Date	Subject
07-07-2003	New billing process for all UPS shipments
04-04-2003	New Forms / Updated Mail Services Website
01-07-2003	Mail Code System
12-09-2002	Holiday Mail Service
10-11-2002	US Postal Service Closed Monday
10-09-2002	FedEx & UPS Delivery
07-12-2002	Mail Codes
06-26-2002	Postal Rates
April 2002	New Postal Rates
July 2001	Federal Express Service

July 7, 2003 ~ New billing process for all UPS shipments

As of July 1, 2003, all UPS shipments processed by Central Receiving will require an LVPA number for our new billing process.

Central Receiving will be using Mail Services' automated charging system to record your shipping cost. You can use your Mail LVPA number (or any other LVPA number) to ship your UPS packages.

To help you, we have updated our on-line shipping memo form, located at:

http://www.busserv.ucsb.edu/mailservices_receiving/receiving.htm

The PDF modifiable form now includes fields for LVPA number, Mail Code and department Fax number. After shipping your package, we will send you a "Delivery Receipt" (either by Fax or campus mail) for your records. It includes the package UPS tracking number, shipping cost, and ship date.

UPS charges will appear on your Ledger under object code 4460.

New LVPA numbers can be set up in ALLN01, or by calling Purchasing at x4073
for assistance.

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April 4, 2003 ~ New Forms / Updated Mail Services Website

TOPICS:

Updated Mail Website
* Stamp Order Form
* Standard(Bulk)Mail Section
* Standard(Bulk) Mail Form
* Mail Codes
* International Mail Reminders

***************
We have updated our website to include 'New' forms for Stamp orders and
Standard (Bulk) Mailing Postal Control requests.
http://www.busserv.ucsb.edu/mailservices_receiving/mailservices.htm

All forms are modifiable Adobe Acrobat PDFs. Complete instructions for
downloading Adobe Acrobat and using our forms are available on our website
at: http://www.busserv.ucsb.edu/Forms/pdfhelp.htm

Bulk Mail
Do you prepare Standard (Bulk) Mailings for your department, or use a
vendor or mailing house to prepare the work? If so, please see our updated Standard (Bulk) Mail section for the latest changes and procedures for
using the UCSB permit.

http://www.mailservices.ucsb.edu/mail/mailguide/bulkmail.htm

For all Standard (Bulk) Mailings, remember to:
* Contact Mail Services, 893-3595, in the earliest stages of
planning for a proposed Standard (Bulk) mailing to ensure the
mailing will qualify for discounted rates.

* Send a sample of your entire mailing to Mail Services to be
reviewed for compliance with Post Office regulations for Standard (Bulk)
Mail.

* A completed Bulk Mailing / Postal Control form must be sent to
Mail Services with all Standard (Bulk) Mailings.
http://www.busserv.ucsb.edu/Forms/Bulk_Mail.pdf

* If using an outside vendor, a mailing house to complete your
Standard (Bulk) Mailing, Mail Services can coordinate with them for you, or
your department can contract directly. We can provide names and contact
information for you.

Mail Codes

Mail Services would like to thank everyone who uses their Mail Codes. It
helps us sort and deliver your mail accurately and efficiently. Currently,
we have an 80% campus mail compliance rate and a 55% (off-campus) postal
compliance rate (correspondence, periodicals, monthly statements etc.).
That's good, but we want to do better. We would like to achieve a higher
rate, and you can help.

Please remember to include your mail code (zip+4) for all new
subscriptions, billing and correspondence. The Mail Codes are listed in an
excel format in order for you to download them into your own personal
department database.
http://www.busserv.ucsb.edu/mailservices_receiving/mail/zip4codes.htm

International Mail Reminders:
Global mailing conditions can change due to:
* Heightened security
* Natural disasters
* Postal strikes
* Political and Economic reasons
Please refer to the USPS International Mail service site for current
operating conditions:

http://www.usps.com/global/serviceupdates.htm

The Postal Service is reminding Americans that certain conditions and
restrictions apply when mailing items to military and civilian personnel
deployed to Operation Iraqi Freedom in the Middle East and Persian Gulf
areas. For more information:
http://www.usps.com/communications/news/press/2003/pr03_018.htm

Because of heightened security, all UCSB official business mail must bear
the name and return address of the University. Please use the appropriate
customs forms for your mailing. Mail Services will return mail to the
originating department that does not have the following custom forms.

PS Form 2976 (June, 1997 or later) is a green, adhesive-backed label that
is attached to a white Sender's Declaration
* Required for all small packet or padded mailer and items
weighing 14 ounces up to 4 pounds.
* The mail piece and customs declaration form must have a matching
return address and sender's address.

* The PS Form 2976 must be completed by the sender with the
sender's name and address, addressee's name and address, contents,
signature and date. The sender's declaration must remain attached to the
green portion of the PS Form 2976.

