Mail - Otis College of Art and Design



Mail XE "MAIL PROCEDURES" TC \l2 "MAIL PROCEDURESThe Purchasing Department provides business related mail processing services for the Otis College of Art and Design community. Incoming and outgoing mail is processed on a daily basis using a variety of mail carriers and services.U.S. Mail Processing TC \l3 "U.S. Mail ProcessingIncoming mail arrives at the Purchasing Department at approximately 9:00 a.m. Monday through Friday for sorting and distribution. Mail is distributed into Department mailboxes and is normally ready for pickup by 10:00 a.m.Any mail piece that is not clearly marked or addressed to a specific department will be held aside for further clarification.Outgoing mail must be meter ready (properly addressed and sealed) and placed in the appropriate outgoing mail bin by 4:00 p.m. to be processed in the same day’s mail.The Postal Service offers Priority Mail and Certified Mail services.Express Mail normally arrives in two (2) to three (3) business days and requires recipients to sign for delivery.Priority Mail is usually for (4) to five (5) business days and requires a signature for delivery. Certified Mail is First Class mail that requires a signature for delivery. Be aware that mail sent via these services is taken to the Post Office at 4:00 p.m. daily, but may not be processed by the Postal Service until the following day.First Class Mail TC \l3 "First Class MailDaily outgoing College mail is processed First Class. Mailings larger than 25 pieces will be issued a Charge Back Notice charging the mailing cost back to the department budget.Postcard mailings that cannot be processed by a mail house must be designed with a PENCIL REFLECTIVE COATING on the address side to ensure proper processing through the mail machine. Any postcard mailing that does not meet this standard will be returned to the department.All mail pieces must have a department stamp to identify its origin. Large group mailings do not have to be individually marked but may be rubber banded together so that they may be easily identified.Overnight Shipments TC \l3 "Overnight ShipmentsOvernight shipping for business related purposes is processed through DHL and FEDEX. Forms are available in the Purchasing Department.The cut off time for same day, overnight shipping is 1:00 p.m. Any piece received after the cut off time will be shipped out the next business day.FedEx Ground Shipping TC \l3 "UPS Ground ShippingUPS ground service is used for large boxes or any other mail piece that does not have time constraints. Packages are normally delivered in three (3) to five (5) business days, no more than seven (7) business days.All mail must be clearly marked with the date and time it needs to arrive at its destination. The Purchasing Department will issue a receipt of acceptance after confirming that the mail piece is ready for shipment. The department will be sent a copy of receipt of acceptance. The cut off time for same day UPS shipping is 12:00 noon.FedEx International Service TC \l3 "International MailInternational mail is sent out every Friday. This service provides acceptable delivery times of seven (7) to fourteen (14) business days at a reduced rate. Any international mail piece that is not a document must have a commercial invoice. Commercial Invoice Forms are available in the Purchasing Department.Cut-off time for same day international mail processing is 1:00 p.m. International mail received after 1:00 p.m. will be shipped out the next business day.Each mail piece must be clearly marked with the date and time it needs to arrive at its destination. After the Purchasing Department confirms that the piece is ready for shipment, they will issue receipt of acceptance and forward a copy to the department.Receiving of FEDEX, DHL, Airborne Express, and USPS ExpressThe Purchasing Department receives and signs for all inbound express packages. On receipt of the package, a notice is placed in the department’s mailbox. The department is responsible for picking up the package from Purchasing and signing for receipt.COD or Personal PackagesCOD purchases, merchandise without a Purchase XE "Purchase" Order, and personal packages will not be received by the Purchasing Department. All business related purchases must follow Purchasing Procedures, and personal mail or purchases should be directed to the employee’s home address.Interoffice Mail TC \l3 "Interoffice MailThere are mailboxes for each department located in the Purchasing Department. Each department is responsible for picking up its own mail and for delivering and sorting interoffice mail into the correct department mailbox. The Purchasing Department is not responsible for locating interoffice mail that has been placed in the wrong mailbox.Fashion Department interoffice mail is delivered to the Fashion Campus on Fridays only. Mail that cannot wait until the Friday delivery should be sent via U.S. Mail or through one of the other express mail services. ................
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