INSTRUCTIONS
FOR
MAIL CLERKS
K-State Residence Halls
FALL 2016
TABLE OF CONTENTS
INTRODUCTION
Introduction to this manual....................................... 1
Campus Mail............................................................ 1
Campus Post Office................................................. 1
Where is my package?............................................ 2
Delivering the Mail................................................... 2
Free Consultation.................................................... 2
Mail Is Out Sign....................................................... 2
Presorted Mail.......................................................... 2
Refused Mail............................................................ 2
U. S. Post Office...................................................... 2
CLASSES OF MAIL
First Class Mail........................................................ 3
Periodicals Mail........................................................ 3
Standard Mail........................................................... 3
Parcel Post.............................................................. 4
Priority Mail.............................................................. 4
CHANGE OF ADDRESS REQUEST
Change of Address Requests.................................. 5
FORWARDING ADDRESS CARD
Purpose and Use of the FAC................................... 6
PACKAGES
General.................................................................... 7
Package Slip............................................................ 7
Package Log............................................................ 7
UNDELIVERABLE-AS-ADDRESSED MAIL
Permanent Felt Markers.......................................... 8
Blank Address Labels.............................................. 8
K-State Campus Mail............................................... 8
UPS Packages......................................................... 8
USPS Mail............................................................... 8
USPS Periodicals.................................................... 8
FORWARDING TERMINOLOGY
Endorsements.......................................................... 9
Exceptional Addresses............................................ 9
Reason for Non-Delivery......................................... 9
FORWARDING POLICIES AND INSTRUCTIONS
First Class Mail / Postcards / Priority Mail............. 10
Periodicals Mail (first 60 days)................................11
Periodicals Mail (at 60 days)...................................11
Periodicals Mail (after 60 days)..............................11
Standard Mail......................................................... 12
Parcel Post / Parcel Select.................................... 13
Sorry We Missed You! (USPS Form 3849)........... 14
UPS Packages....................................................... 15
UPS Packages Transferred to USPS.................... 15
FedEx Packages.................................................... 15
GLOSSARY OF USPS TERMS.................................... 16
USPS FAQs.................................................................. 19
USPS REFERENCES
URLs for current information.................................. 19
STATE AND TERRITORY ABBREVIATIONS............... 20
KANSAS ZIP CODES BY CITY.................................... 21
PLUS 4 ZIP CODES BY FLOOR.................................. 23
RESIDENCE HALL STREET ADDRESSES................ 24
WHAT ABOUT PHONE BOOKS?
Phone books with unusual addresses................... 24
PAYROLL PROCEDURES............................................ 25
KRONOS WORKFORCE TIMEKEEPING SYSTEM
It's all about your ID card....................................... 26
CAs signing in as mail clerks................................. 26
Time Edit Form...................................................... 27
INTRODUCTION
1
Mail room operation is an important responsibility in serving our residents. We will adhere to all federal standards for distribution
of mail, as well as handling of undeliverable mail. Every effort will be made to insure the security of the mail, including placing
it in the correct box. We will observe the privacy of our residents. There will be no gossip or discussion about the origin or
contents of items that come through our mail rooms.
Mail clerks should have a flexible afternoon schedule. Arrival of the day's mail will vary.
Only authorized people may enter the mail room. Those authorized may include senior staff, RAs, CAs, mail clerks, Central
Mail Services employees and, when necessary, Maintenance employees.
U. S. mail is delivered to halls by the university's Central Mail Services. Their personnel are allowed to go in the mail rooms.
In this manual, we'll generally pretend that the USPS is still delivering the mail, since it will be in their hands once it leaves
university property, and their guidelines for handling mail apply.
If you encounter quantity items someone intends for distribution in mailboxes which don't appear to be official university
business - and which did not come in the U. S. mail or campus mail - check with the coordinator before distributing. The fact
that a CA accepted items doesn't mean they may go in mailboxes.
Mail to be returned to the post office (which will be explained later) is bundled together and put in the outgoing mail drop or
tub when it's ready to go.
The first topic to be covered in this manual is classes of mail. While placing mail in someone's box is straightforward, when
the addressee has left the hall, you must be able to recognize what class of mail it is in order to properly handle it.
Next you will find general instructions which apply to every hall's mail room, the forms we use, etc.
Proper handling and security of packages is a major point of emphasis in our residence halls. You will learn our practices for
recording the arrival and distribution of packages. Every package must be logged before it is released or returned.
Mail forwarding may be completely unfamiliar to you. Forwarding means sending a letter or package to a person's new
address. There's more to it than writing a new address, because not every class of mail can be sent to a new address without
new postage. The forwarding instructions later in this manual are written like a flow chart, categorized by class of mail. Once
you've determined the class of mail, you can follow the steps which apply if there is an endorsement.
CAMPUS MAIL
The postage-free campus mail system is operated for official business of the university. All campus mail must have a return
address. Greeting cards and personal letters from one student to another are not permitted. Letters from a student to a
university department or office (in an ordinary envelope) are acceptable. Items from student organizations are acceptable.
Outgoing campus mail is either accepted by the community assistants, or placed in an outgoing slot by residents. It will help
Central Mail if campus mail is kept separate from U. S. mail.
CAMPUS POST OFFICE
The university operates a contract post office. Its services will meet most students' needs. Its business hours are Monday to
Friday, 8:30 A.M. to 3:30 P.M., including noon hour. It is located at the west end of Dykstra Hall, at the intersection of 17th
Street and Claflin Road. There are three 15-minute parking spaces near the entrance. The phone number is 532-6306.
The post office sells stamps, weighs letters and packages to determine postage, insures packages, provides Priority Mail
envelopes and boxes, can assist with international mail, and issues postage-due and signature-required items.
Outside the post office are campus and U.S. Mail outgoing mailboxes, available 24/7. U.S. Mail weighing 13 ounces or more
may not be placed in a mailbox. Due to heightened security, all mail that bears postage stamps and weighs more than 13
ounces must be taken to a service counter at a Post Office.
The web site for K-State's contract post office is: http://www.k-state.edu/facilities/cms/ContractPostOffice.html If you visit
their web page, please be aware that some services mentioned are available only to university departments.
2
WHERE IS MY PACKAGE?!
Central Mail Services intends to deliver U. S. and campus mail to the halls between 1:00 and 3:00 p.m., Monday - Saturday.
A little-known fact is that when Central Mail delivers, the mail and packages they bring came to Manhattan the day before, and
they picked them up at the Manhattan Post Office about 4 p.m. So... when a resident insists to the CA that we have his or her
package, tracking may be showing it anywhere in the city. If a resident insists that the university has the package, it may be
in Central Mail's building, but not at the hall yet. DON'T SEND RESIDENTS TO CENTRAL MAIL! Let nature take its course.
DELIVERING THE MAIL
It's harder to get magazines and newspapers into boxes if letters are already in them. You don't need to sort mail before
putting it into boxes.
Check for a match on the last name on the mailbox with the name on the mail piece. Mailbox labels should be changed when
a checkout or room change occurs. Report any suspected errors to the residence life coordinator.
If the addressee no longer lives in the room on the address, check the alpha roster. If the person is in another room in the
hall, deliver the mail to the correct box immediately. Set aside undeliverable mail until the current residents' mail is delivered.
"MAIL IS OUT" SIGN
Many halls have some sort of "Mail Is Out" sign to put out when all mail has been distributed.
PRESORTED MAIL
First Class or Standard classes of mail, as described below, may have reduced postage if the sender sorted the pieces by ZIP
Code before mailing. If so, the postmark will say something like "PRESORTED FIRST CLASS" or "PRESORT STANDARD."
The term Presorted is unrelated to the class of mail, and has no bearing on forwarding mail.
REFUSED MAIL
To refuse an item, a person may write "refused" on the unopened item and then send it back. Items that have been opened
must have new postage applied before returning them. Endorsements such as "return postage guaranteed" are valid only if
a package or letter has not been opened, or if the item was undeliverable as addressed.
U. S. POST OFFICE
Manhattan's U. S. Post Office is at 5th and Leavenworth Streets. This is a full-service post office. Its business hours are
Monday to Friday, 8:30 A.M. - 4:30 P.M. and Saturday, 9:30 A.M. to noon. The phone number is 539-4450.
FREE CONSULTATION!
If you're uncertain on a policy or procedure (such as how to handle a piece of mail), you're welcome to call David Yoder in
the Derby Academic Resource Center (2-6368) or at home (5-0459).
You're also welcome to consult Barb Larson at Central Mail Services at 532-1802 if you have mail forwarding questions.
A copy of this manual (as a PDF) is available for viewing or download from www.ddy.com/mail.pdf. One advantage of the
digital version is the ability to use the Find function of your PDF reader or web browser to look up fun facts.
3
CLASSES OF MAIL
When handling mail for an ex-resident, you must first determine the class of mail to know if you should forward it, return
it or discard it. The information that follows explains the classes.
FIRST-CLASS MAIL
includes:
• personal and business letters (Handwritten and typed messages must be sent First-Class.)
• bills and statements of account
• postcards (which must be at least 3 1/2" x 5", and no more than 4 1/4" x 6")
• canceled and uncanceled checks
• business reply mail
Postcards, letters, large envelopes, small packages and lightweight merchandise can be sent using First-Class Mail. For
items weighing more than 13 ounces, Priority Mail should be used.
Here are examples of the postmarks you will often see on First Class Mail when a postage stamp is not used.
PRESORTED
FIRST-CLASS
U.S. POSTAGE
PAID
DISCOVER
PLATINUM
PRESORT
FIRST-CLASS MAIL
U.S. POSTAGE
PAID
NORFOLK, VA
PERMIT NO. 33
On mail with metered postmarks, pay attention to this area of the postmark. Metered postmarks look similar, but the class of
mail varies, and may be printed vertically on the left side. There are many possible rates, depending on weight of the item,
etc. Obviously, the one shown above is First Class, but others could say BLK. RT., NON PROFIT ORG. or PRESORTED
STANDARD, all of which are Standard Mail.
