Accessory Item – An item that facilitates or enhances the operation of equipment but which is not necessary for its operation.
Accounts Payable – The Accounts Payable (formerly Accounts Payable/Invoice Audit) unit of University Services at Michigan State University establishes the payment of goods through the MSU Purchasing Department procurement system. AP pays in accordance to the terms of the purchase order as negotiated between Purchasing and the supplier.
Ancillary Service Endorsement – A marking used by a mailer to request the new address of an addressee and to provide the USPS with instructions on how to handle mail that is undeliverable as addressed.
AP – Accounts Payable.
AP/IA – Accounts Payable Department, formerly known as Accounts Payable/ Invoice Audit. The Accounts Payable team processes invoices and writes checks on a daily basis.
Acquisition Cost – Purchase price less all discounts plus any trade-in allowance.
Automation-Compatible Mail – Mail that can be scanned and processed by automated mail processing equipment such as a barcode scanner.
Barcode – A series of vertical bars and spaces that represent any numerical series, most often a ZIP Code for the delivery address on a mailpiece.
Barcode Clear Zone – A rectangular area in the lower right part of a letter-size mailpiece that must be kept free of printing and symbols, except for the barcode itself. This requirement allows automated processing machines to read or apply a barcode.
Barcode Read Area – A small area within the barcode clear zone in which the barcode must be printed. This area is defined by the position of the leftmost bar of the barcode and the bottom edge of the bar.
Bulk Mail – Bulk Mail is First-Class or Nonprofit mailings of 200 pieces-Standard mail or 500 pieces- Standard First-Class Presort or more that are sent at a discounted rate, allowing significant savings.
Business Reply Mail – A service that allows a permit holder to receive First-Class Mail and Priority Mail back from customers and pay only for the returned pieces. These pieces must have a specific address and format. Postage and per-piece charges are collected when the mail is delivered back to the permit holder.
Buyer – One of two roles (A) Buyer, an individual who buys or purchases or (B) Purchasing Agent, an individual who buys or purchases for a company.
CAM – See Capital Asset Management.
Caller Service – An optional delivery service provided for a fee at all post offices to customers with large volumes of mail, to customers needing multiple separations, and to customers who need a post office box number address when no post office boxes are available.
Campus Mail – is responsible for pickup and distribution of official university communications on campus. Service is available in a common area within each building where faculty and staff may pick up and leave mail for campus distribution. Use of campus mail is restricted to official university business. Solicitations, political notices, and other personal materials cannot be sent through campus mail.
CampusShip – Outdated term. See UPS Complete View Shipping.
Capital Asset – is a long term asset such as a building, machinery, land or patent, also known as a fixed asset.
Capital Asset Management – CAM tracks and accounts for capital equipment owned by or loaned to Michigan State University.
Catalog – University Services department online catalogue known as Shop at State.
Certified Mail – A service that provides the sender with a mailing receipt. A delivery record is maintained by the USPS. This type of mail must be sent at First-Class Mail or Priority Mail rates. Certified mail may be combined with return receipt service and restricted delivery service.
Code of Ethics – Purchasing professionals must have a highly developed sense of professional ethics to protect their own and their institutions’ reputations for fair dealing. To strengthen ethical awareness, and to provide guidelines for its members, NAEP has long promoted a code of ethics.
Commodities – Goods or services that can be bought or sold.
Complete View Shipping – UPS Complete View™ Shipping gives you a secure and configurable shipping solution. Complete View Shipping requires internet access from your workstations to prepare shipments, print labels and print customized documentation.
Copier Program – Negotiated by Purchasing, the Copier Program brings the latest in copier technology to MSU departments through a managed program providing a fixed price per copy for the length of the contract. The contract is administered through University Stores.
Courtesy Reply Mail – Envelopes or postcards that a mailer provides to its customers to expedite delivery of their responses. The customer affixes the reply postage before mailing.
Delivery Confirmation – A service that provides the date and time of delivery or, if delivery was attempted but not successful, the date and time of the delivery attempt.
Direct Image Labeler – An ink jet operating system that digitally prints address information on postcards, envelopes, catalogs etc. The system can print up to two colors in a single pass with return address and agency logo. A bitmap image is required for logo(s).
Disbursement Voucher – This voucher was designed to simplify payment when a requisition and purchase order are not required because of the nature of the payment. If permissible under university policy, the MSU Purchasing Card or University Stores Open Orders should be used whenever possible.
