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Meterline Services
Outgoing mail and parcels are either picked up by Mail Distribution personnel (see Mail Pickup Schedules and Package Pickup Requests, above) or hand-carried to Room 1B86, Regent Administrative Center.
Currently, two daily deliveries of outgoing mail and parcels, one at 11:00 a.m. and one at 3:45 p.m., are made to the Valmont Station, Monday through Friday.
UPS picks up from Mailing Services by 4:00 p.m. Monday through Friday.
Federal Express packages are picked up from Mailing Services by 3:30 p.m. Monday through Friday. If you have an account with FedEx and do not need to use the Meterline, drop boxes are located in front of the Stadium and in front of the Regent Administrative Building and Continuing Education.
Outgoing USPS mail to be metered, Federal Express packages, and UPS parcels to be processed by the Meterline must be at Mailing Services before 3:00 p.m. for same-day posting. If time and volume permits, Meterline personnel will also process late Express Mail.
Preparation of Mail to Be Metered
All outgoing mail must bear a University department return address. This policy is to ensure compliance with the Colorado Revised Statutes 24-30-1111 regarding the penalty for private use of State installed postage meters.
International mail should be bundled separately or placed on top of the bundle of domestic mail to be metered and clearly marked "Foreign" or "International" in order to alert the Meterline that this mail requires separate processing.
Labor charges are assessed for large quantities of mail to be metered and quantities requiring additional preparation prior to posting. These are referred to as "Meterline mailings." Meterline mailings require an MS-IN and should be scheduled at least two days in advance in order to guarantee timely processing. Please call 2-2444 to schedule the following types of mailings:
When ordering envelopes for a mailing or series of mailings, consider the weight of the mailing. The USPS requires all first-class mail over 5 ounces to be endorsed with the class. If the contents are over 5 ounces, "First-Class" should be preprinted on the envelopes or the envelopes should be hand stamped by the department before arriving at Mailing Services.
Labor charges for weighing and sorting envelopes by weight can be avoided by separating the envelopes, by contents or the number of inserts. Normally, a spot check of Meterline mailings is done in order to make sure the weights are the same. However, if the mailing consists of mixed weights, same-day processing cannot be guaranteed and the mail may be sent at the highest postage rate.
Labor charges for unsealed mail to be metered by machine (such as standard business envelopes and manilla envelopes without a clasp) can be avoided by making sure that they are submitted to Mailing Services with the flaps up (shingled). Same-day processing cannot be guaranteed if they are not.
Domestic Default Classes
The Meterline will automatically post one- and two-ounce domestic business size envelopes that are typed or machine readable at the first-class presort rate. First-Class Presort letters are metered with the following day's date. Letters that need to be metered with the same-day postmark need to be marked "First-Class: Same-Day Postmark." All other unmarked domestic mail will automatically be processed at the first-class rate. To avoid paying higher postage rates than necessary, consider lower rates (Third-Class, Fourth-Class, Book Rate, or Library Rate) when appropriate and mark the desired rate on the mailing piece.
International Default Classes
The Meterline will automatically process unmarked foreign mail at the airmail first-class or letter rate. To avoid paying higher postage rates than necessary, consider lower rates (air printed matter, air small packet) when appropriate and mark the desired rate on the mailing piece.
The Meterline will automatically post foreign mail marked "Printed Matter" or "Book" at the surface rates. If the air rate is desired, please be sure to indicate "AirPrinted Matter" on the mail piece.
First-Class and Third-Class Single Piece rates are the same up to 11 oz. Mailing Services therefore sends these pieces First-Class even if the
department has specified Third-Class. |
Account Numbers/Interdepartmental Invoices (MS-INs)
Use of a Mailing Services Interdepartmental Order and Invoice (MS-IN) is optional for processing daily mail. If an MS-IN is not used, the account number should be written in the upper right-hand corner of the individual piece or on the top piece of each bundle. Any individual piece or bundle of outgoing daily business mail requiring postage must have a valid account number included. The account number on a piece or bundle authorizes Mailing Services to post that mail and charge the department. Mail without an account number will be returned to the department.
