Mailing Services

UP Campus Mail

Campus mail is an on-campus service that handles the collection and delivery of all official University correspondence. Campus mail envelopes are used for in-house or internal mailings only.

Campus Mail Addressing Guidelines

Use this format when addressing campus mail:

First Name, Last Name
Room # Building Name

The addressee’s name should always appear on the last line when using campus mail envelopes. Make sure that all previous markings have been crossed out. Do not skip lines, and do not address between previous markings. Please return empty campus mail envelopes to Mailing & Addressing, 108 Hostetter Business Services Building, for recirculation.

All UP campus deliveries/pickups are mailroom only. For larger questions regarding Campus Mail, please email [email protected] and cc’ Mail Manager, Tami Feese ([email protected]).

Commonwealth Campus Mail

Mail Services sends mail to the Commonwealth campuses several times a week. The maximum size to be included in this shipment is 12x9x1 (magazine size). If the item you are sending is larger or multiple quantities going to the same location that would require its own packing, then you would need to fill out a FedEx Shipment Form or a meter slip to pay for the postage.

Extension offices are not considered a Commonwealth campus and must have a meter slip or a Fedex slip to process the shipment.

Incoming and Outgoing Mail

Postage for outgoing mail is charged to a department by the CC/IO on the meter slip. All mail must have a meter slip attached for proper processing. When preparing outgoing mail, please make sure all mail is facing in the same direction.

International Mail

The bottom line of the address should include the country name (in English). International mail must be kept separate from regular mail.

Metering and FedEx Services

Metering is available for time-sensitive First-Class Mail. When you send us a mailing to be metered, postage will be imprinted on each mail piece and sent out the same day we receive it. A mail meter slip must be included with your mailing. . A new meter slip should be created for each mailing. Photocopies and altered documents will not be accepted.

Off-campus employees must be logged into the VPN.

Go to the Meter Slip form.
Log in using your Penn State access account.
Double-click on the desktop folder.
Complete and print the form, include it with your mailing.

Certified Mail instructions

FedEx Mailings

FedEx is Penn State's preferred ground and express shipping partner. All FedEx packaging is for express services only. If you are using ground shipping, then you must provide your own packaging. Each form will have a unique bar code to track when your mailing was sent out; no photocopies are accepted. If you have any questions, please contact mailing services at 814-865-7544.

Go to the FedEx shipments form.
Log in using your Penn State Access account.
Complete and print the form, include it with your mailing.
Attach the form with a piece of scotch tape to easily remove it before attaching the FedEx label.

If you need a label sent to an individual to return items back to campus, fill out and generate the FedEx shipment form and email it to [email protected]. Be sure to put the package's weight and dimensions in the email's body. A label will be emailed to the sender from FedEx to print.

Hazardous Materials

Hazardous shipping materials may be generated by various activities such as teaching, testing, and research laboratories, maintenance, housekeeping, and agricultural operations. Visit the Penn State Environmental Health and Safety (EHS) website for more information.

Permit Imprints

Postage imprints—sometimes called “permit imprints” or “indicia”—are printed in the upper right corner of a mail piece. A convenient alternative to postage stamps and metering, they may be used for large First-Class and Standard A mailings and other qualified bulk mailings. They may not be used on single-piece mailings.

First Class mail requires a minimum of 200 domestic pieces for a permit imprint or indicia.

First Class
U.S. Postage PAID
State College, PA
Permit #1

Presorted First Class mail requires the following for a permit imprint or indicia:

Minimum of 500 domestic pieces.
Return address required on the mail panel.
Endorsement required.

Presorted
First Class
U.S. Postage PAID
State College, PA
Permit #1

Profit Standard A mail requires the following for a permit imprint or indicia:

Minimum of 200 domestic pieces.
The return address must be visible.

PRSRT STD
U.S. Postage
PAID
State College, PA
Permit #1

Nonprofit Standard A mail requires the following for a permit imprint or indicia:

A minimum of 200 domestic pieces.
A return address must be visible.
“The Pennsylvania State University” is required in the return address.