PERIODICALS MAIL
includes:
•newspapers issued at least 4 times per year
•magazines issued at least 4 times per year
STANDARD MAIL
includes:
•Regular Standard
•Nonprofit Standard
•Single-Piece Standard Mail
examples:
•circulars, flyers, bulletins, newsletters
•catalogs
•small packages
Each piece of Standard Mail is limited to 16 ounces. Material weighing 16 ounces or more is classified as Parcel Post.
There are two categories of Standard Mail: single-piece and bulk. Standard Mail largely consists of what is known as junk
mail. Here are some examples of the types of postmarks you will often see that represent Standard Mail. Notice that Standard,
STD, Bulk and Non-Profit are key words that distinguish this class from First Class.
BULK RATE
U.S. POSTAGE
PAID
GOOD HOUSEKEEPING
PRESORTED
STANDARD
U.S. POSTAGE
PAID
CRESTED BUTTE
MOUNTAIN RESORT
BULK RATE
U.S. POSTAGE
PAID
AMERICAN
EXPRESS
Non-Profit Org.
U. S. POSTAGE
PAID
Pittsburgh, Pa.
Permit No. 1731
CLASSES OF MAIL
4
PARCEL POST
Parcel Post weighs between 16 ounces and 70 pounds.
includes:
•small and large packages, thick envelopes and tubes
•Bound Printed Matter
- permanently-bound sheets of advertising, promotional, directory or editorial material
- catalogs
- phone books
•Media Mail
- books
- sound recordings
- recorded video tapes
- printed music
- recorded computer-readable media (such as CDs, DVDs, and diskettes)
•Library Mail
- items on loan from - or mailed between - academic institutions, public libraries and museums
- limited to books, sound recordings, academic theses, and certain other items
PRIORITY MAIL
Except for Priority Mail Flat Rate® packaging, Priority Mail prices are based on weight and zone. Whatever fits in a box or
envelope of a certain size generally ships for one rate. Packages usually reach their destination in 1 - 3 days. Priority Mail
provides faster delivery than Parcel Post.
Flat Rate involves no weighing or calculating, up to 70 lbs. Flat Rate offers one rate to any state; however, the rates aren't
cheap. The smallest-size Flat Rate box goes for $6.80 (in 2016), with a large box going for $18.75.
You should handle and forward Priority Mail as First Class Mail.
See https://www.usps.com/ship/priority-mail.htm for information on Priority Mail.
See http://postcalc.usps.com for current prices.
CHANGE OF ADDRESS REQUEST
5
JULY 2016: THE USPS IS CURRENTLY REFUSING TO ACCEPT FORM 3575 FROM OUR RESIDENTS.
• THIS PAGE IS CURRENTLY ONLY A PLACEHOLDER! •
INTRODUCTION
Mail clerks deliver mail to current residents, but another responsibility is getting mail to residents who have left the hall. We
help accomplish redirecting mail by way of two forms: USPS Form 3575, and our own Forwarding Address Card. Form 3575
is meant to redirect mail to a new address, so it doesn't come to the hall anymore. The Forwarding Address Card tells the
mail clerk where to send items that do get through, as well as packages that don't come through U. S. Mail, and campus mail.
USPS Form 3575 is available in the Mover's Guide® packet. These will be delivered in large quantities toward the end
of each semester.
A departing resident can use this form to have mail sent to a new address permanently, or for a specified period. Information on the form is entered into a national database. Completing the form is optional.
• The advantage to the resident is no delay in receiving mail. The advantage to Housing and Dining Services is
not having to forward the resident's mail, as it will no longer come to the hall.
• Form 3575 only works for First Class Mail and Periodicals Mail.
• Completing Form 3575 doesn't replace our residence hall Forwarding Address Card. (See the next section.)
• Form 3575 can be mailed for free. The address on it is sufficient. Only the top half of the card should be mailed.
• The resident may indicate Temporary (Yes or No) [box 2]. If returning to K-State in August, in most cases checking
Yes in the Temporary box will be best, because it won't be necessary to cancel the order in August.
• If Temporary is indicated by checking Yes, a Start Date [box 3] and Discontinue date [box 4] must be provided.
• If a resident already has a change order in effect, that order must be canceled. The old order can be canceled by
sending a new Form 3575, or at usps.com 2 Manage Your Mail / Change of Address. Calling 1-800-275-8777 (1-800 ASK-USPS) is an alternate method.
2
• Residents who have an address change on file (and are returning to the hall) will need to change addresses via
usps.com, unless an end date was set in the last address change. The charge for using usps.com is $1.05 in 2014.
• If the resident is moving to another hall, the 66506 Zip Code must be used. If moving off-campus but in Manhattan,
the Zip Code will usually be 66502, but may be 66503 on the west side of town. It is 66505 for post office boxes.
Note: Jardine Apartments addresses all have the 66502 Zip Code.
FORWARDING ADDRESS CARD (FAC)
6
The Forwarding Address Card is very important.
Here's what RAs are told about the FAC:
• The FAC provides information for forwarding U. S. Mail, plus packages from UPS, FedEx, etc., according to each
carrier's policies. Not all classes of U. S. Mail can be forwarded.
• RAs should require each resident to complete the FAC while they are checking the resident's room. The FAC should
be completed with legible block letters. The date format should be in month/day/year format, e.g. 5/17/13.
• If a resident doesn't check out properly, hall staff must complete an FAC for the resident, using existing records.
• Residents should be asked to check their mail one last time on the way out after their checkout appointment.
• Foreign addresses may be long and unfamiliar, and proper formatting may be unknown. What goes on each line
of the address? Ask the student to write the address (in English) as it should appear on an envelope.
• For a USPS package to be sent out-of-town, the resident must check the line on the FAC, and pay upon receipt.
• We will not hold mail for former residents.
Mail clerks need to know:
Former residents who wish to file an updated FAC (for example: after summer) may do so by seeing any hall staff.
FACs are filed in alpha order. Perfect alpha order must be maintained. A card filed out of order will usually be missed, and
someone will stop getting mail, possibly for a long time.
We keep FACs for one calendar year, the period in which First Class Mail may be forwarded for free. The coordinator should
eliminate year-old FACs in January, May and August. Cards of returning residents should be removed, to prevent confusion.
Having the correct, full date on each FAC is critical. Ideally the date should be in the format mm/dd/yy.
The small blank on the right side of the card was used to confirm that the departing resident was willing to pay postage due
for a U.S.P.S. package that was forwarded outside of Manhattan. Central Mail is currently sending all Parcel Post packages
that aren't endorsed "return to sender." The former resident may refuse to pay, if he or she wishes.
FedEx returns packages to the sender unless a phone number is shown on the package. Residents are advised to write
their phone numbers on their FACs.
Room & Hall
Name
Address
(last)
(city)
FORWARDING ADDRESS CARD
(Please print)
Date
(first)
mm/dd/yy
(middle)
(street)
(state)
(zip code)
Phone number
USPS MAIL FORWARDING POLICIES
07/2014
First class: sent for one year for free
Periodicals (magazines & newspapers): sent for 60 days for free
Packages: sent free locally – Check if you will pay for sending out-of-town.
The six blank lines at the bottom of the FAC are related to handling of magazines and newspapers (Periodicals Mail) 60
days and longer after the FAC was filed. Central Mail Services is not notifying publishers of new addresses after 60 days of
forwarding, so the purpose of these six blanks is not currently relevant. They will not be present on future versions of
the FAC.
7
PACKAGES
GENERAL
Nothing is worse than trying to explain the loss of a package. Keep them all secure, carefully log each package, slow down
and get it right, and be sure the package is issued to the proper person. Not losing packages is a major point of emphasis
of our department's administration.
Packages for which the package slip and logging have been done should be placed in a standard location. When packages
arrive, community assistants should place them separately from packages which have already been logged.
CAs and mail clerks will get many questions about the status of packages. They should thoroughly look for the package and
research the package log before telling a resident it's not arrived.
PACKAGE SLIP
Complete a 1/4-sheet package slip. Oversize envelopes that can be folded without damage may be put into mailboxes.
When logging a package, stamp or write the date next to the addressee's name. This shows that a package slip has
been issued, and it shows which items are not getting picked up in a reasonable time frame. After four or five days, if the
original package slip is missing from the mailbox, write a second package slip and mark it "duplicate."
MARLATT HALL MAIL ROOM
TO
ROOM
DATE
An item for you may be claimed at the reception desk:
package (U. S. Mail)
package (UPS)
package (DHL)
package (Federal Express)
Priority Mail: envelope
package
other
comments:
magazine with CD
CDs / DVDs
large envelope
newspapers
duplicate notice
not logged
PACKAGE LOG
All packages which come through the mail room must be recorded on the package log. If a package comes for a former
resident, log it, then write "forwarded," "returned," etc. in the space for the signature.
The CA must require a signature on the appropriate line on the package log when an item is picked up. A student may pick
up a package for a roommate, but must sign his or her own name on the package log.
DATE
/
/
LAST NAME
ROOM
CARRIER
Mail UPS
other:
Mail UPS
other:
SENDER
FedEx
DHL
FedEx
DHL
SIGNATURE
Unclaimed packages should be audited frequently by mail clerks or senior staff. One approach is to highlight the signature
box for each unclaimed package, and to write an explanation for each missing package for which there was no signature.
Since all packages should be date stamped when logged in (and a package slip completed), it will be easy to tell if a duplicate
notice is needed for packages that have gone unclaimed for a few days. If the package slip has been in a mailbox for a while,
a phone call may be appropriate.
8
UNDELIVERABLE-AS-ADDRESSED MAIL
PERMANENT FELT MARKERS
When mail is forwarded or returned (U. S. Mail only), use a black, chisel-tip permanent marker to cross out bar codes.
