Mail Policies for AY 20/21
Mail Policies for Fall 2020
Last updated October 2020
AUBG Internal Mail Service
1. Sending documents from BAC, ABF and Residence Halls to the Main Building
Place the documents in a sealed envelope; write down the recipient’s name and the office at the bottom right corner of the envelope. Include your name and office at the top left corner of the envelope.
Leave the envelope in a box labeled “Outgoing mail”, which will be located next to the main entrances of Balkanski Academic Center (BAC) and the ABF Student Center. The mail will be collected between 11:00 a.m. and 11:30 a.m. on Monday, Wednesday and Friday, and will be delivered to the Main Building on the same day. The Purchasing Office will send emails to the respective recipient office with instructions on how and when to collect their mail. Purchasing Office will make arrangements so that the physical contact between staff is minimal.
2. Sending documents from the MB to BAC, ABF and Residence Halls
Place the document in a sealed envelope and write down the recipient’s name and the office on the bottom right corner of the envelope. Include your name and office on the top left corner of the envelope. Leave the envelope in a box labeled “Outgoing mail”, which should be placed next to the entrance of the Purchasing Office. The mail will be collected between 10:00 am and 10:30 am on Monday, Wednesday, and Friday and will be delivered to BAC and ABF Student Center on the same day. The documents will be delivered to the recipients’ offices.
3. Sending documents to Elieff Center / Receiving documents from Elieff Center
Exchange of documents between the AUBG’s buildings in Blagoevgrad and Elieff Center in Sofia should take place via email (scanned copies) and through external mail/courier services.
4. Confidential Documents
The sender of the documents is responsible for ensuring the protection of confidential information.
Receiving and Sending External Mail
1. Incoming mail
Incoming Regular Mail: this mail does not require the recipient’s signature to collect. The recipient will be notified by e-mail by the Purchasing office (firstname.lastname@example.org or email@example.com). Staff can collect their letters daily during working hours but are required to notify the Purchasing Office via email in advance. Students can collect their letters on Wednesday and Friday, from 3:30 p.m. to 5:00 p.m., from the office located immediately after the Main Building’s entrance (left-hand side of the entrance).
Incoming Registered or Express Mail: this type of mail requires the recipient’s signature. The Purchasing Office will inform the recipient by email (firstname.lastname@example.org or email@example.com) to come to the Main Building and receive his/her letter. Staff can collect their letters daily during working hours but are required to notify the Purchasing Office in advance. Students can collect their letters on Wednesday and Friday, from 3:30 p.m. to 5:00 p.m. at the office located immediately after the Main Building’s entrance (left-hand side of the entrance). Be sure to carry a valid ID with you (AUBG card, passport, national ID card).
Incoming Parcels: Try to avoid online purchases since some of them will require customs clearing process. Students will be responsible to self-arrange the customs clearing. Please see below for instruction on customs clearing at the end of this document.
2. Outgoing mail
Outgoing Express Mail (staff) – place the documents in a sealed envelope. Write down the recipient’s name, destination address, phone number at the bottom right corner of the envelope. Write down your name, office, the cost center to be charged, and phone number at the top left corner of the envelope. Leave the envelope in the “Outgoing mail” box in the Main Building, which will be placed next to the entrance of the Purchasing Office. The mail will be collected and sent out daily by the Purchasing Office.
Outgoing Express Mail (students) – documents only – students can use University discounted rates to send 24h express mail. Please send an e-mail to firstname.lastname@example.org for further instruction.
Customs clearing of Private Shipment and Purchases
According to the European law concerning the import of goods to EU countries from none EU country, postal and courier items sent by a legal entity with a value higher than EUR 15 are subject to customs clearance. When the consignor is a physical person (not company), the amount above which the shipments are subject to customs clearance is EUR 45.
The consignee may choose to represent themselves or choose a customs representative.
In case they choose to represent themselves, they must have:
- EORI (Economic Operators Registration Identification) registration - for identification of economic operators and other persons in their interactions with customs authorities;
- a qualified electronic signature;
- valid e-Portal registration for electronic data submission.
In case the consignee wants to be represented by a customs representative, he/she only needs to have an EORI registration.
When the shipment is received by the Bulgarian Postal services, such registration is not required. Bulgarian Post will require a payment document -to be sent to the specified e-mail, it confirms the price paid for the items shipped. This document can be an invoice or electronic statement of payment by e-mail. A signed power of attorney, which is normally located on the invitation slip, should also be sent. Bulgarian Postal services process customs clearing for shipments with a value of less than EUR 1,000.
In cases where the customs representative is another entity (not Bulgarian Post), you will receive full instructions on what will be needed for the customs clearance process.
For goods with value EUR 15 to EUR 150, only VAT is due. When the value of the shipment is over EUR 150, import fees are due according to the specific stuff tariff.
Customs representation is a paid service.
An EORI number can be issued at each customs office within three working days. There is no fee for its issuance. The applicant fills in a form for obtaining an EORI number and submits an identity document.
An EORI number can be also issued electronically through the e-Portal of the Customs Agency: A qualified electronic signature and a valid e-Portal registration are required. More information about the issuance of EORI electronically can be found on the E-Portal of the Customs Agency in the "How to" section.
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