Note: The postmaster, manager, or supervisor must monitor these claims for recurrences.
152 Stamps by Phone
By calling 800-STAMP-24 (800-782-6724), customers may order stamps and make purchases with Visa, MasterCard, or Discover credit cards. This toll-free number is available 24 hours a day, 7 days a week. There is a service charge, and stamps are delivered by mail within 3 to 5 business days.
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16 Consumer Services
161 Overview
A key to effective retail management and delivery services in the Postal Service is a responsive, working relationship with the public. The public expects timely and consistent service at affordable rates.
Customer Experience Insights data indicates that a prompt response to and resolution of customer complaints will increase customer satisfaction with the complaint handling process.
Postal Service employees are to provide a timely, customer-friendly, and professional resolution to customer complaints. A prompt response and resolution of customer complaints will increase customer satisfaction and loyalty.
162 Scope
The following, or their designees, are responsible for implementing these requirements and for informing assigned personnel about local procedures for responding to or forwarding complaints received from customers:
a. Headquarters office of Consumer Advocate.
b. Vice presidents, Area Operations.
c. Customer Service and Sales district managers.
d. Plant managers.
e. Consumer and Industry Contact (C&IC) managers.
f. Postmasters and station or branch managers.
g. Postal Service employees delegated responsibility for handling complaints.
163 Source of Complaints
The Postal Service receives complaints from business and residential customers through the following sources:
a. Walk-in (person-to-person).
b. Telephone contact.
c. U.S. Postal Service Web site, http://www.usps.com.
d. Calls to the U.S. Postal Service toll-free number 800-ASK-USPS (800- 275-8777).
e. Written correspondence.
f. Congressional inquiries.
g. Headquarters referrals.
h. Postal Regulatory Commission (PRC).
i. Postmaster General (PMG) inquiries.
j. Office Inspector General (OIG) inquiries.
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164 Responsibility
164.1 Headquarters Management
Headquarters Office of Consumer Advocate is responsible for establishing requirements and measuring compliance with complaint handling and resolution procedures in Management Instruction PO-160-2002-1, Complaint Resolution and Proper Use of Notice 4314-C, We Want to Know. 164.2 Field Management
The following managers must ensure compliance with complaint resolution procedures and resolve complaints within their areas of responsibility:
a. Vice presidents, Area Operations.
b. Customer Service and Sales district managers.
c. Plant managers.
d. Consumer and Industry Contact managers.
e. Postmasters and station or branch managers.
f. Postal Service employees delegated responsibility for handling complaints.
164.3 Consumer and Industry Contact Managers
As the initial point of escalation, Consumer and Industry Contact managers must do the following:
a. Research and resolve service requests, including service request referrals from Headquarters.
b. Help with escalated service requests from the local Post Office and Customer Care Center.
c. Provide guidance or instruction to the local Post Office to help ensure that customer issues are handled timely and service requests are properly closed.
d. Report the complaint, initial contact and on-time resolution trends to district leadership.
e. Monitor and review closed service requests to ensure quality closure and timely handling of customer service requests.
f. Oversee District compliance with the complaint handling process including the PRC, PMG, OIG, Congressional, and political mail campaign complaints processes.
g. Work with the manager, Business Mail Entry, to research and resolve political mail campaign complaints.
164.4 Postmasters and Station or Branch Managers
Postmasters and station or branch managers must also do the following:
a. Ensure that their offices comply with complaint resolution procedures. b. Ensure that all employees who come in contact with the public on a regular basis (e.g., sales and service associates, city and rural carriers, supervisors, installation managers) have at their workstations enough of Notice 4314-C, We Want to Know, for customers.
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c. Prominently display Notice 4314-C in lobbies and box sections, business mail entry units, and other customer service areas at all times. d. Maintain one or more Customer Complaint Control Logs (see Exhibit 165.3).
e. Investigate and take corrective action to resolve complaints by contacting and working with other functional areas of the Postal Service, if necessary.
f. Establish and maintain a complaint file.
Note: Other Postal Service employees, especially retail clerks, are to provide the customer with a Notice 4314-C or refer the customer to the appropriate functional area.
Postmasters and station or branch managers must follow the Consumer Advocate Complaint Guidelines outlined below:
a. Assign responsibility for checking Customer 360 (C360) three times a day.
b. Contact the customer within 24 hours and acknowledge the issue. c. Research the details of the service request.
d. Contact the customer and inform them of the resolution to their service request.
e. Ensure that someone is accountable for resolving the service request. f. Monitor and provide follow-up on closed service requests to ensure quality closure and timely handling of customer issues. 165 Procedures
165.1 Required Time for Action
Follow the procedures in the chart below to ensure that the necessary actions are performed within the indicated time frames:
Required Time Action
Initial
Contact
Within one business
day of receiving the
complaint.
Acknowledge complaint via customer’s
preferred communication method (e.g.,
telephone call, email, letter or personal
contact with the customer).
Final
Resolution
Whenever possible,
customer concerns
should be resolved
within three business
days.
Send a final response to the customer via
their preferred communication method
(e.g., telephone, email, letter, or personal
contact). The final response must be
comprehensive and describe how the
problem was corrected.
**C360 Service Level Agreements are assigned by the system. 165.2 Exception to Final Response Requirement
The final response time in section 165.1 does not apply to complex customer complaints that will take longer than 3 business days. The service request progress and associated resolution activities must be documented in the Feed View of the service request. Notify the Consumer and Industry Contact manager via email as required.
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165.3 Maintaining Customer Complaint Control Log
Maintain one or more Customer Complaint Control Logs (see Exhibit 165.3) at every office to ensure a timely response to customer complaints and to facilitate routine analysis of complaint activity. Include the following information in the Customer Complaint Control Log:
a. Office name and ZIP Code.
b. Customer name.
c. Company name, if applicable.
d. Customer address.
e. Customer telephone number.
f. C360 service request number or tracking number, if applicable. g. Subject of complaint.
h. Type of initial contact (e.g., telephone, letter, email, personal). i. Type of final response/resolution (e.g., telephone, letter, email, personal).
j. Date received.
k. Suspense date.
l. Assignment of responsibility for suspense and resolution of the complaint.
m. Date closed.
Note: See Exhibit 165.3.
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165.3 Postal Operations Manual
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Exhibit 165.3 Customer Complaint Control Log
Customer Complaint Control Log Office Name: ZIP Code: Customer or Company Information eCC Case No. or
Tracking No.
Subject
Type of Initial
Contact
C=Postcard
T=TelephoneL=Let Name
Date Received
Suspense Date
Assigned To
Date Closed Address or Email Telephone No.
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165.4 Complaint Resolution
165.41 Complaints Resolved Immediately
If a complaint received over the telephone or in person is resolved immediately, document the contact in the Customer Complaint Control Log. 165.42 Further Investigation Required
When local postal management cannot resolve a complaint immediately, they are required to provide the customer with a point of contact and a time when the customer will be contacted with the investigation results. 165.5 Processing Complaints
165.51 Complaints Made in Person
When a customer walks in to a local Post Office with a concern, the Postal Service employee should do the following:
a. Listen and apologize on behalf of the United States Postal Service. b. Thank the customer for taking the time to report their concern. c. Record the customer’s complaint(s) on Exhibit 165.3, Customer Complaint Control Log, or in the appropriate system to ensure a timely response and the routine analysis of complaints. When recording the complaint, the following information must be included:
(1) Customer name.
(2) Company name, if applicable.
(3) Customer address.
(4) Customer telephone number.
(5) Source of complaint.
(6) C360 service request number or package tracking number, if applicable.
(7) Type of contact.
(8) Type of final response (e.g., personal, telephone, email, and letter).
(9) Date received.
(10) Suspense date.
(11) Assignment of responsibility for suspense and resolution of the complaint.
(12) Specific actions taken to resolve the service request. d. Within 3 business days, research a resolution and communicate it to the customer. If unable to successfully resolve within 3 business days, document case progress and associated activities in C360 service request.
e. If the customer is not satisfied with the resolution, follow the escalation process for resolution.
165.52 Processing a Written Complaint
When a Postal Service employee is processing a written complaint, the employee must transfer all vital information from the customer’s letter to the Attachment 3
165.53 Postal Operations Manual
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Customer Complaint Control Log (see Exhibit 165.3). The employee must do the following:
a. Contact the customer to acknowledge receipt of the complaint using the customer’s preferred communication method identified in the correspondence (e.g., telephone, email, or letter).
b. Review the written correspondence from the customer. c. Investigate and prepare a written response within the Service Level Agreement.
d. Responses should:
(1) Be in a professional format;
(2) Address all the customer’s issues; and
(3) Include the responder’s name, title and contact information. e. Whenever possible, resolve the complaint within three business days. f. Document the complaint on Exhibit 165.3 or enter it in the appropriate system to ensure a timely response and the routine analysis of complaints. When recording the complaint, the following must be included:
(1) Customer name.
(2) Company name, if applicable.
(3) Customer address.
(4) Customer telephone number.
(5) Source of complaint.
(6) C360 service request number or package tracking number, if applicable.
(7) Type of contact.
(8) Type of acknowledgement (e.g., personal, telephone, email, and letter).
(9) Type of final response (e.g., personal, telephone, email, and letter).
(10) Date received.
(11) Suspense date.
(12) Assignment of responsibility for suspense and resolution of the complaint.
(13) Specific actions taken to resolve the service request. (14) If a service request is created in C360, scan the customer’s correspondence and attach it to the C360 service request. (15) If documenting on the Customer Complaint Control Log, complete the log and file the customer’s correspondence for one year in accordance with record retention policy.
165.53 Processing a Complaint Made by Telephone
When processing a customer’s complaint made by telephone, the Postal Service employee must document all vital information of the customer’s Attachment 3
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complaint in the Customer Complaint Control Log. The Postal Service employee should do the following:
a. Answer promptly, within three rings and with courtesy. b. Thank the customer for calling the United States Postal Service. c. Identify your office name and your name.
d. Listen and apologize on behalf of the United States Postal Service. e. If you’re unable to resolve the complaint during initial contact, document the complaint on Exhibit 165.3 or enter it in the appropriate system to ensure a timely response and routine analysis of complaints.
When recording the complaint, the following must be included:
(1) Customer name.
(2) Company name, if applicable.
(3) Customer address.
(4) Customer telephone number.
(5) Source of complaint.
(6) C360 service request number or package tracking number, if applicable.
(7) Type of contact.
(8) Type of final response (e.g., personal, telephone, email, and letter).
(9) Date received.
(10) Suspense date.
(11) Assignment of responsibility for suspense and resolution of the complaint.
(12) Specific actions taken to resolve the service request. f. Establish a time you will contact them again and follow-up with the accurate information. Assume ownership of YOUR customer — do NOT transfer calls, if possible.
g. Whenever possible, resolve the complaint within three business days. h. Thank the customer for using the United States Postal Service. 165.54 Processing USPS.com and 800-ASK-USPS Complaints via C360 When responding to customer complaints assigned from USPS.com or 800- ASK-USPS, Postal Service employees must follow these instructions when processing the complaint:
a. Contact the customer within 24 hours of receipt of the complaint, acknowledge the issue, and resolve it, if possible.
b. If unable to resolve the complaint during initial contact, document the follow-up with the customer and resolve by the Service Level Agreement. If unable to successfully resolve within 3 business days, document service request progress and associated activities in C360. c. Adhere to the customer’s preferred communication method indicated in the service request, as customer contact is vital to customer satisfaction.
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165.6 Postal Operations Manual
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(1) Email responses should:
(a) Address the customer’s complaint;
(b) Be in a professional letter format (use the email templates in C360); and
(c) Include the responder’s name, title, and office name. (2) Telephone contact should be entered via the Log a Call feature in the Feed View - the service request, including the:
(a) Name of the person you spoke with, and
(b) Actions taken for resolution.
(3) If contact is not made after three telephone attempts, document all contact attempts in the Post Section of the Feed View of the service request.
d. Send the customer a customer contact letter or email, attach a copy to the service request and complete steps to the resolve the service request.
e. Provide adequate and accurate comments about the actions taken to resolve the customer complaint in the Post Section of the Feed View of the service request.
165.6 Headquarters to Field Referrals
The following procedures and duties apply to administrative handling of complaints:
a. The Consumer and Industry Contact manager is responsible for headquarters referrals. They should follow the Consumer Advocate Complaint Handling Guidelines.
b. Field offices must respond within the assigned suspense date established by the Consumer and Industry Contact manager. c. Customer will be contacted by the Consumer and Industry Contact office to acknowledge receipt of the complaint from Headquarters for investigation and resolution within one business day.
165.7 Government Inquiries
Postal Service employees should process inquiries from legislative and executive branch officials as follows:
a. Follow the procedures in the Administrative Support Manual, 338. b. Process inquiries regarding service to a postal customer in the area served as written correspondence. These inquiries must receive prompt and conscientious attention.
166 Complaint Escalation Process
The escalation of a service request should only occur if the initial point of contact cannot achieve resolution to the customer’s satisfaction. The following outlines the escalation process for a customer complaint:
a. Consumer and Industry Contact.
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(1) The Consumer and Industry Contact (C&IC) office receives and handles customer complaints that have not been resolved by the local Post Office:
(a) After two complaints are reported on the same issue; (b) When the customer doesn’t receive a callback, as
requested; or
(c) Anytime the customer feels the local Post Office cannot handle their problem.
(2) If the C&IC office receives customer complaints which they cannot resolve, the C&IC office escalates the complaints to the next level within the district.
b. District Marketing Manager.
c. District Manager.
d. Area Management.
167 Customer Contact Guidelines
167.1 General
This section provides guidance on how to handle complaints effectively. It does not provide final answers. Absolute rules cannot be established for handling complaints. In each service request, judgments must be based on the specific circumstances of how the problem can best be resolved. Each complaint should be given individual treatment. Every individual complaint is important to the customer and to our organization. Not only can a complaint to the Postal Service identify operational problems, it also provides an opportunity to turn a customer who is dissatisfied into an understanding, informed, and satisfied consumer. Conveying a concerned attitude is an underlying factor in successfully resolving complaints. The recommended approach is to follow these guidelines:
a. If the problem was the fault of the Postal Service, an apology should be automatic.
(1) To the customer, the person answering the complaint represents the entire Postal Service.
(2) The customer should be advised that the Postal Service regrets any inconvenience.
b. The customer is entitled to know why there was a problem. (1) The customer has, after all, paid for a service that apparently was not received.
(2) Most people are responsive to a reasonable explanation. c. It is the responsibility of the Postal Service to inform customers of the proper application and use of postal rules and regulations. (1) A customer may have misunderstood the rules and regulations and should not be criticized for any lack of knowledge in this respect. An apology for the misunderstanding should be
automatic.
(2) If possible, explain why the rule or regulation is in effect.
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167.2 Postal Operations Manual
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d. Impress upon the customer that the Postal Service is taking steps to ensure the problem does not occur again.
e. The customer is helping the Postal Service by complaining. A complaint does the following:
(1) It suggests where improvements can be made, and
(2) It helps to spotlight little problems before they become big ones. f. Let the customer know that the Postal Service wants to be of help and that we encourage further contact if there are any problems in the future. Emphasize to the customer our concern about the quality of mail service.
Note: If a particularly difficult problem is encountered, consult higher level management about the best way to handle the complaint. 167.2 Receiving Complaints
167.21 In Person
Employees should always greet customers courteously, introducing themselves by name and title. Personal visits (walk-in customers) usually involve critical, time-sensitive issues that require immediate action. General guidelines for handling walk-in customers include the following:
a. Discuss the customer’s mail problem in a private, uncluttered area, away from the public.
b. Alert the Postmaster or supervisor they have a customer that needs their assistance.
(1) Make the customer comfortable.
(2) Let the customer explain the problem without unnecessary interruptions.
(3) Accept whatever evidence the customer offers to substantiate the complaint.
c. Tell the customer how long you think it will take to get back with an answer if the problem cannot be resolved immediately.
(1) Describe the actions you plan to take.
(2) Do not make promises or guarantees that you may not be able to keep.
167.22 By Telephone
Employees should always answer telephone calls promptly, courteously, and clearly. The standard guidelines for handling all incoming telephone calls include the following:
a. Assign the responsibility for answering the telephone every day to at least two employees (clerk and/or supervisor).
b. Ensure all calls are answered within three rings.
c. Thank the customer for calling and greet him or her with a “Good morning” or “Good afternoon,” as appropriate.
d. Identify your office, department, and provide your name.
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e. Offer assistance by using the phrase “How may I help you?” Then go through the following steps:
(1) Identify the issue;
(2) Answer the question if you can. If you cannot, document the inquiry on Exhibit 165.3, Customer Complaint Control Log. (3) Establish a time you will contact them again.
(4) Follow-up with accurate information.
f. Before ending the conversation, thank the customer for calling and offer to be of assistance in the future.
167.23 By Letter
Postal Service employees responsible for handling written customer complaints must contact the customer within one business day (24 hours) by email, letter, telephone call, or personal contact.
167.3 Resolving Customer Complaints
167.31 General
A delay in responding to customer complaints will result in a poor customer experience. A quick response lets the customer know that the Postal Service cares, which results in a positive customer experience. Customer complaints can be addressed in person, by telephone, via email, or by letter. 167.32 In Person
Postal Service employees who are responsible for responding in person to customer complaints should do the following:
a. Upon completion of the investigation, you may arrange an appointment with the customer to discuss the results of the investigation. b. Thank the customer for bringing the matter to our attention and provide contact information for any future issues.
167.33 By Telephone
Postal Service employees who are responsible for responding by telephone to customer complaints should proceed as follows:
a. Upon completion of the investigation, telephone customers to inform them of the findings.
(1) Some customer problems can be answered best by letter, but in many service requests a telephone call will suffice.
(2) Be friendly and informative.
(3) Discuss the findings with the customer.
b. End the conversation by:
(1) Thanking the customer for bringing the matter to our attention, and
(2) Providing the customer with contact information for any future issues.
Attachment 3
167.34 Postal Operations Manual
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167.34 By Letter or Email
Postal Service employees who are responsible for responding in writing to customer complaints should proceed as follows:
a. Upon completion of the investigation, write to customers to inform them of the findings.
(1) Responses should be concise, grammatically correct, and address the customer’s concerns.
(2) Assistance may be obtained from the district Consumer and Industry Contact manager.
b. The written response must be comprehensive and either:
(1) Correct the problem, or
(2) Explain to the customer why the problem cannot be corrected. c. Written responses should end with a paragraph that:
(1) Thanks the customer for bringing the matter to our attention. (2) Provides contact information for any future issues. d. All responses should be professionally typed and without error. Letter responses must be prepared on official Postal Service stationery. e. If the complaint was referred by another office, provide the originating office with a copy of your letter or report so that the service request can be closed at that level.
168 Measurement of Effectiveness and Benefits
168.1 Effectiveness
Management monitors the quality and timeliness of complaint resolution by conducting reviews of the following:
a. Customer Insights performance.
b. Consumer Affairs field audits.
168.2 Benefits
The Postal Service expects these benefits from reviewing the complaint resolution process:
a. To improve customer satisfaction with the complaint handling process. b. To establish accountability for effective resolution of customer complaints.
c. To identify and correct service deficiencies that cause complaints.
Note: Postal Service managers are never to be criticized or disciplined based solely on the number of complaints reported. 169 Other Consumer Services
169.1 General
Reports of postal offenses and requests for information regarding the mistreatment of mail are handled as outlined in the following sections.
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169.2 Reporting Postal Offenses
Follow the instructions in the Administrative Support Manual, 22, for employee reporting. When criminal or serious postal offenses are indicated or suspected, discuss allegations with the Inspection Service. Report immediately any of the following unlawful acts to the Postal Inspection Service:
a. Theft of mail from any authorized mail receptacle.
b. Obstruction, interception, tampering, or rifling of mail. c. Possible theft, raising the amount (alteration), or counterfeiting of money orders.
d. Assaults on customers by employees or information concerning assaults on employees.
e. Attempts to manipulate or defeat postal currency changers or postal vending machine equipment.
f. Receipt of obscene correspondence or advertising material from foreign or domestic sources.
g. Presence of narcotics and dangerous drugs in the mail. h. Libelous, threatening, or extortionate correspondence. i. Presence of concealable firearms, switchblade knives, motor vehicle master keys, intoxicants, poisons, chemicals, inflammable materials, abortifacients, and contraceptives in the mail.
j. Complaints pertaining to customers’ failure to receive merchandise or services ordered by mail.
k. Complaints pertaining to customers alleged to have been defrauded by schemes through use of the mail.
169.3 Requests for Information Regarding the Mistreatment of Mail, Claims and International Inquiries
Mistreatment of mail is a general term that encompasses loss, rifling, and damage to mail. Encourage customers to report instances of mistreatment of mail, even for cases with no provision for payment of indemnity. The particular form and procedure for reporting mistreated mail depends on such factors as:
a. The type and content of the mail, and
b. The origin of the complaint or discovery.
Exhibit 169.3 summarizes these distinctions and provides references to more detailed explanations. The forms needed to process customer complaints and to make reports regarding mistreated mail include the following:
a. Label 97, Rifled Parcel.
b. PS Form 673, Report of Rifled Parcel.
c. PS Form 1000, Domestic Claims.
d. PS Form 3760, Parcel Search Request.
Attachment 3
169.4 Postal Operations Manual
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Exhibit 169.3
Mistreated Mail Reference Table
Mail Description Form Used Instruction/Reference
Inquiries/Complaints Initiated by Customers
1. Government Checks None Advise customers to contact the issuing agency.
2. Serious Losses None Report to inspector-in-charge. See 169.2.
3. Federal Income Tax Related Mail:
a. Ordinary and Registered None Advise customers to contact the field office of the Internal Revenue Service for their area.
b. Certified Mail None Check PTS
Mail Exchanged within the United States:
1. Ordinary None
2. Registered PS Form 1000 See DMM.
3. Insured PS Form 1000 See DMM.
4. Certified Mail None
5. COD PS Form 1000 See DMM.
International Mail: See IMM, Chapter 9.
1. Ordinary None
2. Registered:
a. Loss None Advise customer to contact International Research Group at 800-222-1811 to initiate an inquiry.
b. Damage/Rifling None Advise customer to contact International Research Group at 800-222-1811 to initiate an inquiry.
3. Insured None Advise customer to contact International Research Group at 800-222-1811 to initiate an inquiry.
4. Certified Mail None
5. COD * None
Damages Discovered by Postal Service
1. Parcels separated from wrapper PS Form 3760 See 169.3.
2. Parcels, rifled PS Form 673 See 169.3.
Label 97 See 169.3.
*This service is not available.
169.4 Other Requests for Information (Inquiries and Claims) Formal inquiries concerning claims, tracers, refunds, or postal offenses must be reported in accordance with instructions contained in DMM P014 and S010 for customer reporting, and ASM 22 for employee reporting. For requests concerning Registered Mail articles, insurance, money orders, and nondelivery of mail, the appropriate forms follow:
a. PS Form 1000, Domestic Claim or Registered Mail Inquiry. b. PS Form 2855, Claim for Indemnity — International Registered, Insured, and Priority Mail Express.
c. PS Form 6401, Money Order Inquiry.
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17 Public Services
171 Voter Registration, Polling, and Absentee Balloting 171.1 Voter Registration
Voter registration may be conducted on postal premises only with the approval of the postmaster. A postmaster may approve voter registration requests provided that all of the following conditions are met:
a. The registration must be conducted by government agencies or nonprofit civic leagues or organizations that operate for the promotion of social welfare but do not participate or intervene in any political campaign on behalf of any candidate for any public office. b. Absolutely no partisan or political literature is available, displayed, or handed out. This includes photographs, cartoons, and other likenesses of elected officials and candidates for public office.
c. Voter registration is permitted only in those areas of the postal premises regularly open to the public.
d. The registration must not interfere with the conduct of usual postal business, postal customers, or postal operations.
e. The organization will provide and be responsible for any equipment and supplies.
f. No contributions are solicited.
g. Access to the workroom floor is prohibited.
h. Voter registration activities do not become permanent but are limited to an appropriate period before an election.
171.2 Polling
171.21 Approval and Criteria
Approval to use postal premises as a polling place is given by the Postmaster General or designee. A request to use a postal facility will be considered only if the facility is the only reasonable available place for voting in the area and the following conditions are met:
a. The facility must be used as is and must not be materially altered to accommodate machines, voters, or workers.
b. The Postal Service will not provide any assistance in the installation or removal of items needed for voting or in the polling process itself. c. Voting must not interfere with normal postal business. d. Voter entrances and exits must be arranged to ensure the security of the mail.
e. Workroom floor space may not be used for voting.
f. Local law enforcement officials must agree in advance to enforce Postal Service regulations governing conduct on postal premises and all applicable state and local laws during the voting.
Attachment 3
171.22 Postal Operations Manual
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g. The state or local government must agree in advance to reimburse any costs incurred by the Postal Service for additional security, utilities, or building operations necessary to allow the use of the facility for voting. h. There must be an absolute prohibition against the display or distribution of any political literature, badges, insignia, or posters on Postal Service premises, including parking areas. This provision does not deprive employees of their rights as stated in Employee and Labor Relations Manual (ELM) 663.1.
171.22 Requests
Submit polling requests to Retail Operations, Headquarters, through the area manager, Customer Service Support, no fewer than 60 days before the election. A request must include complete details addressing each of the above conditions and a statement that there are no suitable nonpostal facilities available. These procedures are intended to provide for the use of postal premises where they are truly needed for voting and, at the same time, to ensure that there is no disruption of postal services. 171.3 Absentee Balloting Materials Not to Be Detained
Except as provided in ASM 274, absentee balloting materials must not be detained or treated as unpaid mail. The materials must be promptly dispatched and delivered to the addressees. Questions about possible abuse or impropriety must be referred to the RCSCs.
172 Selective Service Registration
172.1 Purpose
To assist the Selective Service System (SSS) with its registration effort by providing space in lobbies of classified Post Offices, stations, and branches for registration materials. Contract postal units are not involved. 172.2 Scope
With only limited exceptions, the requirement to register with the SSS applies to all male U.S. citizens and male aliens aged 18 through 25 residing in the United States. That includes undocumented workers, recent parolees, and applicants for asylum. Handicapped men must also register. 172.3 Request for Materials
In the Interagency Agreement with SSS, the Postal Service agrees to stock, provide, and display Selective Service Registration forms and materials. The following is a list of the required registration materials that can be obtained through the Material Distribution Center at Topeka, KS, and should always be available in the lobby.
a. SSS 1M, Registration Form.
b. SSS Form 2, Change Of Information.
c. SSS Lobby Poster 46, Read It. Fill It. Mail It.
d. SSS Display Box 45, Plastic Display Box.
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Check stock several times a week to make sure adequate supplies of the SSS 1M, Registration Form, are on display at the service table areas or behind the counter.
Note: Order SSS/Postal Service Registration Handbook as needed by writing to:
SELECTIVE SERVICE SYSTEM (OPR)
1515 WILSON BLVD
ARLINGTON VA 22209-2425
SSS Brochure No. 10., Selective Service, will not be maintained in our lobbies and will no longer be available through the Material Distribution Centers. Registrants may only request Brochure No. 10 by writing to:
CONSUMER INFORMATION CENTER
PUEBLO CO 81009-0001
172.4 Registration Procedures
There are just a few simple steps in the registration process:
a. Direct the prospective registrant to the counter display or the Display Box 45 at the service table area where he may retrieve an SSS 1M, Registration Form, which he uses to register. Or if forms are kept behind the counter, give him an SSS 1M, Registration Form, which he uses to register. b. If asked by the prospective registrant, instruct him to complete the form according to the directions on the form and mail the form (with the proper postage) himself directly to Selective Service’s address shown on the SSS 1M.
c. If a prospective registrant has specific questions about registration, he should be directed to call Selective Service’s Information Office at 1-888-655-1825. All other inquirers may be directed to
1-847-688-6888.
173 Assistance to Government Agencies
173.1 Criteria
The Postal Service may assist federal agencies in making their services available to the public in areas where there is an unfulfilled need for such services and where they can be provided without detriment to postal operations. Such assistance is provided under terms and conditions, including reimbursability, as the Postal Service and the head of the agency concerned deem appropriate. The services may be provided by retail employees and through the use of postal lobbies.
173.2 Types of Services
A table of services provided by the public service assistance programs of the Postal Service may be found in the ASM, chapter 4. Some of these programs include the following:
a. Sale of migratory bird hunting and conservation stamps. b. Acceptance of passport applications.
c. Distribution of food coupons.
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18 Postage Meters
181 Licensing and Mailings
181.1 Description
Postage meters are devices that can print one or more denominations of postage and display the amount of postage used and the amount remaining.
A meter locks when no postage or minimal postage remains. A meter generally must be taken to the licensing Post Office to be reset by payment of additional postage. Avoiding the payment of postage by misusing a meter is punishable by law. DMM 604.4 contains the general rules governing the use of meters.
181.2 Approved Meters
Postage meters are available only by lease from authorized manufacturers as listed in DMM 604.4. The Postal Service holds manufacturers responsible for the control, operation, maintenance, and replacement of their meters. 181.3 Licensing
An applicant wanting to be licensed to lease and use a meter must provide an original signed PS Form 3601-A, Application or Update for a License to Lease and Use Postage Meters, to the Post Office where the applicant plans to deposit mail, to a meter manufacturer’s representative, or to the National Customer Support Center under the Centralized Meter Licensing System (CMLS). The procedures in DMM 604.4 must be followed for licensing meter customers, including the procedures for transferring and relocating meters. 181.4 Meter Stamps
Only the meter stamp designs authorized in DMM 604.4 may be used. Meter stamps must be legible and not overlap. Those that are illegible or overlapping do not count when determining postage paid. Fluorescent ink is mandatory for meter imprints on letter size mail. When meter strips are to be printed on tape, Postal Service-approved tape must be used. DMM 604.4 contains standards for the content of the meter indicia (such as date of mailing and Post Office of mailing).
181.5 Mailings
Mailers must follow the appropriate standards for the class and rate of mail and those in DMM 604.4 when preparing metered mail for mailing, whether single-piece rate mailings or presorted or automation rate mailings. 182 Setting
182.1 General Standards
Before delivering a meter to the licensee, the meter manufacturer must take the meter to be set, sealed (if applicable), and checked into service by the Post Office where the meter is to be regularly set or examined, unless the Attachment 3
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meter is serviced through the on-site meter-setting program. DMM 604.4 contains the rules for setting meters.
182.2 Procedures
For updated instructions on meter setting, installation, withdrawal, and examination, Post Offices should refer to the Postal Bulletin or contact Metering Technology Management at Postal Service Headquarters at the following address:
METERING TECHNOLOGY MANAGEMENT
US POSTAL SERVICE
475 L’ENFANT PLZ SW
WASHINGTON DC 20260-6801
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2 Philately
21 Philatelic Policies and Procedures
211 Policy
Employees should familiarize themselves with the national policies governing the release, sale, and discontinuance of postage stamps and postal stationery. These policies are established by Stamp Services at Headquarters. The policies governing philatelic products are also administered by Stamp Services. Uniform application of these policies provides a high degree of integrity to the entire program. All Postal Service employees and contractors must comply with the policies and procedures in this chapter. The guidelines are as follows:
a. Postage stamps and postal stationery items depict the cultural and historical heritage of the United States. They describe the nation’s achievements; portray the country’s natural wonders; instill pride in America; and focus attention on causes, issues, and interests of national concern. The Postal Service encourages the widespread use of these stamps and stationery items to promote national ideals, progress, and heritage.
b. Stamp products are designed and promoted to expand interest in both the use of the mail and the hobby of philately (stamp collecting) by demonstrating the fun of stamp collecting and historic value of stamps. c. Postal Service employees should refrain from intentionally creating philatelic rarities.
212 Stamp and Stationery Subjects
212.1 Selection
Subjects for postage stamps and postal stationery items may be proposed by the public through written correspondence to the Citizens’ Stamp Advisory Committee (CSAC). The committee is responsible for evaluating the merits of all stamp proposals. CSAC is composed of individuals from outside the Postal Service whose backgrounds reflect a wide range of educational, artistic, historical, and professional expertise. CSAC members are appointed by the postmaster general. After reviewing suggestions submitted by the public, CSAC recommends both subjects and designs for stamps and postal stationery items to the postmaster general, who makes the final selections.
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212.2 Criteria for Eligibility
The U.S. Postal Service and the members of the Citizens’ Stamp Advisory Committee (CSAC) have set the following basic criteria to determine the eligibility of subjects for commemoration on all U.S. stamps and stationery:
1. U.S. postage stamps and stationery will primarily feature American or American-related subjects. Other subjects may be considered if the subject had significant impact on American history, culture or environment.
2. The Postal Service will honor extraordinary and enduring contributions to American society, history, culture or environment.
3. U.S. stamp programs are planned and developed two to three years in advance. In order to be considered, subject matter suggestions should be submitted three or more years in advance of the proposed stamp.
4. Living people will not be considered at the present time. As of 2018, proposals for a deceased individual will be considered three years following the individual’s death.
5. A memorial stamp will be issued honoring U.S. presidents after they are deceased.
6. Events of historical significance will be considered for commemoration on anniversaries in multiples of 50 years.
7. A balance of stamp subjects that includes themes of widespread national appeal and isgnificance will be considered for commemoration. Official postal cancellations, which may be arranged through the local postmaster, may be requested for significant local events or commemorations.
8. Commemorative postage stamps will be issued at intervals of 50 years from the date of the state's first entry into the Union.
9. The stamp program commemorates positive contributions to American life, history, culture, and environment; therefore, negative occurrences and disasters will not be commemorated on U.S. postage stamps or stationery.
10. Due to the limitations placed on annual postal programs and the vast number of locales, organizations, and institutions in existence, it would be difficult to single out any one of the following for commemoration:
government agencies, localities, non-profit organizations, associations, and similar entities. Stamps or stationery items will not be issued to honor religious institutions or individuals whose principal achievements are associated with religious undertakings or beliefs. However, these subjects may be recognized with commemorative postmarks.
11. Stamps may be issued for the five active-duty branches — Air Force, Army, Navy, Marines, and Coast Guard. This includes Reserve/Guard components of the current organizational structure. Stamps for the major service academies will be considered on a case-by-case basis for 50-year anniversaries (or multiples thereof).
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212.3 Submission
Ideas for stamp and stationery subjects should be submitted at least 3 years in advance of the proposed date of issue. This allows the committee enough time to consider the idea and to design and produce the stamps, if the subject is approved. Send ideas for stamp subjects that meet the criteria to the following address:
CITIZENS STAMP ADVISORY COMMITTEE
C/O STAMP DEVELOPMENT
US POSTAL SERVICE
475 L’ENFANT PLAZA SW, ROOM 3300
WASHINGTON, DC 20260-3501
212.4 Approval and Design
Once a subject is approved, the Postal Service relies on design coordinators to help select artists who will then execute the designs. The Postal Service does not review or accept unsolicited artwork from the public. 213 Distribution and Requisition of Accountable Paper
213.1 Stamp Distribution Offices
All Post Offices generally receive initial supplies of new stamp issues without having to requisition them. Stamp products, such as the annual commemorative stamp yearbooks and the Postal Service Guide to U.S.
Stamps, are generally distributed automatically to stamp distribution offices (SDOs). These distribution destinations must:
a. Establish a program for distributing new stamp products to associate Post Offices and replenishing existing stamp products.
b. Ensure that less-than-bulk quantities of stamps are supplied to all Post Offices so the stamps can be placed on sale in accordance with instructions issued in the Postal Bulletin. SDOs requiring additional stamp products should requisition them from their accountable paper depository. All other Post Offices should requisition stamp products from their SDO or their usual source of supply for less-than-bulk orders. 213.2 Accountable Paper Custodians
The accountable paper custodian or other individual in charge of the stamp stock at each Post Office is responsible for requisitioning and maintaining an adequate inventory of stamps, postal stationery items, and other stamp products required for efficient and effective operation. This individual should periodically evaluate demand and, when necessary, forward a requisition for additional stock to the designated supply source. All requisitioning must be in accordance with the procedures given in Handbook F-1, Post Office Accounting Procedures, section 420. When necessary, accountable paper custodians may reduce the quantity of stamps received automatically to reduce costly overstocking and subsequent destruction. To request a change for quantities of stamps, send a memorandum to the designated SDO.
Attachment 3
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22 Retail Sales Policy
221 General
221.1 Sales Channels
Stamps, postal stationery items, and stamp products are sold at Post Offices and various postal retail facilities described in this section. Most of these facilities have regular stamp windows, and some are designated as philatelic centers. Philatelic centers sell current stamps and philatelic products. Some Post Offices provide specialized philatelic services and sell the full range of stamps and philatelic products offered by the Postal Service. These facilities, as well as Stamp Fulfillment Services (SFS), are referred to collectively as philatelic centers. SFS in Kansas City, Missouri, is a central facility that services mail, telephone, and Internet orders for postage stamps, including philatelic quality stamps and other philatelic products. 221.2 First Day of Issue Sales
Only the Post Office or offices designated as official first day of issue offices or as first day of sale offices may sell new stamps and stationery items on the first day of sale. New issues will be placed on sale nationwide on the next business day following the first day of sale; although, there are special cases where new issues are placed on sale nationwide on the first day of issue. 221.3 Withdrawal From Sale
Notices about the withdrawal of stamp, stationery items, and philatelic products are published in the Postal Bulletin. The notices give effective dates for removing the items from sale.
221.4 Stamps for Philatelic Products
Stamps that are withdrawn from sale but are incorporated into philatelic products, such as mint sets or stamp collecting kits, may be sold at philatelic windows, Postal Service stores, philatelic centers, and SFS. 221.5 Exceptions to Sales Policies
Stamp Services may, at its discretion, establish exceptions to the sales policies. Exceptions applicable to Postal Service outlets are announced in the Postal Bulletin.
222 Regular Stamp Windows
222.1 Definition
Regular stamp windows are retail stations in Post Offices that accept mail and sell stamps, stamped stationery, and stamp-related products. They also may offer other services, such as money order sales, meter setting, and parcel shipments.
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222.2 Sales Policy
222.21 Commemorative Stamps
Commemorative stamps are printed in limited quantities, and Postal Service outlets should strive to sell all commemorative stamp stock. Commemorative stamps may not remain on sale after the official date of withdrawal from sale.