•Staples DuraMark™ Item: 167056 Model: 10403-CC This is a package of 12 markers.
•Staples DuraMark™ Item: 1170835 Model: 26937-CC This is a package of 24 markers.
BLANK ADDRESS LABELS
1" x 2 5/8" labels can be used to provide the forwarding address, if there isn't sufficient white space to write it. We will no
longer cover the original address.
UNDELIVERABLE-AS-ADDRESSED MAIL: K-STATE CAMPUS MAIL
Campus mail (with no federal postage) should be bundled separately from U. S. mail. If a return address is provided,
diagonally mark through the residence hall address. If an FAC is on file, write the new address on the envelope. Then stamp
the item "aRETURN," with the arrow pointing toward the return address. Campus mail to be returned goes back in the campus
mail pick-up place for your hall. Undeliverable campus mail with no return address should be discarded.
UNDELIVERABLE-AS-ADDRESSED MAIL: UPS PACKAGES
•UPS will forward a package to a new address at no charge. To do so, they scan the original address and bar code.
•Do not mark through any part of the address (or bar codes) on UPS packages.
•There should be an established location at your front desk for you to place UPS (and FedEx) items which need to be returned. CAs should know to look to this location for packages when the carrier walks in the door.
UNDELIVERABLE-AS-ADDRESSED MAIL: USPS MAIL
•Make bundles of mail to be returned to the USPS, using rubber bands, so the fronts of letters all face the same way.
•You may bundle by size (for example, a bundle for letters, and another for magazines).
• Put bundles in the outgoing mail drop, or in a spare mail tub that will be readily visible to the carrier.
When U. S. Mail is forwarded or returned, you may draw one diagonal line through the address, using a pen -- not a
marker. Do not use a black permanent marker to cross out the original address; however, you should use it to cross
out bar codes on First-Class Mail, as shown in the following examples.
UNDELIVERABLE-AS-ADDRESSED MAIL: FIRST-CLASS MAIL
Two examples of First-Class Mail (which can be forwarded and returned) are provided below.
First-Class letter to be forwarded
PRESORT
FIRST-CLASS MAIL
U.S. POSTAGE
PAID
NEW YORK, NEW YORK
PERMIT NO. 33
Late Show with David Letterman
1697 Broadway
New York,
New York 10019
Forwarding First Class U. S. Mail:
1. Draw a diagonal line through the address with a pen.
2. Mark out bar codes (front and back of the
envelope) with a permanent black felt marker.
Bar codes must be completely covered.
Bar codes on the lower back side of envelopes
are light orange, and must be marked out.
3. Write the new address.
David D Yoder, Esq.
144 Marlatt Hall
Manhattan, KS 66506
1 Infinite Loop
Cupertino, CA 95014
m Mark out the characters and bar code, as shown in this box. m
First-Class letter, returned to sender
RETURN
Late Show with David Letterman
1697 Broadway
New York,
New York 10019
Addressee Unknown
X Forwarding Order Expired
Moved / Left No Address
Not Forwardable
Returning First Class U. S. Mail:
9
PRESORT
FIRST-CLASS MAIL
U.S. POSTAGE
PAID
NEW YORK, NEW YORK
PERMIT NO. 33
1. Draw a diagonal line through the address with a pen.
2. Mark out bar codes (front and back of the
envelope) with a permanent black felt marker.
Bar codes must be completely covered.
Bar codes on the lower back side of envelopes
are light orange, and must be marked out.
3. Give the reason for non-delivery with the RETURN
stamp. Point the stamp at the return address.
David D Yoder, Esq.
144 Marlatt Hall
Manhattan, KS 66506
m Mark out the characters and bar code, as shown in this box. m
UNDELIVERABLE-AS-ADDRESSED MAIL: USPS PERIODICALS
•With periodicals, cross out bar codes, and draw a diagonal line through the address.
•We will send periodicals for 60 days from the date on the Forwarding Address Card.
•Use a 1" x 2 5/8" (or similar) label if you need a place to write the forwarding address.
•After 60 days of forwarding, periodicals may be recycled or given away.
FORWARDING TERMINOLOGY
ENDORSEMENTS
An endorsement is a three-word instruction from the sender which is printed on the envelope or package. The endorsement
tells the USPS and you what to do if the item cannot be delivered. You may find an endorsement on mail of any class. Only
certain standard phrases are considered by the USPS to be valid endorsements.
Examples of endorsements are: ADDRESS SERVICE REQUESTED, FORWARDING SERVICE REQUESTED, RETURN
SERVICE REQUESTED, CHANGE SERVICE REQUESTED, DO NOT FORWARD and ELECTRONIC SERVICE
REQUESTED. Also, the absence of an endorsement may determine what action you'll need to take.
EXCEPTIONAL ADDRESSES
For any class of mail, items with an "exceptional address" such as current resident or occupant may be discarded if not
deliverable as addressed. Regardless of the addressee, put the item in the mailbox if the room exists. If the room does not
exist, the item may be discarded.
REASON FOR NON-DELIVERY
If you can't deliver or forward a piece of mail, and the item is:
•First Class, or
•Standard Mail with an endorsement which prevents your discarding it, provide a reason for non-delivery on the envelope
or package, by writing it or rubber stamping it.
Common reasons for non-delivery include:
• addressee unknown
•forwarding order expired
•moved, left no address
•no such number
•refused
Reason for non-delivery is only applied to mail we return to the USPS (or sender). It has no relevance to forwarded
mail.
FORWARDING POLICIES AND INSTRUCTIONS
10
FIRST-CLASS MAIL FORWARDING POLICIES (includes First Class letters, postcards and Priority Mail)
Never discard first-class mail. Using a pen, make one mark diagonally through the address. Thoroughly cross out any bar
codes with a Staples DuraMark™ marker. (Check both sides of the envelope for bar codes.) If returning to the sender, stamp
the reason for non-delivery. When stamping "aRETURN," point the arrow at the return address. First-Class and Priority Mail
items may be forwarded internationally unless they are registered, or appear to contain merchandise.
FAC on file
• Write the new address.
• Put the item with new outgoing mail.
NO ENDORSEMENT
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "aRETURN."
• Put the item in the return bundle.
FAC on file
• Write the new address.
• Put the item in the return bundle.
"ADDRESS SERVICE REQUESTED"
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "aRETURN."
• Put the item in the return bundle.
"CHANGE SERVICE REQUESTED"
FAC on file
• Write the new address.
• Put the item in the return bundle. The post office will discard the item after sending the address.
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED."
• Put the item in the return bundle.
FAC on file
• Write the new address.
• Put the item in the return bundle.
"ELECTRONIC SERVICE REQUESTED"
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED."
• Put the item in the return bundle.
"FORWARDING SERVICE REQUESTED"
FAC on file
• Write the new address.
• Put the item with new outgoing mail.
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "aRETURN."
• Put the item in the return bundle.
"RETURN SERVICE REQUESTED"
FAC on file
• Write the new address near the top of the envelope.
• Stamp the item "aRETURN."
• Put the item in the return bundle.
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "aRETURN."
• Put the item in the return bundle.
FORWARDING POLICIES AND INSTRUCTIONS
11
PERIODICALS MAIL (MAGAZINES AND NEWSPAPERS) FORWARDING (FIRST 60 DAYS)
Draw a diagonal line (with a pen) through the residence hall address and ZIP Code.
Mark out any bar code line(s) with a permanent black felt marker.
If an FAC is on file, forward it for up to 60 days to any U.S. address. The addressee will not be charged. Write the new address
on the original label when possible, or use a 1" x 3" label if you need more room.
The publisher may request the return of copies of undelivered periodicals by printing the endorsement ADDRESS SERVICE
REQUESTED. It is very unlikely that you'll encounter this. If you do, draw a diagonal line over the address, mark out the bar
code, write the new address and circle the endorsement and return the item in the RETURNED TO USPS bundle.
PERIODICALS MAIL (AFTER 60 DAYS)
The end of 60 days of free forwarding is determined by the date entered on the Forwarding Address Card.
Magazines and newspapers often continue to come until the subscription expires. They may be discarded or given away
after 60 days of forwarding.
Note:
You'll need to distinguish between Periodicals Mail and Standard Mail.
Periodicals Mail (magazines) ≠ Standard Mail (catalogs)!
Periodicals Mail is magazines and newspapers, and sometimes club or church newsletters. Periodicals Mail usually does
not tell what class it is in the address area. If you're in doubt, look at the first few pages of the periodical. Usually on the
Table of Contents page or the page that lists the editorial staff there will be a one-sentence statement such as "Periodicals
postage paid in (name of city)."
Standard Mail includes catalogs, which are often similar in size and appearance to magazines, but are handled differently.
Catalogs will usually say they were sent Bulk Rate or Standard Mail (basically the same thing) somewhere close to the address.
Standard Mail is not handled the same as Periodicals Mail.
Read on for instructions for Standard Mail.
FORWARDING POLICIES AND INSTRUCTIONS
12
STANDARD MAIL FORWARDING POLICIES
Standard Mail with one of the endorsements below may be forwarded only to domestic U. S. addresses. Insured Standard
Mail is treated as though endorsed "ADDRESS SERVICE REQUESTED."
FAC on file / no FAC on file
• Discard the item.
NO ENDORSEMENT
FOR ALL THE ENDORSEMENTS BELOW:
• Circle the endorsement.
• Draw a diagonal line through the original address.
• Write the new address (if known).
• Mark out all bar codes. Complete any additional details for the endorsements below.
"ADDRESS SERVICE REQUESTED"
FAC on file
• Write the new address.
• Put the item in the return bundle (since the item will be forwarded, and a fee collected).
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED."
• Put the item in the return bundle.
"CHANGE SERVICE REQUESTED"
FAC on file
• Write the new address.
• Do not forward the item.
• Put the item in the return bundle (since a fee will be charged to the sender).
