Business Policies and Procedures Manual
Chapter 80: Services

Interdepartmental Mail

BPPM 80.21

For more information, contact:
   Campus mailing services offices
   See Section 1.0

 1.0  Mailing Services Departments

University mailing services departments deliver mail between departments on each of the campuses, e.g., Pullman, Spokane, Tri-Cities, and Vancouver.

The front desk distributes mail deliveries at the WSU Everett campus.

1.1   WSU Everett

For information concerning WSU Everett mail services, see the front desk; telephone 425-405-1600.

1.2   WSU Pullman

Mailing Services, WSU Pullman, is located in the Cooper Publications Building on Grimes Way; telephone 509-335-2365.

More information is available at WSU Pullman Mailing Services.

1.3   WSU Spokane

Logistics/Mail/Shipping Services, WSU Spokane, is located in the Center for Clinical Research and Simulation building at 412 E. Spokane Falls Blvd., Room 410A; telephone 509-368-6995. More information is available at WSU Spokane Logistics/Mail/Shipping Services.

1.4   WSU Tri-Cities

Shipping and Receiving, WSU Tri-Cities, is located in Floyd Building, Room 127; telephone 509-372-7273, For information, see the Shipping and Receiving website.

To request an outgoing shipment, submit a completed online WSU Tri-Cities Request for Shipment form.

Note: Overnight shipping pickups and drop-off times are set by the carriers, not by WSU. Shipping and Receiving recommends 10:00 a.m. for overnight packages, since carriers such as FedEx usually pick up before noon.

1.5   WSU Vancouver

The Mailroom is located in the Facilities Operations Building, Room 40; telephone 360-546-9708. Information concerning all WSU Vancouver mail services is available at WSU Vancouver Facilities Operations Mailroom.

2.0  Addressing

Items addressed by the sending department are delivered by University mailing services at no charge.

Indicate the addressee’s full name and mail code on each piece of interdepartmental mail. (Exception: For the WSU Spokane campus provide the addressee’s assigned building and room number (referred to as their mail stop), instead of a mail code.)

2.1   Individual Mail Codes

Refer to the University Directory or online in the Workday system. See BPPM 85.33 and the Workday Security Roles reference guide for more information about accessing Workday modules, including employee workplace information.

Exception: To avoid delivery delays or failures for mail sent to WSU Spokane, contact the addressee for their mail stop location (i.e., building and room number), if unknown. Note: The online University Directory and Workday do not provide adequate mail stop information for the Spokane campus.

2.2   Department Mail Codes

Refer to the University Directory or the Workday system. See BPPM 10.05 and the Workday Security Roles reference guide for more information about accessing Workday modules, including organizational information.

Exception: To avoid delivery delays or failures for mail sent to WSU Spokane departments, contact the department for their mail stop location (i.e., building and room number), if unknown. Note: The online University Directory and Workday do not provide adequate mail stop information for the Spokane campus.

3.0  Envelopes

WSU personnel use the special manila interdepartmental mail envelopes to send most interdepartmental mail.

Mail intended for interdepartmental delivery which is prepared in a regular envelope should be inserted into an interdepartmental envelope. This will expedite delivery and prevent the mail from being inadvertently metered and routed as U.S. Mail.

3.1   Sealing Envelopes

Do not seal, staple, tape, or close interdepartmental mail envelopes in a manner that causes the envelope to be torn when opened.

3.2   Envelope Supplies

Two sizes of interdepartmental envelopes, small (5″ x 11.5″) and large (10″ x 13″), are available from WSU Pullman Mailing Services and WSU Spokane Logistics/Mail/Shipping Services at no charge. Envelopes may be ordered online at WSU Pullman Mailing Services or WSU Spokane Logistics/Mail/Shipping Services.

Note: WSU Pullman Mailing Services and WSU Spokane Logistics/Mail/Shipping Services automatically send large envelopes, unless the department enters a request for small envelopes under Miscellaneous on the online order form.

Do not stockpile envelopes. WSU Pullman departments return excess supplies of interdepartmental envelopes to WSU Pullman Mailing Services; mail code 5910. WSU Spokane departments may return excess supplies to WSU Spokane Logistics/Mail/Shipping Services by placing the interdepartmental envelopes in the outgoing departmental mailbox.

