The United States Postal Service currently delivers the University mail Monday through Friday to the Mail Services Operation Center located at the 1622 Ownby Lane. Mail is sorted and distributed to VCU and VCU Medical Center satellite mail centers for filing into the respective P O Box. Mail is ready for pick up by departments no later than 11:30 a. m. Monday through Friday. Effective January 1, 2002, the USPS will NO LONGER forward mail to VCU & VCUHS unless it contains the proper address information. Incoming mail MUST be addressed with your six (6) digit P O Box number. Mail not properly addressed is researched by the use of the University Directory System. The delivery of mail requiring research may be delayed. An addressee not found on the VCU locator will be returned to sender for insufficient address.

VCU MAIL SYSTEM:
University Campus Mail is processed on a continuous basis and should be in "campus or inter-agency envelopes" and NOT white or letterhead envelopes. The campus address should ONLY include the NAME OF ADDRESSEE, DEPARTMENT, AND THE SIX (6) DIGIT P O BOX NUMBER. Street addresses, building names or room numbers are not necessary and will delay delivery. Please consult the on-line Faculty and Staff directory for campus mail box numbers. Should an incorrect box number be associated with an individual's name, please process a Personnel Data Form (PDF) to correct the box number. The PDF form should be available from the department's timekeeper.

Campus Mail Should Be Addressed as Follows:

The University requirements for proper preparation of outgoing mail are as follows:

• VCU postage meter charge card(s) MUST accompany all mail deposited for metering. (Metered Mail Charge Card) One signed card should be attached to each bundle of mail. Postage charge cards received in Mail Services not completed or mail received with no postage card attached will be returned to the department. Postage charge card information includes: department charge code (budget code), department name, signature and telephone number. To prevent misuse of the meter charge card, cards should not be completed until they are ready to be attached to the outgoing mail.

• Any handwritten mail presented to Mail Services must be banded separately from typed or computer generated mail and a VCU postage charge card attached to each bundle.

• All mail must have the department six (6) digit P O Box number in the return address. Any mail not containing this information will be returned to the department.

• All letter mail presented to Mail Services must be facing the same way, sealed or flapped. Flat mail larger than #10 envelope presented to Mail Services must be facing the same way and sealed.

• Pre-stamped and Business Reply mail must be banded together.

• A fully completed form must accompany mail needing special services such as mail needing a Return Receipt Requested must be accompanied by a fully completed form. (See Special Services Link)

• Foreign Mail, including Canada and Mexico, must be sealed and banded separately and marked Air Mail.

• Mail not properly addressed (see sample format for addressing incoming and outgoing mail) will be returned to the departments. Any returned mail that requires additional postage will be charged to the departments.

• All large or bulk mailings should be coordinated in advance with Mail Services. Please call 8-3868 BEFORE materials are printed. Mail Services can help in the design to make sure all USPS guidelines are met.
  

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Standard (Non-profit/Bulk) mail consists of 50 pounds or at least 200 or more identical pieces of mail in size, weight, and contents. Types of mailings that may qualify include announcements of a meeting, seminar, or a monthly newsletter etc. Postage savings relative to submitting mailings in this manner could potentially generate a savings of approximating 70% as compared to a first class mailing. Properly prepared automation compatible standard mailings can be delivered just as fast as First-Class mail.

The following USPS MANDATORY requirements must be followed:

• Before a mailing can be processed utilizing Permit No. 869, an authorization form with a control number MUST be obtained from the Manager's office. Please contact Mail Services at 8-3868. The USPS Bulk Mail Acceptance Unit at the Main Post Office will NOT accept your mailing without this form.

• The name of the permit holder, VIRGINIA COMMONWEALTH UNIVERSITY must appear in the return address block area.

• The postage indicia must be printed or stamped in the right hand corner of the mail piece as follows:

Business Reply Mail
This type of mail allows customers to respond at no cost to them when the mail is returned (departments incur the charges). All business reply envelopes/postcards must be approved in advance by the Manager of Mail Services before printing. Business reply mail requirements imposed by the USPS are very rigid and require a unique zip code. Mail Services provides camera ready artwork and authorization to print. For more information see USPS Quick Services Guide.

Courtesy Reply Mail
This type of mail provides the customer with a self-addressed barcoded return envelope. The customer provides the postage for the return. All courtesy reply envelopes MUST be approved in advance by the Manager of Mail Services before printing. Mail Services provides camera ready artwork. This type of reply will speed up the delivery of returned mail. For more information see USPS Quick Service Guide.

Certificate of Mailing
Provides evidence of mailing ONLY. Certificate of mailing does not provide a record of delivery. Available for First Class Mail, Priority Mail, Standard Mail, Package Mail. Use Form 3817 for single pieces.

