The VUMC 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 Medical Center'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 LARGE METER MAIL ORDERS

MEDICAL AREAS OUTSIDE 100 OAKS Most meter mail passes through our main postage meter in MCN.  This machine is equipped to scan in chargeback information, and this facility has been updated to process Workday information. Please use the links below to access the updated PDF meter mail request forms.  We ask that you fill these out on your screen and print it to send to us with your mailing.  That gives us the barcode to scan and eliminates any problems with reading handwriting.  Don't forget to securely rubber-band or otherwise secure your meter form to your mail so that it doesn't get mixed up with any other items.  We recommend filing a copy of your form, which you can match to your charges at the end of the month by the transaction date that will be listed with the charge. DOMESTIC MAIL INTERNATIONAL MAIL Note that parcels and oversize letters going to foreign addresses will require a customs form.  These must be typed or printed--handwritten copies are no longer accepted by the USPS.  You may complete this on the USPS page below, print it, and send it with your mail. Note also that member countries of the European Union have introduced new, more stringent requirements for customs reporting beginning in early 2023.  Information on these rules is also included on the below page. USPS Customs Form Page 100 OAKS Mail originating at 100 Oaks is processed onsite at our OHO mailroom.  The meter machine there is slightly different from the MCN unit and does not currently scan chargeback information.  Consequently, please complete the Meter Mail Service form (MC 4000) as shown below and bundle it with your meter mail, which will be picked up by the 100 Oaks carrier.  This form has been updated to Workday information fields as shown below highlighted in yellow.  The updated form may be ordered from Robert J.Young, our authorized print provider here (you will need to log in). Click on the shopping cart to order, then choose "Medical Forms" from the menu, and order MC 4000. In order for the charge to be processed correctly and your mail to be sent without delay, please fill out the form completely.  Meter mail bearing a slip that is not complete and correct may be returned unprocessed. 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. Contact them at 2-2381.  From your pullsheet, provide the journal entry id, the month of the journal entry, and the meter slip number.

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 13 oz.; 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. FOREIGN MAIL Also, if your parcel is going overseas, please review the information on International Mail shown above.

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