UAMS ADMINISTRATIVE GUIDE

NUMBER: 11.5.05
DATE: 02/22/01
REVISION:

SECTION: CAMPUS OPERATIONS
AREA: MAIL  PROCESSING
SUBJECT: BUSINESS REPLY MAIL

PURPOSE

The purpose of this policy is to inform UAMS departments of the procedure to be followed in the printing of Business Reply Material. Using this procedure will allow departments to acquire Business Reply products that meet the US Postal Services minimum specifications. In order for UAMS to use the Business Mail Qualification discount, this procedure must be followed.

PROCEDURE

  1. Before a department can use any Business Reply envelops, cards or labels, they must submit a Business Reply Mail Requisition Form to UAMS Mail Processing at Slot 578 or deliver it to room G/900 in the Hospital.
  2. The UAMS Mail Processing employee will review the request along with the attached material and determine if it meets the US Postal Service specifications. If the material can not be adjusted to meet the specifications, Mail Processing will work with the requesting department to make the necessary modifications.
  3. Once Mail Processing has approved the material layout and copy, it will be delivered to the print shop to be completed.
  4. Reordering additional quantity of the same material will still need to be reviewed to assure the US Postal specifications have not changed.
  5. The Business Reply Mail Form is attached or can be picked up in Mail Processing.

 Business Reply Mail Requisition Form

Name of Requester: Slot No.:
Department: Account No.:
box.gif (53 bytes) Please Call when ready for pickup: Phone No.:
box.gif (53 bytes) Please Deliver to Building / Room No: Fax Number:
Business Reply Envelopes – Example Attached   box.gif (53 bytes) Yes     box.gif (53 bytes)  No
Size: box.gif (53 bytes) # 9        box.gif (53 bytes)  # 6        box.gif (53 bytes)  Other (specify) Quantity Requested:
LAYOUT INSTRUCTIONS:

Within the address, eliminate punctuation and use all capital letters.

Slot numbers cannot be used as part of the delivery address line and must be incorporated into the company or department name line. The department or individual name line should be listed above the company name line.

The address should include the complete street name using proper abbreviation, i.e., ST (street)

The four digit zip code extension should be 9985 for letter size envelopes, 9809 for large envelopes or for self adhesive labels, and 9971 for postcard size mail pieces.

Address should read as: (enter up to two additional lines – optional )

_______________________________________________________________

_______________________________________________________________

UNIVERSITY OF ARKANSAS FOR MEDICAL SCIENCES
4301 W MARKHAM ST
LITTLE ROCK AR 72205-

Special Instructions (Ink color, Paper Color, etc.):
Job Submitted Date:
Date Requested for Job Completion:
Request Approved by UAMS Mail Processing:
Approved by Media Services:
Final Proof Approved by Mail Processing: