CHAPTER 4
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This Mail User's Guide has been prepared as a source of basic information to help you
obtain the best use of the available mail services with regard to efficiency and
economics. It briefly touches on topics such as addressing, enclosures, envelopes,
interoffice mail, U.S. mail classifications, specialized delivery services, and other
information basic to your everyday needs. We hope that the guide will be a useful desk
companion for you. Please make copies for all staff that are responsible for preparing
mail and packages.
HOURS OF OPERATION
Please contact Customer Service Center for specific information regarding postage
rates and fees. The primary source for all postal information is the Customer Service
Center. We invite you to stop in Facilities & Services Customer Service Center, Room
100, or call 688-6422 between 8 a.m. and 5 p.m. We will answer your questions and
help you in any way we can. We will be glad to assist the departments and train
personnel in the appropriate procedures for preparing all mail to be processed.
MAIL ACCEPTANCE DEADLINES
USPS
UPS
Fed Ex
Campus Mail
Express Mail
Discounted Presort Mail
4:00 pm
3:30 pm
3:30 pm
4:00 pm
3:30 pm
2:30 pm
Any mail coming in after these deadlines will be processed the next working day.
Departments should give advance notice for any large outgoing mailings. This
will enable us to coordinate the peak workload and give you more efficient
service.
Customer Service Center must be notified of any large mailings 24 hours or more in
advance and receive the mailing by 2 p.m. for same day processing, with the exception
of bulk discount mailings.
CORRECT CAMPUS ADDRESSING
Always use the correct addressing format on your outgoing mail pieces as well as
communicating your campus address for incoming mail receipt. Missing or confusing
information can delay or prevent deliveries.
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Be sure to include the box number in all addresses. All sorting is done by the box
number, and sorting occurs from bottom left, so please notice that the box number is
last on campus addresses, and right after the City/State on U.S. mail.
SDSU utilizes a system of “mail stop” codes (the box number in your address) within our
unique 57007 zip code. Do not fabricate physical street addresses for your department.
The unlisted 911 address should not be listed as your mailing or shipping address.
Major shippers (UPS and FedEx) will deliver to campus using the box number strategy.
If you have any problems with addressing, please contact the Customer Service Center.
OFFICIAL CAMPUS ADDRESS FORMAT
Mary Smith
Facilities and Services – SDSU
Box 2201
Brookings, SD 57007-1698
RETURN ADDRESS FORMAT
South Dakota State University
Facilities and Services
Box 2201
Brookings, SD 57007-1698
CAMPUS MAIL ADDRESS FORMAT
FROM: John Doe, Math
TO: Mary Smith
DEPT: Facilities and Services
BOX: 2201
Other Addressing Tips and Recommendations:
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Type or machine-print the complete address.
Ensure print is clear and sharp.
The complete mailing address should be parallel to the bottom edge and within the lower
right half of the #9 and #10 envelope.
Address characters should not touch or overlap.
Extraneous printing or markings should be as far away from the address as possible.
Print addresses in 10 or 12 point type (14 is ok) in sans serif.
Black ink on a white background is best.
Maintain a uniform left margin.
Use uppercase letters.
Omit all punctuation.
Sender’s address should appear in the upper left-hand corner and should be no lower
than 1/3 of height of mail piece from top.
Include floor, suite, apartment numbers, and any directional information such as: N for
North, S for South, E for East, or W for West.
Include name of city, state, and zip code in that order on the same line.
Use standard two-letter state abbreviations.
For International Mail, print the country name in capital letters without abbreviations on
the last line of the address.
If using window envelopes, ensure that the entire address is always visible with no other
information appearing in the window.
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
When addressing flats, the address must be placed on the top half of the mail piece with
the envelope in portrait position.
CLASSES OF MAIL
Priority Mail
All First Class Mail that weighs more than 13 ounces and not more than 70 pounds or at
the option of the mailer is considered Priority Mail. Priority Mail can be sent to all fifty
states and Puerto Rico. This service has a 2 to 3 day delivery objective (not
guaranteed) to large metropolitan areas within the United States. Priority Mail
envelopes, boxes, tubes, and labels are available from Customer Service Center.
Priority Mail may be subject to dimensional weight pricing depending on where it is
being shipped to and its size unless it is packaged in a “Priority Mail” envelope or box.
Call Customer Service Center for more information.
Express Mail
This is an extremely reliable and fast delivery service available from the U.S. Postal
Service. This service is available for all major zones in the U.S. with next day or second
day delivery. Please check with Customer Service Center whether there is next day
delivery to destination zip code. For an extra fee, there is also a Sunday and holiday
delivery option for certain zip codes.
Express Mail labels (which must accompany the shipment) and flat-rate Express
envelopes can be obtained in advance by calling Customer Service Center. There are
two different sizes of envelopes, three size/lengths of tubes, and one size box available.
It is the responsibility of the sending department to complete the "ship to" and "from"
address blocks located on the bottom portion of the Express label. After completion,
you may place it in your department’s outbound mail along with a completed Customer
Service Center Metered Postage Form, or take it to Customer Service Center.
Customer Service Center will send a customer copy back to the originating department
which is your means for tracking your mail piece.
First Class Mail: Consists of any type of mailable matter up to 3.5 oz. for letters and 13
oz for flats, which is sent with top priority. Minimum size is 3 1/2” high x 5” long and
.007 thick, maximum size is 108” combined length times distance around and not over
13 oz. First Class letters need not be sealed but should all face the same direction with
flaps up. It becomes a 1st Class parcel if it is more than ¾” thick or not flexible. Flat
envelopes that contain clasps to seal the envelope are not sealable by Customer
Service Center and must have clasps covered with a piece of tape or an extra 20 cents
surcharge will be applied. Flats, which are larger than letter size envelopes or letters
thicker than ¼”, must be sealed by departments. Flats without clasps can be sealed by
Customer Service Center for a labor fee.
