Mail Processing Center

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	Last Updated March 20, 2002
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Or back to the UAMS Mail Center Home Page.

Sending Patient Mail to UAMS

Sending Business Mail to UAMS

Please try to list the Employee Name or Department Name in addition to the Mail Stop number. Also, when possible, list the complete employee name. Any of these pieces of information can help to insure proper and quick delivery.

Employees or Patients sending Out Personal Mail

Prepare the mail just as you would any personal mail. Outgoing mail shipments are delivered to the US Postal Service and postmarked the same day. The final delivery of outgoing mail leaves UAMS between 4:30 and 5:00 PM daily.
Postage stamps are available for sale at the Mail Processing Center between the hours of 8:00 AM and 4:00 PM. Please make sure you have a stamp on any mail that requires it.

Employees and Patients sending International and Overseas Mail

When sending packages to foreign countries, be aware that any piece sent through this university will require a customs declaration form to be attached.
A Mail Center employee can provide the form for you to fill out and help you with any questions.

Departments Preparing Regular Outgoing Business Mail

When bringing your mail to the Mail Processing Center for processing, we ask that you...

• Separate all letter and postcard size pieces into three categories

1. Any and all pieces that are going out of the country.
2. Those that have handwritten addresses.
3. Those that have typed addresses or machine printed addresses.

• Place rubber bands around each collection of letter size mail that has two or more pieces coming from the same department or slot number.
  If the a category of mail is too large for one rubber band to secure it, you may break it into smaller groupings and rubber band each group.

This will help speed the processing of the mail and help maintain accuracy when charging the postage to your department.
Mail that does not meet these requirements may be returned to the department that sent it so that it may be properly prepared for processing.

• Separate all letter and postcard size pieces into three categories

1. Any and all pieces that are going out of the country.
2. Those that have handwritten addresses.
3. Those that have typed addresses or machine printed addresses.

• Place rubber bands around each collection of letter size mail that has two or more pieces coming from the same department or slot number.
  If the a category of mail is too large for one rubber band to secure it, you may break it into smaller groupings and rubber band each group.

This will help speed the processing of the mail and help maintain accuracy when charging the postage to your department.
Mail that does not meet these requirements may be returned to the department that sent it so that it may be properly prepared for processing.

Non Machinable Mail

Most of the mail processed by the U.S. Postal Service is sent through automated machines. There are some pieces that can not be sent through these machines due to shape, content, or other factors. These are known as 'non-machineable' mail pieces. The non-machineable mail are subject to an additional surcharge of $0.12 per piece.

To help keep the cost of your department's postage down, please avoid the following types of 'non-machinable' mail whenever possible.

NON-MACHINABLE MAIL CRITERIA:
1. If the mail piece has an aspect ratio of less than 1.3 or more than 2.5 it is considered non-machineable.
   This is only for LETTER-SIZE MAIL, not flats (pieces larger than 6 1/8 inches by 11 1/2 inches are considered non-letter).
2. Polybagged or polywrapped pieces; or mail pieces enclosed in any plastic material are non-machineable.
3. Mail pieces with clasps, strings, buttons, or similar closure devices, or self-mailers that are stapled shut are all non-machineable. It is preferred that you use tape or adhesive tabs to close these mail pieces. Envelopes with clasps or similar closure devices are acceptable for campus or interdepartmental mail but not US Mail.
4. If the mail piece contains items such as pens, pencils, loose keys, or coins that cause the thickness of the mailpiece to be uneven it will be classified as non-machineable.
5. If the mail piece is too rigid it will be non-machineable (It is considered too rigid if it does not bend easily when subjected to a transport belt tension of 40 pounds around an 11-inch diameter turn).
6. If the mail piece is more than 4 1/4 inches high or more than 6 inches long, the thickness is should not be less than 0.009 inch. If it is less than 0.009 inch, it will be non-machineable.
   (The maximum size of a postcard is 4 1/4 by 6). If your mail piece goes over the maximum postcard size, you will need to use a heavier weight paper. When using regular 20# paper for a folded self-mailer, if the piece is only folded in half, it does not get to 0.009 inches thick. Tri-folding a piece of 20# paper does.
   Use of a heavier weight paper is always encouraged because it travels better through the USPS's automation equipment.
   A postcard can be 0.007 inches thick,
7. If the mail piece has a delivery address parallel to the shorter dimension of the mailpiece it is non-machineable. The delivery address needs to be parallel to the longer dimension. This applies only for postcards or letter-size pieces, on flat mail there is more flexibility.
8. For folded self-mailers, if the folded edge is perpendicular to the address it is non-machineable. Regardless of the use of tabs, wafer seals, or other fasteners.
9. For booklet-type pieces, the bound edge (spine) is the shorter dimension of the piece or is at the top, regardless of the use of tabs, wafer seals, or other fasteners, this is non-machineable.

Departments Using Business Reply Mail

Some departments utilize Business Reply Mail.
In order for this university to continue to qualify for the US Postal service's business mail discounts, all business reply mail from this campus must remain within the qualification guidelines set by the US Postal Service. The UAMS Mail Processing Center is working in cooperation with the UAMS Media Services department to ensure that all Business Reply Mail pieces used on campus meet the proper guidelines.

To view the latest Business Reply Policy (April 1st, 2001)
and Business Reply Mail Request Form,
please click here.

Preparing Outgoing Bulk Mail

• A minimum of 200 pieces of mail
• All pieces must be addressed to locations within the United States
• All pieces must be the same weight
• The content of the mail must be generic in nature
• The Mail must be placed entirely in ZIP CODE order
• A Return Address (necessary for Non-Profit discounted rates)
• A Return Mail Endorsement (-optional-)
  • "Return Service Requested"
    - mailpiece will be returned showing farwading address even if forwarding order is on file. (Return Mail postage applies)
  • "Address Service Requested"
    - mailpiece will be forwarded if forwarding order is one file, a photocopy showing the new address will be returned to you. (A service charge of $0.60 applies)
  • Without any endorsement the mail will not be forwarded or returned.

  If your mail does not meet all of the above conditions you will most likely be contacted and presented with the option of correcting the problem or having the mail sent out as first-class mail. If you have any questions on any of these matters please contact our office at 296-1419.

  Common Mistakes for Bulk Mail

  • The mail is sorted by zip code only in each tray, instead of from beginning to end
  • Out of state mail not being sorted by zip code
  • Less than 200 pieces of mail in the Bulk
  • Mail addressed to locations outside of the United States

  If you have any questions regarding preparation of your bulk mail, please contact one of our bulk mail officers at 296-1419. We also offer services such as folding, tabbing, and addressing of large mail jobs.

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  © Copyright 1998, 1999, 2002 John Flemming & UAMS Telecommunications	Last Updated: Jul 2, 2002
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