DoIT - Document Services
DoIT – Document Services
Automation Bulk Mailing Center
Monday through Friday – 8am to 5pm
Telephone: 914.773.3865 Fax: 914.773.3869
Automation Bulk Mailing Center (ABMC) Services
Folding single sheet of paper up to 24 lb. weight
Tabbing self-mailers up to 3/8 inches thick, meeting self-mailer Postal Service regulations
for automation mail
Labeling one-up self adhesive labels can be applied to envelopes and self-mailers, for first
class mailings only
Inserting up to 6 letter size pages or equivalent into a business envelope (6” x 9” maximum
Addressing mailing lists to meet Postal Service regulations for automation mail
Types of Automation Mail
There are two types of Automation Mail shipped from the ABMC—Standard A mail (also known as non-
profit) and first class presorted mail. Each has distinct cost advantages over typical first class mail.
Whenever a mailing is performed in bulk, the list undergoes a certification process to ensure deliverability of
each particular record. Duplicates and records that do not qualify for bulk mail delivery are automatically
purged from the list. Upon request, the ABMC provides a breakdown of those names extracted from the
file along with an explanation of why—allowing for the list provider to update and improve the quality of the
list for future mailings.
Benefits of Automation Mail
• There are savings when using automation mail. The maximum savings: $.24 per piece.
• A barcode on every piece of mail ensures faster delivery in the Postal distribution network.
Note: Automation mailings are matched with a directory of valid U.S. addresses to ensure address quality.
Duplicates and unqualified records are removed, saving in printing, postage, and production time.
Table of Contents
Address List Creation and Preparation..................................................................................... 1
Ancillary Endorsements.............................................................................................................. 2
Description of Ancillary Endorsements ..................................................................................... 3
Designing an Automation-Compatible Self-Mailer................................................................... 4
Folding ......................................................................................................................................... 5
Frequently Asked Questions ...................................................................................................... 6
Glossary of Terms ...................................................................................................................... 8
How to Place an Order for an Automation Mailing...................................................................10
ABMC Order Form ....................................................................................................................12
How to Place an Order for University Publications ...................................................................13
University Publication Order Form............................................................................................14
Inserting into Envelopes.............................................................................................................16
Interoffice Bulk Mailings ...........................................................................................................17
Standard Address File Formats..................................................................................................18
Address List Creation and Preparation
Creating a Mailing List
• Select a format—refer to the standard address file formats.
• Then, follow the sample address format to insure standardization such as ASCII delimited text, ASCII
fixed text, or DBASE format.
Note: These determines if the ABMC Postal software is able to read the mailing list.
It is recommended that before entering all the addresses in the list, send about 10 addresses to the ABMC
on a diskette or via email (email@example.com), to determine if the format can be read by the Postal software.
When the mailing list is complete, save it to a diskette or a computer in the correct format; for example,
ASCII delimited text. Include a hard copy of the file format, allowing for the necessary setup of the
List Certification Process
After the list is approved by the ABMC, the Postal software looks at each address to determine if it is
correct and standardized. Then, the computer prints out a report on how accurate of the list. The goal is a
list that is 100% accurate—which makes the mailing eligible for postage discounts. The ABMC can send
you a list of unqualified addresses for correction or standardization.
Helpful Hints in Achieving 100% Accuracy
• The mailing list should be uniform or standard. Always have the exact number of fields for each
address. This is critical for the list qualification.
• Never include foreign addresses in the mailing list. The Postal software does not read foreign
addresses. For foreign addresses, create a separate file. The ABMC processes the foreign addresses
without a postage discount.
• Do not include internal (interoffice) addresses in the mailing list. These records do not qualify for bulk
mail and are extracted from the list before addressing. Intercampus names are sent as a separate file or
directly by the department from which the mailing is derived.
Bulk Mailing Users Guide 1
What is an Ancillary Endorsement?
An Ancillary Endorsement is used by the sender to obtain the recipient’s new address should the mail piece
be undeliverable to its destination. By using the four following endorsements, it is indicated to the Postal
Service what kind of service to provide if the mail is not deliverable.