Certified Mail
Provides the sender with a mailing receipt. A delivery record is maintained by USPS. NO insurance is provided. Available for First Class Mail and Priority Mail sent within the United States. Certified Mail may be combined with restricted delivery and return receipt. Use Form 3800.

Delivery Confirmation
Provides the date and time of delivery or attempted delivery. Delivery confirmation may be purchased at the time of mailing ONLY. Available for First Class Mail Parcels, Priority Mail, Standard Mail pieces subject to the residual shape surcharge and Package Services parcels. NOT available for APO/FPO destinations or U.S. territories except for Puerto Rico and U.S. Virgin Islands. This service may be combined with insured mail, registered mail, return receipt for merchandise, special handling. Restricted delivery is available if purchased with insurance of over $50.00. Use Form 152 or Label 314.

Express Mail
This type of mail will guarantee delivery overnight or your money will be refunded. Express Mail provides automatic indemnity coverage of up to $100.00 at no extra charge for items that are lost, rifled or damaged. It should be noted that using Priority Mail could potentially generate a savings of approximately 72% over Express Mail. However, Priority Mail is not guaranteed for overnight delivery. Use Label 11-B.

Insured Mail
Provides indemnity coverage of up to $5000.00 for a lost, rifled or damaged article of mail. Record of delivery is maintained by USPS for pieces insured for more than $50.00. Insurance applies to all classes of mail.  This service may be combined with Delivery Confirmation, Signature Confirmation, special handling, return receipt and restricted delivery. Use Form 3813-P.

Priority Mail
First-Class Mail weighing more than 13 ounces and at the mailer’s option, any other mail matter (including regular First-Class Mail) weighing 13 ounces or less. Matter mailed in USPS provided Priority Mail packaging is subject to Priority Mail rates regardless of how the package is reconfigured or how the marking is obliterated. Priority Mail offers 2-day service (not guaranteed) to most domestic destinations. This is a very economical way to send mail.

Registered Mail
Provides the most secure service offered by the USPS.  This service provides the sender with a mailing receipt and a delivery record that is maintained by the USPS. This service is available for First Class Mail and Priority Mail. Insurance is provided and included in the fee for items valued up to a maximum of $25,000.00.  This service is NOT available at Mail Services and MUST be presented directly to a USPS window clerk. Use Form 3806 and Label 200.

Restricted Delivery
Directs delivery only to the addressee or addressee’s authorized agent. This service is available for First Class Mail, Priority Mail and Packages Services that is sent Certified mail or Insured for more than $50.00 and Registered mail. This service may be combined with Delivery Confirmation, restricted delivery, return receipt and Signature Confirmation. Use Form 3811.

Return Receipt
Provides the sender with evidence of delivery (to whom the mail was delivered and date of delivery). A return receipt may be requested at the time of mailing or after mailing.  A return receipt requested at the time of mailing also supplies the recipient’s actual delivery address if different from the address used by sender.  This service is available for Express Mail, First Class Mail, Priority Mail and Package Services when purchased with one of the following: certified, insured for more than $50.00 or registered mail. This service may be combined with Delivery Confirmation, restricted delivery, Signature Confirmation or special handling. Use Form 3811 at time of mailing or 3811-A after mailing.

Signature Confirmation
Provides the date and the time of delivery or attempted delivery.  This service may be purchased at the time of mailing only.  A delivery record including the recipient’s signature is maintained by the USPS and is available via fax or mail upon request.  No acceptance record is kept at the office of mailing.  Waiver of signature is optional. This service is available for First Class Mail parcels, Priority Mail and Package Service parcels. Not available for APO/FPO destinations or U.S. territories except for Puerto Rico and U.S. Virgin Islands. This service may be combined with Insured mail, Registered mail or Special Handling. Use Form 153.

Special Handling
Provides preferential handling but not preferential delivery to extent practicable in dispatch and transportation.  Available for First Class mail, Priority mail, Package Services. This service may be combined with Delivery Confirmation, Insured mail, Package Services, Return Receipt for Merchandise and Signature Confirmation.

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(Word Version)	(PDF Version)

Auxiliary Services (Addressing, Folding, Inserting, Tabbing, Bulk Mail Preparation, etc.)
Digital Printing (Full Reprographic Services)
Other Services:
Alternate Delivery (delivery to the department one time per day)	PO Box Rentals
Custom Handling/Work	Rush Jobs (48 hrs or less)
On Call Courier Services / Special Pickup & Delivery (per request)

We invite you to call 8-1343 or 8-3868 for additional information.