How to Use ACC’s Bulk Mail & Postage System

The college has a bulk mail permit. This means that some periodicals and marketing materials mailed through the U.S. Postal Service are eligible for nonprofit postage privileges.

Instructions

Follow these steps to ensure you receive the nonprofit rate when mailing your printed piece.

1. Client needs to submit a marketing service request form to notify the Office of College Relations & Marketing of the intended mailer.
2. OCRM Review & Approval
   • The Office of College Relations & Marketing (OCRM) must review the piece to ensure it meets brand standards and qualifies for the bulk mail permit.
   • Upon approval, the bulk mail permit number will be provided to the client who submitted the Marketing Service Request form, so the client can include it on their requisition. 
3. Client needs to pull a list of intended recipients for the mailer
4. Client should confirm the following with an ACC contracted print vendor. See the full list of contracted, licensed vendors here.
   • Let them know you plan to mail the piece using ACC’s bulk mail permit.
   • Client should request a quote that includes an estimate on the postage cost (this will be provided as a range to you), the quantity, and the mailer specs (ex – 11”x6” postcard) 
   • The print vendor will provide you with a postage estimate based on the size and weight of the piece and the bulk mail rate.
5. Submit a requisition for postage
   • Create a requisition using the postage estimate provided by the print vendor. The supplier for this requisition is USPS and their supplier ID is SUP-00001107. 
   • Requisition Notes: 
     • This requisition needs to be listed as a service, not a good. 
     • This requisition has to be a separate requisition from the print requisition. For example, you will have one PO for USPS and one to the contracted print vendor, not on one PO as two lines. 
     • You must include the following notes on the Internal Memo section of the requisition: 
     • Purchasing will provide a check for the senior mail clerk to deposit to the college’s bulk mail account with the post office.
6. Alert senior mail clerk
   • Inform the senior mail clerk of your mailing, including the number of pieces and the scheduled mail date(s).
   • The senior mail clerk will pick up the check from the Cashiers Office, take it to the post office, and authorize the charge to the college’s bulk mail permit.
     Please note: If the deposit is NOT received by the post office, the mail pieces will be rejected.
7. Confirm with OCRM that the funds have been deposited on the permit.
   • Contact katie.thompson@austincc.edu to confirm funds.
8. Once confirmed, inform the contracted print vendor to proceed with mailing.

Questions?

Contact us at marketing@austincc.edu.