UCOP Mail Procedures

March 5 , 2007

To: UCOP Personnel
From: Connie Williams, Manager, IR&C; Records Management and Mail Services

I would like to remind everyone about some important mail services procedures and policies.

Policy on Personal Mail

University mail services may be used only for official University business. Please see Business & Finance Bulletin BUS-65, Section IV.5.d.:

• Employees may not use their work address to receive personal mail, including packages.
• Employees may not send personal items through University mail services, even if they have affixed U.S. postage. Please take personal, stamped mail to the nearest U.S.P.S. mail box or post office.

Staff members in the IR&C; Mail Services unit have been instructed to bring to their supervisor's attention any parcels that appear not to be business-related, such as apparel, entertainment items, and household goods. The determination usually is based on the source company (e.g., L.L. Bean, Netflix, Williams-Sonoma).

• If such packages are received by Mail Services, we will contact addressees, ask them to retrieve the packages from the mail room, and remind them to redirect personal shipments elsewhere per University policy. If warranted, IR&C; also may contact the addressees' supervisors to discuss the issue.

Please understand we are obliged to ensure that University resources are not used to deliver personal items.

Signing for Packages
IR&C; Mail Services provides central receiving and distribution for most incoming expedited envelopes and parcels (e.g., from FedEx, UPS, DHL, and U.S. Postal Express) addressed to 1111 Franklin. If Mail Services signs to acknowledge receipt of an item, we require a signature from the addressee (or designee) when we deliver the item.

Using Mail Codes
For University business-related outgoing U.S. mail, a valid, four-digit mail code (also called "billing number") is required in the return address area to ensure proper processing. Please contact your departmental financial staff or supervisor if you are unsure which mail code to use. Mail codes are not required for UCOP inter-office mail, mail addressed to the Berkeley or Davis campuses, or mail addressed to LBNL. Mail codes are required for items addressed to all other campus and national lab locations, and to Continuing Education of the Bar (CEB).

If you have any questions about these procedures, please contact or 987-0402 or Mail Services Supervisor or 987-0348. More information about IR&C; Mail Services is available online at http://www.ucop.edu/irc/services/mail.html.