The Four Ancillary Endorsements
• Address Service Requested
• Forwarding Service Requested
• Return Service Requested
• Change Service Requested
Acceptable Placement Locations on the Mail Piece
• immediately below the return address
• immediately above the address area
• immediately to the left of postage
• immediately below the postage
It is recommended when updating your mailing list to use “Address Service Requested”. The mail will get
to the addressee but a copy is returned to the sender should the addressee have moved within the past 12
months. This service costs up to $.60 for each copy returned, but eventually you will yield a clean,
updated mailing list.
Bulk Mailing Users Guide 2
Description of Ancillary Endorsements
Old Endorsement New Endorsement Description of Service
“FORWARDING AND “ADDRESS SERVICE Months 1 -12: mail piece forwarded; no
ADDRESS CORRECTION REQUESTED” charge; separate notice of new address
REQUESTED” provided; address correction fee charge.
FORWARD AND ADDRESS Months 13 - 18: mail piece returned with
CORRECTION new address attached; no charge.
After month 18, or if undeliverable:
mail piece returned with reason for
non-delivery attached: no charge.
“FORWARDING SERVICE Months 1 - 12: mail piece forwarded; no
Months 13 - 18: mailpiece returned with
new address attached; no charge.
After month 18, or if undeliverable:
mail piece returned with reason for
non-delivery attached; no charge.
Note: This is the same as no endorsement.
“ADDRESS CORRECTION “RETURN SERVICE Mail piece returned with new address or
REQUESTED” OR REQUESTED” reason for nondelivery attached; no charge
“DO NOT FORWARD”
“CHANGE SERVICE DO NOT USE
REQUESTED” PACE UNIVERSITY DOES NOT
PARTICIPATE IN THIS SPECIAL
“NO ENDORSEMENT” “NO ENDORSEMENT” Month 1 - 12: mail piece forwarded; no
Month 13 - 18: mail piece returned with
new address attached; no charge.
After month 18, or if undeliverable:
mail piece returned with reason for
non-delivery attached; no charge.
Bulk Mailing Users Guide 3
Designing an Automation-Compatible Self-Mailer
Postal regulations and restrictions are applied to automation-compatible self-mailers. See the instructions
below. Refer questions to the ABMC staff.
Preparing a Self-Mailer
• Consult with Document Services, Enrollment Management, or the Office of Philanthropy about the
design and aid in “Camera Ready” artwork and printers to outsource the printing.
• Consult the Pace University Style Manual to ensure compliance with policy and procedures.
• Shape of Self-Mailer: Rectangular—never square, for compliance with the USPS. Other shapes are
subject to postal surcharges.
• Maximum dimensions of Self-Mailer: 6 1/8 inches high by 11.5 inches long, and 0.25 inches thick.
Pieces beyond these dimensions are classified as a “Flat” and are only shipped as automation mail
through an outside vendor, subjecting your department to additional labor costs. Flats can be shipped
by the ABMC as first class mail only.
• Maximum Postcard Dimensions: 4.25 inches high by 6 inches long and 0.016 inches thick.
• Failure to stay within these dimensions increases the postage rate for both first class and automation
mail from the postcard rate to the Letter rate.
• Paper Weight: For a single sheet self-mailer use 28 lb. wt. paper. Insufficient paper weight results in
additional wafer seals. This impacts preparation time and delivery time.
• Paper Color: For a unique color, consult the ABMS or Postal Service to ensure that the color is in
compliance with USPS standards.
• Fold: Self-mailers processed through the ABMC should have the final fold on the bottom of the mail
piece so the opening is on the top. Self-mailers with the opening on the bottom require two wafer
seals, are more preparation consuming and impacts the delivery time.
• Self-Mailer Face: The ideal self-mailer has the return address and indicia on the face piece. Never use
telephone number or unnecessary text on the face piece. Postal Service scanners may read telephone
numbers as zip codes and misroute the mail. Provide a sample to the ABMC prior to mass-
production. For additional text on the face piece, check with the ABMC to verify if it is in compliance
with the Postal Service regulations, avoid additional surcharges. Always refrain from varnished and
glossy coats on the face piece; the ink can potentially bead up and smear. Heat lamps and Quick
Dry ink can be used, but are not always foolproof. Varnished and Glossy coats do not have to be
eliminated altogether, simply let the printer know that the face should not be coated.