PS Form 2976-A (November, 1996 or later) is a white, four-part form that
must be inserted into an adhesive-backed carrier envelope.
* Required for all items weighing over 4 pounds.
* The mail piece and customs declaration form must have matching
return address and sender's address.
* The PS Form 2976-A must be completed by the sender with the
sender's name and address, addressee's name and address, contents, value,
and the sender's signature and date.
* The PS Form 2976-A is placed in the PS Form 2976-E envelope with
the form clearly visible through the envelope window.

Please call us if you need these custom forms or have questions.

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January 7, 2003 ~ Mail Code System

Mail Services is now ready to implement the campus mail code system. This code will be used to identify all campus addresses for mail sorting and delivery. Mail codes are currently in use at most of the other UC campuses, and have proved highly efficient and effective. Complete information on this new program can be viewed on our web site at:

http://www.mailservices.ucsb.edu/mail/zip%2B4codes.htm

Your department's mail code is the same as the departmental Zip + 4 code. The most up-to-date listing of mail codes is available at our website at the above address. Please print and post this listing in your departmental mailroom.

If your department is not on the list, a code can easily be requested by downloading a "Request for Zip+4 Mail Code" form at: http://www.mailservices.ucsb.edu/Forms/Zip%2B4.pdf

Just complete the form and submit it to Mail Services. An updated listing will be maintained on our web site at the above address.

Please advise those sending mail to campus to include your mail code, as it will ensure that mail sent to you is delivered accurately and quickly. A listing of mail codes can be found in the yellow section of the Campus Directory. The most up-to-date listing is available on our website at the above address.

Please contact me if you have any questions or suggestions at 893-2093 or e-mail: Dan.Manfredonia@msr.ucsb.edu

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December 9, 2002 ~ Holiday Mail Service

Mail Services will be open during the holiday season, except for days the University is closed, December 24th and 25th, 2002 and December 31st and January 1st, 2003. If your department will be closed any days other than those listed above, please fill out the form below so we can adjust our delivery schedules. You can fax us the form below at x4314, by mail or email us: mail.services@msr.ucsb.edu

Orders for stamps received by December 16th will be delivered by December 19th. Stamp orders received after December 19th will not be processed until January 6th, 2003.

Please remember that holiday mail volume can cause delays in service. As the U.S. Postal Service and other shippers gear up to handle the seasonal volume, it is wise to anticipate the possibility of delays.

All of us at Mail Services wish you a safe and joyful holiday season.

Send form back to Mail Services or by fax at x4314

Department Mail Code/Name:___________________________________________

Dates Closed:______________________________________________

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October 11, 2002 ~ Postal Service Closed Monday

The U. S. Postal Service(USPS) will be closed on Monday, October 14 in honor of Columbus Day.

All campus outgoing USPS picked up on Monday, October 14 will be dispatched Tuesday, with a October 15 meter date.

If you have a mailing that is time sensitive, we suggested you use another courier service like UPS or FedEx. Call x3595 if you have questions.

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October 9, 2002 ~ FedEx & UPS Delivery

TO: 00The Campus Community

FR: 00Julie Sears, Assistant Director
FR: 00Business Services

RE: 00Package pick-up and delivery procedures during a strike

00000A labor strike has been called for October 14-16, and if the strike occurs, it is possible some delivery companies may not cross picket lines to deliver or pick-up packages.

00000During the strike, Federal Express and UPS pick-ups and deliveries may be affected. If so, outgoing packages and envelopes can be placed in your department's outgoing mail or brought to Central Receiving no later than 3:00 pm. You can also deliver these packages to the local Federal Express or UPS offices directly (or any other company you choose to use). Their local addresses and phone numbers are:

UPS Center 505 Pine Ave Goleta, CA 93117 964-7848 800-742-5877

FedEx World Service Center 6466 Hollister Ave Goleta, CA 93117 968-7882 800-463-3339

00000Central Receiving has designated an off-campus delivery site for those companies that may not cross a picket line. At this point, we do not anticipate any delivery delays. It is our goal to maintain as normal a delivery schedule as possible.

If you have impending deliveries of live animals, drugs, compressed gasses, hazardous or other sensitive materials, please call Steve Howson immediately at x3470 to make special arrangements for these deliveries.

00000Questions about any of these procedures can be directed to:

Dan Manfredonia	x2093	dan.manfredonia@msr.ucsb.edu
Dave Barrios	x2878	dave.barrios@msr.ucsb.edu
Milinda Cuellar	x3595	milinda.cuellar@msr.ucsb.edu
Steve Howson	x3470	steve.howson@stores.ucsb.edu

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July 12, 2002 ~ Mail Codes

Mail Services is interested in improving service to the campus. After studying how other mailrooms operate, we believe that instituting a mail code program at UCSB will create substantial efficiencies and improvements. Mail codes are currently in use at most of the other UC campuses, and they have proven highly effective.

