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Mercy College Department of Mail Services

Mail Services:
SWA Building, Ground Floor
555 Broadway
Dobbs Ferry, NY 10522

Telephone:
(914) 674-7300 

Fax:
(914) 674-7744

Hours of Operation:
8:00 AM - 4:00 PM, Monday - Friday

Customer Service Hours: 
9:30 AM - 10:30 AM and 1:00 PM - 2:30 PM

Mail Services

Every morning, Mail Services sorts and processes the mail for delivery to all Mercy College offices. All mail received in the morning from the Postal Service is delivered the same day. Faculty and staff must not use their Mercy College addresses for incoming/outgoing personal mail/packages.

All inter-office mail received in the Dobbs Ferry Campus Mailroom by 8:30 AM will be sorted and processed for some day delivery. Please refer to the Intercampus Mail Run Schedule for your specific campus delivery.

Inter-Campus mail received in the afternoon is processed for next day delivery.

Inter-Office mail preparation: Please cross-out the previous addressee and in a clear box write the first and last name, department and campus of the new addressee. Do not use the inter-office envelope for addresses outside of the College. Failure to follow this procedure may result in mail being delayed. 

All incoming specials, i.e., Certified, Registered, Express Mail, picked up from the Dobbs Ferry Post-Office in the morning are processed and delivered during the first morning mail run. All courier services that deliver to Mail Services before the 10:00 AM mail runs will be processed for delivery in the morning. All incoming specials received after 10:00 AM will be processed for the box deliver run or the afternoon mail run. Should no one be present at your office during the mail run, we will try again on the next mail run.

How to Prepare you Outgoing Mail

  • All U.S. mail must be separated from campus mail. Business size envelopes requiring postage should be facing the same way with the flaps closed, (not sealed) and banded by the originating office. The mail card for postage accountability must be attached to all departments outbound mail bundles
  • Separate and flag all special requests such as Certified, Foreign and Express Mail. Contact Mail Services for details. Your office is responsible for filling out all forms for special services. Mail Services will provide the necessary forms for you to fill out
  • The U.S. Postal Service states that a properly addressed envelope is essential for the timely delivery of mail. Do not hand write the address - always type the address. Below is an example of the recommended format: Ms. J. Doe, President, ABC Company, 123 Main St. Rm. 31, New York, NY 10010-0021
  • The return address block must include first and last name of sender or department and the Mercy College address. This will facilitate the return of undeliverable mail to the proper department. Without the department name in the return address block, returned envelopes will be opened by Mail Services, creating delays in delivery of "Returned to Sender" mail back to the departments
  • Do not overstuff envelopes, or use staples to close your envelopes. The use of staples is not authorized by Postal Service and UPS regulations. Every year mail handlers receive injuries from staples. Mail Services will return all packages to the originating department, it they are not in compliance
  • Large envelopes, specifically the 9''x12'' size, require a postage premium. Use this size envelope only when a #10 envelope is too small.
  • Faculty and staff must not use their Mercy College address for incoming/outgoing personal mail or packages
  • Indicia's (Postage Paid) are used in lieu of postage stamp or meter machine stamp for large automated bulk mailings. By U.S. Postal regulation all other outgoing mail with a printed indicia on it must be covered by a blank label so a stamp can be placed over the label. For further information on Indicia's please call Mail Services at ext. 7300
  • Mail Services does not provide packing materials for shipping boxes. It is the responsibility of every department to properly package goods. All packaging and materials can be ordered on-line via any one of our office supply vendors. Poorly prepared envelopes and boxes are subject to being damaged in shipment. Mail Services staff have been instructed not to pick up these boxes 

10:00 AM Mail delivery and pick-up

11:30 AM Box/Parcel delivery and pick-up

2:30 PM Mail deliver and pick-up

Our responsibilities for delivering boxes to individual college offices are the same as UPS delivery criteria. 