Bulk Mailing Users Guide 4
Folding Options by the Automation Bulk Mail Center
• one 8.5" x 11" sheet of paper (20 lb. or 24 lb. paper weight)
• one 8.5" x 14 sheet of paper (20 lb. or 24 lb. paper weight)
• one 11" x 17" sheet of paper (20 lb. or 24 lb. paper weight)
• tri-fold one sheet of paper to create a self-mailer
• parallel fold (4 folded panels) one 8.5" x 14" sheet of create a self-mailer
• fold in half one sheet of paper (any size)
Note: The folding machine folds a piece of paper in one direction per pass. For example, when working with a 11" x
17" sheet of paper and to be folded in half to make a booklet and then tri-folded to create a self-mailer, the paper
would reinserted into the folder for tri-folding. Allow for extra time for the second pass through the folder.
Stapled sheets cannot be folded under any conditions.
Always consult with the Automation Bulk Mail Center prior to printing a self-mailer.
Bulk Mailing Users Guide 5
Frequently Asked Questions
What’s the difference be tween the Fulfillment Center and the Automation Bulk Mailing Center
The Fulfillment Center and Enrollment Management’s Enrollment Information Center is responsible for
sending out informational packets to prospective students. This for: Graduate, Undergraduate,
International, Transfer, Adult, ELI, and Internship students who have expressed interest in Pace University.
The Fulfillment Center also stores and inventories materials for Enrollment Management and Admissions.
The ABMC performs bulk rate, first class, and interoffice mailings all departments. Services include:
folding, addressing, inserting, and tabbing.
These areas have little affiliation with the Mail Services Department. Inquiries and requests for barcode
labels, mailing supplies, box delivery/pick-ups, hand deliveries, and shipment tracking should be directed to
the Mail Services Supervisor on the appropriate campus location.
I need a mailing to go out right away, what do I do?
The ABMC performs mailings on a first-come, first-served basis. In extenuating circumstances, the
ABMC sometimes moves a job up in the production schedule to meet severe time constraints or for a
critical mailing. This is when the ABMC production schedule allows for an additional mailing without
compromising those jobs already on hand, having followed the appropriate procedures.
It is the responsibility of the mailing’s coordinator to ensure that the deadline, RSVP, or event date can be
met. The ABMC is not a scapegoat when poor planning or design results in a failed mailing or lack of
registration for an event, particularly when this job is at the last minute. To determine whether a mailing can
be performed or necessitates outsourcing, call ext. 3865 to and to discuss the project.
What is the procedure if outsourcing the mailing is necessary?
Occasionally, a mailing’s time constraints, piece design, or sheer volume is beyond the capacity of the
ABMC. The outsourcing to a third party is an option. It is advantageous to utilize the ABMC services
whenever possible since postage and supply costs, not labor costs, are included in the processing of the
mailing. There may be times when a mailing must be outsourced.
To determine if outsourcing is necessary, call ext.3865. Bidding is performed with up to five reputable
vendors to obtain the most cost effective and/or fastest service. It is imperative that any outsourced activity
is communicated to the Automation Bulk Mailing Center so that labor and postage charges incurred can be
charged to the appropriate department. Mailings submitted
Bulk Mailing Users Guide 6
to the Postal Service without ABMC authorization will be held until the University contact coordinating the
mailing is identified. This stops departments from unnecessarily outsourcing jobs that can be performed by
the ABMC and incurring costly expenses.
What if a hand insertion is required?
ABMC inserters can handle standard #10 envelopes, business reply envelopes, 6.5 x 9.5” envelopes, 8.5
x 11” sheets, and most brochures and pamphlets. Occasionally, mailings require invitation envelopes, 9 x
12” envelopes, or components beyond the capacity of ABMC inserting equipment. These mailings require
manual insertion. First and foremost, the Fulfillment Center is committed to requests from prospective
students that are generated from the Enrollment Information Center. Hand insertion mailings are held until
the requests are satisfied. Once the daily fulfillment has been completed, hand insertion jobs will
The volume of hand insertions correlates to the amount of time it takes to perform the mailing. It is helpful
to communicate the need for hand insertion as soon as possible to ensure sufficient available staffing so
deadlines are met. The Fulfillment Center performs hand insertion mailings for Human Resources, the
Office of the President, Law Admissions, and others.