An MS-IN is required for any USPS special services (i.e., registered, express, certified, or insured mail) and all UPS and Federal Express services. In addition, all MS-INs for UPS shipment must include the address of the recipient. This information serves as a tracking record for your parcels. Please be specific as to the service requested. No MS-INs will be processed without an authorizing signature and a valid account number.
To prevent charge of an account number: as stated above, daily mail will be accepted for processing with any valid account number. If your department has certain account numbers which should never be used for mail charges, please send a memo to the Mailing Services accountant, requesting that these numbers be flagged as invalid in the Mailing Services System. This will prevent postage from being charged to these accounts through data entry error.
State Law Regarding Misuse of Meters
A special add plate reading "State of Colorado Official Mail, Penalty for Private Use" is required for each meter machine on campus. Violations of this policy can result in the loss of meter privileges. Any person who uses a state-installed meter for private purposes commits a Class-3 misdemeanor punishable under Section HB 1170, LDO 83-0038/1, 1093 (up to $750.00 fine/6 months' imprisonment).
USPS Rates For current USPS Domestic and International Mail rates, see the front pocket of this binder. If the rate charts are missing, please call 2-6242 to request another
copy. |
U.S. Postal Service (USPS) Classes and Services
Stamps and Other USPS Products
Although use of meter postage is more cost-effective than use of postage stamps, departments may purchase stamps and other USPS products as needed by filling out a white expense voucher made payable to "Postmaster" and forwarding it to Accounts Payable. The white expense voucher should be coded for pickup by putting a "C" in the Special Handling (SH) field and including the departmental telephone extension.
Mailing Services is not a post office and is not permitted to provide any USPS products or services (e.g., money orders or stamps) to individuals on a cash-for-service basis. There is a U.S. Postal Service Contract Station located in the Colorado Bookstore at 1111 Broadway which can provide most USPS products and services to individuals. The two Post Offices nearest campus are the Main Post Office at 15th and Canyon and the Highmar Station at Moorhead and Table Mesa.
For public use, there is a stamp vending machine located in the UMC near the Reception Desk.
First-Class Mail
First-class mail is material wholly or partially handwritten (including carbons), postcards, completed forms, statements, invoices, and typewritten or computer-processed correspondence.
First-Class Presort Mail
First-Class Presort is a reduced rate offered by the USPS for First-Class mail which has been presorted into 3- and 5-digit ZIP Code groupings and prepared according to USPS regulations prior to acceptance into the mailstream by the USPS. Mailing Services contracts with an automated presort services vendor to provide the barcoding, automated sorting, and "depth of sort" (quantities of mail going to each ZIP Code grouping) necessary to qualify UCB's mail for the reduced postage rate.
Mailing Services meters First-Class Presort letters with the following day's date, at the lowest First-Class Presort postage rate (First-Class Presort 5-digit barcoded). The presort services vendor picks up this mail at the end of the day, processes it, and enters it into the USPS mailstream early the following morning. Since it is presorted and barcoded, it bypasses most of USPS' normal processing, allowing it to move faster through the mailstream to its destination. Departments are charged for the postage metered onto the mail, plus a First-Class Presort service fee, which is paid to the First-Class Presort service vendor.
To qualify for First-Class Presort, letters must weigh two ounces or less, be domestic (addressed to destinations within the U.S., its territories, or to an APO Box), and have machine-readable addresses. Letters meeting those criteria will be automatically sent First-Class Presort unless they are specifically marked "First-Class: Same-Day Postmark."
Priority Mail
Priority mail consists of all first-class mail weighing over 11 ounces and up to 70 pounds. In addition, mail weighing less than 11 ounces may be sent as priority mail, providing that the postage for the minimum priority rate (12 ounces) is paid. The USPS targets a two-day delivery of priority mail; however, two-day delivery is not guaranteed. Any type of mail (e.g., books or printed matter) may be sent as priority mail when expediency is necessary.