Presort First Class Mail: Letters that do not exceed 2 oz. that are addressed to a
destination in the United States. Only typed, complete addresses will qualify for the
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discount. Mail must be at Customer Service Center by 2:30 p.m. to go out presort.
Flats do not qualify.
Parcel Post: Parcel Post is any mailable matter weighing a maximum of 70 pounds and
is not required to be mailed at First-Class rates. Some examples of items that can be
sent by Parcel Post are merchandise, books, and other printed matter. The chief
advantages of Parcel Post lie in the variety of materials that can be sent and in the
rates, which are slightly lower than Priority or Express Mail rates. Since Parcel Post
Mail may be sent out after First-Class Priority Rate mail, you have to decide whether
mailing time or cost is most important to you.
Media Mail: Includes books, films, catalogs, printed music, test material, sound
recordings, play scripts, manuscripts for books, CD’s and tapes. Please mark material
"Media Mail" on mail piece and on the Class of Special Service line of a pink Customer
Service Center Metered Postage form. Maximum weight is 70 lbs.
Library Mail: Includes books, films, music, bound theses, sound recordings, and library
or museum materials. Each package must be plainly marked "Library Mail" and show
as part of the address and return address the name of a school, university, college, or
public library. It cannot be used to mail to an individual.
International Mail: Departments must mark mail piece according to service desired.
Customs forms to be completed, signed, and attached to the mail piece. Separate each
country since they are classified into different rate groups.
1.
Express Mail International: Is available to most countries; normal delivery is
three business days (but not guaranteed). Tracking is available and $100
insurance is included. Express mail label and large customs form needs to be
prepared by department (small customs form for just documents).
2.
Priority Mail International: Selected countries, flat rate envelope and box options,
takes 6-10 business days. Each country has different prohibitions, restrictions,
and weight limits. Customs forms need to be prepared by department.
3.
First Class Mail International: Has letter, flat, and package rates; may not
exceed four (4) pounds and requires PS Form 2976, customs declarations
for letters 16 oz and over, flats, and packages. Delivery varies per country
from 8-14 business days.
EXTRA SERVICES
Insured Mail
If you are insuring Domestic items for under $200, it must be accompanied by a black
USPS insurance barcode. If you are insuring items for $200.01 and above, they must
be accompanied by a blue USPS insurance barcode. These insurance barcode forms
can be obtained at Customer Service Center. Insured mail barcode does not make the
item trackable.
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Insurance up to $5,000.00 can be obtained for materials that are sent within the United
States. If you are sending items that are valued at more than $5,000.00, you should
use Registered Mail; insurance is available up to $25,000.00.
Registered Mail
The Registered Mail system is designed to provide added protection for valuable mail.
Postage insurance may be purchased to cover articles valued up to $25,000.00.
Registered mail is the highest security mail the U.S. Postal Service offers. It
incorporates a system of receipts to monitor registered articles from the point of
acceptance to delivery. Return Receipt and Restricted Delivery services are available
for additional fees. Added security measures may, however, delay the delivery by 1 to 2
days.
Certified Mail
Certified Mail should be used when proof of mailing is required. This service is available
only when sending an item 1st class or Priority Rates within the United States. Examples
of use include sending legal papers, diplomas or materials that are deemed important
but have no intrinsic value in and of themselves.
A receipt of the mailing, which is detached from the label is your record of the mailing
and should be retained by the sender and is also trackable. A return receipt indicating
the date of delivery and signature of recipient can be requested for an additional fee.
Certified Mail Receipt Forms and Return Receipt Cards can be obtained from Customer
Service Center.
Return Receipts
A Return Receipt offers proof of delivery. This is an optional service and is available
only with Insured, Certified, Registered, and Domestic Express Mail shipments. The
Return Receipt identifies the article number of the mailing, the person who signed the
receipt for the mail piece, and the date of delivery to the addressee. For an extra fee,
there is a restricted delivery option where only the person to whom the mail piece is
addressed to can sign for and pick it up. This option works well for legal and
confidential papers. Be sure to identify your department on the address portion of the
return receipts so that they can be routed back to you once mailpiece has been signed
for and delivered.
Deilvery Confirmation
Delivery Confirmation can be used on First Class Parcels, Priority Mail, or Package
Service Parcels. It tracks the date and time your parcel was delivered or when an
attempt at delivery was made.
Signature Confirmation
Signature Confirmation allows you to request an image of the recipient’s signature and
provides the date and time of delivery or attempted delivery. It can be used on First
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Class Parcels, Priority Mail, or Package Service Parcels. It can also be combined with
Insurance or Registered Mail.
BUSINESS REPLY MAIL
Business Reply Mail is mail for which you agree to pay the return postage because you
want the envelope or card to come back to you. A fee of 10% will be added to your
business reply cost per mail piece in addition to the regular postage as charged by the
USPS. Business Reply #9 and 9 x 12 envelopes and post cards can be purchased at
the Print Lab in Yeager Hall Room 102. For customized departmental business reply
envelopes and postcards, contact University Relations, 688-6161, to ensure that the
proper format is used.
When using Business Reply Mail, the department name and box number must be in the
upper left hand corner (return address portion) along with the department account
number to which the Business Reply Mail is to be billed. This will insure that reply mail
will be returned and billed to the appropriate department.
A reduction in the handling fee is available for customized departmental business reply
envelopes/postcards by having envelopes or postcards approved by the Postal Service
for BRMAS discount. Call Customer Service Center (688-6422) for details.
Business Reply Mail/Postage Due Billing: Customer Service Center must be notified of
any changes in account numbers and addresses for Business Reply Mail and Postage
Due mail to ensure the correct account is being used.
