Home 
Mail 
Search 
Help/InfoSending Mail
Services Offered
The BMPC is located in the Distribution Center, 2000 Central Avenue, Boulder. The BMPC provides a wide variety of mail preparation services for the campus. Charges are based on cost per piece; detailed information can be obtained by calling the BMPC Supervisor at 2-2438. The services provided include:
Our staff can help sort out which options best suit your needs while avoiding some of the pitfalls that can cause additional expense. Some examples include orienting the address label correctly on a mail piece to avoid a nonstandard surcharge on first-class mail, avoiding bright red envelopes (meter ink doesn't show up on them and they can't be read by the USPS's automated sorting machines), or remaining within size and weight limits to receive the most economical postage rate.
The BMPC offers the following machine preparation services:
It is much more cost effective to process materials by machine than by hand. Each type of equipment (inserters, labelers, folders, etc.) has different specifications for materials. To ensure your materials can be processed by machine, contact the BMPC in the planning stage of your mailing. When possible, a sample should be submitted to the BMPC for approval. The use of specific paper weights, finishes, folds, layout, envelopes, list formats, and addressing space are essential for efficient and inexpensive processing. Mailing Services will not be responsible for the processing of materials not approved in advance.
Planning a Mailing? Call early to receive assistance on minimizing postage and processing costs: 2-2438. |
Scheduling Bulk Mailings
All mailings should be scheduled at least two weeks in advance of the mailing date to secure a time slot. If your department has regularly scheduled mailings or if your mailing calendar is planned, please feel free to submit a written schedule in advance. All mailings will be accepted as the schedule permits, but prescheduled mailings will receive priority. One-day "Rush" services are available upon request if our schedule allows. A surcharge is assessed on Rush mailings. (See "Computer Services" section for scheduling of faculty/staff and campus mailings.)
Please keep in touch with your printer. Printing delays are common and may cause serious scheduling problems. If materials are not received on time, arrangements for rescheduling the mailing must be made with the BMPC Supervisor. Normal turnaround time on scheduled mailings is three days, provided all materials required have been received by the BMPC. Processing time does not include delivery time by the USPS.
All materials necessary for the processing of a mailing should be received at least 24 hours in advance of the scheduled processing date, so that they can be reviewed for any problems or potential problems (e.g., warped materials, incorrect wording, or placement of postal information).
Whenever possible, materials should be delivered directly to the Distribution Center. BMPC personnel also pick up materials at 8:00 a.m. (7:30 a.m. in summer) and 1:00 p.m. at Mailing Services, Regent Hall, Room 1B86 for transport to the BMPC. Departments may still call in a package pick up for materials to go to the BMPC: for pickup of 9 or fewer packages going to the BMPC, call 2-6242. For pickup of 10 or more packages going to the BMPC, call the Distribution Center at 2-7615.
All work to be processed must be accompanied by a completed MS-IN with the account number, contact person, extension, mail code, and authorization signature. Absence of necessary information will cause delay in mail processing.
| Note: Postage on mail bearing a permit imprint is not actually paid
until the mail is presented for deposit at the Bulk Mail Acceptance Unit
of the USPS. Any mail found in USPS collection boxes with only a permit
imprint (no stamp or meter postage) will be returned by the USPS. Penalty
fees will be charged by the USPS and permit mailing privileges can be revoked.
Please don't do it! |
The University holds permits and meter licenses necessary to mail under the permit imprint mailing system at first-class, first-class presort, second-class, and nonprofit third-class bulk rates. Mailing Services is the custodian for the University's first- and nonprofit third-class mailing permits (permit #257). Publications Service holds the University's second-class permit. Mailing Services is responsible for all fees, account maintenance with the USPS, and the proper preparation of all mail processed using these permits.
Any mailings to be processed using the University permit must be approved in advance by the BMPC for first- and third-class mail, or by Publications Service for second-class mail.
All mailings using University permit #257 must be mailed through Mailing Services. The USPS Annex has been instructed not to accept mailings using this permit unless they are submitted by Mailing Services.
If you wish to have your mailings processed through a commercial mailing house, you must file with the USPS for your own permit. Any mailings bearing the University permit #257 processed through a commercial mailing house will be assessed a penalty charge by Mailing Services for use of the University permit. Improper preparation of mail may result in the revocation of permit privileges by the USPS.
The following classes of mail can be prepared by the BMPC using permit imprints preprinted on the mailing piece. If no permit is printed on the mail piece, the appropriate permit can be rubber stamped on the mail piece or postage metered on by BMPC personnel. All pieces of a mailing using the permit imprint must be identical. International mail cannot be mailed using a first- or third-class permit. Please note the minimum quantity and other restrictions that apply to each class of mail. Call the BMPC at 2-2438 for current rates, discounts, and additional information.
Carrier Route Presort Call the BMPC at 2-2438for details. Barcoded Mailings Call the BMPC at 2-2438for details. |
Single Piece First-Class
| FIRST-CLASS MAIL US POSTAGE PAID BOULDER CO PERMIT NO. 257 |
First-Class Presort
Mail is sorted, bundled, and trayed by BMPC personnel according to postal regulations in order to qualify some pieces for a reduced postage rate. The makeup of the mailing list determines how many pieces in a mailing will qualify for the reduced rate. This class of mail is most appropriate when mailing large quantities of first-class mail to a concentrated geographic area.
The permit should be worded as follows:
| PRESORTED FIRST-CLASS MAIL US POSTAGE PAID BOULDER CO PERMIT NO. 257 |
Second-Class Mail
This class is reserved for certain regularly published newspapers and periodicals. Please contact Mailing Services or Publications Service for information regarding qualifications, permits, advertising, etc.
