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Mail Center - Division of Business and Finance

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Mail Services

Delivery and Pickup

The FSU MAIL CENTER has scheduled runs for pickup and delivery of USPS throughout the University community. If your out-going mail is not ready by the scheduled pickup time for your department, your staff must bring it to the FSU MAIL CENTER by 4:00 p.m. for same day processing. Mail received after the 4:00 p.m. deadline will be processed for next day delivery to the main Post Office.

Incoming Mail

Incoming USPS mail from the Post Office is picked up by Mail Center Staff and arrives at the FSU MAIL CENTER at 9:00 a.m. Mail that was not ready at the Post Office during normal pick up time is delivered to the FSU MAIL CENTER by The Post Office normally at 10:30. The mail is sorted and delivered throughout the University according to daily scheduled runs.

Outgoing Mail

Outgoing mail is picked up from University departments at the same time the incoming mail is delivered, unless other arrangements have been made. Departments are to separate International Mail, First Class Domestic Mail, and Mail Requiring Special Attention. The different categories of mail should be put in separate trays or bundled together and marked accordingly. All outgoing mail should have departments return address.

Metered Mail

All mail to be metered is charged to the initiating department's account. Departments are responsible for ensuring that the FSU MAIL CENTER is provided with the correct department account number to be charged for all outgoing mail. A postage meter form with authorized signatures must be completed. The FSU MAIL CENTER will not process outgoing mail without an account number for services to be billed.

Mail needing to be metered should be presented to the FSU MAIL CENTER, in a stack form, rubber banded together. The FSU MAIL CENTER is authorized to meter mail for all University correspondences reflecting a University return address. Any mail lacking this address will not be metered. All mail must have a return address with the Department's name.

Preparation of Outgoing Mail

Separate self-stamped mail from mail to be metered. All letters should be bundled neatly with rubber bands and should be facing the same way.

International Mail, to include Canada and Mexico, and mail requiring SPECIAL HANDLING such as "Certified and Insured" mail must be separated and marked with clear instructions.

Forwarding of Mail

The FSU MAIL CENTER does not forward your mail for you. Individuals are responsible to notify correspondents of their change of address. If you receive mail for individuals who are no longer with your department, cross out the FSU address completely and list the forwarding address under the words: "Please Forward". If you do not have a forwarding address, cross out the FSU address and BARCODE completely and mark the envelope: Return to Sender, No Forwarding Address". Place these envelopes with your mail for pick up. If you receive unwanted mail, do not open it. Cross-out the FSU address completely along with the bar-coding at the bottom of the address and mark the envelope: Refused, Return to Sender".

Accountable Mail

Express Mail, Certified Mail, Insured Mail and Registered Mail comprise the accountable mail category. This mail is tracked and accounted for throughout the mail system. The FSU MAIL CENTER assumes responsibility for this mail when we receive it on your behalf, and this responsibility is discharged only when the recipient, or department designee properly signs the item. To ensure proof and record of receipt, we ask the recipient to print his/her name legibly, sign and date the "Accountable Mail Manifest".

Every effort will be made to deliver this mail as it arrives on the next scheduled run for your department. Express Mail received after the scheduled run for your department has been made, will be delivered to you on the same day, only on availability of staff.
If your department is closed when the delivery is being made, or if there is no one available at your department to sign for receipt of mail, it will be returned to the mailroom and delivered on the next scheduled run.

Interoffice Mail

Interoffice mail is mail/correspondence sent out by FSU departments for delivery to addresses within the University System. Interoffice mail is included with all outgoing mail. All mail must be official University business. This mail can be a non-specific memo for general distribution, or items addressed to a specific individual, or position within the University. Specific address mail, if not in an envelope, should be folded and marked with the individual name, or title and department. Interoffice mail is picked up at the same time as outgoing mail and is brought to the FSU MAIL CENTER for delivery on the next business day.

We strongly encourage you to use Interoffice Mail Envelopes for Interoffice Mail. If you use stationary envelopes for Interoffice Mail, please ensure that "Interoffice Mail" is printed prominently on the envelope. All personal correspondences to anyone within the University System requires appropriate U.S. postage.

Change of Address

If a new member is added to your department, or if a faculty or staff member changes departments or buildings, a change of address notice is forwarded to the Mailroom in the form of a memo, so that future mail may be delivered accordingly.

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