Outgoing Mail and Packages

  • How We Process Outgoing USPS Mail
  • Packages
  • USPS Shipping Assistant

How We Process Outgoing USPS Mail

  • All outgoing USPS letter, packages and other carrier packages for offices, schools, employees and students is processed by the Campus Post Office for pick up by the applicable carrier. 
  • All outgoing USPS pieces received by us before 3:00 pm will go out that day with the exception of mail pieces using USPS Extra Services.  Mail using Extra Services must be taken to a USPS Post Office for them to process it and round stamp the label.
  • Please make sure that any letters addressed to foreign countries are separated from normal stateside mail when brought over for us to process it.  This saves us from not getting enough postage on an envelope going to another country and it is delayed getting there because we receive it back to put more postage on it.
  • Adding the Wayland Baptist University Seal to the printed postage.  We do have the capability to have the WBU Seal printed at the same time postage is put on a mail piece.  Let us know if you want that option when you bring mail over to be processed.  Here is an example of what the seal looks like with the postage.

Postmark

  • We do have the capability to seal almost all types of envelopes that we process through the machine, even large flat envelopes.  About the only envelope we cannot seal properly are those with long flaps.  The machine puts the solution on too short of the adhesive on the flap and the contents of the envelope gets wet from the solution.  The machine is not set up for or adjustable for that type of envelope.
    • Stamped Mail – Mail pieces with stamps already on them can be put in the bottom mail slot of the three that are to the left of the Campus Post Office Window.  This mail is collected from the basket it is in and then sent out with the rest of the outgoing mail. 
      • All first class mail received Monday thru Friday before 3:00 PM will be processed the same day.
      • Stamps are available at the Campus Book Store.
      • Large envelopes and packages can be mailed using stamps.  It is highly recommended that they be weighed to get the correct postage amount before just dropping them off with us.
    • Metered Mail – Metered mail is mail pieces we process through the mailing machine.  Using the meter machine we are capable of doing all USPS mail pieces, rates, classes from post cards to 70 pound insured, delivery confirmation packages.
      • Mail to be processed by the meter machine can be put in the middle slot of the three slots to the left of the Campus Post Office window.  Use postal trays if there is a large amount of mail to be sent out.
      • Postage is charged to the office name that is shown as the return address of the outgoing envelope.  Attach a note to mail pieces that will be charged to another account.  We will call to verify this unless we are told about it by the office responsible for the account when the mailing is dropped off.
  • We can process personal mailings.  The customer will give us the piece, we will find out what the postage will be, tell the customer how much, tell them to go to the Campus Book Store and tell the cashier they want to pay postage for that amount.  They will pay for the postage, and the cashier will tell the customer to go back to the window to show the receipt to us to verify it was paid for.  The mail piece or pieces will not be sent out if payment is not verified.
  • USPS trays and tubs are a great way to move large amounts of mail.  Please request trays or tubs from us if you need large quantities of mail pieces.   We normally maintain a good stock of all postal containers.
  • USPS Extra Services – We can process and attach postage with the additional service cost for all mail pieces that have Extra Services, insurance and/or customs forms.  One way or another, they must be taken to the Plainview Post Office so they can be verified by a postal clerk. 
    • The customer must take any mail piece requiring customs form to the post office personally.  We can drop off mail pieces that have extra services or insurance when we pick up mail the next  morning which means a one day delay.  The customer will have to take it to the post office if they want it mailed that day.
    • The following extra services are available, all require a fee in addition to postage. Some services are only available in conjunction with other optional services and some are not available for all classes of mail.
      • Certificate of Mailing – Proof of mailing
      • Certified Mail – Proof of delivery
      • Delivery Confirmation – Delivery date and time
      • Insurance – Protection against damage, loss or rifling
      • Registered – Most secure service with proof of mailing and delivery
      • Restricted Delivery – Only delivered to the addressee or an authorized agent
      • Return Receipt – Proof of delivery returned to the sender
      • Signature Confirmation – Delivery date and time and signature of recipient
      • Special Handling – Preferential handling in dispatch and transportation to the extent possible
    • Follow these steps when putting Extra Services labels on the mail pieces yourself.  Normal location for Extra Service labels except for Certified Mail is to the left and lower if possible of the “TO” address and below the “FROM” address.  The Certified Mail label is put just to the right of the “FROM” address with the dotted line on the label going right along the top of the envelope.  There must be at least 3 1/2 inches space between this label and the right side of the envelope so there is space for the postage tape.  Some of the WBU return address may have to be covered up to meet the 3 1/2 inches distance from the right.
    • Add your name, office name, or WBU and your campus mail box number to the side of the label that will be returned.  This will ensure you receive the receipt with the tracking number on it when we get it back from the post office.
    • Below is an example of where to put this information

Mailing Label

Put your name, or office name, or WBU and your campus mail box number on the edge of the label, right where the arrow is pointing here

  • International Mail – We can assist in preparing mail pieces destined for a foreign country to include putting the postage on the mail piece and assist in filling them out the customs forms.
    • The customer must be the one to take the mail piece(s) to the post office so the postal clerk can input the information in to the USPS system.
  • At the end of the day, all mail is put together by type, metered mail, stamped mail, flats, boxes and packages.  It is then put on to our cart and taken to the loading dock hallway where the USPS carrier will pick it up.