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED."
• Put the item in the return bundle.
FAC on file
• Write the new address.
• Put the item in the return bundle.
"ELECTRONIC SERVICE REQUESTED"
no FAC on file
• Stamp the item "FORWARDING ORDER EXPIRED."
• Put the item in the return bundle.
"FORWARDING SERVICE REQUESTED"
FAC on file
• Write the new address.
• Put the item in the return bundle (since the item will be forwarded, and a fee collected).
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED."
• Put the item in the return bundle.
"RETURN SERVICE REQUESTED"
FAC on file
• Write the new address.
• Do not forward the item.
• Put the item in the return bundle (since a fee will be charged to the sender).
no FAC on file
• Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "aRETURN."
• Put the item in the return bundle.
FORWARDING POLICIES AND INSTRUCTIONS
13
PARCEL POST / PARCEL SELECT FORWARDING POLICIES
Parcel Post weighs more than 16 ounces and includes Parcel Post, Bound Printed Matter, Media Mail and Library Mail.
For many years, we used the blank on the FAC for students to indicate whether they'd pay postage due for out-of-town
forwarding. Currently, the point of view is to forward the package regardless, and the person can simply refuse to pay postage
due if he or she pleases. This applies for all four categories of Parcel Post listed above.
Do not mark through the bar codes on U. S. Mail Parcel Post packages!
NO ENDORSEMENT or
"ADDRESS SERVICE REQUESTED" or
"FORWARDING SERVICE REQUESTED"
FAC on file
• Write the new address, and circle any endorsement.
• Forward the item to the new address. Additional postage is not required.
no FAC on file
• Stamp the item "FORWARDING ORDER EXPIRED" and "aRETURN."
• Return the item to the USPS.
"CHANGE SERVICE REQUESTED"
FAC on file
• Write the new address, and circle any endorsement.
• Forward the item to the new address.
• Return the item to the USPS.
no FAC on file
• Stamp the item "FORWARDING ORDER EXPIRED" and "aRETURN."
"ELECTRONIC SERVICE REQUESTED"
FAC on file
• Write the new address, and circle any endorsement.
• Forward the item to the new address.
• Return the item to the USPS.
no FAC on file
• Stamp the item "FORWARDING ORDER EXPIRED."
• Return the item to the USPS.
"RETURN SERVICE REQUESTED"
FAC on file
• Write the new address somewhere on the package. We don't want it to look like we're forwarding the item.
• Circle the endorsement.
• Do not forward the item. The sender wants it back, whether we have a good address or not.
• Stamp the item "aRETURN."
• Return the item to the USPS.
no FAC on file
• Circle the endorsement.
• Stamp the reason for non-delivery ("FORWARDING ORDER EXPIRED").
• Stamp the item "aRETURN."
• Return the item to the USPS.
FORWARDING POLICIES AND INSTRUCTIONS
14
SORRY WE MISSED YOU! (USPS FORM 3849)
Notices of postage-due, registered, etc. mail come on yellow/peach 3.5" x 5.5" slips. Look closely for these. They may be
laying loose at the bottom of the mail bag or tray.
If the form is correctly addressed, deliver the slip the same as other mail. If you're questioned on it, tell the resident that the
place to go for the mail is printed on the form. Generally, items can be claimed at the Dykstra Hall post office (8:30 a.m. to
3:30 p.m., Monday - Friday).
Reverse Side
Front Side
If the form cannot be delivered, return it via K-State campus mail to the Dykstra Hall post office. On the reverse side of the
form, enter the resident's new address in the "Delivery Address" box (see below). If you do not have a new address, stamp
"FORWARDING ORDER EXPIRED" in the "Delivery Address" box. Do not cover the mailing address, as it will be needed
to identify the addressee. The 3849 form should then be returned to the Dykstra Hall post office via campus mail.
Send the resident to the post office
indicated here to get the item.
Enter new forwarding address (or
stamp FORWARDING ADDRESS
EXPIRED) here. Return the form
via KSU campus mail.
FORWARDING POLICIES AND INSTRUCTIONS
15
UPS PACKAGES
UPS will accept and forward a package for a former resident at no extra charge. The carriers do not want to wait on CAs to
verify whether or not the addressee for each package still lives in the hall. CAs should accept all packages. The mail clerk
will process them, as outlined below.
Each reception desk should have a marked place, in a suitably secure area, for holding UPS packages which need to be
returned and/or forwarded.
Almost without exception, the UPS carrier will visit each hall Monday through Friday.
FAC on file
•Write the new address.
•Don't block out previous addresses or bar codes on UPS packages. This interferes with their tracking process.
•Leave the package in the place assigned at your desk for UPS packages.
no FAC on file
•Stamp the package MOVED - LEFT NO ADDRESS somewhere near the addressee's name.
•Leave the package in the place assigned at your desk for UPS packages.
UPS PACKAGES TRANSFERRED TO USPS
Sometimes you will have a package that was originally sent by UPS, but once it reached Manhattan, it was handed off to
the USPS for final delivery. This service is called SurePost®. There may be a label that has references to both carriers on
it, and it will probably show the scanning pattern that UPS packages have.
If you get one of these packages for a former resident, write the forwarding address on the package (or mark it RETURN
TO SENDER, if necessary), and return it via USPS.
FedEx PACKAGES
Federal Express doesn't come to every hall every day, so there can be some delay in returning them. Also, you'll sometimes
find that the carrier will refuse to accept a package for return, as air and ground packages seem to be handled by different
drivers, etc. SmartPost® is FedEx packages handed off to the USPS for final delivery.
2 In 2013 we learned that FedEx policy calls for them to return the package to the sender - even if we provide a good forwarding
address - unless the package shows the sender's phone number. We recommend continuing to write a forwarding address if
we have one, and FedEx can decide what to do from there. If the ex-resident has written a phone number on the FAC, write
it on the FedEx package. That may make all the difference.
We recommend not trying to verify FedEx packages before the driver leaves. Let's accept the package, and be positive the
resident has moved out, prior to returning it.
You may try calling FedEx to request a pick-up, especially if a package has been laying around for a while.
1 - (800) Go.FedEx OR 1 - (800) 463-3339
main site: http://www.fedex.com/us
customer support site: http://www.fedex.com/us/customersupport
FedEx Ground site: http://www.fedex.com/us/fedex/shippingservices/package/ground.html
FedEx Ground return pick-up scheduling page: https://www.fedex.com/grd/rpp/ShowRPP.do
GLOSSARY OF USPS TERMS
16
The USPS has countless terms which don't generally come up in day-to-day conversation. The following, in alphabetical
order, is an edited version of terms from the USPS site at http://www.usps.gov.
address correction service — An ancillary service that provides a mailer with the forwarding address of the addressee, or
the reason for nondelivery. It is available alone or in combination with forwarding and return service.
ancillary service — Forwarding, return, or address correction service included within a mail class. Depending on the mail
class, these services are performed at a charge or at no extra charge, if and when the service is actually rendered.
airmail — A service by which international mail receives First Class Mail service domestically, is dispatched by the most
expeditious transportation, and receives air or priority handling in the destination country.
barcode — A series of vertical bars and half bars representing the ZIP Code information for the delivery address on a mailpiece.
The barcode facilitates automated processing by barcode reader equipment. Each numeric digit is represented by a series
of five bars (always a combination of two full bars and three half bars). A complete barcode contains two bars framing the
code; the five, nine, or eleven digits containing ZIP Code and address information; and a final correction digit that allows the
machine to check its reading of the ZIP Code number.
barcode clear zone — An area in the lower right part of a mailpiece that must be kept free of printing and symbols, except
for the barcode itself. This requirement enables automated processing machines to read or apply the barcode.
Bound Printed Matter — A subclass of Parcel Post that weighs at least 1 pound but not more than 10 pounds and that
consists of permanently bound sheets of which at least 90 percent are printed with advertising, directory, editorial matter, or
a combination of these. (Compare with printed matter.)
bulk business mail — Periodicals and Standard Mail submitted in bulk to business mail entry units. The term includes samples,
ordinary papers, and circulars.
bulk mail — Mail that is rated for postage partly by weight and partly by the number of pieces in the mailing. The term is
generally used to refer to Standard Mail.
bulk rate — The postage rate for mailpieces that are part of a large-volume mailing and that meet minimum volume and
preparation requirements. The term is most often applied to Standard Mail mailings, which usually consist of a per piece
rate plus a per pound rate.
carrier route presort mail — Mail that the mailer arranges by carrier route to qualify for discount postage rates.
certified mail — A special service that provides the sender with a receipt at the time of mailing; a record of delivery is kept at
the post office of address. This type of mail must be sent at the regular First Class Mail or Priority Mail rate. If sent as First
Class Mail, it is dispatched and handled in transit as ordinary mail. There are additional fees for return receipt. (Compare
with registered mail.)
collect on delivery (COD) — Any mailer may use COD service to mail an article for which the mailer has not been paid and
have its price and the cost of the postage collected from the recipient. If the recipient remits the amount due by check payable
to the mailer, the USPS forwards the check to the mailer. If the recipient pays in cash, the USPS sends a postal money order
to the mailer. The amount collected from the recipient may not exceed $600. COD service provides the mailer with a mailing
receipt, and a delivery record is kept at the post office of address.
domestic mail — Mail transmitted within, among, and between the United States; its territories and possessions; army post
offices (APOs) and fleet post offices (FPOs); and mail for delivery to the United Nations, NY. It is classified by size, weight,
content, service, and other factors.
endorsement — An authorized marking on a mailpiece that shows handling instructions, a special service, or a request for
an ancillary service.
exceptional address — An alternative addressing format that indicates that the mailpiece should be delivered to the current
resident if the addressee has moved.