If the mailing list is already created on labels, are there any postage discounts?
No. The Postal certification software the ABMC possesses cannot process addresses on labels.
Duplicates and unqualified records cannot be purged and address manipulation cannot be done.
Therefore, mailings on labels can only be shipped via first class mail.
Also, the labeling of the mail piece requires extended time in this format. The preferred formats for mailing
lists are either on diskette or as an email attachment. For a mailing’s components to be inserted into
envelopes do not have the envelopes labeled until the insertion has been performed. This ensures that the
inserting equipment, which occasionally jams, does not ruin your preaddressed envelope.
How do I choose which indicia to print on the bulk mailing?
There are many factors to consider when printing an indicia on a mail piece. First class, presorted mailings
provide fewer discounts while the delivery time is as fast as first class mail. Standard A (non-profit) mail
entitles the shipper to greater discounts while delivery time can take a week longer than first class mail.
Many times, the mailing’s coordinator does not know exactly when the printing is finished and when the
mailing is delivered to the ABMC.
The mailing can be printed without an indicia and the ABMC can print one onto the mail piece while the
job is being performed. This ensures that the best mailing option is chosen based on time constraints and
savings. Another advantage of not printing an indicia is the extras returned to the originating department
can be sent out without having to worry about covering the indicia for first class shipment. For samples of
both indicia, please refer to the section titled “Indicia”.
Bulk Mailing Users Guide 7
Glossary of Terms
Written instructions on the mail piece requesting additional information and/or services for undeliverable
addresses such as: “Address Service Requested”.
Automation Bulk Mailing
A mailing that undergoes a verification of addresses and presorting process helps the Postal Service route
the mail efficiently. The service performed by the ABMC grants discounted rates.
First Class Presorted Mail
Bulk mail, with at least 500 records qualifies for automation mail. First class presorted mail has fast, or
faster, delivery than typical first class mail. Savings can be up to $.09 per piece.
Mail piece exceeding 6 1/8” in height, 11 ½” in width, or ¼” in thickness. Flat mail is subject to different
methods of automation and the ABMC is unable to perform these bulk mailings. Flats mailed in bulk are
subject to a higher categorized rate of postage than letter sized mail.
A square block (about the size of a stamp) located on the top right-hand corner of a self-mailer or
envelope. An indicia indicates the type of presort the mailing undergoes and is required for all bulk
mailings. It is illegal to place meter postage on an exposed indicia.
Mailing requiring one or more components to be inserted into an envelope. The maximum envelope size of
an automated insert is 6.5” x 9.5”. The ABMC is capable of inserting up to six items into an envelope.
Letter Sized Mail
Smaller than flat mail, letter mail is the predominant type of bulk mail. The maximum dimension of letter
mail is 11.5” (l) x 6.125” (h) with a maximum thickness of 0.25”. Minimum dimension is 5” (l) x 3.5” (h) x
Bulk Mailing Users Guide 8
Usage of a third party for the processing of your mailing. It is required that outsourcing is corresponded to
the ABMC to ensure competitive rates and postage accountability. Unidentifiable mailings are held at the
USPS unless notified by the department or the vendor. The ABMC has a list of reputable vendors and
coordinates outsourcing as needed. Automation bulk mailings for flat, pre-labeled, or personalized mail
usually necessitate outsourcing.
Single card with dimensions no more than 6” in length and 4.25” in height. Postcard postage rates are
reduced for both first class and automation mail. Double cards (folded postcards) count as letter sized
Process a mailing list involving bulk mail certification based on a national address directory. Duplicates and
non-qualifying names are purged; remaining names are sorted, addressed, and submitted to the USPS
along with documentation. This preparation creates savings in mailing discount privileges.
