Mail Room

Hours of Operation: Monday through Friday: 8:30 am to 5:00 pm
Location: Griffith Hall, Room B6
Contact Information: David J. Hardy, Mail Room Coordinator
Email: d.hardy@usciences.edu
Phone: 215.596.8799

We serve the University in the capacity of mail handling and parcel shipping. We use computerized mail metering equipment, a high-speed folder-inserter, and internet tracking of overnight mail deliveries and UPS shipments.

It is our mission to provide services in the most efficient, accurate, and timely manner possible. We continually strive to keep up with changing technology, and the rules and regulations of our industry.

Listed below are some of the basic policies & procedures of University of Sciences in Philadelphia Mail services. Please follow these policies & procedures to ensure that your mail is routed correctly and in a timely manner.

Addressing Mail
Preparing Mail
Personal Services
Mail Pick Up Times
Parcel and Overnight Services
Folding Inserting Service
Addressing Service
Recycling HP Toner, Pens, Markers and Pencils

Addressing Mail

It is always in the best interest of both the sender & recipient to follow the below United States Postal Service Addressing Standards so the Postal Service can electronically sort your mail and deliver it by the fastest means possible.
City, State and ZIP Code.should always be the last address line.

Delivery Address Line (Street Address or PO Box) should be directly above the City State and ZIP Code. Secondary address unit designators, such as Apartment or Suite are preferred to be printed at the end of the Delivery Addresss Line. If they cannot be continued in the Delivery Address Line place them immediately above the line.

Examples of correct and incorrect addressing:

Correct Address	Incorrect Address
ABC MOVERS 1500 E MAIN AVE SUITE 201 SPRINGFIELD VA 22162-1010	ABC MOVERS 1500 E MAIN AVE SUITE 201 SPRINGFIELD VA 22162-1010
MR M MURRAY APT C 5300 SPRINGFIELD GARDENS CIR SPRINGFIELD VA 22162-1058	MR M MURRAY 5300 SPRINGFIELD GARDENS CIR APT C SPRINGFIELD VA 22162-1058

Recipient Address (Organization name or the individual’s name for mail addressed to a home) should be directly above the Delivery Line Address.

Attention Line(s) is placed above the Recipient Line. Attention Line(s) can include an individuals name and/or a department name.

Examples of correct and incorrect addressing:

Correct Address	Incorrect Address
MR. WALTER W. WITHERSPOON JR MDM ENTERPRISES INC 1401 S MAIN ST LEWISBURG KY 42256-1411	MDM ENTERPRISES INC MR. WALTER W. WITHERSPOON JR 1401 S MAIN ST LEWISBURG KY 42256-1411
ATTN: FINANCIAL AID ABC UNIVERSITY 1401 MAIN STREET FALLS FALLS CHURCH VA 22042-1441	ABC UNIVERSITY 1401 MAIN STREET CHURCH VA 22042-1441 ATTN: FINANCIAL AID

For detailed information on proper address format go to http://www.usps.com and search for Publication 28 Postal Addressing Standards.

When directing others to send mail to the University please instruct them to include your department box number in the Attention Line so your mail can be quickly sorted in the USciences mailroom and delivered to the correct department.

Correct Address	Incorrect Address
ATTN THOMAS MOIANI BOX 74 UNIVERSITY OF THE SCIENCES 600 SOUTH 43RD ST PHILADELPHIA PA 19104-4495	UNIVERSITY OF THE SCIENCES 600 SOUTH 43RD STREET PHILADELPHIA, PA 10104-4495 ATTN. THOMAS MOIANI
CONTROLLERS OFFICE BOX 81 UNIVERSITY OF THE SCIENCES 600 SOUTH 43RD ST PHILADELPHIA PA 19104-4495	UNIVERSITY OF THE SCIENCES 600 SOUTH 43RD STREET PHILADELPHIA, PA 10104-4495

Deliveries of letters and parcels that arrive at the mailroom without box number, individual or department name are delayed. Every effort is made to identify ownership of incompletely addressed mail but this is done after all other mail & packages are handled.

All University Mail must have a return USciences mailing address.

Preparing Mail

Official University Mail

The mailroom will seal all outgoing mail that is less than ½” thick. Thicker mail must be sealed by each department.
International mail must be separated from other mail and placed in the “INTERNATIONAL MAIL” drop slot.
Drop outgoing mail in the slot labeled “Mail to be Metered”.
Departments with a larger mailing should bring the mail in a white mail bin. The mail should be sorted by size, all facing the same way.
See the mailroom personnel for assistance with special services mail including Certified, Express and Priority mail.
Official University business mail will have postage applied in the mailroom.

