Faculty Mail/Packages
On Campus:
Delivery and Pick-up
Mail Services on-campus routes begin at 9:00am weekdays. If your department will have more mail than usual, please call 622-1905 before these departure times.
Guidelines
Mail Services encourages the use of reusable Campus Mail envelopes.
- Make sure all previous addresses are marked out to insure proper delivery
- The address you are sending to should always appear on the last line below the previous address
- Excess reusable envelopes should be sent to Powell mail room to return to circulation
- Check envelopes to make sure they are all empty
- Label the rubber banded bundle as "Empty Envelopes for Reuse"
- All on-campus mail must have an official EKU return address including the department name and campus address.
- On-campus fliers must clearly display the originating department's name in the content.
- Use the online employee directory for correct departmental mailing address. Do not use the employees individual office number as a mailing address.
- On-campus mail must be sealed by department. Mail services will not seal this type of mail.
- Use tape or glue to seal envelopes. Do not use staples.
- Do not use envelopes that are prepared for off-campus bulk mail (envelopes with a permit imprint) unless the permit is marked out or concealed.
Mail Drop Off/Pick Up
For mail drop off and pick up, visit the mail room in Powell (ground floor, next to Starbucks). Please bundle each type of mail separately:
- On-campus
- Off-campus
- Pre-stamped
- Business reply
- Courtesy reply
- International
Off Campus Mail:
Pick Up and Delivery
Deadline for same day processing: 3:00pm
Location: Powell
- Mail Services picks up mail from the Richmond Post Office Mon-Fri at 7:30am & 11:30am
- Metered mail is delivered to the Richmond Post Office daily, Mon-Fri at 4:00pm
- Pre-sort vendor mail is picked up Mon-Fri at 3:30pm
Shipping Declaration Form
Shipping declaration form must be attached to all out going packages.
https://mailservices.eku.edu/sites/mailservices.eku.edu/files/eku_shipping_declaration_form.pdf
ORG Codes
Mail Services accounts for each ORG Code spent on postage including:
- Metered mail
- Business reply
- Postage due
- Permit mailings
Expedited and Special Services
Expedited or special services can be processed for postage, such as:
- Express
- Insured
- Registered
- Certified with Return Receipt
Mail, except for Certified, must be taken to the post office by the sender on the same day it is metered.
Envelopes
-
Departments should seal their own mail (do not use staples)
- For large mailings, #10 envelopes can be sealed by Mail Services if:
- envelopes are being metered
- envelopes are properly stuffed
- On envelopes with clasps, the clasps must be covered with tape
- Padded envelopes must be used for any items with a sharp edge, such as CD's, pins, etc.
- Separate off-campus and on-campus mail by bundling with a rubber band
- If your area uses multiple org codes, please keep them separate
Tabs
- Mail with an open edge must be tabbed.
- The open edge should be oriented to the top edge of the mail piece.
- Tabs required on both top edge and on the right side.
International Mail
- Keep International mail separate from domestic mail
- All International mail must have the country name, in all caps, on the bottom line of the address
- Customs forms is required for all international
- https://cfo.usps.com/cfo-web/labelInformation.html for Customs Forms
Postage Tips
- Screen your mailing list for unnecessary names, duplicates, and incomplete addresses
- Use "Certified" instead of "Registered" mail for decreased cost while still receiving notice of delivery
- DO NOT over-insure. Payment by the USPS and UPS is for actual value, not declared value
- Postcards for short messages or announcements offer substantial savings
- Combine mailings into a larger envelope for distribution at the same location
- Use "Business Reply" envelopes provided by vendors
- FAX the information when time is crucial, instead of Express or Overnight mail
- Request Library and Media Mail when appropriate for up to 50% savings
- Intra-campus envelopes are for on-campus mail
- Regular business envelopes for off-campus mail
- Non-profit/Bulk Rate savings up to $.20 per mail piece
Large Mailings
Contact EKU Mail Services before preparing large mailings and/or unusual sized pieces to discuss the most economical way to use the postal service.