Postage Log and Use of Stamps  The Stamp Postal Register has been revised.  With limited exception, all official University mail must be processed through the University postage meter located in Mail Services, University West, and bear the State of Texas imprint and meter number.  The stamp postal register is for recording the purchase of postage stamps for official university business.  The register must be completed and attached to the ProCard transaction log and/or voucher when postage stamps are being paid for.  During ProCard transaction log reviews, we have noticed inconsistency in the way stamp logs were being maintained and some information was not readable.

The original copy of the log is subject to audit.  As with most things, there are restrictions and exceptions on the use of the postage stamp for official university business:

1. No state funds (fund 1) may be used for the purchase of postage stamps.  Local funds only.

2. Stamps purchased with university funds can never be used for any type of personal mail.

3. Stamps may be used for university invitations and other occasional cards, such as thank you cards and holiday greeting cards.  Postage stamps are not to be used for other University mail unless either exception 4 and 5 below apply.

4. Postage stamps may be used at off-campus sites where a postage meter is not available.

5. Postage stamps may not be used for regular mail after the meter is closed unless true operational emergency exists.  Mail is metered for same day delivery between 8 am-3:15 pm daily.  Mail can be metered after 3:15 pm but it is the department's responsibility to deliver to the post office.