Online Access for Mail Services Charges

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_Workday option and entering the 6-digit account number (without dashes) along with required year and month ledger dates, will generate the report. The report may be exported to a PDF, Excel or Word document by selecting the preferred icon. The document may then be saved and/or printed for your use.

Business Reply Mail

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 (QBRM)

Quality Business Reply Mail Program

Action is needed to ensure University departments receive best rates on Business Reply Mail Pieces.

University departments can realize deep handling discounts by making a simple design change to their Business Reply Mail pieces. 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 $.766 per each returned item. Currently, departments who have not transitioned to the QBRM program, are paying a USPS processing fee of $.083 per returned item (plus first-class postage). Effective January 26, 2014, customers who have transitioned to the QBRM program, the processing fee will be $.064 ($.008 increase) per returned item (plus first-class postage).

Please note that only letter-size pieces and postcards can receive a discounted handling fee. Flat-size pieces and parcels incur a handling fee of $.766 per returned item.

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 transitioning to the QBRM program as well as on other mail pieces through their design specialists in order to provide the best costs. For more information, please contact Jerrod Jopson at 275-9799 or email UMS-ADMIS@facilities.rochester.edu.

• Business Reply Mail – USPS regulations and Printer specifications

In need of Interoffice Envelopes or Supplies?

University Mail Services keeps an abundant supply of reusable paperclips, binder clips, and rubber bands. So before you order a new supply consider replenishing with used ones. For supplies or interoffice envelopes, please call x5-5684 or email Karen Uschold at kuschold@facilities.rochester.edu with your request and we’ll quickly deliver them through intramural mail.

Ink Jet and Toner Cartridge Recycling

To recycle your used ink jet and toner cartridges, you can mail them to University Mail Services at Box 270001. Please place cartridges in original or replacement packaging. For more information on the University’s recycling efforts: https://www.facilities.rochester.edu/sustainability/index.php

Quarterly Newsletters

• Fall 2013
• Spring 2014

Campus Mail Center

The Campus Mail Center is located in the lower level of Todd Union and is open Monday through Friday, 9am to 5pm, Saturdays 10 am to 2pm (academic year only)

In addition to offering most of the services that a regular post office would offer, we are able to ship out and receive letters and packages using USPS, FedEx, UPS and DHL. The mail center also processes all on-campus student mail. Mailboxes are accessible during extended building access hours when school is in session. Packages too large to fit into a mailbox may be picked up at our service window during regular business hours.

• New Student/Move-In Information
• Shipping and Receiving FAQ

Box Rental

Each student is provided with a Campus Mail Center box (which remains the same for four years) to receive both U.S. and campus mail.
Who Can Have One: All full-time faculty members, administrative department, full time students.
How to get one: Come to the front window at the Campus Mail Center.

Services

Although we are not an official United States Post Office, we provide all the basic shipping services including:

• Stamp sales
• International mail shipment
• Local mail shipment
• Express and Overnight Envelopes
• Flat rate and various size cardboard boxes
• Regular and Padded Envelopes

We also provide services with UPS, FedEX and DHL. We will do our best to recommend the best shipper for your needs. We have a variety of envelopes and packaging to accommodate most shipping needs. Reminder: All parcels must be packaged properly to avoid any damage in shipment. International bound mail over 13 ounces requires a custom declaration form.

Outgoing Mail

For postage sales the Campus Mail Center window is open Monday -Friday 9am-5pm, Saturday 10am-2pm (academic year only.) The mail drop is located next to the front window. Mail is picked up from the USPS at 4:30pm each day. All outgoing mail must be received at the Campus Mail Center no later than 4:00pm to ensure same-day delivery to the United States Post Office.

In addition, the Campus Mail Center offers a wide variety of services for sending mail:

Domestic Mail Services

First Class Mail: Standard delivery for letters, postcards and packages up to 13 ounces. Postage is based solely on weight. To see the cost and estimate delivery time click here.

Priority Mail: 2 to 3 day delivery for letters and packages up to 70 pounds. Prices are based on weight and destination. Destinations are divided into zones, so the farther away the destination of your package, the more it costs to send it. To see the cost and estimated delivery time click here.

Express Mail: Next day delivery to most zip codes for letters and packages up to 70 pounds. To see the cost and estimated delivery time click here. Coverage is only provided for the actual value of items. Please speak with a Mail Clerk about insurance options for Express Mail.

Parcel Post: A less expensive alternative for sending packages up to 70 pounds. Delivery time averages 5 to 11 days. Prices depend on weight and destination and are zoned the same as Priority Mail. To see the cost and estimated delivery time click here.

Media Mail: The least expensive way to send books, cds or videos, up to 70 pounds. Delivery time averages 5 to 11 days. Prices are based solely on weight. To see the cost and estimated delivery time click here.