GLOSSARY OF USPS TERMS
17
First Class Mail — A mail class that includes all matter wholly or partly in handwriting or typewriting, all actual and personal
correspondence, all bills and statements of account, and all matter sealed or otherwise closed against inspection. First Class
Mail comprises three subclasses: Post and Postal Cards, Letters and Sealed Parcels, and Priority Mail. Any mailable matter
may be sent as First Class Mail. First Class Mail is a USPS trademark.
forward — To redirect mail to the intended recipient's new delivery address in cases where Form 3575, Change of Address
Order, or other written or personal notice has been filed with the local post office.
general delivery — An alternate delivery service that allows customers with proper identification to pick up mail at post offices.
Provided primarily at offices without letter carrier delivery or for transients and customers who do not have a permanent
address or who prefer not to use post office boxes.
Global Priority Mail — An expedited international service for the shipment of documents, correspondence, and merchandise,
featuring a 4-business-day delivery standard to selected countries in Europe, the Pacific Rim, and Canada.
mail class — The classification of domestic mail according to content (for example, personal correspondence versus printed
advertising).
metered mail — Any mail class (except Periodicals) with postage printed by a USPS-approved postage meter. This mail is
entitled to all privileges and subject to all conditions that apply to the various mail classes.
minimum size standard — The smallest dimensions permitted for all mailable matter or for a specific mail processing category
or specific rate. Except for keys and identification devices, a mailpiece less than 1/4 inch thick must be rectangular and meet
the following minimum criteria (otherwise, it is nonmailable and must be returned to sender):
At least 5 inches long. At least 3 1/2 inches high. At least 0.007 inch thick.
Nonprofit rate — A preferred rate for a Periodicals publisher authorized as a nonprofit organization.
Nonprofit Standard Mail — A subclass of Standard Mail that is available only to qualified organizations specified by U.S.
statute.
occupant address — An alternative addressing format that uses on one of four designations (that is, postal customer, occupant,
householder, or resident) rather than an addressee name at a specific street address or post office box number, or rural route
and box number; and post office, state, and ZIP Code. (Compare with exceptional address and simplified address.)
Parcel Post — Parcel Post matter that weighs 16 ounces or more. It comprises four subclasses: Bound Printed Matter, Library
Mail, Media Mail and Parcel Post.
periodical publication — Printed matter (a magazine, newspaper, or other publication) that is issued on a regular, stated basis.
Periodicals Mail — A mail class consisting of magazines, newspapers, or other publications formed of printed sheets that
are issued at least four times a year at regular, specified intervals (frequency) from a known office of publication. Periodicals
usually must have a list of subscribers and/or requesters, as appropriate.
postage due mail — Mail on which additional postage is collectable on final delivery.
preferential mail — Mail that receives preferential handling. This includes Express Mail, international airmail, First Class Mail,
Priority Mail, Periodicals, special delivery, and special handling.
presort — To sort mail in a mailing according to USPS standards before presenting the mailing at a post office. The sortation
is usually by ZIP Code or a carrier route. All automation rate mail is presorted by the mailer.
Presorted First Class Mailing — A nonautomation rate category for a mailing that consists of at least 500 addressed mailpieces
and is sorted and prepared according to USPS standards. This mail does not bear a barcode.
presorted mail — A form of mail preparation, required to bypass certain postal operations, in which the mailer groups pieces
in a mailing by ZIP Code or by carrier route or carrier walk sequence (or other USPS-recommended separation).
GLOSSARY OF USPS TERMS
18
printed matter — Paper on which words, letters, characters, figures, or images (or any combination of them) not having the
character of a bill or statement of account, or of actual or personal correspondence, have been reproduced by any process
other than handwriting or typewriting. In international mail, this is a classification that includes books and sheet music,
publishers' periodicals, and regular printed matter (all printed matter other than the aforementioned types). (Compare with
Bound Printed Matter.)
Priority Mail — A subclass of First Class Mail that weighs more than 11 ounces and usually consists of flats and parcels. It
provides faster delivery than Parcel Post. At the mailer's option, mail weighing 11 ounces or less may be sent at the Priority
Mail rates. Any mailable matter may be sent as Priority Mail. Priority Mail is a USPS trademark.
registered mail — A special service by which, through a system of receipts, the USPS monitors the movement of the mailpiece
from the point of acceptance by the USPS to delivery. The sender receives a receipt at the time of mailing, and a delivery
record is kept at the post office of address. This service also provides optional indemnity in case of loss or damage. It is the
most secure service offered by the USPS. (Compare with certified mail and insured mail.)
restricted delivery — A supplemental mail service that generally limits who may receive an item. This service is available for
a fee when used with certified mail, collect on delivery, insured mail, and registered mail.
return address — A mailpiece element that is usually placed in the upper left corner of the mailpiece to indicate the address
of the sender. This address indicates where the sender wants the mail returned if it is undeliverable and where the sender
will pay any fee due for that mail.
return mail — Mail that must be sent in the opposite direction for proper dispatch.
return receipt — The mailing card (Form 3811 for domestic and Form 2865 for international) signed by the addressee of an
article and mailed back to the sender as evidence of delivery. This supplemental mail service is available for a fee when
using Express Mail or recorded delivery, certified mail, collect on delivery, mail insured for more than $50, registered mail,
or return receipt for merchandise.
simplified address — An alternative addressing format used when delivery of identical mail is requested to every customer
on a rural route or highway contract route, or to all post office box customers at a post office. Instead of listing the name and
address of the addressee, the mailer may use "postal customer." It may also be used by government agencies for official mail
sent to all stops on city routes and post office boxes at post offices with city delivery service. In such cases, these formats
may be used: "Postal Customer," "Residential Customer," and "Business Customer," depending on the type of coverage
requested. (Compare with exceptional address and occupant address.)
single-piece rate — A postage rate available for individual pieces of Express Mail, First Class Mail, Priority Mail, Standard
Mail and Parcel Post. It is not available for Periodicals except under the rate category of basic. This type of rate contrasts
with rates available for bulk mail and presorted mail.
special delivery — A special service that provides preferential handling in dispatch, transportation, and expedited delivery at
destination, which includes Sunday and holiday delivery at certain large city post offices. It is available for every mail class
except Express Mail.
Standard Mail — Standard Mail matter weighs less than 16 ounces. It comprises the subclasses of Regular Standard Mail,
Nonprofit Standard Mail, Enhanced Carrier Route Standard Mail, Nonprofit Enhanced Carrier Route Standard Mail, and
Single-Piece Standard Mail. These subclasses include circulars, printed matter, pamphlets, catalogs, newsletters, direct
mail, and merchandise. Standard Mail may be sent at presorted rates and at automation rates.
SmartPost® – FedEx packages transferred to the USPS for final delivery
SurePost® – UPS packages transferred to the USPS for final delivery
Undeliverable as Addressed (UAA) — Mail that the USPS cannot deliver as addressed and must forward to the addressee,
return to the sender, or send to a mail recovery center (depending on treatment authorized for that mail class).
USPS FAQs
19
LENGTH OF FORWARDING
Question: How long will you forward my mail?
Answer: First Class Mail is forwarded for 1 year. Periodicals are forwarded for 60 days. Standard Mail will not be forwarded
unless it contains the proper endorsement by the mailer. Parcel Post will be forwarded locally at no charge, and postage-due
if the new address is out-of-town.
MAIL PIECE SIZE STANDARDS
Question: What are the largest and smallest sizes mailable?
Answer: The smallest mailable letter or postcard size is 3 1/2 inches high and 5 inches long, and must be rectangular in
shape. The largest mailable letter size is 6 1/8 inches high and 11 1/2 inches long. Any letters weighing 1 oz. or less that
exceed these standards will incur a "nonstandard" surcharge. The largest mailable postcard size is 4 1/4 inches high and 6
inches long. Postcards exceeding these dimensions are charged the letter rate.
MILITARY ADDRESSES
Question: What is the proper format for a military address?
Answer: Instead of a city and state, these addresses use APO (Army Post Office) or FPO (Fleet Post Office), along with "AE"
(mail to Europe, the Middle East, Africa, and portions of Canada), "AP" (the Pacific) and "AA" (for the Americas and portions of
Canada). The bottom line of overseas military addresses is: APO or FPO; followed by AE, AP, or AA; and then the ZIP Code.
PARCEL POST
Question: Can you please explain parcel post?
Answer: Parcel Post is for packages weighing from 1 to 70 pounds. This is an economical way to mail packages when speedy
delivery is not critical. Items travel by surface transportation, usually trains or trucks, and delivery is within 7 to 10 days.
Packages for delivery in the United States may not measure more than 108 inches in length and girth combined. Rates are
based on the weight of the package and the distance of travel. Insurance can be purchased for up to $5000.
REGISTERED MAIL
Question: What is the safest way to mail valuable items?
Answer: The most secure service offered by the USPS is registered mail. Through a system of receipts, the USPS monitors
the movement of the mailpiece from the point of acceptance by the USPS to delivery. The Sender receives a receipt at the
time of mailing, and a delivery record is kept at the post office of address. This service also provides optional indemnity in
case of loss or damage.
