Mail Handling

U.S. Postal Service delivers incoming mail to the North Campus facility three times daily. Incoming mail is sorted and delivered to campus departments beginning at 8 a.m., Monday – Friday.

Deliveries by Vendors

Small and medium-sized shipments are generally delivered directly to department addresses by vendors. To ensure accurate delivery, vendors should be provided with the exact delivery address, including purchase order number, department name, building, and room number.

Hazardous or otherwise suspicious mail is subject to inspection by Distribution Services or UCIPD per UCI Policy. For questions please call (949) 824-6734.

Deliveries by Distribution Services

Other received goods and ethyl alcohol orders are delivered to departments by Distribution Services once a day. All standard parcels should be delivered to the addressee within 24 hours of receipt by Distribution Services.

Damaged Goods

Distribution Services does not open received goods to verify contents or to inspect for damage. Damage to the exterior packaging materials is noted on the bill of lading or delivery ticket. Since most vendors impose strict time limits on reporting damaged goods and content discrepancies, departments are advised to promptly open and inspect all shipments. Departments are responsible for resolving discrepancies with the vendors.

Objects in Envelopes

Use a padded envelope to avoid damage to a three-dimensional object. Although the weight of the envelope may increase postage cost, the risk of damage or destruction of the item by automated machinery is greatly reduced. Inserts, such as lapel pins, writing pens, or clamps, will be considered nonmachinable and are subject to damage and/or delays.

If a padded envelope is not used:

• • Paper clipped material should be inserted into the envelope so the clip is located in the lower left-hand corner, diagonally opposed to the postage placement.
  • Envelopes containing three-dimensional objects should be sealed and marked HAND STAMP by the originating office.

Outgoing mail is processed through meter machines. Parcel rates may apply to non-machinable mail.

Criteria for non-machinable letters:

• • It is irregular in shape
  • It contains very rigid items such as wood or metal
  • It has clasps, strings, buttons, or similar closure devices
  • It contains items that cause the thickness of the mail piece to be uneven

Envelopes with Clasps

Distribution Services strongly discourages the use of clasped envelopes. If you use one for US Mail weighing 1 ounce or less, it will be subject to a surcharge of $0.17 each. If you use one for mail weighing more than 1 ounce, do not secure it with the clasp. Instead, seal the flap over the clasp and place a piece of packing tape over the hole and clasp.

Self-mailers

To avoid surcharges and damage to self-mailers:

• • Tri-fold with the last fold at the bottom
  • Seal with a permanent adhesive tape or tab
    • Do not staple
    • Do not use removable seals

If necessary, Distribution Services will hold large mailings until the department can be notified of the additional cost.

Sealing Envelopes

Individual outgoing envelopes should be sealed by the originating sender, although a large quantity of #10 envelopes (2 ounces or less), can be sealed by Distribution Services. The envelopes need to be bundled facing in the same direction with the envelope flaps down as if already sealed, or with all the flaps up and out.

FedEx Shipping

The UCI campus uses a FedEx Direct account or FedEx Expedited account for FedEx Shipping, which is managed by the PALCard Team in Procurement Services. FedEx Direct and FedEx Expedited accounts provide access to UC discounted shipping rates. To acquire a FedEx account please go to Procurement FedEx. You may also request FedEx packaging and mailing forms from UCI Distribution Services with the Mail Supply Form.

FedEx Express is scheduled for a daily (Monday-Friday) at 3:30pm. If you have a FedEx Express package ready for shipping, please call UCI Distribution Services so we can pick up your shipment. You may also drop off any prepaid FedEx Express item at any of our mail lockers or drop boxes. Our last pick up is at Aldrich Hall Mail Room at 3:00pm.*

*FedEx dry ice shipments need to be scheduled or dropped off before 1:00pm, Monday-Friday.

Personal Mail

U.S. Postal Service collection boxes should be used for outgoing personal mail. Faculty and staff should have all personal mail and parcels directed to their home or other non-University address.