Stamp Services announces withdrawal dates in the Postal Bulletin. 222.22 Plate Number Blocks and Marginal Markings (All Stamps) 222.221 Description
Plate number blocks are generally located on each corner of a pane of stamps with a plate number or numbers printed in the margin (selvage). Plate number blocks may include as few as four stamps where a single number appears, or as many as 20 where interest extends to other marginal markings. Various kinds of markings may appear on the selvage of stamps printed in sheets in addition to the plate number, such as the Postal Service copyright notice, or other subject-related informational inscriptions or other Postal Service slogans.
222.222 Setting Aside Plate Number Blocks
Retail associates must break panes of stamps for regular sale purposes as follows:
a. Tear stamps from the edge of the pane farthest from the plate number or marginal markings in order to preserve the plate block for collectors.
Whenever possible, tear stamps from sheets of a single stamp design on an as-needed basis, one at a time.
b. Set aside quantities of plate blocks or marginal markings as the panes are broken during regular sales transactions, but do not set them aside in advance.
222.223 Minimum Purchase Requirements and Sales Limitations The following is a list of the minimum purchase requirements and sales limitations for plate number blocks and marginal markings:
a. When the retail associate has a broken pane of stamps from which the plate block or other marginal marking has been sold and when no plate block or other marginal marking has been set aside, the following minimum purchases must be made by customers wanting the plate block or other marginal marking:
Denomination Minimum Purchase
1 cent to current First Class,
first ounce rate
Full marginal strip of stamps (two
rows deep having all marginal
markings)
Above First Class, first ounce rate
to $1.99
Half marginal strip
$2.00 and above Block of four stamps
Note: There are no minimum purchase requirements when a retail associate has only full panes of the requested stamp in stock or a broken pane that contains the plate block or other marginal marking. First Class rate sheets of se-tenant stamps are sold in full format only.
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b. Limitations to sales are as follows: Each customer for whom a pane is broken is limited to one marginal strip ($.01 to $0.58), a half marginal strip ($0.59 to $1.30), or a block of 4 stamps ($1.31 and above) for each stamp subject, per day. It is necessary to place a limit on individual sales of plate blocks and other marginal markings so that the philatelic stock available at Post Office windows may accommodate as many collectors as possible each day.
c. Customers requesting more than the maximum permissible purchase in denominations of the single-ounce, First Class Mail rate should be asked to inquire on another day or to contact SFS (844-737-7826). 222.23 Coil Stamps
Regular retail windows should not open and break coils of stamps, except for newly issued stamp coils, which may be opened and sold in less-than-full coil quantities, subject to the following limitations:
a. Sales of newly issued coil stamps in less-than-full coils are restricted to a 1-month period beginning with the authorized first day of sale for each particular stamp issue.
b. These sales are further restricted to a single stamp window at each location designated by the postmaster to conduct such sales. c. Coil stamps bearing fractional denominations must be sold in multiples that reach full cent amounts.
d. Stamps remaining in partial coils after the sales period expires are sold at regular windows for postage.
222.24 Precanceled Stamps
Stamp collectors may buy precanceled postage for philatelic purposes.
There is no limitation on the sale to collectors of full coils of each of the precanceled denominations available. Purchases may be made in person or by mail by nonpermit holders for philatelic purposes only. Collectors may not mail matter bearing precanceled postage if they do not have a permit to use precanceled postage at the Post Office where the mail is presented. 222.25 Meter Postage
Customers may buy meter postage and postage-due meter postage for philatelic purposes from Post Offices that have been assigned postage meters. Meter postage and postage-due meter postage may not be issued for any amount less than the First-Class Mail, single-piece rate. Postage and mailing center (PMC) strips may be sold for philatelic purposes at the current, First-Class Mail rate only. Postage validate imprinter (PVI) strips are not meter stamps and may not be sold for philatelic purposes. 223 Dedicated Philatelic Windows
223.1 Definition
A dedicated philatelic window is a lobby window designated to sell stamps, stationery, and other related philatelic products. Other postal services are ordinarily not available at these dedicated philatelic windows, which are to be identified as such, so that customers desiring other services are directed to Attachment 3
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the appropriate windows. Many of the same items sold at designated philatelic centers are also sold at dedicated philatelic windows. For philatelic centers, see part 224.
224 Philatelic Centers
224.1 Definition
Philatelic centers are retail areas or self-contained facilities separate from the lobby window positions. These centers display and sell, with a few exceptions, all current postage stamps, stamped stationery, and related philatelic products, including commemorative stamps, definitives, regular-issue stamps, coils, international rate stamps, booklets and booklet panes, packets of stamped embossed envelopes, postal cards, message reply cards, and aerogrammes. The SFS is also a philatelic center. 224.2 Sales Policy
224.21 Plate Number Blocks/Marginal Markings (All Stamps) The sales and disposition policies described in 222.22 apply except as follows:
a. Retail associates may sell to each customer one matched set of four marginal strips for any stamp in stock. There are no limitations on the sale of plate blocks of stamps having denominations greater than 1 dollar.
b. SFS may, however, sell at face value any quantity of marginal strips of stamp issues.
224.22 Coil Stamps
Philatelic centers may open coils of stamps as requested. To guarantee receipt of a plate number on coils, the following minimum purchases are required:
a. Precanceled stamps: 25 stamps.
b. $1 denominations or greater: 5 stamps.
SFS may offer plate numbers on coil strips that vary from the minimums noted above.
224.23 Precanceled Stamps
The sales policy described in 222.24 applies except that coils of precanceled stamps may be opened for the sale of individual stamps to collectors. 224.24 Meter Postage
Customers may buy meter postage and postage-due meter postage for philatelic purposes from Post Offices that are assigned meters. Meter postage and postage-due meter postage may not be issued for any amount less than the First-Class Mail, single-piece rate of postage. PMC strips may be sold for philatelic purposes at the current First-Class Mail rate only. PVI strips are not meter stamps and may not be sold for philatelic purposes.
Attachment 3
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224.25 Stamp Credit (Accountability)
224.251 Stock Levels
Philatelic centers should maintain a good working level of stamp stock, stationery, and stamp products to meet the needs of collectors and to encourage interest in philately. Therefore, postmasters may maintain a postage stock of up to $125,000 for each philatelic outlet at their office. This stock may be in excess of normal authorized stock limits. This inventory level does not apply to SFS.
224.252 Special Authorization
Special authorization for postage stock exceeding $125,000 requires these steps:
a. If operating requirements require postage stock in excess of $125,000, written notification must be submitted to the appropriate area marketing or retail manager, requesting special authorization. b. The area marketing or retail manager, with concurrence of the local Inspector in Charge, may authorize postage stock up to $250,000. The total amount of annual sales at the philatelic outlet must be included with any request for authorization to maintain a postage stock in excess of $125,000 for that outlet. Such requests are approved only when the total sales justify the increase in stock level. If approved at the area office level, the request should be forwarded to Headquarters for concurrence by the manager, Stamp Distribution.
224.253 Stamp Credit
Responsibility for stamp credit is as follows:
a. All retail associates working in philatelic centers are fully accountable for their own stamp credit.
b. Postmasters are responsible for providing adequate security equipment for secure storage of these credits at all times. 225 Temporary Philatelic Stations
225.1 Definition
Post Offices may establish temporary stations to provide philatelic services and to sell stamps and stamp products. These stations may include specially constructed counters or mobile retail units. Temporary stations are most frequently located at stamp shows or exhibitions, stamp dedications, state fairs, conventions, parades, or other activity sites of significant public or philatelic interest.
225.2 Requests for Temporary Stations
Requests for temporary Postal Service stations should be made by the sponsors or organizers to the local postmaster.
225.21 First Day of Issue Events
All first day of issue ceremonies are conducted under the direction of Events and Promotions, Public Affairs and Communications, Headquarters. Requests for first day of issue or other special support that must come from the national level should be directed to Events and Promotions. Once a postmaster has Attachment 3
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agreed to participate in an event, a unilateral withdrawal from such a commitment may not be made without the approval of Events and Promotions.
Any such withdrawal must be based upon a showing of good cause. 225.3 Authorization
Temporary philatelic stations may be authorized by postmasters. Postmasters may participate at events where admission fees are charged by the sponsor if the same pictorial postmark used at the event is available on request to those not attending the event.
225.4 Ceremonies
Postmasters and other local officials are encouraged to participate in opening ceremonies for stamp exhibitions or other stamp ceremonies arranged by philatelic groups, whether or not a temporary philatelic station is authorized.
225.5 Announcement and Publicity
225.51 Posters
An announcement of the temporary philatelic station and any event postmark may be posted on the main Post Office lobby bulletin board and may be posted in other Post Offices within a 10-mile radius of the event so that collectors will be advised of the Postal Service’s participation. For larger events, the posting may occur throughout the district or as requested by Headquarters. Posters should be placed on display at least 15 days before the event but in no case more than 30 days before the event. All announcements must emphasize the temporary philatelic station. The announcements should mention the name of the event, pictorial or standard postmark (if any), dates and hours open to the public, and the location.
Promotional material for the event itself must not be incorporated. 225.52 Press Releases
The postmaster should also announce through press releases to local newspapers, the planned establishment of the temporary philatelic station.
The Post Office, however, must not distribute free flyers to homes, sell or distribute tickets, exchange ticket coupons, or authorize the use of Post Office facilities for direct event promotion.
225.6 Participation in Events
225.61 Planning
Postmasters should ensure that detailed planning begins well in advance of the event so that participation brings credit to the Postal Service and provides a wide range of stamps and stamp products to collectors and other customers. Particular attention should be taken in selecting sales personnel who are knowledgeable about philately and who have retail experience. All retail associates should be fully trained in stamp sales and pictorial postmark policies.
Attachment 3
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225.62 Stamp Stock
The postmaster should secure a wide range of stamp products and current postage, using the USA Philatelic catalog as a guide. No stamps, stationery, or products that have been withdrawn from sale may be sold. Sales withdrawals are noted in the Postal Bulletin. Postmasters should requisition philatelic stock not already available in their Post Office from their SDO or usual source of supply on PS Form 17, Stamp Requisition/Stamp Return, indicating the quantity required to sell at the stamp show, exhibition, or other purpose as described in 225.1. For these events, stamps with denominations greater than $1 may be requisitioned in plate blocks of four, as noted in 222.21. At the conclusion of the event, excess philatelic stock, including remainders from commemorative sheets, should be sold at the regular stamp windows for postage purposes.
225.63 Philatelic Products
Postmasters should display, promote, and sell philatelic products such as the commemorative stamp yearbooks, the Postal Service Guide to U.S.
Stamps, stamp collecting keepsakes or kits, and topical stamp sets. 225.64 Sales Restrictions
The sales policies about plate blocks and marginal markings are described in 222.22.
225.65 Security and Facilities
Postmasters should ensure that sufficient security for the stamp stock is provided at the event site and that all other facilities are adequate. 225.66 Appearance
Postmasters should ensure that the appearance of the temporary philatelic station brings credit to the Postal Service by using attractive signs and by having enough space for satisfactory service. The hours that the station is open must be posted.
225.67 Prompt Service
At exhibitions where a large number of collectors are expected, postmasters should consider using a speedy line, distributing customer numbers that can be announced, or employing another method that would provide quick service to customers and reduce waiting.
225.68 Sales Report
An event sales report showing both gross and net revenue must be submitted to the district manager or designee within 1 week of the close of every temporary philatelic station.
226 Mail Order
SFS handles mail, telephone, and Internet orders for postage stamps, philatelic quality stamps, and other philatelic products. Customers may request a catalog listing items available by calling 1-800-STAMP-24, or by writing to:
INFORMATION FULFILLMENT
DEPT 6270
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PO BOX 219014
KANSAS CITY MO 64121-9014
Note: Post Offices may not fill mail orders for stamps and other philatelic items other than mail orders under the Stamps by Mail program and orders for local philatelic postmarks. Customers must furnish a selfaddressed, stamped envelope for return of precanceled stamps.
Postmasters may not order precanceled postmarking devices solely to satisfy collector demands.
227 Guidelines for the Purchase and Sale of Local
Commemorative Envelopes
This part provides guidelines for postmasters and district managers for the local purchase and sale of commemorative envelopes (covers/cachets). See Exhibit 227 for a Local Purchasing and Sale of Commemorative Envelopes Check-Off Sheet.
227.1 Event Criteria for Producing Commemorative Envelopes Commemorative envelopes should only be considered for large-scale local events or historical events that have either a broad local appeal or importance. Use the guidelines presented in this part when creating commemorative envelopes in support of local events. Only requests to create commemorative envelopes in support of local events will be accepted.
227.2 Responsibilities for Producing Commemorative Envelopes 227.21 Postmaster Responsibilities
227.211 Request to Produce Commemorative Envelopes
At least 90 days prior to a local event or the required product sales date, postmasters must submit their request to produce commemorative envelopes to their district manager or designee. Postmasters should direct any exceptions to the 90-day advance notice policy to their district manager or designee.
227.212 Items to Include With Requests
Postmasters must justify to their district manager or designee through a cost benefit analysis the expected Return on Investment (ROI). With the exception of work hours, all associated expenses are charged as a negative to revenue; therefore, projected revenue must exceed expense. When submitting a request to the district manager, postmasters should include the following items:
a. A brief description of the local event including the dates, location, and expected number of attendees.
b. A cost benefit analysis with a breakdown of actual costs (including work hours) and revenue projections. The analysis should include costs associated with the event and product development including the following:
(1) Cost of the stamps: the face value of postage stamps included on the product.
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(2) Stamp bursting and affixing costs.
(3) Design costs: costs associated with the design of the commemorative envelope.
(4) Licensing costs: costs associated with using design or images on a cachet.
(5) Envelope costs: costs of the actual envelope.
(6) Printing costs: costs associated with printing the cachet. (7) Price breaks: savings associated with ordering specific quantities of cachets.
(8) Cancellation costs: costs associated with canceling the product, including work hours, postmark device, ink, or any other supplies. (9) Packaging costs: supplier’s cost to package for shipping. (10) Shipping costs: costs associated with shipping for cancellation and final destination.
(11) Distribution costs: costs associated with distributing product to the retail counter.
(12) Mail order costs: costs associated with filling mail orders including work hours, office space, supplies, etc.
(13) Special event costs: costs associated with setting up and staffing a temporary retail unit at the local event (including work hours). (14) Accounting costs: costs associated with tracking the product quantities during development and sales.
(15) Promotional costs: costs associated with any advertising or promotional effort.
(16) Destruction costs: costs associated with product spoilage and excess product.
c. Net revenue projections including the following:
(1) Revenue projections: gross and net revenue projections based on expected unit sales.
(2) Breakeven point: minimum product sales to cover all costs associated with the event and product development.
(3) ROI.
Note: See Exhibit 227.212 for a sample Cost Benefit Analysis.
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Exhibit 227
Local Purchasing and Sale of Commemorative Envelopes Check-Off Sheet Postmaster Responsibilities
______ Submit requests to produce/purchase commemorative envelopes to the district manager and/or designee.
Include cost benefit analysis and revenue projections.
______ Complete an eBuy and obtain all necessary funding approval. Expenses should be reported in Account Indentifier Code (AIC) 524. Purchases made under local purchase authority are subject to the policies and procedures in the Administrative Support Manual (ASM) and Handbook AS-709, Credit Card Policies and Procedures for Local Buying. Purchases valued at more than $10,000 must be submitted to Supply Management for handling, so allow time for solicitation and award of the contract; in addition, if the purchase is valued at more than $10,000 and a specific supplier will be used due to existing licensing agreements, a noncompetitive justification is required.
______ Purchase stamps for the commemorative envelopes (at face value) using an eBuy request, or have the supplier include the stamp (face value) cost in its product production cost. ______ Coordinate the design of the commemorative envelope with the supplier. A commemorative envelope designed and produced by the supplier must be an exclusive Postal Service product. The supplier cannot sell the same cachet or product design to others outside of the Postal Service. ______ Coordinate the pictorial postmark design with the supplier. Refer to Handbook PO-230, Pictorial Postmarks, for guidelines on proper format and use of pictorial postmarks. Handbook PO-230 is available through the Material Distribution Center and online on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim. ______ Ensure that the supplier clears all rights associated with any design or image incorporated on the commemorative envelope and/or in the pictorial postmark design. The postmaster must request a letter from the supplier stating that all third-party rights have been approved. Postmasters must forward a copy of the supplier letter with the final commemorative cachet design to their district manager or designee. ______ Coordinate the printing, stamp affixing, and canceling of the commemorative envelope with the approved pictorial postmark. Suppliers may not cancel commemorative envelopes. For large cancellation orders, postmasters may contact the manager, Stamp Fulfillment Services, at 816- 545-1100 for assistance. ______ Coordinate and manage advertising and promotional efforts. Obtain funding and area advertising specialist approval for any advertising.
______ Coordinate and manage the temporary station (retail unit) associated with the event. (Temporary stations must have a pictorial postmark available for collectors’ requests. The pictorial postmark used on the commemorative envelope product must be the same postmark that is used and/or made available at the temporary station.)
______ Sales of commemorative covers must be tracked in AIC 083, Local Commemorative Envelopes Sales. Non point-of-sale (POS) offices should track sales manually. POS offices should scan barcodes to properly track sales. (See 227.4, Financial Procedures, for POS instructions.) ______ Every week, complete and maintain Commemorative Envelopes (Covers/Cachets) Unit Sales Activity Reports. ______ Following the sales period, destroy remaining quantities. Destruction must be witnessed, and both parties who verified the destruction must sign off on the quantities. ______ Maintain a summary of the Commemorative Envelopes (Covers/Cachets) Unit Sales Activity Reports as documentation of the destroyed quantities for a period of 4 years.
Supplier Responsibilities
______ Clear all rights associated with any design or image incorporated on the commemorative envelope cachet and in the pictorial postmark design. The supplier must provide the postmaster with a letter stating that all thirdparty rights have been approved. The supplier assumes all risk associated with rights; there must be no risk to the Postal Service.
______ Bid the cost associated with the face value of the stamps as well as stamp-affixing costs. Factor in shipping costs associated with transporting the product.
______ Do not cancel/postmark the commemorative envelope. ______ Ensure that all commemorative envelopes designed and produced by suppliers are exclusive Postal Service products. Suppliers cannot sell the same cachet or product design to others outside of the Postal Service.
Attachment 3
227.212 Postal Operations Manual
112 POM Issue 9, July 2002
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Exhibit 227.212
Cost Benefit Analysis
Example
Description of
Event:____________________________________________________________________________________ Date(s): _____________________________________________________________________________________________ ___
Location:____________________________________________________________________________________________ ___
Expected Attendance: ___________________
Costs Associated With Product Development:
Cost of Stamps (face value of postage stamps:__________________________ Stamp bursting and affixing costs:__________________________ Design Costs (design of the commemorative envelope:__________________________ Licensing Costs (use of design/images on a cachet:__________________________ Envelope Costs (purchase of envelope:__________________________ Printing Costs (printing the cachet:__________________________ Cancellation Costs (work hours, postmark device, ink, or other supplies:__________________________ Packaging Costs (vendor’s cost to package for shipping:__________________________ Shipping Costs (shipping for cancellation and final destination:__________________________ Distribution Costs (distributing product to the retail counter:__________________________ Mail Order Costs (work hours, office space, supplies, etc.:__________________________ Special Event Costs (setup and staffing of temporary retail unit:__________________________ Accounting Costs (tracking the product during development and sales:__________________________ Promotional Costs (advertising and/or promotion:__________________________ Destruction Costs (product spoilage and excess product:__________________________ Other Costs (specify):____________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Total Costs:__________________________
Net Revenue Projection:
Revenue Potential (gross revenue based on expected unit sales):__________________________ Less Total Costs (minus) —__________________________
Net Revenue Projection (gross revenue minus costs):__________________________ Breakeven Sales Point
(Total number of individual units needed to be sold to cover all costs associated with event and product development)
Total Costs $___________ ÷ Unit Sales Price $ _________ = Number of Units _________ Example: $14,300 ÷ $5.95 = 2,403 units need to be sold to break even on costs Attachment 3
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227.213 Administrative Responsibilities
If the district manager approves the request to produce a commemorative envelope, postmasters are responsible for ensuring that the following steps are completed:
a. Step 1: Complete an eBuy and obtain all necessary funding approval. b. Step 2: Submit all purchases of $10,000 or greater to Supply Management for handling. Allow time for solicitation and award of the contract. In addition, if the purchase is valued at more than $10,000 and a specific supplier will be used due to existing licensing agreements, a noncompetitive justification is required. c. Step 3: Purchase stamps for the commemorative envelopes (at face value) using an eBuy request, or have the supplier include the stamp’s (face value) cost in its product production cost.
d. Step 4: Coordinate the design of the commemorative envelope with the supplier.
e. Step 5: Coordinate the pictorial postmark design with the supplier.
Refer to the Handbook PO-230, Pictorial Postmarks, for guidelines on proper format and use of pictorial postmarks. The handbook is available through the Material Distribution Center and online on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim. f. Step 6: Ensure that the supplier clears all rights associated with any design or image incorporated on the commemorative envelope and/or in the pictorial postmark design. The postmaster must request a letter from the supplier stating that all third-party rights have been approved.
Postmasters must forward a copy of the supplier letter with the final commemorative cachet design to their district manager or designee. g. Step 7: Coordinate the printing, the stamp affixing, and the canceling of the commemorative envelope with the approved pictorial postmark.
Suppliers may not cancel commemorative envelopes. Postmasters should arrange for the canceling of commemorative envelopes through local Postal Service staff. For large cancellation orders, postmasters should contact the manager, Stamp Fulfillment Services, at 816-545- 1100. Stamp Fulfillment Services may be able to cancel the commemorative envelopes depending on their current workload. h. Step 8: Track all sales of commemorative covers in AIC 083, Local Commemorative Envelopes Sales. Integrated retail terminal (IRT) and manual offices should track sales manually. POS offices should scan barcodes to properly track sales (see 227.4, Financial Procedures, for POS instructions.)
i. Step 9: Coordinate and manage the temporary station (retail unit) associated with the specific event. Temporary stations must have the pictorial postmark available for collectors’ requests. The pictorial postmark used on the commemorative envelope product must be the same postmark that is used and/or made available at the temporary station.
j. Step 10: Do not sell the envelope for the event sponsor if an sponsor creates a commemorative envelope for fund-raising purposes.
Attachment 3
227.22 Postal Operations Manual
114 POM Issue 9, July 2002
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k. Step 11: Fund all costs associated with any advertising and promotion.
Additionally, postmasters and/or district managers are responsible for obtaining approval from the area advertising specialist for any advertisements that are created.
l. Step 12: Include insert cards as an advertising/promotional piece with the commemorative envelope product, if desired. The supplier is responsible for the clearance of rights issues. The postmaster/district manager or a designee must forward the advertising/promotional piece to his or her area advertising specialist for approval. m. Step 13: Make sure the commemorative envelope that is designed and produced by the supplier is an exclusive Postal Service product. The supplier cannot sell the same product or product design to others outside of the Postal Service.
227.22 Supplier Responsibilities
The supplier’s responsibilities are as follows:
a. Clear all rights associated with any design or image incorporated on the commemorative envelope cachet and in the pictorial postmark design. The supplier must provide the postmaster with a letter stating that all third-party rights have been approved. The supplier assumes all risk associated with rights; there must be no risk to the Postal Service. b. Bid the cost associated with the face value of the stamps as well as stamp-affixing costs. Shipping costs associated with transporting the product should also be factored in.
c. Do not cancel/postmark the commemorative envelope.
d. Ensure that all commemorative envelopes designed and produced by suppliers are exclusive Postal Service products. Suppliers cannot sell the same cachet or product design to others outside of the Postal Service.
Note: See Exhibit 227.22 for a sample Commemorative Envelopes Supplier Agreement.
Attachment 3
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Exhibit 227.22
Sample Commemorative Envelope Supplier Agreement
The supplier agrees to the following when developing and selling commemorative envelopes to the United States Postal Service:
Obtain any necessary rights to use any images, designs, names, signatures, and any other intellectual property rights associated with any design or image incorporated on the commemorative envelope cachet, in the pictorial postmark design, and in any other work created under this agreement. Indemnify the Postal Service, its officers, agents, and employees acting for the Postal Service against any and all loss, cost, damage, liability, and expenses arising out of or from any claim whatsoever (1) for violation of proprietary rights, copyrights, trademarks, and any other intellectual property rights or rights of privacy or publicity arising out of the creation, delivery, or use of any commemorative envelopes, pictorial postmark designs, or any other works furnished under this agreement, or (2) based upon any libelous or other unlawful matter contained in such envelopes or works. Provide the postmaster with a letter stating that all third-party rights have been approved. Assume all risk associated with rights. There must be no risk to the Postal Service. Do not cancel/postmark the commemorative envelopes for Post Offices. Ensure that all commemorative envelopes designed and produced by suppliers are exclusive Postal Service products.
Do not sell the same cachet or product design to others outside of the Postal Service. Bid the cost associated with the face value of the stamps as well as stamp-affixing costs. Shipping costs associated with transporting the product should also be factored in. ________________________________________
Signature of Supplier Representative
________________________________________
Print Full Name (Supplier Representative)
________________________________________
Company Name
________________________________________
Address
________________________________________
Address (continued)
________________________________________
Telephone Number
Attachment 3
227.23 Postal Operations Manual
116 POM Issue 9, July 2002
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227.23 District Responsibilities
The district’s responsibilities are as follows:
a. Approve or deny postmaster requests based on the justification provided.
b. Maintain a finalized copy of the commemorative envelope design, a copy of the supplier letter stating that all third-party rights have been approved, and a copy of the pictorial postmark. These files should be maintained for a period of 4 years from the date of the event.
Note: Refer to Handbook PO-230 for pictorial postmark guidelines and a copy of the pictorial postmark announcement report. Handbook PO-230 is available through the Material Distribution Center and online via the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim. 227.24 Headquarters (Stamp Services) Responsibilities
Stamp Services’ responsibilities are as follows:
a. Review pictorial postmark designs and inform postmasters of any concerns associated with the image/design.
b. Place pictorial postmark information in the Postal Bulletin. 227.3 Legal Issues and Concerns
227.31 Use of Third-Party Images and Artwork on Philatelic Item In many cases, a stamp image contains elements that are co-owned by the U.S. Postal Service and by one or more other entities. The same third-party ownership may also exist in artwork reproduced on philatelic items that includes commemorative and/or first-day-of-issue covers/cachets. An example of a stamp series that contains images owned by other entities is The Art of Disney stamp series. Suppliers wishing to reproduce the actual stamp art or other Disney artwork on commemorative covers and/or philatelic products must obtain permission from Disney. 227.32 Refuse Purchase Orders Requiring the Postal Service to Obtain Rights
Postmasters cannot accept Purchase Orders that require them to obtain the rights in images, designs, and other intellectual property that are to appear on commemorative covers and other philatelic products. In some instances, suppliers selling philatelic products and commemorative covers to the U.S.
Postal Service have not obtained permission from third-party owners for the use of the artwork, and have put a section in their purchase order and/or invoice requiring that the U.S. Postal Service obtain the rights to those drawings, pictures, text, or other elements displayed on the product.
Postmasters must read all purchase orders and/or invoices carefully! It is critical that Postal Service staff ascertain whether invoices for commemorative and first-day-of-issue covers from suppliers contain such language. If an invoice for the purchase of commemorative or first-day-ofissue covers/cachets and similar items requires the Postal Service to obtain rights relating to the artwork displayed on them, the postmaster must refuse to sign/accept the purchase order and/or invoice and should decline the purchase.
Attachment 3
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227.4 Financial Procedures
227.41 Postmaster’s Accounting Responsibilities
The postmaster’s responsibilities are as follows:
a. Coordinate the approval process with the district office. b. Coordinate all commemorative envelope and pictorial postmark initiatives.
c. Verify that the total number of saleable and unusable (spoiled) items equals the number of stamps purchased. Both saleable and unusable items must be tracked on a Commemorative Envelopes (Covers/ Cachets) Unit Sales Activity Report and be included in the final destruction.
d. Provide a Unit Sales Activity Report to each participating retail sales unit. The report lists the quantity, sales price, and total value of commemorative envelopes being shipped to the participating Post Office. The total of all Unit Sales Activity Reports must equal the number of stamps purchased. See Exhibit 227.41 for a sample Unit Sales Activity Report.
e. Maintain final Unit Sales Activity Reports and destruction records to determine the overall success of each product for a period of 4 years. f. Assist unit managers in determining the final disposition for excess commemorative envelopes.
g. Process the purchase of postage stamps for affixing on commemorative envelopes through a retail associate. Retail associates will offset the stamp sale with an entry to AIC 524, Local Commemorative Envelopes Refunds/Expense. A copy of the approved eBuy is the support documentation for the entry into AIC 524. h. Update the Unit Sales Activity Report for his or her unit on a weekly basis and resolve any differences.
i. Complete a consolidated Unit Sales Activity Report on a monthly basis after the beginning of the commemorative envelope promotion. The participating units will inventory the remaining quantity of envelopes and enter the value of this amount on the Unit Sales Activity Report as ending value. When the ending value is subtracted from the beginning value, the sales amount must match the AIC 083 total for the same time period. The unit must resolve any difference. A copy of the consolidated report must be sent to the district manager or designee. j. Ensure that the district manager or a designee decides after 90 days about the disposition of the remaining envelopes based on the remaining quantity. The following are three acceptable dispositions:
(1) Continue availability for an additional 90 days at the unit.
Verification must be performed weekly, and a Unit Sales Activity Report must be completed to ensure AIC 083 sales equal the value of envelope inventory reductions. The weekly record must be maintained at the unit for support documentation to the final destruction records.
(2) Immediately destroy remaining quantities.
Attachment 3
227.41 Postal Operations Manual
118 POM Issue 9, July 2002
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(3) Transfer the existing quantity of envelopes to a philatelic unit within the district. The philatelic unit may continue sales of the envelope. The philatelic unit must maintain a sales record to be included with the final destruction records.
Note: A summary of the Unit Sales Activity Reports is the support documentation for the destruction quantities. Destruction of commemorative envelopes must be witnessed, with both parties verifying and signing off on the quantity destroyed, and at least one person must be an Executive and Administrative Schedule (EAS) employee.
Unit Sales Activity Reports and all other related invoices and/or retail unit forms should be retained for a period of 4 years, filed together with the unit’s PS Form 1412, Daily Financial Report.
Attachment 3
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Exhibit 227.41
Sample Unit Sales Activity Report
Commemorative Envelopes (Covers/Cachets)
Unit
Name:
Unit Finance
Number:
Unit
Address:
Date
Item # Description:
Month
Items
Received
Item
Price
Total Received
(Items Rcvd x Price)
AIC 083 Sales
(Weekly Unit 1412)
Units Sold
(Sales / Price) Returned Destroyed ON-HAND
Week # 1
Week # 2
Week # 3
Week # 4
Week # 5
Quantity
On Hand
Month Items
Received
Item
Price
Total Received
(Items Rcvd x Price)
AIC 083 Sales
(Weekly Unit 1412)
Units Sold
(Sales / Price) Returned Destroyed ON-HAND
Week # 1
Week # 2
Week # 3
Week # 4
Week # 5
Quantity
On Hand
Month Items
Received
Item
Price
Total Received
(Items Rcvd x Price)
AIC 083 Sales
(Weekly Unit 1412)
Units Sold
(Sales / Price) Returned Destroyed ON-HAND
Week # 1
Week # 2
Week # 3
Week # 4
Week # 5
Quantity
On Hand
Signature Date Signature (Witness) Date
Attachment 3
227.42 Postal Operations Manual
120 POM Issue 9, July 2002
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227.42 Post Office Accounting Responsibility
All nonworkhour expenses related to commemorative envelopes authorized by the district manager or designee through an eBuy should be charged to the unit’s finance number using General Ledger Account 44041.524 as a local purchase.
Locally paid items associated with commemorative envelopes should be charged to AIC 524, and supporting documentation must be maintained. 227.5 POS Instructions for Local Commemorative Envelopes 227.51 Renaming AIC 083
The following steps should be taken for renaming AIC 083, using item numbers 9445 through 9475 and setting the price at the unit level in the back office:
a. Step 1: Log in to the POS system with the role of stock custodian or supervisor.
Note: Both of these roles allow the user to edit non-accountable items, but only the stock custodian can receive the items into the unit.
b. Step 2: Select <Non-Retail Roles>.
c. Step 3: Select <Back Office>.
d. Step 4: Select <Inventory Options>.
e. Step 5: Select <Edit Item Parameters>.
f. Step 6: Enter or scan the desired item number (9445 through 9475). g. Step 7: Select <Description and Status>.
h. Step 8: Key in the new item description and then press [Enter]. i. Step 9: Toggle “Yes/No” for returns allowed and for exchange allowed. j. Step 10: Select <Accept and Go To Pricing and Tender>. k. Step 11: Key in the new selling price and then press [Enter]. l. Step 12: Key in the new regular price and then press [Enter]. m. Step 13: Select <Accept and Return to Options>.
n. Step 14: Select <Return to Inventory Options>.
227.52 Receipt of Item Into the Unit
After the steps described in 227.51 are completed, the stock custodian can receive the items into the unit with the description and value they entered in the <Edit Item Parameters> workflow. It is important to edit the item number prior to receiving it into the unit. Otherwise, the retail unit will be receiving the designated product as “Local Product” for $0.00.
Use the <Receive Stock> workflow as usual, and the items will be entered into the retail product inventory category.
227.53 Retail Product Inventory Report
When viewing the Retail Product Inventory Report, the item is still listed as “local product” and not the name the user gave the item before bringing it into the unit; but, the item number and the value are correct. The report is returning the description directly from the proditem file. When the retail Attachment 3
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associate tries to sell the item, either by scanning the item or using the <Sell by Item Number> function, the item shows up with the new description and price. If the item description and value have not been edited as described in 227.52, when the retail associate tries to sell the item, either by scanning the item or using the <Sell by Item Number> function, the item still shows up as “local product” with a price of $0.00. At the time of the sale, retail associates can access <Edit Mode> using the up arrow; and because the item is nonaccountable, the retail associates can change the price to the new selling price.
227.54 Default List of Items that Can Be Edited for Local Use The following list is the default list of items that can be edited for local use:
Item UPC Description
9445 400000094458 Local Commemorative Envelope
9446 400000094465 Local Commemorative Envelope
9447 400000094472 Local Commemorative Envelope
9448 400000094489 Local Commemorative Envelope
9449 400000094496 Local Commemorative Envelope
9450 400000094502 Local Commemorative Envelope
9451 400000094519 Local Commemorative Envelope
9452 400000094526 Local Commemorative Envelope
9453 400000094533 Local Commemorative Envelope
9454 400000094540 Local Commemorative Envelope
9455 400000094557 Local Commemorative Envelope
9456 400000094564 Local Commemorative Envelope
9457 400000094571 Local Commemorative Envelope
9458 400000094588 Local Commemorative Envelope
9459 400000094595 Local Commemorative Envelope
9460 400000094601 Local Commemorative Envelope
9461 400000094618 Local Commemorative Envelope
9462 400000094625 Local Commemorative Envelope
9463 400000094632 Local Commemorative Envelope
9464 400000094649 Local Commemorative Envelope
9465 400000094656 Local Commemorative Envelope
9466 400000094663 Local Commemorative Envelope
9467 400000094670 Local Commemorative Envelope
9468 400000094687 Local Commemorative Envelope
9469 400000094694 Local Commemorative Envelope
9470 400000094700 Local Commemorative Envelope
9471 400000094717 Local Commemorative Envelope
9472 400000094724 Local Commemorative Envelope
9473 400000094731 Local Commemorative Envelope
9474 400000094748 Local Commemorative Envelope
9475 400000094755 Local Commemorative Envelope
Attachment 3
23 Postal Operations Manual
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Updated With Revisions Through April 30, 2022
23 Philatelic Postmarks
231 General
231.1 Definition
A philatelic postmark is an official postal postmark that contains the Post Office name, city, state, ZIP Code, and date (month, day, and year) of the canceling Post Office that accepted custody of the mailpiece(s), except as provided in sections 231.61 and 231.7. Other postal markings are made by validators, obliterators, or special-purpose cancellers. Postmarking for philatelic purposes is provided at the request of collectors or philatelic cover servicers for postmarking outside ordinary mail processing. This service requires special procedures and arrangements so that other Postal Service operations and services are not disrupted. This service may entail hand-stamping requests, either on a hand-back or mail-back basis, and the holding of mail for postmarking.
231.2 Policy
231.21 Publicity
The Postal Service makes philatelic postmarking services widely known to customers and collectors by publicizing them in the Postal Bulletin. 231.22 Backdating and Predating
It is Postal Service policy to prohibit backdating of mail except:
a. When Postal Service operating requirements and public demand necessitate that postmarking operations commence before or continue after the date contained in the postmark.
b. When replacements are made for damaged, defective, or missing postmarks.
c. When all requirements for postmarking are met by customers, and postmarks are not applied because of errors of Postal Service personnel.
d. As noted in references to first day of issue, first day of sale, and pictorial postmarks provided in parts 232, 233, and 234. 231.23 Retail Associate Availability and Training
A sufficient number of Postal Service employees should be available to provide speedy service. To provide hand-stamped postmarks of philatelic quality, Postal Service employees should be trained in advance. Refer to section 231.3 for philatelic postmarking procedures.
231.3 Cooperation With Collectors
231.31 Postmarks
Employees should strive to furnish clear and legible postmarks to stamp collectors by ensuring that postmarking machines and hand-stamp devices are properly inked. Postal Service employees must give special attention to mail bearing an endorsement that is of philatelic value or to requests for light Attachment 3
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postmarks, and they should avoid canceling stamps by pen or illegible smudging. However, stamps must be postmarked sufficiently to protect Postal Service revenue.
231.32 Special Attention
The Postal Service cannot provide special attention to a philatelic cover if it has been routinely entered into the mailstream by the sender. To avoid being postmarked in the mailstream, items should be trayed or bagged separately and flagged “nonmachineable” before sending to mail processing. 231.33 Postmarking Devices
Postmarking devices may be used only under the supervision of authorized Postal Service personnel.