GENERAL MAILING INSTRUCTIONS
Non – Mailable Items
Some items such as metal pieces, glass parts, product samples, chemicals, etc., may
not be mailed. These items, besides jamming and/or damaging mailing machines, can
cause serious injury to Mailroom employees. These articles may be returned to sender.
Non – Standard Mail
Envelopes and Post Cards of less than: 3 1/2" in height or 5" in length or .007 in
thickness are considered non-standard and are not mailable. For more information
regarding standard sizes, please contact Customer Service Center; we will be glad to
provide you with more detailed information.
Sizes and Types of Envelopes
Please determine the proper size and strength of the envelope in accordance with the
size of enclosure. Overly large envelopes fail to firmly hold their contents and if there is
more than a ¼” of shifting, a higher parcel rate will be applied. The enclosures tend to
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move around and there is a risk of tearing the envelope and losing the contents. A snug
fit keeps the enclosure firm in the envelope.
Overstuffing can cause an envelope to burst at the seams and may lead to loss of
enclosures and is subject to a higher postage rate.
The size of the envelope should be selected to properly accommodate the contents.
For the U.S. Postal System, the two main categories of envelopes are "letter size" and
"flats". Flats are envelopes larger than the maximum letter size, but no larger than 12"
high by 15" long and 3/4" thick. Any “letter size” envelopes that are over ¼” thick are
considered “flats” and will be charged accordingly.
Automation Discount Letter Size
To qualify for automated processing (postage savings for your department) by USPS, it
must be at Customer Service Center by 2:30 p.m. for same day processing.
Letter size mail must be rectangular. For a letter to be considered as standard size, the
following dimensions must be met: height, 3 1/2" minimum, 6 1/8" maximum; length, 5"
minimum, 11 1/2" maximum; and thickness, .007" minimum to 1/4" maximum. Contact
Customer Service Center for envelope template if not sure of sizing.
Note: Maximum thickness for automated processing is 1/4". Mail that does not meet
automated processing size may not qualify for discounted rates.
Sealing of Envelopes
The mailroom has provisions for automatic sealing of standard sized (#9, #10 sized)
gummed envelopes. Please leave the envelope flaps open, nesting into each other,
and secure the bundle of envelopes with a rubber band or ask for a letter tray for your
envelopes. The contents of the envelope must fit to allow for a proper seal of the flap. If
postage needs to be applied, a sealing fee will not be charged. However if just sealing
needs to be done, a $.013 fee per piece will be charged to your account number. Flat
sized envelopes without clasps needing to be sealed will be charged a labor fee. Any
envelopes using clasps need to have the clasp covered by tape or a 20-cent surcharge
will be added to the postage.
PREPARING DAILY MAIL FOR PROCESSING
Meter Slips: All outgoing mail being processed must be accompanied by a pink
Customer Service Center Metered Postage Form properly and completely filled out.
Please include the department name, account number, number of mail pieces, name
and phone number of the person sending the mail, and the date sent. These meter
forms may be purchased from the Print Lab.
Bundling Mail: It speeds up processing if you use one meter slip for each size group of
mail, bundle the envelopes accordingly – for example, one pink slip for postcards, one
pink slip for envelopes, and another for flats. Flats are anything larger than 6 ½ x 11 ½
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and over 1/4” thick. Paper clip the appropriate meter slip to top piece of mail and
bundle with rubber bands. All letters and flats should face the same direction. If letters
are unsealed, flaps need to be open and nested. Business Reply, postage stamped
mail, and intercampus mail should not be mixed with mail to be metered and does not
require a pink slip.
All FOREIGN MAIL (anything sent out of the USA) should be kept on a separate form.
At the bottom of the pink slip in the area where it says CLASS OR SPECIAL SERVICE:
Write INTERNATIONAL MAIL (Canada and Mexico are considered in this category).
Flats and parcels should have the appropriate customs form attached. Customs forms
are also required on certain sizes and classes of International Mail.
All flats and parcels must be stamped with desired mail classifications to ensure proper
handling and correct postage. Separate any letters, flats, or parcels that require special
service. Some options are: Priority, First Class, Media Mail, Library Rate, Express, and
International. The type of service must be listed on the meter slip. If the type of service
is not listed on the meter slip, it will be sent First Class.
Odd-Shaped items in paper envelopes: Effective July 2003, all objects (i.e.: pens, pins,
pencils, key rings, bottle caps, etc.) placed in envelopes will be charged a surcharge fee
in addition to postage. These items must be wrapped within the other contents of the
envelope and secured to make sure the mail piece is uniformly thick. If these items are
not properly wrapped, they could burst through the envelope and cause injury to
employees and damage to USPS processing equipment. They also may be charged a
higher rate up to parcel rates depending on the thickness and flexibility. (Binder clips
are a good example of something that adds thickness and breaks through an envelope.
When mailing these items, it is best to use a padded envelope.
BULK MAILING CHECKLIST
There are 3 classes of Bulk mailings that can be used:
1. First Class Presorted – minimum of 500 pieces and will be processed the same
day, if Customer Service Center was given a 24-hour advance notice and mailing
is received by 11 a.m.
2. Regular Standard – 200 piece minimum and will be processed within 2-3 days.
Standard mail service objectives for delivery are 2 to 9 days; however, delivery
time is not guaranteed.
3. Non Profit – same as Regular Standard with exception of cheapest rate.
Please attach 1 sample copy with each mailing. Notifying Customer Service Center
prior to delivering large mailings will assist us with our work schedules. Following the
list below will help to make sure your mailing is prepared correctly. Customer Service
Center also has a Guide for Bulk Mailings that explains items in greater detail. The
Guides can be requested by calling 688-6422 or stopping by Customer Service Center.
1.
