{"id":63715,"date":"2024-07-08T16:00:41","date_gmt":"2024-07-08T23:00:41","guid":{"rendered":"https:\/\/policies.wsu.edu\/prf\/?page_id=63715"},"modified":"2025-11-07T13:56:39","modified_gmt":"2025-11-07T21:56:39","slug":"bppm-80-21","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-80-21\/","title":{"rendered":"80.21 Interdepartmental Mail"},"content":{"rendered":"\n<h1 class=\"wp-block-heading wsu-font-size--xxmedium\">University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Interdepartmental Mail<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>UPPM 80.21<\/strong><\/p>\n<p><strong>For more information, contact:<br><\/strong>&nbsp; &nbsp;Campus mailing services offices<br>&nbsp; &nbsp;See <a href=\"#One_0\">Section 1.0<\/a><\/p>\n<hr>\n<div id=\"toc_container\">\n<h3>Contents<\/h3>\n<ul class=\"toc_list\">\n<li><a href=\"#One_0\">1.0&nbsp;&nbsp; Mailing Services Departments<\/a>\n<ul>\n<li><a href=\"#One_1\">1.1&nbsp;&nbsp; WSU Everett<\/a><\/li>\n<li><a href=\"#One_2\">1.2&nbsp;&nbsp; WSU Pullman<\/a><\/li>\n<li><a href=\"#One_3\">1.3&nbsp;&nbsp; WSU Spokane<\/a><\/li>\n<li><a href=\"#One_4\">1.4&nbsp;&nbsp; WSU Tri-Cities<\/a><\/li>\n<li><a href=\"#One_5\">1.5&nbsp;&nbsp; WSU Vancouver<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Two_0\">2.0&nbsp;&nbsp; Addressing<\/a>\n<ul>\n<li><a href=\"#Two_1\">2.1&nbsp;&nbsp; Individual Mail Codes<\/a><\/li>\n<li><a href=\"#Two_2\">2.2&nbsp;&nbsp; Department Mail Codes<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Three_0\">3.0&nbsp;&nbsp; Envelopes<\/a>\n<ul>\n<li><a href=\"#Three_1\">3.1&nbsp;&nbsp; Sealing Envelopes<\/a><\/li>\n<li><a href=\"#Three_2\">3.2&nbsp;&nbsp; Envelope Supplies<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Four_0\">4.0&nbsp;&nbsp; Mass Mailings<\/a>\n<ul>\n<li><a href=\"#Four_1\">4.1&nbsp;&nbsp; Allowable Organizations<\/a><\/li>\n<li><a href=\"#Four_2\">4.2&nbsp;&nbsp; Service Charges<\/a><\/li>\n<li><a href=\"#Four_3\">4.3&nbsp;&nbsp; Full Pitch Mail<\/a><\/li>\n<li><a href=\"#Four_4\">4.4&nbsp;&nbsp; Departmental Pitch Mail<\/a><\/li>\n<li><a href=\"#Four_5\">4.5&nbsp;&nbsp; Mailing List Distribution<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Five_0\">5.0&nbsp;&nbsp; Heavy or Bulky Items<\/a>\n<ul>\n<li><a href=\"#Five_1\">5.1&nbsp;&nbsp; WSU Everett<\/a><\/li>\n<li><a href=\"#Five_2\">5.2&nbsp;&nbsp; WSU Pullman<\/a><\/li>\n<li><a href=\"#Five_3\">5.3&nbsp;&nbsp; WSU Spokane<\/a><\/li>\n<li><a href=\"#Five_4\">5.4&nbsp;&nbsp; WSU Tri-Cities<\/a><\/li>\n<li><a href=\"#Five_5\">5.5&nbsp;&nbsp; WSU Vancouver<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Six_0\">6.0&nbsp;&nbsp; Personal Tasks<\/a><\/li>\n<\/ul>\n<\/div>\n<h3 id=\"One_0\">&nbsp;1.0&nbsp; Mailing Services Departments<\/h3>\n<p>University mailing services departments deliver mail between departments on each of the campuses, e.g., Pullman, Spokane, Tri-Cities, and Vancouver.<\/p>\n<p>The front desk distributes mail deliveries at the WSU Everett campus.<\/p>\n<h4 id=\"One_1\">1.1&nbsp;&nbsp; WSU Everett<\/h4>\n<p>For information concerning WSU Everett mail services, see the front desk; telephone <a href=\"tel:425-405-1600\">425-405-1600<\/a>.<\/p>\n<h4 id=\"One_2\">1.2&nbsp;&nbsp; WSU Pullman<\/h4>\n<p>Mailing Services, WSU Pullman, is located in the Cooper Publications Building on Grimes Way; telephone <a href=\"tel:509-335-2365\">509-335-2365<\/a>.<\/p>\n<p>More information is available at <a href=\"http:\/\/printing.wsu.edu\/mailing-services\/\">WSU Pullman Mailing Services<\/a>.