231.34 Hand-Stamped Postmarks
All hand-stamped postmarks are made with black ink unless authorized by Stamp Services. For more information, refer to Handbook PO-230, Pictorial Postmarks.
231.35 Philatelic Covers
Employees should exercise care in handling all philatelic covers to ensure that they are not damaged in mail handling. These covers are generally identifiable by a design (cachet) on the left side of the envelope. To avoid being postmarked in the mailstream, items should be trayed or bagged separately and flagged “nonmachineable” before sending to mail processing. 231.36 Defacing Philatelic Covers
Postal Service employees should ensure that philatelic covers are not overpostmarked; back-stamped, marked “received this date,” or otherwise defaced on front or back; used as a top piece in a bundle for destinationpackage labeling purposes; or bent, folded, mutilated, or damaged by rubber bands.
231.4 Hand-Back and Mail-Back Service
Postmarks should be used to provide the following philatelic services whenever they are available:
a. Hand-back Service
(1) When a customer personally presents an addressed or unaddressed envelope, postal card, or other item described in section 231.63 to a Postal Service employee for postmarking, the Postal Service employee must examine the item to ensure that it is clearly intended for philatelic purposes. Bill payments, tax returns, applications, and/or other date-sensitive mail cannot be handed back. Only after careful examination should a philatelic item be postmarked and handed back to the customer/collector. (2) The envelope, card, or other item does not enter the mailstream.
All such materials requesting postmarking must bear uncanceled postage at the applicable First-Class Mail® rate. If the customer wants to mail the postmarked item, it must be trayed or bagged Attachment 3
231.5 Postal Operations Manual
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separately, and flagged “nonmachinable” to avoid being overpostmarked in processing. (3) This service may be provided by special die hub or flyer machines only when that particular postmarking machine is readily accessible to the Postal Service employee and only when providing such service does not interfere with other sales or mail processing operations and/or does not inconvenience other customers.
b. Mail-back Service
Mail-back service refers to the pictorial postmarking service for stamp dealers and collectors and it allows envelopes, cards, or other items submitted for servicing to be returned in bulk through the mail. To avoid over-postmarking or getting marred in the mail, stamp dealers and collectors must provide either a self-addressed stamped envelope or box for returning the serviced items. For customers submitting fewer than 50 covers who have not enclosed a self-addressed stamped envelope, the postmaster may choose to furnish a protective cover using a G-10 label. See subchapter 25 for more information pertaining to Philatelic Cover Servicers and Cachet Makers.
231.5 Permissible Postmarking Devices and Hand-Stamped
Postmarking for Collectors
The postmark devices shown in Exhibit 231.5 may be used to provide handstamped postmarks for collectors.
Attachment 3
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Exhibit 231.5
Hand-Stamped Postmarks
231.6 Philatelic Postmark Policy
231.61 Date and Place of Postmarking
Post Offices may provide postmarking for philatelic purposes before the actual date of the postmark and may continue after that date when demand, processing capability, or other requirements of the Postal Service dictate.
However, under no circumstances may any postmarked materials be released before the date of the postmark. The postmaster or designee may determine that local processing capability requires philatelic postmarking services be performed at an office other than the Post Office of the official postmark. In this case, all materials to be postmarked must be received at or deposited in the Post Office where the postmark is being used or at the office designated by the postmaster or designee.
231.62 Preparation Requirements
Postcards and envelopes submitted through the mail must bear postage at the applicable First-Class Mail first-ounce rate and have complete Attachment 3
231.63 Postal Operations Manual
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addresses, except as provided in section 231.4. Materials submitted for hand-back service need not be addressed.
231.63 Special Materials on Which Postmarks May Be Requested Photographs, postcards, or other materials having a glossy-coated or hard-calendered surface, or any material that does not readily accept ink, are submitted for pictorial postmarks at the customer’s risk. The Postal Service is not responsible for smudged postmarks or offsetting where the impression appears on the preceding item. The following materials may be canceled as indicated:
a. Plain Cards, Slips of Paper, and Blank Envelopes. Postal Service employees may not place postmarks for customers on plain slips of paper, plain cards, or blank envelopes without unused postage equaling or exceeding the First-Class Mail first-ounce rate. b. Picture Postcards (Maximum Cards). Picture postcards with the stamp placed on the face of the card rather than on the address side are known as maximum cards. Minimum First-Class Mail postage must be placed on the address side. Postmasters may cancel these cards and hand them back to the person presenting them. For mail-back service, refer to 231.4b.
c. Posters, Portfolios, and Other Memorabilia. These items with the stamps placed thereon may be canceled when presented in person for hand-back service. Submittal and return through the mail is not permitted, except as provided in 231.4b.
d. Previously Canceled Stamps and Multiple Pictorial Postmarks. Items bearing previously canceled stamps and postmarks are acceptable for additional postmarks when uncanceled postage equaling or exceeding the First-Class Mail first-ounce rate is affixed. Any covers submitted for servicing and return through the mailstream will not be entered into the mailstream until the date appearing on the postmark.
e. Currency. Currency bearing unused postage stamps of First-Class value or items bearing currency with stamps affixed or adjacent thereto may be canceled when presented in person for hand-back service.
Submittal and return through the mail is not permitted. The Postal Service does not accept responsibility for currency in its possession in conjunction with philatelic services.
f. Backs of Envelopes. Post Offices may cancel unused stamps when they are affixed to the reverse side of envelopes bearing already canceled stamps. This service is available only for envelopes presented for hand-back service. They may not be returned through the mail even when outer envelopes are provided. Such a pictorial postmark denotes only that the item was presented to the Post Office for postmarking on that date; it does not denote that the envelope was carried by the Postal Service.
g. Foreign Postage Stamps. Unused foreign postage stamps may be postmarked with a U.S. Postal Service postmark only when unused First-Class Mail first-ounce U.S. postage is postmarked with the same stroke.
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231.7 Holding the Mail
Postmasters may hold collectors’ philatelic items for postmarking on a later or specified date. Postmasters should not hold mail for an event where the date of occurrence is not certain; for an event that the date is subject to change; or for postmarking on a day that the Post Office is closed. 231.8 Machine Postmarks
Post Offices may machine-cancel (using a flyer machine), philatelic items with a regular postmark when the envelopes are unaddressed or when the customer requests hand-back service, as provided in section 231.4.
Collectors requesting postmarking of bulk items must provide either a selfaddressed stamped envelope or box for returning the serviced items. For customers submitting fewer than 50 covers who have not provided a selfaddressed stamped envelope, the postmaster may choose to furnish a protective cover using a G-10 label. See subchapter 25 for more information pertaining to Philatelic Cover Servicers and Cachet Makers. 231.9 Hand-Stamped Postmarks
Circular hand-stamped postmarks with or without killer bars may be provided upon request at Post Offices and/or station or branch offices.
These postmarks are available each day that the office is open for business.
Postmarking requests must be at the Post Office offering the service on the date of the postmark to qualify for this service.
232 First Day of Issue
232.1 First Day of Issue Sales Policy
For each new stamp or stationery item being issued, a designated Post Office is assigned as the official first day of issue city. For purposes of this section, the word “issue” means postage stamp, stamp booklet, booklet pane, postal card, postal stationery, or stamped envelope. 232.2 Notification
Individual stamp issues are announced through news releases distributed to the press, to the philatelic media, and by print to radio and television. Stamp and postal stationery announcements are periodically updated in the Postal Bulletin and on the Web at www.usps.com.
232.3 First Day of Issue Postmarks
First day of issue postmarks are provided by designated Post Offices for each new stamp or stationery item being issued. The postmark reflects the official issuance date and location. First day of issue postmarks may be either metal die, rubber composition, or digitally produced in color. In each postmark, the words “First Day of Issue” appear in the design. Requests for first day of issue postmarks must be postmarked no later than 60 days from the issuance date to qualify for servicing. When the conventional first day of issue postmark cannot cancel all the unused stamps on an item presented for postmarking, a Bull’s-eye (1-inch) postmark is used.
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232.4 Ordering Procedures
All covers must bear addresses to the right side of the envelope and at least 5/8 inch up from the bottom of the envelope. Requests must be postmarked no later than the date specified in the media announcement (see section 232.2) to qualify for postmark service. As a free service, this is limited to 50 postmarks. Postmasters should charge 5 cents per postmark for more than 50 items. Customers who want first day of issue postmarks of new stamps have two ordering options:
a. Collectors may buy stamps from their local Post Office, affix the stamps to their own envelopes, and mail them under separate cover to the postmaster at the city of issuance for postmarking. Envelopes submitted by collectors must be of ordinary letter size and must be properly addressed. Collectors should place a filler (of postal card thickness) in each envelope and turn in or seal the flap of the envelope. b. Collectors may order first day covers without cachets by mail, telephone, or through the Internet, from Stamp Fulfillment Services.
Each first day of issue cover will have an individual item number and is offered through the USA Philatelic catalog produced by Stamp Services. Item numbers and ordering instructions are also provided in news releases announcing the new stamps. The price of the Postal Service’s first day covers will vary depending upon the denomination and number of stamps affixed. Remittance for mail orders can be made by money order, cashier’s check, certified check, or personal check made payable to the U.S. Postal Service or by credit card as indicated in the USA Philatelic catalog. Cash must not be sent. Neither postage stamps nor foreign coins and currency are accepted. Any orders containing such remittance will be returned unserviced. First day of issue covers remain on sale for at least 1 year after a stamp is issued. 232.5 Bulk Orders
The Post Office that services first day covers will accept only stamp-affixed envelopes. For bulk affixing and postmarking requests, customers should contact Stamp Fulfillment Services.
232.6 Hand-Stamped Postmarks
Hand-stamped postmarks are applied on covers at the location of the first day ceremony, at the designated first day of issue Post Office, and on covers that cannot be fully postmarked by Postal Service postmarking machines. 232.7 Hand-Back Service
Philatelic materials to be canceled must be presented to the designated first day Post Office or ceremony location.
232.8 Unacceptable Covers
The issuing Post Office must not provide postmarking service on covers submitted through the mail that are unaddressed, bear stamps issued after the requested postmark date, or bear only previously postmarked stamps.
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232.9 Postmarking Deadlines and Unofficial First Day Covers The deadline for submitting covers for first day of issue postmarks is 60 days from the first day of issuance date. Any exceptions must be authorized by Stamp Services.
Stamps acquired at the first day Post Office may be canceled at any Post Office. Envelopes containing new stamps canceled on the first day of sale at a Post Office other than the issuing office are known as unofficial first day covers or first day of sale covers. See part 233 for further information on first day of sale postmarks.
233 First Day of Sale Postmark
233.1 First Day of Sale Postmark Policy
This official postmark offers customers a collectible postmark to commemorate the first day of sale for all new stamps and stationery items.
Participation by postmasters/Post Offices in this postmarking service is voluntary; however, postmasters/Post Offices are encouraged to participate.
The first day of sale postmark provides postmasters the opportunity to promote the sales of new stamps and stationery products in their communities and it supports the hobby of stamp collecting. 233.2 Notification
All new stamps and stationery items are announced in the Postal Bulletin and through news releases distributed to the press and to the philatelic media.
No national listing of Post Offices participating in first day of sale postmarking will be maintained.
Customers/collectors will have to contact individual postmasters/Post Offices to find out if they are participating in the postmarking service.
Postmasters wishing to promote this program locally will need to contact their local Public Affairs and Communications office for assistance. 233.3 First Day of Sale Postmarks
This postmark is provided by Post Offices nationwide on the first day that new stamps and stationery items are placed on sale. The postmarking device reflects the official first day of sale date and the city, state, and ZIP Code of the postmarking office.
The first day of sale postmark comes in two formats:
a. Size A: Self-inking postmark for Post Offices with 13 or fewer characters in their Post Office name (characters include the comma and spacing between the Post Office name and its state abbreviation). b. Size B: Rubber composition hand changeable date stamp for Post Offices having over 13 characters in their Post Office name (characters include the comma and spacing between the Post Office name and its state abbreviation).
Customers may request a first day of sale postmark in person or by mail to the postmaster. Requests for first day of sale postmarks must be presented Attachment 3
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to the Post Office or postmarked no later than 90 days from the first day of sale date to qualify for service.
233.4 Ordering Procedures
Customers requesting first day of sale postmarks have two ordering options:
hand-back service and mail-back service.
233.41 Hand-Back Service
When a customer personally presents a stamped addressed or unaddressed envelope, postcard, or other item described in section 231.63, to a Postal Service employee for postmarking, the item can be postmarked and handed back to the customer.
All such materials must bear uncanceled postage, which includes the new first day of sale stamp, at the applicable First-Class Mail rate. The postage to be postmarked may not include any newly released stamps that may have been issued after the requested official first day of sale postmark date.
This postmark is provided only for philatelic purposes and should not be used to postmark bill payments, tax returns, applications, and/or other datesensitive mail. Only after careful examination should a philatelic item be postmarked and handed back to the customer/collector.
In most cases, the philatelic envelope, card, or other item does not enter the mail. However, on occasion, a customer may request that their properly addressed and postmarked item be placed into the mailstream. In such cases, this can only be done on the official first day of sale date. Retail associates should ensure that items with first day of sale postmarks are trayed separately and flagged “nonmachinable” when sending to mail processing.
Hand-back service may be provided only when such service does not interfere with other retail sales, mail processing operations, and/or does not inconvenience other customers. Postmasters, at their discretion, may offer hand-back service or make arrangements with a customer for drop-off and pick-up service for items.
233.42 Mail-Back Service
Customers may buy first day of sale stamps at their local Post Office; affix the stamps to their own envelopes, postcards, or other items described in section 231.63; and mail the items under separate cover to a participating postmaster/Post Office for first day of sale postmarking. All requests must include a self-addressed postage-paid envelope to return the first day of sale postmarked items.
All such materials must bear uncanceled postage, which includes the new first day of sale stamp, at the applicable First-Class Mail rate. The item to be postmarked may not include any newly released stamps that may have been issued after the requested official first day of sale postmark date.
This postmark is provided only for philatelic purposes and should not be used to postmark bill payments, tax returns, applications, and/or other datesensitive mail.
The items with first day of sale postmarks applied must be returned under protective cover. For customers submitting less than 50 covers who have not Attachment 3
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enclosed a self-addressed stamped envelope, the postmaster may choose to furnish a protective cover using a G-10 label. See subchapter 25 for more information pertaining to Philatelic Cover Servicers and Cachet Makers.
Mail-back service should not interfere with other retail sales or mail processing operations and should not inconvenience other customers. 233.5 Servicing Fees
As a free service, postmarking is limited to 50 items. For those postmarking requests of more than 50 items, postmasters should charge 5 cents for each postmark.
234 Pictorial Postmarks
Pictorial postmarks may be offered by the Postal Service to commemorate local events celebrated in communities throughout the nation. These postmarks contain the name of a temporary philatelic station, city, state, ZIP Code, and the month, day, and year of the postmark. These postmarks may feature wording and/or graphics relating to fairs, conventions, or other various types of local celebrations. See Handbook PO 230, Pictorial Postmarks, for more information.
234.1 Sponsors
Pictorial postmarks are requested by sponsors or organizers of local events and are authorized to be used only at temporary retail stations and at other philatelic outlets.
234.2 Postmarking Methods
Devices used for pictorial celebrations are generally hand stamps, except when volume requires the use of machine postmarking. There is no charge to the sponsor for the production of the hand stamp or for the Postal Service’s staffing of the temporary station. For assistance in bulk machine postmarking, postmasters should contact the manager, Stamp Fulfillment Services.
234.3 Criteria
Collectors may obtain pictorial postmarks at a temporary retail station established at an event or at a philatelic outlet, on the actual date of the requested postmark. Additionally, such postmarks may be requested by mail. Mail-in requests must be postmarked no later than 30 days following the requested postmark date to qualify for this service. Any exceptions beyond the 30 days must be approved by Stamp Services.
234.4 Authorization
Postmasters may request authority from the district manager or designee to provide postmarking service at temporary retail stations. Only the standard circular postmark will be provided unless the sponsors or organizers request and receive approval for a pictorial postmark. Organizers must apply to the postmaster for use of a pictorial postmark at least 10 weeks before the event.
The sponsors or organizers must also provide a design and finished artwork for the requested postmark.
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All temporary retail stations and pictorial postmark designs require the approval of the postmaster and the district manager or designee.
Postmasters and district managers and or designees reviewing requests for temporary retail stations and pictorial postmark designs must ensure that all applicable Postal Service requirements are met.
Different postmarks for each day of an event are permitted only for international philatelic exhibitions. Any exceptions must be authorized by Stamp Services.
234.5 Requirements
234.51 Required Information and Dimensions
All postmarks must carry the name of the temporary station (the name of the exhibition or event, followed by the word “Station” or “Sta.”), month, day, year, and city, state, and ZIP Code of the actual location of the temporary philatelic station. Overall dimensions must not exceed 4 inches horizontally and 2 inches vertically.
234.52 Approved Subject Matter
Illustrations, wording, and designs featured on pictorial postmarks must directly reflect the event being commemorated. Postmarks that promote the sale or use of private, nonpostal products or that endorse or involve the ideals, policies, programs, products, campaigns, or candidates of religious, antireligious, commercial, political, fraternal, trade, labor, public interest, or special interest organizations may not be approved.
Postmarks may be approved to recognize events such as meetings, exhibitions, or conventions sponsored by or involving such organizations, provided that their designs do not include words, symbols, or illustrations referring to ideals, policies, programs, products, campaigns, or candidates. If there is doubt about whether a proposed postmark meets these requirements, Stamp Services should be consulted prior to granting approval.
234.53 Publicity
The district manager or designee must submit a PS Form 413, Pictorial Postmark Announcement/Report, which includes a reproducible copy of the approved pictorial postmark (actual size), to Stamp Services for publication in the Postal Bulletin. All reports should include the date(s) that the temporary retail station is to be open, the sponsor’s name, name of the temporary retail station, the complete mailing address for customers requesting the pictorial postmark by mail, and a reproducible copy of the pictorial postmark. PS Form 413, along with copies of pictorial postmarks, must be submitted to Stamp Services at least 2 months prior to the postmarking date. Any exceptions to the 2-month notice must be approved by Stamp Services. See Handbook PO-230 for more information.
234.54 Equipment
Pictorial and standard postmarks should be applied by rubber hand stamps purchased by the host Post Office or district office.
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234.55 Service Limitations
Hand stamping as a free service is limited to 50 postmarks for any individual or group. For those postmarking requests of more than 50 items, postmasters should charge 5 cents for each postmark.
234.56 Use and Disposition of Hand Stamps
Pictorial postmark hand stamps, like other canceling devices, may be used only under the supervision of authorized Postal Service personnel and must be returned by the postmaster to the district manager or designee 6 months after close of the event allowing Post Offices enough time to handle replacement requests. The district manager or designee must destroy the postmarking device upon receipt.
234.57 Special Requests to Retain Hand Stamps
Requests from sponsors to retain pictorial postmark hand stamps for purposes of placement in a museum, historical site, or for any other appropriate use, must be approved by the district manager. Before release to the sponsor, the hand stamp must be defaced in such a way that it can be recognized if used improperly. Copies of the original and defaced postmark designs must be kept on file in the local or district office. 235 Special Mail Processing Postmarks
Special postmarks are cancellations in which a slogan or message publicizes an event. These postmarks are applied by machine to live mail by a mail processing plant. Bulk requests for mail-back service cannot be provided, but postmarks can be provided on addressed envelopes or postal cards that are delivered to addressees through mail delivery. Postmarks of philatelic quality are often not possible. All envelopes must be addressed. Any quantity of envelopes may be submitted, but they are not returned in bulk. See chapter 4 for more information regarding the criteria and use of these mail processing postmarks.
236 Other Special Philatelic Postmarks
236.1 Seasonal Postmarks
Seasonal postmarks are temporary, pictorial rubber hand stamps available during the holiday season and during other special occasions throughout the year. Postmarking service is usually available at retail windows for handback, mail-back, or re-mailing back into the mailstream. Postmarks can be a fixed date or rotating dates during the holiday season. Back-dating is prohibited for rotating-date postmarks. Customers wanting a specific date must have their items presented on or before the date of service. Seasonal postmarks can also be used at temporary retail stations during the holiday season.
236.2 Postmark America Service
Postmark America service is a permanent, rubber hand stamp with rotating date plugs that is permitted for participating Post Offices to feature a symbolic image representing a town or region. Postmarking service is Attachment 3
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available only at windows when it does not interfere with normal retail operations. Postmasters can offer hand-back, will-call, or mail-back service.
Postmark America service can be used for mail entering the mailstream or philatelic purposes.
Postmark America service affords tourists, customers, and collectors an opportunity to use and collect postmarks at any time. It also affords postmasters a way to generate revenue without having to staff or wait for events. Postmark America service is date sensitive, and back-dating is prohibited. Customers or collectors wanting a specific date must have their items presented at the Post Office on or before the date of service. 236.21 Postmark Design
Postmasters and station and branch managers are responsible for purchasing both the artwork and hand-stamp devices for their local postmark. They should work with local artists/designers to develop a design that fits within the following guidelines:
a. The rubber composition hand-stamp postmark should feature a graphic design.
b. The overall size of the device cannot exceed 2" in height by 4" in width. c. The postmark should consist of a changeable round-dater with month, day, and year insert plugs, and should include the city, state, and ZIP Code.
d. Postmarks with proprietary designs need written permission from property owners for the use of the design.
236.22 Approval Process
Postmasters desiring to participate in the Postmark America service must submit the finalized postmark art to their district manager/designee for approval. After the district manager’s approval, the postmaster/district office forwards the postmark artwork to Stamp Fulfillment Services (SFS) for final approval and sign-off. Submit the proposed artwork to:
POSTMARKING SERVICES
ATTN: POSTMARK AMERICA SERVICE
PO BOX 449992
KANSAS CITY, MO 64144-9998
Fax: 816-545-1206
e-mail: [email protected]
ATTN: POSTMARK AMERICA SERVICE
FOR MORE INFORMATION, CALL 816-545-1349
236.23 Ordering Rubber Hand Stamps
Postmasters participating in the Postmark America service can order their off-catalog postmarking device using PS Form 1567, Requisition for Rubber and Steel Hand Canceling Stamps, or by calling the Topeka Materials Distribution Center at 800-332-0317 (press option 4, then press option 4 again at the next menu to reach a live operator).
Postmasters may also directly order the off-catalog postmark by contacting the Baumgarten Company of Washington, DC, at 301-317-3933 or 888-852- 3852. Postmasters must complete an off-catalog eBuy requisition for all Attachment 3
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items ordered. Postmasters should allow 30 days for the vendor to provide the postmarking device.
236.24 Postmark Servicing Support and Procedures
Postmarking service may be provided when such service does not interfere with other retail sales or mail processing operations and does not inconvenience other customers. Postmasters may, at their discretion, offer collectors hand-back or mail-back service or arrange for a date and time with the collector for drop-off and pick-up service.
Customers must present their items for postmarking on or before the official postmark date. Backdating is prohibited. Prior to submitting materials for postmarking, collectors should contact the Post Office from which they are requesting a postmark to verify that the specific Post Office participates in the Postmark America service. Collectors may request postmarking service in person or by mail on or before the date of the postmark. There is no charge for servicing up to 50 covers. Mail-back service customers must supply a self-addressed envelope with sufficient return postage applied to return the serviced covers. Handling charges cannot apply for Postmark America service when the items presented are for mailing purposes.
Postmasters may apply for postmarking assistance from the manager of Stamp Fulfillment Service if customers are requesting postmarking on large volumes of materials. For information, contact:
MANAGER, STAMP FULFILLMENT SERVICES
8300 UNDERGROUND DRIVE, PILLAR 210
KANSAS CITY, MO 64144-9998
Telephone: 816-545-1349
Postmasters desiring to promote the program locally should contact their local Corporate Communications office for assistance.
236.3 Military Post Offices
Military Post Offices, including Army Post Offices (APOs) and Fleet Post Offices (FPOs), may hand stamp covers both on a hand-back basis and by mail-order request in conformance with all policies and in accordance with all conditions and procedures stated in this section. The officer in charge at each military Post Office may establish the maximum number of covers individual collectors or dealers may submit. Military Post Offices may also provide pictorial postmarks (see part 234) upon request. 236.4 Special Requests
Requests for postmarks at Postal Service facilities that normally do not postmark mail must be made in writing to the appropriate district manager at least 60 days in advance for area manager authorization and to provide for national publicity. These requirements also apply for requests to postmark at offices that are inaccessible to the public or for requests to postmark at any office on dates when mail is not normally postmarked (for example, Sundays and holidays). Cover servicers, as described in subchapter 25, must submit their requests for pictorial postmarking to the manager, Stamp Fulfillment Services.
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24 Autographs
241 General
Postal Service employees may, at their discretion, accept or refuse requests for autographs. Employees should exercise fairness in handling such requests. Nothing of value may be accepted or requested in exchange for autographs.
25 Philatelic Cover Servicers and Cachet Makers
251 Authorization
Philatelic cover servicers and cachet makers that regularly submit 50 or more envelopes or other items for identical postmarking may contact SFS and request information on how to become a registered dealer. 252 First Day Cover Service
Philatelic cover servicers may purchase mint stamps by mail from the first day of issue Post Office or from SFS on the date of issuance. Postmarks are provided only when stamp-affixed envelopes are submitted. 253 Mail-Back Service
253.1 Service Charges
Mail-back postmarking service for philatelic cover servicers and cachet makers is subject to a service charge established by SFS, which must be paid by check, credit card, or money order before the mail is processed. 253.2 Payment Requirements
Mail-back service or return under cover in bulk are available to registered dealers only when return postage and all other applicable fees are paid to the postmaster at the place of postmarking. Requests that do not include such payment are held until the proper amount is received.
253.3 Acceptable Items
Mail-back service is generally permitted on first day of issue, pictorial, or standard philatelic postmarks on the following materials: envelopes, postal cards or maximum cards, postal stationery, posters, portfolios, or other memorabilia. The Postal Service will not accept for first day of issue postmarking covers that bear stamp(s) issued after the requested date of the postmark.
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254 Damaged or Missing Covers
254.1 Requests for Replacements
Requests for replacement of first day postmarks, pictorial postmarks, and standard philatelic postmarks may be accepted at the appropriate Post Office up to 60 days from the actual postmark date. All claims for nonreceipt of covers submitted for servicing by the Postal Service must be sent to the appropriate Post Office no later than 60 days from the date of postmark or from the date postmarks were last applied. Claims for replacement postmarks filed after that time will not be honored and are returned to the customer with a short explanation on why the request cannot be honored. 254.2 Criteria
Replacements are made for poor quality postmarks, damage to the envelope, or other similar defects. Replacements are not made, however, in cases where envelopes were marked on the back by letter-sorting machine code numbers as they moved through the mail system.
254.3 Procedures
The customer must return the unsatisfactory cover or covers to the appropriate Post Office for replacement. Replacement covers must be returned to the customer in a Postal Service postage-paid envelope so that a stale postmark does not appear in the mailstream. Damaged covers must be disposed of in accordance with Handbook F-1, Post Office Accounting Procedures, 450.
254.4 Exceptions
The Postal Service does not replace missing or unsatisfactory die-hub machine postmarks or special die-hub postmarks because these postmarks are made in the course of live mail processing.
254.5 Damaged or Loss of Cachet Covers
The Postal Service is not responsible for damage or loss of cachet covers or of other items of value.
26 Philatelic Products
261 Special Philatelic Products
Special philatelic products produced by the Postal Service for first day Postal Service ceremonies are permitted for major postal events only, such as the opening of a new philatelic center, postal store, or a dedicated philatelic window. All such products must be approved at least 3 months before the event by the appropriate area and Headquarters organizations.
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27 Promotions or Presentations
271 General
To obtain canceled or uncanceled stamps, postal stationery items, or philatelic products for information, official Postal Service business, or Postal Service presentations, district managers or postmasters must submit a funded PS Form 7381, Requisition for Supplies, Services, or Equipment, or an eBuy request to the appropriate stock source as defined below. The form must identify the delivery address, contact name and telephone number, item number, quantity, description, amount, and the purpose or justification for the promotion or presentation. The postmaster or district manager must also enter account number 52325, Advertising and Sales Promotion, the finance number, and the account identifier code (AIC) 596, Miscellaneous Advertising Expense, on PS Form 7381 or the eBuy request. Account number 52325 shows as a transaction to line 34, Services, on the requesting office’s Financial Performance Report (FPR). The postmaster or district manager has the option of obtaining stock locally or through SFS. Stock requested from SFS must be a minimum of $1,000 face value. Either request requires PS Form 7381 or the eBuy request.
272 Obtaining Stock Locally
To obtain stock locally, the postmaster or district manager authorizes and signs the completed PS Form 7381 or eBuy request. The form is submitted to the retail associate servicing the same finance number shown on the PS Form 7381 or eBuy request. The retail associate fulfills items as requested and retains the PS Form 7381 or eBuy request for submission with PS Form 1412-A, Daily Financial Report, as support for AIC 596. The retail associate records the transaction on PS Form 1412-A and enters the amount in AIC 596, with an offsetting entry to AIC 090, Postage Stock Sales, or AIC 092, Philatelic Product Sales. The PS Form 7381 or eBuy request supports the entry to AIC 596. Offices that use standard field accounting procedures should submit the PS Form 7381 or eBuy request to the appropriate district accounting offices. Statement of account offices should retain this form locally. The accounting office verifies the submitted PS Form 7381 or eBuy request for completeness and retains it as support for AIC 596 on the Statement of Account.
273 Obtaining Stock Through Stamp Fulfillment
Services
Stock that is not available locally may be available through SFS. To obtain stock through SFS, a minimum $1,000 face value is required. A completed and signed PS Form 7381 or eBuy request for the face value amount of stock requested and appropriate postage and handling fees must be sent to:
MANAGER
STAMP FULFILLMENT SERVICES
8300 NE UNDERGROUND DRIVE PILLAR 210
KANSAS CITY MO 64144-0001
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The postmaster makes no entries to the cash book. SFS fulfills and mails the stock to the delivery address on the PS Form 7381 or eBuy request. SFS enters the amount shown on the order form to AIC 596, with offsetting entries to AIC 090 or AIC 092, and AIC 114, Postage Due Invoices, for the postage and handling charges. SFS accesses the Journal Voucher Transfer System through the Financial Accounting Control Tracking System (FACTS) and enters the account number 52325 and the finance number indicated on the PS Form 7381 or eBuy request. The account number shows as a transaction to line 34, Services, on the postmaster’s Postal System Financial Report (PSFR). The postmaster or district manager then sees an adjustment to either the prior period or the current period.
28 Copyright of Stamp Designs
281 Policy
The designs of postage stamps, stamped envelopes, stamped stationery, stamped cards, aerogrammes, souvenir cards, and other philatelic items are copyrighted by the U.S. Postal Service in accordance with Title 17 of the United States Code.
282 Permission for Use
No written permission is required to reproduce the copyrighted stamp images in hard copy printed matter for the following purposes:
a. In editorial matter in newspapers, magazines, and journals for news reporting purposes.
b. In advertising matter, circulars, or price lists for the sale of the postage stamps or philatelic items illustrated.
c. In advertising matter, circulars, or price lists for the sale of philatelic magazines, journals, books, philatelic catalogs, philatelic albums containing illustrations of philatelic designs of the stamp images for sale of the postage stamps or philatelic items illustrated. d. For incidental, background, nonfeatured use in motion picture films. No print or other reproduction from such films, slides, or tapes may be made except for the uses permitted above.
e. Noncommercial, educational uses limited to classroom instruction.
Note: For uses covered above, users must cite the source of the stamp image, the United States Postal Service, and include language such as:
“United States Postal Service.” All permitted uses covered above must consist of the unaltered, original stamp image as issued by the U.S.
Postal Service. Any modification or alteration to the stamp image constitutes an unauthorized use.
For uses not covered above, a license from the Postal Service is required.
Further digital or electronic reproduction of stamp images for posting on the Internet or in any other electronic forum is not allowed without a license from the U.S. Postal Service.
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283 Reproduction of Designs
Illustrations permitted by 282 may be in color or in black and white and may depict items as uncanceled or canceled. When depicting uncanceled items in color, illustrations must be less than 75 percent or more than 150 percent (in linear dimension) of the size of the design of the philatelic items as issued.
Color illustrations of canceled items and black and white illustrations of uncanceled or canceled philatelic items may be any size. 284 Requests for Licenses
The U.S. Postal Service may grant licenses for the use of illustrations of its copyright designs outside the scope of the above permission. Requests for such licenses should be addressed to:
LICENSING
US POSTAL SERVICE
475 L’ENFANT PLAZA SW RM 10-523
WASHINGTON DC 20260-3100
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3 Collection Service — National
Service Standards
31 Applicability and General Requirements
311 Applicability
These standards found in Chapter 3 apply to all collection boxes. A collection box is a metal container that is dedicated to the collection of deposited mail by customers. Collection boxes come in three separate sizes:
standard, large, and jumbo. Some collection boxes are dedicated to the collection of Priority Mail Express, while other boxes are dedicated to the collection of First-Class letter mail and flats. Collection boxes are under the direct control of the Postal Service. For exceptions to the applicability of these requirements, see 313.3.
The location types of collection boxes are the following:
a. Residential collection boxes: Boxes located in primarily residential areas. Mail from these boxes is generally collected when mail is delivered. A 25 piece daily average is needed to justify its location. b. Business area collection boxes: Boxes located in primarily business areas, such as downtown commercial areas, office parks, or industrial parks. Mail from these boxes should be collected when mail is delivered to ensure no overflow but when its average daily collected volume exceeds the 100 piece threshold, it may also be collected at or after 5:00 P.M..
312 Local Postmark
312.1 Local Postmark Requirement
The local postmark must be made available in every community with a Post Office. While no exceptions are made to this policy, customers may need to contact postal officials in advance as provided in 312.2. 312.2 Local Postmark Requests
Customers may request a local postmark at the retail counter of any Post Office, classified station, or branch. Customers who want significant mail volumes (50 or more pieces) postmarked should contact the postmaster or other manager in advance to ensure that adequate resources are available to provide a local postmark.
Attachment 3
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313 Collection Requirements
313.1 Collection Schedules and Locations
313.11 General
The Postal Service is generally charged with providing prompt, economical, and efficient services that are responsive to the needs of the communities served. District officials and Postmasters should determine adequate locations and schedules for collection points, including collection boxes in each community. Use all criteria outlined in this manual in determining appropriate locations and collection schedules. Balance collection locations and schedules according to the specific nature of customer and community needs (e.g., commercial centers, shopping centers, senior citizen housing, and public facilities), preparation of collection mail, and dispatches for timely processing of mail at the processing plant.
Mail is collected in residential and business areas at times scheduled to connect with mail dispatches.
To meet these objectives, collection schedules and locations should be established or modified by the local Postmaster in accordance with the following standards:
313.12 Collection Location Standards
Collection location standards are as follows:
a. Continually review collection operations. Make adjustments as justified by changing conditions such as the safety and security of employees, customers, and the public, as well as opportunities to implement more efficient and economical operations.
b. For operational and security reasons, do not locate collection boxes at airports, ports, and public facilities inside of secure areas. c. Boxes should be sited in high-traffic locations where they are highly visible to the public to minimize vandalism and theft, in lighted areas, with minimal screening by shrubbery and exposed to appropriate lighting and security cameras at night and off-peak times. Grocery stores, banks, and shopping centers are examples of optimal locations for collection boxes.
313.13 Collection Schedule Standards
Collection schedule standards are as follows:
a. Arrange schedules based on efficient route planning and dispatches to the processing plant. Arrange collection schedules so that collections are made no later than approximately 20 minutes after the posted time, taking local conditions and traffic into consideration. Mail should never be collected before the posted collection time. Collections on a dedicated collection route should not be scheduled to start earlier than noon. All collection points must have a collection box schedule decal (see 316), whether collected by city carrier, rural carrier, contract delivery service carrier, collector, clerk, postal vehicle service (PVS), or HCR driver.
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b. Where collection boxes are grouped in multiple units at one street location, collections must be scheduled at the same time within the group.
c. All collection boxes assigned to delivery routes should be collected by the carrier during the time the carrier passes the box in the act of delivery except on foot routes. If the carrier passes the box on his or her return to the office in the afternoon, it may be more efficient for the carrier to collect the box on the return.
d. The criterion for a box to qualify for a potential 5:00 P.M. collection or later are:
The box must generate an average of 100 pieces or more daily and should be a Business area collection box; or,
It is a box outside of a Postal unit that has a 5:00 P.M. or later dispatch to the Area processing plant.
e. Collection boxes that generate 25 or more pieces a day should normally be picked up by the carrier delivering mail provided it is not a foot route.
For more information on collection routes, consult Handbook M-39, Management of Delivery Services, section 234.3, for potential action.
Collection boxes averaging less than 25 pieces a day can be relocated within the neighborhood or community to a potentially higher volume location or removed. Boxes should be provided adjacent to senior citizen housing, municipal and judicial buildings, and other public facilities. These are examples of the types of boxes that may be left in place even if fewer than 25 pieces per day are generated. 313.2 Specific Schedule and Location Standards
313.21 At Postal Facilities
Every CAG A–K Postal Service-operated retail facility and Village Post Office (VPO) should provide an external collection box for customer use. The minimum size acceptable is a Standard size box. If accessible by a vehicle, this box should be snorkel-equipped for maximum customer convenience. At CAG L offices where a letter box is not supplied, a slot in the outer Post Office door or other mail receptacle may be provided. Collection boxes or other alternatives for customers to deposit mail should also be provided at Postal stores and all contract retail facilities.
The standards are as follows:
a. For Non-city Delivery Postal Facilities: The District manager may utilize highway contract route (HCR) carriers, rural carriers, clerks, and/or other carriers for collections from the box in front of non-city delivery Post Offices. Pick up times should be as late as possible to enhance customer service, no earlier than 15 minutes before the retail counter closes. If the facility is on a transportation route, consideration should be given to HCR collection.
b. For City Delivery Postal Facilities: Collection boxes located outside of city delivery Postal-operated retail facilities should be collected at or after 5:00 P.M., Monday–Friday. Postal-operated retail facilities may provide justification for an earlier than 5:00 P.M. pick-up time by Attachment 3
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exception as outlined in section 313.3 (e.g., AMP has affected transportation times). Collection boxes located outside of processing plants must be collected at or after 6:30 P.M., Monday–Friday, in conjunction with the operating plan of the subject plant’s 010 operation. Collection boxes located at city delivery Post Offices should be collected by the personnel assigned to provide service at that facility rather than through dedicated collection runs, except at times when the personnel at that facility are not working. The final collection at a retail-only facility covered by these policies must occur either within one hour of the final dispatch of value or within 15 minutes of the time the window closes. City delivery offices with associated city carriers located within the facility must perform their final collection within one hour of the final dispatch of value. When an office has extended retail hours beyond the dispatch of value, a collection must be conducted no later than the dispatch of value to ensure all mails are processed daily in a timely manner.
