Oct. 3, 2003

Operations
Mail allotment questions answered

With the Oct.1 elimination of penalty mail, Administrative Management is continuing to receive questions on previous regulations. The following information provides clarification:

• Penalty mail slips are no longer required to be included in mailings, Glascock says. As a matter of practice, it is recommended that a business card be included when the correspondence is not a newsletter or not on letterhead.

• Educational assistants may send materials under their own name at the supervisor's discretion.

• Funds must be used for mailing purposes relating to extension programs and business. They may not be used for extension council business. The graphic standards for envelopes apply to all offices.

• The mail allotment may be used to promote fee-based programs, although it is recommended that mailing expenses be recovered through fees assessed for these programs.

• Items sent using the mail allotment should follow the graphic standards, including both the cooperating and non-discrimination statements.

• Penalty mail envelopes may be used if the "official use/penalty for private use" statement is covered, and the return address is replaced with the address from where the correspondence is mailed.

Correction: Offices may order the remaining stock of penalty mail envelopes from Extension Publications. These envelopes are available at reduced prices while supplies last.

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		Eileen Yager, yagere@umsystem.edu Weekly News Editor Last modified: January 08, 2007
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