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U.S. Postage Metering

Mail Services meters U.S. Postal Service mail at no charge to departments. This service coordinates the metering of all daily mailings, including packages, letters, flats and some international mail.

Generally, mail picked up from departments on both the morning and afternoon routes is metered and dispatched by 4:30 p.m. the same day. Mail arriving at Mail Services after 4 p.m. or mailings of more than 500 pieces will be dispatched the next business day.

All postage charges are billed back to user departments according to the return address located in the upper left corner of the mail piece. All articles requiring postage must reflect a complete return address, including the department number as the zip + 4 code (e.g., 29634-1234) and the department box number (e.g., Box 341234). Each department is responsible for maintaining records to identify mailing activity. Monthly summary reports are provided by Mail Services.

Outgoing Mail Requirements

Mail Services handles approximately 15,000 pieces of incoming mail each day, along with outbound and interoffice mail. To facilitate the processing of this volume of mail, we require the following steps to insure the most efficient handling of your mail or additional handling fees will be charged:

• Mail pieces must be facing the same direction and rubber-banded.
• Mail pieces must be separated by account number for mail stops with multiple accounts.
• Air mail and international mail must be clearly marked.
• Separate all outbound mail into the following categories:
  1. INTEROFFICE — All interoffice envelopes (both large and small) should be together.
  2. METERED MAIL —
     Letters (small envelopes) — All metered pieces must be facing the same direction. All pieces (from the same department) must be rubber-banded together. Large metered mailings must have identical-weight pieces banded or trayed together.
     Flats (large envelopes) — All pieces (from the same department) must be rubber-banded together.
  3. STAMPED MAIL — This includes mail that is already stamped, metered or includes business reply envelopes and cards. (This includes international mail with postage already affixed.)
  4. INTERNATIONAL MAIL— Must be marked "air mail" or "international."
  5. INTER-AGENCY MAIL — Must be accompanied by an IMS label (blue slip).
  6. UPS MAIL — Packages must be properly labeled and include a completed shipping form.