Distribution Services – is a pickup and redelivery service available from Logistics. Eight or less stackable boxes (no larger than the size of a copy paper box or one hamper load of mail) will be handled free of charge.
Diversity, see Supplier Diversity.
Domestic mail – Mail sent within the country it was created.
EMM – see Event Material Management.
Equipment Rental Program – is a program offered by University Stores to fill temporary or emergency needs for projectors, hampers, whiteboards, pagers and office equipment. A monthly rental charge is assessed and appears on your monthly billing statement.
Equipment Transfer Notice – No longer available, has been replaced through EBS.
Essential item – In Capital Asset Management, an item without which the basic unit of equipment cannot operate.
ETN, see Equipment Transfer notice.
Event Material Management – University Services Logistics provides support services for university conferences, events and exhibits at Michigan State University.
Express – Class for Domestic and International Mail.
Fabricated Equipment – any equipment that: (1) meets the criteria below for equipment and (2) is fabricated, from separately acquired materials and constructed by Michigan State University trades, principle investigator(s), project representative(s) or any combination of these individuals (3) Is a pre-approved project by CG&A.
Face – The side of a mailpiece with the delivery address. Also, to arrange mail in a uniform orientation; that is, with the delivery address facing forward and the postage area positioned in the upper right corner.
FASTforward – A USPS-licensed automated system that updates addresses by matching names and addresses with current change-of-address orders on file. A piece updated with FASTforward can be delivered directly to the new address rather than forwarded from the old address.
First-Class Mail – A class of mail that includes all matter wholly or partly in writing or typewriting, all actual and personal correspondence, all bills and statement of account, and all matter sealed or otherwise closed against inspection.
Flat-Size Mail – A mailpiece that exceeds one of the dimensions for letter-size mail (11-1/2 inches long, 6-1/8 inches high, 1/4 inch thick) but that does not exceed the maximum dimension for the mail processing category (15 inches long, 12 inches high, 3/4 inch thick).
Forward – To direct mail to a new or different address.
Green Card – Previously used to request mail services, the Green Card has been replaced with the Service Request.
Ground Service – Day-definite routine shipment delivery service. (UPS Ground, FedEx Ground)
Hazardous Materials – Hazardous materials include compressed gases, flammable liquids and solids, oxidizers, poisons, corrosive materials, radioactive and biological materials, and dry ice.
Independent Contractors – An individual who performs services, but, by meeting certain criteria, is not classified as an employee. The term "independent contractor" can encompass individuals, partnerships and incorporated or unincorporated companies. An independent contractor is the U.S. citizen or resident alien, company, corporation or individual, who is being hired to perform the work.
Indicia – Imprinted designation on mail that denotes postage payment (e.g., permit imprint).
Insert – A letter, card, or similar item placed inside another mailpiece (host piece).
Insured Mail – A service that provides indemnity coverage for a lost, rifled, or damaged article, subject to the standards for the service and payment of the applicable fee.
International Priority Airmail – is a volume airmail service that provides rapid and economical worldwide delivery for your business. Invoices, direct mail, catalogs, small merchandise packages, business correspondence—virtually all types of mail weighing up to four pounds can be delivered.
Inventory – Previous department name for what is now Capital Asset Management (CAM).
Invoice – An itemized list of goods or services with a stated sum due.
Lease Purchase – A service of University Stores providing a financing option for MSU departments. The program requires a contract of one to five years, but may be paid off at any time by paying the balance (principal plus current month's interest).
Letter-Size Mail – A mail processing category of mailpieces, including cards, that do not exceed any of the dimensions for letter-size mail (that is, 11-1/2 inches long, 6-1/8 inches high, 1/4 inch thick).
Machinable – The capacity of a mailpiece to be sorted by mail processing equipment.
Machine Inserting – Using automated equipment to insert folded documents; it also seals business size envelopes.
Mail Metering – Systems that apply postage printed by a USPS approved postage meter.
Manual of Business Procedures – The MSU Manual of Business Procedures is coordinated by the Office of the Controller to provide information regarding proper university business procedures and fiscal oversight.
Marking – Words or abbreviations printed on a mailpiece that show the class or service of a rate paid.
Meter Stamp – A postage imprint (either on meter tape or as a direct impression) applied in the upper right corner of the envelope, address label, or tag. The type, size, and style of the imprint must be fixed when the postage meter is approved for manufacture by the USPS. For letter-size mail, the imprint must be set in fluorescent ink.
Metered Mail – Any mail class (except Periodicals) with postage printed by a USPS-approved postage meter.
