Medical College of Georgia Administrative Policies and
Procedures
Office of Primary Responsibility: Materials Management, Campus
Mail Services
No. 1.1.01
Campus Mail Center
1.0 Purpose
To present the policies relative to the Campus Mail Center.
2.0 Policy
2.1 Location
The Campus Mail Center is located in the Central Distribution Hub
Building -BL-114.
2.2 Hours
Service at this location is offered Monday through Friday from 8:30
am to 5:00 pm.
2.3 Incoming Mail
US Mail is picked up twice daily at 7:30 am and 11:30 am from the US Post
Office. Mail is sorted with Special Service and First Class mail given
priority. Signatures of the addressee or authorized individual will be
obtained on "Special Mail" (Insured, Certified, Express, etc.)
NOTE: Employees should not use the address of the
College for personal correspondence.
2.4 Campus Mail Delivery
Any mail with an address sufficient to identify an individual or a
particular office or department will be delivered unopened as addressed. Any
US Mail addressed only to the Medical College of Georgia will be delivered
to the office of the Controller. Mail delivery and collection will be one
time daily to each established mail delivery point.
2.5 Outgoing Mail
Official business mail must bear the Medical College return address to
include the department, section, city, state and zip code in the upper left
hand corner to be eligible to receive postage. Mail can be sealed during the
metering process if it has been prepared with the envelope flaps out over
each preceding envelope. All mail is least cost routed unless a specific
service is requested and paid for by the sending budget unit.
2.6 Intra Campus Mail
Utilize the brown intra campus envelopes when practical. If regular
envelopes are used, they should be sealed and the postage area in the upper
right hand corner clearly marked with X's. The address must contain the
person's name, department, section and building code. Intra Campus Mailings
of 200 or more pieces should have all pieces, addressed to the same
department, section and building code, bundled together. Intra campus
mailings to student mailboxes, of 50 or more pieces, should be organized in
ascending numerical order and secured with a rubber band.
2.7 Other Services
The Mail Center provides the following other services:
- Transmits personal mail to the USPS provided, it is sealed and
stamped.
- Forwards mail to individuals, if the forwarding address has been
properly affixed to the original correspondence.
- Personal mail may be weighed at the Mail Center to ascertain the
correct postage.
2.8 Limitations
The Mail Center has the following limitations:
- No mail is registered.
- Official envelopes and mail codes must not be used to transact
personal business.
- No personal outgoing packages are handled.
- Mail deliveries are made to authorized mail distribution points only.
- Requests for additional delivery points should be sent to the Mail
Center Manager.
2.9 Postage Charged Back To Budget Units
The following postage is charged back to budget units:
- Postage for service other than least cost routing.
- Postage that is reimbursed by a 3rd party.
- All permit mailing postage cost.
- Express mail postage.
- Postage for 100 or more pieces of like mail within 24 hours.
Date: July 1, 1972 | Rev. No. 98-1 | Rev.
Date: March 1998 | No. 1.1.01 |