| Activity: | Accountable Mail - Updated |
| Policy: | Processing Revenue, FIN-TRE-120 |
| Forms: | Accountable Mail Pick Up Request Form |
| Things to Know: | Updates July 6, 2020: Accountable Mail Services Resumes! The Bursar's office reopened for business on July 6, and Campus Mail Services also resumed accountable mail service for needed deposits on the same date. Before you submit an accountable mail request for delivery to another office, please be sure that office is open and accessible for business. Resuming Pickup and Delivery to Your Department Once an office is open and the building is accessible for business, the head of the department or the office manager must contact Mail Services to restart mail service. They will proceed to notify USPS to resume service to the department. Each department will need to contact other independent delivery services such as UPS, FedEx, and DHL to resume pickup and delivery. To notify Mail Services to restart service, please email the following information to iumail@indiana.edu or Bo Shipley, Manager, IUB Mail Services at eshipley@indiana.edu:
Accountable Mail not resume delivery until we are notified to do so by the head of the department or the office manager. March 24, 2020: As of March 24th accountable mail should be held until the end of April 6th. Deposits must be kept in a secure, locked device until deposited. If you have IU Foundation deposits, please mail them to IUF's lockbox rather than accountable mail. The lockbox address is: IU Foundation P.O. Box 6460 Indianapolis, IN 46206-6460 Please share this message with others in your units. Contacts: IUF - Sheila Decker shdecker@indiana.edu Treasury - treasury@iu.edu IU financial policy Processing Revenue, FIN-TRE-120 defines the parameters for depositing funds. Deposits on the Bloomington Campus with the Bursar and IU Foundation are processed by Mail Services Accountable Mail courier. Use the Accountable Mail service pick-up when sending checks or cash from one location to another. (Ex: Dept to Bursar, Dept to Dept for processing, Dept to IU Foundation, etc.) Per the request of the Office of the Treasury/University Budget Office, Mail Services has changed the current accountable mailbags from “Currency” to “Confidential Document”. Please order a new supply and return any unused “Currency” bags. Advise accountable mail users of the following:
The REQUEST procedures in place will remain the same. Departments are required to complete the Mail Service Accountable Mail Customer Authorization Information Form to designate department contacts who will be responsible for Accountable Mail transactions. To obtain a form, email iumail@indiana.edu. Hand delivery by staff members is not an acceptable method for deposit as this does not create a paper trail for auditing purposes. Please update your “Accountable Mail Authorization” forms annually or as often as needed when new staff members are added or removed in your organization. This will allow Mail Services to have the most current and up to date information for auditing purposes. The form can be requested at any time by sending an email to iumail@indiana.edu and can be sent thru campus mail addressed to: Mail Services 2931 E 10th Request Accountable Mail pick-up bags via email from iumail@indiana.edu. To send a request for deposit pickups, see IU Mail Services web site and choose "Accountable Mail Authorization Form" on the menu. We provide the link to the form on the Additional Forms link above. You may want to read the instructions on How to Request/Submit Accountable Mail Pick-Up. For questions about depositing funds with the Bursar or IU Foundation please contact Ruth Harpool, email: rharpool@indiana.edu. For questions about Mail Services's Accountable Mail please send an email to iumail@indiana.edu. |