313.22 Residential Collection Boxes
In residential areas (see 311a), collections from residential collection boxes must not be made before the scheduled time and should be made approximately no later than 20 minutes after the posted time, if possible.
Locally available data, such as Customer Insight Measurement (CIM) data, should be used to determine customer preferences for box location. Actual customer demand should also be considered when determining box location; density studies are a good source for this information.
The residential collection schedules are as follows:
a. Residential Collection Schedules Monday Through Saturday — Carriers should collect mail from residential boxes during their normal delivery of mail to the residential neighborhood. Residential area collection boxes should have a posted pickup time approximately 20 minutes prior to the expected arrival time of the carrier serving the route. If the foot or motorized carrier normally passes these boxes on return to the delivery unit, the pickup should be scheduled at the later time so as to allow the latest possible collection. Collection times should be scheduled as late in the day as possible consistent with efficiency; however, there are no specific collection time requirements for residential area collection boxes.
b. Sunday and National Holidays — Scheduled collection service from residential collection boxes is generally not provided on Sundays or national holidays. If needed to avoid overflow conditions, to secure the mail, or to advance collections for the next processing day, mail may be picked up without an entry on the collection schedule decal. 313.23 Business Area Collection Boxes
In business areas (see 311b), install boxes where the greatest mail volume is generated and where boxes are convenient to the greatest number of businesses. Business area boxes generating lower volumes should be reviewed periodically for relocation within the business area to a higher volume location. Locally available data, such as Customer Insight Measurement (CIM), should be used to determine customer preferences for Attachment 3
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business box location. Actual customer demand should also be considered when determining box location; density studies are a good source for this. A Saturday collection is optional for business area collection boxes provided they are not collected after 5:00 P.M., Monday through Friday, and mail is not delivered in the area. If mail is delivered in the area on Saturday, the carrier should collect the box as he or she passes while performing delivery duties. 313.24 Business Area 5:00 P.M. or Later Boxes
A business area box that generates a daily average of 100 or more pieces Monday through Friday may be scheduled for a 5:00 P.M. or later collection.
Collection times are as follows:
a. Last Pickup Between 5:00 P.M. and 6:29 P.M. (Monday–Friday) These boxes should display 5:00 P.M., 5:30 P.M., or 6:00 P.M. schedule decals, as appropriate. Locate these boxes as follows:
Where needed in business areas; or,
In front of Post Offices’ main offices, classified stations, and branches, except for locations where the Area manager, Delivery Program Support (DPS) has determined that a 5:00 P.M. or later collection is not viable, due to unusual operational, logistics, or other community service reasons.
b. Last Pickup Between 6:30 P.M. and 8:00 P.M. (Monday–Friday) These boxes should display 6:30 P.M., 7:00 P.M., 7:30 P.M., or 8:00 P.M. schedule decals, as appropriate.
These boxes will be located at offices where processing of outgoing is performed.
c. Saturday
For boxes that average 100 pieces or more Monday-Friday but average fewer than 100 pieces in a Saturday density analysis (see 314.3), a Saturday collection is not mandatory if mail is not delivered. If mail is delivered in the area on Saturday, the carrier should collect the box as he or she passes while performing delivery duties. Boxes that average 100 pieces or more in a Saturday-density analysis require Saturday collection no earlier than 1:00 P.M. unless an exception has been granted in accordance with 313.3 for these boxes. In the case where a Saturday Area Mail Processing Plan has been established, the last daily collection time should be established in conjunction with the last dispatch of value in order to meet the operating plan of the subject plant’s 010 operation.
d. Sunday and National Holidays
Except at larger postal facilities, most collection boxes will not have scheduled collections on Sundays or national holidays. Local management determines if collections are necessary from specific collection boxes to avoid potential overflow conditions, to secure the mail, or as needed to prepare mail for later processing. Collection schedule decals should indicate holiday collections when scheduled collections are made from the box on holidays. Where conducted, these collections should be as late in the day as possible to ensure that Attachment 3
313.3 Postal Operations Manual
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the mail will connect with dispatches of value to meet established standards.
Some national holidays are widely observed, and customer demand diminishes significantly on the day before the holiday. In such instances, usually on the eves before Christmas and New Year’s Day, where senior management determines that expected customer flows will be minimal, senior management may authorize early retail closings and/or early collections. Authorization for such operational changes will be communicated from Headquarters to the Areas and from the Areas to the Districts . When such operational changes are authorized, Postmasters, with the concurrence of the appropriate District, will review collection operations to determine where advancing early collections are warranted. Postmasters will then implement any such early collections. Information advising the public of any early retail closings and/or early collections must be communicated to the public via press release. Additionally, each District and Post Office must take reasonable steps to ensure that such information is timely published through local news releases, radio and television notices, and postings in affected Post Offices, stations, and branches. Additionally, local Postmasters are authorized, but are not required, to inform customers that a collection box will receive an early collection via a posting on the affected collection box. The Postmaster must use his or her judgment to determine whether such posting is practical or warranted based on local conditions, installation location, past customer requests, and past experience.
313.3 Exceptions to Mandated Service
313.31 General
Only the Area manager, Delivery Programs Support (DPS) may authorize exceptions to collection standards. Any exceptions must be based on factors such as staffing, logistics, safety, security, volume declines or increases, operational limitations, or other circumstances that justify an exception.
313.32 Exception Documentation
All exceptions requested and granted must be documented in writing by the Postmaster and/or District personnel involved and are valid for 365 days or until completion of the next density test. Copies of all written exception requests and approvals must be maintained at the office of the Area manager, DPS. Documentation for all exceptions granted must be provided to the manager, City Delivery, at Headquarters upon request. 313.33 Exception for Removal
The Area manager, Delivery Programs Support, must authorize all collection box removals.
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314 Collection Point Management System, Collection
Tests, and Density Tests (Volume Reviews)
314.1 General
All collection points are required to be entered in the Collection Point Management System (CPMS) by the responsible District where Internet access is available. No scheduled collection may be excluded from CPMS.
The information recorded in CPMS must be accurate and complete and must be reviewed at least annually by the District for accuracy. All exceptions must be in accordance with 313.3. CPMS is utilized to electronically verify collections. Any collection points recorded in these systems and receiving electronic scan data do not require the manual test as specified in 314.2.
Collection points are defined locations where a customer drops off mail for collection by the Postal Service. These can include mailchutes, receiving boxes, firm pickups, Self-Service Kiosk (SSKs) drops, lobby drops, and mail collection racks. Collection boxes are a subset of collection points. 314.2 Manual Collection Tests
In any delivery office lacking Internet access and any such office not using electronic collection management tools, the collection points process must be tested quarterly. This test is completed using plastic collection test card D-1148 and PS Form 3702, Test Mailing Record (Collection and Special Test Mailings), in accordance with Handbook M-39, Management of Delivery Services, part 133.
314.3 Volume Density Tests
Estimates of collection box volumes should only be used for preliminary information, where no changes are considered, or to determine which boxes will have a density test performed. All determinations made under POM 315.3 (relocation/removal of boxes) should use the following density-test process:
a. Use an actual count for letters or record a linear measurement of letters contained in the box.
b. Convert the linear measurement to pieces at 227 pieces per foot (or current conversion figure).
c. Add actual piece counts for flats and small parcels.
Density tests should be for a continuous 2-week period. At a minimum, density tests must be performed annually.
If the potential action under consideration involves Saturday collection alone, only collect data from four consecutive Saturdays.
Where multiple boxes are collected, mail volume from all boxes must be totaled. Collectors are required to record all density test mail volumes in the scanner. Collections density volume will be stored in Postal systems for use as needed.
For offices without Internet access, use locally available tools (e.g., Excel) to generate density-test worksheets. Retain data locally until a subsequent density test is conducted. Provide feedback to the District collections coordinator as needed.
Attachment 3
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315 Collection Boxes
315.1 Appearance
All collection boxes must have a uniform appearance and indicia so that customers can readily identify the type of service provided at each box. All boxes must be maintained in good condition with a clean and legible collection schedule decal. Boxes must be painted in accordance with and have only the decals prescribed by Brand and Policy at Headquarters.
Collection boxes are to be maintained in good condition. 315.2 Number, Location Type, and Box Type
Install a sufficient number and type of collection boxes (see parts 313.1, and 322.22) within the delivery area to handle mail volume. 315.3 Relocation Before Removal
Collection boxes averaging less than 25 pieces a day should be relocated within the neighborhood or community to a potentially higher volume location. A two-week density test and analysis must occur at least annually.
Boxes adjacent to senior citizen housing, municipal and judicial buildings, and other public facilities are examples of the types of boxes that may be left in place even if fewer than 25 pieces per day are generated. Before removing a collection point, it must be considered for relocation within the neighborhood.
If after exhausting/reviewing potential relocation options, it is ultimately decided that the collection point should be removed, approval must be granted by the exception authority listed in 313.3. Before a collection box can be removed or relocated, a notice to that effect for customers must be placed on the box 30 days prior to the removal or relocation showing the location(s) and collection schedule(s) for other collection points in the vicinity. 315.4 Immediate Removal
If, after a collection box has been vandalized or tampered with, the location is determined to be unsecure by the Area manager, Delivery Programs Support, the box may be removed immediately without notice. 316 Collection Schedule Decals
A correct and legible collection schedule decal, Decal 55B, displaying all scheduled collections, must be affixed at each collection point. This decal must also indicate the location of the nearest collection point with a 5:00 P.M. (or later) scheduled collection.
For collection schedule changes that eliminate a 5:00 P.M. or later collection on weekdays or that eliminate a Saturday collection, post a notice on the box at least 30 days before any changes to inform affected customers, showing the location of the nearest collection point with a 5:00 P.M. or later collection and a Saturday collection. Retain a copy of the posted notice in the local files. Before any such action is taken on a collection box with a scheduled pick-up of 5:00 P.M. or later, be sure a two-week density test was completed and it justifies the change.
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317 Collection Box Types
317.1 General
These types of collection boxes are currently in service with the U.S. Postal Service and are owned and maintained only by the Postal Service. As previously stated, all box types are required to have a collection schedule as well as the current DDD-1 label. Other required decals may be found in Maintenance bulletins issued by the Maintenance Technical Support Center.
The boxes must be without rust, use the proper paint color and be graffiti-free.
An anti-graffiti coating is now applied to all boxes when refurbishment is done. 317.2 Standard
The most common blue collection box found on the street is a standard box.
Collection is made by the collector opening a door in the lower front of the box and using a special Arrow key. Key series are assigned by the Material Distribution Center (for help call 800-2332-0317, option 4, option 4) and will vary in neighboring Post Office areas. Generally, a white flat tub is kept in the box, and is simply exchanged by the collector after scanning the interior barcode applied there.
317.3 Large
These boxes were designed to be installed in front of medium to large Post Offices. They contain a larger mail container than a standard box, and thus hold over twice as much mail. These boxes are generally installed with a snorkel attachment to allow for drive-up service directly from the customer’s vehicle. Guidelines for snorkel boxes may be found in Maintenance bulletins issued by the Maintenance Technical Support Center.
317.4 Jumbo
These boxes are designed to be used in locations of high outgoing mail generation. They are the largest box in service by the Postal Service. These boxes use a special high-security lock. The collector must have an empty Item 1046, Hamper, and he or she simply swaps the empty hamper for the full 1046 hamper located within the jumbo collection box. If necessary, the boxes may be equipped with up to two snorkel attachments. 317.5 Motorist Mailchute (Snorkel) Boxes
A motorist mailchute snorkel box is a collection box that is affixed with a snorkel attachment that permits motorists to deposit mail in a collection box without exiting their vehicles. Adhere to any state or local traffic regulations concerning placement of these boxes. Snorkel boxes are available in the following sizes:
a. Snorkel — Standard blue box with a snorkel attachment for driver’s deposit of mail.
b. Large Snorkel — Larger capacity blue box with a snorkel for driver’s deposit of mail. The box holds two tall bins for deposit of mail. c. Jumbo Snorkel — Extremely large capacity blue container with a snorkel for driver’s deposit of mail. The box holds Item 1046, a large hamper, for easy mail removal.
Attachment 3
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318 Priority Mail Express Collection Boxes
318.1 Identification
Appropriately label these boxes as Priority Mail Express. 318.2 Location
Separate, designated boxes may be provided at all offices that accept Priority Mail Express. The requirements for the location of individual Priority Mail Express boxes will be determined by the District manager or his/her designee.
318.3 Number of Boxes
The District manager or designee must decide where there is a need for Priority Mail Express (locations inside buildings and external street locations) in addition to determining the need for local or area-wide collection service. 32 Mail Deposit and Collection
321 Ordinary Deposit of Mail
321.1 Post Office Lobby
Letter drops are provided in lobbies of all Post Offices for the deposit of ordinary mail (see exception in 313.3). If the facility is provided with a SelfService Kiosk (SSK), the lobby will also be provided with an SSK drop for the acceptance of small packages. This may be a wall drum or a free-standing receptacle.
321.2 Rural and Contract Delivery Service Boxes
Mail on which postage is paid may be deposited for collection in mailboxes located on rural and Contract Delivery Service (CDS) routes in rural style, Postmaster General-approved mailboxes. The customer should raise the flag to indicate that outgoing mail has been deposited.
321.3 Vertical Improved Mail and Firm Mailrooms
At vertical improved mail (VIM) and firm mailrooms, mail may be deposited in bundle mail drops where provided. Otherwise, mail may be left with the carrier on duty when the VIM call window is open.
322 Mailchutes and Receiving Boxes
322.1 General
Mailchutes and receiving boxes are not collection boxes and are not subject to the policies spelled out in other sections of this chapter. Mailchutes and receiving boxes are nonetheless viable collection points that may be utilized by the public in the deposit of mail, which carriers are then obligated to collect.
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322.2 Use
322.21 Determination of Installation
Mailchutes and receiving boxes may be placed, at the expense of the owner, in public buildings, railroad stations, hotels, and business or office buildings of not less than four stories and apartment houses of not less than 40 residential apartments. Buildings with receiving boxes must be open to the general public, without restrictions, during the hours specified by local postal management for mail collections. Building management must be prepared to allow for access during extended periods when weather is inclement, or collection times may be restricted to normal business hours. Keytainers must be installed when lobby hours are inadequate to provide required access. 322.22 Purpose
Mailchutes and receiving boxes are intended for the deposit of First-Class Mail. USPS Marketing Mail may not be deposited in mailchutes and receiving boxes.
322.3 Installation, Specification, and Maintenance
Requests for the installation of mailchutes and receiving boxes must be approved by the Postmaster, and he or she must be furnished the contract and specifications for any proposed chute and box. The specifications for mailchutes and maintenance procedures are covered in Publication 16, Mail Chutes, Receiving Boxes, and Auxiliary Collection Boxes: Regulations and Specifications. All maintenance is done by and at the expense of the owner.
Cooperative mailing racks may be installed by building managers in the lobbies of office buildings. All mail rack locations and equipment must be approved by the local Postmaster. The Postal Service does not provide nor maintain such equipment.
322.4 Schedules
All mailchutes, receiving boxes, and mailing racks are collection points and therefore must be included in the national electronic collection point management database. Schedules must be included for each of these collection points and should be posted on or near the collection point. It is expected that all mailchutes, receiving boxes, and mailing racks will be picked up by the regular carrier during the delivery of mail to the building.
Any collection of these collection points on collection runs is at the discretion of local postal management and is based on consistent collection volume and building accessibility. Twenty-four hour accessibility or the use of keytainers is recommended.
322.5 Bulk Mailings
Mailings under permit indicia or in bulk must be deposited at times and places designated by the Postmaster. These mailings are prohibited from deposit in collection boxes, mailchutes, receiving boxes, or other mail collection receptacles or points because permit or bulk mailings must be verified to ensure proper acceptance.
Attachment 3
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4 Mail Processing Procedures
41 Introduction
Once mail is collected and brought to the processing facility, it must be distributed, transported, and delivered to its final destination. This process begins with mail preparation, which entails dumping, culling, facing, traying, and canceling the collected mail. Once this is accomplished, the mail is ready for distribution or sorting. After mail preparation and distribution, the mail is routed and dispatched to a destinating processing facility where it is finalized and sent to the carrier unit for delivery.
42 Responsibilities
421 Headquarters
Network Operations Management has the following responsibilities:
a. Coordinate mail processing for interarea receipt and distribution to ensure optimal service and efficiencies.
b. Prepare and issue instructions, procedures, policies, guidelines, and directives pertaining to manual, mechanized, and automated mail processing and equipment.
c. Review and approve proposed changes in the makeup and labeling of mail processed at area distribution centers (ADCs), automated area distribution centers (AADCs), Air Mail® centers/facilities (AMC/Fs), and bulk mail centers (BMCs) concurrent with area input.
d. Approve with Address Management all ZIP™ Code assignments and requests for ZIP Code changes and realignments.
e. Prepare and issue instructions, procedures, policies, guidelines, and directives pertaining to inter-intra transportation using all modes. f. Maintain list of all network processing facilities as shown in the national labeling lists (see DMM® L).
Note: ZIP Code assignments to facilities change depending on class or shape of mail.
422 Area Offices
Operations Support in the area offices will review all plans submitted by the customer service processing facilities, air mail centers/facilities (AMC/Fs), Attachment 3
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and bulk mail centers (BMCs) for completeness and compatibility with long-range mail processing and delivery needs of the area. In-Plant Support reviews and approves all operating plans, deployment plans, metro plans, equipment plans, sort plans, long-range Remote Barcoding System (RBCS) plans, and review of staffing and scheduling (Site Meta) plans developed and submitted by the P&DC/Fs. Distribution Networks (DNs) in the area office will review all the plans mentioned in the preceding sentence that are submitted by the AMC/Fs, PDC/Fs, customer service facilities and BMCs. In addition, Areas have these responsibilities:
a. Monitor, evaluate, and direct, when necessary, mail processing in the area to ensure complete and continuing compliance with Headquarters guidelines and policies.
b. Distribution Networks determines and implements managed mail processing (MMP) distribution requirements for facilities in the area’s service area and resolve field differences pertaining to transportation needs for the intraarea and interarea movement of mail. c. Develop and issue guidelines to facilitate the development of schemes, schedules, and unit operating plans.
d. Provide an effective reporting system for communicating ongoing, workable mail processing programs to Headquarters, other areas, and local managers.
e. Keep a copy of all approved plans on file. Submit plans that require ZIP Code assignments or changes to Address Management, Customer Service Support.
f. Determine requirements for installations in the area regarding the type and extent of mail distribution and the schemes and methods used.
Submit plans that require changes to the Distribution Network for any class of mail to Logistics, Network Operations Management, Headquarters.
423 Area Distribution Networks
423.1 General
The area DN manager administratively reports to area manager, Operations Support. It is responsible for preparing all authorized National Air and Surface System (NASS) dispatch and routing instructions. Distribution Networks perform the following functions when designing dispatch and routing guidelines:
a. Develops logistical plans for movement of mail from an originating customer service facility to the destinating processing facility as noted in the area’s internal labeling instructions and as specified by Headquarters’ Distribution Networks. Internal labeling instructions specify what appears on placards and labels. A master file of this list is kept in the area office.
b. Selects transportation for routing mail between and within area boundaries.
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c. Provides a minimum of two dispatches for tie-out purposes.
Processing facilities must execute the respective dispatch, labeling, and transfer operations as described in the operating plan. d. Provides extra trips and emergency transportation as required. e. Determines the authorized distribution and routing of all classes of mail originating in the area, and issues appropriate instructions. f. Authorizes or approves the authorization of any intraarea distribution changes.
g. Establishes and implements service improvement programs. Reviews ODIS and EXFC scores to target service problems. Evaluates the relationships of sort programs to the existing transportation network.
Ensures that transportation is giving our customers the best possible service. Ensures that all processing facilities are in compliance with the established and approved transportation network.
h. Develops PVS requirements for inter-plant, AMC/AMF, and BMC Rail Yard Transportation.
423.2 Feedback Requirements
For any system to be effective, an open exchange of information must take place. This exchange of information will help develop plans for the movement of mail from an originating mail processing facility to the destinating mail processing facility that is noted in the labeling instructions and specified by the Postal Service™ distribution network. Distribution Networks (DN) is responsible for thoroughly explaining all NASS dispatch reports to personnel at mail processing facilities. Mail processing facilities are responsible for notifying DN of operational changes, errors in NASS reports, and suggestions to improve service and/or cost performance. 424 Processing and Distribution Center/Facility
424.1 Definition
Designated associate offices, stations, and branches will send outgoing mail to the processing and distribution center/facility (P&DC/F) or customer service facility for processing and dispatch. Processing and distribution facilities report directly to the area office on mail processing matters.
Processing and distribution center/facilities will provide instructions on preparation of collection mail, dispatch schedules, and sort plan requirements to associate offices and mailers. Labeling instructions for all classes and categories of mail are issued by Network Operations Management, Headquarters.
424.2 Operating Plan Review
P&DCs review all standard operating plans submitted by their P&DFs for completeness and compatibility with the long-range mail processing and delivery needs of the center’s area of responsibility. The P&DC submits appropriate plans in a complete package to the area office. ADCs and AADCs for all classes of mail are proposed by the Vice President, Area Operations, for approval by Network Operations Management, Attachment 3
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Headquarters. Generally, P&DC/Fs are selected to function as ADCs or AADCs. They must have sufficient work space and automated and mechanized processing capability to handle the managed mail processing volume destinating in their area. Separations of mail by specific ZIP Code areas for these ADCs/AADCs are mandatory at each originating processing facility. Incoming and outgoing mail distribution is performed following area guidelines and must be completed by the cutoff times listed in the operating plan for each processing facility. ADCs and AADCs are ultimately determined by the vice president, Network Operations Management, Headquarters, Area Distribution Networks has a major role in determining what the ZIP Code range shall be for each ADC and AADC. These ZIP Codes are based on optimum transportation capabilities and established service commitments.
Area manager, Network Operations Management, should submit recommendations to the Vice President, Network Operations Management, Headquarters.
424.3 Area Distribution Centers
Area distribution centers (ADCs) for all classes of mail are shown in the national labeling lists (see DMM L). Generally, facilities selected to function as ADCs must have sufficient work space and mechanized processing capability to handle all First-Class Mail, Periodicals, and USPS Marketing Mail that is addressed to destinations in the ADC service area. Separations of mail by specific ZIP Code areas for these ADCs are mandatory at point of origin.
424.4 Automated Area Distribution Centers
Automated area distribution centers (AADCs) for all classes of mail are shown in the national labeling lists. Generally, facilities selected to function as AADCs must have sufficient work space and automated processing capability to handle all First-Class Mail, Periodicals, and USPS Marketing Mail that is addressed to destinations in the AADC service area. Separations of mail by specific ZIP Code areas for these AADCs are mandatory at point of origin.
424.5 Associate Office Distribution Responsibilities
An associate office (AO) reports directly to and receives instructions from the district office, in cooperation with the P&DCs, on mail processing matters.
The postmaster of an AO is responsible, along with Customer Service and Sales, for keeping mailers advised of the correct makeup and labeling of all classes of mail.
425 Air Mail Center/Facility
An air mail center/facility (AMC/AMF) is a postal facility located at or adjacent to an airport. The AMC/AMF core operations are: assignment of mail to flights; receipt and dispatch of mail to/from air carriers; acceptance and sortation of mail to/from plants; performance measurement/quality control of air carrier operations; and management of functions specific to airport operations (customs, con-con, etc.). The AMC/AMF operation includes billing of mail tendered to air carriers, transit handling of mail between air and Attachment 3
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highway transportation routes, and supervising the transfer of mail between air carrier flights. Some AMC/AMFs act as international and military exchange and concentration centers, Priority Mail® outgoing concentration centers, and destinating ADCs. Some larger AMC/AMFs have fixed mechanization, which is used for both incoming and outgoing SCF distribution to air carriers. Some facilities may perform distribution normally associated with P&DC/AMFs.
426 Network Distribution Centers
The Network Distribution Centers (NDCs) network consists of 21 strategically located, highly mechanized, and automated facilities that serve as centralized processing and transfer points for designated geographic areas.
NDCs receive and process originating and destinating mail volumes of Periodicals, USPS Marketing Mail, Package Services, and in some cases Priority Mail destinating within their own service area. 43 ZIP Codes and the ZIP+4® System
431 ZIP Codes
ZIP Codes are 5-digit geographic codes that identify postal delivery areas within the United States and its possessions and territories to simplify distribution and delivery of mail by the U.S. Postal Service (see 439). The following definitions apply:
a. A postal area ZIP Code is a 5-digit ZIP Code assigned to postal facilities, box sections, caller service, vertical improved mail (VIM) units (buildings), military installations, and delivery areas. b. A Post Office™ box ZIP Code is a 5-digit ZIP Code assigned exclusively to Post Office boxes.
c. A unique ZIP Code is any 5-digit ZIP Code assigned exclusively to a single firm, government agency, etc.
d. A firm ZIP Code is a 5-digit ZIP Code shared by customers who use prebarcoded FIM A (courtesy reply) or FIM C (business reply) mail, which facilitates automated distribution.
432 ZIP+4®Code
ZIP+4 codes are 5-digit ZIP Codes followed by a hyphen and 4 additional digits. The 5-digit ZIP Code identifies postal delivery areas. The first 2 digits after the hyphen denote a delivery sector, which may be several blocks, a group of streets, several office buildings, or a small geographic area. The last two numbers denote a delivery segment, which may be one floor of an office building, one side of a street, specific departments in a firm, or a group of Post Office boxes. In the case of Business Reply Mail Accounting System (BRMAS), qualifying BRM customers can be assigned ZIP+4 codes that represent a specific BRM mailpiece at a specific postage rate.
Attachment 3
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433 Placement
The ZIP Code is an integral part of a mailing address. It should appear on the last line (of both the destination and return addresses) following the name of the city and state. The Postal Service may apply a ZIP Code, ZIP+4 code, and/or finest depth of sort representative barcode to mailpieces with incorrect or nonexistent ZIP Code information to facilitate processing. 434 Employee Training
All orientation and training of employees involved with mail processing should include full explanation of the ZIP Code, ZIP+4 code, and barcode systems and their use. All mail distribution systems depend on ZIP Codes, ZIP+4 codes, and/or barcodes to process mail correctly and efficiently. 435 Boundaries
Area ZIP Code boundaries must be as permanent as the present and foreseeable needs of the population permit and should coincide with natural physical boundaries or major highways.
436 Unique
Unique ZIP Code assignments must provide service benefits to the customers and service/cost benefits to the Postal Service. 437 Planning
Long-range ZIP Code planning (at least 10-year, and preferably 20-year, projections) must be completed to determine availability of ZIP Codes for future mail processing and delivery needs.
438 Delivery Point Sequence (DPS)
A DPS code is an 11-digit barcode that is applied by the mailer or the U.S.
Postal Service. This barcode permits the automation processing system to sort the mail in delivery sequence order.
439 ZIP Code Authorization and Assignment
439.1 Definitions
The following definitions are helpful in understanding the ZIP Code system:
a. Address Management System (AMS). An integrated database located at the San Mateo Integrated Business Solutions Center and maintained by the local AMS office. It is the official source of address information. b. Delivery ZIP Code. A ZIP Code assigned to postal geographic delivery areas. It may serve box sections, vertical improved mail (VIM) units, and military installations.
c. Post Office Box ZIP Code. A ZIP Code assigned exclusively to Post Office boxes and/or general delivery.
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d. Post Office Discontinuances:
(1) Close. An action in which operations at a Postal Service– operated retail facility are permanently discontinued without providing a replacement facility in the community. Replacement services are provided by a neighboring Postal Service–operated retail facility, contract delivery service, rural delivery service, city delivery service, or alternate access channels.
(2) Consolidate. An action that replaces a Postal Service–operated retail facility with a contractor-operated retail facility. A resulting contractor-operated retail facility reports to a Postal Service– operated retail facility.
e. Shared ZIP Code. A ZIP Code that is shared by customers who primarily use prebarcoded FIM A (courtesy reply mail (CRM)) or FIM C (business reply mail (BRM)). Shared ZIP Code mail can be distributed beyond a 5-digit level.
f. Unique ZIP Code. A ZIP Code that is assigned exclusively to a single firm or government agency. Unique ZIP Code mail will be distributed only to a 5-digit level.
439.2 Assignment Criteria for New ZIP Codes
439.21 Delivery ZIP Code
The Postal Service will not assign ZIP Codes solely to provide community identity.
439.211 Establish Delivery ZIP Code
Before any ZIP Code can be authorized or assigned, the manager of the district AMS office must prepare a long-range study of ZIP Codes in his or her district and keep it on file. The AMS manager is responsible for monitoring delivery growth patterns, facilities planning, and any other factors that will alter the existing ZIP Code boundaries. The long-range study requires input from delivery managers for growth patterns to be planned and established. This includes 5-year and 20-year projections in areas that could be affected. This planning approach will stabilize delivery ZIP Code areas and assist in reducing constant changes in schemes. Any plan of action must not compromise the integrity or stability of the 5-digit ZIP Code system (see PS Form 5401, Documentation to Establish a Delivery ZIP Code (Exhibit 439.211)).
Establishment of delivery ZIP Code geographic boundaries should minimize the number of customer addresses affected and should be consistent with current and future mail processing needs. District officials should consider municipal boundaries and customer interests in all zone splits. If a ZIP Code that is being considered for adjustment crosses municipal boundaries, consult municipal offices before submitting the proposal, and consider all reasonable solutions. This consultation must be documented on PS Form 5401 (see Exhibit 439.211).
Note: Do not transfer any portion of a delivery area smaller than a ZIP+4 segment from one carrier or delivery unit to another.
Attachment 3
439.211 Postal Operations Manual
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Exhibit 439.211
PS Form 5401, Documentation to Establish a Delivery ZIP Code Attachment 3
Mail Processing Procedures 439.211
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Exhibit 439.211 (p. 2)
PS Form 5401, Documentation to Establish a Delivery ZIP Code Attachment 3
439.211 Postal Operations Manual
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Exhibit 439.211 (p. 3)
PS Form 5401, Documentation to Establish a Delivery ZIP Code Attachment 3
Mail Processing Procedures 439.211
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Exhibit 439.211 (p. 4)
PS Form 5401, Documentation to Establish a Delivery ZIP Code Attachment 3
439.211 Postal Operations Manual
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Exhibit 439.211 (p. 5)
PS Form 5401, Documentation to Establish a Delivery ZIP Code Attachment 3
Mail Processing Procedures 439.22
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439.212 Split Delivery ZIP Code
The AMS manager should consider splitting the delivery ZIP Code in the following instances:
a. Sectors: When 70 of the available 100 sectors have been assigned.
When high growth is experienced in a delivery ZIP Code, monitor the impact of the growth upon sector and segment assignments. Under no circumstance will delivery ZIP Code boundaries overlap into another delivery ZIP Code (i.e., overlaid delivery ZIP Code).
b. Scheme Items: When manual scheme items approach 800 items. c. Routes: When the number of regular routes exceeds 55. Carrier routes should not cross delivery ZIP Code boundaries due to added mail handing costs. Route adjustments must be made prior to the ZIP Code split to ensure that a carrier route will not cross the new delivery ZIP Code boundary unless absolutely necessary.
d. Delivery Points: When the number of delivery points exceeds 25,000.
Note: When contemplating a delivery ZIP Code split, all of the criteria listed above must be considered as a whole and projected 20 years. 439.22 Post Office Box ZIP Code
Each proposed Post Office (PO) box ZIP Code must receive a thorough review and analysis at the district AMS level. Before submitting a request, the district manager must review the criteria in 439.21 to determine whether the current ZIP Code or another delivery ZIP Code in the facility can absorb the proposed PO boxes. Also, the AMS manager should consider coding a box section with a common ZIP+4 code when there is no duplication of the last 2 digits of the box numbers within the section. Use PS Form 5402, Documentation to Establish a Post Office Box ZIP Code (see Exhibit 439.22), to aid in the district analysis process. When a thorough review and analysis at the district level supports a proposal for a PO box ZIP Code, the AMS manager must fully justify the request by using the required documentation. (PS Form 5401 (see Exhibit 439.211) will be required to determine if a delivery ZIP Code can absorb the proposed PO boxes.)
Attachment 3
439.22 Postal Operations Manual
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Exhibit 439.22
PS Form 5402, Documentation to Establish a Post Office Box ZIP Code Attachment 3
Mail Processing Procedures 439.22
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Exhibit 439.22 (p. 2)
PS Form 5402, Documentation to Establish a Post Office Box ZIP Code Attachment 3
439.22 Postal Operations Manual
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Exhibit 439.22 (p. 3)
PS Form 5402, Documentation to Establish a Post Office Box ZIP Code Attachment 3
Mail Processing Procedures 439.22
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Exhibit 439.22 (p. 4)
PS Form 5402, Documentation to Establish a Post Office Box ZIP Code Attachment 3
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439.23 Shared ZIP Code
439.231 Review and Analysis
Each proposed shared ZIP Code assignment must be thoroughly reviewed and analyzed at the district level. The district manager must fully justify the shared ZIP Codes to satisfy delivery, distribution, and customer requirements. PS Form 5403, Documentation to Establish a Shared ZIP Code (see Exhibit 439.231), will aid in the district analysis process. District In-Plant Support will review the proposal and determine the impact the assignment of the shared ZIP Code will have on all affected operations. They will also identify any time savings that will be realized by a shared ZIP Code assignment.
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Mail Processing Procedures 439.231
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Exhibit 439.231
PS Form 5403, Documentation to Establish a Shared ZIP Code Attachment 3
439.231 Postal Operations Manual
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Exhibit 439.231 (p. 2)
PS Form 5403, Documentation to Establish a Shared ZIP Code Attachment 3
Mail Processing Procedures 439.231
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Exhibit 439.231 (p. 3)
PS Form 5403, Documentation to Establish a Shared ZIP Code Attachment 3
439.232 Postal Operations Manual
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439.232 Address and Mail Type Requirements
All shared ZIP Code participant mail should be prebarcoded FIM A (CRM) or FIM C (BRM) letter mail and meet the pre-barcoded mail specifications in DMM C840. A standardized mailing address is required on all mail utilizing a shared ZIP Code (see Publication 28, Postal Addressing Standards). 439.233 Revenue Assurance
Postage due mail must be kept separate from other mail. Therefore, a shared ZIP Code may be used on BRM only when it has been specifically approved for BRM.
439.24 Unique ZIP Code
439.241 Review and Analysis
The district AMS manager must thoroughly review and analyze each proposed unique ZIP Code assignment. The AMS manager must fully justify unique ZIP Codes and should assign them only when ZIP+4 codes will not satisfy delivery, distribution, and customer requirements. Use PS Form 5404, Documentation to Establish a Unique ZIP Code (see Exhibit 439.241), to aid in the district analysis process.
Attachment 3
Mail Processing Procedures 439.241
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Exhibit 439.241
PS Form 5404, Documentation to Establish a Unique ZIP Code Attachment 3
439.241 Postal Operations Manual
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Exhibit 439.241 (p. 2)
PS Form 5404, Documentation to Establish a Unique ZIP Code Attachment 3
Mail Processing Procedures 439.241
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Exhibit 439.241 (p. 3)
PS Form 5404, Documentation to Establish a Unique ZIP Code Attachment 3
439.241 Postal Operations Manual
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Exhibit 439.241 (p. 4)
PS Form 5404, Documentation to Establish a Unique ZIP Code Attachment 3
Mail Processing Procedures 439.241
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Exhibit 439.241 (p. 5)
PS Form 5404, Documentation to Establish a Unique ZIP Code Attachment 3
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439.242 Elimination of One Piece Handling
All unique ZIP Code assignments must eliminate one piece handling for a majority of a firm’s mail. Local In-Plant Support will review the proposal to determine the impact that the assignment of the unique ZIP Code will have on affected operations. They will also identify any time savings that will be realized by assigning the unique ZIP Code.
439.243 Addressing Requirements
A standardized mailing address is required on all mail that uses a unique ZIP Code (see Publication 28).
439.244 Revenue Assurance
Postage due mail must be kept separate. Therefore, a unique ZIP Code may be used for postage due mail or for non-postage due mail but never for both. 439.245 Mail Acceptance by Firm
When a firm is assigned a unique ZIP Code, it agrees to accept all mail bearing the unique ZIP Code in bulk without additional separation by the Postal Service. Officials of the firm must agree to this arrangement in writing, and this letter of agreement must be included in the proposal package. 439.3 Postal Facility Status Change and Boundary Realignment 439.31 Postal Facility Status Change
439.311 General
Establishing, closing, and consolidating independent Post Offices, classified stations, classified branches, and community Post Offices (CPOs) may result in 5-digit ZIP Code changes.
439.312 Establishment
Establishment of new, independent Post Offices requires concurrence by the vice president of Area Operations and approval by the chief operating officer.
Vice presidents of Area Operations or their designees have the authority to approve the establishment of classified stations and branches where needed within the service areas of Post Offices. However, approval authority may not be delegated below the district manager of Customer Service and Sales. 439.313 Post Office Discontinuance
When the manager of Post Office Operations receives approval from the district manager to study an independent Post Office, classified station, classified branch, or CPO for discontinuance, any proposed 5-digit ZIP Code change is reviewed by the Post Office review coordinator.
ZIP Code retention requests must be approved in writing by the Office of Address Management prior to the 60-day posting of a proposal to close or consolidate a Post Office. Retention of a ZIP Code must be based on operational justifications.
Names of discontinued Post Offices are maintained by the Office of Address Management and listed in an appropriate manner in Publication 65, National Five-Digit ZIP Code and Post Office Directory.