Third-Class Single Piece Rate Mail
Third-class mail is printed matter, merchandise, or other mailable material that weighs 16 ounces or less and is not subject to first-class rates. Third-class mail includes mechanically duplicated materials (e.g., photocopied letters or announcements, newsletters, catalogues) as long as the material is not personalized and, if signed, the signature is duplicated. Minimum size standards and nonstandard sizes are the same as for first-class mail, and a surcharge will be assessed for articles exceeding those standards.
Fourth-Class Mail
Parcel Post: Fourth-class parcel post is printed matter, merchandise, or other mailable material that weighs more than 16 ounces. Parcels should be marked "Fourth-Class" or "Parcel Post."
Special Fourth-ClassBook Rate
Special fourth-class mail is essentially "book rate" for use in sending books (at least 8 pages, permanently bound) and educational materials, including manuscripts, catalogs, films, printed sheet music, educational reference charts, computer-readable media, and objective test materials. Special fourth-class materials can weigh less than 16 ounces. This rate is less expensive than regular fourth-class mail, and each piece should be marked "Special Fourth-ClassBooks."
Special Fourth-Class Library Rate
Library rate is the most economical fourth-class postage rate and is intended primarily to serve libraries mailing books on loan. University departments may also use the library rate for certain educational materials, provided that the name of a school, college, university, public library, museum, herbarium, or nonprofit organization is shown in either the address or return address of the article. These materials include books, library materials, films, recording tapes, and other prescribed audio-visual materials, scientific instructional kits, and museum and herbarium materials. Parcels must not exceed 70 pounds in weight, and each parcel must be marked "Library Rate" in bold letters.
International mail rates, classifications, special services, weight and size limits, and other mailing requirements differ from those for domestic mail. International mail offers both air and surface transportation for all classes except Letter Class. Letter Class mail is always sent via air.
Letter Class
Letters and letter package mail are materials wholly or partially handwritten (including carbons), postcards, completed forms, statements, invoices, and typewritten or computer-processed correspondence. The weight limit is four pounds. Unless prohibited by the country of destination, merchandise or other articles within the applicable weight and size limits may be mailed at the letter rate of postage.
Autres objects (AO) Mail
This includes printed matter (e.g., regular printed matter, books, sheet music, and publishers' periodicals), matter for the blind, and small packets (e.g., merchandise, phonograph records, sound tapes and cassettes, videotapes and cassettes, video discs). Weight limits are generally 4 pounds for printed matter, 4 pounds for small packets, and 15 pounds for matter for the blind. Printed matter may, however, be sent to one addressee in a "direct sack" (M-Bag) weighing between 15 and 66 pounds.
Parcel Post
This includes packages of merchandise, gifts, or any other items that are not required to be mailed as letter-class mail. Parcel post maximum weight limits vary by country of destination, but are usually either 22 or 44 pounds.
| The USPS will not reimburse mailers in amounts higher than the proven value.
Don't over-insure your packages. |
Express Mail
Domestic and International Express Mail service is the most expensive type of mail offered by the U.S. Postal Service. Domestic Express Mail guarantees overnight delivery service of mailable material up to 70 pounds to most zip codes in the U.S. International Express service can be used to send documents and small packages to over 100 foreign countries. However, next-day service guarantees are not possible internationally. Express mail is insured against loss, damage, or rifling at no additional cost. For specific insurance information, please contact the Meterline. The deadline for guaranteed same-day processing of mail is 3:00 p.m. However, Mailing Services will process Express mail after the deadline if time allows.
Any Express article sent via USPS must be accompanied by an MS-IN specifying the service requested.
Registered Mail
Registered mail is the most secure method of sending valuables through the mail system and provides the sender with written evidence of mailing. This service is offered for both domestic and international mail. There is a fee to register mail in addition to the postage, and a value must be declared for the mail at the time of mailing. The registry fee for domestic mail will be determined by the declared value. The maximum declared value for international mail is quite low; however, it remains the most secure method of sending international mail. Domestic registered mail must be processed at the first-class postage rate. Several service levels are available for international registered mail. A return receipt for registered articles may be requested to show written evidence of delivery.