Move Update – Mail Processing can check your address list against the USPS database for customer moves in the last 18 months. Lists should be processed at least once every 185 days to keep your mailing list up-to-date. Standard and Nonprofit mail will not be forwarded without an endorsement on the piece.
National Change of Address (NCOA) – An address correction service that the USPS provides to mailers through USPS licensees.
Non Stock – A term used by University Stores to reference items not kept in inventory in the warehouse. Non Stock items are purchased through the Open Orders Department.
Nonmachinable – The incapacity of a mailpiece to be sorted on mail processing equipment because of size, shape, content, or address legibility. Such mail must be processed manually.
Nonresident Aliens – This is a foreign individual who is not a permanent resident of the U.S. and does not have citizenship.
Office Services – Formerly a department of University Services, now resides with Human Resources.
Open Orders – Supplies not available from the University Stores warehouse stock are bought through the Open Orders Department. Pre-negotiated agreements provide substantial discounts with approximately two hundred vendors.
Optical Character Reader (OCR) – An automated mail sorting machine that interprets the address information on a letter-size mailpiece and sprays the corresponding ZIP Code information onto the piece as a barcode. The OCR consists of a mail feed unit, transport unit, stacker modules, computer with a control system, video monitor, and printer.
Pcard – The MSU credit card that allows for the direct procurement of low-value, small-dollar purchases by faculty and staff.
Parcel – Mail that does not meet the mail processing category of letter-size mail or flat-size mail. It is usually enclosed in a mailing container such as a carton.
Permit – Any authorization required for specific types of preparation or postage payment. Specifically, an authorization to mail without postage affixed by using indicia or an imprint. Payment is made against an advance deposit account that is established with the USPS for postage and services.
Permit Imprint – Printed indicia, instead of an adhesive postage stamp or meter stamp, that shows postage prepayment by an authorized mailer.
Pick-up Request, See Service Request.
PO, See Purchase Order.
Postage – Payment for delivery service that is affixed or imprinted to a mailpiece, usually in the form of a postage stamp, permit imprint, or meter impression.
Postal Numeric Encoding Technique (POSTNET) – The barcode system used on letter-size and flat-size mailpieces for encoding the delivery point information and ZIP+4 code information.
Presort – The process by which a mailer groups mail by ZIP code so that it is sorted to the finest extent required for a discounted mail rate.
Presort Accuracy Validation and Evaluation (PAVE) – A voluntary program in which the USPS tests vendors' presort software and hardware products to determine their accuracy in sorting address information according to USPS standards and producing standardized supporting documentation.
Presorted Standard – The postage rate for Standard Mail (A) pieces that are part of a mailing and that meet minimum volume and preparation requirements.
Pressure Seal – Specially prepared continuous or cut sheet forms are letter folded and sealed by means of high pressure as a self-mailer to be entered into the postal system without the use of an envelope.
PrintOnline – MSU print ordering system for printed materials.
Priority Mail – First-Class Mail that weighs more than 13 ounces and, at the mailer's option, any other mail matter weighing 13 ounces or less. Priority Mail provides expedited delivery. Any mailable matter may be sent as Priority Mail. Priority Mail is a USPS trademark.
POSTNET Barcode – A barcode that represents a series of numbers, such as a zip code.
Purchase Order – A PO is a legally binding document to a specific supplier committing university funds for the procurement of goods and services. All purchase orders are generated from a requisition in the Finance System.
Purchasing Agent – An individual who buys goods or services for a company.
Qualified Business Reply Mail (QBRM) – An automated means of processing and calculating postage plus fees on business reply mail. QBRM pieces must meet certain design specifications and may be eligible for the lowest per piece fee available for BRM and for reduced automation First-Class Mail postage rates.
Receiving – Logistics serves as the central receiving point for the MSU campus. The receiving staff checks in packages arriving on purchase orders, open order releases, and credit card orders as well other official shipments to the university.
Registered Mail – A service where the USPS monitors the movement of the mailpiece from the point of acceptance by the USPS to delivery. Registered mail is the most secure service offered by the USPS.
Relocation Services – Logistics manages relocation contracts for moves of personnel, offices, and special equipment. There is no contract administration fee for these contracts; your department pays only the fees charged by the van line company.
Restricted Delivery – A supplemental mail service that generally limits who may receive an item. This service is available for a fee when used with certified mail, collect on delivery, insured mail, and registered mail.
Second Class – Outdated postal term used for periodical mail.