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439.32 Boundary Realignments
439.321 General
Managers should look for reasonable solutions to external municipal requests and implement them when an establishment or realignment of ZIP Codes becomes operationally necessary. Districts will work proactively to resolve areas of concern and/or minimize conflicts between postal and municipal boundaries. Realignments that stem from external requests should be handled as outlined in ZIP Code Boundary Review Process. Do not transfer any portion of a delivery area smaller than a ZIP+4 segment from one carrier or delivery unit to another.
439.322 Minor Realignments
District managers may approve and implement requests for minor ZIP Code boundary realignments within their districts as necessary throughout the year. A minor realignment is defined as an area affecting less than 25 percent of the total delivery points of the losing ZIP Code or 500 possible deliveries of the losing ZIP Code (whichever is less). ZIP Code boundaries must not be realigned to cross state boundaries. City delivery carrier routes should be adjusted if boundary changes would result in the carrier serving more than one ZIP Code. When ZIP Code boundaries are adjusted, consider matching municipal boundaries where operationally feasible.
439.323 Reporting
The district AMS office must notify the Office of Address Management of all minor boundary realignments. For minor realignment information to be published in the Postal Bulletin, a PS Form 1362, Status Change Request/ Report (see Exhibit 439.323), containing the minimum number of district signatures indicated on the form must be submitted by the district manager to the Office of Address Management.
Attachment 3
439.323 Postal Operations Manual
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Exhibit 439.323
PS Form 1362, Status Change Request/Report
Attachment 3
Mail Processing Procedures 439.44
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439.4 Required Documentation
439.41 Delivery ZIP Code
With each request for a delivery ZIP Code, the district manager must include a completed PS Form 1362 (see Exhibit 439.323) and PS Form 5401 (see Exhibit 439.211). Proposals for delivery ZIP Code changes or assignments should be processed and submitted throughout the year by the district of the territory in question. The district manager may submit delivery ZIP Code requests for approval on any date throughout the year.
The official implementation date to establish a delivery ZIP Code is July 1 of each year. It is recommended that delivery ZIP Code proposals be received in the area office by November 15 of the preceding year, and they must be received by the Office of Address Management no later than January 15 of the year of the proposed establishment. Proposals received at the Office of Address Management after January 15 will be deferred to the following year.
Submission of all required information and materials by the above dates is essential to provide sufficient time for area and Headquarters review, public notification, and AMS file maintenance. All submitted materials must be originals.
439.42 Post Office Box ZIP Code
With each request for a PO box ZIP Code, the district manager must include a completed PS Form 1362 (see Exhibit 439.323) and PS Form 5402 (see Exhibit 439.211). The district manager may submit PO box ZIP Code requests for approval on any date throughout the year.
AMS managers should be familiar with the Metro Plan in order to assess the proper lead time necessary to prepare ZIP Code proposals for new PO box sections. When existing customers will be required to change their ZIP Codes or PO box numbers, allow 30 to 45 days between the announcement of an approved PO box ZIP Code and the implementation date. 439.43 Shared ZIP Code
With each request for a shared ZIP Code, the district manager must include a completed PS Form 1362 (see Exhibit 439.323) and PS Form 5403 (see Exhibit 439.231). The district manager may submit shared ZIP Code requests for approval on any date throughout the year.
439.44 Unique ZIP Code
With each request for a unique ZIP Code, the district manager must include a completed PS Form 1362 (see Exhibit 439.323) and PS Form 5404 (see Exhibit 439.241). The district manager may submit unique ZIP Code requests for approval on any date throughout the year. A letter of agreement from the firm or agency requesting the unique ZIP Code must be included in the proposal package. The letter must do the following:
a. State that the firm or agency agrees to accept all mail addressed to the unique ZIP Code in bulk.
b. Provide the address(es) to be used with the unique ZIP Code. All addresses must conform to the standards in Publication 28. c. Describe how and when the firm or agency plans to implement the unique ZIP Code.
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d. Describe expected volume, including whether this is new volume or mail currently being received at a different address.
e. Agree to return all missorts and accountable mail in a timely manner. f. Agree that the firm or agency will forward their own mail. g. Agree that the ZIP Code will not be transferred to another firm or agency. 439.45 Postal Facility Status Change
The AMS manager must report all ZIP Code status changes (including those resulting from Headquarters-approved retail facility closings or consolidations, a change of branch name, etc.) on PS Form 1362 (see Exhibit 439.323) and send it to the Office of Address Management. The effective date for postal facility changes is 30 days after the announcement is published in the Postal Bulletin.
439.46 Boundary Realignment
With each request for a proposed boundary realignment affecting more than 25 percent of the total possible deliveries of the losing ZIP Code or over 500 possible deliveries of the losing ZIP Code (whichever is less), the district manager must include a completed PS Form 1362 (see Exhibit 439.323) and PS Form 5401 (see Exhibit 439.211). In the justification, the district manager must indicate whether he or she plans to survey customers after receiving approval for a potential realignment.
439.5 Authorization and Approval
439.51 General
All actions requiring PS Form 1362 (see Exhibit 439.323) will require the signature of the district AMS manager; the manager of Operations Programs Support; the manager of Processing and Distribution; and the district manager of Customer Service and Sales. All actions requiring the ZIP Code establishment documents (see Exhibit 439.211, Exhibit 439.22, Exhibit 439.231, and Exhibit 439.241) must include all pertinent information on those documents. The proposal (including all letters, forms, and documentation) must be sent to the area manager of Delivery Programs Support for review and concurrence. The area office will forward the proposal to the Office of Address Management for final review and approval. All proposals sent to the Office of Address Management must be addressed as follows:
OFFICE OF ADDRESS MANAGEMENT
UNITED STATES POSTAL SERVICE
225 N. HUMPHREYS BLVD, STE 501
MEMPHIS, TN 38188-1001
439.52 District
The district manager, the plant manager, and district officials must not assign or change ZIP Codes without area and Headquarters review and approval.
The district manager may not announce a 5-digit ZIP Code change until he or she has received written approval of the ZIP Code from the Office of Address Management.
Exception: See 439.32 for information on authorization for boundary realignments.
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439.53 Network Distribution Center (NDC)
The NDC manager must review and approve each request for a unique ZIP Code that includes volumes in the machinable USPS Marketing Mail or Package Services categories before the district manager can submit the request to the area.
439.54 Priority Mail Processing Center (PMPC)
The PMPC manager must review and approve each request for a unique ZIP Code that includes volumes in the Priority Mail category before the district manager can submit the request to the area.
439.55 Areas
Managers of Delivery Programs Support are administratively responsible for coordination and review of 5-digit ZIP Code proposals within their areas of responsibility. Area officials must not assign or change ZIP Codes without the review and approval of the Office of Address Management. 439.56 Headquarters
The Office of Address Management is responsible for accurate and timely announcements of ZIP Code changes to internal Postal Service operations employees and customers by submitting articles to the Postal Bulletin entitled “Post Office Changes” and by notifying other Headquarters departments (e.g., notifying Business Mail Acceptance of all 3-digit ZIP Code changes).
Note: Shared and unique ZIP Code changes are not announced in the Postal Bulletin; however, the Office of Address Management will notify other Headquarters departments if approval of a shared or unique ZIP Code will have an effect on their operations.
The Office of Address Management will return approved or denied ZIP Code proposals to the appropriate area office for distribution to the district.
Proposals that are denied will contain the reason for denial. If the requesting party wishes to appeal the decision, a letter of appeal may be sent through the district and area offices to the Office of Address Management. Address Management will review the appeal information and hold meetings internally and/or with the requesting party (as necessary) to make a final decision.
Address Management is the final authority for the resolution of an appeal. 439.6 Implementation
439.61 General
Once headquarters approval is received for a ZIP Code assignment or change, the district manager must notify all district officials to proceed with implementation.
Exception: See 439.32 for information on authorization for boundary realignments.
439.611 District Level
At the district level, the AMS manager must coordinate implementation with the manager of Marketing, managers of Post Office Operations, postmasters, and In-Plant Support to ensure maximum cooperation of customers and local government officials.
Attachment 3
439.612 Postal Operations Manual
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439.612 Local Mail Processing Managers
The local mail processing managers must ensure that all distribution operations are prepared to respond to the use of the new ZIP Code. 439.613 ZIP Code System Stability
To foster stability in the ZIP Code system and correspond to production of Publication 65, the implementation date for delivery ZIP Code changes is July 1 of each year. The district manager must notify residents and local mailers between May 15 and June 1 that the ZIP Code has changed and will be effective July 1. The Office of Address Management can provide assistance with the notification effort. Residents should be asked to notify their correspondents of the change (including boundary realignments). 439.614 File Maintenance
The AMS manager must perform file maintenance in a timely manner between the April and May product cycle. The Office of Address Management will publish specific dates each year. The AMS database must be updated to ensure that duplicate addresses do not exist within a finance number for these new ZIP Codes.
439.615 Effective Date
Following Headquarters approval, PO box, shared, and unique ZIP Codes become effective as determined by the district manager. 439.62 Three-Digit Realignment
When a district is planning a 3-digit realignment, the AMS office must notify the area office and the Office of Address Management in writing by July 1 of the year before the expected implementation date. This requirement ensures that all affected postal operations managers are notified of the proposed 3-digit realignment in a timely manner. The Office of Address Management will advise the district throughout the process to ensure that all deadlines are met.
The actual proposal package must be received at the area office by October 15 and by the Office of Address Management no later than December 15 of the year before the expected implementation date.
Proposals received by the Office of Address Management after the deadlines will be deferred to the following year.
Note: Except for the aforementioned dates, specific guidelines for 3-digit realignments are the same as the guidelines for delivery ZIP Code realignments found throughout this part.
44 Mail Preparation
441 Mail Preparation Operations
Mail preparation operations are supported and greatly affected by the following factors:
a. The makeup and handling of incoming collection mail from stations and branches, associate offices, collectors, and firms.
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b. The platform handling of such mail upon its arrival at the mail processing facility. The mail preparation operations encompass the following:
(1) The staging of mail for subsequent processing based on class of mail, mail type, and postage payment method.
(2) The culling, facing, and canceling of different types of mail at the mail preparation unit.
(3) The staging of culled, faced, and canceled mail at mail preparation units for transport to applicable distribution and dispatch operations. Since the performance of the tasks described above significantly affects downstream operations, it is essential that each mail processing installation establish and maintain a carefully structured and well-managed mail
preparation system. A well-run mail preparation operation is integral to the creation of a cost-efficient, service-effective mail processing system and, therefore, must be considered a
high-priority management objective.
442 Mail Preparation Units
A mail preparation unit is where specific tasks are performed that facilitate the flow of mail to distribution or dispatch operations. Mail preparation operations in medium and large automated/mechanized P&DC/Fs are structured around a series of well-defined units. Each unit has primary responsibility for handling and processing a specific type and/or category of mail. The physical configuration, equipment usage, and staffing levels applicable to a particular type of operation (e.g., flats processing belt) may vary from plant to plant, depending upon differences in facility design, floor layout, volume, and mail mix. Pouches, sacks, hampers, and containers of originating mail from all sources should be separated according to shape (e.g., letters and flats), configuration (e.g., bundles, loose, faced), postage payment method (stamps, permit imprint, and meter), and staged or directed to the next unit or processing operation. (See Handbook PO-415, Mail Preparation, for further instructions.)
443 Endorsing, Canceling, and Postmarking
443.1 Endorsing
Only authorized endorsements (e.g., First-Class Mail®, Insured Mail, Certified Mail™, Military Ordinary Mail (MOM) labels) may be placed on mailpieces by postal employees. Endorsements of any type are never to be placed on philatelic mail.
443.2 Canceling
Render all stamps, except precanceled stamps, unusable at the point of origin. This is to be accomplished by cancellation or strike-through with daubers on stamps placed where canceling equipment is unable to reach.
On philatelic mailpieces, only authorized cancellations must appear on the Attachment 3
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item; no other marking of any type shall be placed on philatelic mail by a postal employee.
443.3 Postmarking
443.31 General
Postmark mail on the address side as follows:
a. Postmark showing full name of Post Office, two-letter state abbreviation, and ZIP Code. For USPS Marketing Mail, omit postmark if name of mailing office is shown in return address.
b. Postmark the following types of mail showing the full name of Post Office, two-letter state abbreviation, ZIP Code, and date of mailing:
(1) Priority Mail Express.
(2) Registered Mail™ and COD.
(3) USPS (ordinary).
c. Postmark the following types of mail showing full name of Post Office, two-letter state abbreviation, ZIP Code, date of mailing, and a.m. or p.m.:
(1) First-Class Mail (except Registered Mail).
(2) Priority Mail.
(3) Stamped cards and postcards.
(4) Business reply mail and meter reply cards, labels, and envelopes. (5) Special handling.
443.32 Local Postmarking
Local postmarking will be available at each Post Office. The rules for local postmarking are the same as the procedures in 443.31.
443.33 Backstamping
Backstamping of mail is permitted on missent mail only. Missent mail is defined as mail received at Post Office “A” when it should have been sent to Post Office “B” (e.g., mail originated in Albany, NY, addressed to Tampa, FL, but was received in San Francisco, CA). Backstamping of forwarding mail is no longer required; the date will be applied by the Computerized Forwarding System II (CFS) unit when applying the new address label. 443.34 Backdating
Backdating the postmark on mail is expressly forbidden -except where a specific written authorization is granted to provide philatelic treatment on a new stamp issue beyond the issuance date. Such authority is extended only when public demand for a specific first-day issue exceeds daily cancellation capability. Backdating causes several major problems. It jeopardizes the integrity of the postmark as a legal basis for determining individual or contractual compliance with statutory deadlines, and it decreases the value of cancellation dates as the basis for measuring service standard achievement.
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444 Equipment and Supplies
444.1 General
Network Operations Management has authority to approve the kind and use of canceling and postmarking supplies. All canceling machine dies, die hubs, and hand postmarking and stamp canceling equipment must be Postal Service-furnished or approved before being used at postal installations. 444.2 Canceling Equipment
Canceling and postmarking equipment is used only for those purposes and functions for which specific authorization has been granted. 444.3 Altering or Substituting Equipment
Equipment may not be altered or substituted without prior written authorization.
444.4 Black Ink
For canceling and postmarking purposes, use only Postal Service-supplied black ink.
445 Requisitioning Procedures
All requisitions for postmarking and canceling equipment and repair parts must be prepared and submitted in conformance with established procedures and policies as set forth in Handbook AS-701, Material Management, and Publication 247, Supply and Equipment Catalog. 45 Distribution
451 Outgoing and Incoming Distribution
Outgoing mail is mail received in local collections and from associate offices involved in the area mail processing plan. Incoming mail is received from other P&DCs from around the country for delivery in a given service area.
Outgoing and incoming mail must be processed according to the established operating plan. This processing must be completed by established clearance times. Committed overnight mails must be distributed to ensure next-day delivery from the office of origin. The P&DC of origin will not dispatch mail without the required ADC ZIP Code distribution or without properly formatted and barcoded labels. After distribution, letter mail must always be dispatched in trays to facilitate automated sortation at the destination processing facility.
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452 Authorized Distribution
452.1 General
The vice president, Area Operations, has the following responsibilities with regard to authorized distribution:
a. Determines the authorized distribution and routing of all classes of mail originating in the area, and issues appropriate instructions. b. Determines requirements for installations in the area regarding the type and extent of mail distribution and the schemes and methods used. c. Authorizes or approves the authorization of any intraarea distribution changes.
452.2 Outgoing Distribution
Changes in the interarea distribution of managed mail for 2- and 3-day delivery must be coordinated between the areas involved, with concurrence from In-Plant Operations at Headquarters.
453 Distribution Priorities
Distribute mail by these priorities:
a. Priority Mail Express.
b. Priority Mail.
c. First-Class Mail.
d. Periodicals.
(1) Newspaper treatment Periodicals (marked “NEWS”).
(2) All other Periodicals (marked “PER”).
e. USPS Marketing Mail.
f. Package Services.
454 Centralized and Decentralized Distribution
Generally, the distribution of mail should be centralized at the main Post Office or central distribution facility. Plant managers and district managers may approve decentralization of distribution to delivery units (stations and branches) under the following conditions:
a. It provides same-day delivery of preferential mail not attainable through the main Post Office or the central mail facility.
b. Daily mail receipt of presorted First-Class Mail, Periodicals, and USPS Marketing Mail can be transported directly to the branch or station. c. Space is not available at the main Post Office or at the centralized distribution point.
d. Station and branch clerks can be gainfully utilized during slack periods. e. Distribution of mail at delivery units is more economical.
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455 Types of Distribution
455.1 Manual Distribution
Manual distribution is hand sorting of mail by ZIP Code or address into manual letter or flat mail cases, trays, containers, sacks, or pouches in order to group mail or packages of mail for a common destinating area. 455.2 Mechanized Distribution
Mechanized mail distribution increases operational efficiency through the use of sorting machines and enhances the use of employee skills. Distribution of mail on mechanized equipment such as multiposition letter sorting machines (MPLSMs), single-position letter sorting machines (SPLSMs), parcel sorting machines (PSMs), and sack sorting machines (SSMs) is based on ZIP Code, except for incoming secondary sort schemes.
455.3 Automated Distribution
Automated distribution of letter and flat mail is the optimal system and is preferred over both manual and mechanized methods. The finest depth of sort is received using the available automated equipment (e.g., multiline optical character reader (MLOCR), mail processing barcode sorter (MPBCS), delivery barcode sorter (DBCS), carrier sequence barcode sorter (CSBCS), etc.). Letters are processed and sorted on the MLOCRs by scanning the address on the letter, applying a base depth of sort barcode, and directing it to its proper destinating stacker. Letters processed by MPBCSs, DBCSs, and CSBCSs are sorted by reading the barcode printed on the envelope and directing it to its proper stacker. The Remote Barcoding System (RBCS) handles letters that could not be read by the MLOCR. Images of this nonreadable mail are electronically sent to a remote keying site where mail clerks key in the proper information to enable a modified barcode sorter or output subsystem (OSS) to apply the barcode that represents the best depth of sort for the address provided.
456 Managed Mail Processing
Managed mail processing (MMP) is a distribution system where First-Class Mail, for a specific ZIP Code span, is massed at an automated/mechanized facility for distribution and dispatch. Initially, originating Post Offices identify and distribute First-Class Mail for a state or a specific ZIP Code span that is to be transported to ADCs/AADCs in destination geographic areas beyond the range of overnight delivery. Processing at origin points requires separation of mail to destination distribution centers by automated, mechanized, or manual case distribution. ADCs/AADCs will, to the extent possible, use machines and process destinating managed mail on Tour II. This, however, does not preclude performance of necessary distribution on other tours to achieve service standard commitments. The prime objective and benefit of MMP is the reduction in secondary workload at origin Post Offices, primarily on the evening tour. Leveling of workloads results with the addition of day tours instituted at ADCs/AADCs. Sectional center facility workloads and total piece handlings are reduced because of expanded mechanized mail processing at Attachment 3
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ADCs. Greater use of mail sorting equipment is reflected in improved productivity and makeup of directs.
457 Scheme Distribution
457.1 General
Scheme distribution is a systematic plan to move all classes of mail from originating office to destination office. ZIP Code, ZIP+4 code, Delivery Point Sequence (DPS) code, and general schemes are used to distribute mail to proper separations.
457.2 City Schemes
A city scheme is an official published list of elements of address for the distribution of incoming mail.
458 National Color Code Policy for USPS Marketing
Mail
458.1 Purpose of this Policy
This policy is to ensure the timely processing, dispatch, and delivery of USPS Marketing Mail within established service standards.
a. All outgoing, area distribution center (ADC), or sectional center facility (SCF) USPS Marketing Mail, regardless of where received (e.g., associate office, processing and distribution center, or other location) must be coded with the color that represents the day the mail is scheduled to be cleared.
b. All other destinating USPS Marketing Mail must be coded with a delivery color that represents the scheduled day of delivery. Once you apply the color code, it remains on the mail until it is taken out for delivery. Apply the delivery color code as outlined in the specific facility portions of this policy. 458.2 General Policies
a. Distribute all USPS Marketing Mail within the framework of the approved operating plan. The application of color codes to USPS Marketing Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. “Arrival at the facility” means the day and time the mail arrives on the Postal Service’s property.
b. If USPS Marketing Mail is mixed with a higher class of mail (e.g., First-Class Mail) in such a manner as it loses its identity, the USPS Marketing Mail must be considered upgraded and treated as the higher class of mail.
c. If a holiday falls on a scheduled delivery day, apply the normal color code to allow for proper sequencing in any downstream operation. d. Color coding must not be the sole indicator used in evaluating what mail constitutes a plan failure (as related to mail condition reporting).
Compliance with approved operating plan parameters must be the determining factor.
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e. There are no prohibitions against management agreements being made below the national level which accelerates the color coding and/ or delivery expectations for any USPS Marketing Mail versus this policy.
f. Remove color-code tags used to identify Clearance Day targets in outgoing, ADC, and SCF operations before you dispatch the mail to downstream operations. Keep the Delivery Day color codes with the mail until it is taken out for delivery, unless we note otherwise in this policy. g. Anytime USPS Marketing Mail is sent back upstream (backflowed) for delivery point sequence (DPS), automated processing, or other processing, the mail must retain the original color coding and delivery schedule as if it had remained in the downstream unit.
h. Offices should make every effort to adhere to mailer-requested, in-home delivery dates. Do not deliver such mail earlier than the date the mailer has requested.
458.3 Color-Coding Procedures
Apply color codes to USPS Marketing Mail as outlined in the following sections, which are arranged by facility type and sortation level. 458.31 Network Distribution Centers
458.311 Application of Color Codes
The application of color codes to USPS Marketing Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. “Arrival at the facility” means the day and time the mail arrives on Postal Service property. Network Distribution Centers (NDCs) must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises, even when such mail is entered into the various mechanized sorting systems.
458.312 Outgoing USPS Marketing Mail
Code all outgoing USPS Marketing Mail with the 1-day color code that represents the day the mail is scheduled to be cleared. After you finish processing the mail, remove the Clearance Day tags used in outgoing operations before you dispatch to downstream operations and facilities. 458.313 Area Distribution Center or Sectional Center Facility Function If an NDC and another processing center share responsibility for performing the functions of an area distribution center (ADC) or sectional center facility (SCF) (i.e., a 115/185 operation) or the NDC is a designated ADC or SCF, code the mail with a 1-day color code indicating the day the operation should be cleared. Such color-code tagging must be consistent with the arrival of the mail on Postal Service premises, and not when it is extracted or identified from a mechanized operation. After processing is completed, the Clearance Day tags used in the ADC/SCF operation are to be removed prior to dispatch to downstream operations. If any further distribution is performed below the ADC/SCF level in the BMC, then the portion of these instructions applicable to a P&DC, Delivery Unit, etc., are to be applied, as appropriate. (See Exhibit 458.313.)
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Exhibit 458.313
One-Day Clearance Matrix
In accordance with 458.313, the following color-coding procedures must apply:
Receipt Day Color Code Clearance Day
Saturday White Sunday
Sunday Blue Monday
Monday Orange Tuesday
Tuesday Green Wednesday
Wednesday Violet Thursday
Thursday Yellow Friday
Friday Pink Saturday
When USPS Marketing Mail is discovered in a facility, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:
a. If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.
b. If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.
c. If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today’s clearance/delivery color code and treated as if it were delayed.
458.32 Processing and Distribution Centers, Processing and Distribution Facilities, Mail Processing Facilities/Centers, and Customer Service Mail Processing Facilities
The following color-coding procedures must apply in each of the designated operations:
a. The application of color codes to USPS Marketing Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. Arrival at the facility is defined as the day/time the mail arrives on Postal Service property. These facilities must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises, even when such mail is entered into mechanized sack sorting systems.
b. All outgoing mail, ADC, SCF/Incoming Primary Mail, and carrier route mail must be color coded as shown in Exhibit 458.320b to indicate scheduled clearance 1 day after receipt at the facility.
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Exhibit 458.320b
One-Day Clearance Matrix
Receipt Day Color Code Clearance Day
Saturday White Sunday
Sunday Blue Monday
Monday Orange Tuesday
Tuesday Green Wednesday
Wednesday Violet Thursday
Thursday Yellow Friday
Friday Pink Saturday
After processing is completed, the Clearance Day tags used in outgoing, ADC, SCF/Incoming Primary, and carrier route operations are to be removed prior to dispatch to downstream operations/facilities.
c. The SCF/Incoming Primary USPS Marketing Mail addressed in paragraph b must be totally finalized and processed by the identified Clearance Day.
d. Facilities which process 3-digit (SCF) USPS Marketing Mail only to the 5-digit level must color code that 3-digit USPS Marketing Mail for clearance 1 day after receipt at that facility, as listed in Exhibit 458.320b. This mail must then be dispatched without color codes, and the proper delivery color code must be applied upon receipt at the facility that performs the secondary distribution.
e. All USPS Marketing Mail which must subsequently receive incoming secondary distribution at the facility performing the ADC or SCF operation must receive a 2-day color code based upon its arrival or upon its extraction and identification from its initial distributionoperation (either the ADC or SCF operation) using the 2-day matrix in Exhibit 458.320e:
Exhibit 458.320e
Two-Day Delivery Matrix
Arrival/Extraction Day Color Code Delivery Day
Saturday Orange Tuesday
Sunday Orange Tuesday
Monday Green Wednesday
Tuesday Violet Thursday
Wednesday Yellow Friday
Thursday Pink Saturday
Friday Blue Monday
f. In situations wherein ADC and SCF mail is, for operational reasons, commingled in the same processing operation, all such mail extracted for the local SCF must be color coded for a scheduled delivery day, also using the 2-day delivery matrix in Exhibit 458.320e. g. When USPS Marketing Mail with mailer-requested, in-home delivery dates is retained at the facility for DPS processing, a delivery color code reflecting the last requested in-home delivery date may be Attachment 3
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affixed, provided the mail is segregated and the in-home delivery day identification placards accompany the mail.
h. When USPS Marketing Mail is discovered in a facility, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:
(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/ delivery date has passed.
(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.
(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today’s clearance/delivery color code and treated as if it were delayed.
458.33 Delivery Distribution Centers/Units
a. The application of color codes to USPS Marketing Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. Arrival at the facility is defined as the day/time the mail arrives on Postal Service property. These facilities must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises.
b. All outgoing mail received from a mailer and destinating carrier route mail must be color coded as shown in Exhibit 458.33b to indicate scheduled clearance 1 day after receipt at the facility.
Exhibit 458.33b
One-Day Clearance Matrix
Receipt Day Color Code Clearance Day
Saturday White Sunday
Sunday Blue Monday
Monday Orange Tuesday
Tuesday Green Wednesday
Wednesday Violet Thursday
Thursday Yellow Friday
Friday Pink Saturday
After processing is completed, the Clearance Day tags are to be removed prior to dispatch.
c. All other destinating USPS Marketing Mail received at Delivery Distribution Centers/Units (DDC/DDU), including drop shipment mailings, must be color coded as shown in Exhibit 458.34c for 2-day delivery.
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Exhibit 458.33c
Two-Day Delivery Matrix
Receipt Day Color Code Delivery Day
Saturday Orange Tuesday
Sunday Orange Tuesday
Monday Green Wednesday
Tuesday Violet Thursday
Wednesday Yellow Friday
Thursday Pink Saturday
Friday Blue Monday
d. DDCs and DDUs which perform secondary distribution for delivery units must also apply a 2-day delivery color code as shown in Exhibit 458.33c to that mail upon its arrival from upstream facilities. e. Whenever a delivery day color code is applied, it must remain on the mail until the mail is taken out by the carrier at the delivery unit. f. When USPS Marketing Mail is discovered in a DDC/DDU, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:
(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/ delivery date has passed.
(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.
(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today’s clearance/delivery color code and treated as if it were delayed.
458.34 Delivery Units, including Post Offices, Stations, and Branches a. All outgoing mail received from a mailer must be color coded as shown in Exhibit 458.34a to indicate scheduled clearance 1 day after receipt at the facility.
Exhibit 458.34a
One-Day Clearance Matrix
Receipt Day Color Code Clearance Day
Saturday White Sunday
Sunday Blue Monday
Monday Orange Tuesday
Tuesday Green Wednesday
Wednesday Violet Thursday
Thursday Yellow Friday
Friday Pink Saturday
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b. After processing is completed, the Clearance Day tags used in outgoing operations are to be removed prior to dispatch. c. Delivery units not performing secondary distribution will receive USPS Marketing Mail from the distribution facility with a color code attached.
This color code must remain on the mail until taken out for delivery. d. Delivery units doing secondary distribution, receiving USPS Marketing Mail requiring secondary distribution (including drop shipment mailings and mail received directly from mailers) must apply the 2-day delivery color code shown in Exhibit 458.34d upon receipt of the mail. This color code must remain on the mail until taken out for delivery.
Exhibit 458.34d
Two-Day Delivery Matrix
Receipt Day Color Code Delivery Day
Saturday Orange Tuesday
Sunday Orange Tuesday
Monday Green Wednesday
Tuesday Violet Thursday
Wednesday Yellow Friday
Thursday Pink Saturday
Friday Blue Monday
e. Delivery units receiving mailer-prepared carrier route presort mail from upstream postal facilities or directly from mailers must apply the 2-day delivery color code shown in Exhibit 458.34d upon receipt of the mail.
This color code must remain on the mail until taken out for delivery. f. If a holiday falls on a scheduled delivery day, the delivery color code must remain unchanged and must be used to properly sequence the mail on the next delivery day. On the day following the holiday, the mail color coded for the holiday is not considered delayed, but is worked prior to the mail with the current day’s color.
g. Delivery units may receive USPS Marketing Mail with a mailer-requested delivery date later than the scheduled color-coded day. This mail is to be color coded or re-color coded at the delivery unit to match the last requested in-home delivery date, to comply with the mailer’s request.
h. Delivery units may receive USPS Marketing Mail with a mailer-requested delivery date earlier than the color-coded delivery day. Although this mail must remain color coded for delivery as outlined in these procedures, all reasonable efforts should be made to deliver this mail within the mailer’s requested delivery window. i. Delivery units may receive USPS Marketing Mail with a mailer-requested delivery date that has already passed. Although this mail must remain color coded as outlined in these procedures, the decision regarding the delivery or disposition of this mail must be consistent with the current national policy on this subject. j. When USPS Marketing Mail is discovered within a delivery unit (function 2, function 4, and individual zones may be considered as Attachment 3
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separate units) after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:
(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/ delivery date has passed.
(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.
(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today’s clearance/delivery color code and treated as if it were delayed.
459 Dispatch and Routing Concepts
Distribution Networks is required to provide a minimum of two dispatches for each destination made:
a. An advance dispatch is used to send a volume of mail to the destination office as an accommodation to allow advance distribution and prevent an excessive volume of mail from being received at the critical entry time.
b. A dispatch of value, or a “last chance” routing, reflects the latest time at which mail can be dispatched from the originating facility and arrive at the destinating facility prior to the appropriate critical entry time. c. Additional dispatches will be provided when justified by volume or other operational considerations. National Air and Surface System (NASS) produces a variety of reference and operation reports. NASS products used by a facility depend on type, size, and function. The supervisor, Networks at Distribution Networks, with the manager of InPlant Support, Operations Support, at the mail processing facility, will determine the type of NASS reports to be used. The manager of Distribution Networks at the area, together with the plant manager of the P&DC, is responsible for resolving all disagreements between transportation, distribution networks, and mail processing facilities. d. Further information is available in Postal Service, Handbook M-22, Dispatch and Routing Policies.
46 Plant Load Operations
461 Definitions
461.1 Plant Loading
Plant loading is an operation in which the Postal Service receives mail at a mailer’s plant and transports it to bypass handling that otherwise would be Attachment 3
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required at one or more Postal Service facilities. Plant loads are authorized when they benefit the Postal Service (see 463).
461.2 Expedited Plant-Load Shipment
An expedited plant-load shipment is an operation in which an authorized plant-load mailer receives additional authorization to transport a plantloaded shipment at the mailer’s expense to destination Postal Service facilities where the mail is deposited. Under an expedited plant-load shipment authorization, the Postal Service verifies the mail for presort and postage at the mailer’s plant, and postage is calculated from and paid at the Post Office where the mailer is authorized to plant load. DMM 705.15.4 contains mailer instructions for obtaining an expedited plant-load shipment authorization.
461.3 Collection
Collection of mail is an operation in which the Postal Service transports mail from a mailer’s plant or other authorized non–Postal Service location to the local Post Office or other designated local acceptance point. Unlike plantloaded mail, collection of mail generally does not include any mail that bypasses a handling or requires a postage statement, except under 462. 461.4 Mailer’s Plant and Mailings
461.41 Mailer’s Plant
The mailer’s plant is the non–Postal Service location where the mail is loaded onto transportation provided by the Postal Service.
461.42 Detached Mail Unit
A detached mail unit is an area in a mailer’s facility where Postal Service employees perform mail verification, acceptance, dispatch, and other Postal Service functions.
461.43 Plant-Loaded Mailings
Plant-loaded mailings consist of mail from one mailer or the combined mailings of two or more mailers loaded into one or more vehicles and accepted by the Postal Service at the mailers’ plants when:
a. A single postage statement is prepared and submitted by the mailers if required for each mailing;
b. Proper postage is affixed to each item; or
c. An alternative method of paying postage using a permit imprint (e.g., manifest mailing) is used, and a single postage statement and a manifest covering the mailing are prepared and submitted by the mailer.
461.44 Mixed Classes of Mail
A mailer may combine Periodicals, USPS Marketing Mail, and Package Services in a single vehicle if the mailings are physically separated, a postage statement is submitted for each mailing, and the service standards are met for each class of mail combined in the vehicle or trailer.
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461.5 Transportation Service Area
461.51 First-Class Mail
The service area for plant-loaded First-Class Mail is the service area of the sectional center facility (SCF) in which the mailer’s plant is located. 461.52 Periodicals
The service area for plant-loaded Periodicals is the service area of the SCF or area distribution center (ADC) in which the mailer’s plant is located. 461.53 USPS Marketing Mail and/or Package Services
The service area for plant-loaded USPS Marketing Mail and/or Package Services is the service area of the network distribution center (NDC) or auxiliary service facility (ASF) in which the mailer’s plant is located. 461.54 Intra-District Area Plant Loads
Intra-district area plant loads are vehicle movements of mail that originate at the mailer’s plant and destinate to a Postal Service facility located within the district serving the mailer’s plant. Handling at the local Post Office or other local acceptance facility is bypassed.
461.55 Inter-District Area Plant Loads
Inter-district area plant loads are vehicle movements of mail that originate at the mailer’s plant and destinate to a mail processing facility located outside the service area of the district serving the mailer’s plant. Handling at one or more intermediate processing facilities is bypassed.
461.6 Transportation Equipment
461.61 Highway Transportation Vehicle
A highway transportation vehicle is a vehicle owned or leased for any term by the Postal Service or provided by a Postal Service highway transportation contractor for the transportation of mail exclusively over highways. 461.62 Rail Transportation Vehicle
A rail transportation vehicle is a vehicle provided by a Postal Service rail transportation contractor for the transportation of mail in whole or in part by rail.
461.7 Transportation Definitions
461.71 Bobtailing
Bobtailing is the movement of a tractor without a trailer to or from a mailer’s plant.
461.72 Deadheading
Deadheading is the movement of a highway or rail transportation vehicle to or from a mailer’s plant without transporting any mail. 461.73 Waiting/Holding
Waiting/holding occurs when a vehicle waits or is held at a mailer’s plant for mail to be loaded into the vehicle.
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461.74 Spotting
Spotting is the activity of a driver with a truck-tractor, other than delivery or pickup, to reposition trailers to and from loading docks on the mailer’s premises.
462 Procedures for Authorization of Plant Loads
462.1 Filing Application
A mailer requesting plant load must complete PS Form 3815, Plant-Load Authorization Application, Worksheet, and Agreement, and submit it to the postmaster of the Post Office serving the mailer’s plant. The local postmaster reviews the application, completes the applicable sections, and forwards it to the district manager, Customer Service and Sales.
462.2 Action by District
462.21 General
Each district manager, Customer Service and Sales, must establish a crossfunctional district plant-load committee to review plant-load applications and to address plant-load issues within the district.
462.22 Intra-District Area
After either approving or disapproving the application, the district manager sends a copy to the area manager, Distribution Networks, as information only. The district manager approves an application for an intra-district area plant load if:
a. It meets the requirements listed in 462.1.
b. The manager, Distribution Networks, confirms that transportation equipment is available in accordance with 463.12.
462.23 Inter-District Area
After recommending either approval or disapproval of the application, the district manager forwards the application to the area manager, Distribution Networks, for action. The district manager should recommend approval of an application for an inter-district area plant load if:
a. It meets the requirements of 462.32.
b. The manager, Distribution Networks, confirms that transportation equipment is available in accordance with 463.12.
462.3 Action by Area Manager, Distribution Networks
462.31 Intra-District Area
The area manager, Distribution Networks, reviews information copies of intra-district area plant-load applications authorized by district managers, Customer Service and Sales, to ensure compliance with Postal Service standards and to ensure the most efficient transportation is used. Any noncompliance with Postal Service standards must be brought to the attention of the district manager who approved the application.
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462.32 Inter-District Area
The area manager, Distribution Networks, who serves the area where the mailer’s facility is located approves an application for an inter-district area plant load if it meets the requirements in 463.2. The authorizing manager must notify the destination area manager, Distribution Networks, of the approval in writing. The application is denied if the requirements of 463.2 are not met.
462.4 Notification of Action to Mailer
462.41 General
Each official who acts on an application must do so within 5 business days of receipt. The district manager must promptly notify the mailer in writing of the final action taken. If the application is denied, the manager must notify the mailer, specifying the reasons for the denial and informing the mailer of the right to appeal the denial.
462.42 Appeal Rights
The applicant has appeal rights. The applicant must be notified in the letter of denial of the right and procedures to appeal the decision. If an application for plant load is denied and it is subsequently determined that the denial is due to errors in the original application, the mailer may appeal to the authorizing official in writing. The authorizing official may require the mailer to complete a new application or submit the corrected information in writing as an addendum to the original. The mailer may also appeal to and work with the authorizing officials to correct any deficiency and thus justify reconsideration and/or approval of the plant-load application within applicable standards and guidelines.