  1. All boxes weighing more than 70 pounds will be delivered by two Mail Services staff members. College offices shipping numerous boxes or heavy boxes must call Mail Services for special pick-up
  2. Mail Services does not move faculty or staff office equipment or furniture
  3. Any freight or furniture deliveries received through Mail Services are then processed by Central Maintenance. Please contact Central Maintenance to initiate a work order and coordinate deliveries. Note: Should you have freight or furniture arriving, please contact Central Maintenance or arrange with Purchasing for inside delivery
  4. Box/Parcel Delivery: Should no one be present at the destination office, the box/parcel is returned to Mail Services and a second delivery attempt will be made during the next mail run
  5. Damaged Boxes: All damaged goods are refused upon vendor delivery. Should a damaged box go unnoticed at time of delivery, the destination office will be notified and the package will be held until vendor pick-up is affected. Interoffice boxes received by Mail Services in a damaged condition will be returned to the originating office to be inspected prior to shipping to destination office
  6. Returns: Should you receive a box in which the contents are damaged, you must contact the vendor and request a return "Call Tag" and a credit. A "Call Tag" is a Self-Adhesive label generated by your Vendor and sent to Mercy College, Mail Services. Write on the box "Return to Vendor, Call Tag has been Processed." Mail Services will hold the box until receipt of call tag
  7. If a box has been received with no clear internal address, every effort will be made to identify the owner. If Mail Services cannot identify the owner of the box, it will be returned to the vendor. It is extremely important when placing an order with a vendor to have the internal address clearly marked on the box. Sample address: Mercy College, Dr. First Name Last Name, Department, 555 Broadway, Dobbs Ferry, NY 10522
  8. Mail Services will not deliver or pickup personal boxes to faculty or staff
  9. Please do not wrap outbound boxes in brown paper. UPS and the Postal Services do not recommend wrapping boxes in brown paper, because the address and return address can be ripped off 
  1. If you or your department moves or transfers to another location it is important to inform Mail Services immediately. Please provide an email to Mail Services, indicating your new location with a list of individuals moving with you. Upon receipt of the memo, Mail Services will begin forwarding you mail to your new location immediately
  2. Mail Services does not forward mail outside the organization. Should your department receive mail that needs to be forwarded, you need to do the following:
    1. Cross out all barcodes on the mail piece with a black felt tip pen
    2. Cross out Mercy College mailing address with a black felt tip pen, but leave the individual's name clear.
    3. Write the correct forwarding address on the mail piece
    4. Place corrected mail piece in the outgoing mail mail tray/bag for pick-up

It is the responsibility of your department to properly process returns. 

How to Process a "Return to Sender"

U.S. Postal Service: If you receive mail for an individual who has left College employment, you need to do the following:

  1. Use a dark felt tip pen and cross out all barcodes on the mail piece
  2. Cross out the Mercy College address, but leave the name of the individual clear
  3. Put the mail piece in the out box/bag separately for mail pick-up

When this mail piece is processed properly, it will inform the originator of the mail piece that the individual is no longer at Mercy College and should stop sending other correspondence. 

Other Services: Should you receive a package for an individual that is no longer with the College, return the package immediately to the Mailroom. Any delay in getting the package to us could result in the College paying for the return of the package. Mark the box clearly, "Return to Sender"

Mail Services will attempt to intercept as many "Return to Sender" mail pieces as possible.

How to Process a Return:

U.S. Postal Service: Should your department receive a package that was not ordered or is damaged, you need to do the following:

  1. Use the same procedure as a "Return to Sender"
  2. If it is an order from a vendor, contact the vendor so you will receive a "credit memo"
  3. The vendor will inform you how to ship the package back to them
  4. Put a note on the box, so Mail Services personnel know how to process the package

Other Services: Should you receive a package that you did not order or one that is damaged you need to do the following:

  1. Contact the vendor immediately; they will process your credit memo and issue a "call tag"
  2. Place a note on the package saying, "HOLD FOR CALL TAG"
  3. Call the Mail Services Supervisor to inform him or her of the return, so he or she can intercept the package upon arrival at Mail Services
  4. It is very important to process the return as soon as possible. Should there be a long delay, Mercy College may have to pay to return the package

 

U.S. Postal Service

Certified Mail: Provides you with a mailing receipt. A record of delivery is maintained at the recipient's post office for two years. A return receipt provides proof of delivery and can be obtained for an additional fee. Certified mail service is available only for first class mail. No insurance coverage is provided. A numbered label and completed receipt must be affixed. These labels can be obtained from Mail Services

Registered Mail: The registered mail system is designed to provide added protection for VALUABLE mail. Postage insurance may be purchased to cover articles valued up to $25,000. Registered mail is the most secure mail that Postal Service offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by 24 - 48 hours.

Insured Mail: You can obtain payment for domestic mail that has been lost, rifled through or damaged by having it insured. You can buy insurance up to $600 for third and fourth class mail. This service is also available for merchandise mailed at the priority mail or first class mail rates. Express mail includes $500.00 insurance at no extra charge.

Return Receipts: A return receipt is your proof of delivery. It is available for insured mail and with certified, registered and domestic Express Mail shipments. The return receipt identifies the article number, who signed for it and the date it was delivered. It is not necessary to use a return receipt on all certified or registered mailings. Be certain to identify your campus location, department or cost center on any return receipts so we can route them back to you.

Mail Service provides all the above forms. Please call for supplies.