Extra services that can be combined with the above items:

Certified Mail: Also provides proof of mailing. Most commonly used with Return Receipt (see below). Can only be used with First Class and Priority Mail.

Delivery Confirmation: Online tracking for packages. Provides delivery date and time. Click here to track. Can only be used with Priority Mail, Parcel Post, Media Mail and First Class packages.

Insured Mail: Items must not be insured for more than their value and coverage is only provided for their actual value. Please speak with a Mail Clerk about insurance coverage options.

Return Receipt Requested: Provides the mailer with a postcard that shows the date and time of delivery and the recipient's signature. Use a Return Receipt if you need physical proof of delivery or a signature requirement for delivery. A Return Receipt can only be requested with Certified Mail.

Signature Confirmation: Online tracking for packages with an additional signature requirement for delivery. Provides delivery date and time. Click here to track. A physical copy of the signature can be requested. Can only be used with Priority Mail, Parcel Post, Media Mail and First Class packages.

International Mail Services

International Air Mail: Delivery by air of letters and parcels to virtually anywhere. Letters normally take 10 to 14 days for delivery. Parcels take 10 to 14 days.

Global Priority Mail (GPM): 3 to 5 day delivery for letters and light parcels up to 4 pounds. Available to a limited number of countries.

Express Mail (EMS): 3 to 5 day delivery for letters and parcels.

Insured Mail: Covers against loss or damage.

Other Mail & Shipping Services

We also offer alternatives to the US Postal Service which are available at the Package Store. These services include:

• UPS
• FedEx
• DHL (International Shipping)

Incoming Mail & Packages

All mail and packages addressed to students on campus should follow the format below
(where XXXX is the last four numbers of the student's mailbox):

Student Name
CMC Box #27XXXX
University of Rochester
500 Joseph C. Wilson Blvd.
Rochester, New York 14627

Letter Mail: In order to receive mail on campus, students are required to have a Campus Mail box. Your campus address must appear on all incoming mail and packages. Incoming letter size mail is placed into the student’s mailbox and is available to be picked up after 10:30am. If mail is received without your CMC box number it may be delayed. Do not include your dorm address, there is no direct delivery of mail to student dorms. Students are expected to check and empty their mailbox on a regular basis.

Package Mail: The Campus Mail Center receives packages from all of the major carriers throughout the day.
Students and box holders receiving packages or items that are too large to fit into your box are notified via email from the Campus Mail Center (CMC) when the package is ready for pickup. Each email represents one package. You will need a photo ID, preferably your UR ID card, to pick up your package. Students are responsible for picking up their packages in a timely manner; packages that are not picked up within two weeks are returned to sender.
Packages can be picked up at the package store window during open hours. Please wait until you receive an email from the CMC to pick up your package; notifications directly from carriers and/or companies such as Amazon only indicate that the package has been delivered to the University and does not signify that the package has been processed through the CMC. Our staff is working diligently to make sure your package is processed quickly.

Tracking Mail

To reach their tracking page.

• United States Postal Service
• United Parcel Service
• Federal Express
• DHL Worldwide Express

Forwarding Student Mail

To set up mail forwarding you first need to know about what type of things we can forward to you:

First: Only first class letters and flats can be forwarded.

Second: All other mail is either returned to sender or recycled. This includes magazine subscriptions!

Third: All packages such as from USPS, FedEx, UPS, and DHL cannot be forwarded and will be returned to sender. Or you will need to contact us and generate a new shipping label addressing it from your CMC box to your temporary/permanent address. Please email us at cmc@facilities.rochester.edu for more information.

To set up your mail forwarding please visit: https://www.facilities.rochester.edu/mail_forwarding/

Once there you will be asked for your student ID number NOT your NetID. Everyone was emailed their own password, however if you have forgotten yours there is a “Forgot Password: link to recover it. Click that button, enter your Student ID number and a new password will be emailed to you.

Campus Mailbox Availability

Office mail delivery is for University-related business only. However, if you would like the convenience of a campus address for personal mail and packages, consider renting a campus mailbox. A personal on-campus delivery address is only $35 for six-months or $70 for a year-long rental. Mailboxes are located in the Todd Union Building. Stop by the Campus Mail Center for more information or contact 275-7495.

For University Faculty and Staff: With the height of online-shopping season upon us, please remember that personal packages/purchase shipments should not be addressed for delivery to your department.

Payments Accepted

The Campus Mail Center now accepts credit cards in addition to cash, check, Student URos and departmental blue requisitions.

Forever Stamps

Forever stamps are good for mailing a First Class (1 oz.) letter and can be used at any time regardless of any future postage increases. The Postal Service rate for forever stamps is currently .63 cents. Booklets of 20 can be purchased for $12.60. Larger quantities may be ordered by contacting cmc@facilities.rochester.edu or calling 275-3991.

