Mail Services 1700 Market Street Your mail is our business! Service Guide

Transcription

1 Mail Services 1700 Market Street Your mail is our business! Service Guide

2 Table of Contents Deloitte Mail Services: Mission Statement 3 Mail Services Location & Hours of Operation 4 Mail Services Contacts 4 Deliveries to the World Financial Center 5 Internal Services 6 World Financial Center Mailing Address 7 Courier Service 8 Tri-State Area Messenger Service 10 Deloitte Tri-State Pouch Mail Service 11 Outbound U.S. Postal Service Mail 12 Supply Services 13 As used in this document, Deloitte means Deloitte LLP. Please see for a detailed description of the legal structure of Deloitte LLP and its subsidiaries.

3 Deloitte Mail Services: Mission Statement Deloitte s Mail Services is a comprehensive network of mail processing services. We are committed to providing all of our internal and external clients with a premium service that is focused on the accurate, timely and cost efficient processing of inbound and outbound business correspondence. Mail Services operates with a diverse, professional, client focused workforce that s dedicated to service excellence and client satisfaction. Our mission is simply to provide our clients with a service that is Second To None. Your mail is our business!

4 Mail Services Location & Hours of Operation The Main Hub of Mail Services is located on the 3rd Floor of 2 World Financial Center. The hours of operation for this location are 8:00am to 6:00pm. Mail Services also operates Satellites Mail Centers located on the 4th, 8th, 9th and 15th floors of 2WFC Centers as well as the one center located on the 18th floor of 1 World Financial Center. The hours of operation for all of the Satellites Mail Centers are 9:00am - 6:00pm. Mail Services Contacts 3rd Floor Mail Service Center (Main Hub) Help Desk (212) Supervisors Jim Vedral (212) Calvin Peterson (212) Manager Rick Sparrow (212) Satellites Mail Centers 1 World Financial Center 16th 17th 18th Wilkie Bowen (212) World Financial Center 4th Fl. Mike Dejesus (212) th Fl. Bobby Illis (212) th & 8th Fl. Clinton Allen (212) th Fl. Mike Barnett (212)

5 Deliveries to the World Financial Center Mail and other business related materials are delivered to the WFC by the various couriers throughout the day. Due to the high volume of deliveries received at the WFC for all tenants, delays often occur due to security screening and ongoing construction in the area. U.S. Postal Service Mail Inbound U.S. Postal Service Mail is delivered to the WFC at 7:30am and 11:00am Monday through Friday. This mail is sorted and delivered internally by Mail Services during our scheduled mail runs. Courier Service Mail Courier Service Mail is delivered to the WFC by the various couriers (DHL, FedEx and UPS) and by Local Messenger Services throughout the day beginning at 8:00am. When these items are received, they are entered into the Accountable Mail Tracking System and delivered internally to the appropriate recipient by a dedicated messenger, where a signature is obtain upon delivery. The service commitment for internal delivery of these mail items is 90 minutes upon receipt by Mail Services. Internal delivery records (electronic) are maintained for six months. Inbound items can be tracked by tracking number, individual name, and by transaction date. 5

6 Internal Services Mail Services performs two daily mail runs in the World Financial Center for the delivery and pick-up of all in/outbound business correspondence at 9:30am and 3:30pm. Business Correspondence includes the following items: In/outbound U.S. Postal Service Mail In/outbound Interoffice Mail Outbound Courier Service Letters and Packages Note: The time allotted for internal mail distribution may be extended due to the large volume of mail received on Mondays and days following a holiday. No Extended Storage Mail Services cannot store letters/packages for extended periods of time (3 business days) due limited space and the large volume of packages received daily. Last Pick-Up of the Day There is one dedicated mail run that begins at 5:30pm for the pick-up of all outbound U.S. Mail, Interoffice Mail and Courier Service (overnight) letters and packages. Any letters or packages that miss the last pick-up of the day can be dropped-off at the 3rd Floor Mail Center Customer Service counter until 6:00pm. 6

7 World Financial Center Mailing Address To ensure the accurate and timely receipt of inbound letters and packages, make sure you use the correct mailing address for the WFC: Addressing for Success Name: Company Name: Your Location: Building Address: Jane J. Doe (As recorded in the Firm s Directory) Deloitte 2W/08/?? (= Two World Financial Center/8th Floor/??) (Mail Stop# coming soon) Two World Financial Center City, State, Zip: New York NY Phone Number: Required for Courier/Messenger Service Letters and Packages The following format is recommended when addressing outbound U.S. Mail to insure efficient handling and delivery by the U.S. Postal Service. Note: The firm s address should be used for the receipt of Deloitte business related correspondence and materials. All mail addressed to our physical address may be subject to being opened by Mail Services or returned to sender, if we are unable to identify it s recipient or internal destination. For this reason, no personal mail or packages should be addressed to the firm address. 7