Mail piece has been approved to qualify for either Nonprofit or Regular Standard
Mail rate. This should be done at the planning stage by visiting with University
Relations and Customer Service Center staff.
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2.
Postage can be affixed by:
a.
Permit Imprint (indicia) - correct format information from University
Relations or Customer Service Center. (This reduces costs for handling.)
The permit number is held by SDSU and not by individual departments.
b.
Metering - Customer Service Center runs mail pieces through a mailing
machine for appropriate postage.
3.
South Dakota State University in return address - a must for Nonprofit. The
return address format is: South Dakota State University
Department Name
Department Box Number
Brookings, SD 57007-(department adds on 4-digits)
THE RETURN ADDRESS CANNOT CONTAIN AN INDIVIDUAL’S NAME NOR
CAN IT CONTAIN A SPECIFIC EVENT. According to postal regulations, an
individual is not allowed to mail at Nonprofit rates.
4.
Mail piece has been checked for compliance with the Postal Service size limits.
Weight of paper stock is appropriate if mail piece is a self-mailer.
5.
Post Office prefers self-mailer pieces to be folded at the bottom and attached at
the top with tape or tabs. Absolutely no staples can be used to attach a mail
piece, this will damage the Postal equipment machines.
6.
Mail pieces must be brought to Customer Service Center in zip code order, from
low zip code number to high zip code number. Letter trays are available for your
use at the Customer Service Center Office inRoom 100, or call #6422. Mail
pieces must be facing the same direction, with letter flaps all up if they are to be
sealed. Please make sure that your envelope contents are folded properly and fit
completely so envelopes seal correctly.
7.
SDSU Customer Service Center Work Order (forms available at Print Lab): Send
both copies of the work order.
a.
Need department name & the complete account number, including fund
number if needed;
b.
Name of mailing, for our reference;
c.
Quantity of standard Bulk Mailing - need the exact number of pieces in
mailing - MINIMUM OF 200 PIECES (500 if First Class);
d.
Signature & phone number - authorizes mailing and is the contact person
who is knowledgeable about the mailing, in case Customer Service Center
has any questions.
8.
One sample copy of mailing needed (include envelope). Attach sample to work
order. Sample copy is for CSC reference file.
9.
MAIL ADDRESSED TO FOREIGN COUNTRIES CANNOT BE PART OF YOUR
BULK MAILING. These pieces need to be sent separate with a pink metered
postage form completely filled out.
10.
To avoid paying postage for mail pieces addressed to individuals on campus,
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please remove them from your mailing and send through campus mail.
11.
If using Customer Service Center’s Inkjet Services, all address lists must be
submitted to Customer Service Center as an Excel spreadsheet with the fields
of Name, Address, City, State, and Zip. All lists must have duplicates and
international addresses removed and on campus addresses separated to be
ready for processing. A labor fee will be accessed if Customer Service Center
needs to prepare the lists for mailing. Also see Chapter 4-2 for additional
addressing requirements.
12.
All mail pieces must include an endorsement or be addressed through Customer
Service Center’s inkjet service. For placement of the below Endorsements on
the mail piece, see Customer Service Center’s Bulk Mail Guide or call 688-6422.
CHECKLIST FOR ADDRESS LISTS
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Omit all out of country addresses.
APO/FPO addresses should have correct state.
Omit any on-campus and duplicate addresses – save on postage.
Rural route addresses and HCR addresses have been replaced by 911
addresses.
Use delivery address only, et al, PO Box 7000 rather than listing both physical
and delivery.
List complete address – 2015 Iowa – 2015 Iowa what? Street, avenue? 223 W
1st – W 1st what? Also don’t leave off TH, ST as in 312 W 8 Street should be 312
W 8th Street.
Always include direction in street address, et al, Medary Avenue South, or East
5th Street.
Omit punctuation in addresses.
City, state and zip should have their own columns.
Omit any columns you do not want to appear on the mailpiece before sending the
list to Customer Service Center.
ENDORSEMENTS
Each of the following services have different prices for the returns. If a department
applies address labels themselves to a bulk mailing, an Endorsement must be printed
on each envelope.
Address Service Requested.
Forwarding and return; new separate address notification provided.
Return Service Requested.
No forwarding, only return; new address notification provided.
Change Service Requested.
No forwarding or return; new address notification provided.
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Forwarding Service Requested. Forwarding and return; new address notification
provided only with return.
MASS INTERNAL CAMPUS MAILINGS
Customer Service Center will process internal campus mailings and send them out for a
fee. The following lists are currently available:
All Employees **
All Faculty (includes DDD but not by name)
Faculty and Exempt **
1731
702
1029
** Except Extension Agents and Field Support Staff
Deans, Directors, and Department Heads*
114
* This is the only list that labels can be ordered for by name and either the Department
or Customer Service Center can apply.
HOW TO ORDER LISTS/LABELS: Please submit a Customer Service Center Work
Order or call Customer Service Center requesting the service you want. If you are
ordering DDD labels, please allow 24 hours to have them printed and ready to be
applied.
BILLING
Each department’s monthly billing invoices are posted on Inside State under:
Administration/Facilities & Services/Inter Departmental Billing. Any questions
concerning Customer Service Center charges or billing changes should be referred to
Customer Service Center at 688-6422. All departments should keep a departmental
copy of all mailing slips for monthly invoice reference.
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APPROXIMATE DELIVERY AND PICK UP SCHEDULES
.U.S. Mail is delivered each work day, usually before noon. The following schedule is
approximate and times may vary due to quantity of mail, weather conditions, etc.
Pickups to all major buildings are made in the afternoon prior to 3 p.m.
MORNING:
West Run
Leaving CSC at 9:15 AM
AGH Bldg (Plt Sc., Ext, & Dean of Ag)
Dairy Micro Bldg (DM & Biology)
Animal Science Complex Bldg.
