Billing and Chargebacks
The University mail system is for business related mail and/or packages only. Outgoing personal mail without a postage stamp already applied will not be picked up. All departments will be charged for all mail posted at the Mail Services.
Those eligible to use Montclair State University Mail Services:
- Currently employed administrators, faculty and staff;
- Student organizations recognized by Student Services
All users must meet the following criteria:
- They must be conducting legitimate University business;
- Stated business must be in the interest of the University and for its benefit;
- Be assigned an department/unit/organization chargeback account number
Prior to pick-up, departments should sort and prepare all outgoing mail as follows:
- Separate interoffice mail, domestic mail, international mail, and overnight mail
- Separate mail and parcels by size and special services such as Certified and Express Mail.
- Bundle mailings of ten or more with a rubber band.
- For mailings of 200 pieces or more, contact Mail Services for pick-up.
The department will receive a monthly record for postage charged to the department. Call Leonard Hughes, Supervisor, Postal Services at 973-655-6834 if there are any discrepancies.
Mailing permits are used as an alternative to affixing stamps to envelopes or postcards as a means to pay postage. Using a permit is only permissible when sending a "mailing" and not intended for use when sending individual envelopes and postcards.
Mail Services maintains a U.S. Postal Service mailing permit for general University use. We do not, however, keep money on deposit to cover the postage cost when the permit is used.
Requirements for using our mailing permit are as follows:
- Permit mailings must contain at least 200 identical pieces.
- The proper indicia format must be used, including the permit number.
- Mail Services should be notified by phone when its permit is used.
- All permit mailings must be deposited at the Montclair U.S. Post Office.
- The appropriate U.S. Postal Service mailing form must accompany the mailing.
- The mailer must be prepared to pay the full cost of postage when the mailing is brought to the U.S. Post Office.
Note - Mail Services is not responsible for any money paid in excess of the actual cost of postage, which the Post Office may deposit under the permit number.
Business Reply Mail enables correspondents to return a written reply without having to pay postage. The reply recipient only pays postage on mail pieces that are returned. Using Business Reply Mail requires all envelopes and postcards to be printed in compliance with standards set by the U.S. Postal Service. Consult Mail Services for detailed information on postage fees and printing requirements.
Nonprofit bulk mail is the most inexpensive method for mailing domestic non-first class material.
Requirements for sending a nonprofit mailing are:
- At least 200 identical pieces of non-first class material each weighing less than 16 oz.
- Mailing is sorted/separated into specified zip code categories
- Mailing is deposited at the Montclair U.S. Post Office
- The appropriate U.S. Postal Service form must be completed and accompany the mailing
- Nonprofit mailings must originate from Montclair State University
Mailings that are processed by Mail Services must be received presorted to the specified zip code categories as required by the U.S. Postal Service. Before mailing is sent to Mail Services for processing, the department should speak with the Mail Services' Supervisor for zip code sorting instructions. Unlike other classes of outgoing mail, nonprofit bulk mailings received at Mail Services are not immediately processed. However, every effort is made to process such mailings within a five business day period, after which mailings are given a priority for processing.
Business Reply and Short Paid Mail requires postage before delivery can be made to the University. All such mail is processed through the Postage Due Mail system which is maintained by Mail Services. The required postage is charged to Mail Services' Postage Due account with the U.S. Postal Service. Mail is then distributed and postage is billed to the receiving departments through the FRS (Financial Records System).
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