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Policy for Departments Sending out Packages

All postage and shipping charges for departmental Packages are charged back to the sending department

The classifications which define what is and is not a package are regulated by the US Postal Service. IC Mail Service processes all mail and packages according to those regulations, in addition to the requirements of UPS, FedEx, and DHL. All postage and shipping fees are calculated according to each carrier’s services and regulations. Mail Service charges back all associated costs to the sending department.

How do you know if what you’re sending is a PACKAGE?

  • Does your item weigh more than 13 ounces? (rounded up)

  • Is your item larger than 12” x 15” and ¾” thick? (rounded up)

  • Does your item contain lumpy or bulky objects? (such as pens, paperclips, clamps, keys, etc)

  • Is your item rigid and un-bendable, or marked DO NOT BEND?

  • Are you using official USPS, UPS, FedEx, or DHL -branded mailing/package material?

  • Does your item need to be sent with guaranteed NEXT DAY, or 2-DAY or any other date-certain delivery?

If you said YES to any of these, then your item is a Package and requires a Shipping Document

If you’re not sure, assume it IS a Package. Or (better) contact us and let us help you prepare your item correctly.

Which Shipping Document should you use?

  • Is this item staying within the US?

    • Use the Domestic Shipping Document (download PDF here; instructions are on the form)

  • Is this item being sent to another country?

    • Use the International Shipping Document (download PDF here; instructions are on the form)

What about sending out BATCHES of multiple Packages?

Click here for special instructions

How we handle packages without a Shipping Document

  • If found in the outgoing pickup at a department’s mail stop, Mail Service will leave the package until a Shipping Document is attached (our carrier will notify the department verbally or in writing)
  • If dropped off at a Mail Service location (the Mail Center, or Phillips Hall Post Office), our staff will request a Shipping Document be completed before acceptance of the package
  • Any package which reaches Mail Service without a Shipping Document will still be charged back