Mail piece designed for addressing and shipping without the need of an envelope. Self-mailers should stay
within the dimensions of letter-sized mail. A wafer-seal (or tab) is often used to akeep the folded sheets
closed. 24 lb. paper weight is required for this type of piece design.
Standard A Mail
Also known as “non-profit” or “third class” mail. Standard A is the most inexpensive automation mail class
the ABMC utilizes. Delivery time is greater than that of first class and first class presorted mail, taking as
much as a week longer. However, savings are as high as $.25 per piece. A minimum of 250 qualifying
names are required for this type of presort service.
Bulk Mailing Users Guide 9
How to Place an Order for an Automation Mailing
To place an order with the ABMC, follow the instructions below.
• Fill out the ABMC Order Form and submit it ten business days prior to the arrival of the printed
materials and diskette. The ten day lead time allows for scheduling the mailing for processing. Verbal
orders or orders without an ABMC form are not accepted.
• Include the postage budget number for charge back of the postage and supplies. There is no labor
costs associated with ABMC services.
• A sample of mail piece is required to accompany the order form—ensuring compliance with Postal
• Job Name: Specify a meaningful job name for the mailing. The job name helps identify the specific
mailing, allowing detailed communication between departments.
• Job Description: Give a brief summary of what services are required for the mailing. Example:
“Fold, Tab, and Address” or “Two piece insert into a #10 envelope”. Indicate which return address is
desired for the envelope. The description allows the ABMC to understand what is expected for the
mailing. List special instructions in this section.
• Job Type: Check the type of mailing which is located on the ABMC form. The types are: Insert
which refers to letters or flyers to be placed in the envelopes; Self-Mailer which is paper folded and
possibly tabbed, addressed directly onto the paper or Postcard which is a 4” x 6” piece of hard cover
paper stock requiring addressing only.
• Number of Pieces: How many pieces being mailed, not the number of components in the mailing. If
unsure, write “approx.” before the number: i.e.; “approx. 1,500/ea.”
• Postage Types:
Standard A—also known as “third class mail” or “non-profit”. Use this service whenever possible.
Pace receives special nonprofit discounts for this type of presort. Standard mail offers discounts while
the delivery time is somewhat extended.
First Class Presort—refers to first class mail, presorted by Postal software with a barcode for first
class rate discounts. The most savings for this service is approximately $.09 per piece and the delivery
time is much faster than Standard A mail.
Interoffice—refers to all mailings that are designed for personalized interoffice distribution. Pieces to
be generally distributed (non-personalized) do not require a form and are sent directly to the
appropriate Mail Services campus location.
Bulk Mailing Users Guide 10
Diskette/Email Source: Refers to the originating office where the mailing list was created. This
information allows the ABMC to contact the office and individual who provided the mailing list should
there be any problems.
• Printing Source: Allows the ABMC to determine where the actual mail piece is created so that the
ABMC has a contact name.
• Date Mailing will arrive at the ABMC: This information allows the ABMC to schedule the mailing
for processing. If uncertain of the date, place “Week of” with date and month.
• Instructions for Unused Portion of Printed Matter: The ABMC needs to know where to send the
leftover portion of the mailing once the mailing has been completed.
• Department Head Signature : Forms must be approved with department head’s signature.
When the mailing is complete, a form is sent the originator with the date the mailing was shipped and total
postage costs. T he diskette (if applicable) is returned to its originator unless instructed otherwise.
No mailing is accepted unless the paperwork is properly filled out. Call the ABMC staff at ext. 3865 for
assistance. Once all components of your mailing have arrived (diskette/email file, ABMC form, and mail
pieces), the job has officially “arrived”.
The ABMC department policy allows for a ten-day turnaround time for all mailings from the time
of arrival. Mailings are typically performed on a first-come, first-served basis.
A mailing’s coordinator should always communicate an upcoming job to the ABMC staff as early as
possible to ensure that deadlines and expectations are met.
