Secretaries Handbook

INTRODUCTION4

I introduction

Campus Pickup and Delivery Schedule

Scheduled Pickup and DeliveryTimes

Pickup of Large Packages

Delivering packages to UMS

Intra-Campus Mail

USPS Mail

Saturday Schedule

Metering Area

Campus Mail

USPS

Student Union Post Office

Envelope Types and Sizes

Letters

Flats

Mail Classes

First Class Mail

Priority Mail

Fourth Class STANDARD CLASS Mail (fOURTH)

Accountable Mail

Undesignated shippinginformation:

Federal Express FEDEX EXPRESS (fedex Express)

DHL express

United Parcel Service (UPS)

Roadway Package System (RPS) FEDEX EXPRESS ground(fedex ground)

International Mail

Fulfillment Services

Miscellaneous Services

List Management

Business Reply Mail

Shipping Letters or Packages

USPS, Fedex ral Express, UPS, fedex ground RPS

To mail a letter or package:

To ship a package UPS, fedex ground ,

RPS, or cheapest ground service:

To send a letter Fedex ral Express:

To send a package Fedex ral Express:

To send a package Fedex ral Express while off-campus:

To receive a freight-due package Fedex ral Express:

 

Payment options

For Fedex ral Express

For USPS, fedex ground RPS , UPS

Rural routes

Post office boxes

International Shipments

Dangerous Goods

Tracking Packages

Federal FEDEX Express

Internet Tracking

Incoming Airborne, RPS FEDEX GROUND

, and Accountable Mail

 

Outgoing RPS FEDEX GROUND and UPS packages

Shipping Supplies

MAY BE ORDERED ON

Appendix A

Phone Numbers

Appendix B

Shipping Instruction Form

Appendix C

Work Order

Campus Pickup and Delivery Schedule

Scheduled Pickup and DeliveryTimes

Pickup of Large Packages

Delivering packages to UMS

Intra-Campus Mail

USPS Mail

Saturday Schedule

Metering Area

Campus Mail

USPS Services

Student Union Post Office

Envelope Types and Sizes

Letters

Flats

Mail Classes

First Class Mail

Priority Mail

Fourth Class Mail

Accountable Mail

Undesignated shippinginformation:

Federal Express

United Parcel Service (UPS)

Roadway Package System (RPS)

International Mail

Fulfillment Services

Miscellaneous Services

List Management

Business Reply Mail

Shipping Letters or Packages

USPS, Federal Express, UPS, RPS

To mail a letter or package:

To ship a package UPS, RPS, orcheapest ground service:

To send a letter Federal Express:

To send a package FederalExpress:

To send a package Federal Expresswhile off-campus:

To receive a freight-due packageFederal Express:

Payment options

For Federal Express

For USPS, RPS, UPS

Rural routes

Post office boxes

International Shipments

Dangerous Goods

Tracking Packages

Federal Express

Internet Tracking

Incoming Airborne, RPS, andAccountable Mail

Outgoing RPS and UPS packages

Shipping Supplies

Appendix A

Phone Numbers

Appendix B

Shipping Instruction Form

Appendix C

Work Order

Introduction

 

University Mailing Services (UMS) provides a broad range of mass addressing and mailing services for the entire University.These services include:

·        Campus Mail

·        U. S. Postal ServiceSPS

·        Federal Express FEDEX Express

·        United Parcel Service (UPS)

·        Roadway Package System ( RPS FEDEX GROUND

·        DHL GROUND)

·        International Mail

·        Fulfillment Services

·        Miscellaneous Services

This manual was designed to help the individual departments at Oklahoma State University better utilize UMS and the services offered by UMS.If you have any questions about information in this document, please contact UMS at 744-5385.
Campus Pickup and Delivery Schedule

Scheduled Pickup and Delivery Times

DEPARTMENTS MAY DETERMINE PICKUP AND DELIVERY TIMES ON THIS WEB PAGE

 

All departments have two pickup and delivery times.Each department is either on an “A” route ora “B” route.

 

“A” routes are delivered between 8:00 and 10:00 andbetween 1:00 and 3:00.

 

“B” routes are delivered between 10:00 and 12:00 andbetween 3:00 and 5:00.