8 Courier Service Mail Services uses a variety of couriers to meet the firm s expedited shipping needs. Below is a list of the firm s preferred couriers and their web site addresses, where additional information regarding their services can be found. Overnight Couriers United Parcel Service (UPS) DHL Both UPS and DHL can be used to ship letters and packages to Domestic and International addresses. Both couriers offer similar services such as; Next Business Day Delivery by 10:30am or 3:00pm to all major cities Delivery by 3:00 or 4:30pm to all other cities commercial destinations 2nd Business Day Residential destinations are delivered by the end of day Delivery by 10:30am, 12:00pm or 3:00pm to all major cities Delivery by 3:00 or 4:30pm to all other cities commercial destinations 3-Day Service Ground Service Premium Services Same day Service* Residential destinations are delivered by the end of day Delivery by the end of the third business day. Delivery typically in one to five days depending on destinations Early AM Service* Saturday Delivery *Early AM - Delivery next business day delivery by 8:00am to major cities in the 48 contiguous states. There is a $28.50 surcharge for this service. Please make sure that the recipient office is open at 7:00am to receive deliveries otherwise, it will be redelivered at 10:30am. *Same day Service - Both DHL and UPS offer Same day Delivery Service. This service uses the best available flight 24 hours a day, 7 days a week, 365 days a year. Specific delivery commitment is provided when an order is placed. On-time delivery to every address in all 50 states and Puerto Rico. Prices currently start at $ for the 1st lbs. Outbound Processing On-line Processing Shipping Rate Guide Shipping Supplies All outbound DHL and UPS shipments must be processed using the courier s on-line shipping system. DHL and UPS Rate Guides are available. Both couriers provide free shipping containers, envelopes and boxes. Mail Services also maintain general shipping supplies for your convenience (boxes, poly-lite/tyvek envelopes, tape and bubble wrap). To gain access to the on-line shipping systems, obtain a Rate Guide or get shipping supplies just stop by the Mail Center that services your floor or call the Mail Services Help Desk at x2218 or send an to U.S. New York - Mail Services WFC. 8

9 Courier Service (continued) Deloitte Branch Office Mail Pouches are sent to all Deloitte office locations on a daily basis. Pouch Mail consists of the Following: Inbound U.S. Mail being rerouted for internal clients who have requested that their mail be forwarded to another office. Interoffice mail, outbound U.S. Mail letters and small packages that are collected during our mail runs or dropped-off at the Customer Service Counter. All branch mail is consolidated and sent out via UPS Next Day Air Service. Late Courier Service Pick-up (UPS only) Outbound UPS overnight Letters and Paks (no boxes) can be dropped off at the Deloitte Winter Garden Security Desk until 7:30pm nightly. All outbound Letters and Paks must have a completed UPS CampusShip label attached. Personal Packages Personal letters and packages can be processed using both DHL and UPS on-line systems. A personal credit card must be used for payment. Your shipments will be billed the Deloitte discounted rates. 9

10 Tri-State Area Messenger Service On-demand Messenger Service (Urban Express) is available for rush deliveries within New York City and the tri-state area. This service is available between the hours of 8:00am and 5:00pm or later, provided the recipient will be available to receive your package. Requesting Service To request Tri-state Messenger Service, complete a Tri-state Delivery Slip or contact the Mail Service Center that services your floor or call the Mail Services Help Desk at x2218 to make arrangements. An address label must be attached to each item being sent. Service Commitments: Letters/Packages 10 lbs. or Less (Foot/Bike Messenger) Regular Messenger Service Rush Messenger Service Packages will be delivered within 2 hour or less from the Battery to 96th Street. Packages will be delivered within 1 hour or less from the Battery to 96th Street Letters/Packages 10 lbs or More (Vehicle Service) Regular Messenger Service Rush Messenger Service Deliveries Outside of NYC Packages will be delivered within 3 hours or less from the Battery to 59th Street. Packages will be delivered within 2 hours or less from the Battery to 59th Street. Packages for destinations outside of Manhattan could take three hours or more, please call the Mail Services Help Desk at (ext. 2218) for more information. Delivery Confirmation Delivery information/confirmation can be obtained by calling the Mail Services Help Desk at x2218. After Hours & Weekend Deliveries The Deloitte Winter Garden Security Desk accepts and log-in all inbound Courier and Messenger Service letters and packages received for Deloitte when the 3rd Floor Mail Service Center is closed. If you are expecting a package to be delivered before/after normal business hours or during the weekend, please contact the Security Desk at (212) for information. 10