Mail Services' goal is to sort and deliver mail accurately and efficiently. As the campus grows, it's essential that we provide the highest level of service to the greatest number of customers. Sorting
mail by code is more logical than sorting mail by department name, and allows Mail Services to make use of unskilled help in times of high mail volume or reduced staff.

Following is a list of questions and answers to help you better understand the proposed change. Please call or send your ideas about this plan to me at x2093 (dan.manfredonia@msr.ucsb.edu), or to Milinda Cuellar, Mail Supervisor, x3595, (milinda.cuellar@msr.ucsb.edu).

What's the plan?
Mail Services is planning to institute a mail code for all campus addresses. This code will be used to sort all inter-campus and incoming USPS mail. The goal is for full implementation beginning
January 1, 2003.

Why mail codes?
As the campus grows, it's essential to provide the highest level of service to the greatest number of customers. Mail codes have proven to improve the efficiency, accuracy, and speed of mail delivery.

What is a mail code?
Your mail code is the same as your department's Zip + 4 code. Your department or office probably already has a code assigned. To check your department's code, go to
http://www.busserv.ucsb.edu/mailservices_receiving/mail/zip%2B4codes.htm

If your department is not on the list, a code can easily be requested by downloading a "Request for Zip+4 Mail Code" form at the above address. Just complete the form and submit it to Mail Services.

A listing of all current departmental mail codes will also be included in the yellow section of the upcoming 2002-03 Campus Directory.

How will mail codes be used?

Will this affect campus mail as well as USPS mail?
Yes. When addressing campus mail, you will need to include the addressee's mail code. For example, an envelope addressed to Jane Smith in Business Services should be addressed as follows:

What happens if I forget to use the mail code?
Your mail may be delayed. Mail that is insufficiently addressed will require a Mail Processor to manually determine the correct mail code.

When will mail codes go into effect?
The campus will begin transitioning into the use of mail codes over the next six months. The goal is to have the program fully in place by January 1st, 2003.

Does this mean my department has to order new stationery now?
We are not encouraging you to order new stationery unless you need to do so. When you are ready, please make sure to include the Zip + 4 in the return address of letterhead stationery and envelopes. As faculty and staff need new business cards, please add this detail to the order
form.

In the meantime, there are several options. If you print letterhead directly from your desktop computer, you can simply change the header to reflect this new code. If you use letterhead stationery, you might consider asking department personnel to include a brief statement in
their letters asking senders to use the Zip + 4 code when sending mail tto UCSB.

Again, give us a call if you have any questions about this plan.

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June 30, 2002 ~ New Postal Rates

On Sunday the rate for first-class mail - along with many other services - will increase as the U.S. Postal Service implements a new pricing schedule. The first ounce of a first-class letter will rise to 37 cents, up from 34 cents. Full details of the rate increase are available online at http://www.usps.com/ratecase/

In other changes, Priority Mail has a new, 1-pound flat rate at $3.85. Postage for heavier pieces over 5-pounds will vary by zone. An 8-ounce flat rate Express Mail letter will be $13.65.

NonMachinable Surcharge:
The current nonstandard surcharge will be expanded to include certain physical criteria that could make a mailpiece nonmachinable. The nonmachinable surcharge will be $0.12 for pieces mailed at single-piece rates. Pieces that are non-machinable are excluded from automated processing and must be handled manually. Nonmachinable pieces also may impede mail flow or damage the mail or mail processing equipment. Manual pieces are considerably more costly to process than machinable letters. Nonmachinable criteria for letter-size pieces are listed below. The non-machinable surcharge will apply to single-piece and Presorted rate letters that weigh 1 ounce or less and meet one or more of the criteria. Also, the nonmachinable surcharge will apply to letter-size pieces (but not card rate pieces) for which the mailer has chosen the manual only (do not automate) option.

Letter-Size Nonmachinable Criteria:

A letter-size piece is nonmachinable if it has one or more of the following characteristics:

Below are other nonmachinable surcharge questions and answers:

Will First-Class Mail letters containing odd-shaped items be mailable?
Yes. However, they will be charged the nonmachinable surcharge in addition to postage if they weigh 1 ounce or less. The nonmachinable surcharge will be $0.12 for pieces mailed at single-piece rates.

Will the nonmachinable surcharge apply to postcards?
No, the nonmachinable surcharge does not apply to any pieces mailed at First-Class Mail card rates. However, cards mailed at Standard Mail rates could be subject to the surcharge.

Will the nonmachinable surcharge apply to flats and parcels?
Yes, it will apply to all First-Class Mail flats and parcels weighing 1 ounce or less.