<\/p>\n<h4 id=\"One_3\">1.3&nbsp;&nbsp; WSU Spokane<\/h4>\n<p>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 <a href=\"tel:509-368-6995\">509-368-6995<\/a>. More information is available at <a href=\"https:\/\/spokane.wsu.edu\/facilities\/mailing-services\/\">WSU Spokane Logistics\/Mail\/Shipping Services<\/a>.<\/p>\n<h4 id=\"One_4\">1.4&nbsp;&nbsp; WSU Tri-Cities<\/h4>\n<p>Shipping and Receiving, WSU Tri-Cities, is located in Floyd Building, Room 127; telephone <a href=\"tel:509-372-7273\">509-372-7273<\/a>, For information, see the <a href=\"https:\/\/tricities.wsu.edu\/shipping\/\">Shipping and Receiving<\/a> website.<\/p>\n<p>To request an outgoing shipment, submit a completed online <a href=\"https:\/\/app.smartsheet.com\/b\/form\/ff7b85859b2d4247babbf043dab27875\">WSU Tri-Cities Request for Shipment<\/a> form.<\/p>\n<p><strong>Note: <\/strong>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.<\/p>\n<h4 id=\"One_5\">1.5&nbsp;&nbsp; WSU Vancouver<\/h4>\n<p>The Mailroom is located in the Facilities Operations Building, Room 40; telephone <a href=\"tel:360-546-9708\">360-546-9708<\/a>. Information concerning all WSU Vancouver mail services is available at <a href=\"http:\/\/vancouver.wsu.edu\/mailroom\">WSU Vancouver Facilities Operations Mailroom<\/a>.<\/p>\n<h3 id=\"Two_0\">2.0&nbsp; Addressing<\/h3>\n<p>Items addressed by the sending department are delivered by University mailing services at no charge.<\/p>\n<p>Indicate the addressee\u2019s full name and mail code on each piece of interdepartmental mail. (<strong>Exception: <\/strong>For the WSU Spokane campus provide the addressee&#8217;s assigned building and room number (referred to as their mail stop), instead of a mail code.)<\/p>\n<h4 id=\"Two_1\">2.1&nbsp;&nbsp; Individual Mail Codes<\/h4>\n<p>Refer to the University Directory or online in the Workday system. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-85-33\/\">UPPM 85.33<\/a> and the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday\">Workday Security Roles reference guide <\/a>for more information about accessing Workday modules, including employee workplace information.<\/p>\n<p><strong>Exception: <\/strong>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. <strong>Note:<\/strong> The online University Directory and Workday do not provide adequate mail stop information for the Spokane campus.<\/p>\n<h4 id=\"Two_2\">2.2&nbsp;&nbsp; Department Mail Codes<\/h4>\n<p>Refer to the University Directory or the Workday system. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-10-05\/\">UPPM 10.05<\/a> and the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday\">Workday Security Roles reference guide <\/a>for more information about accessing Workday modules, including organizational information.<\/p>\n<p><strong>Exception: <\/strong>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. <strong>Note:<\/strong> The online University Directory and Workday do not provide adequate mail stop information for the Spokane campus.<\/p>\n<h3 id=\"Three_0\">3.0&nbsp; Envelopes<\/h3>\n<p>WSU personnel use the special manila interdepartmental mail envelopes to send most interdepartmental mail.<\/p>\n<p>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.<\/p>\n<h4 id=\"Three_1\">3.1&nbsp;&nbsp; Sealing Envelopes<\/h4>\n<p>Do not seal, staple, tape, or close interdepartmental mail envelopes in a manner that causes the envelope to be torn when opened.