Mail and Package Delivery Standard Operating Procedure

• Campus Mail Services provides mail and package handling across all three UB campuses, five hospital locations, multiple university-owned buildings in Buffalo, and seven residential mailrooms serving 7,500+ on-campus students.
• Off-campus and downtown delivery guidance

• UB does not operate a single central receiving facility. Deliveries are directed to departmental or residential mailrooms based on the address on the shipment.

• USPS: Campus Mail receives daily USPS deliveries for departmental and residential mail. Primary ZIPs: 14261 (Housing), 14260 (North Campus Departmental), 14214 (South Campus).
• Third-party carriers (Amazon, FedEx, UPS, DHL) deliver directly to the address on the package. Campus Mail partners with vendors but do not control their schedules or desktop-delivery practices.

Campus mail recommends the use of departmental mailroom addresses for vendor orders rather than personal/office addresses.

Clear addressing ensures correct delivery. Use the following templates as appropriate for the carrier.

INDIVIDUAL NAME
DEPARTMENT NAME
STREET ADDRESS
BUILDING AND ROOM NUMBER
BUFFALO NY ZIP+4

NAME
RESIDENTIAL MAILROOM STREET ADDRESS
RES HALL NAME ROOM NUMBER/BEDSPACE
BUFFALO NY 14261

NAME
DEPARTMENT
BUILDING AND ROOM NUMBER

• Locate your departmental mailroom and directory via: https://www.buffalo.edu/administrative-services/campus-mail/campus-addressing--guides.html
• Keep LDAP/UB directory information up to date; contact departmental HR for corrections.

• Use ALL CAPITAL LETTERS, no punctuation.
• Minimum 10-point, simple type font, left-justified.
• One space between city and state; two spaces between state and ZIP code.
• Black ink on white or light paper; place address and postage on same side.
• Limit characters per address line to 25 when possible.

• Check your mailroom regularly and monitor vendor delivery notifications.
• Campus Mail sends tracking and package notifications via its tracking software to departmental POCs or individual orderers (Print Services orders) as appropriate.

• Unsubscribe from catalogs and select paperless options when available.
• Update senders when changing addresses.

• Cross out old addresses completely.
• Request replacement folders from Campus Mail when worn.
• Ensure the current name, department, and building are clearly visible.

• Departments are responsible for establishing and maintaining their mailrooms with Campus Mail support.
• Mailrooms generally function as mail stops on route-driven daily or weekly collections and deliveries.
• Campus Mail collaborates with department leaders and Facilities Planning and Management Officers (FPMO) for area-specific needs.
• Most departments are assigned one primary mailroom unless operational needs justify additional stops.

To formally request an update to Mail delivery, please contact campusmail@buffalo.edu

Note: Campus Mail does not stop at every single building, as some buildings do not have mailrooms/stops. See the complete list of mailrooms.

• Report missing items immediately to Campus Mail; do not wait longer 24–48 hours. Campus Mail does not hold packages or flat mail longer than 24–48 business hours.
• Mail and packages that arrive with incomplete or inaccurate addressing will be investigated by staff using UB directory. If the appropriate destination is not found, pieces may be returned to the sender.
• Packages that are left unclaimed in mailrooms for more the 14 days will be brought back to the Campus Mail facility
• Packages that are unclaimed for 30 days are subject to be returned to sender

• Campus Mail scans any scannable packages that enter its facility; most USPS flat mail and inter-campus envelopes will not be trackable.
• Always obtain tracking numbers for important shipments and review carrier tracking before contacting Campus Mail.
• To auto-identify a carrier, enter the full tracking number into a web search.

• USPS mail issues: contact Campus Mail Services.
• Amazon: amzl-address-info@amazon.com
• FedEx (Ground & Home / general): 1-800-463-3339 (1-800-GO-FEDEX)
• UPS: 1-800-742-5877
• WB Mason: Bella.Santana@wbmason.com

1. Mark the item (package or flat mail): "Not for [X Department or building]" and include helpful redirect details.
2. Place the item in your outgoing campus mail area.
3. Drivers will collect and redirect on their regular routes.
4. Contact Campus Mail if redirection is complex or urgent.

• All outgoing mail service requests and billing are handled through Blue Services
• First-time users must register and select a cost approver. Identify cost approver via university financial resources.

1. Complete the online service requisition
2. Print the requisition: View All Requests → select requisition → print.
3. Attach the printed requisition to the physical mail/packages placed in your mailroom for Campus Mail pickup. The printed form is required for processing and reconciliation.

* Outgoing mailings that have physical mail arrive without a printed request form or have an incomplete request form (form will say service project: CM [CID] if incomplete) will be returned to requestor

*Once a request is created that printed form can only be used once. Campus mail will not accept duplicate forms and will contact the requester upon discovery to submit a new request.

*Requests made in ILab that are made but not completed with a printed form and physical mail may be subject to deletion after the end of the month. 

• Requests and billing history are visible in Blue Services under "View All Requests." Contact Campus Mail for billing questions.

• As of Fall 2025, new hardware and software have changed processing workflows and offer discounted USPS label printing for some classes.

• Campus Mail can print USPS Ground Advantage and Parcel Select labels at discounted rates. A service fee offsets labor and supplies; the total charge will not exceed USPS retail rates.

• For shipments of more than ten (10) packages, email a CSV mailing list to campusmail@buffalo.edu for import. Failure to provide a CSV may result in full retail pricing.

• Campus Mail can print customs forms and labels. Required information: detailed content list, estimated value, and recipient mailing address. Attach documentation to the package, include on the printed requisition, or email details to campusmail@buffalo.edu.

• Campus Mail Services hours: 8:00 a.m.–4:00 p.m., Monday–Friday.
• Phone: 716-645-7459
• Email: CampusMail@buffalo.edu

• This SOP supersedes the previous informal guidelines and becomes the official mail and package-handling standard upon approval.
• Any amendments to this document will be subject to re-approval and re-published upon approval
• The document will be made publicly available on the Campus Mail website 

Approver: Pam Hyman, Director of Print and Mail Services
Effective date: 3/1/2026