An envelope or parcel prepared for registered mail must be sealed so that any unauthorized opening will break the seal. Parcels may be wrapped in brown paper and must be securely sealed with plain paper or cloth tape on all seams of the article. Reinforce heavy or bulky parcels with strapping tape before wrapping and sealing. Padded envelopes are not accepted for domestic registered mail.
Envelopes or parcels improperly or insufficiently prepared will not be accepted for mailing.
Any registered article sent via USPS must be accompanied by an MS-IN specifying the service requested.
Certified Mail
Certified mail is a domestic service only. It provides a record of mailing for the sender, but does not provide any indemnity coverage. The record of delivery is kept at the destination post office. Certified mail must be sent first-class. A return receipt may be requested to show written evidence of delivery.
Any certified article sent via USPS must be accompanied by an MS-IN specifying the service requested.
Insured Mail
Postal insuranceup to $500may be purchased domestically for third- and fourth-class mail, as well as third- or fourth-class matter mailed at the first-class rate. Fragile items must be well packaged with cushioning materials; heavy or bulky parcels must be reinforced with filament tape. Packages that appear to have been insufficiently prepared will not be accepted for mailing. A return receipt may be requested to show written evidence of delivery for mail that is insured for more than $50.00.
International postal insurance is available to some countries for parcel post only. The insurance limits vary from country to country.
Mailing Services insures mail through the USPS, UPS, and a private insurance carrier.
Any insured article sent via USPS must be accompanied by an MS-IN specifying the service requested.
Special Delivery
Special delivery is available for a fee under certain conditions. Mail that has special delivery service will be given expedited delivery only when it is received at the post office of destination. Special delivery is not recommended for mail addressed to a post office box or to other colleges and universities.
Payment of a special delivery fee does not insure safety of delivery or provide for the payment of indemnity.
Any special delivery article sent via USPS must be accompanied by an MS-IN specifying the service requested.
Return Receipts
Return receipts furnish the mailer with proof of delivery. Return receipts may be obtained for Express, registered, and certified mail, as well as insured mail valued at more than $50.00. The return receipt is returned to the mailer after the article is delivered to the addressee.
The fee for a return receipt does not insure the article against loss or damage.
| UPS does not provide Saturday or Sunday deliveries except for domestic Next-Day
Air shipments. An additional fee is charged for such Saturday or Sunday
deliveries. |
UPS provides domestic and international service. The weight limit (domestic and international) is 150 pounds, and the combined length and girth cannot exceed 130 inches in size, with a maximum length of 108 inches per package.
Any parcel sent by UPS through Mailing Services must be accompanied by an MS-IN bearing the complete address of the recipient of the parcel in addition to the standard pertinent information. A copy of the MS-IN is retained at Mailing Services and is the only record available for the tracing of UPS parcel loss or damage for insurance claim purposes.
Description of UPS Domestic Services
Standard Ground
This is an economical way of sending packages within the continental United States and Canada. Parcels destined for Hawaii and Alaska must go via air transportation. Ground service is limited to parcels only, and no letters may be enclosed in the parcels. This service provides tracking at no additional cost, but response time is not immediate.
3-Day Select
This service offers customers a faster service than ground at a lower cost than 2nd-Day Air. It is available only to the 48 contiguous states. Three-Day Select guarantees that a package will be delivered in three days. Packages are easily traceable because of the tracking number associated with the service. Price is based on the destination ZIP code.
2nd-Day Air (Blue Label)
This is a two-day delivery service of parcels to every ZIP code within the U.S. It is fast as well as economical. Service to Hawaii requires one additional day for delivery. Delivery to remote points in Alaska requires one or more additional days. UPS also offers a 2nd-Day Air Letter Pak for printed materials up to 10 ounces. Delivery time is guaranteed.
Next-Day Air (Red Label)
24-hour delivery of letters and parcels to every ZIP code in the U.S. As with 2nd-Day Air service, delivery to Hawaii requires one additional day, and delivery to remote Alaskan locations requires one or more additional days. Delivery time is guaranteed.