ABS Motor Pool Bldg
Ag Museum
Medary Commons (Cap Center Bldg)
Wenona Hall
Wecota Hall – GIScCE
Hansen Hall
Waneta/Wecota Annex Hall
West Hall – Eng. Ext.
Scobey Hall
FRMC Bldg (UPD)
SDSU Alumni Center
SDSU Old Foundation Bldg.
SDSU Foundation Bldg.
Pugsley Center – ITC – KESD TV ( Wintrode Center (Disability, TRIO, General Studies))
Lincoln Music Hall
Solberg Hall
Crothers Engineering Hall
Avera Science Center (Chemistry & Pharmacy)
Administration Building (Business Office & Misc.) Mailbox
SD Art Museum
Back to Customer Service Center
East Run
Leaving CSC at 9:15 AM
Northern Plains Biostress Bldg (To Main Mailroom) Wildlife, Plant Sci., & Bio Micro.
Plant Path Bldg
Briggs Library
Ag Engineering Bldg
Wellness Center
HPER Bldg. (Mailroom upstairs in ticket office)
McCrory Gardens Visitors Center
Young Hall & Binnewies Hall
Caldwell Hall & Res. Life
Student Union Bldg. - Bookstore & Aramark Food Service
Grove Hall (Visual Arts)
Mathews Hall
Jackrabbit Village
Pierson Hall
Brown Hall
Wagner Hall - College of Family & Consumer Sc & Nursing (Drops at Main Offices of each)
ROTC Building Young Hall & Binnewies Hall
Yeager Hall (Journalism) Brown Hall
Intramural
Communications Center
Ag Communications
Harding Hall Bldg
Elec Eng & Comp Sci Bldg
Back to Customer Service Center
AFTERNOON – PM PICK UPS:
Leaving CSC at 1:30 PM Run
Northern Plains Biostress Bldg (Main Floor Mailroom)
AGH Bldg
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Animal Science Complex
Pugsley Center
Yeager Hall
Wagner Hall – College of Family & Consumer Sci., & Nursing (Main Office)
Administration Bldg (Main Drop Box)
Crothers Eng Bldg
HPER (Main Office upstairs)
Dykhouse
Briggs Library
Back to Customer Service Center
UNITED PARCEL SERVICE
Packages for UPS shipping will be accepted until 3:30 p.m. Any large amount of
packages sent via UPS must arrive at Customer Service Center by 2:00 p.m. to ensure
processing is completed in time for that day's UPS pick up.
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Mailing Slip: The UPS slip must be attached to each package and filled out with
department name, box number, account number, contact person and telephone
number, address shipped to, and the desired service(s) designated. Please
check the box if an address is a residential address. UPS charges a service
charge for any package billed to a commercial address but should have been
residential.
UPS shipping forms are available for purchase from Print Lab,
Yeager Hall, Room 102.

Address Label: Each outgoing package requires an address label (regardless of
the type of service requested.) UPS does not deliver to PO Boxes.

Insurance: All packages have $100 of insurance at no additional charge.
Additional insurance in $100 increments is available at $.75 per $100. Mark total
amount or insurance on slip if more than $100 insurance is desired. Maximum
protection value is $50,000.

Weight and Size Limits: Maximum weight is 150 pounds and maximum size is
165" in length and girth combined, before an extra fee is charged.

Customer Service Center does not forward or return unopened UPS packages.
Department may call UPS for proper handling. Opened UPS miss-sent
packages must be returned at department's expense.

UPS has requested that your return address is placed on your package, as well
as inside your package.

UPS charges an extra fee for packages that are not wrapped in paper or
encased in cardboard.
Personal and Departmental UPS packages will be accepted for shipment for University
employees and students with a per parcel processing fee due at time of shipment, in
addition to UPS charges. Proof of status as an employee or student is required.
Personal and Departmental parcels will be accepted until 3:30 p.m. for same day
shipping. Personal packages can be paid for by check or cash.
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CUSTOMER SERVICE CENTER
FEDERAL EXPRESS SERVICE
All Federal Express packages leaving SDSU must have a FedEx Express US Airbill
attached. Pre-printed airbills with Customer Service Center Fed-Ex account # on them
are available from Customer Service Center. If it is inconvenient to pick them up, call
688-6422 and we can send some through Campus Mail. (We also have blank and
International airbills available for bill recipient and personal use). Packages for Fed-Ex
shipping will be accepted until 3:30 p.m. for same day processing.

Airbill: The Fed-Ex Airbill must accompany each package and be filled out with
department name, box number, contact person, and telephone number. Department
Account Number to be billed will go on #2 “Your Internal Billing Reference” line. (The
Account number is required regardless of whether it is picked up from your office by the
Federal Express driver, brought to Customer Service Center, taken to a drop box off
campus, or picked up by a Customer Service Center mail route driver.) Completely fill
out #3, the “To Recipient” section, making sure that there is a phone number for
recipient. (Due to a recent FED-EX upgrade on their shipping process, the phone # of
the recipient is now required on the Federal Express Airbill form.) If Customer Service
Center is to process out-going Fed-Ex packages, please keep all copies of forms
attached, securing the airbill to the package with a small piece of tape. The top copy will
be returned to you after processing.

Address Label: Each outgoing package should have an address label with return
address attached to the package as well as inside your package. Fed-Ex does not
deliver to PO Boxes.

Insurance: Fed-Ex does not have insurance. Rather they carry liability of the package
as Declared Value.

Weight and Size Limits: Maximum weight is 70 pounds and maximum size is 130" in
length and girth combined, before an extra fee is charged.

