Policies and Procedures

This listing provides supplemental information to UNM Mailing Systems' official University Policy. To view the official policy, please visit UBPPM #6340.

BULK MAIL/STANDARD MAIL INCOMING U.S. MAIL RETURN ADDRESS
BUSINESS REPLY MAIL INSURED MAIL POSTAGE
CAMPUS MAIL INTERNATIONAL MAIL POSTAGE STICKIES
CERTIFIED MAIL MAILING LABELS PRIORITY MAIL
CHANGE OF ADDRESS MASS DISTRIBUTION REGISTERED MAIL
ENDORSEMENTS OUTGOING U.S. MAIL SPECIAL MAILINGS
ENVELOPE SEALING OUTSOURCED MAILINGS STUDENT RESIDENT MAIL
EXPRESS MAIL PARCELS UNAUTHORIZED MAIL
FEDEX PHYSICIAN RESIDENT MAIL  

 

UNM MAILING SYSTEMS DEPARTMENT:
The UNM Mailing Systems Department is the mail processing facility for the University of New Mexico excluding University Hospital. The function of Mailing Systems is to process all incoming, outgoing, bulk and inter-campus mail, in a timely and responsible way and in accordance with the rules and regulations set forth by the United States Postal Service and the University of New Mexico. UNM Mailing Systems is located at 1128 University Blvd NE, and is open for business from 7:30 AM to 11:30 AM and from 12:30 PM to 4:30 PM, Monday through Friday, except University designated holidays. Telephone: 277-4124

INCOMING U.S. MAIL:
Incoming U.S. Mail is picked up from the United States Postal Service by UNM Mailing Systems Department staff every morning of every business day, some holidays, and some weekends. This includes all accountable types of mail such as Express, Certified, Registered, and Insured Mail. Use of the UNM Mailing Systems Department for incoming personal mail is prohibited. Incoming U.S. Mail is sorted by mail stop code. If no mail stop code appears, then by department name only, not by the name of the individual addressee. To ensure prompt delivery, correspondents should be provided with a complete address, the department name, mail stop code, and where the recipient receives their mail.

CAMPUS MAIL:
The UNM Mailing Systems Department is to be used for Official University purposes only. Employees should not have personal mail sent to a University office and campus mail should not be used for personal business, for political purposes, or to distribute materials which are not related to the current business of the University. Campus mail is interdepartmental mail addressed by campus senders to campus recipients. Campus mail must be properly addressed with Name, Department and Mail Stop Code. When addressing a campus envelope, all previous addresses must be marked through to guarantee proper delivery to the appropriate party. Campus envelopes may be purchased at the UNM Bookstore. Campus mail must be rubber banded and all addresses facing the same direction. If a regular envelope is used then "CAMPUS MAIL" must be clearly written, typed, printed, or stamped on the front of the envelope, otherwise your mail may be sent to the USPS. Campus Mail not properly prepared will be left at the department. Campus mail is sorted by department name and mail stop code only, not by the name of the individual addressee.

OUTGOING U.S. MAIL:
The proper addressing, packaging and classifying of mail to be forwarded to the U.S. Post Office is the responsibility of the department sending the mail. All outgoing mail will be sent out at the lowest rate unless the department indicates otherwise on the mail piece. Mail printed on red, pink or fuchsia colored paper or envelopes is not accepted by the USPS. Also all outgoing mail must have the department's name, and must include "The University of New Mexico" in the return address. In addition, departments must use their assigned Mail Stop Code. The first two- (2) digits are the Mailing Systems Route identifiers and the last four- (4) digits are Mailing Systems assigned and represent the Department Mail Stop Code. All official out-going U.S. Mail received at the UNM Mailing Systems Department by 3:00 PM will be metered, and will be picked up by the United States Post Office by 3:30 PM. All mail, letter-size and flats must be bundled and rubber banded and separated into the following categories: Domestic, International, and Stamped/Pre-posted. All mail must be upright and facing in the same direction. Mail not properly prepared will be left at the department.

POSTAGE:
Departments are charged for all postage including Certified, Registered, or Insured Mail and for Air Mail or Air Parcel Post to international destinations. Departments that need to know the cost of postage before mailing may bring the article(s) to the UNM Mailing Systems Department or place the campus mail with a note securely attached requesting UNM Mailing Systems Department to determine the postage and return the item. Include with the request a description of the contents, a statement of destination of the article(s) and the category by which it is to be sent. UNM Mailing Systems Department will determine the postage and return the parcel to the department.

