Faculty/Staff Services

Billing

The University mail system is for business related mail and/or packages only. Outgoing personal mail without a postage stamp already applied will not be picked up. All departments will be charged for all mail posted through Postal Services.

Those eligible to use Montclair State University Postal Services:

• Currently employed faculty and staff;
• Student organizations recognized by Student Services

All users must meet the following criteria:

• They must be conducting legitimate University business;
• Stated business must be in the interest of the University and for its benefit;
• Be assigned a department/unit/organization chargeback account number

Prior to pick-up, departments should sort and prepare all outgoing mail as follows:

• Separate interoffice mail, domestic mail, international mail, and overnight mail
• Separate mail and parcels by size and special services such as Certified and Express Mail.
• Bundle mailings of ten or more with a rubber band.
• For mailings of 200 pieces or more, contact Postal Services for pick-up.

The department will receive a monthly record for postage charged to the department. Call Lavone Broxton, Supervisor, Postal Services at 973-655-6834 if there are any discrepancies.

Bulk Mailing Permits

Mailing permits are used as an alternative to affixing stamps to envelopes or postcards as a means to pay postage. Using a permit is only permissible when sending a “mailing” and not intended for use when sending individual envelopes and postcards.
Postal Services maintains a U.S. Postal Service mailing permit for general University use. We do not, however, keep money on deposit to cover the postage cost when the permit is used.

Requirements for using our mailing permit are as follows:

• Permit mailings must contain at least 200 identical pieces.
• The proper indicia format must be used, including the permit number.
• Mail Services should be notified by phone when its permit is used.
• All permit mailings must be deposited at the Montclair U.S. Post Office.
• The appropriate U.S. Postal Service mailing form must accompany the mailing.
• The mailer must be prepared to pay the full cost of postage when the mailing is brought to the U.S. Post Office.

Note – Postal Services is not responsible for any money paid in excess of the actual cost of postage, which the Post Office may deposit under the permit number.

Business Reply Mail

Business Reply Mail enables correspondents to return a written reply without having to pay postage. The reply recipient only pays postage on mail pieces that are returned. Using Business Reply Mail requires all envelopes and postcards to be printed in compliance with standards set by the U.S. Postal Service. Consult Postal Services for detailed information on postage fees and printing requirements.

Non-Profit Mailing

Nonprofit bulk mail is the most inexpensive method for mailing domestic non-first class material.

Requirements for sending a nonprofit mailing are:

• At least 200 identical pieces of non-first class material each weighing less than 16 oz.
• Mailing is sorted/separated into specified zip code categories
• Mailing is deposited at the Montclair U.S. Post Office
• The appropriate U.S. Postal Service form must be completed and accompany the mailing
• Nonprofit mailings must originate from Montclair State University

Mailings that are processed by Postal Services must be received presorted to the specified zip code categories as required by the U.S. Postal Service. Before mailing is sent to Postal Services for processing, the department should speak with the Postal Services’ Supervisor for zip code sorting instructions. Unlike other classes of outgoing mail, nonprofit bulk mailings received at Postal Services are not immediately processed. However, every effort is made to process such mailings within a five business day period, after which mailings are given a priority for processing.

Postage Due Mail

Business Reply and Short Paid Mail requires postage before delivery can be made to the University. All such mail is processed through the Postage Due Mail system which is maintained by Postal Services. The required postage is charged to Postal Services’ Postage Due account with the U.S. Postal Service. Mail is then distributed and postage is billed to the receiving departments through the University’s Financial System.

USPS Rate Calculator

Select the type of service for your mailing needs. Have size, shape, weight and zip code information ready. Find a Zip Code

Calculate Domestic & International Postage
Easily calculate postage rates and estimated delivery times.

Calculate Business Postage
Calculate domestic postage for all volume discount mail

US Postal Service all rates and fees.

Delivery

Mail Pickup and Delivery

The campus is served with four (4) routes making two runs daily. The first run is for pick-up/delivery; the second run is for pick-up only.
Morning pick up/delivery routes begin daily at 11:00 a.m. All buildings and departments are serviced on this first run.

Afternoon pick-up routes begin at 3 p.m. Only the following buildings are services on this run:

• College Hall
• Overlook

Outgoing letters, flats, and packages picked up on the first and second runs will leave the campus that day. From the last run, only Express mail shipments will be handled on the same day. Time of arrival depends on the route schedule and the amount of mail each carrier has on the route. The carrier may pick up large mailings at each run; however, mail cart size may limit the volume to be handled. For assured pick-up of large mailings, advise your courier in advance or call for a special pick up.

Outbound mail collected during the day is processed for delivery to the US Postal Service at 3:30 p.m. If you miss the cutoff time, your material will be sent out the next business day.