 

Drivers will pick up letters or small packages for:

·        Campus Mail

·        Outbound USPS mail including accountable and international mail

·        Federal FEDEX Express

·        RPS FEDEX GROUND and UPS

·        Bulk mail with work order

·        AIRBORNE EXPRESS

Pickup of Large Packages

Contact UMS at 744-5387 to make special arrangements for large packages or large amounts of bulk mail. Also contact UMS for pickup of packages prepared after your afternoon mail delivery.

 

COURIER SERVICES: Between 2 points on campus guaranteed in 60 minutes$7.50

Between one point on campus and any point in Stillwater guaranteed $10.00

 

It is preferable to make a minimum of stops at each department, although we do understand that it is not always possible to know in advance when all of the packages will be ready.

Delivering packages to UMS

If you are delivering packages to UMS, they must be delivered by:

·         · 5:30 -- – Federal FEDEX Express - 5:30

·         

·        4:4530 -- –USPS

·         5:15 – UPS AND FEDEX GROUND DHL EXPRESS, RPS, UPS - 4:30

·         

·        Intra-Campus Mail

Most campus mail picked up in one day the morning will be delivered that afternoon. the next day.

 

USPS Mail

USPS mail is picked up each morning from the downtown post office at 6:30 a.m. and sorted for the morning routes.Accountable mail is delivered to UMS at 9:00 a.m. and then delivered to University departments throughout the day.

Saturday Schedule

All USPS Express mail and Federal Express FEDEX Express packages delivered on Saturday will be held at UMS for pick up.The addresseerecipient will be notified by telephone at the University telephone number or at the telephone number on the package.

 

UMS is staffed from 89 :00 a.m. to 123 2 :00 p.m. every Saturday.

Metering Area

 

Our Policy and Procedure Statement requirerequires that we provide the most economiceconomical service that meets your needs.All letters are presorted, with the department sharing in the savings.All packages are weighed to determine the most economiceconomical service.

Campus Mail

·        Is governed by postal regulations

·        Is to be used for campus business only; any exceptions must be approved by the manager

·        Is NOT to be used for personal use such as chain letters or selling goods or services.

·        Is an alternate delivery service for Third Class bulk mail

 

 

 

USPS Services

USPS services include:

·         Sorting of mailings to meet postalpre-sort requirements

·        Applying postage

·        International mail

·        Accountable mail (certified,insured, return receipt, etc.)

·        Priority and Express mail

·        Sorting of mailings to meet postal pre-sort requirements

·          

·        Tying and handling mailings to meet postal requirements

·        Automation program including

·        bar Bar coding

·        ZIP + 4

·        all All documentation for discounts

·        Delivering mail to the Stillwater Post Office

·        Delivering mail to university departments and dormitories

·        Delivering COD packages through the Student Union Post Office

·        Delivering all accountable(signature required) mail to University departments and dormitories

·        Student Union Post Office contract window in Room 17815 of the Student Union

Student Union Post Office

·        Offers most services of thedown town post office

·        Located across the hall fromthe Bookstore AT 178 STUDENT UNION

·        Open from 8:30 a.m. to 4:30p.m. Monday through Friday

·        Closed on University holidays

·        Rents Individual Mailboxes

Envelope Types and Sizes

 

Letters and non-letters or flats are rated differently by the USPS.The following is a description of the most common types of letters and flats.

Letters

The following dimensions must be met for automated processing by USPS:

Height: 3 1/2” minimum6 1/8” maximum

Length: 5” minimum11 1/2” maximum

Thickness: .007” minimum 1/4” maximum

 

 

Flats

Flats are envelopes larger than the maximum letter size, but not larger than 12” high by15” long and 3/4” thick.

 

Mail Classes

First Class Mail

Any mailable matter may be mailed as First Class Mail. The following examples are considered First Class matter and must be sent First Class or Priority.

·        Anything wholly or partially hand written or typewritten

·        Originals or carbons

·        Invoices

·        Statements of account

·        Price lists with written-in figures or changes

·        Printed forms filled out in writing,including writing, including canceled cancelled checks

·        Some computer printouts

 

Priority Mail

All First Class mail exceeding 13 1 ounces and not exceeding 70 pounds is considered Priority Mail.Priority Mail is a 2- to 3- day service and any letter can be sent; . there is no minimum weightallowance.