MAILING SYSTEMS CHARGE FORM (STICKIES):
In order for the UNM Mailing Systems Department to charge departments for postage, departments are required to have a Master Purchase Requisition, (HSC Departments must have a MPR approved by the HSC Controller's office) on file with the UNM Mailing Systems Department. All mailings that require postage must have a Postal Stickie attached. Mail not affixed with a Postal Stickie will be left at the department. Click here to order more stickies.

RETURN ADDRESS:
The return address must include the sending departments' Mail Stop Code on all outgoing U.S. mail. This procedure will ensure proper billing and/or return of mail to the sending department, if for any reason it is undeliverable. The following is an example of a correct return address:

Department Name
MSC## ####
1 UNIVERSITY OF NEW MEXICO
Albuquerque NM 87131-0001

ENVELOPE ADDRESSING FOR USPS OCR AUTOMATION:
The U.S. Postal Service has implemented Optical Character Read (OCR) automation equipment to process all mail. This process can reduce processing time within the USPS system. The OCR software reads the address from the bottom up. It looks for a city name, state abbreviation and zip code. It then compares this information with the street address to ensure that this combination is in the USPS national database. If the data matches, the mail piece is handled through automation equipment, if not it is handled manually and can be delayed.

OCR automation requires that all lettering be capitalized, using plain block letters or a typeface such as Helvetica. All punctuation must be omitted, except the hyphen in the Zip + 4 code. Use abbreviations whenever possible. Keep address lines in the same order as shown below. Make sure the address is as complete as possible, including all apartment or suite numbers and proper delivery designations such as RD (Road), ST (Street), NW (Northwest), and S (South).

MR HAROLD WILSON
DUKE UNIVERSITY PRIMATE CENTER
4765 S CAMPUS DR
DURHAM NC 27708-0586

ENVELOPE SEALING:
All letter-size envelopes more than 1/4 inch in thickness must be sealed by the department of origin. Mail that needs to be metered and sealed must be presented to the UNM Mailing Systems Department in a stacked form, and rubber banded together. Individual pieces must be pre-sealed. Flats (usually large manila envelopes) and envelopes, larger than 6 inches by 9 inches, must be either sealed or taped closed. Do not use metal brads, as the brads will cause the metering machine to jam. The UNM Mailing Systems Department staff will not seal stamped or pre-posted envelopes. Envelopes containing buttons, pins or bulky items must be packaged in a padded envelope.

ENDORSEMENTS:
The mailer should endorse all large flats and parcels to show the classification under which they are to be mailed. These are some of the endorsements that may be used.

1st Class Weighing less than 13 oz. ---"FIRST CLASS"
Weighing more than 13 oz. ---"PRIORITY MAIL"
Package Services Weighing less than 13 oz. ---"FIRST CLASS"
Weighing more than 13 oz. ---"PARCEL POST"
Weighing more than 1 Lb. ---"MEDIA MAIL"
Weighing not more than 70 Lbs. ---"LIBRARY MAIL" or
"BOUND PRINTED MATTER"

PARCELS:
Parcels may be sent Media Mail, 1st class, Priority, Express Mail or International Mail. All parcels must be properly endorsed to indicate the class of mail by which they are to be sent. If no endorsement is present, then the parcel will be metered at the lowest possible, and potentially slowest, rate. All parcels must have any required endorsements and/or labeling appropriate to their contents such as "FRAGILE", "BIOHAZARD", and hazardous materials labels. Please consult with the UNM Mailing Systems Department or the U.S. Postal Service before packaging any hazardous material to be sent through the U.S. Mail.

FEDEX:

PRIORITY MAIL:
Priority mail consists of all First Class mail weighing 13 ounces or more up to 70 pounds. In addition, mail weighing less than 13 ounces may be sent as Priority Mail, providing that the postage for the minimum Priority Rate (13 ounces) is paid. The USPS allows one to three days for delivery of Priority Mail. Delivery time is based on zones.

SPECIAL LARGE FIRST CLASS MAILINGS:
Special large First Class mailings are any single mailing (from one piece to infinity) that does not qualify for Bulk Rates and costs $30.00 or more in postage. ALL Special Large First Class Mailings must be delivered to the UNM Mailing Systems Department no later than 2:30 PM for them to go out the same day. As with bulk mailings, please consult with the UNM Mailing Systems Department BEFORE printing or preparing ANY Special Mailing. This is to ensure that your mailings comply with USPS regulations.

CERTIFIED MAIL:
Applies only to First Class mail, and provides a receipt for the sender and a record of delivery at the post office of the addressee. Obtain "CERTIFIED MAIL" labels and accompanying receipt forms from the UNM Mailing Systems Department. Fill out your return receipt form if you require information showing to whom and when delivered. Using the provided adhesive backing, affix the return receipt to the back side of the article. Affix the numbered label on the front and to the right of the return address. UNM Mailing Systems Department staff will put the correct amount of postage on the article, and return the post-marked green & white portion of the certified label to the sender.