Third-Class Nonprofit Bulk Rate Mail
This class of mail receives deferred service from the USPS. Postal delivery times vary according to destination address and mail volume at the postal facilities involved. Generally, plan on delivery in 4-10 working days for Colorado mail and up to three or four weeks to certain large East Coast cities such as New York, Boston, and Washington.
Different postage rates exist for letter-size and flat-size mail. Letter-size mail cannot exceed6 1/8" x 11 1/2" x 1/4" thick. Flat-size mail exceeds any one of the letter-size dimensions and does not exceed 12" x 15" x 3/4". Departments may wish to downsize some mailing pieces to avoid the higher postage rate for flat mail.
Mailing lists and prelabeled mail pieces should be delivered to the BMPC in ZIP Code order. Mailings not received in ZIP Code order will incur an additional charge.
The permit should be worded as follows:
| NONPROFIT ORG. US POSTAGE PAID BOULDER CO PERMIT NO. 257 |
Restrictions on Use ofThird-Class Permit #257
1. The mailing piece must identify the University of Colorado as the authorized nonprofit organization.
a. The mailing piece must have a University of Colorado return address. "University of Colorado" must appear on the first line of the return address.
b. The name of the individual department must appear prominently in the text of the material, if this information is not included in the return address.
c. Pseudonyms or nicknames of persons or organizations may not be used (e.g., "UMC" or "Home of the Buffaloes").
d. Certain types of advertising are specifically prohibited. See sidebar.
2. Advertising is allowed in the mailing piece with the following restrictions.
a. Advertisements may not be a separate insert into the mailing piece.
b. Funds from advertising may not contribute in any way to a personal gain by any person or organization.
c. Funds from advertising must be used to support the educational mission of the University or cover the expenses of publishing the mailing piece.
3. The department may solicit contributions as long as the proceeds contribute only to the University and not to a private individual or corporate entity. Checks must be made out to "University of Colorado."
4. The name of a sponsor or endorser may be included on the mailing piece or contents, provided that the mailing piece bears the "University of Colorado" return address.
5. As per University policy, mailings using the University of Colorado permit may not be used to involve the University in the endorsement of a partisan, political, religious, or sectarian position.
6. Student Agency groups must submit an MS-IN, preapproved by the Student Finance Office, for processing and postage charges for mailings.
Nonprofit mailings may not include advertisements for any of the following goods or services: 1. Any credit, debit, or charge cards or similar financial instruments. 2. Any insurance policies. 3. Any travel arrangements. |
Business Reply Mail (BRM) enables a department to provide its correspondents with return reply envelopes or cards that the correspondent can return without paying postage. The BRM permit holder (UCB Mailing Services) is then assessed the regular first-class rate plus a BRM handling fee on each piece that is returned. Preprinted BRM envelopes and cards are used on this campus primarily for return of information requested or questionnaires. The advantage of BRM is that the department pays postage and fees only on the replies that are returned.
Permit #165 is currently approved for the BRMAS (Business Reply Mail Accounting Service) program. Approval requires that at least 98% of the incoming UCB permit #165 BRM pieces conform to USPS automation specifications. This program reduces the BRM handling fee.
Departments wishing to use permit #165 for BRM envelopes and cards must have approval for the card or envelope from BMPC Manager Dee Forrest (2-2284) or Printing and Copy Services prior to printing. Departments wishing to use old BRM card or envelope stock also need to have the BRM stock reviewed. The Postal Service will create and provide UCB with the necessary BRMAS template at no charge. BRM pieces that are printed incorrectly jeopardize the BRMAS discount for the rest of the campus. Departments printing off campus or using materials that do not meet USPS specifications may not use permit account #165.
Business Reply cards and envelopes should be printed with a valid account number in the upper left-hand corner. This account will be charged as the pieces are returned.
Courtesy Reply Mail
Courtesy Reply provides the sender with a preprinted card or envelope to return, but does not provide the postage. The mailer must put the appropriate postage on the return piece.
To expedite the return of this mail through the automated equipment of the Postal Service, templates are available to preprint the appropriate FIMs (Facing Identification Marker) and barcode on the return piece.
To learn more about this service or to order templates, please contact the BMPC Manager at2-2284.
Address Correction and Return Postage Guaranteed Services
Ancillary services are provided by the USPS for mail endorsed "Address Correction Requested," and/or "Return Postage Guaranteed." These services provide for a correct mailing address and/or return of the mail piece for mail undeliverable as addressed. Fees charged to the University by the USPS for these services requested by the mailer are charged to the individual departments.
Departments having envelopes or other mailing materials printed with "Address Correction Requested" or "Return Postage Guaranteed" are also asked to print a valid account number in the upper left-hand corner, to expedite processing of this mail and ensure charges to the correct account.
In 1988 the USPS implemented new requirements for mailers who use endorsements to request address correction and return service. In essence, the approved placement, size, abbreviation, and clear space have been standardized. Mail not meeting these standards will not be accepted by the USPS. Please contact the BMPC Supervisor for further information.
Addressing Standards
The USPS standards for addressing have changed to accommodate the high-speed automated equipment being installed in post offices nationwide. This equipment includes optical character readers (OCRs) and bar code sorters (BCSs) programmed to read and sort up to 10 pieces per second. To ensure proper delivery of outgoing mail, decrease processing/delivery time, and take advantage of postage discounts, mail must be "machineable" (i.e., the right size and shape to go through equipment) and electronically readable. These are the general format and address rules to follow:
Mail that cannot be read by the USPS equipment is routed to a letter
sorting machine where the information is manually keyed in. This will cause
a delay of about a day in the routing of such pieces of mail.
If you have comments or questions about this site please contact Mailing Services
Last updated on 10/6/96 by Susan Millsapps