1510 Mt. Hope Avenue P.O. Box 270001 Rochester, New York 14627-0001
| NEW: mail services charges | campus post office | meter mail | stamped mail |
| business reply mail | bulk mail | intramural mail | courier services |
| international mail | newsletters | QBRM | contact us |
Mail Services is part of Central Administration and a division of University Facilities and Services (UF&S) Support Operations.
The main mail processing facility is located at 1510 Mt Hope Avenue where all incoming USPS mail for Zip code 14627 (the River Campus) is received.
Mail Services processes outgoing mail and bulk mailings for the entire University including: the Medical Center complex, River Campus, South Campus, Eastman School of Music, Memorial Art Gallery, Highland Hospital, and the Mt Hope properties. It is also the hub of the intramural system linking all these areas. Courier Services transports all intramural mail from the Mt Hope facility to departments and complexes throughout the University. Point-to-point delivery service within and without the University is also available.
University departments will now have access to view and print their monthly departmental mailing and courier delivery charges. As of May 1, 2013, charges for ledger reconciliation will be available after the 3rd of each month online at Mail Service Charges. Users sign-in as 'guest_mail' and use 'mail' as the password. Clicking on the JobActivityByDate option and entering the 6-digit account number (without dashes) along with required to/from ledger dates, will generate the report. You may save or print the report as a PDF by choosing to export as PDF. Full instructions can be found here.
USPS is modifying rates on Business Reply Mail pieces.
Action is needed to ensure
University departments receive best rates.
University departments can realize deep handling discounts by making a simple design change to their Business Reply Mail pieces. As of January 2013, all departments that are using or planning on using Business Reply Mail for postage paid correspondence mail should have their reply pieces (envelopes, postcards, etc.) reclassified and qualified by the US Postal Service to adhere to the new Quality Business Reply Mail (QBRM) standards. By doing so, departments will avoid a handling cost of $.704 per each returned item. Currently, departments are paying a USPS processing fee of $.087 per returned item (plus first-class postage). Effective this coming January, as an incentive for customers to transition their correspondence mail to the QBRM program, the Postal Service will reduce the processing fee to $.056 per returned item (plus first-class postage). For those departments that do not migrate to the QBRM program, the processing fee will increase to $.760 per returned item (plus first-class postage).
Please note that only letter-size pieces and postcards will receive a discounted handling fee. Flat-size pieces and parcels will incur a handling fee of $.760 per returned item beginning this January.
Reclassifying your Business Reply Mail to the QBRM program is an uncomplicated process that simply involves redesigning your reply piece by replacing the POSTNET barcode with an Intelligent Mail Barcode (IMB). (See examples below.) It would be advantageous for those departments who utilize Business Reply Mail to contact their respective printers to ensure their pieces meet these new standards.
All departments are welcome to contact University Mail Services (UMS) for assistance on this transition as well as on other mail pieces through their design specialists in order to provide the best costs. For more information, please contact Pete Lootens at 275-5684 or email plootens@facilities.rochester.edu.
Located in Todd Union, the Campus Post Office is a privately run station of the United States Postal Service. The USPS contracts the University to sell postage and money orders; handle special service mail such as Express, Certified, Registered, and Insured. Mail is picked-up by the US Post Office at 5:00 PM Monday through Friday.
Most of the correspondence leaving the University is metered mail. To use this option, departments can attach a mailing slip to the mail and have it delivered through intercampus courier routes to University Mail Services. We will attach the required postage and direct bill departments through our month end accounting entries.
Meter mail may include but is not limited to regular business letters, large envelopes, packages, etc. Metered mail must show the complete return address for the University office of origin on each piece. It must be mailable by the standards of the U.S Post Office.
Please note, personal mail will not be posted or paid for with departmental metered mail.
To order department meter slips, fill out a request at the following web address:
www.facilities.rochester.edu/mailservices/metermail_order.php
Mass mailings continue to be an efficient way to recruit new students, market medical services, distribute information,
and solicit donations. However, if done improperly, it can also be very expensive. Mail Services staff are recognized
local leaders in bulk mail processing and can help customers get the best postage discounts, lowest processing costs,
and fast turnaround times; they can help generate as much as 30%-40% in postage savings. Experts in nonprofit mailings,
services include:
A number of design and processing elements are needed for a mailing to qualify for special rates. We recommend the first step in producing your bulk mailing would be to contact University Mail Services at x5-1013 and consult with our mailpiece design experts.
Intramural mail is delivered to the Universities internal departments including: the Medical Center complex, River Campus, South Campus, Eastman School of Music, Memorial Art Gallery, Highland Hospital, and the Mt Hope properties.
Don't have the time or resources to deliver your package or document quickly? Contact our Courier Services at x5-2001, they offer expedited pickup, delivery and signature confirmations for all of your important documents.
Couriers deliver incoming USPS mail to those departments using the University’s 14627 Zip code, as well as transporting all interoffice correspondence between the various areas and properties of the University. Most River Campus locations receive twice a day delivery where mail is dropped off and their outgoing mail is picked up for processing. The Courier Services On-Demand service allows customers to have important packages and mail items delivered throughout Monroe County at competitive rates.
Courier Services can also create special, direct runs for departments to move mail, documents, and packages among related operations. Department funded, this is an expedited service that goes directly between those areas rather than going through the regular interoffice hub at 1510 Mt. Hope.
For quotes or questions, please call the Courier Services at (27)5-2001.
Please follow the links below for more information on selected topics.
The University maintains a First Class Business Permit to provide a cost-effective means for University departments to receive mail responses for surveys, information requests, etc.
Specially formatted pre-addressed cards or envelopes are provided at no cost to the respondent so they can easily return the request.
Departments will pay for the number of pieces returned at the applicable first class rate of postage plus an applicable USPS accounting fee. The mail is then routed to your department after it is received. BRM is very effective when a high number of responses are necessary.
Due to strict regulations from the USPS, we encourage you to contact us to approve and print your business reply envelopes.
Please see Quality Business Reply Mail above.