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Miscellaneous
A.
Department Mailing
Card
B.
Campus Distributions
C.
Mail Identification
D.
Personal Mail
E.
Did You Know?
F.
Standard
Abbreviations for
Addresses
G.
Standard Two-Letter
State Abbreviations
H.
Postage Charges on Peoplesoft 1074 Report
A. DEPARTMENT MAILING
CARD
UH Postal Services
Department has
implemented the use of
bar coded department
account numbers to
improve the accuracy and
speed of inputting the
charge back transaction.
The bar coded account
numbers must be included
on all mailing cards.
All bundles of mail,
parcels and any mail to
be metered must have a
"DEPARTMENTAL MAILING
CARD" (DMC) attached. A
separate card is needed
for letter size,
oversize and
international bundles.
This card must have
your:
bar coded account number
which is your business
unit and speed type (see
Mail Identification in
this section for
information on procedure
for obtaining DMC)
department name
date
name and signature
telephone number
number of mail pieces
certified signatory (if
mailing is $100.00 or
more. Example: A 1st
Class mailing of 300+
letter-size #10
envelopes or 150
oversize envelopes.)
To order new DMC:
Go to
www.uh.edu/pp
Select Forms
Select
DMC Request Form
Complete formHit submit button
DMC Card will be
prepared and sent to you
via interoffice mail
B. Campus Distributions
UH Postal Services
provides two types of
campus distribution for
flyers, bulletins,
notices, etc., as a FREE
service to the
university community.
The organization or
group which requests a
distribution must be a
part of, or connected
with, the university.
The minimum size for a
distribution piece is 5
1/2" by 8 1/2".
Distributions are NOT
done on Mondays or the
day after a holiday
because of the heavy
workload from incoming
mail. Incoming mail and
interoffice mail are
given priority over a
campus distribution.
Distributions are done
as soon as the workload
permits. Please check
with our UH Postal
Services Manager for the
approximate delivery
time.
Once a distribution has
been delivered to a
designated mail stop, UH
Postal Services is not
responsible for the
distribution within a
department or area. Each
department is
responsible for seeing
that the appropriate
action is taken
depending upon type of
distribution.
The three distributions
are:
General Distribution:
Requires 700 copies for
each department to
receive 1 to 3 copies.
Each department should
copy and distribute to
individual employees or
post on bulletin board(s)
for all to read.
Central Distribution:
Requires 4000 copies for
each employee to receive
one copy. The department
staff should distribute
to each employee
(faculty and staff)
within the department.
NOTE: If you want to
make sure that your
information reaches the
intended individuals,
the items should be
inkjetted with the
person's name and mail
code. This service can
be provided by UH Postal
Services.
C. MAIL IDENTIFICATION
Please identify your
mail. Attach a completed
Departmental Mailing
Card (bar coded account
number is required) to
each and every bundle of
your outgoing "to be
metered" mail.
Outgoing 1st Class mail
must be in UH Postal
Services office no later
than 3:30 p.m. if it is
to go out that day.
Note: Outgoing
accountable mail
(certified, insured,
registered, etc.) must
be in UH Postal Services
office no later than
3:15 p.m. if it is to go
out that day.
D. PERSONAL MAIL
University postage can
only be applied to
University business
mail.
Do not submit personal
letters to be metered.
Outgoing personal mail
must be sealed and must
have the proper postage
affixed prior to
depositing at a
designated UH mail stop.
This mail will be picked
up by the U.S. Postal
Service at 4:30 p.m.
from UH Postal Services
when the other
university mail is
picked up.
Personal items weighing
16 ounces or more must
be taken to the USPS
personally by the
orignator. This rule
went into effect due to
heightened security
measures in the
aftermath of September
11th, 2001.
Stamps and other
personal mail needs can
be obtained through the
University Copy Center
which is located in the
Welcome Center on
Calhoun.
Please do not have
personal mail (this
includes retail, mail
order catalogs) sent to
your campus address.
Only mail which deals
with university
activities or business,
or used by your area in
an educational manner,
should be received at
your campus address.
E. DID YOU KNOW?
Mail with no postage
will be returned to the
sender. Mail with
partial postage will be
delivered to the
addressee marked Postage
Due.
Correct ZIP codes will
help speed your mail at
the U.S. Post Office.
For the latest zip
codes, you can access
the U.S.P.S. web site
at:
www.usps.gov
Improperly addressed
mail will be delayed or
returned to sender.
All mail should contain
a UH return address; if
not, and your letter or
package is undeliverable
as addressed, it will be
sent to a dead letter
office to determine the
sender's name and
address, and a fee will
be assessed upon return
of the mail.
Letter or card should
have a rectangular shape
and be a minimum of:
3.5 inches high
5 inches long
0.007 of an inch thick.
It is the department's
responsibility to
forward mail. When a
person leaves the
University, a change of
address should be filed
with the department.
All First Class mail or
mail marked "Forwarding
Postage Guaranteed" can
be forwarded by marking
through the old address
(leaving the name of the
addressee) and adding
the new address with the
words "Please Forward".
For all other mail which
cannot be forwarded, it
must be destroyed or
packaged and mailed to
the addressee at the
department's expense.
F. STANDARD ADDRESS
ABBREVIATIONS
G. STANDARD STATE ABBREVIATIONS
H.
Postage Charges on
Peoplesoft 1074 Report
Postage charges appear
on the PS 1074 report
the month after they
have been incurred. For
example, the charges for
the month of June will
appear on the 1074
report in July.
On the last work day of
the month after all
outgoing mail has been
processed, UH Postal
Services closes the
departments' postage
accounts for the month.
An electronic file
summary of all postage
charges to departmental
accounts for that month
is generated. It is sent
to Financial Accounting
by the 5th business day
of the month. The
information is
downloaded into their
system.
The postage charges show
up on your 1074 report
under the account
"52800". The entry
includes the month the
postage was charged
(used), the speedtype,
total number of pieces
mailed and total dollars
charged. You can obtain
a breakdown by class of
mail and number of
pieces by accessing the
UH Postal Services
website at
www.uh.edu/pp
and clicking on Postage
Chargebacks. Each month
of the fiscal year and
YTD postage information
is available
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