Bulk Mailing Users Guide 11
AUTOMATION BULK MAILING CENTER (ABMC)
POSTAGE BUDGET #:_____________________SUPPLY BUDGET #:_________________
DEPARTMENT HEAD SIGNATURE:____________________________________________
JOB NAME:________________________________JOB NUMBER:(IF APPLICABLE)_________
JOB TYPE: (CHECK ONE) INSERT o SELF MAILER o POSTCARD o
NUMBER OF PIECES:________________
TYPE OF POSTAGE: (CHECK ONE)
STANDARD (A) o FIRST CLASS PRESORT o FIRST CLASS o INTEROFFICE o
DISKETTE / EMAIL SOURCE:__________________________________________________
PLEASE ATTACH SAMPLE OF MAIL PIECE TO FORM
DATE MAILING WILL ARRIVE AT ABMC:______________________________________
INSTRUCTIONS FOR UNUSED PORTION OF PRINTED MATTER:________________
KEEP A COPY FOR YOUR RECORDS
ABMC USE ONLY
MAILING ARRIVAL DATE:_____________________DATE MAILING COMPLETED:_________________
TOTAL POSTAGE COSTS:______________________TOTAL SUPPLY COSTS:_______________________
MAILING APPROVAL:_________________________DATE APPROVED:____________________________
SAMPLE APPROVAL:__________________________DATE APPROVED:____________________________
How to Place an Order for University Publications
The warehouse located at 99 Castleton Street in Pleasantville stores University publications. A fax form is
available to request these publications which are the property of Enrollment Management. All requests
(with the exception of the Admissions Offices) must be approved by Enrollment Management prior to their
To place a request for publications, adhere to the following steps:
• Obtain the Publication Fax Order Form from the Pace website. This form is updated periodically.
Keep a copy on hand for future orders.
• Follow the Order Instructions on the top right portion of this form. The instructions ask for the
a) indicate the Unit of Measurement – case or each
b) fill in “Quantity Requested”
c) fill in “Information Box”
d) fax completed order to ext. 1821 for Enrollment Management approval (Admissions faxes
orders to ext. 3869)
Verbal Orders are not accepted, no exceptions.
Allow 3 – 5 days for delivery of the request from the time of approval.
Boxes for the New York and Midtown campuses are picked up once a day by the Transportation office.
Due to limited space on the vehicle, large requests take extended time to deliver. Place orders in advance
to allow for extra transit time.
Due to the large variety of publications housed at the Fulfillment Center, the item(s) requested may not be
present on the Order Form. If so, send a photocopy of the face of the item requesting along with your
order. If a sample is not available, call ext. 3865 to verify whether that publication is available.
Bulk Mailing Users Guide 13
PACE UNIVERSITY ENROLLMENT SERVICES
PUBLICATION REQUEST NEW YORK
FAX ORDER FORM
DESCRIPTION CODES PIECES UNIT OF QUANTITY ORDER INSTRUCTIONS
PER CASE MEASURE REQUESTED
UNDERGRADUATE 1. UNDER "UNIT OF MEASURE" PLEASE FILL IN
U/G CATALOG CA 28 "CS" FOR CASE OR "EA" FOR EACH.
