining mail should be bundled and the top envelope placed face up, this indicates that the bundle(s) consists of "Mixed States".
5. International mail does not qualify for the bulk rate method of mailing. All international mail must be sorted separately for mailing independent of the bulk mail.

Reply Mail

There are two basic types of reply mail: business reply mail and courtesy reply mail. Their common denominator is that both involve preprinted, preaddressed envelopes. The United States Postal Services Business Center in Albuquerque, New Mexico has offered to correctly design and format both business reply mail and courtesy reply mail for all departments at NMSU. Please forward any requests for this service with examples to Mail Services, MSC 3001.

Business Reply Mail

Business reply mail is appropriate when your respondent needs an extra inducement to reply. This might be when the requested response or its timing is not assured. The extra inducement provided is that the customer does not pay the return postage and does not have to provide a postcard or envelope and fill out the address. Business reply mail enables you to receive First-Class Mail back from customers, paying postage only on the pieces returned.

Courtesy Reply Mail

Courtesy reply mail is appropriate when the response is more or less assured. Although the respondent pays the postage, the preaddressed postcard or envelope adds convenience and assures addressing accuracy.

Routing Labels

Routing labels for properly making up a Bulk mailing are available through Mail Services. All bulk mailings must be made through Mail Services. Any mailings received at Mail Services not completed as outlined above will be returned. Remember, to be eligible for the lower rate IT IS THE RESPONSIBILITY OF THE DEPARTMENT TO PROPERLY PREPARE THE MAILING.

Payroll Delivery

Twice each month Mail Services delivers payroll checks to departments. A department representative shall acknowledge receipt of the checks by signing on a form provided by Mail Services personnel. Correctness of checks against the list shall be done after receipt, and any discrepancies shall be handled directly with payroll. Mail clerks delivering the checks are not qualified to answer payroll questions, and therefore should not be detained.

Addressing

With ever increasing automation, the address format becomes more critical. If mail is machineable it will MOVE, if not, it will await manual handling. Final processing may then occur after dispatch times resulting in one or more days delay in delivery time. The ZIP Code is of prime importance and is the last instruction on the last line which is composed of city, state, and ZIP Code ONLY. Use ZIP plus 4 for ZIP Code whenever available. The line immediately above indicates the place of delivery whether it be a street address or a post office box. A building name only is not a sufficient address. Be sure to use block style where all lines of the address have a constant left margin. Use upper case letters only in 10, 12, or 14 point type, in sans serif with uniform thickness. Use two (2) letter state abbreviations. Eliminate all punctuation except the hyphen between zip code and plus four.

(See the USPS Addressing Tips & Tools page for more information.)

Examples:

JOHN DOE
MOUNTAIN POWER & LIGHT CO
8019 SW 40TH AVE RM 301
ANYWHERE NM 87401-0369

JANE SMITH
MAIL SERVICES MSC 3001
NEW MEXICO STATE UNIVERSITY
PO BOX 30001
LAS CRUCES NM 88003-8001

Zip Plus Four (ZIP + 4) Formats

Business reply mail has a separate and distinct Zip+4 for 1 ounce letters and for postcards for each separate P.O. box number.

	General Correspondence and Courtesy Reply Mail	Business Reply Mail (letters, 1 oz.)	Business Reply Mail (postcards)
Main Campus	NEW MEXICO STATE UNIVERSITY PO BOX 30001 LAS CRUCES NM 88003-8001	NEW MEXICO STATE UNIVERSITY PO BOX 30001 LAS CRUCES NM 88003-9984	NEW MEXICO STATE UNIVERSITY PO BOX 30001 LAS CRUCES NM 88003-9985
PSL	NEW MEXICO STATE UNIVERSITY PO BOX 30002 LAS CRUCES NM 88003-8002	NEW MEXICO STATE UNIVERSITY PO BOX 30002 LAS CRUCES NM 88003-9986	NEW MEXICO STATE UNIVERSITY PO BOX 30002 LAS CRUCES NM 88003-9987
College of Agriculture	NEW MEXICO STATE UNIVERSITY PO BOX 30003 LAS CRUCES NM 88003-8003	NEW MEXICO STATE UNIVERSITY PO BOX 30003 LAS CRUCES NM 88003-9982	NEW MEXICO STATE UNIVERSITY PO BOX 30003 LAS CRUCES NM 88003-9983
Corbett Center	NEW MEXICO STATE UNIVERSITY PO BOX 30004 LAS CRUCES NM 88003-8004	NEW MEXICO STATE UNIVERSITY PO BOX 30004 LAS CRUCES NM 88003-9980	NEW MEXICO STATE UNIVERSITY PO BOX 30004 LAS CRUCES NM 88003-9981
NMDA	NEW MEXICO STATE UNIVERSITY PO BOX 30005 LAS CRUCES NM 88003-8005	NEW MEXICO STATE UNIVERSITY PO BOX 30005 LAS CRUCES NM 88003-9988	NEW MEXICO STATE UNIVERSITY PO BOX 30005 LAS CRUCES NM 88003-9989
Library	NEW MEXICO STATE UNIVERSITY PO BOX 30006 LAS CRUCES NM 88003-8006	NEW MEXICO STATE UNIVERSITY PO BOX 30006 LAS CRUCES NM 88003-9990	NEW MEXICO STATE UNIVERSITY PO BOX 30006 LAS CRUCES NM 88003-9991

Labeling

Label Ordering

Mail Services presently has two labeling machines. All departments requiring labeling should contact both Mail Services and Printing and Duplicating in order to coordinate the ordering of labels and the printing of requested material. Allow two days for printing and two days for label ordering, label and material pick up, and material labeling. All departments should therefore allow four days prior to due date for ordinary labeling jobs.

Label Security

Mailing labels and lists will not be sold or given to anyone outside of the University community. Students requiring a list or labels for class related projects must furnish a departmental charge number together with the written explanation for intended use and signature of department head.

Miscellaneous Mail Service Information

Hours of Operation

Mail Services is open from 7:30 a.m. to 11:30 a.m. and from 12:30 p.m. to 5:00 p.m. each working day.

Deadlines

All mail being dispatched from NMSU must be at Mail Services by 2:45 p.m. daily. Express mail must be at Mail Services by 2:45 p.m. for two day delivery. Next day express mail must be at the downtown post office no later than 11:00 a.m. Mail is picked up daily by the USPS at 3:00 p.m.

Personal Mail

Mail Services should not be used for personal correspondence (non-university business unrelated to the employee's responsibilities at NMSU). This includes placing personal stamped mail in the department's outgoing box for pickup by Mail Services and using the employee's NMSU business address for receiving personal packages shipped via US Postal Services by mail order firms or retailers.

Wrapping Packages

Mail Services does not have facilities for wrapping packages.