462.43 Appeal to Higher Authority
If the area manager, Distribution Networks, or district manager, Customer Service and Sales, denies the application, the mailer may appeal in writing through their local postmaster to the vice president, Area Operations, for the area office in which the mailer’s plant is located. A mailer may also appeal a decision of a field manager to revoke an existing plant-load agreement. Such an appeal must be filed with the postmaster, within 10 business days of the date of the mailer’s receipt of the notice of denial. The mailer must specify in the appeal the reasons why the application should be approved. The postmaster sends the file and all pertinent information relating to the respective appeal to the vice president, Area Operations, for review. The decision of the vice president, Area Operations, must be promptly transmitted in writing to the mailer and copied to the district manager, Customer Service and Sales. The decision of the vice president, Area Operations, is final and binding.
462.5 Commencement of Operations
The application is approved if it meets all the requirements in 463 for either intra-district or inter-district area plant loads. If the application is approved and the mailer wants plant-load operations, the mailer must enter into a plant-load agreement with the Postal Service. Plant-load operations may Attachment 3
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begin as specified in the agreement once the application is approved and the mailer enters into the agreement.
462.6 Failure to Meet Requirements
The local postmaster of the Post Office serving the mailer’s plant is responsible for monitoring plant-load operations and coordinating with the district plant-load committee. If a mailer fails to meet the terms agreed to in the plant-load agreement, the district plant-load committee must reevaluate the plant-load authorization. See Handbook PO-512, Plant Loading Authorization and Procedures Guidelines.
463 Requirements for Approval of Plant-Load
Applications
463.1 Intra-District Area
463.11 General
An application for an intra-district area plant load is approved by the district manager if transportation equipment is available (see 463.12) and a net costsavings to the Postal Service is demonstrated under Alternative 1 (see 463.13a.), Alternative 2 (see 463.13b.), or Alternative 3 (see 463.13c.). 463.12 Transportation Availability
As determined by the manager, Transportation and Networks, transportation equipment must be available to transport the mail to the NDC, ASF, ADC, or SCF in the service area of the mailer’s plant. Authorizations will not be granted unless transportation is available.
463.13 Net Cost-Savings
The plant load must result in a net cost-savings to the Postal Service. A net cost-savings can be demonstrated under Alternative 1, Alternative 2, or Alternative 3.
a. Alternative 1: Minimum Volume and Maximum Mileage. The volume of mail to be plant loaded must be at least 50 percent of a vehicle’s capacity by weight or cube (a minimum of 23,000 pounds or 1,600 cubic feet), and the mileage from the mailer’s plant to the destination Postal Service facility must be 150 miles or less in one direction. For mail verified and accepted at a mailer’s plant, the Postal Service may allow mailings verified at the plants of two or more mailers located in the same service area to be combined to meet the minimum volume requirement. For mail verified and accepted at the business mail entry unit of the origin office the minimum volume requirement must be met by the mailings of only one mailer. (See 464.23 for requirements for verification at a Postal Service facility.)
b. Alternative 2. If the mailer does not meet the criteria in Alternative 1, a net cost-savings to the Postal Service must be demonstrated using the cost analysis worksheet on PS Form 3815.
c. Alternative 3. If the mailer does not satisfy the criteria in either Alternative 1 or Alternative 2, the plant-load criteria may still be met if the local origin Postal Service facility is operating at or near its mail Attachment 3
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processing capacity for the type of mail to be plant loaded. The local manager, Transportation and Networks, after consulting with In-Plant Support, determines whether a facility is at or near its mail processing capacity and recommends whether to approve the plant load in such cases.
463.14 Periodic Review
Intra-district plant-load authorizations must be reviewed every 4 years to determine whether a net cost-savings to the Postal Service is still demonstrated under Alternative 1 (see 463.13a.), Alternative 2 (see 463.13b.), or Alternative 3 (see 463.13c.). If the plant load is authorized under Alternative 3 and it is subsequently determined that the local origin facility is operating below its mail processing capacity for the class or type of mail to be plant loaded, the district manager must rescind the plant-load authorization.
463.2 Inter-District Area
463.21 General
An application for an inter-district area plant load is approved by the area manager, Distribution Networks, if transportation equipment is available (see 463.22) and a net cost-savings to the Postal Service is demonstrated under Alternative 1 (see 463.13a.), Alternative 2 (see 463.13b.), or Alternative 3 (see 463.13c.).
463.22 Transportation Availability
Transportation must be available to transport the mail to the NDC, ASF, ADC, or SCF outside the Postal Service facility’s service area in which the mailer’s plant is located. The application must not be granted until additional transportation is obtained.
463.23 Net Cost-Savings
The plant load must result in a net cost-savings to the Postal Service. A net cost-savings can be demonstrated under Alternative 1 (see 463.23a.), Alternative 2 (see 463.23b.), or Alternative 3 (see 463.23c.) a. Alternative 1: Minimum Volume and Maximum Mileage.
(1) Minimum Volume: The volume of mail to be plant loaded must be at least 60 percent of a vehicle’s capacity by weight or cube (a minimum of 28,000 pounds or 2,000 cubic feet). Mailings of two or more mailers located in the same service area may be combined in the same vehicle to make up the minimum volume. (2) Maximum Mileage for Highway
(a) If the plant-loaded transportation is by highway and bypasses the origin SCF and at least one NDC, ASF, or
ADC, the distance from the mailer’s plant to the destination Postal Service facility must be 275 miles or less in one direction.
(b) If the plant-loaded transportation is by highway and bypasses only the origin SCF, the distance from the
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mailer’s plant to the destination Postal Service facility must be 150 miles or less in one direction.
(c) There is no mileage criterion for plant-loaded transportation by railroad or water.
b. Alternative 2. If the mailer does not meet the criteria in Alternative 1, a net cost-savings to the Postal Service must be demonstrated using the cost analysis worksheet on PS Form 3815.
c. Alternative 3. If the mailer does not satisfy the criteria in either Alternative 1 or Alternative 2, the plant-load criteria may still be met if the local origin Postal Service facility is operating at or near its mail processing capacity for the type of mail to be plant loaded. The local manager, Transportation and Networks, after consulting with In-Plant Support, determines whether a facility is at or near its mail processing capacity and recommends whether to approve the plant load in such cases.
463.24 Periodic Review
Inter-district plant-load authorizations must be reviewed every 4 years to determine whether a net cost-savings to the Postal Service is still demonstrated under Alternative 1 (see 463.23a.), Alternative 2 (see 463.23b.), or Alternative 3 (see 463.23c.). If the plant load is authorized under Alternative 3 and it is subsequently determined that the local origin facility is operating below its mail processing capacity for the class or type of mail to be plant loaded, the area manager, Distribution Networks, must rescind the plant-load authorization.
464 Verification and Collection of Postage
464.1 General
All plant-loaded mail must be verified, and postage and fees must be collected in accordance with DMM and POM standards, Handbook DM-109, Business Mail Acceptance, and Handbook DM-103, Official Mail. 464.2 Verification of Intra-District Area Plant Loads
464.21 General
Intra-district area plant-loaded mail must be verified at the mailer’s plant or at a Postal Service facility within the origin district as authorized by the district manager.
464.22 Verification at the Mailer’s Plant
Intra-district area plant-loaded mail must be verified at the mailer’s plant by a clerk qualified to do verification and acceptance unless authorization to verify mail at a Postal Service facility within the origin district is granted under 464.1.
464.23 Verification at Postal Facility
Authorization to verify mail at the origin NDC, ASF, or SCF may be granted only if all the following conditions are met:
a. There is no detached mail unit (DMU) at the mailer’s plant.
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b. The mailer is located within the service area of the NDC, ASF, or SCF where verification is to take place.
c. Each vehicle contains the mail of only one mailer.
d. Each vehicle contains no more than five mailings, and each mailing is physically separated.
e. If a postage statement must be completed, the original must accompany the corresponding mailing in the vehicle. Where a single mailing is contained in more than one vehicle, a separate original postage statement must accompany each vehicle for the segment of the mailing contained in each vehicle.
f. If an alternative method of paying postage using permit imprint (e.g., manifesting) is used, an original of the proper postage statement and a manifest must accompany each vehicle if there is only one mailing in the vehicle or one manifest for each mailing segment in the vehicle.
Where a single mailing is contained in more than one vehicle, a separate original postage statement and manifest must accompany each vehicle for each mailing segment.
g. The mailer must keep a plant-load control log containing the following information:
(1) Copy of each postage statement (sequentially numbered) accompanying plant-loaded mail.
(2) Number for each vehicle transporting mail.
(3) Name of NDC, ASF, or SCF verifying mail.
h. The mail can be physically verified at the NDC, ASF, or SCF. Therefore, the mailing cannot be shrinkwrapped, stretchwrapped, or otherwise prepared so that a presort verification cannot be done. 464.24 Placarding Requirements for Verification at Postal Facility If mail is to be verified at the origin NDC, ASF, or SCF, the following requirements apply:
a. Before the vehicle leaves the mailer’s plant, the mailer must place on the inside wall near the right rear door of the trailer a distinctive placard provided by the Postal Service to indicate that verification is required.
The manager, Distribution Networks, or designee must notify the driver not to pick up the trailer unless this placard is in the vehicle. The mailer may place a second placard on the outside of that trailer door. b. The requirements of this section and corrective actions must be met to ensure revenue protection and collection of postage and fees prior to the vehicle being transported from the mailer’s plant, except as provided for official mail in the DMM. Exhibit 464.24 provides an example of a placard that can be used for this purpose. Reproduce the placard locally as required.
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Exhibit 464.24
Sample Verification Required Placard
464.25 Corrective Action
If intra-district area plant-loaded mail fails verification at a Postal Service facility, the mailer has the following two options:
a. The mailer pays the applicable next-higher rate on that portion of the mailing estimated to be improperly prepared.
b. Within 24 hours, the mailer either transports the mailing or arranges for the Postal Service to transport the mailing to the mailer’s plant, at the mailer’s expense (see 466). The mail must be reworked to comply with the applicable mailing standards for its class. If the mailer does not transport the mail or request transportation for it within 24 hours, the mailer must reimburse the Postal Service for detention in accordance with 466.
464.3 Verification of Inter-District Area Plant Loads
Inter-district plant-loaded mail must be verified, sealed, placarded, and recorded in accordance with Handbook PO-512 at the mailer’s plant in a Postal Service–approved DMU by a clerk qualified to do verification procedures.
464.31 Detached Mail Unit Requirements
The DMU must be separate from the mailer’s activities, in an enclosed, secure, and safe work area with a telephone. The Postal Service must approve the DMU work area.
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464.4 Payment of Postage and Fees
The mailer must pay postage and fees for plant-loaded mail to the origin Post Office before the vehicle is transported from the mailer’s plant, except under 464 and current DMM policy.
465 Preparation Requirements for Plant-Loaded
Vehicles
465.1 Intra-District Area Plant Loads
Intra-district area plant-loaded vehicles must fill 50 percent or more of a vehicle’s capacity by weight or cube (a minimum of 23,000 pounds and/or 1,600 cubic feet).
465.2 Inter-District Area Plant Loads
465.21 Vehicles Containing One Mailing
Mailers must prepare inter-district area plant-loaded vehicles containing one mailing under the following requirements for the proper class or type of mail:
a. First-Class Mail and Periodicals
(1) When there is enough mail to fill 60 percent or more of a vehicle’s capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same SCF service area, the mailer must prepare a direct vehicle for that SCF. (2) When, after making up all possible SCF vehicles, there is enough mail to fill 60 percent or more of a vehicle’s capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same area distribution center (ADC) service area, the mailer must prepare a direct vehicle for that ADC. (3) The Postal Service transports all mail remaining, using appropriate transportation to the facility selected by Distribution Networks.
(4) The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatching of mail in accordance with Handbook PO-512.
b. USPS Marketing Mail and Package Services
(1) When there is enough mail to fill 60 percent or more of a vehicle’s capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same SCF service area, the mailer must prepare a direct vehicle for that SCF. (2) When, after making up all possible SCF vehicles, there is enough mail to fill 60 percent or more of a vehicle’s capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same NDC or ASF service area, the mailer must prepare a direct vehicle for that NDC or ASF.
(3) All mail remaining after all the above preparation requirements are met is transported by the Postal Service, using appropriate Attachment 3
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transportation, to the Postal Service facility selected by Distribution Networks.
(4) The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatch of mail in accordance with Handbook PO-512.
465.22 Vehicles Containing Two or More Mailings
Mailers must prepare inter-district plant-loaded vehicles containing two or more mailings under the following requirements for the proper class or type of mail:
a. Two or more mailings, which independently have insufficient volume to require destination vehicles to be prepared, may be combined to make up an origin vehicle without meeting the requirements of 465.22b. b. Two or more mailings, which independently have sufficient volume to require destination vehicles to be prepared, must meet the preparation requirements described below when combined.
(1) When there is enough mail to fill 60 percent or more of a vehicle’s capacity, by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet), addressed to the same ADC service area, the mailer must prepare a direct vehicle for the ADC. (2) When there is enough mail to fill 60 percent or more of a vehicle’s capacity, by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet), addressed to the same NDC or ASF service area, the mailer must prepare a direct vehicle for that NDC or ASF.
(3) The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatch of mail in accordance with Handbook PO-512.
(4) The Postal Service transports the remaining mail, using appropriate transportation, to the facility selected by Distribution Networks.
465.3 Determination of Vehicle Makeup Requirements
The makeup requirements for plant-loaded vehicles are determined by the destination of the mailings accepted by the Postal Service at the mailer’s plant. When possible, mailers should combine mailings in vehicles as a means of preparing the finest destination vehicles possible. 465.4 Corrective Action
If a plant-loaded mailing does not meet the vehicle preparation requirements for plant-loaded vehicles as required in 465.21 or 465.22, the mailer has the following two options:
a. Rework the mailing so that it complies with the applicable make-up requirements for plant-loaded vehicles as required in 465.21 or 465.22.
If the mailing is verified for presort, mail makeup, and postage payment purposes and is accepted as mail at the mailer’s plant, and then it is determined that the vehicle preparation requirements were not met, the mailer must choose this option and rework the mailing. Vehicles must Attachment 3
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not be dispatched from the plant until the vehicle preparation requirements are met.
b. Transport the mailing at the mailer’s expense to a Postal Service facility within the origin service area designated by the origin postmaster and with the capability to process that class of mail. If this option is chosen, all applicable postage statements must be submitted with the mailings.
The origin postmaster must notify the designated Postal Service facility in advance that the mailer has chosen to transport the mail at its own expense and is to enter the mailing at that facility. The mailing must be verified at the designated Postal Service facility for proper presort and mail makeup for the class of mail and for postage payment purposes.
The designated Postal Service facility completes the Post Office part of the postage statements after the mailing is verified and accepted and returns the postage statements to the origin Post Office, where postage and fees must be paid.
466 Reimbursement for Non-Postal Services
466.1 General
The Postal Service must obtain reimbursement from mailers for non-postal services furnished by the Postal Service in providing plant-load service only as authorized in 466.2 through 466.5.
466.2 Detention of Trailers
466.21 General
The Postal Service must obtain reimbursement under 466.22 through 466.25 from plant-load mailers when trailers furnished by the Postal Service to provide plant-load service are detained by some action by the mailer. 466.22 Request to Detain Trailers
The procedure for making a request to detain trailers is as follows:
a. Plant-load mailers wanting to detain trailers longer than the time necessary to load them must make a request to the Postal Service at least 24 hours in advance of the requested date and time of the trailer’s arrival. The mailer must agree to reimburse the Postal Service for the cost of detaining the trailers. The Postal Service must approve the request to detain trailers before the trailers are sent to the mailer’s plant.
b. If the mailer does not submit a timely request to detain trailers but detains them longer than the time necessary to load them, the mailer must reimburse the Postal Service for the cost of detaining the trailers. 466.23 Nonreimbursable Detention Period
Mailers who submit timely requests to detain trailers may do so for 24 hours without reimbursing the Postal Service for detention. The nonreimbursable period begins when the trailer arrives at the mailer’s plant or at the date and time at which the mailer requested the trailer to arrive, whichever is later. The nonreimbursable period ends 24 hours later, excluding Saturdays, Sundays, and holidays. For example, if a trailer arrives at 5:00 P.M. on Friday, the Attachment 3
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nonreimbursable period ends 5:00 P.M. on Monday, or 5:00 P.M. on Tuesday if Monday is a holiday.
466.24 Determination of Reimbursable Detention Period
The guidelines for determining the reimbursable detention period are:
a. If the plant-load mailer has submitted timely requests to detain trailers, the reimbursable detention period begins at the expiration of the nonreimbursable detention period.
b. If the mailer did not submit timely requests to detain trailers, the reimbursable detention period begins at the date and time the trailer arrives at the plant, or at the date and time at which the mailer requested the trailer to arrive, whichever is later.
c. The reimbursable period ends when the trailer is ready for dispatch and the mailer so notifies the Postal Service.
466.25 Calculation of Reimbursement
Reimbursement is made for each 24 hours, or fraction thereof, of the reimbursable detention period that a trailer is detained. After the nonreimbursable detention period ends, Saturdays, Sundays, and holidays are included in the calculation of detention reimbursement. Calculations for highway and rail transportation reimbursement are made as follows:
a. Reimbursement for each highway transportation trailer is equal to the actual daily cost to the Postal Service for leasing the trailer, multiplied by the number of detention periods determined per 466.24. b. Reimbursement for each rail transportation trailer is equal to the demurrage or detention charge payable by the Postal Service under the rail transportation contract under which the trailer is furnished to the Postal Service by the railroad.
466.3 Bobtailing, Deadheading, and Waiting/Holding Charges Plant-load mailers must reimburse the Postal Service for bobtailing, deadheading, or waiting/holding when the Postal Service incurs such charges due to some action by the mailer. Reimbursement is equal to the service charge paid by the Postal Service under the transportation contract. 466.4 Damage Charges
Plant-load mailers are responsible for reimbursement to the Postal Service for charges, including but not limited to, damages to Postal Service– furnished equipment caused by the mailer or the mailer’s employees or agents.
466.5 Spotting Charges
The Postal Service allows free of charge to the mailer one round trip per vehicle to the mailer’s plant for loading and from the mailer’s plant as a dispatch to a destination Postal Service facility. In cases where a mailer makes an advance request to detain vehicles, the mailer may also accrue a spotting charge for the transportation expenses to position the vehicle for preloading at the mailer’s plant.
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466.6 Nonreimbursable Charges
466.61 Detention
The Postal Service does not obtain reimbursement from plant-load mailers for the detention of trailers that results from an action by the Postal Service. 466.62 Other Operations
The Postal Service does not obtain reimbursement from plant-load mailers where bobtailing, deadheading, or waiting/holding charges are incurred by an action by the Postal Service.
467 Mailer Expedited Plant-load Shipment
467.1 Definition
Under an expedited plant-load shipment authorization, the Postal Service verifies the mail for presort and proper preparation at the mailer’s plant.
Postage is paid at the Post Office where the mailer is authorized plant-load privileges. The mailer then transports the expedited plant-load shipment at the mailer’s expense to destination Postal Service facilities where the shipment is deposited and accepted into the mailstream. Only plant-load mailers authorized to do so may transport expedited plant-load shipments at their own expense under the conditions in 467.2 through 467.6. 467.2 Authorization
The procedure for obtaining authorization for expedited plant-load shipments is as follows:
a. An authorized plant-load mailer may seek authorization to transport expedited plant-load shipments by submitting a written request to the district manager. The mailer’s request must describe, for each destination where mail is to be transported, the material to be deposited as an expedited plant-load shipment (e.g., the class, characteristics, and quantity), the frequency of mailing, and whether the request is for one or for a series of mailings. No form is provided for this purpose.
b. The district manager reviews the mailer’s request, ensures the availability of Postal Service resources (e.g., detached mail unit staff), provides the mailer with a written decision, and sends a copy of the written decision to the manager, Distribution Networks. If the request is approved, the authorization is for a mailing or group of mailings and for a time period not to exceed 2 years, after which a new request must be submitted. If the request is denied, a written response explaining the reasons for denial must be provided to the mailer. A denial is a classification decision and may be appealed under current DMM policy.
c. The mailer’s request for expedited plant-load shipment authorization may be approved when it is in the best interest of the Postal Service, and the mailer is in compliance with the requirements for a plant-load operation.
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d. If the expedited plant-load shipment request is approved for more than one-time use, the plant-load agreement must be amended by attaching a completed and signed PS Form 8026, Expedited Shipment Agreement for Plant-Load Mailings, and including additional documents detailing the material to be prepared as expedited plantload shipments. 467.3 Mailer Responsibilities
Mailers who are authorized to have mail verified in their plant and paid for at the Post Office serving the mailer’s plant (plant-load authorization) and to transport that mail at their own expense for deposit at a destination Postal Service facility (or facilities) must adhere to the following requirements before expedited plant-load shipments can be deposited at destination Postal Service facilities:
a. The Postal Service facility (or facilities) where the mail is to be deposited must be one that processes the class of mail to be deposited.
b. All the mailpieces in each expedited plant-load shipment must have a destination within the service area of the Postal Service facility where the shipment is deposited and accepted. For example, if an expedited plant-load shipment is deposited at an NDC, all the pieces in the shipment must be for addresses within the service area of that NDC. c. The mailer must contact each Postal Service facility where the expedited plant-load shipment is to be deposited to arrange and obtain approval for a time and location to deposit the expedited plant-load shipment.
d. When a vehicle contains more than one expedited plant-load shipment to be drop-shipped to a single destination Postal Service facility, each shipment must be physically separated. When a vehicle contains mailings or mailing segments for more than one destination facility, the mail must be physically separated by destination, and then within each destination the mail must be physically separated by mailing or mailing segment.
e. When the vehicle used for expedited plant-load shipment also contains other material carried as freight, the mailer must load all freight in the nose (front) of the vehicle, clearly marked and separated from the expedited plant-load shipment. The mailer must ensure that the separation method prevents the freight and expedited plant-load shipment from becoming mixed in transit.
f. When the vehicle is loaded to make multiple stops, the mailer must ensure that only the appropriate shipment is removed at each stop, that no other material (mail or freight) is added, and that any remaining shipments are kept separate from any other freight remaining on the vehicle.
g. The mailer must present the required postage statements and documentation to the DMU for each mailing.
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h. At destination, the mailer must provide the necessary documentation (provided by the Postal Service) to prove the required postage was paid for the expedited plant-load shipment.
i. The mailer must meet the requirements that apply to any presort or automation-based rates claimed on the mailing being prepared as an expedited plant-load shipment. Note: Expedited plant-load shipments are not eligible for destination entry rates.
467.4 Verification and Collection of Postage
All expedited plant-load shipment mailings must be verified and have postage and fees collected according to the class of mail as required in this manual, Handbook DM-109, and Handbook DM-103 before it is loaded into mailer-supplied transportation and dispatched. The plant-load requirements in 464.21, 464.22, 464.3, and 464.4 must be met.
467.41 Detached Mail Unit Responsibilities
When mailers are authorized to transport an expedited plant-load shipment at their own expense to a destination Postal Service facility, the DMU employees assigned to the mailer’s plant must verify those mailings as they would all other mail to be accepted under the plant-load authorization.
Before the dispatch of an expedited plant-load shipment, DMU employees must complete the following additional activities for mail loaded onto mailerprovided transportation:
a. Complete a PS Form 8017, Expedited Plant Load Shipment Record, for each destination. Place the form on the inside rear sidewall of the vehicle. Completion of more than one PS Form 8017 is required for mail to be deposited at multiple Postal Service facilities. b. Ensure that any material carried as freight on the same vehicle as an expedited plant-load shipment is confined to the nose (front) of the vehicle, is separated by a clearly marked separation, and is loaded to avoid becoming mixed with the expedited plant-load shipment in transit.
467.42 Destination Postal Facility Responsibilities
Destination Postal Service facilities have the following responsibilities:
a. Upon receipt of PS Form 8017, verify that the office receiving the shipment is the correct destination office. Check that PS Form 8017 is complete, signed, and round-stamped by the origin Post Office. b. After the shipment is unloaded, complete the applicable blocks on PS Form 8017.
c. Retain PS Form 8017 for 1 year.
d. Additional mail for downstream Postal Service facilities must not be loaded onto the mailer’s vehicle by any Postal Service facility at which the mailer has deposited an expedited plant-load shipment. 467.5 Liability
The mailer assumes all liability and responsibility for any loss or damage to the expedited plant-load shipment before it is deposited in and accepted at a destination Postal Service facility regardless of whether a third party is used Attachment 3
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to transport it. The Postal Service is not liable or responsible for any loss or damage to an expedited plant-load shipment, except after accepted and deposited at a destination Postal Service facility as provided for in the DMM. 467.6 Refunds
The Postal Service does not refund postage for any failure to provide service caused in whole or in part by any event occurring before the shipment is deposited in and accepted at a destination Postal Service facility, except in accordance with the provisions of the refund standards in current DMM policy.
468 Transportation
468.1 Selection of Mode of Transportation
Distribution Networks selects the least-costly mode of transportation that meets the service objectives for the class of mail. The mode of transportation is not changed at the request of the mailer.
468.2 Mailer Transportation
Mailers may transport their own plant-loaded mail when there is a highway contract between the Postal Service and the mailer or when the mailer is authorized to transport plant-verified mail under 468 and has entered into an expedited plant-load shipment agreement with the Postal Service. The awarding of a highway contract to the mailer or authorization under 468 is not a factor in deciding whether to authorize the plant load. Any net costsavings that result from an expedited plant-load shipment authorization may not be included in the cost-savings analysis for initial plant-load authorization or renewal.
468.3 Holding, Storing, or Delaying Dispatch
The Postal Service does not hold, store, or otherwise delay the dispatch of plant-loaded mail except as provided for under the plant-load agreement with the mailer.
468.4 Relocation of Trailers
The Postal Service does not relocate trailers at a mailer’s plant. 468.5 Service Objectives
The service objectives that apply to the class of mail being transported apply to the plant-loaded mail. Plant-loaded mail may have deferred service objectives, if provided for in the plant-load agreement.
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47 Platform Operations
471 General
Each postal facility must organize its platform operations to provide unloading, loading, and dock transfer to meet service requirements and eliminate delays caused by careless platform handling. Platform operations should be organized to provide a safe and efficient environment. The mishandling of one pouch, tray, outside mail piece, sack, pallet, or container on the platform (dock) negates the value of sophisticated distribution plans and could cause thousands of individual pieces of mail to be delayed. 472 Contract Mail Handling Facilities
Contract mail handling facilities, such as those in the hub and spoke program (HASP), that dispatch or receive vehicles with mail, including mail transport equipment, must follow these requirements:
a. Transportation schedules must be posted as specified by the Postal Service or as appropriate under the contract.
b. Vehicles must be properly loaded and documented.
c. Data input to postal computer systems must be performed as directed by the Postal Service (such data entry capabilities must be cleared through the postal contracting officer (CO) and computer application program manager). Contract employees designated to request access to a postal computer system must complete PS Form 1357, Request for Computer Access, as well as any other clearance documents specified by the postal application program manager and postal Inspection Service.
d. If the facility dispatches or receives vehicles in the postal seal program, the facility manager or contract representative must identify a seal control officer and follow security requirements in 476. e. Timely sorting, distribution, loading, and dispatch to meet postal schedules.
473 Transportation Schedules
473.1 Overall Responsibility
Area Office Distribution Networks (DN) prepares and distributes schedules for all modes of transportation within an assigned area. Transportation schedules are available and provided in a computer based application, where possible.
473.2 Postal Vehicle Service (PVS)
The local Transportation and Networks office prepares schedules of PVS trips and, when instructed to do so by Area Office Distribution Networks, intra-city contract transportation.
Attachment 3
473.3 Postal Operations Manual
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473.3 Highway Contract Transportation
Area Office Distribution Networks (DN) develops contracts and distributes schedules for all Highway contract routes (HCRs).
473.4 Rail and Intermodal Contract Transportation
Rail and intermodal contracts are awarded by postal headquarters after development with Area Office Distribution Networks (DN). Area Office Distribution Networks distributes information and training for rail contracts and rail management information systems.
473.5 Posting Schedules
Each processing and distribution center/facility (and individual Post Offices as designated by Area Office Distribution Networks) must use and maintain a current, correct, and integrated list of arrivals and departures in time sequence. This list must be in electronic or hard copy format and must:
a. Clearly identify the transportation plans (highway contract route and trip number, PVS and trip number, drop shipment appointment, etc.). b. If hard copy, be posted in the platform area. (This includes posting at Post Office stations and branches and intermediate stops on the route of travel.)
c. Be updated as necessary to reflect current schedules. 473.6 Maintaining Files
Each processing and distribution center/facility and Post Office must maintain a current file of the individual schedules of those routes serving the facility. The file must be in electronic or hard copy form. Documents that require retention, such as PS Form 5397, Contract Route Extra Trip Authorization, PS Form 5500, Contract Route Irregularity Report, and PS Form 5398-A, Contract Route Vehicle Record, must be retained as specified in the Administrative Support Manual, and Handbook PO-513, Mail Transportation Procurement Handbook.
473.7 Schedule Changes
It is the responsibility of the processing and distribution plant manager and Post Office postmaster to request changes in transportation to meet service requirements as follows:
a. A Post Office that is not a processing and distribution center/facility sends such requests through its local transportation and networks manager, who reviews, coordinates, and forwards requests in writing to the Area Office Distribution Networks.
b. A processing and distribution center/facility directs requests in writing to its Area Office Distribution Networks and sends a copy to its plant manager.
c. Box delivery requests are sent through the local District Postal Operations Manager (DPOM), who reviews, coordinates, and forwards requests in writing to the Area Office Distribution Networks. Area Office Distribution Networks reviews schedule change requests, coordinates Attachment 3
Mail Processing Procedures 474.3
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with other local, Area, and headquarters offices as necessary, and considers service and budget impacts prior to approval. 473.8 Schedule Errors
All offices must report any errors in transportation schedules promptly to their Area Office Distribution Networks. This includes errors in any printed report or electronic program, such as the Highway Contract Support System (HCSS), Transportation Information Management and Evaluation System (TIMES), yard control or vehicle information system, National Air and Surface System (NASS), and any change in air and surface schedules. Plants must notify their Area Office Distribution Networks of all changes in or corrections of postal vehicle service (PVS) schedules.
473.9 Extra Trips
All offices must record in the appropriate computer system, such as TIMES, extra trips dispatched or received. In addition, offices must complete required postal forms. For example, for highway contract service, complete PS Form 5397, Contract Route Extra Trip Authorization. For rail dispatches, complete PS Form 5186, Mail Movement Routing Instructions, either from the Rail Management Information System or the manual version. 474 Loading
474.1 Instructions
Managers responsible for transportation must produce detailed loading instructions for each platform operation. Platform personnel must load trucks and trailers in accordance with prepared instructions, prescribed regulations, and/or special contract provisions.
474.2 Diagrams
Highway contract route (HCR) trucks and trailers must be loaded according to diagrams on file and special instructions issued by Area Office Distribution Networks. Preferential mail must be placed in the vehicle so that it can be readily identified and unloaded at intermediate stops and at final destination. 474.3 Managing the Vehicle Load
The purpose of proper loading is to ensure safe and damage-free transport of the load. Drivers who transport overloaded vehicles are susceptible to accidents, and may be ticketed and have substantial points assessed against their license. In some cases the Postal Service may make a court appearance regarding the citation. Other cases may require communication with the state Department of Motor Vehicles. In both instances, the overloaded vehicle causes an unnecessary and unproductive use of resources. Drivers who load their own vehicles to an overloaded condition are responsible and may be liable for any fine. Platform managers, supervisors, and employees must ensure that vehicles are loaded in a safe and legal manner:
a. For trips with special loading plans, loading diagrams should be posted at dock doors.
Attachment 3
474.3 Postal Operations Manual
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b. In each vehicle fitted with side wall (“E”) tracks, the load is secured with shoring straps and/or load bars.
c. Whenever containers with drop-down pins are loaded in a vehicle with floor pin stake pockets, each container’s pin is fitted in a floor pocket and container brake applied.
d. Pallets are arranged in a pinwheel fashion, where pallets are loaded side by side in the vehicle with the long (48-inch) side of one next to the short (40-inch) side of the other, and the next row is loaded in the opposite direction. This interlocks the pallets and helps prevent them from sliding and the load shifting. See Exhibit 474.3 for an example of pinwheeling pallets.
e. Bedloaded sacks are brick-laid stacked in an orderly manner with the string side of the sack facing forward.
f. Bedloaded trays are stacked with heaviest trays on the bottom and each successive level placed in a crisscross manner.
g. Bedloaded parcels and nonmachineable outsides are brick-laid stacked in an orderly manner with heaviest parcels and outsides on the bottom.
h. Mixed loads are arranged with bedloaded trays stacked along the side walls and sacks loaded in the middle across the vehicle. i. Vehicles are not to be loaded with more weight than the vehicle’s specifications provide or law permits.
j. Additional cargo restraint methods are used for potentially unstable loads.
Exhibit 474.3
Safely Loading Pallets into Trailers
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474.4 Cost for Overweight Vehicles
If a Postal Service facility overloads a Highway Contract Route (HCR) vehicle resulting in a fine to the contractor, the contracting officer for that HCR may use his or her discretion and reimburse the contractor for the cost of the fine and charge that cost to the facility that overloaded the vehicle. If a contractor overloads their own vehicle resulting in a fine to the contractor, the contracting officer for that HCR may hold the contractor responsible for the fine or in special circumstances may use his or her discretion and reimburse the contractor for the cost of the fine. In some cases a law enforcement official requires excess weight be taken off the vehicle before continuing on its journey. This situation delays the mail and adds additional cost for the extra vehicle and driver. If possible, the office that loaded the vehicle provides the means to remove, transfer, and transport the excess load. If not possible, the nearest able plant or Post Office provides the resources and notifies the origin office of the incident.
474.5 Attaching Seals
The designated platform employees at a loading point must:
a. Identify vehicles that must be sealed (see 476.1).
b. Complete PS Form 5398-A and insert appropriate copy into vehicle (see 476.8).
c. Apply numbered tin band and twisted wire seals (see 476.6 and 476.7). 475 Visual Aids on the Platform (Dock)
475.1 General
Visual aids provide platform employees easy and efficient access to information concerning the proper loading and dispatch of trips, as well as information about arriving trips. Visual aids enhance platform operations by providing ready information so employees can expedite unloading and transfer of mail to inplant operations, and can expedite the proper loading, sequencing, and dispatch of outbound mail. Platform supervisors should ensure accurate visual aids are displayed in an appropriate place on the platform.
475.2 Inbound Trips
475.21 Arrival Schedules
For inbound operations, receiving offices must have visual aids showing a profile of trip arrivals, including pertinent information such as route, trip, scheduled arrival time, and transfer information for cross dock items to meet outbound dispatches. When appropriate, post transfer information with separate times depending on mail make-up, such as separate transfer times for both direct and working pallets, for direct and working rolling stock, and for loose sacks. This instruction is not applicable when using electronic arrival profiles (such as the Transportation Information Management and Evaluation System (TIMES) or the Transportation Routing Information Panel System (TRIPS)) or for BMCs and offices with mechanized unloading-to-machine distribution.
Attachment 3
475.22 Postal Operations Manual
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475.22 Special Instructions
For each inbound trip with a distinct load configuration, receiving offices must have visual aids showing the separations (or other unique features) expected on the trip, the content of the separations, and special handling instructions. Hard copy visual aids are not applicable when information is available through electronic devices, such as computer monitors mounted on the platform.
475.3 Outbound Trips
475.31 Loading Diagrams
For each outbound trip, dispatching offices must have visual aids showing the individual and/or inclusive ZIP Codes to be dispatched, and other unique features, such as for tailgating mail. Hard copy visual aids are not applicable when information is available through electronic devices, such as computer monitors mounted on the platform.
475.32 Dispatch Schedule
For each outbound trip, dispatching offices must have visual aids showing a profile for outbound dispatches, including route, trip, scheduled departure time, and other unique features. This instruction is not necessary when sufficient instruction is provided by electronic dispatch tools, such as TIMES and TRIPS.
476 Sealing Program and Procedures
476.1 General Requirement
All dispatching offices under the seal program, including contract mail handling facilities, must seal each outbound highway contract vehicle, rail intermodal vehicle (trailer, container, RoadRailer, or other rail or Postal Service-furnished vehicle), or rail boxcar, with numbered tin band seals, Item 0817A, and twisted wire seals, and complete PS Form 5398-A, Contract Route Vehicle Record. If an electronic transportation system such as TIMES is used, the tin band seal number must be entered in the appropriate place manually, or by scanning the barcode on the seal. Dispatching and receiving offices must have tin band seals, twisted wire seals, seal imprinters, and sealing and cutting tools.
Note: Twisted wire seals are never used alone when dispatching mail (excluding Mail Transport Equipment, see 476.2c). They are always used in addition to numbered tin band seals and PS Form 5398-A. 476.2 Exemptions and Exceptions
In some cases, the seal system is not used at all or is used with minor deviations:
a. Unstaffed Offices. Do not use the seal system for dispatches of mail to offices where vestibule exchange occurs, or where postal personnel are not normally on duty to accept delivery. Complete PS Form 5398-A and enclose it to verify that the load was in good condition and identify who closed it. Annotate PS Form 5398-A “SEAL NOT REQUIRED” to verify a seal was not used.
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b. Empty Vehicles. Do not seal empty trailers, vans, or rail vehicles. c. Mail Transport Equipment. Do not use a numbered tin band seal on dispatches of mail transport equipment. Use a twisted wire seal. If appropriate for additional security, use PS Form 5398-A and annotate it “SEAL NOT REQUIRED.”
d. Contract Vehicles. Small highway contract routes utilizing equipment with automobile type locks that are not sealable are exempt from the sealing requirements. Contract vehicles secured with contractor’s padlocks are exempt from using twisted wire seals, but must use the numbered tin ban seal.
e. Foreign Mail. Seal outbound international ocean containers with tin band seals and record serial numbers on the waybill documents. Do not use PS Form 5398-A.
f. Outbound Military Mail. Seal all outbound military mail containers dispatched overseas via surface transportation with both twisted wire seals and numbered tin ban seals. Do not use PS Form 5398-A. g. Inbound Military Mail. Inbound military mail containers are sealed with only the numbered tin band seal. Do not use twisted wire seals. h. Postal Vehicle Service (PVS). PVS drivers must use cargo compartment door locks and, where applicable, postal padlocks, in accordance with PVS policy.
