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WIU Home > Upm

Mail Services

Services

UPMC provides the following mail preparation and delivery services

• interdepartmental and US Postal Service (USPS) mail pick-up and delivery
• interdepartmental and USPS mail processing
• stamps and metering
• communication and coordination with the US Postal Service (USPS)
• e-mail, network share, or portable media submission of data for variable data and merging, labeling, tabbing, and/or sorting.
• indicia application
• label production and application
• insertion of material into envelopes and other mailing containers ("stuffing")
  • Please allow ample time for stuffing projects. Call UPMC for a timeline.
• envelope sealing
• metering
• automated mail preparation
• postal statement generation
• bundling of mail in trays or bags

Postage Prices

The current price for a first-class stamp (1 ounce) is 78 cents.
Mail that is metered at UPMC is currently 74 cents for a 1-ounce letter.

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Interdepartment Mail

• Whenever possible, use interdepartment envelopes (usually brown with multiple spaces for from, to, and department information) for mail on and between the Macomb and Quad Cities campuses
• Address interdepartmental mail as follows:
  From [sender's full name]
  To [recipient's full name]
  Dept [recipient's department name]

  • Use recipient's department name, not building and room number, in addresses
  • UPMC picks up, sorts, and delivers mail by department
• Separate interdepartmental mail from US Postal Service (USPS) mail
• For interdepartment mailings of more than 50 pieces, use paper clips or rubber bands to group pieces by department
• For residence hall mail, use paper clips or rubber bands to group pieces by hall
  • For larger residence hall mailings, contact UHDS

Postage Charge Slips

• Contact UPMC at upm@wiu.edu to request postage charge slips

Outgoing US Postal Service Mail

• UPMC sells standard, first class forever stamps for personal use to individuals who pay cash in person.

• Outgoing University mail should clearly identify ´ºÓêÖ±²¥ Illinois University, and its appearance should reflect positively the image of the University as an institution of higher learning:
  • Use official, pre-printed University envelopes for all outgoing, off-campus mail
  • University Guidelines:
    • strongly encourage and, in most cases, require the direct printing of mailing addresses and return addresses on University mail
    • prohibit or restrict the use of address labels on University mailings of 200 or more pieces
      • Contact UPMC for information about automated mail preparation and postage rates
    • strongly discourage the use of mailing labels on University mailings of less than 200 pieces
    • prohibit the use of address labels on windowed envelopes
    • prohibit the use of labels for return addresses
  • Use official combination mailing address–return address labels for small numbers of large envelopes or any number of oddly shaped mailing containers
    • Contact UPMC for information about combination mailing address–return address labels
  • As with official, pre-printed University envelopes and combination mailing address–return address labels, all outgoing University mail should display a complete University return address that includes the name of the sending department
• For all mailings of 200 or more pieces, contact UPMC about automated mail preparation and rates
• Include a completed postage charge slip with all outgoing University mail
• Separate outgoing off-campus mail, on-campus mail, and international mail
• Seal thick envelopes manually to prevent damage to such mail pieces during processing
• Arrange unsealed envelopes with the flaps down for automated mailings. Arrange them with flaps overlapping each other for daily mail.
• Address large envelopes with the sealed end on the right.

Postage Stamps & Postage-Paid Postcards for University Mail

• The state of Illinois requires the purchase of postage stamps endorsed with a perforated "I" for University mail
  • Contact UPMC to purchase postage stamps for University mail
  • The University will not reimburse the purchase of postage stamps from sources other than UPMC
  • Request large supplies of state-endorsed stamps well in advance of the date needed

Automated Mail

• Preparing University mailings of 200 or more pieces for automated mail saves offices and departments time and postage costs and avoids delivery delays
• Consult UPMC throughout the design process of any mailpiece to avoid costly errors and delivery delays and to determine the following:
  • mail class
  • mail sortation
  • non-profit qualification
  • service endorsements
  • indicia
• For all mailings of 200 or more pieces, contact UPMC about automated mail preparation and rates
• Preparing a mailing for automated mail allows the mailing to move efficiently through the mailstream by following US Postal Service (USPS) regulations concerning layout, stock, printing, folding, and tabbing
• UPMC performs the following tasks when preparing mailings for automated mail:
  • Checks for and removes duplicate addresses (when requested)
  • Compares submitted addresses to USPS change of address database
  • Formats addresses according to USPS regulations
  • Generates regulation barcodes from address information
  • Manually reviews all addresses not found in USPS databases in order to correct errors in submitted addresses
  • Prepares reports that the USPS requires for automated mail postage discounts
  • Sorts addresses according to USPS requirements

Contact Info

upm@wiu.edu
www.wiu.edu/upm

Phone: 309-298-1000
Fax: 309-298-2869

University Printing & Mailing Center
´ºÓêÖ±²¥ Illinois University
1 University Circle
Macomb, IL 61455 USA

Regular Hours of Operation
Monday - Friday,
8:00 am - 12:00 pm
1:00 pm - 4:30 pm

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