If Customer Service Center receives a returned (undeliverable) Fed-Ex package, we will
open it to determine sender and return it to the Department. The Account number will be
charged for the return. If the Department signs for any incoming Fed-Ex package and
finds that it is not theirs, they will need to contact Fed-Ex at 1-800-463-3339 and explain
to them about the miss-delivery and they will schedule a driver to pick up the package
from their office. Opened Fed-Ex packages must be returned at department's expense.

Any large amount of packages sent Fed-Ex must arrive at Customer Service Center by
2:00 p.m. to ensure processing is completed in time for that day's Fed-Ex pickup.

Personal and Departmental Fed-Ex packages will be accepted for shipment for
University employees and students. Proof of status as an employee or student is
required. Note that a personal credit card number must be used for all international
shipments and can be used to pay for personal Fed-Ex packages but neither will receive
the university discount. A handling fee for processing personal packages can be paid for
with cash or check.

For Fed-Ex Ground packages, the customer will need to call the 1-800 number and
schedule a pick-up from their department.
(REVISED 7/12)
CHAPTER 4 - 14
CUSTOMER SERVICE CENTER
FEES
Certified Mail (for First-Class & Priority Mail)
$2.95
Return Receipt (for First-Class, Priority & Express Mail)
$2.35
Delivery Confirmation (for First-Class & Priority Mail)
Restricted Delivery (for First-Class & Priority Mail)
Combined with Certified, Registered, Delivery
Confirmation, Return Receipt or Signature
Confirmation.
Signature Confirmation (for First-Class Parcels, Priority
& Package Services Parcels)
Insured Mail (for First-Class & Priority Mail)
Registered Mail
$0.75 (Priority Mail)
$0.85 (First-Class Parcel)
$.85 (Package Services)
$4.55
$2.55
Up to $50.00
$1.85
$50.01 - $100.00 $2.35
$100.01 - $200.00 $2.90
$200.01 - $300.00 $4.85
$300.01 to $5,000.00 $4,85 plus $1.10 per $100.00
Call Customer Service Center for Price Quote
First Class Letter Rate
First Ounce = $0.45
Additional Ounce + $0.20
Non-Machinable Surcharge
$0.20
Post Card Rate
$0.32
Priority Mail (Commercial Base Pricing)
Express Mail (Next Day Service to some Zip Codes)
Express Mail Insurance
First Class International Letter & Postcards
Priority Mail International (Commercial Base Pricing)
Addressing Campus Mailings
Labeling Jobs (Ordering the labels)
Addressing/Processing Bulk Mailings
Sealing Envelope Charge
(REVISED 7/12)
Up to 1 pound & Flat Rate Env + Box = $4.90
Legal Size Flat Rate Env = $5.10
Flat Rate Small Box = $5.15
Flat Rate Med/Reg. Box = $10.85
Flat Rate Large Box = $14.65
APO/FPO Destinations = $12.65
Flat Rate Envelope + Legal Size Env = $17.75
Over 1/2 lb. = See Rate Chart
$0.01 to $100.00 Free
$100.01 to $200.00=$.80
$200.01-$500.00=$2.20
$500.01-$5,000.00=$2.20
Plus $1.45 per $500.00
1 ounce to Canada + Mexico = $0.85
1 ounce all other countries = $1.05
Flat Rate Env + Sm Box: Canada & Mexico = $12.95
All other countries = $16.95
Flat Rate Reg Box: Canada & Mexico = $32.95
All other countries = $47.95
Flat Rate Lrg Box: Canada & Mexico = $39.95
All other countries = $60.95
Call Customer Service Center for Price Quote
Call Customer Service Center for Price Quote
Call Customer Service Center for Price Quote
$.013 per piece
CHAPTER 4 - 15
CUSTOMER SERVICE CENTER
Hourly Recharge Rate
$25.00/hour (minimum of $7.50)
Business Reply Fee
UPS & Fed-Ex Handling Fee
Fuel Surcharge
10% of Postage
$3.00 per package
Any Applicable fuel surcharges on UPS or FedEx
will be recharged
Labor
Delivery & Pickup Fees
Inkjet Addressing
Customer Service Center Work Orders, Pink Slips, & UPS
Shipping Forms
(REVISED 7/12)
CHAPTER 4 - 16
See Quick Reference Guide
See Quick Reference Guide
See Quick Reference Guide
Available for purchase at Print Lab
CUSTOMER SERVICE CENTER
DEPARTMENT ADDRESSES
(REVISED 7/12)
CHAPTER 4 - 17
CUSTOMER SERVICE CENTER
The following is a list of all department box numbers, building, and 4-digit zip codes.
Every department is encouraged to use them as it assists in more efficient and accurate
sorting of your mail.