Important: You are responsible for filling out all special service forms. Please call Mail Services if you need assistance in filling out forms.  

UPS DOES NOT DELIVER TO POST OFFICE BOXES

UPS Ground Track Service: This is the Basic UPS service. Transit times are three - five days nationwide. If the address is within 100 miles of the New York Metropolitan area, transit time can be 24 hours. This is a traceable service.

Delivery Confirmation Request: If you need a written confirmation that your package arrived this would be the service to request. There is an additional surcharge for this service. 

Insurance: All UPS packages are automatically insured up to $100.00 at no charge. Should you need more than $100.00 insurance on a package, tape a note on the box requesting the amount of insurance you need. There is an additional surcharge for this service

Tracing a UPS Package: Should you need to trace a UPS package that you were supposed to have received. Please provide the following information to Mail Services:

  • UPS Tracking number
  • Addressee's name and/or company name
  • Date Mail Services signed for the package

Placing a Claim for Lost/Stolen/Damaged UPS Package: Should you need to place a claim against UPS for an outbound shipment, you must have the following information:

  • Proof of Delivery: UPS mus provide a written proof of delivery. It takes about five days for a proof of delivery to be mailed to you from UPS
  • Invoice: You need to have an original invoice in order to successfully process a claim.

The Department of Mail Services is pleased to announce a new overnight courier service to the college community. After a thorough test period, DHL has performed successfully within their service parameters at a reduced cost to Mercy College. A Standard DHL overnight (Flat Rate envelope) delivered by 12:00 PM, anywhere in the continental U.S. costs only $4.50. Please contact Mail Services at X-7300 to get your Airway bills, if you haven't received them already. 

Instructions for using Airborne Express:

  • Each department will be given its own Airway bills that are already preprinted with your department's name and account number. Please keep these airway bills in a secure area
  • When you run out of the personalized airway bills please call 1-800-247-2676. The customer representative will ask for your Preprint format no., located in the top center of the airway bill to the right of your account number
  • It is important to fill out the airway bill correctly in order to benefit from the rates
  • Mail Services will provide the Flat Rate envelopes and large DHL envelopes. Please call ext. 7300 to replenish your stock
  • Please retain the top copy of the airway bill for your records (senders copy)
  • Upon completion of filling out the airway bill, just place the envelope in your out box and Mail Services will pick it up during their daily mail runs
  • Your department will be charged backed on a monthly basis for this service
  • You can track your package via the internet at www.dhl-usa.com
  • If you should require an after-hours pick-up please call 1-800-247-2676
  • Please call Mail Services at ext. 7300 if you have any questions

Please fill out this airway bill exactly as shown. This insures that the college gets the most favorable domestic rates. 

DO NOT USE THIS AIRWAY BILL FOR INTERNATIONAL SHIPMENTS INTERNATIONAL COURIER SERVICES.

International Mailings

Mail Services currently uses DHL Worldwide for International Courier Services, please contact Mail Services at ext. 7300 for airway bills.

  1. International Courier Services is not a 24-hour service. When planning to ship internationally, please allow 4 - 6 days for delivery of your item. Transit times are different according to the country the shipment is going to.
  2. If your department is shipping books or other non document items a commercial invoice needs to be created. Upon writing the commercial invoice 6 original copies are required in order for your shipment to clear the various customs zones. 

Please refer to the sample Commercial Invoice below.

 

Date: September 1, 2014

From:

Mercy College
Department Name
Street
City, State, Zip
Telephone

To: 

Company Name
Street
City, State
Country
Telephone

Description: Box/Envelope Quantity: How many Pieces/Boxes

Weight: Filled out by Mail Services

Contents: College Catalogs

Not for resale. The above contents have no commercial value for customs purposes value set at $U.S. Dollars

I certify that the above information is true and accurate

Signature
Your name
Title, Department

The Publications Request E-Form, listing all the most popular college publications, is available online. This for facilitates requests and delivery of publications to all college locations. 

All instructions on how to use the new form are included on the form.  Any item that is not listed needs to be requested directly from he Admissions department at x-7219.

Should there be any shipping questions, please feel free to contact Mail Services at x-7300. All Undergraduate and Graduate Application Packages must be ordered directly from Admissions on the Dobbs Ferry Campus.

All stockroom items are located at the Mailroom in the SWA building. All items can be ordered online. Please us the online stockroom requisition form for ordering these supplies. No walk-ins or verbal orders are accepted. 

Chalk
Chalk for blackboards is available through the Campus Managers Office.

Copy Paper Ordering:
Copy paper can be ordered on-line through the College's Office Supply Vendor. Copy paper is delivered 24-hours upon vendor receipt of order. Each department is responsible for expensing/budgeting paper.