<\/p>\n<h4 id=\"Three_2\">3.2&nbsp;&nbsp; Envelope Supplies<\/h4>\n<p>Two sizes of interdepartmental envelopes, small (5\u2033 x 11.5\u2033) and large (10\u2033 x 13\u2033), are available from WSU Pullman Mailing Services and WSU Spokane Logistics\/Mail\/Shipping Services at no charge. Envelopes may be ordered online at <a href=\"http:\/\/printing.wsu.edu\/order-mailing-supplies\/\">WSU Pullman Mailing Services<\/a> or <a href=\"https:\/\/spokane.wsu.edu\/facilities\/mailing-services\/order-mailing-supplies\/\">WSU Spokane Logistics\/Mail\/Shipping Services<\/a>.<\/p>\n<p><strong>Note: <\/strong>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 <strong>Miscellaneous<\/strong> on the online order form.<\/p>\n<p><strong>Do not stockpile envelopes.<\/strong> 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.<\/p>\n<h3 id=\"Four_0\">4.0&nbsp; Mass Mailings<\/h3>\n<p>Limited mass mailing services are available through WSU Pullman Mailing Services only.<\/p>\n<h4 id=\"Four_1\">4.1&nbsp;&nbsp; Allowable Organizations<\/h4>\n<p>WSU Pullman Mailing Services provides mass distribution for mailings from:<\/p>\n<ul>\n<li>University departments.<\/li>\n<li>University-affiliated organizations if the organization maintains a Faculty\/Student\/Alumni Account or other account through the Controller\u2019s Office.<\/li>\n<li>Professional organizations if all of the following apply:\n<ul>\n<li>A WSU employee is a member or officer.<\/li>\n<li>The stated purpose of the organization is related to the employee\u2019s official University duties.<\/li>\n<li>The mailing is of residual value or benefit to the University.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Mailing Services does not provide mass distribution for mailings from organizations other than those listed above.<\/p>\n<h4 id=\"Four_2\">4.2&nbsp;&nbsp; Service Charges<\/h4>\n<p>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.<\/p>\n<h4 id=\"Four_3\">4.3&nbsp;&nbsp; Full Pitch Mail<\/h4>\n<p>WSU Pullman Mailing Services leaves enough unaddressed mail items at each mail stop to permit distribution to each unit employee.<\/p>\n<h4 id=\"Four_4\">4.4&nbsp;&nbsp; Departmental Pitch Mail<\/h4>\n<p>WSU Pullman Mailing Services will leave one or more (up to 10) unaddressed mail items at each mail stop, according to senders\u2019 request.<\/p>\n<h4 id=\"Four_5\">4.5&nbsp;&nbsp; Mailing List Distribution<\/h4>\n<p>WSU Pullman Mailing Services delivers items to specified categories of employees.<\/p>\n<p>Addressing Services addresses each outgoing mail item and applies appropriate postage. Further information is available at <a href=\"https:\/\/printing.wsu.edu\/\">Design and Printing Services<\/a>.<\/p>\n<h5>4.5.a&nbsp;&nbsp;&nbsp; Administrators<\/h5>\n<p>Addressing Services uses the Administrators List to generate mailings to deans, chairs, and other administrators. The Administrators List is available online from the <a href=\"https:\/\/provost.wsu.edu\/\">Provost\u2019s Office<\/a>.<\/p>\n<h5>4.5.b&nbsp;&nbsp;&nbsp; Departmental Secretary<\/h5>\n<p>Departments may request delivery of mass mailings to \u201cDepartmental Secretary\u201d at WSU departmental mail codes.<\/p>\n<h5>4.5.c&nbsp;&nbsp;&nbsp; Selection Options for Employees&nbsp;<\/h5>\n<h6>4.5.c.i&nbsp;&nbsp; All Nonhourly Employees<\/h6>\n<p>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.