MAIL PREPARATION & PROCESSING  -  QUICK REFERENCE GUIDE

**This chart serves as a reference guide for preparing and processing
outgoing official University mail.  **

Departments must separate and bundle mail as follows for pick up or acceptance at USC Postal Service:

 (1) Mail to be Metered   (Separate, bundle and  attach appropriate Postal Authorization form to each bundle, tray, tub and parcel) 

(2) Stamped Mail  (mail to USC Regional Campuses

(3) Metered mail  (mail which has been metered prior to being received at USC Postal Service)

(4) Interagency Mail

(5) Shuttle Mail

(6) Intra-campus mail to Depts  (bundled by Dept)                                    

(7) Intra-campus mail to Student PO Boxes (Must be in Ascending box number order. Campus mail must be separated from all other mail and stamped campus)

(Must be in strict ascending box number order and placed in mail trays)     

Postal Authorization Form

Types

of

Mail

Max. Weight / Size

Note:  Max. Thickness on all size envelopes is   ¼ inch.

Special Service Options / Forms

And Other Important Information

***Zip Codes Required on all mail matter sent within US***

USC PO 1

First Class

(Non-Presort)

Max. Wt:      70 lbs

Max. Size:   108  in.

 Length, width and girth combined

Envelopes

Must be SEALED and placed in mail trays

Parcels over

5 lbs. :

UPS Ground Service is recommended

for both tracking and cost effectiveness.

Special Service Option forms must be completed and attached to mail piece prior to being received at USC Postal Service.  A fee for each of the following special service options is charged in addition to required postage.

       ▪  Certified                              

       ▪  Priority

       ▪  Delivery Confirmation 

       ▪  Registered

       ▪  USPS Express

       ▪  Return Receipt   

       ▪  Insured

       ▪  Signature Confirmation

Priority

Approx. 2 to 3 day delivery in US only    ( not guaranteed )

USPS Express

**Guaranteed delivery**

24 to 48 hrs depending on zip code and transportation** (US only)

USC PO 2

First Class

Presort

(Service available in US only)

Max Wt:

2 ounces or  less

Max Size:

#10 Business letter size or flats 1/4inch thickness or less.

Envelopes

Must be FLAPPED or sealed and placed in mail trays

▪  No Special Service Options Available or Required

▪  Zip Codes required on all mail pieces

▪  No parcel service available

USC PO 3

International

Must be separated from US Mail !

Max. Wt:

70 lbs

Max. Size:

108  in.

  Length, width and girth combined

Envelopes

Must be SEALED and placed in mail trays

▪  Registered   ▪  USPS Global Express

▪  USPS Global Priority ▪  USPS Customs Declarations Form**                                             

Note:  USPS Customs Declarations Forms must be completed and attached to all parcels and mail matter larger than a #10 Business envelope.

Country designation must be written out completely in English on last line of address.

USC PO 4

United Parcel Service

(UPS)

Max. Wt: 

150 lbs.

Max. Size: 

108 inches

Length, Width and Girth combined

Parcels weighing 5 lbs. or more - UPS Ground Service is recommended for both tracking and cost.

▪ Service options below must be written on face of mail matter when not using designated UPS envelopes.

▪   Ground ▪   2^nd Day Air ▪   COD

▪   Next Day Air ▪   3 Day Select ▪  Insured

▪ Saturday or Holiday Delivery Not Available on  UPS Ground Option

▪ Add’l charges will apply for Next Day, 2^nd Day, and 3 Day Select Deliveries on Saturdays and Holidays.

▪ Items are automatically insured up to $100.00 at no cost.  Add’l insurance may be purchased for items with monetary values $100.01 - $50,000.  Items with declared value s over $999.99 must contact Mail Processing Unit at 777-2158 or 777-2159.