Available to Purchase

• Postage Stamps
• Metered Postage
• Express and Overnight Envelopes
• Flat rate and various size cardboard boxes
• Regular and Padded Envelopes
• Money Orders are no longer available due to contractual changes with the Postal Service.

Fax Service

Students may send and receive faxes at the Campus Mail Center.

• $1 per page for Faxes sent within the United States and all received faxes
• $5 for first page and $1 for each additional page for International.
• When receiving faxes, be sure to have the sender include your CMC Box.

Mail Operations Center

Located on Mt. Hope Avenue, the Mail Operations Center is the University’s main mail processing facility where all incoming USPS mail for Zip code 14627 (River Campus) is received. The Mail Operations Center processes all departmental 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, Visiting Nurse Service, and the Mt. Hope properties. It is also the hub of the University’s intramural system linking all of these areas. University Courier Services transports all intramural mail from the Mt. Hope facility to departments and complexes throughout the University.

Bulk Mail

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:

• Database Processing
• De-duping Lists
• Word Merge/Variable Data Printing
• Printing: Color, Black & White
• Folding
• Labeling
• Inserting
• Tabbing (Wafer Sealing)

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

More information on Bulk Mail processing and Nonprofit eligibility is available at the following links:

Meter Mail

Most of the correspondence leaving the University is metered mail. To use this option, departments can attach a mailing slip to the mailand 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:
https://www.facilities.rochester.edu/_forms/metermail_order/index.php

Stamped Mail

• All stamped mail should be sealed by the sender before mailing.
• If you wish to use stamps, a selection of self-adhesive postage is available for sale from the Campus Mail Center and can be charged to your University budget account number.

Intramural Mail

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.

International Mail

• International mail should be submitted seperate from U.S. mail.
• A seperate departmental mailing sheet should be attached.
• Packages and parcels in excess of 16 ounces require custom documentation.
• Please contact the Campus Mail Center with any questions on how to fill out the custom forms.

To request a quote for your bulk mailing project, please email ums-admis@facilities.rochester.edu.

Courier Delivery Locations

Interoffice mail can be sent without postage to the following locations. However, when sending packages or excessive volumes, delivery fees may apply. Call x5-2001 for details or click on Online Delivery Request Form

Add or Change Delivery Locations

If your department is moving permanently or temporarily, or if it needs additional delivery locations, daily stops, or specialty runs, call the couriers at x5-2001 for options and quotes.

On-Demand Delivery Charges

A brief description of charges and services is available for customers who wish to get a sense of how On-Demand charges are determined. Remember to call Courier Services at x5-2001 to get an exact quote.
On-Demand Delivery Price Chart

Student Employment

There are two different job opportunities for students. The first is as a Foot Courier, which is based out of the Campus Mail Center in Todd Union, and the other is as a Driver. Both will deliver mail and packages to departments; the Foot Courier to the River Campus, Drivers to the rest of the University Community including Eastman School of Music and the Memorial Art Gallery.

For Drivers, complete driver safety training is provided which may include any or all of our gas, electric (van/ Segway), and hybrid vehicles.
Look for Job Number 13216 on the Student Job Board.

• Foot Courier Job Description
• Driver Job Description

Weather Related Delays / Emergency Conditions

Mail delivery can be impacted during severe weather conditions. All mail and courier deliveries will be suspended upon the declaration of a State of Emergency by Monroe County, or when the Courier Supervisor and the Mail Management Team decide that conditions are such that the safety of pedestrians, other drivers, and courier staff are at risk.

Delivery delays and suspensions will be announced through the Facilities Notification listserv. If you wish to receive these emails please follow the link below and sign up for this service.
Facilities Notification Listserve

Forms

Courier Delivery Request Form - Online request form for courier delivery. For a complete list of delivery locations and a price chart, please visit the Courier Services web page.

Envelope/Supply Request Email - University Mail Services keeps an abundant supply of reusable paperclips, binder clips, and rubber bands. So before you order a new supply consider replenishing with used ones. For supplies or interoffice envelopes, please call x5-5684 or email Karen Uschold. Your supplies will be delivered through intramural mail.

Online Student Forwarding - Students may change their forwarding address and start or stop mail forwarding online. Your Student ID and unique password are required to login.

Mail Services Charges Report - University departments have access to view and print their monthly departmental mailing and courier delivery charges. Charges for ledger reconciliation are available after the 3rd of each month. Complete instructions for running this report are available here.

Request for Meter Mail Account Sheets - With a mailing slip attached to outgoing correspondence, mail can be couriered to University Mail Services for delivery, and departments are direct billed for the required postage. To order department meter slips, fill out a request at the link above. More information about Metered Mail is available by visiting the Mail Operations Center web page.

Contact Us

If the information you're looking for is not at this site, or you have questions of a specific and detailed nature, please don't hesitate to contact us at any time. Our staff will be more than happy to talk with you so that your mailing needs will be a success!