U/G APPLICATIONS AP 200
UNDECIDED BRC - #198 UC 2. FILL IN "QUANTITY REQUESTED" WITH THE
APPLICATION CHECKLIST FT 5000 AMOUNT YOU NEED
UNDECIDED BROCHURE UB 300
TRANSFER BROCHURE TB 350 3. FILL OUT INFORMATION BOX COMPLETELY
VIEWBOOK VB 260
ROADPIECE RP 700 4. FAX ORDER FORM TO EXT 1821 - TO RELEASE
JUNIOR SHEETS JS 2500 PUBLICATIONS TO YOUR DEPARTMENT
LUBIN BROCHURE BB 400
DYSON BROCHURE AB 400 5. ONLY A COMPLETED ORDER FORM CAN BE
EDUCATION BROCHURE EB 275 PROCESSED. NO TELEPHONE ORDERS
FINANCIAL AID/SCHOLARSHIP FA 225
COMP. SCI. BROCHURE CB 350
LIENHARD NURSING BROCHURE NB 400 INFORMATION BOX
UNDERGRADUATE POSTERS 100
DATES TO REMEMBER DA NAME:
SPRING BP 44
SUMMER SS 64 CAMPUS:
FALL FS 20
ADULT PHONE NUMBER:
ADULT VIEWBOOK CM 400
CREDIT FOR LIFE FLYER CL 5000 BUDGET NUMBER:
ELI ADULT FLYER ED 5000
ACCESS THE POWER TA 5000 DATE ORDER REQUESTED:
LUBIN CATALOG GB 50
LUBIN APPLICATION 200
XMBA XM 300 PLEASE ALLOW 3 TO 5 BUSINESS DAYS TO
DYSON CATALOG GA 44 RECEIVE YOUR ORDER
DYSON APPLICATION 175
COMP.SCI. CATALOG GC 70 PLEASE DIRECT ALL INQUIRIES TO X - 1233
COMP.SCI. APPLICATION 175
LIENHARD NURSING CATALOG GN 60
LIENHARD NURSING APPLICATION 200 ///FOR ENROLLMENT SERVICES USE ONLY///
EDUCATION CATALOG GE 56 NAME:
EDUCATION APPLICATION 200
GRADUATE UNDECIDED BROCHURE GL 200 SIGNATURE:
INTERNATIONAL APPLICATION IA 275 DATE RELEASED:
PRE-ARRIVAL INFORMATION IP
INT'L AFIDAVIT OF FIN. SUPPORT AA
INT'L CONFIDENTIAL STATEMENT JC
INT'L BROCHURE IB 500
ELI ///FOR FULFILLMENT CENTER USE ONLY///
ELI APPLICATION EA 1200
ELI FLYER EH 225 NAME:
PUBFAXFORM DATE PROCESSED:
What is an Indicia?
Indicia are used by Bulk Mailers so the postage does not have to be affixed to every piece of mail. This
allows Bulk Mailers to process mailings faster, more efficiently, and administer costs effectively. All bulk
mailings submitted to the USPS require an indicia.
Indicia can only be used for bulk mailings that have passed a Postal Service certification process performed
by the Automation Bulk Mailing Center. All indicial mail must be accompanied with proper documentation
when it is submitted to the Postal Service.
Types of Indicia and Advantages
First Class Presort Indicia: To use this indicia, there must be a minimum of 500 qualified pieces
being mailed at the same time, all weighing the same. The delivery time for this type of presort is
virtually the same as first class mail (2-5 days) with the savings as great as $.11 per piece.
Standard (A) Non-Profit Indicia: To use this indicia, there must be a minimum of 250 qualified
pieces being mailed at the same time, all weighing the same. The delivery time is one to two weeks.
The savings are as much as $.25 per piece.
Note: 1) In order to ship any bulk mailings, offices must provide their addresses on diskette or via email. Personalized
mail and mailings with labels cannot be shipped as bulk mail, since the mailing list cannot be processed for
Postal certification. Refer “File Formats” on how to format data files or address lists.
2) If a mail piece is going to be sent first class (not presorted) and an indicia exists on the piece, the shipper
must cover the entire indicia with a label or tab. This is the responsibility of the department, not the ABMC.
Outgoing mail with an exposed indicia will be refused by Mail Services. Always consult with the ABMC before
printing indicia on a piece of mail.
First Class Mail
U.S. Postage Paid
Bulk Mailing Users Guide 15
Inserting into Envelopes
The ABMC can insert letters, flyers, brochures, #9 Business Reply envelopes and Business Reply Cards.
Listed below are the ABMC capabilities:
The ABMC inserting machines folds, inserts, and seals using #10 Business envelopes and 6.5” x 9.5”
envelopes. 6.5” x 9.5” is the maximum size for an envelope not requiring manual insertion. Invitation Sized
Envelopes, (A7) cannot be processed by the ABMC. The ABMC can insert up to 6 items into an
envelope. Listed below are examples:
1) 6 sheets of 20 lb. weight paper – separate stacks
2) 6 sheets/brochures/cards – pre-folded and in separate stacks
3) 3-5 sheets of 20 lb. weight paper – collated or in separate stacks
4) 3 sheets of 20 lb. weight paper – collated, pre-folded, or in separate stacks
5) 3 sheets of 20 lb. weight paper – pre-folded with a business reply envelope or card
6) 3 components – cover sheet, business reply envelope/card, or brochure
7) any combination of the above, with less sheets of paper
Personalized (first class mail only)
1) 6 sheets of 20 lb. weight paper – not collated or folded together
2) 3-5 sheets of 20 lb. weight paper – not collated or folded together
3) 1 sheet of 20 lb. weight paper – and a business reply envelope or card
4) Any three components – folded or unfolded, with a personalized cover sheet
Note: Never use staples when creating a mailing. Inserting machines are not capable of handling paper stapled
together. Mailings to be inserted that arrive stapled will be rejected, no exceptions.