Non-Profit Org.
U.S. Postage
PAID
State College, PA
Permit #1

Standard A Mail

Circulars, booklets, catalogs, newsletters, corrected proof sheets, farm and factory products, photographs, keys, and other merchandise and printed matter that are not required to be sent First Class can be sent via Standard A Mail. Postage imprints may be used for large Standard A mailings.

Nonstandard Mail

Single-piece Standard A Mail weighing 1 ounce or less is classified as nonstandard if it has a length that is less than 1.3 times its height or more than 2.5 times its height or if it exceeds any of the following:

Height: 6-1/8”

Length: 11-1/2”

Thickness: 1/4”

In addition to the applicable postage and fees, a surcharge is assessed on each piece of nonstandard mail that exceeds any of these standards.

Nonprofit Standard A Mail

Nonprofit standard mail is available to qualifying nonprofit organizations. To qualify, the mailing must meet the following requirements:

All pieces in the mailing must be identical.

The mailing must weigh at least 50 lbs. or contain at least 200 pieces.

The mailing must be prepared according to USPS regulations. Mailing & Addressing can do this for you for an additional fee.

Addressing and Mail Design Services

Premail Services verifies customer mail list files and databases utilizing CASS-certified software to correct address information and perform zip code sorting according to Postal Service requirements. We can maintain and update database files for distribution via U.S. mail or campus mail. Our team of Customer Service Representatives is available to consult with you on your publication, production, and distribution needs. Contact us to initiate a job order, get price estimates, or inquire about the production status of your project.

Inkjet Addressing

Using our top-of-the-line Kirk-Rudy inkjet addressing system, we can print addresses and delivery-point bar codes directly on your mail pieces. Inkjetting is fast and cost-effective, giving your mailing a professional look. Upon request, addresses can be printed at 600 dpi, and you can choose from various fonts.

Address files can be provided in various formats (Excel, Word, WordPerfect, FileMaker Pro) and can be sent electronically or supplied on disk. For more information, contact the Premail and List Verification Office at 814-867-3437

Mailing List Verification

We can help you cut down on the amount of returned mail you get—and pay for—each time you send out a mailing. At your request, we will verify your mailing list by updating ZIP Codes, eliminating duplicate addresses, and correcting inaccurate address information. Contact us today to initiate a job order or get a price estimate.

Premail and List Verification Office
108G Hostetter Business Services Building
(Behind the Flower Gardens, next to the Housing and Food Services Building)
Phone: 814-867-3437
Fax: 814-863-4914
Angela Bires, co-ordinator
Robert Eichman, co-ordinator

Mail Piece Design and Estimate

By following the mail piece design guidelines below, you’ll help ensure prompt mailing delivery.

We can also review your mail piece to ensure it meets the relevant guidelines. Please contact us early in the design process—we’ll be happy to help! Contact us at 814-865-7544 for more information.

FOLDED MAIL PIECES (HALF- AND TRI-FOLDS)

Multiple Sheets
20 lb. bond paper (17” x 22”) minimum = two tabs needed

24 lb. bond paper (17” x 22”) minimum = one tab needed
Single Sheets
28 lb. bond paper (17” x 22”) minimum = one tab needed

20 lb. bond paper (17” x 22”) minimum = two tabs needed

Thickness

A mail piece must be at least .009” thick to be processed in an automation mailing.

Size	Type
.009" = 67 lb.	Vellum Bristol
125 lb	Tag
65 lb.	Uncoated Cover
100 lb	Coated Cover
140 lb	Index

Closures

Mail pieces with clasps, strings, buttons, and similar closures cannot be processed in automation mailings.
Although staples can be used in bindings, they should not be used to seal mail pieces.

Letter-size Mail Pieces

Letter-size mail pieces that are folded and not enclosed in envelopes must be designed so that the open end is at the top and the folded end is at the bottom. A tab must be used on the open end. This will ensure that the mailing qualifies for automated mail rates and keeps the mail piece from tearing during processing.