USPS References
A Customer's Guide to Mailing
http://pe.usps.com/text/dmm100/intro.htm
Domestic Mail Manual ***
http://pe.usps.com/text/dmm300/dmm300_landing.htm
Find a Form
http://about.usps.com/forms/welcome.htm
Change of Address Online
Domestic Mail Manual Index
First Class Mail
Mailer Services (Forwarding)
Prices
Priority Mail
Standard Mail
Zip Code Look-up
https://moversguide.usps.com NOT CURRENTLY ACCEPTED
http://pe.usps.com/text/dmm300/index.htm
https://www.usps.com/ship/first-class-mail.htm
http://pe.usps.gov/text/dmm300/507.htm
https://www.usps.com/business/prices.htm
https://www.usps.com/ship/priority-mail.htm
https://www.usps.com/business/business-shipping.htm
https://tools.usps.com/go/ZipLookupAction!input.action
URLs checked 7/2016
STATE AND TERRITORY ABBREVIATIONS
AL
AK
AS
AR
AZ
CA
CO
CT
DC
DE
FL
FM
GA
GU
HI
IA
ID
IL
IN
KS
KY
LA
MA
MD
ME
MH
MI
MN
MO
MP
Alabama
Alaska
American Samoa
Arkansas
Arizona
California
Colorado
Connecticut
District of Columbia
Delaware
Florida
Fed. States of Micronesia
Georgia
Guam
Hawaii
Iowa
Idaho
Illinois
Indiana
Kansas
Kentucky
Louisiana
Massachusetts
Maryland
Maine
Marshall Islands
Michigan
Minnesota
Missouri
No. Mariana Islands
MS
MT
NC
ND
NE
NH
NJ
NM
NV
NY
OH
OK
OR
PA
PR
PW
RI
SC
SD
TN
TT
TX
UT
VA
VI
VT
WA
WI
WV
WY
Mississippi
Montana
North Carolina
North Dakota
Nebraska
New Hampshire
New Jersey
New Mexico
Nevada
New York
Ohio
Oklahoma
Oregon
Pennsylvania
Puerto Rico
Palau
Rhode Island
South Carolina
South Dakota
Tennessee
Trust Territory
Texas
Utah
Virginia
Virgin Islands
Vermont
Washington
Wisconsin
West Virginia
Wyoming
20
KANSAS ZIP CODES BY CITY
67510 Abbyville
67410 Abilene
67467 Ada
66830 Admire
66930 Agenda
67621 Agra
67839 Alamota
67511 Albert
67512 Alden
67513 Alexander
66833 Allen
66401 Alma
66501 Alma
67622 Almena
66834 Alta Vista
67330 Altamont
67623 Alton
66710 Altoona
66835 Americus
66901 Ames
67001 Andale
67002 Andover
67337 Angola
66858 Antelope
67003 Anthony
67150 Anthony
67601 Antonino
66711 Arcadia
66741 Arcadia
67004 Argonia
67005 Arkansas City
67514 Arlington
66712 Arma
67515 Arnold
67584 Arnold
67831 Ashland
67051 Ashton
67416 Assaria
66002 Atchison
66932 Athol
67008 Atlanta
67009 Attica
67730 Atwood
66402 Auburn
67010 Augusta
67417 Aurora
66720 Austin
66403 Axtell
66739 Badger
66404 Baileyville
66006 Baldwin
66006 Baldwin City
66756 Barber
67418 Barnard
66933 Barnes
66738 Barnesville
67332 Bartlett
66007 Basehor
66749 Bassett
67401 Bavaria
66713 Baxter Springs
67516 Bazine
66406 Beattie
67012 Beaumont
67525 Beaver
67518 Beeler
67220 Bel Aire
67226 Bel Aire
66952 Bellaire
67013 Belle Plaine
66935 Belleville
67068 Belmont
67420 Beloit
67519 Belpre
67028 Belvidere
66407 Belvue
66008 Bendena
66714 Benedict
67422 Bennington
67016 Bentley
67017 Benton
66408 Bern
66409 Berryton
66743 Beulah
67423 Beverly
67855 Big Bow
66713 Big Elk
67731 Bird City
67520 Bison
66549 Blaine
67865 Bloom
66629 Blue Cross
66010 Blue Mound
66411 Blue Rapids
67018 Bluff City
67625 Bogue
66012 Bonner Springs
66012 Bonner Sprngs
66743 Brazilton
66412 Bremen
67732 Brewster
66716 Bronson
67425 Brookville
67521 Brownell
67834 Bucklin
66013 Bucyrus
66717 Buffalo
66757 Buffville
67522 Buhler
67626 Bunker Hill
67019 Burden
67523 Burdett
66838 Burdick
66413 Burlingame
66839 Burlington
66840 Burns
66936 Burr Oak
67020 Burrton
66833 Bushong
67427 Bushton
66736 Buxton
67021 Byers
67022 Caldwell
67023 Cambridge
67333 Caney
67428 Canton
66762 Capaldo
66414 Carbondale
67448 Carlton
66749 Carlyle
66758 Carmean
66773 Carona
66842 Cassoday
66862 Cassoday
67627 Catharine
66711 Cato
67430 Cawker City
67628 Cedar
66843 Cedar Point
67024 Cedar Vale
66014 Centerville
66415 Centralia
66067 Centropolis
66720 Chanute
67431 Chapman
67524 Chase
67334 Chautauqua
67025 Cheney
66724 Cherokee
67335 Cherryvale
67336 Chetopa
67835 Cimarron
66416 Circleville
67525 Claflin
67432 Clay Center
67629 Clayton
66019 Clearview City
67026 Clearwater
66843 Clements
66937 Clifton
67137 Climax
66938 Clyde
66711 Coalvale
67028 Coats
66756 Cockerill
67663 Codell
67337 Coffeyville
67701 Colby
67029 Coldwater
67631 Collyer
66015 Colony
66725 Columbus
67030 Colwich
67226 Comotara
66901 Concordia
67460 Conway
67031 Conway Springs
67836 Coolidge
67837 Copeland
67022 Corbin
66417 Corning
67061 Corwin
66845 Cottonwood Falls
66846 Council Grove
66873 Council Grove
66202 Countryside
66939 Courtland
66736 Coyville
66728 Crestline
66756 Croweburg
66940 Cuba
67124 Cullison
67484 Culver
66016 Cummings
67035 Cunningham
66756 Curranville
67632 Damar
67036 Danville
67340 Dearing
67838 Deerfield
67449 Delavan
66418 Delia
67436 Delphos
66419 Denison
67341 Dennis
67645 Densmore
66017 Denton
67037 Derby
66018 De Soto
66019 De Soto
66701 Devon
67038 Dexter
67839 Dighton
67801 Dodge City
67843 Dodge City
67634 Dorrance
67039 Douglass
66420 Dover
67437 Downs
67635 Dresden
66711 Drywood
66521 Duluth
67530 Dundee
66846 Dunlap
67058 Duquoin
66783 Durand
67438 Durham
66849 Dwight
66720 Earlton
67206 Eastborough
67207 Eastborough
67208 Eastborough
66020 Easton
66021 Edgerton
66743 Edison
67645 Edmond
67342 Edna
67733 Edson
66111 Edwardsville
66113 Edwardsville
66023 Effingham
67042 El Dorado
67041 Elbing
67344 Elk City
67345 Elk Falls
67950 Elkhart
67526 Ellinwood
67637 Ellis
67439 Ellsworth
66850 Elmdale
66732 Elsmore
66024 Elwood
66422 Emmett
66801 Emporia
67840 Englewood
67841 Ensign
67441 Enterprise
66733 Erie
66941 Esbon
66423 Eskridge
66025 Eudora
67045 Eureka
66424 Everest
66425 Fairview
66205 Fairway
67047 Fall River
67442 Falun
66734 Farlington
67552 Fellsburg
66851 Florence
66026 Fontana
67842 Ford
66942 Formoso
67801 Fort Dodge
67843 Fort Dodge
66027 Fort Leavenworth
66442 Fort Riley
66701 Fort Scott
66426 Fostoria
67844 Fowler
66427 Frankfort
66735 Franklin
66736 Fredonia
67049 Freeport
67871 Friend
66763 Frontenac
67601 Ft Hays State
66027 Ft Leavenworth
66738 Fulton
67565 Galatia
66739 Galena
66740 Galesburg
67443 Galva
67846 Garden City
67868 Garden City
67050 Garden Plain
66030 Gardner
66031 Gardner
67529 Garfield
66741 Garland
66032 Garnett
66742 Gas
67638 Gaylord
67734 Gem
67444 Geneseo
67051 Geuda Springs
66743 Girard
67639 Glade
67445 Glasco
67446 Glen Elder
67052 Goddard
67053 Goessel
66428 Goff
67735 Goodland
67640 Gorham
67736 Gove
67737 Grainfield
66429 Grantville
67530 Great Bend
66033 Greeley
67447 Green
66743 Greenbush
66943 Greenleaf
67054 Greensburg
67055 Greenwich
67346 Grenola
66852 Gridley
67738 Grinnell
66711 Gross
66710 Guilford
67448 Gypsum
66944 Haddam
66725 Hallowell
67056 Halstead
66853 Hamilton
66945 Hanover
67849 Hanston
66754 Harding
67057 Hardtner
66967 Harlan
67058 Harper
66854 Hartford
66431 Harveyville
67347 Havana
67543 Haven
66432 Havensville
67059 Haviland
67601 Hays
67667 Hays
67060 Haysville
67061 Hazelton
67850 Healy
67530 Heizer
66746 Hepler
67449 Herington
67739 Herndon
67062 Hesston
67024 Hewins
66701 Hiattville
66434 Hiawatha
66035 Highland
66757 Hilford
67642 Hill City
67063 Hillsboro
66036 Hillsdale
67544 Hoisington
67851 Holcomb
66946 Hollenberg
66436 Holton
67450 Holyrood
66438 Home
67451 Hope
66439 Horton
67349 Howard
67740 Hoxie
66440 Hoyt
67545 Hudson
67951 Hugoton
66748 Humboldt
67140 Hunnewell
21
67452 Hunter
66041 Huron
67501 Hutchinson
67502 Hutchinson
67504 Hutchinson
67505 Hutchinson
67301 Independence
67410 Industry
67853 Ingalls
67546 Inman
66749 Iola
66949 Ionia
67065 Isabel
67066 Iuka
66948 Jamestown
67643 Jennings
67854 Jetmore
66949 Jewell
67855 Johnson
66441 Junction City
66442 Junction City
66160 KU Med Center
67835 Kalvesta
67454 Kanopolis
67741 Kanorado
66101 - 66119
Kansas City
66160 Kansas City
66160 KU Med Center
67067 Kechi
66538 Kelly
67857 Kendall
66951 Kensington
66039 Kincaid
67068 Kingman
67842 Kingsdown
67547 Kinsley
67070 Kiowa
67644 Kirwin
67859 Kismet
67548 La Crosse
67553 La Crosse
66751 La Harpe
67356 Labette
66040 Lacygne
66736 Lafontaine
67071 Lake City
66012 Lake of the Forest
66217 Lake Quivira
67860 Lakin
66855 Lamont
66041 Lancaster
66042 Lane
67583 Langdon
66043 Lansing
67550 Larned
67072 Latham
66044 Lawrence