Packages
We are capable of sending out packages, envelopes of all sizes via USPS, FEDEX, and UPS.

  • Merchandise being returned that has a prepaid FEDEX, USPS or UPS label can be brought right to the window and we will make sure it is picked up by the carrier that day.
  • We will send out most packages needing postage by USPS unless we see the cost can be done less expensive by one of the other carriers.  The expense is based on size, weight and destination.
  • If you want a package sent out with a carrier other than USPS, you want Extra Services, or have any questions on mailing a package, make sure you let us know when you first come to the window so we can take care of your needs
  • Commercial Based Prices

Because of the volume of packages we process annually, we are eligible for reduced postage prices on certain classes of mail.  The tables below show what the normal USPS price is and what the WBU Commercial Based Price (CBP) is.

Express & Priority Mail Flat Rate Options

 

USPS
Price

WBU
CBP

Express Mail Flat Rate Envelope

$18.30

$17.40

Express Mail Legal Flat Rate Envelope

$18.30

$17.40

Priority Mail Flat Rate Envelope

$4.95

$4.75

Priority Mail Padded Flat Rate Envelope

$4.95

$4.95

Priority Mail Legal Flat Rate Envelope

$4.95

$4.95

Priority Mail Gift Card Flat Rate Envelope

$4.95

$4.95

Priority Mail Small Flat Rate Envelope

$4.95

$4.95

Priority Mail Window Flat Rate Envelope

$4.95

$4.95

Priority Mail Small Flat Rate Box

$5.20

$5.00

Priority Mail Medium Flat Rate Box (FRB1)

$10.95

$10.50

Priority Mail Medium Flat Rate Box (FRB2)

$10.95

$10.50

Priority Mail Large Flat Rate Board Game Box (Domestic Addresses)

 

$14.95

 

$14.20

Priority Mail Large Flat Rate Board Game Box (APO/FPO/DPO Destinations)

 

$12.95

 

$12.20

Priority Mail Large Flat Rate Box (Domestic Addresses)

 

$14.95

 

$14.20

Priority Mail Large Flat Rate Box (APO/FPO/DPO Destinations)

 

$12.95

 

$12.20

 

Parcels/Packages

 

Weight Not Over

 

USPS Price

WBU CBP Price

1 ounce

$1.71

$1.56

2 ounces

$1.71

$1.56

3 ounces

$1.71

$1.56

4 ounces

$1.88

$1.73

5 ounces

$2.05

$1.90

6 ounces

$2.22

$2.07

7 ounces

$2.39

$2.24

8 ounces

$2.56

$2.41

9 ounces

$2.73

$2.58

10 ounces

$2.90

$2.75

11 ounces

$3.07

$2.92

12 ounces

$3.24

$3.09

13 ounces

$3.41

$3.26

Mail weighing over 13 ounces will go from “First Class” Rate to “Priority Rate”.

NOTE: These prices are current as of 4/17/11.


 

Shipping Assistant

  • The USPS Shipping Assistant program is an excellent tool that we use to:
    • Create and print...
      • Labels for domestic shipments, including shipments to APO/FPO.
      • Labels for international shipments to every country served by U.S. Postal Service - which include integrated customs forms.
      • Customs forms for international shipments, or to accompany your parcels to APO/FPO addresses.
    • And to:
      • Eliminate addressing errors: the program verifies domestic recipient addresses—before each label is printed.
      • Store frequently used addresses in USPS Shipping Assistant’s integrated Address Book.
      • When creating a label, verify and add the recipient’s address to the Address Book with a single click.
      • Easily pull a recipient’s address from the Address Book for a new label.
      • Print labels immediately or save them in the Shipping Cart to print later.
      • Check package delivery status.

  • The two biggest reasons we use Shipping Assistant is so we can verify addresses and to have tracking numbers to keep up with mail that has been sent out.
  • If you have a package to be sent out and you want a Delivery Confirmation” tracking number for the piece, just let us know and it takes just a couple minutes to print out the label, and put the postage on it.