FAQs

• What are the UMS working hours?

  Normal office hours are Monday – Friday, 8:00 am to 5:00 pm. UMS is closed when OSU is closed.

  Additional information: The truck transporting mail to the downtown post office leaves at 4:50 pm each day. Mail/USPS packages received after this time will go out the next business day. UPS, FedEx Ground, and FedEx Express outbound will arrive for pickups between 5:00 pm and 6:00 pm. Packages received after the carrier has picked up for the day, will ship out the next business day. All outbound shipments leave UMS between 4:50 pm and 6:00 pm.

• What are the hours that UMS will accept outbound packages and mail?

  If UMS needs to create a shipping label, the package needs to be at UMS no later than 4:30 pm to be shipped that day. Dangerous Goods packages need to be at UMS no later than 3:30 pm to ship the same day.

• Is UMS open when the University is closed?

  No. UMS is only open when the University is open, including fall and spring breaks.

• Can I pick-up my package when UMS is closed?

  When UMS is closed, packages are unable to be picked up.

• Can I use UMS to send personal mail and packages?

  Yes. UMS maintains contracts with carriers that provide shipping rates much lower than what is available at carrier shipping stores. This pricing is available to everyone.

• Is UMS Services limited to OSU faculty, staff, and students or is it open to the public also?

  UMS has been designated a Certified Postal Unit by the US Post Office. Therefore, services provided at UMS are available for everyone. Keep in mind however, that UMS is closed when OSU is closed.

• Can I drop off pre-labeled packages and mail?

  Yes. Packages with preprinted labels such as returns and personal mail will be accepted.

• Can mail/packages be sent internationally? What process should be followed?

  U.S. Postal Service requires an online customs form be completed, printed, and attached to the package. FedEx will need the UMS triplicate form completed along with a detailed list and value of everything in the package. UMS does not have a contract with UPS to send internationally.

• What are Customs Duty Fees?

  Customs Duty is a tariff or tax imposed on goods when transported across international borders. Customs Duty Fees vary based on what is being sent and to what country it is being sent to. As there are over 190 countries that we ship to, UMS CANNOT generate an estimate on how much Customs Duty fees will be because they are calculated different for each country by that country. The SENDER is responsible for paying Customs Duty Fees. University Mailing Services is NOT responsible for Customs Duty Fees.

• What is a suspicious package?

  A suspicious package is defined as a mail item that may be dangerous, cause destruction, or appear threatening. Although OSU is a LOW risk entity for recieving suspicious mail, ALL UMS staff must go through suspicious package training. Should they encounter anything suspicious, they contact the OSU Police Department, rather than delivering to populated areas.

• Can firearms/prescriptions/live animals/plants be mailed outbound/received inbound?

  UMS is not permitted to ship handguns. All handgun shipments must be handled through a Federal Firearms Licensed (FFL) Dealer in accordance with applicable regulations.

  UMS is permitted to ship long guns. The U.S. Postal Service recommends that long guns be shipped via Registered Mail. Ammunition must be packaged and shipped separately from any firearm. Shipment labels and outer packaging should not identify the contents; however, the firearm must be declared to the carrier at the time of shipment.

  Please do not have firearms or other items that could be used as weapons (including swords, machetes, and similar items) shipped to Oklahoma State University. Any such items received will be immediately surrendered to the Oklahoma State University Police Department (OSU PD).

• Are packaging materials available for use?

  Some packing material (bubble wrap) may be available as we recycle, but UMS does not purchase it so supply will vary. UMS does have packing tape, limited reusable boxes and USPS, FedEx, and UPS boxes all available free of charge. Several sizes of envelopes are also available at cost; as well as stamps that can be purchased one at a time, as a book, or by the roll.

• Is there a size limit on packages being shipped? What's the process for packages being shipped over the size limit?
  USPS enforces a maximum weight limit of 70 pounds and assesses additional fees for parcels that fall below this weight threshold but exceed established dimensional criteria. FedEx and UPS permit shipments up to 150 pounds; items surpassing this limit must be transported via freight services. For all freight shipments, departments are responsible for ensuring appropriate packaging and palletizing, as well as initiating a purchase order to cover the associated shipping costs. A Facilities Management Customer Request is required for Moves & Events to retrieve the freight and deliver it to Central Receiving for final processing and shipment.
• Is central receiving the same as UMS?

  While University Mailing Services (UMS) and Central Receiving both operate within Facilities Management Business Operations, the two units function independently. UMS manages all inbound packages weighing less than 150 pounds and strives to deliver items on the same day they are received. Central Receiving processes palletized shipments and any items exceeding 150 pounds, coordinating delivery through the FM Moves & Events team in collaboration with the customer.

• What is the frequency in which packages come in/go out of the UMS facility?
  1. UMS receives inbound packages/mail starting at 8:00 am with the last truck arriving around 11:30 am.
  2. Package deliveries start around 10:30 am with the majority delivered in the afternoon.
  3. Mail delivery starts at 8:00 am and completes around 4:30 pm every day.
  4. Package pickups can occur any time after packages are delivered. A few departments opt for regularly scheduled pickups between 4:00 pm and 5:00 pm.
  5. For outbound USPS mail/packages, the truck leaves for the post office by 5:00 pm
  6. For outbound UPS, FedEx, and FedEx ground, the trucks arrive for outbound packages between 5:00 pm and 6:00 pm.
• Can I pay cash for shipping UPS or FedEx?

  UMS is not a UPS or FedEx retail store, so all shipping amounts provided are estimates rather than final prices. Because the exact UPS/FedEx charges are not available at the time of shipment, payment must be made by credit card, department fund, or Bursar account—cash is not accepted. Once UMS receives the final invoice from the carrier, an adjustment will be made (either up or down), and your credit card, fund, or Bursar account will be charged the final amount at the end of the month.

• Does UMS process money orders?

  Yes, UMS can process money orders. The fee for money orders depends on the amount of the money order. Fee for money orders up to $500 is $2.25. Fee for money orders from $500 to $1000 is $3.60. UMS does not process money orders above $1000 and all money orders much be purchased with cash only. Credit cards are not accepted.

• Does UMS have PO boxes available for rent?

  Yes, PO boxes are available for students, staff, and faculty to rent from UMS annually or by semester. The rental fee is $35.00 annually. If interested, please contact UMS at UMS@okstate.edu or 405-744-5385.

• What is considered Dangerous Goods?

  Dangerous Goods are identified as articles and substances with hazardous properties. Dangerous Goods shipping consultation is available by one of the knowledgeable UMS staff that are certified on this topic.

• Can a bursar account be utilized to pay for services?

  Yes, you’re welcome to charge postage and shipping fees to your Bursar account, use a credit card, pay by money order, or cash. Please note that cash can’t be used for UPS or FedEx shipments (see “Can I pay cash for shipping UPS or FedEx?” section for additional information).