Zipcode Chart for SDSU Departments
Last Updated: June 2010
Box #
Building
Department
Zip + 4
2201
Administration Building - SAD
Academic Outreach
0599
2201
Administration Building - SAD
Accounting & Finance Office
2398
2201
Administration Building - SAD
Admissions
0649
2201
Administration Building - SAD
Affirmative Action
1794
2201
Administration Building - SAD
Business Office
2798
2201
Administration Building - SAD
Cashier's Office
2598
2201
Administration Building - SAD
Facilities & Services-Administration
1698
2201
Administration Building - SAD
Facilities & Services-Carpenter Shop
1698
2201
Administration Building - SAD
Facilities & Services-Customer Service Center
1698
2201
Administration Building - SAD
Facilities & Services-Control & Refrigeration
1698
2201
Administration Building - SAD
Facilities & Services-Custodial Services
1698
2201
Administration Building - SAD
Facilities & Services-Electric Shop
1698
2201
Administration Building - SAD
Facilities & Services-General Services
1698
2201
Administration Building - SAD
Facilities & Services-Grounds
1698
2201
Administration Building - SAD
Facilities & Services-Heating Plant
1698
2201
Administration Building - SAD
Facilities & Services-HVAC
1698
2201
Administration Building - SAD
Facilities & Services-Paint Shop
1698
2201
Administration Building - SAD
Facilities & Services-Plumbing Shop
1698
2201
Administration Building - SAD
Facilities & Services-Welding Shop
1698
2201
Administration Building - SAD
Finance & Budget
1898
2201
Administration Building - SAD
Financial Aid
0198
2201
Administration Building - SAD
Graduate School
1998
2201
Administration Building - SAD
Payroll Office
2698
2201
Administration Building - SAD
Personnel Office
1798
2201
Administration Building - SAD
Planning-Program & Budget
2498
2201
Administration Building - SAD
President's Office
2298
2201
Administration Building - SAD
Property Management
1398
2201
Administration Building - SAD
Registrar
0498
2201
Administration Building - SAD
Student Affairs
1198
2201
Administration Building - SAD
Student Loan Office
1829
2201
Administration Building - SAD
Vice President For Academic Affairs
2098
2201
Administration Building - SAD
Vice President For Administration
2198
601
Ag Heritage Museum - SAGM
Agricultural Heritage Museum
0999
2120
Agricultural Engineering - SAE
Agricultural & Biosystems Engineering
1496
2120
Agricultural Engineering - SAE
Water Resource Institute
0650
2207
Agricultural Hall - SAG
Dean of Agriculture
0191
(REVISED 7/12)
CHAPTER 4 - 18
CUSTOMER SERVICE CENTER
2207
Agricultural Hall - SAG
Director of Experiment Station
0291
2207
Agricultural Hall - SAG
Director of Residential Instruction
0391
2207D
Agricultural Hall - SAG
Extension-Off Campus
0092
2207D
Agricultural Hall - SAG
Extension-On Campus
0093
2207E
Agricultural Hall - SAG
Family Youth Development/4-H
2097
2207
Agricultural Hall - SAG
Farm Department
1130
2207A
Agricultural Hall - SAG
Plant Science (Ag Hall)
1096
2207
Agricultural Hall - SAG
Rodeo Club
2207
Agricultural Hall - SAG
Todays Ag
0191
2170
Animal Science Complex - SAS
Animal Range Science
0392
2170
Animal Science Complex - SAS
Station Biochemistry Department
1217
2202
Avera Science Center – SAV
Chemistry & Biochemistry
0896
2202
Avera Science Center – SAV
Environmental Health & Safety/EPSCOR
3507
2202C
Avera Science Center – SAV
Pharmaceutical Chemistry Department
0297
2202C
Avera Science Center – SAV
Pharmacognosy Department
0397
2202C
Avera Science Center – SAV
Pharmacology Department
0197
2202C
Avera Science Center – SAV
Pharmacy
0099
525
Avera-McKennan Center
Development & Foundation
0499
2805
Binnewies Hall - SBN
Binnewies Hall
1299
2115
Briggs Library - SBL
Briggs Library
1098
2115
Briggs Library - SBL
Bush Faculty Development Center
3506
2115
Briggs Library - SBL
Honors College
2098
2115
Briggs Library - SBL
Teacher Learning Center
3506
2801
Brown Hall - SBH
Brown Hall
1996
2810
Caldwell Hall - SCH
Caldwell Hall
3511
2810A
Caldwell Hall - SCH
Residential Life
0898
2230
Communications Center - SCM
University Relations
1498
2219
Crothers Engineering Hall - SCEH
Civil & Environmental Engineering
0495
2219
Crothers Engineering Hall - SCEH
Dean of Engineering
0096
2219
Crothers Engineering Hall - SCEH
Mechanical Engineering
0294
2219
Crothers Engineering Hall - SCEH
Physics Department
0395
2219
Crothers Engineering Hall - SCEH
Water Environmental Eng Research Ctr.
0096
2104
Dairy Microbiology - SDM
Dairy Science
0647
2104
Dairy Microbiology - SDM
Microbiology
0493
2104A
Dairy Microbiology – SDM
Biology
0595
2236
DePuy Military Hall - SDP
AFROTC - Aerospace Studies
1697
2236
DePuy Military Hall - SDP
AROTC - Military Science
1597
2222
Electrical Eng. & Computer Science Center
Electrical Eng. & Computer Science
0194
550
Foundation
Academic Evaluation & Assessment
0288
550
Foundation
Diversity & Equal Opportunity
2298
2802
Grove Hall - SGH
Visual Arts
0192
670
Hansen Hall - SHN
Hansen Hall
1899
2220
Harding Hall - SHH
Elec. Engineering Resource Center
0199
2220
Harding Hall - SHH
Engineering Extension
0597
(REVISED 7/12)
CHAPTER 4 - 19
CUSTOMER SERVICE CENTER
2220
Harding Hall - SHH
Mathematics & Statistics
1297
2220
Harding Hall - SHH
SD Local Transp Assistance Prgm (SD LTAP)
0199
2203
Health & Nutritional Sciences
2700
Intramural Bldg – SIM