REGISTERED MAIL:
Applies to mail prepared with First Class, Priority, or International Air mail. This service provides the maximum protection and security for valuable mail, and evidence of mailing and delivery. All outgoing Registered mail is processed by UNM Mailing Systems Department. Prepare your registered mail by making certain that all seams of the mailing piece are completely sealed with brown reinforcing paper tape only. This tape is available at the UNM Bookstore. On a separate piece of paper enter the Purchase Requisition Number to which the postage is to be charged, and the dollar value of the registered article. Scotch tape the piece of paper to the package, and leave the item at your regular department mail pickup location. Registered articles must be received at UNM Mailing Systems Department before 2:00 PM to be sent out the same day.

INSURED MAIL:
First, Third, and Fourth Class mail may be insured for up to $5000.00. Obtain "INSURED MAIL" labels from the UNM Mailing Systems Department. Fill out the information on the blue & white receipt and the green return receipt appropriately and affix them to the article using the provided adhesive backing. Affix the numbered label on the front and to the right of the return address. Fill out a return receipt form if you require information showing to whom and when delivered and affix the return receipt to the article. UNM Mailing Systems Department staff will put the correct amount of postage on the article, and return the post-marked white portion of the insured label to the sender.

EXPRESS MAIL:
Consult UNM Mailing Systems Department staff for Express Mail Service. Express mail will be metered by the UNM Mailing Systems, and picked up by the U.S. Post Office each day at 11:00 AM and 3:30 PM. Please check with Mailing Systems before mailing your Express mail. Cut off times varies for next day delivery.

INTERNATIONAL MAIL:
International Mail received at the UNM Mailing Systems Department for mailing must be endorsed "AIR MAIL" or "ECONOMY MAIL" and must be separated from Domestic Mail. Due to U.S. Postal Service, International Postal and FAA regulations the following policies must now be implemented:
1. All International Mail larger than letter size weighing more than 16 oz. must have a completed and signed in duplicate PS form 2976 (small green and white form) appropriately affixed (not blocking the upper right-hand corner, using the peel and stick adhesive provided on the form) to the article.
2. All International Mail weighing more than 4 pounds must have PS form 2976-A completed, signed, sleeved in PS form 2976-E (label sleeve), and appropriately attached to the article. Many countries enforce weight and content restrictions. Please consult with UNM Mailing Systems Department staff or the U.S. Postal Service for more information on restrictions imposed on foreign mail.

STANDARD (BULK) MAIL PREPARATION:
All standard mailings for the University of New Mexico must be processed through the UNM Mailing Systems Department. Standard Mail must consist of entirely identical pieces that are separately addressed and total at least 200. No International mail may be included. Each piece must be identical in weight, content, envelope size and color. (NO red, pink, or fuchsia envelopes allowed.) All standard mailings must include 2 sample pieces for UNM Mailing Systems records. No advertisements may be included in the content. Please allow 3 business days for standard mail processing. Please consult with the UNM Mailing Systems Staff BEFORE designing any mail pieces or before printing the piece to be mailed.

1. ACCEPTABLE STANDARD (BULK) MAIL

UNM Mailing Systems Department staff will accept Standard Mail with the authorized indicia on the upper right corner for mailing. Standard mail, which does not include the indicia, must have the upper right hand corner clear for metering.

2. INDICIA

Fig. 1  Permit 39

a. The Indicia (Fig. 1) must be clearly visible in the upper right hand corner of the address (usually the front) of each mailing piece. Nothing may be to the right of the Permit Imprint. Right click on the above image to download the indicia.

b. Indicia may be made by printing press, hand stamp, lithography, mimeograph Multigraph, Addressograph, electronically (e.g. laser printing), or similar devices. The "box" around the indicia is recommended but no longer necessary according to U.S. Postal regulations. The indicia may not be typewritten or hand written onto the mailing piece. UNM Mailing Systems will loan a hand stamp to University Departments that want to affix the indicia in this way.

c. Permit number 39 has been assigned to The University of New Mexico by the United States Postal Service.

3. LAYOUT OF MAIL:

a. All addresses must face in one direction, and must include the correct Zip code.

b. All mail must be in Zip Code sequence starting from the lowest Zip Code to the highest. (01234---99990)

c. All mail must include 1 UNIVERSITY OF NEW MEXICO as part of the return address. The return address must be in the upper left-hand corner of the mailing piece. The return address must include the sending department's Mail Stop Code. "The University of New Mexico" must be the top line of the return address. Only the official UNM logo may be used in the return address.

d. A sample piece must be included with the mailing. On the sample piece, a Postal Stickie must be applied and a contact name and phone number must be written on the piece.