A $ 3. 50 for 1-pound 00 minimum charge applies

 

It is highly recommended that Priority Mail envelopes be used. A flat rate is charged for all items up to 2 pounds. Standard Bulk Mail non-profit or commercial

Contact UMS at 405-744-5385 for additional information

 

Fourth Class Standard Parcel Mail

The following isconsidered FourthClass matter:

·        Packages or parcels

·        Ll ibrary materials

·        Bound printed matter

·        Sound recordings

·        Merchandise

·        Computer media

·        Books

·        Films

·        Video tapes

 

 

There are four three subcategories of Fourth Class Mail. These are:

·        Special Fourth Class Media Mail

·        Library Mail

·        Bound Printed Matter

·        Parcel Post

Accountable Mail

Accountable mail is available through the Student Union Post Office or UMS.Accountable mail includes:

·        Certified

·        Registered

·        Insured

·        Return Receipt

·        Signature confirmation

·        Delivery confirmation

Undesignated shipping information:

·        Flats 5.0 ounces or less are sent First Class.

·        Flats over 5.0 ounces are sent Standard, previously known as Third Class, if eligible, otherwise sent First Class.

·        UMS weighs packages and compares shipping costs between Parcel Post, UPS, and RPS Priority mail and FedEX 3 day to determine the most economical service for that package.

Federal Express FEDEX Express

Federal Express FEDEX Express services include:

·        Priority service --- delivery by 10:30a.m. on the next business day depending on area

·        Standard service --- delivery by 4:30p.m. on the next business day depending on area

·        Economy 2-Day service --- delivery within two business days

·        International service -delivery to more than 200 countries Express saver – 3 day guarantee delivery worldwide

·        Pick-up of all packages from campus offices

·        Tracking of any package sentFederal Express FEDEX Express

 

 

DHL

DHL express process international express shipments

United Parcel Service (UPS)

UPS services include:

·        Ground service shipping

·        Pickup of all packages from on-campus offices

·        Tracking of any package sent through UMS

Roadway Package System Federal Express Ground ( RPS FEDEX GROUND)

RPS FEDEX GROUND services include:

·        Delivery to university departments and dormitories

·        Ground service shipping

·        Tracking of all packages sent through UMS

·        Pickup of all packages from on-campus offices

International Mail

International Mail services include:

·        First Class letters --- 3 to 10 days

·        EconomyBudget --- 1 to 3 weeks (cost is approximately half of First Class)

·        Parcel Post --- USPS --- air and surface,no tracking available --- 1 to 6 weeks

·        Express Mail --- USPS --- 2 to 5 days

·        Express --- Federal Express DHL Express --- varies

 

Customs forms are required with overseas shipments.UMS will fill out the proper forms, but the department must provide the correct information.The necessary information includes:

·        Description of contents

·        Value of contents

·        Whether the contents are a gift or correspondence

 

Special documentation is required for certain items such as high-tech materials and computer software and hardware.Contact UMS for special instructions for these types of products.

Fulfillment Services

Fulfillment services include:

·        Literature on Extension and Ag Programs

·        Publications for Oklahoma Cooperative Extension Services including video supplements

·        Pesticide Study Material

·        Literature on Home-based Businesses

·        Faculty/Staff Directories

·        OSU General Catalogs

·        Ag Experiment Station

·        Warehousing many of t he abovepublications Literature for Shipment

·        Fulfillment Services such as packaging autographed sports equipment for Athletics.

Miscellaneous Services

 

Miscellaneous services include:

All services necessary for any mailing or internal projects including:

·        Folding

Þ    There are several types of folds available.Single and multiple sheets can be folded.

·        Addressing

Þ    The most common and efficient methods of addressing are:

·         Kirk-Rudi (Cheshire)

·        Direct Impressio Inkjet addressing directly onto the mail piecen

·        One-up pressure sensitive labels

 

 

·        Inserting

Þ    Single and multiple pieces can be inserted into envelopes, including window envelopes.Some envelopes are classified as a hand insert.Contact UMS for details on specific mailings.