66045 Lawrence
66046 Lawrence
66047 Lawrence
66049 Lawrence
66781 Lawton
66857 Le Roy
66043 Leavenworth
66048 Leavenworth
66206 - 66211
Leawood
66224 Leawood
66952 Lebanon
66856 Lebo
66050 Lecompton
67073 Lehigh
66210 - 66227
Lenexa
66251 Lenexa
KANSAS ZIP CODES BY CITY
66285 Lenexa
66286 Lenexa
67645 Lenora
67074 Leon
66532 Leona
66449 Leonardville
67861 Leoti
67743 Levant
67552 Lewis
67901 Liberal
67905 Liberal
67351 Liberty
67553 Liebenthal
66427 Lillis
67455 Lincoln
66858 Lincolnville
67456 Lindsborg
66953 Linn
66040 Linn Valley
66052 Linwood
67457 Little River
67646 Logan
67647 Long Island
67458 Longford
67352 Longton
67459 Lorraine
66859 Lost Springs
66053 Louisburg
66547 Louisville
66713 Lowell
66739 Lowell
67648 Lucas
67744 Ludell
67649 Luray
66451 Lyndon
67554 Lyons
67557 Macksville
66855 Madison
66860 Madison
66955 Mahaska
67101 Maize
67410 Manchester
66502 Manhattan (main)
66503 Manhattan (West)
66505 Manhattan (POBs)
66506 Manhattan (KSU)
66956 Mankato
67862 Manter
66767 Mantey
67102 Maple City
66507 Maple Hill
66754 Mapleton
67863 Marienthal
66861 Marion
67464 Marquette
66508 Marysville
66862 Matfield Green
66862 Matfield Grn
66509 Mayetta
67103 Mayfield
67221 McConnell AFB
67556 McCracken
66753 McCune
67745 McDonald
66501 McFarland
66054 McLouth
67460 McPherson
67864 Meade
67071 Medicine Lodge
67104 Medicine Lodge
67502 Medora
66725 Melrose
66778 Melrose
66510 Melvern
67753 Menlo
67416 Mentor
66512 Meriden
66202 Merriam
66203 Merriam
66204 Merriam
67105 Milan
66514 Milford
67106 Milton
67466 Miltonvale
66782 Mineral
67467 Minneapolis
67865 Minneola
66201 Mission
66202 Mission
66205 Mission
66222 Mission
66208 Mission Hills
66205 Mission Woods
67863 Modoc
67353 Moline
66753 Monmouth
67867 Montezuma
67747 Monument
67764 Monument
66755 Moran
66776 Morehead
67468 Morganville
67650 Morland
66515 Morrill
66958 Morrowville
67952 Moscow
66056 Mound City
67354 Mound Valley
67107 Moundridge
67108 Mount Hope
66756 Mulberry
67109 Mullinville
67110 Mulvane
66959 Munden
67111 Murdock
66058 Muscotah
66960 Narka
67112 Nashville
67651 Natoma
67451 Navarre
66863 Neal
67559 Nekoma
66757 Neodesha
66758 Neosho Falls
66864 Neosho Rapids
67560 Ness City
66516 Netawaka
66725 Neutral
66759 New Albany
67645 New Almelo
67470 New Cambria
66031 New Century
67156 New Salem
66839 New Strawn
67114 Newton
67117 Newton
67561 Nickerson
67355 Niotaze
67653 Norcatur
67117 North Newton
67204 North Wichita
67654 Norton
66060 Nortonville
66961 Norway
67118 Norwich
67432 Oakhill
67216 Oaklawn
67748 Oakley
67215 Oatville
67749 Oberlin
67525 Odin
67563 Offerle
67656 Ogallah
66517 Ogden
66518 Oketo
66051 Olathe
66061 Olathe
66062 Olathe
66063 Olathe
67564 Olmitz
66865 Olpe
66520 Olsburg
66521 Onaga
66522 Oneida
66760 Opolis
66523 Osage City
66064 Osawatomie
67473 Osborne
66066 Oskaloosa
67356 Oswego
67565 Otis
66067 Ottawa
66524 Overbrook
66201 - 66215
Overland Park
66221 - 66225
Overland Park
66251 Overland Park
66282 Overland Park
66282 Overland Park
66283 Overland Park
67119 Oxford
66070 Ozawkie
67657 Palco
66962 Palmer
66071 Paola
67658 Paradise
67751 Park
67204 Park City
67219 Park City
66072 Parker
67005 Parkerfield
67357 Parsons
67566 Partridge
67567 Pawnee Rock
66526 Paxico
66866 Peabody
67120 Peck
67035 Penalosa
67659 Penokee
66073 Perry
67360 Peru
66720 Petrolia
67660 Pfeifer
67661 Phillipsburg
67122 Piedmont
67868 Pierceville
66761 Piqua
66762 Pittsburg
66763 Pittsburg
67869 Plains
67663 Plainville
67210 Planeview
66075 Pleasanton
67568 Plevna
66076 Pomona
66780 Porterville
67474 Portis
66002 Potter
66077 Potter
67123 Potwin
66527 Powhattan
67664 Prairie View
66202 Prairie Village
66204 Prairie Village
66206 Prairie Village
66207 Prairie Village
66208 Prairie Village
67124 Pratt
66767 Prescott
67583 Preston
67570 Pretty Praire
67570 Pretty Prairie
66078 Princeton
67127 Protection
66725 Quaker
66528 Quenemo
67752 Quinter
66217 Quivira
67550 Radium
66762 Radley
67142 Rago
67475 Ramona
66963 Randall
66554 Randolph
67572 Ransom
66079 Rantoul
67573 Raymond
66868 Reading
66769 Redfield
67045 Reece
66964 Republic
66434 Reserve
67753 Rexford
66901 Rice
67953 Richfield
66080 Richmond
66531 Riley
66743 Ringo
67152 Riverdale
66770 Riverton
66532 Robinson
67131 Rock
66205 Roeland Park
67954 Rolla
66714 Roper
67132 Rosalia
66783 Rose
67133 Rose Hill
66103 Rosedale
67133 Rosehill
66773 Roseland
66533 Rossville
67476 Roxbury
67574 Rozel
67575 Rush Center
67665 Russell
67764 Russell Springs
67505 S Hutchinson
66534 Sabetha
67756 Saint Francis
66535 Saint George
67576 Saint John
66536 Saint Marys
66771 Saint Paul
67401 Salina
67402 Salina
67870 Satanta
66772 Savonburg
67134 Sawyer
66773 Scammon
66966 Scandia
67667 Schoenchen
67215 Schulte
67871 Scott City
67420 Scottsville
66537 Scranton
67361 Sedan
67135 Sedgwick
67757 Selden
67861 Selkirk
66538 Seneca
66087 Severance
67137 Severy
67576 Seward
67138 Sharon
67758 Sharon Spgs
67758 Sharon Springs
66201 - 66227
Shawnee Mission
66250 - 66251
Shawnee Mission
66276 - 66286
Shawnee Mission
66725 Sherwin
67839 Shields
67119 Sieboldt
66539 Silver Lake
67005 Silverdale
67478 Simpson
66713 Sims
66773 Skidmore
66967 Smith Center
67456 Smolan
66540 Soldier
67480 Solomon
67140 South Haven
67505 South Hutchinson
67876 Spearville
67142 Spivey
66739 Spring Grove
66083 Spring Hill
66251 Sprint Corporation
66538 St. Benedict
67756 St. Francis
66535 St. George
67576 St. John
66536 St. Marys
66771 St. Paul
67578 Stafford
66221 Stanley
66223 Stanley
66224 Stanley
66283 Stanley
66775 Stark
67579 Sterling
66085 Stilwell
66725 Stippville
67669 Stockton
66753 Strauss
66869 Strong City
67740 Studley
67661 Stuttgart
67877 Sublette
66541 Summerfield
67143 Sun City
67544 Susank
67363 Sycamore
67481 Sylvan Grove
67581 Sylvia
67878 Syracuse
67482 Talmage
67483 Tampa
66542 Tecumseh
67484 Tescott
66776 Thayer
67575 Timken
67485 Tipton
66086 Tonganoxie
66601 - 66699
Topeka
66777 Toronto
67144 Towanda
66778 Treece
67879 Tribune
67059 Trousdale
66087 Troy
67583 Turon
67364 Tyro
67146 Udall
22
67880 Ulysses
66779 Uniontown
66045 University of KS
67584 Utica
67147 Valley Center
66088 Valley Falls
66543 Vassar
66544 Vermillion
66783 Vernon
67671 Victoria
67149 Viola
66870 Virgil
66544 Vliets
66546 Wakarusa
67672 Wa Keeney
67487 Wakefield
67673 Waldo
67150 Waldron
67674 Walker
67761 Wallace
66780 Walnut
67151 Walton
66547 Wamego
66968 Washington
66548 Waterville
66090 Wathena
66871 Waverly
66970 Webber
66781 Weir
66091 Welda
67152 Wellington
67467 Wells
66092 Wellsville
67762 Weskan
66782 West Mineral
67455 Westfall
66426 Westmoreland
66549 Westmoreland
66093 Westphalia
66205 Westwood
66205 Westwood Hills
66550 Wetmore
66521 Wheaton
67756 Wheeler
66872 White City
66094 White Cloud
67154 Whitewater
66552 Whiting
67201 - 66278
Wichita
67260 Wichita State U.
66095 Williamsburg
66434 Willis
67155 Wilmore
66873 Wilsey
67490 Wilson
66097 Winchester
67491 Windom
67156 Winfield
67747 Winona
67764 Winona
67492 Woodbine
67675 Woodston
67882 Wright
66716 Xenia
66783 Yates Center
67585 Yoder
67159 Zenda
67114 Zimmerdale
67663 Zurich
23
PLUS 4 ZIP CODES BY FLOOR
66506-xxxx
HALL
FLOOR
PLUS 4
Boyd
0
1
2
3
4
2400
2402
2403
2404
2405
Ford
0
1
2
3
4
5
6
7
8
9
4400
4401
4403
4404
4405
4406
4407
4408
4409
4410
0
1
2
3
4
5
6
2000
2004
2006
2009
2011
2012
2013
1
2
3
4
5
6
7
8
9
4502
4503
4504
4505
4506
4507
4508
4509
4510
Goodnow
Haymaker
HALL
FLOOR
PLUS 4
Marlatt
0
1
2
3
4
5
6
1800
2001
2003
2005
2007
2008
2010
Moore
0
1
2
3
4
5
6
7
8
9
4100
4102
4103
4104
4105
4106
4107
4108
4109
4110
Putnam
0
1
2
3
4
3000
3001
3004
3005
3006
Van Zile
2
3
3604
3605
West
1
2
3
4
5
4202
4203
4204
4205
4206
RESIDENCE HALL STREET ADDRESSES
24
Whether these enhanced addresses will ever be required remains to be seen. Here they are.
Boyd Hall
Ford Hall
Goodnow Hall
Haymaker Hall
Housing Honors House
Marlatt Hall
Moore Hall
Pittman Building
Putnam Hall
Smurthwaite House
Van Zile Hall
Wefald Hall
West Hall
1306 Petticoat Ln.
1300 Old Claflin Rd.
1825 Claflin Rd.
1301 Claflin Rd.
1930 College Heights Rd.
1855 Claflin Rd.
1401 Claflin Rd.