<\/p>\n<h6>4.5.c.ii&nbsp; Targeted Group<\/h6>\n<p>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:<\/p>\n<ul>\n<li>Department<\/li>\n<li>Classification (e.g., faculty, administrative professional, classified employees)<\/li>\n<li>Gender<\/li>\n<li>Organizational unit<\/li>\n<li>On campus (Pullman, Spokane, Tri-Cities, Vancouver) or off-campus (WSU Seattle office, WSU Extension, and various other small offices across the state)<\/li>\n<li>Campus zip codes<br>&nbsp;<br>Further information is available at <a href=\"https:\/\/printing.wsu.edu\/delivery-codes\/\">University zip codes<\/a>.<\/li>\n<\/ul>\n<h3 id=\"Five_0\">5.0&nbsp; Heavy or Bulky Items<\/h3>\n<p>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.<\/p>\n<h4 id=\"Five_1\">5.1&nbsp;&nbsp; WSU Everett<\/h4>\n<p>WSU Everett departments may notify the front desk of large or heavy items weighing 20 pounds or more; telephone <a href=\"tel:425-405-1600\">425-405-1600<\/a>.<\/p>\n<h4 id=\"Five_2\">5.2&nbsp;&nbsp; WSU Pullman<\/h4>\n<h5>5.2.a&nbsp;&nbsp;&nbsp; Items Weighing 20 to 70 Pounds<\/h5>\n<p>For items weighing 20 to 70 pounds, Pullman campus departments may notify <a href=\"http:\/\/printing.wsu.edu\/large-mail-pickup\/\">Mailing Services<\/a> online or e-mail <a href=\"mailto:mailing.services@wsu.edu\">Mailing Services<\/a>.<\/p>\n<h5>5.2.b&nbsp;&nbsp;&nbsp; Items Weighing More Than 70 Pounds<\/h5>\n<p>For items weighing more than 70 pounds, Pullman campus departments call Central Receiving and Delivery; telephone <a href=\"tel:509-335-5575\">509-335-5575<\/a>.<\/p>\n<h4 id=\"Five_3\">5.3&nbsp;&nbsp; WSU Spokane<\/h4>\n<p>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.<\/p>\n<h4 id=\"Five_4\">5.4&nbsp;&nbsp; WSU Tri-Cities<\/h4>\n<p>WSU Tri-Cities departments may notify Shipping and Receiving of large or heavy items weighing 20 pounds or more; telephone <a href=\"tel:509-372-7273\">509-372-7273<\/a>.<\/p>\n<h4 id=\"Five_5\">5.5&nbsp;&nbsp; WSU Vancouver<\/h4>\n<p>WSU Vancouver departments are to notify the Mailroom in advance of large or heavy items weighing 20 pounds or more; telephone <a href=\"tel:360-546-9708\">360-546-9708<\/a>; e-mail <a href=\"mailto:van.mailroom@wsu.edu\">WSU Vancouver Mailroom<\/a>.<\/p>\n<h3 id=\"Six_0\">6.0&nbsp; Personal Tasks<\/h3>\n<p>University mailing services departments do not process personal mail or perform personal tasks, e.g., checking out or returning library books.<\/p>\n<p style=\"font-size: .8rem\">_______________________<br><strong>Revisions:<\/strong>&nbsp; July 2024 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-630\/\">630<\/a>); Jan. 2021 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-560\/\">560<\/a>); Oct. 2016 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-480\/\">480<\/a>); Nov. 2005 (Rev. 269); July 1996 (Rev. 100); Sept. 1979 &#8211; new policy (Rev. 34).<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"<p>University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual) Interdepartmental Mail<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/63715"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=63715"}],"version-history":[{"count":7,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/63715\/revisions"}],"predecessor-version":[{"id":68774,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/63715\/revisions\/68774"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=63715"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=63715"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=63715"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}