University Mailing Services

Policies & Procedures

• Federal tax forms can be accessed at the Internal Revenue Service.
• Both domestic and international mailing options are available. View the current postal rates at USPS.
• International mail, mail requiring express service or mail needing to be registered, certified or insured, should be hand-carried to the University Mailing Services to ensure proper processing. University Mailing Services does not assume responsibility for the special handling of mail that is not hand-delivered. All packages having an international destination must be marked to indicate that the contents meet customs regulations.
• It is the responsibility of each unit to notify University Mailing Services of changes in their campus building location (including room number). Forwarding of first-class mail to personnel who have departed the University is the responsibility of the employing unit.

• The Campus Mail Center accommodates the needs of University units for the distribution of interoffice communication, incoming and outgoing SIUE business mail. To use the Campus Mail Center for services, the user must have a valid university account number.
• All unaddressed or unlabeled University communication, circulars and bulletins that are distributed through the Campus Mail Center MUST pertain to University business and are subject to approval by SIUE Mailing Services. A completed Campus Mail  Distribution Form signed by a fiscal officer. Bulletins must indicate the name and/or unit responsible for originating the correspondence. A copy of the bulletin must also be attached to the form. Unlabeled flyers to the University community will be distributed one per box (250 copies) on a "post or circulate" basis.
• Any unit in need of purchasing stamps for SIUE business use must complete a Departmental Stamp Requisition form and have it signed by the Fiscal Officer.
• Personal mail sent through the campus mail system must have the appropriate U.S. postage affixed and is the responsibility of the individual.
• Campus envelopes should be used for items distributed from department to department. Addresses should include the individual's full name and campus box number (do not use phone number).

Metered Mail Policies

• A Postage Charge Slip (account number barcode) must be completed and attached to a University department’s outgoing metered U.S. mail. New or duplicate account charge slips can be obtained by completing a  Postage Charge Slip Form. Mail cannot be metered without this postage charge slip (account number barcode). All outgoing University meter mail must have a complete SIUE return address in the upper left-hand corner.
• The postage machine can seal No. 10 business envelopes. The department must seal any envelopes larger than a No. 10 envelope.
• Large envelopes should be flapped up and trayed using USPS mailing tubs.
• Flyers must be at least 0.007 inches thick, folded at the top and tabbed at the bottom. Staples are prohibited as they can cause damage to the postal machinery. Glossy postcards cannot be metered; therefore, 1st-class stamps must be requisitioned from the SIUE Mailing Services using the Departmental Stamp Requisition form (see Forms section).
• A stamped card or postcard must be of uniform thickness not more than 6 inches long, 4-1/4 inches high, or 0.016 inches thick. The minimum piece dimensions are 3 1/2 inches by 5 inches and at least 0.007 inches thick.
• All outgoing mail should be labeled with the sender and a return address to qualify to be metered.