OR

Departments can eliminate items a. through c. above by taking advantage of the Mailing Systems/UNM Copy Center "Print to Mail" and list management programs. Please call UNM Mailing Systems at 277-4124 or UNM Copy Center at HSC BMSB 272-4900, or DANE SMITH HALL 277-8267 for more information.

4. OUTSOURCED MAILINGS:

United States Postal Service (USPS) regulations require an authorized signature on the forms that must accompany mailings that are sent under UNM's various USPS permits. Any department utilizing an off campus mail processing vendor must inform the vendor that UNM Mailing Systems must approve all USPS forms prior to presentation of the mailing to the USPS Business Mail Entry Unit. UNM Mailing Systems also requires the following information for each mailing that is processed off campus:

    a. A valid Purchase Requisition Number with UNM Mailing Systems.
    b. Department contact name and telephone number.
    c. A sample piece of the mailing.
    d. A copy of the Postage Statement.

All mailings presented to UNM Mailing Systems without the above information will be refused

REPLY POSTAGE:
There are two types of reply postage used by UNM Mailing Systems Department: Business Reply Mail and Pre-metered Reply Postage. All Business Reply Mail must be processed through the UNM Mailing Systems Department under the guidelines set by the U.S. Postal Service. UNM Mailing Systems will provide USPS approved artwork for Business Reply Mail. ALL Business Reply Mail Postage will be billed back to the department of origin. ANY items needing Pre-metered Reply Postage or Business Reply Mail must meet the U.S. Postal Service guidelines. Departments must consult with UNM Mailing Systems before submitting items to be Pre-metered or for Business Reply Mail.

CHANGE OF ADDRESS:
It is the responsibility of the University department to inform the UNM Mailing Systems Department in writing of any change of Location (i.e. relocations, reorganizations,) that may affect the delivery of mail to that Department. The U.S. Postal Service will not accept change of address cards or effect forwarding orders for any individual at UNM. The individual receiving mail must execute all address changes with ALL CORRESPONDENTS. It is the responsibility of the department to prepare mail intended for individuals who have left UNM for forwarding or return. If the item is to be forwarded then cover the address, except the name, with a label containing the new address. If the item is to be returned then mark-out or cover the recipient address, except for the name, and any bar codes that are present. The UNM Mailing Systems Department will stamp the item with "Return to Sender" if necessary.


UNAUTHORIZED MAIL:
UNM Business Policies and Procedures Section 6340, titled "Mailing Services" states:

Campus mail or U.S. mail sent at University expense may not be used:

  • for political purposes;
  • for the business of an organization unaffiliated with the University to which an employee may belong;
  • for personal purposes by an employee; or
  • for the distribution of materials which are not related to the current business of the University.

All letters bearing the sender's home address as the return address are assumed to be personal mail and may be deposited with official University outgoing U.S. mail. Personal mail must have the proper postage affixed.


MASS DISTRIBUTION:
Departments wishing to inform UNM campus personnel or a segment of campus personnel about official departmental matters may do so by making arrangements directly with the UNM Mailing Systems Department. The notices are delivered in bulk, without envelopes or addresses, to department offices for distribution to individuals.


MAILING LABELS:
Mailing labels for faculty, staff, and administrators, are available through the UNM Copy Center. The UNM Copy Center can also provide "set labeling" services that are printed directly on flyers. The UNM Copy Center should be contacted for information regarding these specialized mailings.
HSC BMSB 272-4900 / DANE SMITH HALL 277-8267.


STUDENT RESIDENT MAIL:
All student resident mail should be properly addressed with the students Name and Box Number. Please inform all student residents and their correspondents of the appropriate mailing address. An example of a properly addressed mail piece:

STUDENT NAME SRC ####
2700 CAMPUS BLVD NE
ALBUQUERQUE NM 87106-8000


PHYSICIAN RESIDENT (HOUSE OFFICER) MAIL:
All residents should receive their mail through their clinical departments. EXCEPTION: some residents in the Department of Internal Medicine (and possibly a few from other departments) will receive their mail at the University Hospital Mailroom, 2211 Lomas N.E., Albuquerque, NM, 87106. Physician Resident Mail, except when going off campus, is a type of Campus Mail and thus should be properly addressed with their Name, Department, and Mail Stop Code. Please inform all residents of their appropriate mailing address. The University Hospital Mailroom (272-2597) has a complete list of all residents receiving mail at that facility.