Sending and Receiving Personal Mail
Faculty/staff should be reminded that all incoming and outgoing mail processed by University Mail Service (UMS) must be University-business related. Personal mail and packages should not be sent to the workplace.
Personal mail interferes with the transfer of official correspondence between University offices and delays the processing and delivery of mail. This policy also restricts using University resources to deliver personal mail and packages to University departments.
UMS may audit all University mailings for content by visually inspecting a random sample from mailings to ensure compliance with relevant statutes and policies.
When using Intra-Campus Mail envelopes to send correspondence, make sure all previous addresses have been marked out to ensure proper delivery. The address you are sending to should always appear on the last line below the previous address. University Mail Service encourages the use of reusable Intra-Campus Mail envelopes.
How to Address Intra-Campus Mail
Mail sent from one department to another should be addressed with a name or department and the Campus Box number of the addressee. If you are sending mail to an individual in a particular department, be sure to include the addressee’s first and last name as well as their assigned Campus Box number. See the following address sample:
Name: John Doe
Dept. University Mail Services
Campus mail is delivered to assigned Campus Box numbers only. Campus Box numbers can be found in the University of North Carolina Campus Directory by searching the employee’s name. Mail that is vaguely addressed could delay the delivery of your mail or result in having the mail piece returned to you for a deliverable address.
All incoming mail must be University business-related.
The University of North Carolina at Chapel Hill University Mail Service receives mail from the United States Postal Service once a day, Monday through Friday. UMS currently processes mail that is addressed to faculty, staff, and departments that have a 27599 zip code.
Departmental boxes are assigned by the mail center manager. University Mail Service evaluates requests for new box numbers solely from the standpoint of mail volume, number of employees and geographical location. Due to the steady increase in mail volume and growth of departments, UMS uses centralized mail delivery stops.
Incoming mail addressed to the University must bear the correct name, department, UNIVERSITY CAMPUS BOX number, city, state, and ZIP code on each piece. The correct address format is as follows:
The University of North Carolina
Campus Box 1234
Chapel Hill, NC 27599-1234
NOTE: The +4 on the end of your zip code is determined by the last 4 digits of your CAMPUS BOX number.
USPS Mail received by University Mail Service with a vague or incorrect address could result in a delay of your mail or have your mail considered “Undeliverable As Addressed” and returned to the sender for proper addressing. Please ensure that you notify the sender of the Campus Box number. If you have questions concerning University addresses, contact University Mail Service for assistance.
All outgoing mail must be University business-related.
All outgoing USPS Mail that is picked up from University departments by Mail Delivery Clerks is processed and delivered to USPS daily by 4:30 p.m.
How to Prepare Your Outgoing Domestic USPS Mail
Outgoing USPS Mail that needs postage should be kept separate from all other mail and bear a valid University return address. The mail should be stacked with the address facing the same direction, larger pieces on the bottom and smaller pieces on the top. In addition, postcards should be placed on top since our mail processing equipment does not differentiate between letter-size pieces and postcards. Any letter-size pieces that need to be machine sealed by our mail processing equipment should be stacked with the flaps up and nested together. Larger pieces of mail and overstuffed envelopes should already be sealed prior to being metered. Failure to properly seal this type of mail could result in the contents of the mail piece being unsecured in the envelope.
Mail that needs metering should be accompanied by a Postage Charge Authorization Slip. It is very important to keep domestic mail separate from international mail.
Mail should be bundled together by a rubber band and have your Postage Charge Authorization Slip attached. Large quantities of mail that cannot be secured by a rubber band may be placed in a U.S. Mail tub or tray with the charge slip placed on top in plain view.
University Mail Service strongly encourages mailers to rubber band their mail to be metered. This helps in making sure that only your mail is processed on your account and no other department’s mail is accidentally mixed in with your mail. Mail picked up from each department in the University is merged with mail picked up from other departments, so securely rubber-banding your mail will help insure each department’s mail stays together.
Contact UMS if you have any questions on how to properly prepare outgoing USPS Mail.
International USPS Mail
How to Prepare Your Outgoing International USPS Mail
All mail being sent internationally should be accompanied by a completed Postage Charge Authorization Slip and must be kept separate from all other mail. International mail that is not kept separate from mail traveling to U.S. destinations could result in having that mail be processed in the wrong classification and will most likely receive incorrect postage.
When shipping overseas, you generally need a customs form 2976-R for all parcel mail (non-bendable).
*You do not need a customs form for either Priority Mail Express International™.
Also, be aware of any restrictions and prohibitions for the country in which you are mailing. Visit Index of Countries and Localities to find the destination country’s prohibitions, restrictions, observations, required customs forms, areas served, etc.
Canada and Mexico have separate rates from other countries so please specify when calling. Call 919-962-1139 for letter and package rates.
All international letters, letter packages, postcards, and postal cards receive First Class service in the United Stated, dispatch by the most expeditious transportation available, and air mail or priority service in the destination country. Mailers should endorse such items “Air Mail” or “Par Avion.”
Express Mail Cooperate Account
Express mail is our fastest service with next day delivery by 12 noon to most destinations, delivered 365 days a year with no extra charge for Saturday, Sunday, or holiday delivery. All packages must use an Express Mail label. Size requirements are the same as for First Class Mail. Rates vary by weight, but there is a convenient flat rate envelope regardless of weight or destination.
The most convenient way to use the Postal Service’s Express Mail overnight delivery service is through the University’s Express Mail Corporate Account.
If using a grant number, it is strongly recommended that the name of the principal investigator be included. All this information should appear in the return address block of the Express Mail label. Once the label has been completed, the package may be placed in any outgoing campux box.
The United States Postal Service guarantees delivery by 3:00 p.m. on the following day, provided that the destination zip code is on their next-day Express Mail network. To verify an address, call the US Postal Service.
The deadlines for mailing USPS Express Mail envelopes are:
- Your department’s last mail pick-up for the day
- Receipt at the Bioinformatics Building Mail Center by 4:00 p.m.
US Postal Service Tools
University Mail Services
130 Mason Farm Rd, CB #1895
Chapel Hill, NC 27599-1895
Corner of Mason Farm Road
and Daniels Drive
Email: Questions or Comments
Mail Services Requests
Hours: 8 a.m. to 5:00 p.m.
Monday through Friday
Closed on all University holidays.
Commitment to Quality
“In an effort to consistently monitor efficiency and quality standards, we periodically conduct route delivery and mail audits to identify and resolve areas of concern.”
Management, University Mail Services