| Activity: | Accountable Mail |
| Policy: | Processing Revenue, FIN-TRE-120 |
| SOP: | Departmental Deposit, 1.0 (Treasurer) IUPD Cash Pick Up Procedures |
| Forms: | Accountable Mail Pick Up Request Form IUPD Cash Pick-Up Request Form |
| Things to Know: | Updates October 2021 The IU Foundation will resume Accountable Mail operations for deposits beginning November 1, 2021. Please feel free to submit your requests beginning at 9am on 10/29/21. You may contact Martin Leal mleal@iu.edu or Bo Shipley eshipley@indiana.edu with any questions. September 2021 IUPD is still in charge of picking up cash from departments to send to the Bursar. Read IUPD cash pick procedures and the Treasurer's SOP regarding department deposit above. July 2021 Restarting campus operations During the last decade, Campus Mail Service noticed that the volume of mail has decreased significantly to the university as a whole and most units do not need service five days a week. As a result, the delivery schedule will be adjusted starting August 1 to become more efficient. Large departments and buildings that house multiple departments will continue to receive service each day, Monday through Friday. Most units will receive service twice a week on either Monday and Wednesday or Tuesday and Thursday. This may not be ideal for some and Campus Mail asks that you select the two-day delivery option that is best for your department. They will certainly work with you to meet your mail needs. Similar to a semester break period, they will not resume service to your department on August 1 until you contact them and request to do so. Please email Bo Shipley at eshipley@indiana.edu and copy iumail@indiana.edu in your message to resume your campus mail service, select your delivery days, and discuss your other mail service needs. (Campus Mail Service) June 2, 2021: 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 will not resume delivery until they are notified to do so by the head of the department or the office manager. 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 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 pick-up request when sending checks (endorse checks immediately upon receipt) 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 Mail Services's Accountable Mail please send an email to iumail@indiana.edu. |