1531 Mid Campus Dr. North.
1302 Petticoat Ln.
1500 N. Manhattan Ave.
1304 Petticoat Ln.
1805 Claflin Rd.
1400 Old Claflin Rd.
66506
66506
66506
66506
66502
66506
66506
66506
66506
66502
66506
66506
66506
WHAT ABOUT PHONE BOOKS?!
Halls have sometimes gotten phone books via the U. S. Mail. In the past they were delivered in someone's pick-up.
Phone books were sent as Presorted Bound Printed Matter in 2009. As always, "presorted" is irrelevant for our purposes.
The sender sorted by ZIP Code and got a price break. Bound Printed Matter is a subcategory of Parcel Post. The books
carried no endorsement which, if present, would have taken us off in a different direction.
If the books were undeliverable as addressed, you would normally have followed the forwarding flow chart for Parcel Post
(with no endorsement). You would forward the book locally. Outside of 66502, you would forward the book only if the person
had checked the line on the FAC indicating willingness to pay for forwarding a package out of town.
BUT...
The phone books had what is called an "exceptional address," as they said "OR CURRENT OCCUPANT."
============
Here's what the USPS info says:
"3.1.3 Treatment
Mail with an occupant or an exceptional address format is delivered as addressed and is not forwarded. Such mail is treated
as undeliverable only when the address is incorrect or incomplete or when the mail cannot be delivered for another reason
related solely to the address (e.g., a vacant building), as shown in Exhibit 1.4.1, USPS Endorsements for Mail Undeliverable
as Addressed. Periodicals publishers are notified when mailpieces with the occupant or exceptional address formats are
undeliverable for solely address-related reasons. Mail with a simplified address format is distributed to all deliveries on a
route or to Post Office boxholders. Undeliverable mail with any alternative addressing format is disposed of as waste
under 507.1.9.1."
============
Notice that it says these items are not to be forwarded if they can't be delivered. It also says they can be disposed
of as waste. (It would be greener to recycle, however.)
If this happens again, the best approach seems to be to 1) put the phone book in the room's mailbox if the room exists,
regardless of the name on the book, and 2) if the room number on the book does not exist, discard it or take the address
card out of the wrapper and put it out for anyone.
PAYROLL PROCEDURES
25
INTRODUCTION
You must have completed payroll paperwork at the Housing office (Pittman Building) prior to your first shift. You will be
required to show your original Social Security card, plus a picture ID.
International students must show a work permit, passport and visa to the Housing office prior to working the first shift of each
semester. There is no way around this requirement.
All students are limited to 30 hours of work in any calendar week having three or more class days (or finals). Working 40
hours is permitted in other weeks. Students with an F-1 or J-1 visa are limited to 20 hours per week.
Hours per week limits include work for all K-State departments.
New employees will have a "probationary" evaluation after working X number of hours in their first semester. All employees
will be evaluated near the end of each semester. Achieving "above standard" or better on the evaluation will result in a small
hourly raise.
HOW YOU ARE PAID
University employee payroll is through the state of Kansas. Paychecks should be received (or direct deposits are made)
every other Friday.
Paychecks are based on a two-week, Sunday through Saturday period, and paychecks or direct deposits are available to
employees 13 days after the second Saturday in the period.
DIRECT DEPOSIT OF WAGES
Direct deposit is now the method of pay. Arranging direct deposit is easy. Just go to the payroll area in Pittman Building to
complete a simple form. You will need to take one of your checks with you, as your bank account number and bank routing
numbers will be needed.
26
KRONOS ® WORKFORCE TIMEKEEPING SYSTEM
IT'S ALL ABOUT YOUR ID CARD.
Your pay will be based on the "IN" and "OUT" card swipes on the Kronos® card reader at the desk.
Missing or incorrect card swipes or "punches" can be corrected with a Time Edit Form, as explained on the next page. If
there is a power failure or loss of ethernet connection, swipe your card. The Kronos® reader has battery back-up. It will store
information and send it later. Please remember to do your "IN" and "OUT" swipes. Correcting omissions is a nuisance.
See the diagrams below. The K-State ID card needs to be swiped on the right side of the Kronos® box, with the magnetic strip
on the edge of the card away from you. Slide the card in a steady, downward motion. If you're successful, you should hear
one short confirmation beep. If you hear four beeps like a Morse code L (• – • •), the swipe or other entry wasn't successful.
Try again.
CAs SIGNING IN AS MAIL CLERKS
CAs will need to do a job transfer using the Kronos® reader, by pressing option 3.
•The left-hand diagram below shows what the reader will look like before you begin. (Symbols on some buttons vary.)
•Press the blue button to the left of option 3: ResLife (hall name).
•The display will change, as seen in the right-hand diagram below.
•Using the keypad, enter 346 (for mail clerk) in the "Job" box. Then press the large, oval ENTER button. Or...
Backspace, if necessary, using the round button with the left arrow Y.
•To clear all the numbers you have entered, press the round CLR button.
•To cancel the whole procedure, press the round ESC button.
•An alternate method for entering the job code is to push the blue button to the right of "List - - >." A list of possible job
codes will be displayed.
•Use the I and m buttons (or the blue buttons identified in the updated display window) to scroll to the job code.
•Press the large, oval ENTER button when the desired job code has been selected.
JOB CODES: 341 = CA 343 = ARA 344 = office assistant 346 = mail clerk 347 = door assistant
KRONOS
KRONOS
6:00 PM
Fri May-01-11
Labor Transfer
Job
Moore Desk
1 Pittman Admin
2 QuikCats
346
Special Job
5 Maintenance
Moore
Enter Badge ID
3 ResLife Moore
4 Jardine
Apartments
I
Y
More...
m
List - - >
2
I
Y
m
2
1
2
3
ESC
?
1
2
3
ESC
?
4
5
6
Y
CLR
4
5
6
Y
CLR
7
8
9
7
8
9
+/–
0
,.
+/–
0
,.
ENTER
ENTER
KRONOS ® WORKFORCE TIMEKEEPING SYSTEM
27
TIME EDIT FORM
If you realize you have missed an "IN" swipe, don't do an "OUT" swipe, because the system will think it means "IN." Fill out
a Time Edit Form. If you missed doing an "OUT" swipe, complete a Time Edit Form (available at the reception desk).
Instructions for the Time Edit Form:
1.Place an "X" in the Student box.
2.On the Unit blank, write your hall's name. In the Punch Time section, enter only the punches (shifts) that need to be
corrected. Enter both times only if you neither swiped "IN" or "OUT."
3.Under Job Code, enter "346" for mail clerk, "341" for CA or "347" for door assistant.
4.If there isn't a category under Reason/Action to adequately explain what happened, write a brief explanation on the
Other Reason lines. Actually, it's probably always best to list the actual shift that needs to be corrected. For example,
you could write, "Shift should be 9/05/04 3:14 P.M. to 4:20 P.M."
5.Sign on the Employee Signature line, and enter the current date.
6.Leave the form for your supervisor.
Department of Housing and Dining Services
Time Edit Form
Name
Student
Classified
Unclassified
HD-15-R04
Unit:
PLEASE PRINT CLEARLY - USE INK
Punch Time
Date:
IN
Job Costing Information
OUT
a.m/p.m.
a.m/p.m.
a.m/p.m.
a.m/p.m.
a.m/p.m.
a.m/p.m.
a.m/p.m.
a.m/p.m.
a.m/p.m.
a.m/p.m.
Costing Area
Job Code
Reason/Action - Circle one
Forgot to Punch In or Out
Delete Punch
In Punch S/B Out Punch
Card not working
Forgot card
Lost card
New Employee
Missing Job Costing Information
Other: (provide brief explanation
below)
Other Reason:
Employee Signature:
Date:
Supervisor Signature:
USE INK
USE INK
USE INK
Date:
USE INK
28