·        Collating

·        Sorting in ZIP code order

·        Sealing envelopes

·        Tabbing or stapling pamphlets or brochures

 

 

·        Invoicing.

·        Rate quotes and other bulk mail information.

·        Managing address lists.

·        Other specialized services as needed such as Business Reply Mail.

List Management

·        Entering and storing addresses electronically, as well as producing address labels from databases.Lists can be sent electronically through CCMail or on disk. Contact UMS for format compatibility.

·        Managing the campus mailing lists, including the lists that UMS updates such as the Deans, Directors, and Department Heads, as well as the list that HRS downloads monthly from Payroll.

 

Business Reply Mail

UMS handles all Business Reply envelopes, labels, and postcards, as well as offering consultation on layout of self-mailers with Business Replies.All Business Replies are returned to UMS for billing and then forwarded to the addressee. recipient.

 

Business Reply envelopes can be ordered through the Front Office eAssistant at UMS.Up to three lines of information can be printed on the envelopes. You can contact the Office Assistant at 744-5385 7389.You will need to know how many envelopes you will want, what information you want printed on them, and the account number you wish to use.

 

 

Shipping Letters or Packages

 

USPS, Federal FEDEX Express, UPS, RPS FEDEX GROUND, DHL

There are two locations on campus that provide mail and freight services.These are University Mailing Services in the Printing Building and the Post Office in the Student Union.The Student Union Post Office is on the first floor of the Student Union in Room 115 178 and is the only location that sells postage stamps and money orders. All other services are available at either location.

 

 

To mail a letter or package:

·        Put your four-digit mailcode barcode or seven-digit department account on or with the package.

·        Put the letter or package with your afternoon outgoing mail.

To ship a package UPS, RPS FEDEX GROUND, or cheapest ground service:

·        Fill out the shipping instruction form as completely as possible.

·        Be sure to fill out “Method of Billing” section section, as the package cannot be sent without an account number or some form of payment..

·        Mark the applicable line under “Surface” on the shipping instruction form.

 

 

Circle UPS or RPS if youhave a preference.

·        Tape the shipping instruction form to the letter or package.

·        Put small packages with yourafternoon daily mail until the daily pickup is made.

·        For oversized or heavy packages, call 744-5387 to schedule a pickup.

·        Call 744-5387 for pickup after your mail pickup

Tosend a letter Federal Express:

· Fill out the shipping instruction form ascompletely as possible.

· Always mark the service type in the “ Federal Express ” box on the shipping instructionform.

 

 

· Put the recipient’s phone numberon the shipping instruction form to aid delivery in case of addressdiscrepancies.

· Place document(s) in a Federal Express envelope.

· Tape shipping instruction to the front of theenvelope.

· Place with your afternoon mail.

To send a package Federal Express FEDEX Express:

·        Fill out theshipping instruction form as completely as possible

·        Always mark the service type in the “Federal Express FEDEX Express” box on the shipping instruction form.

 

 

·        Put the recipient’s phone number on the package to aid delivery in case of address discrepancies.

·        Take to the Student Union Post Office or UMS or put small or light packages with departmental mail.Call UMS at 744-5387 to arrange pickup of large or heavy packages

To send a package Federal Express FEDEX Express while off-campus:

·        Use the University Federal FEDEX Express account number with your department name or account number in the reference line, or

·        Use preprinted air-bills available at UMS

To receive a freight-due package Federal Express FEDEX Express:

·         Give the sender the University Federal Express FEDEX Express account number and tell him/herthem to mark “bill recipient” on their air-bill and put your account number in reference line , or

·        Send the person shipping the package a preprinted air-bill available from UMS

Payment options

For Federal FEDEX Express and DHL

·        Department account

·        Bursar account

·        Cash

·        Visa/Mastercard

For USPS, RPS FEDEX GROUND, UPS

·        Department account

·        Visa/Mastercard

·        Cash

·        Bursar account (excluding USPS)

·        You cannot use checks, bursar accounts or credit cards at the student union. Post office.

Rural routes

If shipping UPS, RPS FEDEX GROUND, or Federal Express FEDEX Express, you must include a the addressee’s phone number and directions to the address ifpossible. There may be an extra charge for residential addresses.