476.3 Disseminating Instructions
Dispatching offices must furnish necessary instructions to offices that receive sealed vans and are not familiar with the seal program. The instructions must include procedures for removing, verifying, and filing numbered seals and forms.
476.4 Necessary Supplies
The sealing program uses the following basic supplies:
a. Item 0817A, Numbered Tin Band Seal.
b. PS Form 5398-A, Contract Route Vehicle Record.
c. Security seal imprinter.
d. Twisted wire seal (12-inch section of 8-gauge steel wire band). e. Twisted wire sealing and cutting equipment (see 476.7). 476.5 Security
476.51 Numbered Seals
The manager at each postal facility or contract mail handling facility where numbered tin band seals are used must keep seals under lock and key. The manager designates a supervisor and a clerk as seal control officer and alternate seal control officer, respectively. The reserve stock of seals is under the exclusive control of the seal control officer and his/her alternate. The following guidelines also apply:
a. Seals may be shipped from the factory in bulk quantities of several hundred or several thousand.
Attachment 3
476.52 Postal Operations Manual
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b. Seals are issued to dock personnel in units of 100 or in units of a two-day supply, whichever is less.
c. Seals must not be given to contract employees under any circumstances.
476.52 Sealing Discrepancies
476.521 General Rule
Any employee who notices a sealing irregularity (e.g., a discrepancy in a seal number or a broken or missing seal) must initial the related PS Form 5398-A and notify his/her supervisor. The supervisor must:
a. Verify the irregularity and initial the PS Form 5398-A. b. Immediately report the irregularity by telephone both to the dispatching facility and to the appropriate Postal Inspector-in-Charge. c. Investigate the discrepancy to the best extent possible. d. Follow up the telephone report with a written report to both offices. e. Retain the seal and related form until the investigating postal inspector authorizes its release.
476.522 Special Cases
For a discrepancy involving either a double trailer or a relay driver (a driver other than the one who drove the first segment of the route), the employee discovering the discrepancy must determine the name of the driver and enter it on the PS Form 5398-A.
476.6 Multidoor Vehicles
Special requirements for multidoor vehicles depend on whether or not the side doors are used en route:
a. Unused Side Doors. Side doors of highway contract vehicles that are never used must be permanently sealed by applying a twisted wire seal and a numbered tin band seal to the unused doors. The numbered tin band seal is recorded on PS Form 5398-A and placed in the local contract file. When sealing or removing the regular numbered seal from the rear doors of the vehicle, make a visual check to see that both the tin band seal and the twisted wire seal are intact on unused side doors.
It is not necessary to verify the number of the special seal in every instance, but checks must be made at least quarterly.
b. Used Side Doors. Multidoor vehicles with side doors that are used en route require numbered seals on both doors. Use one PS Form 5398-A for the side door, and another for the rear door. When unloading mail, remove only the seal on the door being opened. Verify the seal number on the other door.
476.7 Twisted Wire Seals
476.71 Applying Wire Seals
Twisted wire seals require approximately 90 seconds to affix and are fastened as follows:
a. Insert a 12-inch section of 8-gauge steel wire rod halfway through the hasp of the door to be sealed.
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Mail Processing Procedures 476.84
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b. Bend the wire rod double and insert one end into a special twisting tool.
c. Rotate the tool to catch the other end of the wire, thus twisting the wire into a tight knot that can be removed only with a bolt cutter. d. Twist the seal against the door hasp so that it cannot be untwisted with a screwdriver or a pair of pliers.
476.72 Removing Wire Seals
Cut the seals with at least a 14-inch bolt cutter. For personal safety, make the cut close to the hasp. To prevent the possibility of tire damage, do not let used seals fall to the ground. Place used seals in the appropriate waste receptacle.
476.8 PS Form 5398-A
476.81 Applicability
PS Form 5398-A must be completed by all facilities (including BMCs) for each highway contract route vehicle, rail intermodal vehicle, and rail boxcar that is sealed with a numbered tin band seal. See 476.2 for exceptions. 476.82 Automatic Imprinting
A security seal imprinter is used to automatically record the date, name, and ZIP Code of the dispatching facility and the serial number(s) of the tin ban seal(s) on the PS Form(s) 5398-A. The imprinter can accommodate three tin band seals.
476.83 Dispatching Entries
The dispatching employee must write certain entries on the PS Form 5398-A.
These include:
a. Name of the employee sealing the vehicle.
b. Destination of the next facility to be served by the vehicle. (This may be an intermediate stop en route.)
c. Driver’s name. Exceptions: It is not necessary to show the driver’s name when sealing:
(1) a rail intermodal vehicle or boxcar, or
(2) the first trailer of a double trailer trip (e.g., pups/twins) to the same destination. The driver must be identified on the PS Form 5398-A for the second trailer. See also 476.522.
d. Departure Time and Date. When sealing rail vehicles in advance of the dispatch, or when sealing the first vehicle in a tandem dispatch, write the sealing time and date rather than the departure time and date. e. Registered Mail is not identified or recorded on PS Form 5398-A. 476.84 Defective Seals
When sealing vehicle doors, dispatching employees who discover defective seals should submit them to their supervisors with the numerical sequence of those seals listed on a PS Form 5398-A.
Attachment 3
476.85 Postal Operations Manual
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476.85 Distribution
PS Form 5398-A is a three-part form: two soft (tissue) copies and a hard (index) copy. Copies are distributed and used as follows:
a. First soft copy. Retain at dispatching facility.
b. Second soft copy. Give to vehicle driver for use:
(1) as a gate pass at facilities where access is controlled by security force personnel, and
(2) as a bill of lading at truck weigh stations or at en route inspections by regulatory agencies.
c. Hard (index) copy. Place in open-ended envelope attached to the inside wall of the vehicle’s cargo compartment. Do this immediately prior to closing and sealing the cargo doors.
476.86 Receiving Entries
Any employee who breaks the seal at the point of destination must process the PS Form 5398-A as follows:
a. Enter name of employee breaking seal.
b. Identify any discrepancies (see 476.52).
c. Submit forms and seals for retention.
476.87 Retention
PS Forms 5398-A and related numbered seals must be filed and kept at the receiving facility for 15 days.
476.9 Registered Mail
Detailed procedures for Registered Mail are in Handbook DM-901, Registered Mail. The following are included in Registered Mail procedures for transportation contract operations:
a. Contract drivers who are not under the security seal program are required to sign for Registered Mail.
b. A postal employee must be assigned to receive and record all Registered Mail from contract drivers.
c. A Nil-Bil system that will account for registered remittances. This requires a Registered Mail pouch even if no remittance is being sent that day.
477 Mail and Empty Mail Vehicle Arrivals
477.1 Recording Arrivals
All mail and empty mail vehicle arrivals (whether via scheduled transportation or extra trips) on contract or Postal Vehicle Service (PVS) must be recorded in the appropriate electronic system (such as the Transportation Information Management and Evaluation System (TIMES)) or on the appropriate form (see below). Complete the data entry or forms as required, and include additional remarks to explain deviations. Appropriate forms are:
Attachment 3
Source of Mail
Record Trip Arrivals in
Electronic System Record Trip Arrivals on
Main office collection
runs at CAG A-G
offices
As available PS Form 3968, Daily Mail
Collection Record
Stations and
branches via PVS
As available Locally designed form
Stations and
branches via highway
contract route
As available PS Form 5398,
Transportation Performance
Record
Associate offices via
highway contract
route
As available PS Form 5398,
Transportation Performance
Record
Processing plants via
highway contract
route
TIMES (Transportation
Information
Management and
Evaluation System)
PS Form 5398,
Transportation Performance
Record
AMF or airport TIMES Locally designed form or as
required by Area Office
Distribution Networks
NDC via highway
contract route
TIMES, yard control
system
PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card)
NDC via rail TIMES, yard control
system, and/or Rail
Management
Information System
(RMIS)
PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card), PS Form 5186, Mail
Movement Routing
Instructions
NDC via PVS TIMES, yard control
system
PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card)
Local private mailers Drop Shipment System
for destination entry
vehicles, TIMES, RMIS
for rail vehicles, other as
available
After verification,
PS Form 8125, Drop
Shipment Clearance
Document, PS Form 8015,
Plant Load Vehicle Log, or
locally -designed forms, if
warranted
Private mailers from
other than local area
Drop Shipment System
for destination entry
vehicles, RMIS for rail
vehicles, other as
available
After verification,
PS Form 8125, Drop
Shipment Clearance
Document, PS Form 8015,
Plant Load Vehicle Log, or
locally designed forms, if
warranted
Mail Processing Procedures 477.1
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Attachment 3
477.2 Postal Operations Manual
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477.2 PS Forms 4460 and 5398
Receiving offices must record the arrival time and the unloading time for all trips (including extra highway route trips) as follows:
a. BMCs use PS Forms 4460 and 5398 to record times. Other offices use PS Form 5398.
b. Although most offices maintain PS Forms 4460 and 5398 at the platform, BMCs and certain large Post Offices may find it advantageous to maintain the forms at some other place, such as a vehicle operations office.
477.3 PS Form 5201, Mail Van Inspection
The purpose of PS Form 5201 is to show the condition of vehicles when received into the possession of the Postal Service. A properly completed PS Form 5201 records preexisting damage that should not be charged to the Postal Service. PS Form 5201 should be prepared for all arriving rail or leased vehicles, whether loaded or empty. Drivers picking up rail or leased vehicles should verify an inspection form provided by the location supplying the vehicle, or complete PS Form 5201 at the time of acceptance. A PS Form 5201 completed on departure from a facility may record damage caused to the vehicle while in the possession of the Postal Service. If requested by a driver at departure, complete PS Form 5201 and provide a copy to the driver.
Follow instructions issued by the Area Office Distribution Networks to complete PS Form 5201.
477.4 Unloading
477.41 Instructions
All receiving facilities must have detailed unloading instructions for each platform operation. The detail necessary depends on the size and complexity of the office. The instructions should be posted as visual aids or easily available to platform employees. Always include instructions pertaining to the unloading of drop shipments that must be checked to ensure proper quantity and documentation of mail, and for business mail that must pass through acceptance procedures before processing. Also include procedures for handling surface preferential mail (periodicals), particularly tailgated surface preferential mail and Registered Mail. In some cases it is necessary to identify docks, belts, slides, and staging areas by number with visual aids, because this helps employees place specific mail items in the proper place. 477.42 Removing Seals
The designated platform employees at an unloading point must:
a. Remove all numbered seals and twisted wire seals (see 476.72). b. Complete the appropriate parts of PS Form 5398-A (see 476.86). c. Identify any discrepancies (see 476.52).
d. After verifying PS Form 5398-A against the actual seal number, dispose of numbered and twisted wire seals in a trash receptacle to prevent the possibility of vehicle tire damage.
e. File PS Form 5398-A in an appropriate place for at least 15 days.
Attachment 3
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477.43 From Air Facilities
477.431 Responsible Employees
All employees who are responsible for the dispatch and receipt of mail at airport mail centers (AMCs) and facilities (AMFs) or local air stop points must be thoroughly familiar with the air contract data collection system, required forms contained in Handbook PO-507, Air Contract Administrative Procedures, and procedures for air contract performance measurement, including scanning procedures.
477.432 Air Taxis
Use appropriate forms. See Handbook PO-509, Air Taxi Contract Administration.
477.5 Platform Transfers
477.51 Registered Mail
Registered mail must be handled according to Registered Mail procedures.
In 1997, new procedures were issued by the Chief Postal Inspector and the Vice President, Operations Support, to area vice presidents. Among other changes, these procedures:
a. Required contract drivers not under the seal program to sign for Registered Mail.
b. Assigned a postal employee to receive and record all Registered Mail from the contract drivers.
c. Implemented a Nil-Bil system to account for registered remittances, requiring a registered pouch even on days no remittance is sent. 477.52 Preferential Mail
Preferential mail must be given expeditious handling on platforms. 477.53 Transfer Failures
If a transfer failure is caused by poor supervisory judgment, local management must take immediate corrective action. If the transfer failure results from the late operation of a highway contract and is not caused by legitimate reasons:
a. Processing plants, administrative offices, large installations, and other postal facilities complete PS Form 5500, Contract Route Irregularity Report, and distribute copies as instructed on the Form. b. Offices that do not use PS Form 5500 report irregularities to the appropriate administrative official of the contract involved using Postal Service routing slip, Supply Item O-13, or other appropriate communication.
c. If a transfer failure causes delay to a highway contract route (HCR) trip, a PS Form 5466, Late Slip, should be issued to the HCR driver. 477.54 Missent Mail
Notify responsible Post Offices, processing facilities, and BMCs of receipt of missent pouches, sacks, containers, and outside pieces of all classes of mail. Follow up to ensure problems have been corrected.
Attachment 3
478 Postal Operations Manual
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Updated With Revisions Through April 30, 2022
478 Mail and Empty Mail Vehicle Departures
478.1 Recording
All mail and empty mail vehicle departures (whether via scheduled transportation or extra trips) must be recorded in the appropriate electronic system (such as TIMES or other vehicle information system) or on the appropriate form (see table below). Complete the data entry or forms as required, and include additional remarks to explain deviations. Appropriate forms are:
Mail / Vehicle
Destination
Record Departures in
Electronic System
Record Departures on
Form
Stations and
branches via PVS
As available Locally designed form
Stations and
branches via highway
contract route
As available PS Form 5398,
Transportation Performance
Record
Associate offices via
highway contract
route
As available PS Form 5398,
Transportation Performance
Record
Processing plants via
highway contract
route
TIMES (Transportation
Information Management
and Evaluation System)
PS Form 5398,
Transportation Performance
Record
AMF or airport TIMES Locally designed form or as
required by Area
Distribution Network Office
NDC via highway
contract route
TIMES, vehicle
information system
PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card)
NDC via rail TIMES, vehicle
information system, and/
or Rail Management
Information System
(RMIS), Equipment
Inventory Reporting
System (EIRS) for mail
transport equipment
(MTE)
PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card), PS Form 5186, Mail
Movement Routing
Instructions for rail
NDC via PVS TIMES, yard control
system
PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card)
Rail Yard or Leased
Vehicle Supplier
RMIS for rail vehicles,
TIMES, vehicle
information system,
other as available
PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card), PS Form 5201, Mail
Van Inspection Report, or
locally designed forms, if
warranted
Attachment 3
Mail Processing Procedures 478.32
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478.2 PS Form 5201, Mail Van Inspection
A PS Form 5201 completed on departure from a facility may record damage caused to the vehicle while in the possession of the Postal Service. If requested by a driver at departure, complete PS Form 5201 and provide a copy to the driver. Follow instructions issued by the Area Office Distribution Networks to complete PS Form 5201. PS Form 5201 is initiated on vehicle arrival to document preexisting damage. See 477.3 regarding arrivals. 478.3 Scheduling Extra Trips
478.31 Postal Vehicle Service (PVS) Trips
Extra PVS trips are costly and should not be scheduled unless necessary to prevent delay of mail.
478.32 Highway Contract Route Trips
No office may request or schedule extra highway contract route trips unless necessary to prevent serious delay of preferential mail or justified because of mail volume. The following guidelines apply:
a. Each highway contract route extra trip must have PS Form 5397, Contract Route Extra Trip Authorization, completed as certification for payment.
b. The office authorizing the extra trip must issue PS Form 5397 and complete the appropriate sections.
c. A copy of PS Form 5397 will be retained for at least one year in the office that issues PS Form 5429, Certification of Exceptional Contract Service Performed. PS Form 5429 must be retained at least 7 years.
Record retention periods are also contained in the Administrative Support Manual and Handbook PO-513, Mail Transportation Procurement Handbook.
d. Destination offices should be notified of extra trips in advance by telephone or electronic mail, and furnished PS Form 5397. e. Destination offices review and complete the appropriate sections of PS Form 5397 for destination office. If the extra trip ends at the destination office, the destination office distributes copies of the completed PS Form 5397 as instructed on the form. If the extra trip is operating round-trip, the destination office should dispatch any available volumes on the return leg of the extra trip.
Private mailers RMIS for rail vehicles,
TIMES, vehicle
information system, EIRS
for MTE, other as
available
PS Form 5398,
Transportation Performance
Record, PS Form 5201, Mail
Van Inspection Report, After
verification, PS Form 8125,
Drop Shipment Clearance
Document, or locally
designed forms, if
warranted
Mail / Vehicle
Destination
Record Departures in
Electronic System
Record Departures on
Form
Attachment 3
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f. PS Form 5429, Certification of Exceptional Contract Service Performed, is completed by the office designated as Administrative Official (AO) for the highway contract route. The AO summarizes PS Forms 5397 onto PS Form 5429 at the end of each postal accounting period. The AO distributes copies of PS Form 5429 as required on the form, including sending the completed PS Form 5429 to the postal Accounting Service Center for payment to the highway contract route contractor. PS Form 5429 must be retained at least 7 years. 478.4 To Air Facilities
Extra trips to air facilities are scheduled and documented in accordance with the requirements for the type of surface transportation used. Postal vehicle service trips are scheduled and operated in accordance with PVS requirements. Highway contract trips are scheduled in accordance with 478.32. See 477.3 regarding inspecting vehicles using PS Form 5201, Mail Van Inspection.
479 Special Mailer Preparation
479.1 General Explanation
Special mailer preparation offers benefits to both cost and efficiency. Mailers who prepare their mail in special ways do so for the following reasons:
a. To qualify for automation rates.
b. To reduce handling within the Post Office and thus expedite service.
Platform employees must recognize specially prepared mail and handle it in a manner that takes advantage of the mailer preparation and expedites its movement through the processing plant to delivery.
Some examples of specially prepared mail are cross dock pallets; mail in specialized cartons and containers; trayed, prebarcoded, and carrier route sequenced mail; and ZIP Code sequenced (riffle) mail. c. To qualify for destination entry discounts under plant-verified drop shipment.
479.2 Cross Dock Pallets
Mailers may prepare pallets with mail all for a certain processing plant or delivery office. These pallets do not need to be broken until they reach the plant or office that processes mail with the specific ZIP Codes identified for the pallet. Cross dock pallets should therefore be moved from the delivery vehicle to the outbound trip intact. As a safeguard, contents on the pallet should be visually checked against the pallet label.
479.3 Specialized Cartons and Containers
Mailers may be provided specialized cartons and containers for loading mail.
These cartons and containers are then loaded and unloaded with mechanized equipment, making the loading and unloading process faster. In some cases, mailers may be provided rolling containers for use within the closed loop of the processing plant’s service area and the mailer’s plant.
Rolling containers are costly, their use must be monitored, and mailers should not keep them for a prolonged period of time. They should be Attachment 3
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promptly loaded and returned. An alternative to costly rolling containers is pallet-based cardboard box containers. They may be provided by the mailer or, if appropriate, postal facility. Rolling containers (or pallet-based containers) replace bedloading and expedite the loading and unloading of vehicles. Platform personnel should unload containers and promptly move them to the next operation.
479.4 Trayed Mail
Depending on the degree of makeup and the manner in which postage is paid, platform personnel must develop a system (with the approval of the manager responsible for plant operations) that ensures trayed mail is handled expeditiously. Platform supervisors should utilize any or all of the following tags or labels to assist in the correct routing of trayed mail:
Label/Tag Used for
LABEL 204 First-Class Presorted — All for ZIP Code on Face LABEL 205 First-Class Presorted — All for First 3 Digits of ZIP Code TAG 13 Mailer Prepared Scheduled Mail
TAG 23 Presorted First-Class Sack, Green
TAG 24 Presorted First-Class Sack, 5-Digit
TAG 25 Presorted First-Class Sack, 3-Digit
TAG 57 Political Campaign Mailing
TAG 122 Carrier Presorted Mail
479.5 ZIP Code Sequence (Riffle) Mail
ZIP Code sequence or riffle mail consists of letters and flats that have been customer-sequenced by ZIP Code, state, or otherwise (processing category, outgoing or incoming schemes). Platform personnel should familiarize themselves with mail arriving at the platform to locate, identify, and correctly route riffle mail. A local method of identifying the pallets, containers, trays, or sacks of riffle mail must be established.
479.6 Destination Entry Mail (PVDS-Plant Verified Drop Shipment) 479.61 General
Plant verified drop shipments (PVDS) are considered freight until such time as they are actually deposited at the destination facility where they will be accepted as mail. Mailers (or their agents) may request specific dates for appointments and unloading of destination entry mail at postal facilities.
Mailers must request appointments in advance by using either the drop shipment appointment system (DSAS) or by calling the local drop shipment appointment control center or local drop shipment coordinator (depending on locale, the appropriate drop shipment appointment control center/ coordinator may be the one serving the destination entry location, as opposed to serving the mailer plant origin). Conditions for unloading product from the mailer’s or mailer’s agent’s vehicle are that the load must be in good condition, clearly identified, all mail properly prepared, and all official forms and paperwork present and properly completed. Some general provisions follow. For specific procedures, see separately published guidelines for drop shipment mail.
Attachment 3
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479.62 Prior Authorization
Prior clearance is required before accepting drop shipment mail. An appointment or reservation is generally needed, and electronic authorization or specific clearance documents must be presented along with mail being deposited. Prior to being issued a PVDS authorization the mailer must have either an existing Postal Service detached mail unit (usually established with a plant load authorization), or a postage payment agreement, specifying how PVDS postage is to be verified. PS Form 8125, Drop Shipment Clearance Document, is required to accompany each shipment and be presented to the Postal Service with mail being deposited.
479.63 Plant-Verified Drop Shipment Seal
The mailer’s vehicle may be sealed with the blue plastic seal used specifically for drop shipments. If a seal is present, the employee breaking the seal must verify the number against the seal number recorded on accompanying documents. If the seal number disagrees with the number on PS Form 8125, Drop Shipment Clearance Document, contact the mail acceptance office. 479.7 Staging for Scheduled Delivery
Mailers of nonpreferential Periodicals and USPS Marketing Mail may request specific delivery dates for their mail, provided that they furnish the mail to Post Offices sufficiently in advance of the scheduled delivery date. General delivery commitments are dependent upon level of presort and place of deposit as described in 458. The requested delivery date should be no earlier than normal service commitments would indicate.
48 Safety
481 General
Safety is a major concern in all elements of mail processing. Managers are responsible for ensuring that safety programs are aggressive, continually updated, and involve both management and employees.
482 Work Areas
Work area supervisors are directly responsible for safety in their area of operation and for the safety of personnel under their supervision. Supervisors must be constantly on the alert for conditions that may jeopardize the safety and health of the work environment and must take immediate steps to correct any unsafe procedure or condition.
483 Fire Hazards
Good housekeeping practices must be continually observed so that unsafe conditions or fire hazards do not develop.
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484 Training
Supervisors are responsible for conducting safety and health training programs. Safety personnel monitor the training programs and provide technical assistance, including distributing safety materials and demonstrating safety methods and equipment. Supervisors are also responsible for continued on-the-job training through weekly safety talks to all personnel and through daily contact, as appropriate. 49 Congressional and Political Campaign Mail
491 Congressional Mail
491.1 General
491.11 Basic Information
See DMM 703 for basic information on mail sent under the congressional frank.
491.12 Identification
Franked mail is identified by the facsimile signature of the member of Congress in the upper right corner of the envelope or franked label, followed by “M.C.” standing for member of Congress, or “U.S.S.” for U.S. Senate. 491.13 Postage Payment
Postage for franked mail is paid in lump sums by the U.S. Treasury to the Postal Service. Franked mail, therefore, must not be returned for collection of postage. Franked mail sent from Washington, DC, is counted and reported by the House of Representatives and Senate with the Washington, DC, Post Office and the Post Office Accounting Office at Postal Service Headquarters.
Procedures for accounting for franked mailings entered outside Washington, DC, are found in 491.5.
491.14 General Types of Mailings
Mailings under the congressional frank include both individual piece mailings sent by First-Class Mail and mass mailings. Mass mailings may be sent as First-Class Mail or USPS Marketing Mail. All franked mail is treated and handled according to the class of mail and special service indicated on the outside of the mailpiece.
491.15 USPS Marketing Mail Mailings
USPS Marketing Mail franked mailings consist of newsletters, meeting notices, and other printed matter. The mailpieces may bear individual names and addresses or simplified addresses. While individual pieces are rated as USPS Marketing Mail, the overall mailing may be sent by Priority Mail or Priority Mail Express drop shipment.
Attachment 3
491.16 Postal Operations Manual
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491.16 Simplified Address
491.161 General
Simplified address congressional mailings are a common form of congressional mass mailing that have unique characteristics and requirements. As such, detailed instructions are provided in the following sections on the features and handling of this type of mailing.
See DMM 602.3 for the regulations concerning simplified address mailings under the congressional frank.
491.162 Definition
Simplified address congressional mailings are prepared without individual names and addresses for general distribution to delivery customers within a congressional district or a state.
491.163 Distribution
Distribution of simplified address congressional mailings is as follows:
a. Complete distribution may be made to all carrier route, Post Office box, and general delivery customers within a ZIP Code.
b. Selective distribution may be made to specified city, rural, and highway contract routes; Post Office box sections; or general deliveries. c. Selective distribution may be made within city, rural, and highway contract routes when a route is split between congressional districts. d. Selective distribution may be made to either residential or business deliveries within city routes.
491.164 Simplified Address Format
Simplified address congressional mailings are addressed “Postal Customer — Local” or “Postal Patron — Local” on the first line, with the congressional district identified in the second line and the state in the third line for a U.S. Representative, or with only the state identified in the second line for a U.S. Senator. The simplified address USPS Marketing Mail mailings are endorsed “Presorted USPS Marketing Mail” or “PRSRT STD.” either directly below or to the left of the frank. As these pieces are sent at the Enhanced Carrier Route Walk-Sequence Saturation rate, they are also marked “ECRWSS” in this same area or directly above the simplified address.
491.2 Handling of Mass Congressional Mailings
491.21 Preparation and Deposit
491.211 Packaging
The packaging of mass congressional mailings varies as follows:
a. Individually addressed First-Class Mail and USPS Marketing Mail mailings are presorted, labeled, and packaged in trays or No. 3 gray sacks according to Postal Service requirements.
b. Simplified address congressional mailings are presorted, labeled, and packaged in trays or No. 3 gray sacks according to Postal Service requirements.
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c. The packages bear facing slips addressed to the destination office. The facing slips generally are prepared in the following format:
Destination City, State, ZIP Code
STD LTRS Carrier Route #
Origin City, State, ZIP Code
ECRWSS1
RESIDENTIAL STOPS ONLY2
CONGRESSIONAL DISTRICT #____
# PIECES3 ____
NOTE: Other Address Options:
1 “RESIDENTIAL CUSTOMERS” if the mail is meant to be delivered to residential customers only;
2 “BUSINESS STOPS” or “BUSINESS CUSTOMERS” if the mail is for business customers only;
3 “The facing slip reads “POSTAL CUSTOMER” if the mail is for delivery to all customers; or
d. PS Tag 11, Congressional Mail, “Postmaster — Open and Distribute” is used on all sacks or trays of congressional mail. This tag helps identify the franked congressional mailing as it moves through the mailstream. 491.212 Pouches
USPS Marketing Mail congressional mass mailings may be sent by Priority Mail or Priority Mail Express drop shipment and are pouched and labeled accordingly.
491.213 Deposit
Most bulk congressional mailings are sent from Washington, DC. Members of Congress may, however, dispatch these mailings from Post Offices other than Washington, DC. See 491.51 for procedures for local deposit of franked USPS Marketing Mail mailings.
491.22 Processing and Delivery
491.221 Responsibilities
Responsibilities for processing and delivery of congressional franked mailings are as follows:
a. Managers, Customer Service Support, at Customer Service and Sales districts, are responsible for appointing a congressional mailings coordinator to serve, when necessary, as a liaison with plants, delivery units, congressional offices, and Government Relations, Postal Service Headquarters, to resolve any problems with these mailings. The Manager, Customer Service Support, must notify plants, Post Offices, and Government Relations of the individual assigned the congressional mailings coordinator role.
b. Congressional mailings coordinators are responsible for coordinating with plants, delivery units, congressional offices, and Government Relations as necessary on matters related to congressional mailings. c. Plant managers are responsible for proper processing of franked congressional mailings.
Attachment 3
491.222 Postal Operations Manual
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d. Postmasters and their subordinate unit managers at destination Post Offices are responsible for proper delivery of franked congressional mailings.
491.222 Opening at Delivery Unit
All sacks and trays identified as congressional mail must be opened at the delivery unit to determine the contents and class of mail. The contents must be examined to ensure that there are no apparent problems with the mailing, such as delayed time-value pieces, shortages, etc. See 491.224 and 491.226, respectively, for instructions regarding delays and excess or insufficient quantities.
491.223 Selective Delivery
On city routes, if the facing slip for carrier route presorted, simplified address mailings specifies either “Residential Stops Only” or “Residential Customers Only” or “Business Stops Only” or “Business Customers Only”, carriers must deliver the mail to those points only. Where a carrier route is split between congressional districts, supervisors must instruct carriers and substitutes concerning the boundary between the congressional districts. To determine the boundaries, supervisors should refer to U.S. Census Bureau congressional district maps and other information used for collection of Congressional District Deliveries Report data (see 491.4). When simplified address congressional mailings are received on routes split between congressional districts, the carriers must take care to deliver them to the proper points. District Address Management System managers can assist in answering congressional district boundary questions.
491.224 Delays
Managers must give immediate attention to any delayed, time-value congressional mailings, such as town meeting notices. Plants or delivery units must notify the district congressional mailings coordinator of the delayed mailings. The district congressional mailings coordinator must notify the appropriate Government Relations representative, Postal Service Headquarters. The name and number of the Government Relations representative can be obtained by calling the office of the senior vice president, Government Relations and Public Policy, Postal Service Headquarters, at 202-268-2505. Records must be kept as indicated in 491.3. 491.225 Bulk Drop Delivery
Simplified address congressional mailings are prepared to include enough pieces for customers at bulk drop points. Carriers delivering to bulk drop points must leave enough pieces for the individual customers at these points. If the facing slip for the packages of mail for carrier routes serving these bulk drop customers specifies residential or business customers only, carriers must leave only enough pieces for such customers. If there are not sufficient pieces received to cover bulk drop customers, carriers must inform their supervisors, who then must initiate actions as described in 491.226. 491.226 Excess and Insufficient Quantity
The following procedures should be followed if a delivery unit receives an incorrect number of pieces of a simplified address congressional mailing:
a. Carriers and clerks must notify the supervisor of the number of excess pieces or shortage of pieces needed for coverage on each route.
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b. In the case of excess pieces, carriers or clerks must not deliver more than one piece to the same addressee. However, a sufficient number of pieces must be left for individual customers at bulk drop points. See 491.225 for procedures governing delivery to bulk drop points. c. In the case of shortage, carriers or clerks must make all possible deliveries until the supply is exhausted, noting where delivery ended. d. The supervisor will transfer excess pieces, as available within the office, to routes that receive an insufficient number of pieces. e. Postmasters or other delivery unit managers will then contact the district congressional mailings coordinator to report the number of excess pieces or additional pieces needed for coverage, by specific route, Post Office box section, or general delivery indicator. f. The district congressional mailings coordinator will take necessary action to transfer pieces for offices reporting excess to those needing additional pieces.
g. The district congressional mailings coordinator will also advise the local congressional office of any substantial excess or shortage of pieces received, by ZIP Code and carrier route, Post Office box section, or general delivery indicator. Assurance of total coverage must be given to the congressional office. The coordinator will obtain and follow instructions for disposal of the excess pieces from the congressional office. Excess pieces of simplified address congressional mailings must not be mailed to Postal Service Headquarters or to the Washington, DC, Post Office.
h. If the situation cannot be resolved, the congressional mailings coordinator must immediately contact the appropriate Government Relations representative at Postal Service Headquarters. i. Where there is substantial difference between the number of pieces received and the number required for carrier routes, Post Office box sections, or general delivery, the congressional mailings coordinator must advise the district address management office. That office will compare the information provided by the coordinator with the Congressional District Deliveries Report database for the congressional district(s) involved and make any necessary corrections to the database. j. Records must be kept as indicated in 491.3.
491.3 Recordkeeping
491.31 Postmasters or Subordinate Unit Managers
Postmasters or subordinate unit managers must keep records of any congressional mailings received at their offices, with particular attention to those received too late for timely delivery. These records must be kept for 6 months and must contain the following information:
a. Name of member of Congress.
b. Description/sample of mailpiece.
c. Number of pieces by carrier route and box section.
d. Requested date of delivery, if applicable.
Attachment 3
491.32 Postal Operations Manual
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e. Date and time received for delivery.
f. Date delivered.
g. Other actions taken.
491.32 Congressional Mailings Coordinator
When contacted with problems, congressional mailings coordinators must keep records. These records must be kept for 6 months and must contain the following information:
a. Delivery unit and manager requesting assistance and date of request. b. Name of member of Congress.
c. Description of situation or problem.
d. Description/sample of mailpiece.
e. Name of Headquarters Government Relations representative contacted, if applicable, and date of contact.
f. Name of congressional staff member contacted, if applicable, and date of contact.
g. Other actions taken.
491.4 Congressional District Deliveries Report
491.41 Delivery Statistics
The Postal Service provides delivery statistics to members of Congress to allow them to prepare Enhanced Carrier Route USPS Marketing Mail using a simplified address. This data is provided through the Congressional District Deliveries Report. The Congressional District Deliveries Report provides carrier route, Post Office box, and general delivery information by 5-digit ZIP Codes within congressional districts.
491.42 Database Responsibility
Compiling and maintaining the Congressional District Deliveries Report database is the responsibility of the address management function within the Customer Service and Sales districts.
491.43 Congressional District Maps
Headquarters Address Management will provide current copies of applicable U.S. Census Bureau congressional district maps and other information to the address management offices within Customer Service and Sales districts.
Also, the district address management office will, if necessary, obtain additional information from local election boards or other sources. This is done as needed and follows redistricting as a result of the decennial census or by legislative or judicial action. The address management offices within Customer Service and Sales districts must then enter the data for their Post Offices, stations, and branches into their address management system database.
491.44 Delivery Statistics Accuracy
491.441 Up-to-Date Information
All unit managers must provide their respective address management office with up-to-date carrier route, Post Office box, and general delivery statistics Attachment 3
Mail Processing Procedures 491.523
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by congressional district. All personnel involved in establishing the congressional district delivery information within the address management system database must ensure the accuracy of this data. They must pay particular attention to accurate assignment of route data within congressional districts. Some offices may serve more than one congressional district and must list routes appropriately under the correct congressional district. Routes may be split among congressional districts, and the precise number of deliveries in each congressional district must be provided. Post Office box figures will be listed in the congressional district in which the facility is located.
491.442 Database Changes
If inaccuracies in the database become apparent, the district address management offices must immediately make the necessary database corrections.
491.5 Accounting for Franked Mail Entered at Post Offices Outside Washington, DC
491.51 Mass Mailings
Members of Congress occasionally enter mass mailings at local Post Offices outside Washington, DC. Members or their vendors must submit a PS Form 3615, Mailing Permit Application and Customer Profile, to the entry Post Office when the first franked bulk mailing is made there. The proper postage statements are also required for all such mailings entered locally. For billing purposes, these postage statements are to be entered into the Official Mail Accounting System (OMAS) side of the permit system. If the office processing these mailings is not on the permit system, forward the statements to the District Finance Office for input by the OMAS coordinator. 491.52 Individual Piece Mailings
491.521 General
Members of Congress make daily individual piece mailings from their state and district offices. Both the U.S. Senate and House of Representatives maintain systems for accounting for individual-piece franked mail entered by the member’s state and district offices. The Postal Service accepts these methods for billing the Senate and House of Representatives for this mail. 491.522 Notification of Problems
Advise Government Relations, Headquarters, of any problem in serving a state or district office of a member of Congress.
491.523 Detention of Mail
Except in situations involving mail security (see ASM 274), franked mail must not be detained, even though there may be indications of abuse of franked mailing privileges. The mail must be promptly dispatched and delivered to the addressee. Report any indications of abuses to the Pricing and Classification Service Center (PCSC). The PCSC must refer cases of abuse to the Postal Inspection Service for investi-gation and to Government Relations, Headquarters, for coordination with the appropriate congressional agency.
Attachment 3
491.6 Postal Operations Manual
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491.6 Handling Mail With Ancillary Service Endorsements 491.61 General
When making individual piece mailings, members of Congress may request services for undeliverable-as-addressed mail. In handling mail with these endorsements, employees must follow DMM F030 as well as this instruction. 491.62 Proper Address Correction Placement
Members of Congress use mechanical or automated equipment to update their mailing lists. Markings or endorsements that deface the original address prevent the return mail from being machine read. Consequently, the mailpiece must be processed manually at a high cost, or it may not be processed at all. Therefore, supervisors must ensure that all clerks, carriers, and other employees involved in handling mail with ancillary service endorsements do not mark on, strike through, or place a handstamp or forwarding label on the old address. All forwarding labels must be placed to the right and slightly below the original address. Other markings, endorsements, and stamps also must be placed to the right of the address block.
491.63 Return of Address Correction Requested/Return Postage Guaranteed Mail
Undeliverable-as-addressed franked mail bearing a Washington, DC, return address and ancillary service endorsement must be sent to:
MANAGER DISTRIBUTION OPERATIONS
WASHINGTON DC P&DC
900 BRENTWOOD RD NE
WASHINGTON DC 066-9702
Such mail must not be returned to the individual member of Congress responsible for the mailing.
491.7 Orange Bag Service — Expedited Congressional Mail 491.71 General
Orange bag service is an expedited mail service from members’ Washington, DC, offices to either postal installations or the members’ district or state offices. Orange bag service pouches bypass the outgoing primary processing operation at the Washington, DC, Post Office. Orange bag service is designed to provide overnight delivery of pouches addressed to a postal installation, if the pouches are available for collection from the House of Representatives and Senate Post Offices by 2:00 p.m. Every effort is also made to provide overnight delivery of pouches addressed to members’ district or state offices, if they are available for collection from the House of Representatives and Senate Post Offices by 2:00 p.m. Orange bag service pouches collected at 5:00 p.m. from the House of Representatives and Senate Post Offices are to receive second-day delivery.