Campus Mail

Use the brown Kraft USciences Interdepartment Delivery envelope for campus mail. Correctly address the envelope by crossing off the last address and write the individual’s First and Last name and the Department Box number using the next available box. Do not SKIP one or several boxes. Department box numbers are listed on the front of the envelope. If you are uncertain of an individual’s box number, look in the USciences phone directory under the “Mailbox” column.
Example:

Deliver to: Tom Moiani
Box No: 74

Drop campus mail in the mail slot labeled “Interoffice Mail”. Mail is distributed throughout the day as soon as possible after it is received.

Please throw away envelopes once all the lines on both sides are full.

Interdepartment Delivery envelopes are available from the mailroom at no charge to your department.

Personal Services

All outgoing mail and parcel shipping services are available to faculty, staff and students.
Receive all discounted mail and UPS shipping rates provided to the University.
Drop pre stamped mail in the slot labeled “Stamped Mail”.
Fax service is provided for a cost of $.50 per page for a domestic fax and $.75 per page for an international fax.
All personal services can be paid with your OneCard Account and personal check. UPS can also be paid with a credit card.

Mail Pick Up Times

Mail is picked up from the mailroom and the mailbox on 43rd Street in front of Griffith Hall at 11:30 am and 3:15 pm Monday thru Friday. There is one pick on Saturdays and Holidays from the mailbox on 43rd Street. Any mail brought to the mailroom or put in the mailbox after 3:15 will be picked up the next business day.

Parcel and Overnight Services

The University uses UPS for Domestic and International parcel and letter shipments. Please bring items for shipment to the mailroom prior to 3:30. Items that need to be shipped after 3:30 pm can be placed in the UPS box outside Griffith Hall by 7:00 p.m. for pick up. Individuals sending more than a few shipments a year should use USP Campus Ship on line shipping program to prepare shipping labels and view/track your shipments. Individuals can sign up to use UPS Campus Ship in the mailroom.

Overnight letters should be sent via UPS. The US Postal Service Express mail Overnight service is substantially higher than UPS’s service.

Shipments to a PO Box can only be sent US Mail Service.

Overnight Shipments for Saturday Delivery should be sent Express Mail. Postal rates are less expensive for Saturday delivery than UPS.

International Parcel Shipments via UPS The following information is needed to ship packages, except paper documents, outside the United States:

Contact Phone Number (of the person receiving the shipment)
Product Description and Tariff Code Mailroom personnel will guide you through the UPS web site to find the tariff code and product description so the package will quickly clear the destination country's customs.
Country of Origin (where the item(s) was manufactured)
Number of Units
Price per Unit

International Parcel Shipments have two separate charges:

UPS Shipping Charge This is know when the shipping ticket is created
Duty and Taxes This charge is not known until the parcel clears customs in the destination country.

Personal international shipments must be paid with a credit card. The Duty and Taxes will be automatically billed to your credit card; typically 2 to 7 days after the package is picked up

Folding Inserting Service

Folding or Folding and inserting service is provided at no charge to all departments.
Letter and legal sheets can be folded. Up to 5 sheets (no staples), one of which can be a business reply envelope, can be folded and inserted in a number 10 envelope (standard or window)
If this is the first time your job will be folded and inserted please try to bring a sample of the job to the mailroom a few days before the job is ready for mailing so the job can be set up on the machine.
Stop in the mailroom with additional questions or to see a demonstration of how the machine works.

Addressing Service

Addressing service can be provided through our third party mail processor at no charge to your department when mailing 200 or more identical pieces of 1st Class Mail or Non-Profit Mail (Non-Profit Mail generally takes an additional 2-3 days for delivery, but in very rare situations could take an additional 2 weeks.). See the below form for additional information and/or to use this service.

Recycling HP Toner, Pens, Markers and Pencils

The Mailroom accepts original HP LaserJet and Inkjet cartridges and any used pens, markers or pencils for recycling. Here are the program details:

Can any cartridge be recycled? No only Original HP cartridges can be recycled.

Do the cartridges need to be boxed? No. It is better to return just the cartridge

What do I need to do to participate? Just drop off used cartridges, pens, markers or pencils in the recycling container next to the mailroom counter or send them interoffice mail addresed to the Mailroom and marked recycling.

Download Mailing Addressing Service (PDF)

University of the Sciences in Philadelphia