Same Day Interdepartmental Mail

The following departments are provided the same day expedited delivery services, all other departments are provided next day interdepartmental mail services:

• Vice President of Finance
• Director of Admissions
• Director of Bursars
• Vice President of University Advancement
• Dean of the Graduate School
• Director of Registrar
• Director of Payroll Department
• Director of Procurement Services
• President’s Office
• Director of Residence Life
• Vice President of Student Development and Campus Life
• Vice President of University Facilities
• Vice President of Human Resources
• Director of Compliance

Special Arrangements

Special Delivery Services will be delivered to the following buildings and departments on the second run. If packages are received at other times, it will be delivered as quickly as possible or the department will be informed when the package is received. The items are available for pick up if scheduling is a problem.

Special Deliveries:

• College Hall pick-up and delivery
  • 10:30 a.m.
  • 3:00 p.m.
• Overlook pick-up and delivery
  • 11:00 a.m.
  • 3:30 p.m.

Package Delivery

Postal Services handles deliveries on campus from the following carriers: FedEx, UPS, DHL, TNT Express, Lasership, Lightening, and all freight divisions. Packages are delivered to Postal Services and then distributed to departments on campus.

When expecting a freight delivery, please notify Postal Services in advance so that proper delivery instructions can be arranged prior to the shipment arriving on campus.

It is important that all packages are addressed to the department that the delivery goes to, even if the item is ordered by a different department.

Deliveries are first attempted to the department. If no one is available, the package will be delivered to the Dean’s office.

Package Tracking

• FedEx
• UPS
• DHL
• TNT Express
• Lasership

Shipping

Package Shipping

Postal Services does not have accounts with each carrier to ship packages for departments on campus. The individual/department must make the necessary payment arrangements with the carrier.

When individuals/departments have outgoing packages to be shipped by any of the carriers listed above, they must contact Postal Services and request a pick up so the package can be shipped from our office. Postal Services must receive all outgoing FedEx Express packages no later than 3:00 p.m. if required to be shipped out the same day.

Items sent to Postal Services for metering should be packaged carefully to avoid damage in transit. Proper mailing containers are available through University Postal Services by calling 973-655-6834 or by asking your route driver.

Separating mail by service class is also important. Outgoing U.S. Mail should be separated from internal campus mail. International mail should be separated from domestic mail.

Postal Services does not charge a fee to departments for metering outgoing letter mail; units are charged for actual postage.

Interdepartmental Mail

• All campus mail should be enclosed in the reusable interoffice envelopes, not in white or first-class envelopes.
• This will cut the cost of campus mail, prevent delays in handling, and eliminate the possibility of campus mail being inadvertently metered and mailed out.
  • Reduced costs – since the envelopes can be re-used several times.
  • Saving staff time – interdepartmental envelopes are designed to be handwritten rather than typed.
  • Reduces paper refuse as these envelopes are designed to be used many times.
  • Reduces the possibility of postage error – Use of interdepartmental envelopes reduces the chance of wasted postage.
• Extreme caution is to be exercised when using the interoffice envelope, taking care that all previous markings have been crossed out to ensure proper handling to the intended recipient.
• The addressee is always to appear on the last line, do not address between previous markings.
• If confidentiality is a factor, place the material in a regular, sealed, business envelope before placing it in an interoffice envelope. While this may seem to be a duplication of work, it eliminates the possibility of mailing out interdepartmental mail.

United States Postal Service (USPS)

Service	Delivery Time	Class of Mail
1st Class	1 – 5 days	Items such as statements, invoices, and typed material.
3rd Class	1 – 10 days	Printed matter which does not require 1st class.
Non-Profit Bulk	5 – 10 days	Printed matter of Non-Profit Bulk. A minimum of 200 identical mailing pieces or 50 pounds.
Express Mail	Next day	Money-back guaranteed overnight next day service
Certified Mail	1 – 5 days	Same as 1st class, no declared value. A signature is required.

USPS Tracking

U.S. Postal Rates

Now you can calculate postage right from your computer.
Select the type of service for your mailing needs. Have size, shape, weight and zip code information ready. Find a Zip Code

Calculate Domestic and International Postage
Easily calculate postage rates and estimated delivery times.

Calculate Business Postage
Calculate domestic postage for all volume discount mail

US Postal Service all rates and fees.

First Class Mail

Any mailable matter may be mailed as first-class mail. The weight limit for first-class mail is 13 ounces. For heavier items, use Priority Mail.

Priority Mail

Priority Mail is available for packages weighing up to 70 pounds. Priority mail has an expected delivery time of 2-3 days.

Express Mail

Express Mail provides overnight service for letters, business documents, and parcels. This method provides tracking using a unique shipping number. Destinations may be to any domestic or international mailing address.

Certified Mail

Certified Mail provides the sender with a mailing receipt, and a record of delivery is maintained at the recipient’s post office for two years. A return receipt to provide you with proof of delivery can be obtained for an additional fee.

Return Receipt

A Return Receipt provides the sender a postcard or electronic notification, via fax or email, with the date of delivery and recipient’s signature.