Bulk Mailings

From time to time, you may need to send large quantities of mail via USPS. Before you get too far into the planning stage, it is wise to contact the Mail Services Supervisor to discuss your mailing arrangements. The Supervisor can help ensure your mailing program is cost-effective, efficient and timely.

Brochures and Newsletters

If you are going to design a brochure or newsletter to mail, please contact Mail Services prior to completion to determine whether the material can be processed through KU's mail processing system.

Processing Bulk Mail thru KU Print Center/Alphagraphics

To process bulk mail through the KU Print Center, your department must send the KU Print Center/AlphaGraphics your mailing list and project details to: printcenter@kutztown.edu.

At that point, the KU Print Center/AlphaGraphics will send you an email notifying you of the postage costs and project charges. They will copy Mail Services (mailservices@kutztown.edu) on this email. After this occurs, your department will need to send Mail Services your cost center and description of mailing for a budget transfer.

Please note that this process may take up to 3-4 weeks.

Bulk Mailing Processing Steps When Using an Outside Printing Vendor

To send a bulk mailing through a self-chosen printing vendor, you must send the vendor your mailing list and project details. You must ask the vendor to provide you with an email that documents the postage costs and project charges. Please ensure they copy Mail Services (mailservices@kutztown.edu) on this email.

You must then create a purchase requisition in Source Point for the printing vendor charges ONLY. The postage costs will be handled by a budget transfer to Mail Services. To initiate the transfer, you must send Mail Services the cost center & description of mailing for the budget transfer. 

After the vendor or department delivers the materials to KU Mail Services, Mail Services will deliver the materials to the Post Office along with the required paperwork. You will also need to send the invoice for the vendor to apinvoice@kutztown.edu with the PO number and “OK to pay” on it along with an authorizing signature.

Please note that this process may take up to 3-4 weeks.