11 Deloitte Tri-State Pouch Mail Service Interoffice mail/packages are sent between the WFC and the other Deloitte Tri-State offices at the following time: New York City Offices 1 WFC 3 daily round-trips at: 10:00am, 12:00pm and 3:00pm 1633 Broadway 1 daily round-trip at: 9:00am 1633 Broadway 1 daily one-way trip at: 3:30am 25 Broadway 1 daily round-trip at: 10:00am Connecticut, New Jersey, New York Wilton*/Stamford 2 daily round-trips at: 8:00am and 2:00pm Parsippany 2 daily round-trips at: 8:00am and 2:00pm Jericho 1 daily round-trip at: 12:00pm Note: All Interoffice mail for the Wilton office is sent via the Stamford pouch and then forwarded by the Stamford office to Wilton. 11

12 Outbound U.S. Postal Service Mail All outbound Domestic and International Mail items are sent via 1st Class Mail. All postage is applied to outbound Deloitte business related mail by Mail Services. All outbound client chargeable mail items must have a charge code attached to it. Express Mail Service Express Mail service (overnight) is available and must be used for all mail items addressed to a PO Box, FPO or APO address. Note: The courier services UPS and DHL cannot deliver to P.O. Box, APO and FPO addresses. Special Services Other services provided by U.S. Postal Service include: Certified Mail - provides you with a mailing receipt and a record of delivery is maintained at the recipient s post office for two years. A return receipt provides you with proof of delivery and can be obtained for an additional fee. Certified mail service is available only for First Class and Priority Mail. No insurance coverage is provided. A numbered label and completed receipt must be affixed. Insured Mail - you can obtain reimbursement for domestic mail that has been lost, rifled or damaged by having it insured. You can buy insurance in amounts up to $600 for Standard mail. It is also available for merchandise mailed at the Priority Mail or First Class mail rates. Express Mail includes $500 insurance at no extra charge. Register Mail - the registered mail system is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $25,000. Registered mail is the most secure mail the USPS offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by hours. Return Receipt Service - A return receipt is your proof of delivery. It is available for insured, certified, registered and domestic Express Mail shipments. The return receipt identifies the article number, who signed for it and the date it was delivered. It is not necessary to utilize a return receipt on all certified or registered mailings. Be certain to identify your department on any return receipts so that we can route them back to you. Note: All forms for the services listed above must be completed by the sender before the mail items is placed in the outbound mail bin for pickup. All forms are available at the Mail Center that services your floor. Additional information including postal rates, fees and zip Codes can be found on the U.S. Postal Service web site at: Any letters or packages that miss the last pick-up that begins at 5:30pm can be dropped off at the 3rd Floor Mail Center Customer Service counter until 6:00pm. All outbound personal mail items must have the appropriate postage applied by the sender before it s placed in the outbound mail pick-up bin. 12

13 Supply Services Hours of Operation Location: Hours: Supply Services Contact 3rd Floor 2 WFC Main Mail Center 8:00am - 6:00pm Help Line: (212) Supply Services Coordinator John San Pablo (212) In-House Supplies The following is a list of Supplies maintained on site: Deloitte & Touche LLP Deloitte Letterhead Deloitte Services LP Deloitte Tax 4¼ x 9½ Business Reply Envelopes with window/without Window Deloitte Envelopes - WFC 7 x 10¼ Business Reply Envelope without/window 9½ x 12¾ First Class Envelope w/diamond Border without/window 14½ x 19 Plain White Poly-Lite Deloitte Mailing Labels Four 4 x 5 Labels Per sheet (8½ x 11 ) Eight 4 x 4½ Labels Per sheet (8½ x 11 ) Tax LLP Individual & Trust Tax File (Red) Individual & Trust Tax File Deloitte (Supplemental File) (Red) Deloitte File Folders Entity Tax File (Blue) Chronological Correspondence File (Beige) Research & Consulting File (Brown) Deloitte Gift Tax File (Yellow) Billing File (Orange) General Folders Deloitte Permanent File (Gray) Two Pocket Folder (Small, Medium & Large) Retention Jacket (Brown Kraft) Miscellaneous Office Supplies Binders Blue Red 3½ - 2½ - 1½ - 1 3½ - 2½ - 1½

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