Financial Services Bulletin #97/98-20

 

M E M O R A N D U M

TO:

All Deans, Department Chairs, Directors and Administrative Heads

FROM:

Deborah Cornwell
Director of Materials Management

DATE:

June 23, 1998

SUBJECT:

Revised Operating Procedures-Mail Services Standard Mail A
(formerly 3rd Class Bulk Mail)

On July 1, 1998 revised operating procedures concerning Standard Mail A (formerly 3rd Class Bulk Mail) will become effective. A copy of the revised procedures is attached.

These revisions are necessary to insure adequate funds are available for all mailings, assure compliance with United States Postal Service regulations concerning non-profit mail and properly process the paperwork needed to charge-back the mailing costs to individual departments.

Please assist us in conveying this information to your mail coordinators. If you have any questions contact Joe Gonzalez, Mail Services Supervisor at extension 5992.

UTHSCSA

Handbook of Operating Procedures

7.4.5.2 Outgoing Mail-Revision to Section H, EFFECTIVE 7/1/98

H. Standard Mail A (formerly 3rd Class Bulk Mail)

The Department of Materials Management/Mail Services is responsible for maintaining the University of Texas Health Science Center's Standard Mail A Permit 1941. In order to carry out this responsibility, the Office of Mail Services must (1) maintain sufficient monies in the Postal Permit account to pay for mailings as they are processed by the United States Postal Service (USPS) (2) review each proposed mail piece, before it is printed, and certify that it conforms to USPS regulations for nonprofit mail; and (3) process the paperwork needed to charge-back the mailing costs to the individual departments in our university which have budgetary responsibility for their own postal expenses.

To help ensure compliance with USPS regulations, individual departments may not process any mail under Permit 1941 without the approval of the Office of Mail Services.

Before printing any mail piece utilizing Permit 1941, submit a sample of the mailing to the Office of Mail Services. Mail Services' employees will inspect the proposed mail piece to determine if it is eligible for non-profit rates. If eligibility is not clearly evident, the Office of Mail Services will consult with a representative from the USPS to determine eligibility. Please allow 5 to 10 working days for this process. VIOLATIONS OF NON-PROFIT MAILING REGULATIONS COULD RESULT IN FINES TO YOUR DEPARTMENT AND/OR REVOCATION OF THE HEALTH SCIENCE CENTER'S NON-PROFIT STANDARD MAIL A PERMIT 1941.

After the Office of Mail Services has approved the proposed mail-piece for eligibility to utilize Permit 1941 for non-profit rates, the department may proceed with printing of their mailing.

Upon completion of printing, the department may prepare their mailing which may require folding, inserting, labeling and sorting, (written instructions entitled "How to Prepare a Bulk Mailing" are available from Mail Services), and submit to the Office of Mail Services for subsequent submission to the USPS Bulk Mail Acceptance Center. Provide the Office of Mail Services with two originals and two copies of USPS Form 3602, and a printed sample of the mailing. The Form 3602 must reference the department name and Health Science Center account number to be charged, as well as information required by the USPS. Before funds can be expended against Permit 1941, an authorized representative from the Department of Materials Management/Mail Services must sign the forms. MAILINGS SUBMITTED WITH ANY OTHER SIGNATURE WILL BE REJECTED BY THE USPS BULK MAIL ACCEPTANCE CENTER, AND YOUR MAILING WILL BE DELAYED.

Notify Mail Services a minimum of three days prior to anticipated mailing date if the mailing is over 3,000 pieces, so that we may ensure that sufficient funds are available in our Permit 1941 account.

If you choose to submit a Departmental Requisition through the Purchasing Department and use the services of an outside vendor to prepare your mailing, follow these same procedures. In addition, inform the vendor awarded the purchase order, that they will be required to submit two originals and two copies of USPS Form 3602, for authorized signature, and a sample of the mailing, to the University of Texas Health Science Center Mail Services, for each purchase order, before they deliver the mailing to the USPS Bulk Mail Acceptance Center. The Form 3602 must reference the department name and Health Science Center account number to be charged, as well as information required by the USPS. MAILINGS SUBMITTED WITH ANY OTHER SIGNATURE WILL BE REJECTED BY THE USPS BULK MAIL ACCEPTANCE CENTER, AND YOUR MAILING WILL BE DELAYED.

A $20.00 per hour research fee will be assessed to any department who does not follow these procedures, requiring Mail Services' representatives to research and investigate to determine the department name and account number improperly expending funds from our Permit 1941 deposit account.

Individual departments are not authorized to possess their own Non-Profit Standard Mail A Permit.