IDS Mail FAQ

The Mail Manifest Form has been developed for IDS to properly account for all USPS/FedEx packages that are being handled for our customers. 

The Mail Manifest Form has crucial information that needs to be entered so all mail and packages are correctly billed and processed. 

IDS is improving procedures for a more robust and efficient shipping process to decrease possible errors in overcharges and unreceived packages.

Getting Started

Who is my IDS Account Manager?

You can reach out to an IDS Account Manager by visiting the Support Contacts web page.

Bill Codes

What is a bill code?

A bill code is a mandatory nine-digit code that may include nine numbers, or a combination of numbers and alpha characters. (I.E: 501002199 or 34THISWAY.) Please contact your department's Accounting Team to verify the bill code you are using is correct/active.

Where do I get my bill code?

If you need a list of bill codes and the associated billing strings for your department, please send an email with your Department Code to DPA_IDSBilling@state.co.us.

How do I know if I am using the correct bill code?

Please contact your agency Accounting Team to verify the bill code you are using is correct/active and if they can help you find the correct bill code for your job request. If you need a new bill code added, a current bill code updated or deactivated, please send an email to DPA_IDSBilling@state.co.us.

How do I get a new bill code?

Please reach out to your agency Accounting Team, they can help you find the correct bill code for your job request. If you need a new bill code added, a current bill code updated or deactivated, please send an email to DPA_IDSBilling@state.co.us.

Mail at IDS

Does every piece of mail sent out need a bill code on it?

Yes. Include all nine digits of your bill code. The bill code should be written or printed under the return address on each piece of mail to be sent. If you have a large quantity of mail, please group your mail (ensuring that it stays together) and ensure the first and last piece of mail have the bill code on it.
All packages (USPS and FedEx) also need a bill code under the return address and on a form, if accompanied with the package.

Why do I need a bill code on my mail?

A bill code is required to process all mail and ensure it is billed to the correct account.

What happens if I forget to add my bill code?

The IDS operators process the mail to the best of their ability. If you do not add your bill code, the IDS team selects the Executive Office of your division as the bill code to be charged.

What happens if I forget to add my return address?

The return address is used to identify your office and correct bill code. Additionally, the Post Office requires a return address in case they need to return the mail.

Do I need to seal my envelope?

Envelopes should be sent to us sealed to ensure your privacy and the efficiency of mailing. If you do not have the capability to seal your envelopes, IDS will seal them for you for an additional fee. As the customer, you assume the risk of items coming out of the envelopes.

Postal Requirements

How do I address an envelope?

Clearly print your return address and the delivery address in the correct spots to make sure your mail is delivered on time. Write the delivery address (the "recipient" address) in the bottom center. Write your address (the "return" or "sender" address) in the top left corner. Add your full 9 digit bill code under your return address. Be sure to seal the envelope and leave room for certified slips or postage to be applied, as needed.

How full can I fill my letter size envelope?

Envelopes must be rectangular and made of paper to qualify for letter prices. Envelopes may be a maximum of 11-1/2" long x 6-1/8" high. (A standard No. 10 envelope is 9-1/2" long x 4-1/8" high.) The envelope needs to stay flat and no more than 1/4" thick (typically this is no more than 8 sheets of folded paper). If the envelope is more than 1/4 inch thing, please use a 9x11 flat envelope.

How full can I fill my flat size envelope?

Envelopes must be rectangular and made of paper to qualify for letter prices. Envelopes may be a maximum of 15" long x 12" high. The envelope needs to stay flat—no more than 3/4" thick.

What are my weight, size, and shape requirements?

Maximum weight for First-Class Mail letters is 3.5 oz; for large First-Class Mail envelopes (flats), the maximum weight is 13 oz. All postcards and envelopes (and flats) must be rectangular. If mail exceeds the weight/ size/ postage requirements, there may be an added surcharge (or postage will be classified by the IDS operators as needed).

Non-machinable envelopes: Unusually shaped mail, like square or vertical envelopes, lumpy envelopes, rigid envelopes, and mail with clasps, string, or buttons, must be hand-canceled. They are charged a nonmachinable surcharge even if they weigh less than 1 oz.

Large mail pieces: Letters that exceed the First-Class standard envelope maximum length, height, or thickness are charged large envelope (flat) prices.

Large envelopes (flats) Treated as Small Packages: Large First-Class envelopes (flats) that exceed maximum dimensions or are rigid, non-rectangular, or not uniformly thick are charged package prices and shipped with USPS Ground Advantage.

Rates

What is the rate if I send mail/ package/ certified?

Go to the IDS rates page.

What are my options for mailing packages?

Packages may be shipped using USPS or FedEx. USPS has Priority Mail, Ground Advantage and Flat Rate packaging. FedEx has Priority Overnight, Standard Overnight or Ground. The cost is dependent on weight and shape of the package and distance it is being sent. (Dave's chart needed).

What is the default way of sending packages if I don't specify?

It is best for the customer to select how they want their package sent. If there is a PO Box address, the package must be sent USPS. Our default method is USPS Priority Mail (includes tracking) and FedEx Standard Overnight.

What is the default way of sending letters if I don't specify?

First class mail USPS.