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SUNY Downstate Medical Center
Downstate Depot - Mail Services

Mail Services INFO

Phone: 718-270-1175
Fax: 718-270-2043
MailStopCode: 2000
Email: Mail Services Supervisors
Location: UH B-529 (Enter thru Downstate Depot Reception UH B-530A; UH Basement opposite Medical Records)
Hours:

Mon-Fri 8:30am-5pm, except holidays

Express Mail

UPS, USPS Express Mail, FedEx and Same Day Couriers

All express services are coordinated through Mail Services. Centralization of these services enables all departments to share the available discounts and simplifies the billing process. Departments shall bring the express mail piece to the Central Mail Services unit along with a signed purchase requisition. Contact Mail Services Supervisor (link) or Ext 1175 for guidance in determining (based on your package type, delivery needs, and destination) the most cost effective and expedient express service options available.

United Parcel Service (UPS) is currently the sole New York State OGS contract vendor for Domestic Express and Ground Deliveries and has demonstrated quality performance at lower pricing. DMC Mail Services has been utilizing UPS as our primary overnight Courier Service since August 2010. UPS also provides Express and Economy International Courier Services.

Other courier providers can be utilized with State funds only where specific needs apply such as USPS is used for express service to a USPS Box#, or where UPS service to a specific destination is less reliable, or where an incoming express shipment is being funded by DMC but shipper requires a specific courier.

NOTE: Returns or Outbound Shipments involving State-funded procurement discrepancies or Equipment for repairs and handled by Central Receiving & Stores and must follow the Outbound Shipment procedure. Complete the Outbound Shipment Form.

Express airbill sample instructions - Reference field must use 8 digit State Acct#, full RF Account #, or applicable assigned DMC affiliated entity account#. Sample is a UPS label, but all couriers have similar forms that do change over time.

Using UPS:

  • DMC Mail Services will have UPS shipping supplies and airbill forms available to help DMC Customers transition to UPS Courier Services. See link to UPS Airbill sample instructions below .
  • To ensure next day delivery, bring your UPS envelopes and packages to either:
  1. DMC Mail Services: no later than 4:45pm. Scheduled pick-up time is 5pm.
  2. UPS Drop Boxes for envelopes and small packages must be in the drop box by 5:45pm. Scheduled pick-up time is Mon-Fri ONLY 6pm. UPS Drop Boxes are located at:
    • UHB main entrance- UHB curbside at 445 Lenox Rd.
    • State Garage (135 East 34 Street; inside garage, adjacent to the exit Booth/ Office). This location is recommended for better security!
    • Your box/ envelope must fit in the UPS Drop Box slot.
    • Include your 8 digit State or full RF Account # in the UPS Airbill “Reference Number” field; UPS will not pickup items without a “Reference Number” filled in.

USPS and FedEx: In cases where a destination requires use of alternate couriers,

  • United States Postal Service (USPS): Typically needed for all other express service including overnight mail to P.O boxes as well as Military Service related destinations. Items must be processed by DMC Mail Services.
  • FedEx: Used when an outbound express shipment to destinations where FedEx is the most reliable courier, or where a DMC recipient has agreed to fund the incoming express shipment shipping cost is being paid by DMC department and sender requires use of FedEx. Consult Mail Services in advance for instructions on preparing the FedEx shipping label - DMC's centralized FedEx account number and the internal billing account # funding the expense. The Internal Billing Reference # field MUST begin with the applicable department's 8 digit funding account number paying for the shipment. Shipping labels for DMC's centralized FedEx account are available at Mail Services.

Last pick-up for USPS Express Mail is 4pm SHARP!

FedEx pick-up time is Monday-Friday by 5pm SHARP! There is a FedEx Drop box at Mail Service's Reception Desk entrance (UHB Rm B-530D)..