UCD Directives

UC DAVIS: Mail Division

July 16, 1997 

TO:  DEANS, DIRECTORS, DEPARTMENT CHAIRPERSONS AND CAMPUS/UCDMC 
        ADMINISTRATIVE OFFICERS 

FR:  Al Pencin 
     Manager 

RE:  MAIL DIVISION/DEPARTMENTAL BILLING ID NUMBERS 

The Mail Division will continue to recharge postage and delivery services 
to the 4-Digit Billing (Blanket) ID numbers previously established with the 
Mail Division prior to the implementation of DaFIS.  Your mail will NOT be 
processed using the new 7-Digit DaFIS account number, as our existing 
computerized recharge system is currently unable to accommodate this 
change.  Departments will need to either retain or establish a 4-Digit 
Billing ID number for mailing services.  If you did not do a one-to-one 
conversion from the preexisting A11 Accounting System to the new DaFIS 
system, or have made any change to your Billing ID, please contact the Mail 
Division by July 25 so we can update our data base prior to our monthly 
close of accounts on July 31.  An invalid Billing ID number will result in 
a significant delay in the processing of your outbound mail. 

To notify the Mail Division of an appropriate Billing ID for mail charges, 
departments must complete the Service Request Form, Exhibit A, located in 
Policy & Procedure Manual, Section 310-15, Mail Services.  Departments may 
establish more than one ID number, but must generate at least $20 per month 
in postage recharges to each new number.  Outbound mail must bear the 
4-Digit Billing ID number in the upper left-hand corner of each envelope. 
With large mailings, only the top piece need be identified.  Departments 
are required to separate outbound mail for each Billing ID number. 
Additional mail bags will NOT be issued for this purpose. 

If you have any questions, please contact either our Dispatch Production 
Supervisor, Terry Chase, 752-7680 or Al Pencin at 752-9181. 

97-093 

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