Mail Forms & Guides

All incoming USPS accountable mail (Certified Mail, Priority Mail, Priority Mail Express, Insured Mail, mail with a tracking number etc.) (Excluding dorm mail) addressed to the University is received by Mail Services. Mail carriers deliver accountable and regular mail at the same time. Accountable mail pieces require a signature by a department representative and or if none present by the Texas State mail carrier themselves.

Campus Mail is sorted and delivered by name of individual and department. As a result, each department is responsible for forwarding mail received for individuals who have moved or departed.

 For employees who have moved to another department within the University, completely cross out the old address on the mail piece and write "FORWARD TO" along with the department the individual transferred to. Place the item with your outgoing campus mail.

If the new address for an individual is not known, completely cross out the old address on the mail piece and write "RETURN TO SENDER, NO FORWARDING ADDRESS" and place the item with your outgoing mail.

Mail is delivered to and picked up from most University departments once each day, Monday through Friday.

Residence Halls receive one delivery (of inter-campus mail only*) twice a week.

*inter-campus mail is dorm to dorm or dorm to department that does not require USPS paid postage or post mark.

Residence Hall mail with postage is handled separately by a United States Postal Service Carrier they deliver mail directly to the Residence Hall. Residence life may be contacted about dorm mail at 512.245.3705.

Mail Services will only handle Residence Hall mail with postage when the Residence Halls are closed for the summer. That mail will be picked up from the local USPS. It will then be sorted by an employee from the Housing and Residential Life Department and then sent to the appropriate place.

Mail can be dropped off at Copy Cats and the JCK Mail Room and it will be picked up from those locations once a day.

All outgoing off-campus mail must leave Mail Services by 4:00 p.m. to be taken down to the local USPS. Mail that is dropped off after that time will be processed the next business day. It is best for walk ins that bring mail to do so before 3:30 to ensure Mail Services has time to process it same day.

If you receive misdirected mail, mark it as such and place it with the outgoing mail. In addition, notify the mail carrier of the error or you can send an e-mail to mailservices@txstate.edu or call us at 512-245-2293.

For inter-campus mail ensure that each piece includes the recipient’s name and department. Inter-campus department barcode is not needed for inter-campus mail.

Mail to APO/FPO addresses, Guam, and Puerto Rico is considered domestic mail and does not require international postage.

Domestic mail pieces should be bundled with your department barcode* and facing the same direction. It must have complete addresses and return addresses or it will be rejected by the USPS. To avoid using a barcode for each individual piece of mail, you can bundle your mail pieces together and use one barcode per bundle. The barcode is found easier if it is placed on the back of the last mail piece. Many departments even use their barcode label to seal the envelope. Only one barcode is needed per bundle of mail.

If two different departments are sharing the same stationary and using different departmental barcodes other than what the stationary displays Mail Services needs to be informed ahead of time in the interest of all departments involved. This helps avoid confusion and contested charges at the end of the month.

International mail pieces should have the appropriate up to date customs form filled out. Forms must be filled out with blue or black ink. The correct form to be used is determined by the weight of the mail piece.

*Please do not put department barcode in the top right corner of the mail piece this is where postage is applied.

*If a department barcode is needed send a barcode request to mailservices@txstate.edu with your cost and fund number (copy the account manager of your department in the e-mail). You can also have your department barcode made smaller or in a different format by request.

Residence Halls receive one delivery (of inter-campus mail only) twice a week.

Residence Hall Mail with postage is handled separately by a United States Postal Service Carrier they deliver mail directly to the Residence Hall.

University/on-campus mail is mail that originates on campus and has an on-campus destination address. University/on campus mail is delivered no later than the day after it is picked up.

The use of interdepartmental envelopes is strongly encouraged. If stationery envelopes are used for University mail, the sender should provide a return address in the upper left-hand corner of the envelope and write "CAMPUS MAIL" prominently on the envelope where a stamp would normally be placed. If University mail is not in an envelope, the sender should fold and seal the mail piece with tabs or tape.

The address on University mail should be written or printed using this format:

Name

Department Name

Room Number and Building

University Mailing Address for Faculty and Staff

The correct mailing address for University departments is:

(Name)

Texas State University

(Department Name)

601 University Drive

San Marcos, TX 78666-4684

University Mailing Address for Resident Students

(Name)

(Hall street address, box #)

San Marcos, TX 78666-4684

*Residence Hall mail is normally delivered by the Local USPS. The only time Mail Services handles Residence Hall mail is during the summer when dorms are closed.

For questions regarding Bulk Mail please call Jesse Cruz at 512.245.2293.

International mail pieces should have the appropriate customs forms filled out. You may find the customs forms here.

Mail being sent off-campus must conform to USPS standards.

Mail should not contain any item that could injure employees and/or result in damage to metering and processing equipment. Examples of items that should not be placed in envelopes include glass chips, lapel pins, metal pieces, paper clips, pencils, pens, and sand. Staples should not be used to attach mail to an envelope. If an enclosure does not fit properly in a window envelope, an envelope without a window should be used; staples should not be used to prevent slippage of the address from window view.

In addition, mail being sent via the USPS should have a University return address including the department name. Mail that is sent using metered postage should not be placed in red/black envelopes since the postage indicia is red and will not show up on red/black envelopes. When sending Priority Mail® items, it is recommended that customers use Priority Mail® envelopes and boxes, which are available from the USPS.