The University of Texas System Administration complex is serviced by a mail room located in the basement of the Claudia Taylor Johnson Building. The mail room operated from 7:30 a.m. to 5 p.m. during regular System business days and on System skeleton days. Staff in the mail room sort and deliver four daily deliveries from the U.S. Post Office and U.T. Austin campus mail, estimated to be 14,000 pieces of mail a month.
- All overnight couriers deliver and pick up mail from the UT System mailroom located in CTJ Suite B.140E.
- All courier mail will be prepared as usual by each UT System department and given to IKON mail room staff for tracking and shipping during daily mail runs.
- All incoming courier mail will be delivered to the respective departments within one hour of receipt in the mail room. Please call IKON for special requests.
- All incoming courier mail will be tracked by IKON staff.
Ikon Mail Services can be contacted by phone at 499-4286 or via email to: Ikon@utsystem.edu
ALL issues regarding mail services should be reported to David Kruse at Facilities Management via a work request.
Incoming Mail
Sort and deliver four daily mail deliveries from the U.S. Postal Office; and campus mail (U. T. Austin), reports from campus, and interagency mail to approximately 35 departments/stops on the same day as receipt. Estimated to be 14,000 pieces a month.
Sort and deliver approximately 50 newspapers that are centrally delivered daily.
Perform address lookup for mis-addressed or incompletely addressed mail each day. Vendor supplied look-up hardware and software should be used.
Mail Runs
Perform four mail runs per day to approximately 35 departments/stops within the System Complex. System Complex employees are accustomed to receiving mail the same day as receipt by the System Complex mailroom in the following time frames:
8:30 to 9:30,
10:30 to 11:30,
1:30 to 2:30, and
3:30 to 4:30 |
Perform two mail runs per day to U. T. Austin campus to pick up reports and campus mail for distribution at the System Complex, and to make deposits. Perform one mail run per day to the Department of Worker’s Compensation, the UTA Building (OFPC) and the Bauer House. Perform one mail run per day to UTIMCO to deliver deposits and mail.
Outgoing Mail
Receive throughout the day and process domestic and international mail from the System Complex departments: weigh, meter, and sack for pickup by or delivery to USPS by 5:00p.m. on the same day, Monday-Friday, federal holidays excepted. Receive throughout the day from the System Complex departments: campus mail, interagency mail and System mail, sort and deliver these items the same day as receipt, Monday-Friday, federal holidays excepted.
Copy Paper Service
Maintain a stock of University purchased copy paper and deliver the copy paper to the departments within the System Complex, including the UTA Building (OFPC), upon request from the department.
Miscellaneous Services
Perform bulk package delivery between departments at the System Complex as requested by the departments.
Expedite bulk mail drops to U. T. Austin mail room. Bulk mail presort is normally accomplished by the System’s originating departments and/or other subcontractors and may or may not be delivered by them directly to U. T. Austin. In cases where direct delivery to U. T. Austin mail room is not made by a department, IKON will make delivery to the U.T. Austin mail room as part of the next day mail runs to campus. Bulk mail is not metered on-site, but is coordinated through UT Austin mail room under the bulk mail permit held by U. T. Austin.
Perform miscellaneous runs to pick up items related to University business at vendor locations when requested by the Facility Manager.
Who do I contact in the mail room when special instructions need to be given?
The names of the IKON team that will be working at UT System Complex are:
Misael (Alex) Celestino, Site Manager
Nicole Valdez
Mary Volpee
The IKON team can be contacted by phone at 499-4286 or via email to Ikon@utsystem.edu.
Who at UT System oversees the IKON mail room contract employees?
David Kruse, Facilities Manager, Operations & Support Services.
Will IKON help with printer problems?
IKON will perform initial service calls on all printing and coping equipment furnished by IKON. These services should be requested utilizing the Facilities Work Order System.
Can UT System employees place personal, stamped letters in the mail pick-up box for delivery to the post office or postal facility?
Yes, employees may use mail pick-up boxes for occasional, reasonable amounts of personal mail that is properly stamped.
