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POST OFFICE STATION 17 Meter Mail

Sample of meter impressionThe VU meter mail system allows for the quick dispatch of outgoing mail without the purchase of stamps for each item. Mail is sent through one of the university's postage meters, which prints the needed postage (see sample
meter impression at right).

Note that meter mail complies with USPS package security guidelines, since the meter slip can be traced back to the meter that produced it.

 

SENDING METER MAIL

FOR MEDICAL AREAS OUTSIDE
100 OAKS


The Station B Post Office processes meter mail for most of the campus.  Access their web page below, and fill out one of the PDF meter forms, either for domestic or foreign mail.  Attach the form to your meter mail, and it can be picked up by the Station 17 carriers or dropped off at Station 17 for onward processing to Station B.

http://www.vanderbilt.edu/mailservices/metered-mail/



100 OAKS

Complete the meter mail service form as shown below and bundle it with your meter mail, which will be picked up by the 100 Oaks carrier.  The meter mail form may be ordered from University Printing here, under MC 4000, in packs of 50.

In order for the charge to be processed correctly and your mail to be sent without delay, there are three critical points that should be kept in mind when using this form:

  1. fill in your contact information at the top of the form completely--this is critical in order to receive your archive copy;
  2. fill in account and center number(s) completely;
  3. sign or get authorized signature in the "approved by" box.

(The budget/signature area is emphasized in red above.)

Because all of these points affect proper charging through the Vanderbilt accounting system, meter mail bearing a slip that is not correct in any of these respects may be returned unprocessed.

After your meter order is processed, you will receive an archive copy of your slip back by campus mail showing the charges made. Proper completion of your departmental contact information (marked in green on the small illustration above) is essential for this.

Please note regarding copies of these documents:

There is no copy of the meter slip for the OHO Mailroom to file. If you need a copy later for pullsheet reconciliation or other purposes, you will need to obtain one from the Department of Finance Archives. Contact them at 2-2381.  From your pullsheet, provide the journal entry id, the month of the journal entry, and the meter slip number.


Click to see our Meter Mail FAQ page.
 

Notes on Proper Parcel Preparation
SECURITY

This has become a very common concern over the past few years.  There are a number of USPS security rules that now exist regarding proper package mailing.  Our window staff will be happy to help you with these as needed. 

As a general guideline, keep in mind that there are two types of parcels that MUST be taken in by a window clerk—our carriers cannot bring them from the routes.  These are:

1.  Packages weighing over 1 pound;

2.  ALL international packages.

WRAPPING

A common problem is that parcels to be metered are received with shiny materials, either tape or plastic wrap, covering the upper right corner of the top, where by postal regulations we must put our meter mail impression. This prints out of our postage meter on gummed paper, which is moistened and placed on the item.

Unfortunately, the gummed paper sticks poorly to slick surfaces, and experience has shown that it can come off when the parcel is subsequently handled in the USPS mailstream. In such a case, it is commonly returned to the sender as postage-due mail.

Careful attention to proper wrapping helps ensure that your parcel will be delivered promptly and accurately.

 

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