4.0  Mass Mailings

Limited mass mailing services are available through WSU Pullman Mailing Services only.

4.1   Allowable Organizations

WSU Pullman Mailing Services provides mass distribution for mailings from:

  • University departments.
  • University-affiliated organizations if the organization maintains a Faculty/Student/Alumni Account or other account through the Controller’s Office.
  • Professional organizations if all of the following apply:
    • A WSU employee is a member or officer.
    • The stated purpose of the organization is related to the employee’s official University duties.
    • The mailing is of residual value or benefit to the University.

Mailing Services does not provide mass distribution for mailings from organizations other than those listed above.

4.2   Service Charges

WSU Pullman Mailing Services charges for mass distribution services. Costs vary, depending upon the number of employees or departments selected. Mailing Services provides cost estimates upon request.

4.3   Full Pitch Mail

WSU Pullman Mailing Services leaves enough unaddressed mail items at each mail stop to permit distribution to each unit employee.

4.4   Departmental Pitch Mail

WSU Pullman Mailing Services will leave one or more (up to 10) unaddressed mail items at each mail stop, according to senders’ request.

4.5   Mailing List Distribution

WSU Pullman Mailing Services delivers items to specified categories of employees.

Addressing Services addresses each outgoing mail item and applies appropriate postage. Further information is available at Design and Printing Services.

4.5.a    Administrators

Addressing Services uses the Administrators List to generate mailings to deans, chairs, and other administrators. The Administrators List is available online from the Provost’s Office.

4.5.b    Departmental Secretary

Departments may request delivery of mass mailings to “Departmental Secretary” at WSU departmental mail codes.

4.5.c    Selection Options for Employees 
4.5.c.i   All Nonhourly Employees

WSU Pullman Addressing Services can address and deliver/send mass mailings to all nonhourly employees. This group includes employees who receive mail via Mailing Services delivery (using mail code) and employees who receive mail via U.S. Postal Service delivery. Faculty, administrative/professional, classified staff, salaried student employees, adjunct faculty, and affiliated staff are included in such mailings.

4.5.c.ii  Targeted Group

Departments can select targeted groups of nonhourly employees for mailings. A targeted group of employees may be selected using one or a combination of the following employee subsets:

  • Department
  • Classification (e.g., faculty, administrative professional, classified employees)
  • Gender
  • Organizational unit
  • On campus (Pullman, Spokane, Tri-Cities, Vancouver) or off-campus (WSU Seattle office, WSU Extension, and various other small offices across the state)
  • Campus zip codes
     
    Further information is available at University zip codes.

5.0  Heavy or Bulky Items

If a department intends to send an item weighing 20 pounds or more, the department should notify the appropriate mailing or shipping services office in advance so that the carrier can bring appropriate equipment for the pickup.

5.1   WSU Everett

WSU Everett departments may notify the front desk of large or heavy items weighing 20 pounds or more; telephone 425-405-1600.

5.2   WSU Pullman

5.2.a    Items Weighing 20 to 70 Pounds

For items weighing 20 to 70 pounds, Pullman campus departments may notify Mailing Services online or e-mail Mailing Services.

5.2.b    Items Weighing More Than 70 Pounds

For items weighing more than 70 pounds, Pullman campus departments call Central Receiving and Delivery; telephone 509-335-5575.

5.3   WSU Spokane

WSU Spokane interdepartmental mail is limited to what will fit into an interdepartmental envelope. For heavy or bulky items, a department must submit a WSU Spokane Facilities work order to have the items moved from one department to another.

5.4   WSU Tri-Cities

WSU Tri-Cities departments may notify Shipping and Receiving of large or heavy items weighing 20 pounds or more; telephone 509-372-7273.

5.5   WSU Vancouver

WSU Vancouver departments are to notify the Mailroom in advance of large or heavy items weighing 20 pounds or more; telephone 360-546-9708; e-mail WSU Vancouver Mailroom.

6.0  Personal Tasks

University mailing services departments do not process personal mail or perform personal tasks, e.g., checking out or returning library books.

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Revisions:  July 2024 (Rev. 630); Jan. 2021 (Rev. 560); Oct. 2016 (Rev. 480); Nov. 2005 (Rev. 269); July 1996 (Rev. 100); Sept. 1979 – new policy (Rev. 34).