Post office boxes

If you are shipping via USPS, address Express or Priority mail as usual.If shipping Federal Express, Neither UPS, nor RPS FEDEX GROUND, these services do not ships to post office boxes, ; you must have a street address must be enclosed.If you do not have a street address, but do have a phone number, they will call the company and you will be charged the applicable address correction fee.

International Shipments

Customs forms are required with overseas shipments. UMS will fill out the proper forms, but the department must provide the correct information.The necessary information includes:

·        Description of contents

·        Value of contents

·        Whether the contents are agift or correspondence

 

Special documentation is required for certain items such ashigh-tech materials and computer software and hardware.Contact UMS for special instructions forthese for these types of products.

 

Dangerous Goods

 

In order to ship dangerous goods, special documentation must be filled out.

 

 

Dangerous goods include such items as chemicals, fertilizers, and batteries, as well as seemingly innocuous products such as small amounts of oil.Any items shipped overseas must be declared.Any dangerous goods without sufficient documentation will be stopped at customs andfines mayapply the sender the sender is potentially subject to fines.

 

University policy requires the sender to notify the Dangerous Goods Unit (DGU) prior to preparing a Dangerous Goods (Hazardous Materials) or a Potential Dangerous Goods (Hazardous Material) for shipment.

 

The Dangerous Goods Unit may be reached at 744-5385 or 744-7241.

Contact UMS at 744-5385 for details on specificpackages.

 

Tracking Packages

 

In order to track a package, we must have the tracking number.However, if the package was shipped through UMS, the “p/u” number (located in the upper left corner of the shipping instruction) and the date of shipment or the shipper’s name and the date of shipment are sufficient.

 

Federal FEDEX Express

UMS can track any Federal FEDEX Express package, even if it did not originate at UMS.For packages that originated at UMS, you do not have to have the tracking number if you know the “p/u” number and date of shipment or the shipper’s name and date of shipment.

 

Internet Tracking

If you have the tracking number, both DHL, Federal FEDEX Express and UPS packages can be tracked on the internet Internet.

 

·        Federal FEDEX Express’ Internetinternet address is http://www.fedex.com/copyright.html

·        UPS’ address is http://www.ups.com

·        DHL address is http://www.dhl.com

 

 

Incoming Airborne, RPS FEDEX GROUND,DHL and Accountable Mail

UMS also keeps a database of all incoming Airborne, RPS FEDEX GROUND, and A a ccountable USPS mail.The database contains tracking number, receiving department, date and time UMS delivered the package identification number, recipient, sender, and name of the person who signed for the package.

 

Outgoing RPS FEDEX GROUND and UPS packages

UMS can also track RPS FEDEX GROUND and UPS packages that originated at UMS.You will need the “p/u” number(located in the upper left corner of the shipping instruction) and the date of shipment or the shipper’s name and the date of shipment.

ShippingSupplies

 

Shipping supplies for Federal FEDEX Express, Priority Mail, and Express Mail and DHL can be obtained at both the Printing Building and the Student Union Post Office.We also have supplies for certified, insured, COD, and other accountable mail.

 

Shipping instructions are also available through UMS. Departments are encourageds to keep a supply on hand and to contact UMS when running low.

 

Federal FEDEX Express and DHL supplies include:

·        Letter envelopes

·        Letter pakspaks (soft 9 x 12 paks)

·        Small boxes

·        Medium boxes

·        Large boxes

·        Air bills --- both pre-printedwith the University account number and blank

 

Priority Mail , Priority Boxes, Tubes and Express Mail envelopes, paks, address labels, and box labels are also available.

 

 

Appendix A

Phone Numbers

 

Office Assistant: 744-5385

General Information: 744-5385

Federal Express: 744-5323

Accountable Mail : 744-5323

Pickups:744-5387

Fed Ex Customer Service: 744-7389 5323

Fed Ex Supplies: 744-7389 5323

Job prices: 744-5385

Job Status: 744-7389

Account numbers: 744-5385

Meter (mail code) numbers Requests for Barcodes: 744-5385

Fulfillment Services: 744-9037

Appendix B

 

Shipping Instruction Form

 

Appendix C

Work Order