Purchasing and Business Services Manual (PUR)

Effective: 11/1/2004

Revised:11/1/2005

PUR 401–09: Postage Stamps

Purpose

To provide for occasional urgent mailings from university departments

Sources

Purchasing and Business Services

Background

Mail processed through ASU Mail Services is monitored for a valid ASU return address and proper departmental agency/org before expending ASU postage funds. University Mail Services takes advantage of the lowest postal discounts for the university by consolidating mail into one central location.

Policy

Departments or individual employees acting on behalf of a department may not purchase postage stamps via the Internet or establish electronic postage usage via the Internet on behalf of ASU. This prohibition ensures that ASU postage funds are used for ASU business mail only.

Stamps should be used by campus departments only for occasional urgent mailings after the campus Mail Services Department is closed. Direct purchase of postal materials and/or postage from the U. S. Postal Service or other outside vendors should occur only under extraordinary circumstances and requires advance written approval of Mail Services before purchase is made.

Procedure

All stamp purchases are to be ordered through Mail Services using the Stamp/Postage Order Form. The form should be completed to include stamp quantity, denomination of stamps, and justification for stamp usage.

For larger stamp orders, the postage must be applied by Mail Services, which has equipment to affix postage stamps to large mailings. The Mail Processing Request Form, the mailing material, and the Stamp Order Form are to be submitted to, approved by, and processed through ASU Mail Services for auditing purposes.

See the Stamp Policy Procedures in the forms section of the Purchasing and Business Services Web site.

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