Maximum Dimensions for Insertion
The ABMC requires a 0.25 inch clearance is given for both the side and top margins of the outer
envelope. Inserts outside of these margins are problematic to automate and require manual insertion or
outsourcing, which is costly. If several components are required, additional space may be needed, as the
envelope thickness increases with the number of additional inserts.
Equipment Acquisition Update
As of June 1, 2002, the ABMC acquired a six-station inserter allowing for a more productivity. This
machine is unable to handle collated sheets, but accommodates two additional components to go into an
envelope. Piece size and envelope dimension restrictions apply.
Bulk Mailing Users Guide 16
Interoffice Bulk Mailings
The Automation Bulk Mail Center does interoffice bulk mailing by printing an individual’s name,
department and campus on a self-mailer or envelope. Read the following instructions:
• Decide on the type of mailing. A self-mailer or a letter inserted into an envelope.
• For a Self-Mailer, leave a blank face panel on the self-mailer. The ABMC or Document Services folds
the mail piece.
• For a letter to be inserted into an envelope, the ABMC provides a low cost blank envelope (for 2-4
pages, an envelope must be used).
• Mailing list: Human Resources provides a mailing list to the ABMC every pay period with the
o full-time faculty – all campuses
o part-time faculty – all campuses
o full-time staff – all campuses
o part-time staff – all campuses
To target specific campuses, the ABMC can print addresses by campus: Briarcliff, Pleasantville,
Graduate Center, White Plains (Law School), Midtown, New York.
Please indicate on the ABMC order form which campus to target or write “ALL”.
The ABMC does not perform file maintenance for the interoffice lists. Please contact Human
Resources to make changes to the mailing list or if a different group is required.
Note: To have a personalized Interoffice mailing, a General Distribution through University Mail Services can be
provided. Mail Services distributes the message to the community without any addressing or personalization.
An ABMC Order Form is not required for this type of internal distribution. The items to be distributed should
be sent directly to Mail Services, not the ABMC/Fulfillment Center.
The ABMC is capable of addressing a generic title on an internal distribution. For example; “ATTN:
Deans/Department Head/ Chair”. The originating department is responsible for communicating the preferred
wording on the ABMC Order Form.
Bulk Mailing Users Guide 17
Standard Address File Formats
ASCII Delimited Some times called a Comma Separated Values (CSV) file or a
(.txt,.dat,.csv) Commas and Quotes file. Some CSV files do not have quotes
and others have a Tab instead of a comma to separate the
fields. Each record ends with a CR/LF (carriage return,
Samples: “John Doe”, “123 Main St.”, “Apt. 6A”, “New York”,“NY”,”10016”
“Jane M. Doe”,”44 Mormon Coulee Rd”, ”” , ”Larosse”, ”WI”,
Note: ASCII Delimited Text files must have the same number of fields in each
ASCII Fixed - Length Mainframes and minicomputers often use this format. Each
record has exactly the same numbe r of characters. Fields are a
fixed size and are padded with blanks. Usually there is no
separator between records. When using this format, you must
know the exact size of every field, including fields that are not
planned to be use.
Dbase IV Other database software applications such as Paradox, Excel
(.dbf) and Microsoft Access are acceptable.
Mail - Merge Word processor programs that can save mailing data in a
(.doc) secondary file for merging with a form letter. This “mailing
data file” is a usable format for mailing lists.
Note: First save the file with a format of Word using the “Save As” Command.
Bulk Mailing Users Guide 18