Jackrabbit Village A – Spencer Hall –
SJRA
2701
Jackrabbit Village B – Thorne Hall – SJRB
2702
Jackrabbit Village C – Abbott Hall – SJRC
2212
Lincoln Music Hall - SLM
Music
0897
2803
Mathews Hall - SMH
Mathews Hall
2499
2140A
McCrory Gardens Center
Hort, Forestry, Landscape & Parks
0996
2140A
McCrory Gardens Center
McCrory Gardens
0996
Meadows North (717 11th Street) - SMN
Box Sections 1131 through 2232
57006-1036
Meadows North (717 11th Street) - SMN
Box Sections 2233 through 3234
57006-1037
Meadows North (717 11th Street) - SMN
Building Manager
57006-1035
Meadows South (707 11th Street) - SMS
Box Sections 1131 through 2232
57006-1033
Meadows South (707 11th Street) - SMS
Box Sections 2233 through 3234
57006-1034
Meadows South (707 11th Street) - SMS
Building Manager
57006-1032
511
Medary Commons – SMC
TRIO - Student Support Services
3512
511
Medary Commons - SMC
Career & Academic Planning
0298
608
Motor Pool - SMPC
Motor Pool
1997
2140D
Northern Plains Biostress - SNP
Biology/Microbiology
2142
2140C
Northern Plains Biostress - SNP
Plant Science (NPB)
2141
2140B
Northern Plains Biostress - SNP
Natural Resources
1696
2231
Old Horticulture Building - SOHO
Ag Information Technology
1897
2231
Old Horticulture Building - SOHO
Chief Information Technology Office
1897
2231
Old Horticulture Building - SOHO
Computer Science
1596
2231
Old Horticulture Building - SOHO
Computing Services
1598
2231
Old Horticulture Building - SOHO
Information Technology Services Center
3504
2231
Old Horticulture Building - SOHO
University Networking Systems
3504
2820
Physical Education Center - SPE
Health-Physical Education & Recreation
1497
2804
Pierson Hall - SPR
Pierson Hall
1999
2108
Plant Science Building - SPSB
Plant Science (PSB)
1090
2218
Pugsley Center - SPC
Communication Studies & Theatre
1197
2218A
Pugsley Center - SPC
Educational Technology Center
1199
2218B
Pugsley Center - SPC
Friends (SD Public Broadcasting)
5000
2218
Pugsley Center - SPC
HDCFS
0195
2218B
Pugsley Center - SPC
KESD
2399
2218
Pugsley Center - SPC
Speech Department
1197
2218
Pugsley Center - SPC
Title III
3501
504
Scobey Hall - SSB
Economics Department
0895
504
Scobey Hall - SSB
English
1397
504
Scobey Hall - SSB
Geography Department
0648
504
Scobey Hall - SSB
Psychology Department
0997
504
Scobey Hall - SSB
Rural Sociology Department
1296
504
Scobey Hall - SSB
(REVISED 7/12)
Entrepreneurship Programs
CHAPTER 4 - 20
CUSTOMER SERVICE CENTER
2223
Solberg Hall - SSO
Engineering, Technology & Management
0292
2223
Solberg Hall - SSO
Product Development Center
0292
520
Sorenson Center - SSOR
University Police Dept
3505
2250
South Dakota Art Museum - SMU
South Dakota Art Museum
0899
2818
Student Wellness Center - SWC
Student Health & Counseling
0598
515
Tompkins Alumni Center - STA
SDSU Alumni Association
0299
2815B
University Student Union - SSU
Aramark Dining Services
3099
2815A
University Student Union - SSU
Bookstore
0399
2815A
University Student Union - SSU
Campus Card Office
0399
2815
University Student Union - SSU
Collegian
1592
2815
University Student Union - SSU
Department of Student Union & Activities
1599
2815
–University Student Union – SSU
Disability Services
3512
2815
University Student Union - SSU
KSDJ
2815
University Student Union - SSU
Performing Arts Center
3509
2815
University Student Union - SSU
Student Organizations
1594
2815
University Student Union - SSU
Students Association
1936
2175
Veterinary Science - SAR
Animal Disease Resch & Diagnostic Lab
1396
2275A
2275A
Wagner Hall – SWG
Wagner Hall – SWG
Dean of Arts & Science
Dean of Design Merchandising Consumer Sciences
0094
0295
2275
Wagner Hall – SWG
Dean of Nursing
0098
2275
Wagner Hall – SWG
Foreign/Modern Language
0494
2275A
Wagner Hall – SWG
Human Development
0295
2275
Wagner Hall – SWG
Instructional Tech Learning Res. Lab
0894
2275
Wagner Hall – SWG
Nursing Continuing Education
0396
2275
Wagner Hall – SWG
Nursing Graduate
1604
2275
Wagner Hall – SWG
Nursing Research & Special Services
1799
2275
Wagner Hall – SWG
Nursing Undergraduate
0296
2275A
Wagner Hall – SWG
Nutrition
0295
2275
Wagner Hall – SWG
Rotunda Instructional Media Center
1499
509
Waneta/Wecota Annex Halls - SWN
Waneta Hall
3199
506
Wecota Hall - SWC
Continuing & Extended Education
0298
506
Wecota Hall - SWC
E. A. Martin Program
3503
506B
Wecota Hall - SWC
GIScCE (Geographic Infor.Sci Cntr of Excellence)
3510
506
Wecota Hall – SWC
International Student Affairs
2098
507
Wenona Hall - SWE
Advance Studies in Education
0394
507
Wenona Hall - SWE
College of Education
0095
507
Wenona Hall - SWE
Counseling & Human Resource Devel.
0193
507
Wenona Hall - SWE
Dean of Education
0095
507
Wenona Hall - SWE
Undergraduate Teacher Education
0293
510
West Hall – SWH
History Department
0393
510
West Hall - SWH
International Affairs
510
West Hall – SWH
Philosophy & Religion
1097
510
–West Hall – SWH
Political Science
0393
2214
Wintrode Center - SWSC
General Studies Tutoring/Acad Success
3512
(REVISED 7/12)
CHAPTER 4 - 21
CUSTOMER SERVICE CENTER
2235
Yeager Hall - SYE
High School Press
0596
2235
Yeager Hall - SYE
Journalism & Mass Communication
0596
2235
Yeager Hall - SYE
Print Lab
0594
2807
Young Hall - SYH
Office of Judicial Affairs
3499
2807
Young Hall - SYH
Young Hall
3499
(REVISED 7/12)
CHAPTER 4 - 22
CUSTOMER SERVICE CENTER