Is a key affixed to a card or piece of cardboard and inserted in an envelope considered a nonmachinable item and therefore subject to the surcharge?
A "non-bulky key" (such as a house key) firmly affixed to a piece of stiff paper inserted into an envelope would be machinable and no surcharge would apply. However, a bulky key (such as a vehicle key with thick plastic at the top) in an envelope would pay the surcharge, regardless of whether or not that key was affixed to anything, due to the uneven thickness of the piece.

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April 2002 ~ New Postal Rates

1. New Postal Rates and Fees Effective June 30, 2002

The Governors of the Postal Service voted to accept the Postal Rate Commission's recommendation for a three-cent increase in the price of a First-Class stamp to 37 cents, as part of an overall rate increase of 7.7 percent. The new rates will take effect Sunday, June 30, 2002.

While postage for the first ounce of a First-Class letter rises to 37 cents, the cost of the second ounce remains the same at 23 cents. Post cards will cost 23 cents instead of 21 cents. New non-denominated U.S. Flag and Antique Toys stamps, plus a three-cent "make-up rate" Star stamp, will be available in mid-June.

Priority Mail will have a new one-pound flat rate of $3.85. Postage ffor heavier pieces will vary by zone. An 8-ounce flat rate Express Mail letter will be $13.65. Certified Mail will cost $2.30 and will
include Internet access to Delivery Confirmation.

Complete rate information is available on the Postal Service website
http://www.usps.com/ratecase

Selected Rate Changes	Current	New
First-Class Letter (1 oz.)	34¢	37¢
Nonmachinable surcharge*	11¢	12¢
Postcard	21¢	23¢
Priority Mail (1 lb.)	$3.50	$3.85
Express Mail (1/2 lb., next day/2nd day)	$12.45	$13.65
Express Mail (>1/2 lb., next day/2nd day)	$16.25	$17.85
Business Reply Mail (BRM)	36¢	40.5¢
Certified Mail	$2.10	$2.30
Return Receipt	$1.50	$1.75

Bulk Mailing Standard and Non-Profit are listed on USPS website or call us at x3595

*The non-machinable (cannot be run through postal service machines) surcharge is an extension/expansion of the current non-standard surcharge

2. Postage saving TIPS:

3. Zip+4 Listing

Departmental ZIP+4 codes are now posted on our website:
http://www.busserv.ucsb.edu/mailservices_receiving/mail/zip%2B4.htm

The purpose of ZIP+4 Mail Codes is to help the US Postal Service (USPS) and UCSB Mail Services sort and deliver mail more efficiently. Our long-term goal is to sort as much mail as possible by making the 4-digit addition to the zip code a unique departmental mail code. This
will help improve service by reducing sorting time and errors.

Zip+4 Mail Codes are assigned to departments because we sort and deliver mail by department name. Each department should have at least one Zip+4 Mail Code. Some larger departments, with sub-units or programs that receive mail in other locations, may have additional codes assigned to those sub-units or programs.

Mail Services keeps the campus' address data up-to-date based on information provided by departments. If your department changes its name or moves, it is very important that Mail Services be informed so that this data can be updated. Occasionally, departments may need to
add a Zip+4 Mail Code. Use the Request for Zip+4 Mail Code (pdf*) to request a code. *Note: You will need Adobe Acrobat Reader 4.0 or higher to view and/or fill out our forms.

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July 2001 ~ Federal Express Service

TO: MSOs and Administrative Assistants

FR: Julie Sears, Assistant Director
0000Business Services

RE: Federal Express Services

Effective July 1, 2001, UCSB will be changing the way in which departments use and charge Federal Express (FedEx) services. The central UCSB FedEx account will no longer be used to charge shipments, and all departments and units who have not already done so will need to establish their own separate account(s) with Federal Express.

How to establish your own account(s):

1. Contact the Federal Express Customer Service department at 800-238-5355, or go to the FedEx web site at http://www.fedex.com/, to open an account.

2. Call FedEx Representative Jo Hayes at 800-448-9961, mailbox 9149, to have your new account linked to the University of California agreement
This will enable your department to receive the discounts given to the University by Federal Express.

Processing Instructions:

Each package or envelope you prepare for shipment must have a Federal Express form attached, with your account number and delivery information already filled in. You can do the paperwork for each shipment online if you prefer, or you can order FedEx forms and supplies without charge from their web site. The FedEx website is very useful in answering your questions, finding tips and ways to most effectively ship your packages.

You will no longer need to attach a UCSB Shipping Memo.

Please let me (x2585), or Mail Services Manager Dan Manfredonia (x2093), know if you have any questions about this new procedure.

Remember - beginning July 1, 2001, in order to use Federal Express services, you must have your own FedEx account.