UPS SonicAir (Same-DayDelivery Service)
This service provides the opportunity for packages and documents to be picked up (usually within one hour) and put on the next flight out for delivery anywhere in the continental U.S. There are no size or weight restrictions. This service offers in-transit tracking information, automatic confirmation of delivery at no charge, and free proof of delivery by fax. The base charge for a domestic shipment is $159. A UPS SonicAir representative will give a guaranteed delivery time and cost for shipping when you dial 1-800-451-4550. This service is offered 24 hours a day, 7 days a week.
UPS 8:30 A.M. Overnight Delivery (UPS Early A.M.)
When 10:30 a.m. delivery is not early enough for urgent documents or packages you may select this service. It offers all the features of UPS Next-Day Airguaranteed delivery or your money back, electronic tracking with information available 24 hours a day, and optional Saturday pickup. The cost for a UPS Early A.M. Letter is $40. Packages cost $45 for the first pound and $1.50 for each additional pound, up to 150 pounds.
| UPS requires a street address or phone number for all deliveries except
to colleges and universities. UPS will not deliver to P.O. boxes unless
there is a phone number associated with the address. |
Additional Domestic UPS Services
COD (Cash on Delivery)
If this service is requested, your department will be charged for mailing at the time it is sent out. Your department will be reimbursed for the charges when Mailing Services receives payment from the addressee. An MS-IN must be provided when service is requested.
Delivery Confirmation Service
This service offers the customer fast, efficient proof of delivery by providing a tracking number on Confirmation of Delivery cards. For further information, please contact the Meterline Supervisor or Manager at 2-2444. This service provides the department with a signed return receipt.
Insurance
Insurance is provided up to $100.00 at no charge. Unlimited insurance may be purchased for ground service. Insurance for items sent via the 2nd-Day Air and Next-Day Air services may be purchased up to $25,000.
UPS Call Tag
A call tag is issued by the shipper when a parcel needs to be returned from the recipient to the shipper. The shipper pays for the call tag service fee as well as shipping cost. UPS will pick up the parcel from the recipient and return it to the shipper.
| UPS will not reimburse mailers in amounts higher than proven value. Don't overinsure your packages. |
UPS International Service
UPS offers International Air Express service to more than 180 countries and territories, as well as ground and air service to every address in all 10 provinces of Canada. There are no delivery time guarantees. With the exception of International Letter Paks, all international parcel shipments require Export Documentation. Before sending any international parcels via UPS, please contact the Meterline for further information.
Federal Express Services (FedEx)
Priority Overnight
Next-day delivery by 10:30 a.m. in AA service areas, by noon in AM areas. To determine AA and AM service areas call 1-800-238-5355. Weight/size limitations: Up to 150 pounds, up to 119" in length, and up to 165" in length and girth combined.
Standard Overnight
Next-day delivery by 3 p.m. in AA service areas, by 4:30 in AM areas. To determine AA and AM service areas call 1-800-238-5355. Weight/size limitations: Up to 150 pounds, up to 119" in length, and up to 165" in length and girth combined. Saturday delivery not available with this service.
| FedEx will not deliver to Post Office boxes. A street address is required.
A phone number will help expedite delivery. |
Economy Two-Day Service
Delivery by 4:30 p.m. on the second business day within the continental U.S. Weight/size limitations: Up to 150 pounds, up to 119" in length, and up to 165" in length and girth combined.
Same-Day Delivery
This service provides same-day delivery within the U.S., including Alaska
and Hawaii, 24 hours a day, seven days a week. FedEx contacts the shipper
with delivery details when packages arrive. Timely status updates are also
available if shipment is delayed for any reason. Rates start at $159 per
shipment. Mailing Services can provide this service during regular working
hours. Customers with their own FedEx accounts can call 1-800-Go-FedEx.
Just request "FedEx Same Day." The representative will need a
FedEx account number, orgin and destination, weight, size, type and number
of pieces, and the time your pickup will be ready. The representative will
then quote a delivery time and rate.
If you have comments or questions about this site please contact Mailing Services
Last updated on 10/6/96 by Susan Millsapps