Self-Mailer – A single or multiple page document prepared to be mailed without the use of an envelope.
Service Counter – Located in the Angell building, the University Stores Service Counter is open Monday-Friday 7:30 a.m. to 5:00 p.m. for sales to MSU departments. Personal sales are also permitted to faculty, staff and students.
Service Request Form – A request for pickup or delivery of items other than campus mail. A Service Request form must also accompany all USPS mail processing transactions.
Shipping – Centralized shipping function in Logistics, reducing the total cost to the university through efficiency, reduced certification costs, and negotiated discount rates.
Shop at MSU, see Shop at State.
Shop at State – The University Stores online catalog for goods and supplies that are stocked in the campus warehouse. EBS Portal Login is required to use the Finance System.
shop.msu.edu – An online store where MSU alums, students and fans can find a variety of MSU and college-branded merchandise and officially licensed apparel and spirit items such as flags, shirts and Spartan pasta.
Showcase Events – Presented in various campus locations, these educational sessions highlight services from Purchasing, University Stores, Logistics, and strategic contract suppliers. Learn about the supply chain, socially responsible procurement, and cost containment at MSU.
Signature Confirmation – A service that provides information to the mailer about the date and time of delivery, including the recipient's signature or the date and time of the delivery attempt.
Single-Piece Rate – A postage rate available for individual pieces of Express Mail, First-Class Mail, Priority Mail, and Standard Mail (B). It is not available for Periodicals except under the rate category of basic. This type of rate contrasts with rates available for bulk mail and presorted mail.
Standard Mail – A class of mail consisting of mailable matter that is not required to be mailed as First-Class Mail or is not mailed as Periodicals.
Standard Mail (A) – Standard Mail matter that weighs less than 16 ounces. It comprises the subclasses of Regular Standard Mail, Nonprofit Standard Mail, Enhanced Carrier Route Standard Mail, and Nonprofit Enhanced Carrier Route Standard Mail. These subclasses include circulars, printed matter, pamphlets, catalogs, newsletters, direct mail, and merchandise. Standard Mail (A) may be sent at presorted rates and at automation rates.
Standard Mail (B) – Standard Mail matter that weighs 16 ounces or more but not more than 70 pounds. It comprises four subclasses: Bound Printed Matter, Library Mail, Parcel Post, and Special Standard Mail.
Stores, see University Stores.
Supplier – Contemporary term for Vendor.
Supplier Diversity Program – The Michigan State University Supplier Diversity Program encourages business opportunities for minority business enterprises (MBE), woman-owned business enterprises (WBE), small businesses and other disadvantaged businesses.
Supplier Refund Checks – Checks occasionally generated by suppliers, they should be forwarded to Accounts Payable for processing. Include information or documentation that will help ensure accurate account distribution.
Tax Identification Number (TIN) – This is an identification number assigned to employers, sole proprietors, corporations, partnerships, nonprofit associations, government agencies, certain individuals and other business entities by the Federal Government.
Tracking System – Logistics has an electronic tracking system similar to UPS and FedEx systems. Logistics drivers capture signatures electronically and utilize bar code technology for online tracking.
University Services – Michigan State University's source for purchasing, logistics, warehousing, accounts payable, and capital asset management.
US, See University Services.
U.S. Resident Alien – This is a foreign individual who is a permanent resident of the U.S. but does not have citizenship and holds a valid green card.
USPS – Acronym for United States Postal Service.
Vendor, See Supplier.
Web Req Lookup – Lookup used for University Services transactions made prior to the EBS implementation.
White Card – Service Request replaces the use of this card for requesting domestic and international mail services.
ZIP (Zone Improvement Plan) Code – Established in 1963, the system of 5-digit codes that identifies the individual post office or metropolitan area delivery station associated with an address. The first three digits identify the delivery area of a sectional center facility or a major-city post office serving the delivery address area. The next two (the fourth and fifth) digits identify the delivery area of an associate post office, post office branch, or post office station.
ZIP+4 – An enhanced code consisting of the 5-digit ZIP Code and four additional digits that identify a specific range of delivery addresses. The nine-digit numeric code, established in 1981, composed of two parts: (a) The initial code: the first five digits that identify the sectional center facility and delivery area associated with the address, followed by a hyphen; and (b) the four-digit expanded code: the first two additional digits designate the sector (a geographic area) and the last two digits designate the segment (a building, floor, etc.).
ZIP+4 Barcode – A nine-digit POSTNET barcode consisting of 52 vertical bars.