FASS Daily Mail Distribution

Owned by Sara Yilmaz
Last updated: Mar 13, 2024 by Amy Squires
4 min read

These instructions are for the onsite Administrative Coordinator and Accounts Payable student employees to check and distribute the daily mail for FASS.

FASS Agent Step-by-step guide

FASS Daily Mail Overview

Frequency 


Mail is delivered daily to 1715 Franklin around 10:30 AM each morning

Mail is heaviest the first 10 days of the month

Location

The 1715 mailbox is located in the lobby of the North entrance

The mailbox key for the 1715 mailbox is located in the lockbox in the FASS reception area. 

Questions

Ask the Administrative Coordinator Karina Lake.  Valerie Mickelson (room 172A) is also available to help with invoices, bills, checks, and postage calculations.

  • If there are any weird pieces of mail you have no idea what to do with (catalogs, random mail that Val or Kathleen don’t know what to do with) – stack them on the desk to your right and Karina will go through them

Office Support Specialist Mail Check and Distribution 

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  • Check 1715 mail after 10:30 AM every shift 
    • Grab the mailbox key from the lockbox and check the FASS mailbox
      • Note: there is also an oversized incoming mailbox located below, check that as well
    • Sometimes USPS mail is delivered directly to the FASS front desk, organize and distribute this mail with the rest
  • Distribute mail to 1715 FASS units

  • Organizing Mail

    1. Make sure to put only the mail you received on a given day together
      1. Use a paperclip or binder clip depending on thickness of mail stack
    2. Take a small sticky note and format using the following:
      1. Delivered: [enter the date that this mail stack was delivered]
      2. Scanned: [enter the date you scanned this mail stack]
    3. Place sticky note on the longest side of the mail stack
    4. Place mail stack into “AP Scans” folder in file cabinet
      1. Make sure the stickie note is visible (it doesn’t have the show the date, just make sure you can tell that there is a stickie note there)

    Purging Mail: any mail that is 2 or more weeks old gets tossed!

How to Distribute Mail in 1715 Franklin

Bank Statements

Valerie Mickelson

Unknown/Misc items

Valerie Mickelson

Utilities

(EWEB, Pacific Power, NW Natural Gas, Arrow Sanitary, Coos Bay North Bend, Waste Management, Central Electrical Co-Op)

Directly to AP in room 169

Checks 

Directly to AP in room 169, or placed in check drawer if no one is there to receive them (partner with Karina Lake for information on how to do this)

Paystubs 

these usually come in a medium sized stack of white envelopes bound by a rubber band. They will have various names on them and addresses that are not always local

Elizabeth Seider
Bills and Invoices

The majority of the mail is for FASS Accounts Payable – the mail will be addressed to FASS Accounting, FASS Accounts Payable, or Facilities Services with mail address 6233 University of Oregon. 

See examples of bills/invoices that regularly come in for AP here. 

Give to Valerie Mickelson or the AP person in 169

Big packets from AT&T/FirstNet or Verizon

Valerie Mickelson

Postage due and business reply bundlesValerie Mickelson
FedEx, UPS, DHL, and EDMS invoicesthese need to be re-routed to Rebecca Lucas in Mail Services (normally will be sent to her directly)
FASS Payroll 

Anything addressed to FASS Payroll or individual payroll folks: Kathleen Duberowski, Elizabeth Seider, or Tina Bentley (rooms 172T and 172C)

FASS HR

If the envelope does not specify a specific HR person, you can give it to Melissa Koval otherwise deliver the mail to the specified HR person. 

    • HR: Melissa Koval, Daisy Wu, Jamie Price, Mercedes Rathswohl, or Katie Murray
FASS IT

If the envelope does not specify a specific IT person, you can give it to Justin Porter (172M) otherwise deliver the mail to the IT office (172N).

Mail for other departments in the building

Sometimes mail for other departments in 1715 is put in our mailbox. These need to be put in the correct department’s mailbox also located in the same area.

  • Safety and Risk Services (SRS)
  • Environmental Health and Safety (EH&S)
  • Student Services and Enrollment Management (SSEM)
  • Location and Innovation Lab (LIL or GIS)
  • Duck Rides
  • Institutional Research
  • School of Journalism and Communication (SOJC)
Padded packages for the Prevention Science Institute

Valerie Mickelson


FedEx and UPS packages

Accept incoming UPS and FedEx packages. Make sure the package address is 1715 Franklin or 6233 University of Oregon before signing off

You can deliver the package in person but if there isn't somebody to watch the front desk you can email/Teams message the person and let them know their package has been delivered and to pick it up at the front desk


Send out non-FASS mail using Campus Mail

All mail that needs to go to a different department not in 1715 Franklin can be put in a campus mail envelope, addressed to the correct department, and put in the Outgoing Campus Mailbox.


Scanning Mail for FASS Accounts Payable

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How to Distribute Mail outside 1715 Franklin
Send out using Campus Mail

All mail that needs to go to a different department not in 1715 Franklin can be put in a campus mail envelope, addressed to the correct department, and put in the Outgoing Campus Mailbox.

Note: if it is for FASS Purchasing/Warehouse or a CPFM department, bring it to the FASS front desk. The Office Support Specialist will take it to CPFM during their daily mail check

Elevator Permits

Invoice from City of Eugene: scan and send to fsacctspayable@uoregon.edu 

Anything other than invoice: Design and Construction

Lien notices Jeff Madsen at Design and Construction
Property tax or special assessment invoices Wanita Tiburcio at Design and Construction
Certificates of Liability InsuranceHeather Nunn at FASS Purchasing/Stores
Big packets from ATT&T or Verizon

UOPD accounts/numbers: give to BizOps student to scan and send to Deanna via fsacctspayable@uoregon.edu email. Deanna will write out for Heather what charges go to what index so the PO can be written up correctly. 

Non-UOPD accounts/numbers: Heather Nunn at FASS Purchasing/Stores via campus mail

Scanning and sending AP mail to fsacctspayable@uoregon.edu 

  • Name conventions for documents outlined below
  • Use same name for email subject
  • Scan mail and email to yourself
  • Preparing to send scans to AP
    1. DOUBLE CHECK scans! The whole paper should be visible – nothing cut off or missing
    2. Ensure that you send to: fsacctspayable@uoregon.edu
    3. Refer to “FASS Daily Mail Distribution” sheet for instructions on how to fill in the subject line

Regular invoices

Vendor Name AiM PO# Vendor Inv# date of invoice

E.G. – Christopher Seals Inc PO39482 Inv# 141431 1-18-2023

Note: skip AiM PO#

Utilities invoices (EWEB Pacific Power etc)

Utilities – Vendor Name Acct # Date

E.G. – Utilities – EWEB Acct# 241654-130151 12-6-2022

Note: you can skip scanning and give these to Val directly if she's in the office

Vendor Statements

Statement – Vendor Name Statement dated

E.G. Statement – Jerry’s Home Improvement dated 12-31-2022

Any others

Vendor Name Acct # (if on it) Vendor Inv # Date of invoice