Attachment 3
Mail Processing Procedures 491.73
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491.72 Types of Pouches
The two types of orange bag service pouches are as follows:
a. Orange bag service pouches addressed to postal installations. They contain franked First-Class Mail addressed to constituents and are intended to be opened and distributed. Congressional offices will attach PS Tag 11, Congressional Mail, to the pouch reading “Congressional Mail – Postmaster Open and Distribute.” The congressional offices will also attach an appropriate air contract transportation (ACT) tag and label showing the appropriate destination processing facility.
b. Orange bag service pouches addressed to the members’ district or state offices. These contain congressional mail going to the members’ district or state offices only and are to be delivered to the congressional offices unopened. Members of the House of Representatives use their own plastic orange bags with the words “US
HOUSE OF REPRESENTATIVES -PRIORITY MAIL -OFFICIAL USE
ONLY” printed on them for firm direct purposes. The congressional offices will attach a PS Tag 11-A, Congressional Mail, to the pouch reading “Congressional Mail -Do Not Open -All for Firm on Pouch Label.” The congressional offices will also attach an appropriate ACT tag and a destination label reading as follows: city, state, ZIP Code on the first line; street address on the second line; and name of member of Congress on the third line.
Some congressional offices will place the date and time of dispatch on the back of the destination label in an attempt to monitor the orange bag service performance.
491.73 Material Used for Expedited Dispatch
The following material is required for the expedited orange bag service and can be obtained from the House of Representatives or Senate postal operations offices:
a. No. 2 orange pouches and plastic House of Representatives orange pouches.
b. Labels that identify the destination processing facility or Post Office, as appropriate for each type of pouch discussed in 491.72a and 491.72b. c. Congressional mail PS Tag 11, Congressional Mail, and PS Tag 11-A, Congressional Mail, which are attached to the pouches to ensure proper handling as described in 491.72a and 491.72b.
d. Metal or plastic pouch seals, designed to lock the hasp over the metal staple on the pouch, ensuring that the pouch reaches its destination unopened.
e. Air contract transportation plastic cards and tags containing barcoded origin and destination information for billing and routing purposes.
Attachment 3
491.74 Postal Operations Manual
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491.74 Procedures
491.741 Congressional Offices
Congressional offices have the following responsibilities in preparing congressional mail:
a. Insert the destination label into the label holder on the orange pouch. b. Make up individual letters, facing the same way, into mail bundles secured with rubber bands to prevent loose letters in the orange bag service pouch.
c. Distribute mail to the proper pouches. Pouches must not weigh more than 70 pounds.
d. Close and seal the pouches.
e. Ensure that the pouches reach the designated collection point before the scheduled Postal Service pickup.
491.742 Postal Service
The Postal Service has the following responsibilities for congressional mail:
a. Create the appropriate pouch labeling for all orange bag service destinations, based on Postal Service transportation and distribution networks.
b. Provide necessary training and instructions for mail makeup and pouch labeling.
c. Furnish all needed pouches, labels, tags, rubber bands, and other supplies.
d. Make scheduled collections of the pouches.
e. Dispatch the pouches to the required destinations on the next available transportation to meet service requirements.
f. Process and deliver these pouches in an expedited manner. 492 Political Campaign Mail
492.1 Introduction
492.11 General
The American electorate votes on numerous political offices and issues.
Citizens cast ballots every 4 years for president, every 2 years for one-third of the U.S. senators and all members of the House of Representatives, and at varying frequencies for governorships and other state, county, and local offices and referenda measures. During the period preceding local, state, and national primaries, special elections, and general elections, the Postal Service accepts and delivers many political campaign mailings, frequently in large quantities. These mailings are made up by individual candidates and their campaign organizations, as well as by local, state, and national committees of political parties.
492.12 Postal Service Responsibility
The Postal Service is responsible for providing information to assist in the knowledgeable preparation and deposit of political campaign mailings, as Attachment 3
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well as for the proper acceptance, processing, delivery, and recording of these mailings.
492.13 Nonprofit USPS Marketing Mail Rates
Section 3626(e) of Title 39, U.S. Code, as enacted by Public Law 95-593, permits certain USPS Marketing Mail matter to be mailed by a “qualified political committee” at the Nonprofit USPS Marketing Mail rates prescribed for qualified nonprofit organizations (see DMM 703.1.0). Also see 492.23 for a definition of “qualified political committee” and 492.73 for the standards on what mail may be sent at the Nonprofit USPS Marketing Mail rates by qualified political committees.
492.2 Definitions
492.21 Political Campaign Mailings
Any material accepted for mailing at First-Class Mail or USPS Marketing Mail postage rates that is mailed for political campaign purposes by a registered political candidate, campaign committee, or committee of a political party is classified as a political campaign mailing. This type of mailing normally uses the address of a candidate’s campaign committee or the committee of a political party as the return address. Do not confuse political campaign mailings with official mailings by members of Congress under congressional franking privileges. See 491 for a discussion of congressional mail. 492.22 Registered Political Candidate or Party
An individual or organization recognized as such by the appropriate governmental election control authority is considered to be a registered political candidate or party.
492.23 Qualified Political Committee
Section 3626(e)(2) of Title 39, U.S.C., defines a qualified political committee for the purpose of eligibility for Nonprofit USPS Marketing Mail rates as follows:
a. The term qualified political committee means:
(1) A national committee of a political party.
(2) A state committee of a political party.
(3) The Democratic Congressional Campaign Committee.
(4) The Democratic Senatorial Campaign Committee.
(5) The National Republican Congressional Committee.
(6) The National Republican Senatorial Committee.
b. The term national committee means the organization that, by virtue of the bylaws of a political party, is responsible for the day-to-day operation of that political party at the national level. c. The term state committee means the organization that, by virtue of the bylaws of a political party, is responsible for the day-to-day operation of that political party at the state level.
Attachment 3
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492.3 Premailing Assistance
492.31 General
Experience has shown that there will be no cause for criticism if all mailers of political campaign material are fully informed of postal requirements for prompt delivery and are assured of proper and equal handling of their mailings.
492.32 Responsibilities
Managers, Marketing, Customer Service districts, are responsible for ensuring proper premailing assistance to all committees of political parties, candidates for political office, and/or the candidates’ campaign committees within their jurisdictions. Individuals designated by managers, Marketing, as directly responsible for contacting the committees of political parties, political candidates, and campaign organizations must follow the requirements in 492.36.
492.33 Identification of Candidates
Managers, Marketing, Customer Service districts, or their designees, must identify all candidates for election to political office who will be campaigning within their district’s jurisdiction, as follows:
a. Presidential Candidates. Contact state campaign headquarters.
Determine locations of mailings and notify appropriate Postal Service personnel for necessary follow-up.
b. Congressional Candidates. Identify all candidates for election to the Senate and House of Representatives and their principal campaign offices and notify appropriate Postal Service personnel for necessary follow-up.
c. State Candidates. In statewide elections, identify gubernatorial and other candidates and their principal campaign offices and notify appropriate Postal Service personnel for necessary follow-up. d. Local Candidates. Coordinate efforts with postmasters to identify all candidates and/or campaign organizations in those areas holding local elections for county, city, township, borough, parish, and other local offices, and ensure necessary follow-up.
492.34 Political Campaign Information Sources
State and local boards of election and offices of secretaries of state and county clerks generally can provide information on the names and headquarters of committees of political parties; candidates for federal, state, and local offices; and their campaign organizations.
492.35 Equal Assistance
Equal assistance must be provided to all committees of political parties, candidates, and candidates’ campaign committees, including those that do not represent major parties.
492.36 Premailing Contact Requirements
Make contact with the committees of political parties, candidates, and the candidates’ campaign organizations at the earliest opportunity to provide Attachment 3
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information on mail preparation requirements, mail handling procedures, and other matters discussed in 492.37. On-site assistance can be helpful, particularly with campaign volunteers, to identify problems in mail preparation and sack or tray labeling before deposit of the mailings.
Emphasize the need to deposit the mailings at the earliest possible date before election day, particularly to candidates or organizations planning to avail themselves of the destination bulk mail center drop shipment rates.
Keep records of all contacts, including a general summary statement covering the information provided to the candidates and campaign organizations.
492.37 Mail Preparation and Handling Information
At a minimum, provide committees of political parties, candidates, and the candidates’ campaign organizations with information on the following:
a. Rates and fees, including automation and destination entry drop shipment rates.
b. Mailing permits and authorizations. See applicable sections of the DMM for instructions on obtaining permits and authorizations for mailing at various rates. National and state political committees may be given instructions on filing for Nonprofit USPS Marketing Mail rates as a qualified political committee, as found in DMM 703.1.0 and Publication 417, Nonprofit USPS Marketing Mail Eligibility, section 3-1.
Instructions on obtaining authorization to mail at the Nonprofit USPS Marketing Mail rates at additional offices are also found in DMM 703.1.0 and Publication 417 section 3-2.
c. Restrictions on what may be mailed at the Nonprofit USPS Marketing Mail rates for state and national political committees (see 492.73). See also Publication 417 section 5-4, and chapter 6.
d. Preparation, makeup, and handling of mailings, including an explanation of ancillary service endorsements and address information products and services.
e. Availability and use of mailing supplies and equipment.
Note: PS Tag 57, Political Campaign Mailing, identifies campaign mailings during processing and distribution. PS Tag 57 is available from the Material Distribution Centers and is reusable. If mail is trayed and strapped, mailers should affix PS Tag 57 to the strap on the end of the tray near the tray label with a wire twist tie. If local postal instructions permit trays to be tendered without strapping, then PS Tag 57 should be affixed to the tray with a rubber band double looped through the handhold of the tray on the end near the tray label. Care should be taken to remove the tags from the trays after the campaign mail has been processed.
f. Business reply mail.
g. Disposition of undeliverable pieces.
h. Time frames for depositing mailings.
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492.4 Processing and Delivery
492.41 General
All managers involved in processing and delivering political campaign mailings must ensure that each mailing is handled promptly and with equal care and attention.
492.42 Area Political Campaign Mail Coordinators
Area Vice Presidents must appoint an Area Political Campaign Mail Coordinator and provide the name, address, and phone number of the individual assigned that responsibility to each district manager under their jurisdiction and to the Vice President, Delivery and Retail, at Headquarters. 492.43 Late Deposit
Inform mailers attempting to deposit political campaign mailings that may be too late for delivery by the election date under Postal Service delivery objectives of the potential for late delivery. Document and maintain this advice. See 492.5.
492.44 Reports of Delays
Give immediate attention to any reported delay in processing or delivering political campaign mailings and fully document inquiries made and subsequent action taken (see 492.53).
492.45 Handling of Undeliverable as Addressed Mail
If a significant amount of a campaign mailing is received that is undeliverable as addressed, postmasters must inform the applicable campaign office before any action to dispose of such mail. Postmasters should also coordinate any such situations with their Area Political Campaign Mail Coordinator. 492.5 Recordkeeping
492.51 General
Detailed records provide the basis for a documented and factual explanation of any complaints alleging improper handling of political campaign mailings.
Maintain premailing assistance and processing and delivery records for a period of 6 months.
492.52 Premailing Assistance Records
Individuals designated to provide premailing assistance to committees of political parties, candidates, and the candidates’ campaign organizations must keep records of all contacts, including a summary statement concerning the information provided to such mailers.
492.53 Processing and Delivery Records
Managers, Business Mail Entry, and postmasters must keep documented records of all political campaign mailings that are deposited or received at their offices, with particular attention to those deposited or received too late for timely delivery.
At a minimum, these documented records must include the following:
a. The name of the mailer.
b. A sample, photocopy, or description of the mailing.
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c. The date and time the mailing was received for dispatch or delivery. d. The election day deadline and, if applicable, the date of requested delivery.
e. If applicable, the approximate number of pieces not delivered before the election day deadline and/or the date of requested delivery and the reasons why delivery was not timely.
f. The approximate volume of any USPS Marketing Mail consigned to waste upon instruction by the mailer.
492.6 Answering Requests for Information
492.61 General
Answer requests for information concerning political campaign mailings as provided in regulations implementing the Freedom of Information Act (see Handbook AS-353, Guide to Privacy and The Freedom of Information Act).
Do not compile information not regularly compiled for Postal Service use to respond to requests.
492.62 Field Managing Counsel Assistance
If uncertain regarding the disclosure of information concerning political campaign mailings, consult the Field Managing Counsel.
492.63 Questionable Requests
Promptly report to the Postal Inspection Service any questionable attempts to obtain information concerning political campaign mailings not properly subject to disclosure.
492.7 Revenue Protection
492.71 Nonprofit USPS Marketing Mail Rates
Qualified political committees may mail qualifying matter at the Nonprofit USPS Marketing Mail rates of postage. See 492.23 for definitions of qualified political committees. See also DMM 703.1.0 and Publication 417 for general information on how to apply for authorization to mail at these rates and the matter that is eligible for them.
492.72 Mailings Ineligible for Nonprofit USPS Marketing Mail Rates Individual candidates and their campaign committees do not qualify to mail at the Nonprofit USPS Marketing Mail rates. Also, qualified political committees may mail only their own matter at these rates. Qualified political committees may not make cooperative mailings at the nonprofit rates involving matter on behalf of, or produced for, individual candidates or political organizations that do not qualify for Nonprofit USPS Marketing Mail rates. Such cooperative mailings must be paid at the applicable Regular or Enhanced Carrier Route USPS Marketing Mail rates. See PS Form 3602-EZ, PS Form 3602-N, PS Form 3602-NZ, PS Form 3602-R, and PS Form 3602-C for the certifications required of Nonprofit USPS Marketing Mail mailers. Also see Publication 417 sections 5.3 and 5-4.
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492.73 Application of the Cooperative Mail Rules
492.731 General
Qualified political committees are subject to the cooperative mailing requirements. However, unlike cases involving cooperative mailings between an authorized nonprofit organization and a commercial organization, there is often an ongoing relationship between the qualified political committee and the committee’s candidate. A political candidate may be connected to the authorized political committee mailer by being a member of and/or financial contributor to the political party represented by the committee. The committee is, of course, interested in promoting, encouraging, and supporting the candidate’s election. Postal laws and regulations do not prohibit the candidate from contributing to the committee or the committee from supporting the candidate. The concern under postal laws and regulations is whether the political candidate’s financial contribution to the authorized political committee is in return for the mailing or mailings that support the candidate.
Example — Proper use of contributed funds
Politician A is a member of the qualified political committee. The qualified political committee plans to include in a mailpiece information supporting politician A’s candidacy for office and has asked the candidate for a biographical sketch. The candidate provides the information and makes a contribution to the qualified political committee. The qualified political committee will retain authority to accept or reject information provided by the candidate, and the contribution by the candidate is not a contribution to pay for the mailing. This is not considered to be a cooperative mailing since the qualified political committee retained discretion over the decision to mail and the contents of the mailing.
492.732 Maintaining Committee Control
The following rules must be followed to ensure that the authorized political committee maintains control:
a. Mailings. An authorized political committee may mail election-related materials, including but not limited to candidate endorsements and sample ballots, at the Nonprofit USPS Marketing Mail rates if the materials are exclusively those of the authorized political committee.
An authorized political committee may make political mailings in support of its candidates, provided that no monies contributed by the candidate to the qualified committee shall be specifically earmarked for use in making the political mailing or in return for the political mailing.
Example — Committee discretion retained
Politician B, a candidate for a statewide political office, mails a check to authorized political committee C, the state committee for his party.
Politician B encloses a note with the check that says: “This check is for my pro rata share of a sample ballot.” Committee C has mailed a sample ballot to state residents for the past five elections. However, committee C makes the decision on whether to send sample ballots on an election-by-election basis. Committee C has not had any discussions with politician B on this subject, nor has it reached an understanding with politician B that sample ballots will be produced Attachment 3
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and mailed. Committee C deposits politician B’s check into its general fund to be used for committee expenses. Committee C will not return the check even if it decides not to mail sample ballots. Committee C later decides to mail sample ballots for the election in which politician B is a candidate. Notwithstanding politician B’s contribution, this is not considered to be a cooperative mailing because committee C retained discretion whether or not to mail the sample ballots.
b. Contributions. A candidate may make or solicit contributions to a qualified political committee, provided that the committee retains absolute discretion over how the funds are spent. If the candidate or other nonqualified entity pays the preparation, printing, or postage costs for the mailing in return for the qualified political committee’s agreement to make the mailing, that mail matter is not eligible for the Nonprofit USPS Marketing Mail rates.
c. Mailing Support. A political candidate may provide suggested copy, pictures, biographical information, or similar assistance requested by a qualified political committee that is preparing a mailing in support of the candidate. The qualified political committee may also ask a candidate to review a proposed mailpiece for accuracy. However, the qualified political committee must have final authority over the decision to mail the political matter and the contents of that matter.
Example — Improper candidate funding
Authorized political committee D announces the creation of a “Candidate’s Coordinated Mailing Fund.” Contributions to the fund will be used exclusively for mailings supporting candidates. Candidates E, F, G, and H contribute to the fund, and committee D makes a multicandidate endorsement for candidates E, F, G, H, and I. This would be considered a cooperative mailing. It would not be a cooperative mailing if (a) the fund created is not announced as one that will be used exclusively for mailings, and (b) committee D retained absolute discretion about whether to make the mailings at all. 492.733 Endorsements on Mail
Mailings by qualified political committees often bear endorsements such as “Paid for by [committee] and authorized by [candidate].” These endorsements are often required by federal or state law. The presence of these endorsements alone does not disqualify the mailing from being sent at the Nonprofit USPS Marketing Mail rates. The presence of factors discussed in the preceding sections of this chapter is required to find the mailing ineligible for the special rates.
492.74 Identification
The name and return address of the qualifying organization must appear either on the outside of the mailpiece or in a prominent location on the material being mailed at the Nonprofit USPS Marketing Mail rates.
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5 Mail Transportation
51 Introduction
511 Objectives
The objectives of mail transportation policy are to collect, transport, and deliver mail expeditiously and to meet or exceed the service and quality standards established by the Postal Service™. Two conditions follow from this policy as follows:
a. When selecting transportation modes, efficient delivery of the mail is given priority.
b. Whenever feasible, containerization and other modern methods of transporting mail are used.
512 Responsibilities
512.1 Headquarters
512.11 Network Operations
The vice president, Network Operations, directs and establishes national policies and programs to meet Postal Service transportation needs. 512.12 Logistics
512.121 Manager
The manager, Logistics, has the following responsibilities:
a. Implement Postal Service transportation policies.
b. Develop and monitor transportation programs.
c. Define contract requirements for air and rail transportation and international water transportation.
512.122 Managers of Distribution Networks
Distribution Networks establish and manage transportation systems in their assigned geographical area to meet the daily requirements for effective and reliable movement of mail. Managers, Distribution Networks, report directly to the manager of Operations Support in each of the area offices. Each Distribution Networks has the following responsibilities:
a. Direct the application of Postal Service transportation policy. b. Develop and monitor transportation programs.
c. Define contract requirements for highway transportation.
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d. The contracting officer will solicit, negotiate, and award contracts for air taxi and highway transportation and related services. 512.2 Network Distribution Centers
Network Distribution Centers (NDCs) furnish their Distribution Networks office with a copy of the master route file report for all highway contract routes. Each time the master route file is updated, the NDC submits a new report to the manager, Distribution Networks. The master route file must be corrected as service changes occur.
52 Air Transportation Service
521 Authorization
The Postal Service is authorized to contract for domestic air transportation of mail under 39 U.S.C. 5402(b), and Section 1601(b)(1)(D) of the Airline Deregulation Act of 1978, Public Law 95-504, 92 Stat. 1745. The Postal Service contracting procedures and methods are formalized in the Purchasing Manual. Air transportation services must be procured under these rules.
522 Types of Service
522.1 System
System service is air transportation service generally over an air carrier’s entire network as described in the Official Airline Guide (OAG). Suppliers carry mail for which uniform compensation is provided with a boarding priority after passengers and their baggage. Freight can be boarded only following the loading of mail.
522.2 Segment
Segment service is air transportation service between specific origin and destination pairs within specified time frames; suppliers carry mail at an agreed rate of compensation, with a boarding priority after passengers and their baggage. The supplier is not guaranteed minimum compensation, nor is the supplier required to guarantee a minimum lift capacity. 522.3 Network
Network service provides transportation between a defined number of cities and may operate through a common hub on a designated schedule. This type of service can be rendered either by aircraft totally dedicated to the Postal Service or by dedicated space shared with passenger and freight traffic. Network rates are established by contract between the carrier and the Postal Service Logistics office. Rates are stated as dollars per trip identified as line haul and terminal handling charges.
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522.4 Air Taxi
Air taxi service is air transportation service provided by certificated federal acquisition regulations (FAR) part 125, 127, or 135 carriers within specified time frames between specific origin and destination pairs where the entire aircraft is dedicated exclusively to mail transportation at an agreed rate of compensation.
523 Contract Administration
Policies and procedures governing the transportation of mail by contract air carriers are outlined in Handbook PO-507, Air Contract Administrative Procedures; Handbook PO-509, Air Taxi Contract Administration; and subsequent management instructions.
524 Performance Monitoring
Performance monitoring procedures are established to ensure compliance with contract requirements. These procedures serve as a guideline for identifying mishandlings and other service failures that affect the delivery or security of the mail. Ramp and/or transfer clerks are responsible for recording mishandlings of mail by air suppliers.
525 Irregularities Reporting
Irregularities are documented on site by recording all pertinent elements from the air contract transportation (ACT) tag routing label, pouch, or tray slide label. To report irregularities for domestic air mail, complete and adjudicate PS Form 2759, Report of Irregular Handling of Mail.
526 Certification and Payment
The air contract data collection system (ACDCS) and air contract support system (ACSS) automate the certification and payment of mail to air suppliers under each type of contract. The Postal Service provides documentation to the air supplier, identifying mail assigned to a contract, contract data, and weight. The origin records are automatically transmitted to the St. Louis Accounting Service Center (ASC) on a frequency determined by the ASC. In locations where ACDCS/ACSS is not available, PS Form 2756, Dispatch Record/Certification of Air Taxi Service Performed, must be prepared by the administrative official, with a copy given to the supplier. 53 Highway Contract Service
531 Authorization
The Postal Service is authorized to contract for surface transportation of mail under 39 U.S.C. 5005. Regulations for procuring transportation contracts by highway are contained in the Purchasing Manual (see 4.5.8 and Appendix B for Contract Clauses). Procedural guidance regarding highway contracts is contained in Handbook PO-513, Mail Transportation Procurement Handbook.
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531.1 Types of Service
531.11 General
There are three types of highway transportation contracts: regular, temporary, and emergency. Under each of these contract arrangements, service is procured for either transportation or box delivery. Transportation services contracts provide service between postal facilities, mailer plants, and similar facilities. Contract Delivery service routes are similar to rural delivery service and provide home or business delivery of mail. 531.12 Regular
A regular highway transportation contract is a fixed-term contract that cannot exceed four years unless warranted by special conditions or the use of special equipment. In these cases, the contract may be for a six-year term. 531.13 Temporary
A temporary highway transportation contract is a short-term contract other than an emergency contract. It may not exceed two years and may be terminated by either party without entitlement or indemnity. A one-time renewal term is allowed, not to exceed two years.
531.14 Emergency
An emergency contract may be entered into only when an emergency exists, and must terminate when the emergency ceases and the Postal Service is able to otherwise obtain service. No emergency contract may remain in effect more than 6 months without the approval of the next-higher level of contracting authority. Emergency highway transportation contracts are entered into to meet unusual needs when an emergency occurs that interrupts normal transportation services, such as a catastrophic event, strikes or labor disputes, death of a contractor and the estate will not continue service, suspension or removal of a contractor, or generation of unexpected mail volume. Emergency contracts may not be renewed. 532 Basic Service Records/Regular Service Exceptions
PS Form 5398, Transportation Performance Record, or PS Form 5399, Contract Route Performance Record, is completed as documentation for transportation service. Generally, PS Form 5399 is used at associate offices to document service for a specific highway contract route (HCR) and PS Form 5398 is used to record every HCR trip scheduled to serve that facility.
The administrative official reviews these forms and takes any necessary action. PS Forms 5398 and 5399 are filed at the office that completes them.
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533 Contract Administration
533.1 Contracting Officer
The contracting officer (CO) has sole authority for committing the Postal Service contractually; that is, to award, amend, terminate, or otherwise alter the contract provisions. The CO also has final authority to approve or deny access to mail or equipment and route recommendations.
533.2 Administrative Official
The administrative official is a Postal Service official designated by the manager, Distribution Networks (for transportation routes) or the District manager (for CDS routes) to supervise and administer the performance of mail transportation and related services by suppliers. Each contract names the responsible administrative official.
Administrative officials are not authorized to award, agree to, amend, terminate, or otherwise change the provisions of the contract. Administrative officials are responsible for ensuring supplier compliance with the operational requirements of highway contract routes and administering functions related to performance of that service. Specifically, administrative officials are responsible for the following:
a. Supervising the supplier’s operations daily to ensure contract compliance, including necessary recordkeeping.
b. The administrative official for the contract is responsible for obtaining screening information from highway transportation suppliers on contractor personnel and for verifying their eligibility. c. Investigating irregularities and complaints regarding service on the route and taking corrective action as discussed in 535, below, and reporting to the CO any full or partial trips not performed, including the miles of service omitted and the reason for omission.
d. Recommending establishment, discontinuance, or modifications to existing routes.
533.3 Performance Monitoring
The contracting officer is responsible for monitoring supplier performance to ensure that the supplier provides all the services and equipment required under the terms of the agreement. To do this, the contracting officer appoints an administrative official to record contract performance on a day-to-day basis. This is generally the postmaster or manager of the facility where the highway contract route originates. The contracting officer outlines the duties and responsibilities of the administrative official and provides guidance and instruction for properly completing forms and otherwise documenting contract performance. The contracting officer may request additional performance reports, if necessary.
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534 Irregularities Reporting
534.1 PS Form 5500
Use PS Form 5500, Contract Route Irregularity Report, to report contract route irregularities, including safety deficiencies involving highway contract route (HCR) vehicles and equipment, or a driver’s unsafe work practices and procedures while on postal premises. Administrative officials, postmasters, and supervisory officials at large installations other than Post Offices™ are authorized to issue PS Form 5500 to suppliers serving their facilities. 534.2 Administrative Officials’ Actions
534.21 Review
Administrative officials review the irregularities reported and the supplier’s comments in section 2 of PS Form 5500, consult with the supplier, and take appropriate corrective action.
534.22 Conference
534.221 Persistent Irregularities
If irregularities persist or become more serious, the administrative official arranges a conference with the supplier. At this conference, the administrative official informs the supplier of the number and gravity of the irregularities, of the need for immediate correction, and the serious consequences that will ensue if they are not corrected immediately. 534.222 Memorandum for the File
Following this conference, the administrative official writes a memorandum for the file, recording all pertinent statements made by each of the parties during the conference and sends a copy of this memorandum to the supplier and the CO.
534.23 Written Warning
If the conference does not improve the service, the administrative official warns the supplier that the case will be forwarded to the CO for appropriate attention if service does not improve within 3 days. This warning is confirmed by a letter advising the supplier that failure to correct the irregularities may cause termination of the contract for default.
534.24 Recommendation
If service still has not improved by the end of the 3-day period, the administrative official forwards the complete file to the CO. The memorandum transmitting the file must briefly describe the irregularities and recommend appropriate action.
534.3 Exceptional Service Types/Extra Trips
The administrative official is authorized to order a contractor to perform additional trips between points regularly served. If another official requires an extra trip, he must make request to the administrative official of the route.
Note the following:
a. PS Form 5397. Each trip certified for payment must be supported by PS Form 5397. The original is retained in the office of the administrative Attachment 3
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official. When the need for additional trips is anticipated, postmasters and heads of other facilities are furnished with PS Forms 5397 in advance. When an additional trip is required by a postmaster or other manager who does not stock PS Form 5397, the administrative officer provides a PS Form 5397 to cover the additional trip.
b. Supporting Document. The supporting document is the performance record normally maintained by the installation (i.e., PS Form 4660 for NDCs and PS Forms 5398 or 5399 for other installations). 535 Certification and Payment
535.1 General
When a contract has been signed by the supplier, the CO records the signed contract to the St. Louis Accounting Service Center (ASC). The ASC makes payments for service performed only after a certified copy of the contract is filed by the CO to the ASC.
535.2 Omitted Service Deductions
The contracting officer, by considering circumstances and past records, must decide whether deductions should be made for service omitted.
Deductions are not made for omitted service caused by catastrophes or acts of God. If deductions are warranted, the contracting officer prepares orders on PS Form 7440, Contract Route Service Order.
54 Rail Transportation Service
541 Authorization
In accordance with the provisions of 39 U.S.C. 5005, the Postal Service is authorized to contract with railroads for mail transportation whenever rail transportation meets delivery standards and is more economical than other modes of transportation. The type of service, frequency, and points served by rail carriers are specified by the Postal Service and set by contract. 542 Types of Service
542.1 Trailer and Container-on-Flatcar Service
542.11 Railroad Responsibilities
All major railroads provide trailer-on-flatcar (TOFC) service and container-on-flatcar (COFC) service between points on their respective systems. They also provide interline with other railroads for trailers destined to points beyond their system. Rail transportation services are almost universally provided as door-to-door service. The Postal Service is responsible for providing only a small percentage of the transportation to the origin ramp and from the destination ramp. The Postal Service, when appropriate, will accomplish the pickup or delivery by postal vehicle service or highway contract service. Otherwise, the railroads are responsible for providing inbound and outbound drayage as well as maintaining a pool of Attachment 3
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trailers at selected sites. This mail service is authorized by contract arranged by solicitation (request for proposals).
542.12 Trailer Dispatch
Providing a trailer to the rail carrier after the cutoff time usually causes a 24-hour delay to the mail. Therefore, managers at facilities that dispatch rail trailers must know the contracted cutoff times. At the rail ramp, trailers are loaded onto flatcars. The flatcars are then made up in appropriate blocks by destination. In most cases, solid trains of TOFC/COFC are operated; occasionally, however, flatcars are transported in regular freight trains. In any case, the railroads are responsible for maintaining service as specified in the contract.
542.2 Passenger Train Service
The National Railroad Passenger Corporation (Amtrak) is the primary railroad carrying passengers nationwide. Amtrak also transports U.S. Mail® on selected trains. Due to the unique service Amtrak provides, this contract is a sole-source procurement. All terminal handling operations are provided by Amtrak and are included in the line haul rate.
543 Contract Administration
543.1 Contracting Office
National Mail Transportation Purchasing, Headquarters, is the contracting office for all rail transportation contracts. The contracting office is responsible for executing all contracts and amendments. 543.2 Administrative Official
Administration of rail contracts is delegated to Modal Operations and Requirements and the local distribution networks manager, primarily to ensure that rail contracts provide the service to which they are committed. 544 Performance Monitoring
All officers and employees of the Postal Service involved in rail transportation functions are responsible for monitoring railroad contract service performance. Administrative officials are responsible for periodic reviews and spot audits of certifications for accuracy and adherence to prescribed procedures. When appropriate, reports and recommendations are submitted to the contracting office regarding service performance. 545 Irregularities Reporting
545.1 Rail Management Information System
Irregularities for freight rail traffic are identified and reported through the Rail Management Information System (RMIS). Irregularity reports are generated electronically, based on data that is manually collected and inputted through keyboards at BMC control centers (see 546.6).
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545.2 Contracting Office’s Actions
The contracting office may assess fines against railroads, divert traffic, or terminate a contract for various contract failures. Primarily, these failures include failure to transport mail according to the contract and failure to observe contracted transportation schedules.
545.3 PS Form 5179, Notification/Record of Mail Irregularity, Amtrak
For irregularities concerning Amtrak, prepare PS Form 5179, Notification/ Record of Mail Irregularity, and distribute it according to the instructions on the form.
546 Certification and Payment
546.1 General
The RMIS generates reports that are used for monitoring performance and recording and certifying payment of all services performed by railroads other than Amtrak under the terms of the contracts, including detention charges.
On a weekly basis, the rail carriers are provided Report No. LAB 440P3, RMIS Car Van Line Report, and Report No. LAB 330, Detention/Misuse Report, by the St. Louis ASC. After a review, the rail carrier certifies the accuracy of the form and returns the certification to the ASC to initiate payment.
546.2 Noncontract Service
There are times in mail transportation service when trailers are transported over routes or segments for which there are no rates in effect. This can be caused by the origin office giving incorrect routing instructions or the origin rail carrier misrouting a trailer. The following instructions establish a standard operating procedure to make payment when there are no rates in effect:
a. All claims for line haul irregularity payments from the rail carrier must be submitted to the origin Distribution Networks for review. Claims for accessorial charges, such as detention, must be submitted to Distribution Networks where the claim applies.
b. After reviewing the documentation, Distribution Networks prepares and submits an electronic PS Form 5994, Payment Adjustment
Authorization for Railroad Service Performed.
546.3 Electronic Data Interchange
Electronic data interchange (EDI) is the electronic interchange of data between computers. This is the preferred means by which routings are passed to the rail carriers and by which the rail carriers transmit car locator messages (CLMs) to the Postal Service. In cases of conflicting routing instructions between EDI and handwritten instructions, the EDI transmission is considered correct. Usually, this form of communication results in correctly rated payments to the rail carrier.
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546.4 PS Form 5186, Mail Movement Routing Instructions
In addition to the EDI transmission, PS Form 5186, Mail Movement Routing Instructions, is prepared by the dispatching office. To minimize incorrect routing instructions caused by the Postal Service, offices capable of generating electronic routing slips, which mirror the EDI transmission, must do so. All other offices must use National Air and Surface System (NASS) products to manually prepare PS Form 5186. NASS products are provided by Distribution Networks.
546.5 Misroutings
546.51 Misroutings Caused by Rail Carrier
546.511 Rail Payment Certification
In the event a rail carrier mishandles a trailer of mail, an adjustment may be needed to facilitate rail payment certification.
546.512 Receipt of Claim
Upon receipt of a claim and substantiating documentation from the railroad for misrouted trailers for which there is not a rate in the contract, the origin Distribution Networks must investigate the claim to ascertain that it is correct and prepare a file, complete with documentation and verification of arrival at destination, for the contracting office’s signature. Distribution Networks will forward the documentation file to the contracting officer and prepare an electronic PS Form 5994, Payment Adjustment Authorization for Railroad Service Performed. After reviewing the documentation and making a positive determination of its applicability, the contracting officer will approve the electronic PS Form 5994 and file a screen print of it and the applicable documentation. The St. Louis ASC will complete payment to the railroad upon receipt of the electronic PS Form 5994.
546.513 Contract Segment Rate
If the claim includes contract segments for which a rate is in the contract, but the Postal Service was instrumental in causing the misrouting, Distribution Networks will prepare the PS Form 5994 based on the contract rates and send the PS Form 5994 directly to the St. Louis Accounting Service Center (ASC). The documentation will be kept on file at Distribution Networks. 546.514 Carrier Misrouted Mail
If the rail carrier misrouted the trailer and was provided a correct routing by the Postal Service, the carrier providing transportation will be paid for service provided. The carrier who misrouted the trailer will be held responsible for excess costs in accordance with MI PO-540-2001-4, Rail Payments Manual Processing.
546.52 Exceptional Misroutings
If a misrouting occurs that is not covered by the procedures contained in these instructions, the processing office should contact the contracting officer (or designee) for further instructions.
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546.6 Noncompliance Deductions
546.61 Penalty Actions
Fines and deductions for irregularities and omissions in handling and transporting U.S. Mail may be assessed against railroads as specified in the contracts. The purpose of these penalty actions is to maintain proper standards of service and to ensure that necessary remedial action is taken. 546.62 Procedures
The RMIS provides reports that describe noncompliant activities on a trailer-by-trailer basis. The ASC provides a copy of these reports to the contracting officer, the rail carrier, the origin and destination Distribution Networks, and the bulk mail centers in those areas where the movement originated or destinated. The railroad may request relief from the contracting officer, with appropriate documentation, for fines over $500 or involving certain holidays. To allow for Postal Service error and force majeure, the railroad is given 10 percent relief automatically on all remaining fines. The remainder after this process is completed is assessed against pending revenue without further consideration. Distribution Networks monitors the reports for repeated or serious offenses and recommends actions, up to and including termination, to the contracting officer. The contracting officer will review the recommendation and make a final determination. 55 Water Route Service
551 Authorization
The Postal Service is authorized under 39 U.S.C. 5005 to enter into contracts with carriers for the transportation of mail by water routes. The U.S. Code lists transportation of mail by surface water carrier and addresses transportation of mail by vessel separately in chapter 56, which primarily concerns water transportation of mail to international destinations.
Regulations for procuring transportation contracts by water are contained in the Purchasing Manual (see 4.5.8 and Appendix B for Contract Clauses).
Policies regarding water contracts are contained in Handbook PO-513, Mail Transportation Procurement Handbook.
552 Types of Service
552.1 Domestic Inland Water Contract
The Postal Service contracts for the transportation of mail in vessels over rivers, lakes, bays, and, in some cases, seas, when necessary to effect the timely and cost-effective delivery of mail. Domestic inland water contracts serve points within the 48 contiguous states or between points within Alaska, Hawaii, or U.S. territories and possessions. Typically, such contracts involve the use of small boats and ferries rather than ships. Domestic inland water contracts may include provisions that require box delivery, collection, and other services similar to those furnished by highway suppliers or rural carriers. Domestic inland water contracts may serve homes on rivers, Attachment 3
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islands, or other points accessible by surface water transportation only, or may traverse bodies of water as a means of providing the most efficient type of service.
552.2 Domestic Offshore Water Contract
A contract for the transportation of mail in vessels between points in the 48 contiguous states and points in Alaska, Hawaii, or U.S. territories and possessions is identified as a domestic offshore water contract. Domestic offshore water contracts typically provide for mail to be transported in seagoing containers in vessels across oceans.
552.3 International Ocean Contract
Contracts with United States or foreign-flag carriers are used to transport mail by vessel from points in the United States or its territories and possessions to points in foreign countries. These contracts are for service in which mail is loaded into containers and sealed by Postal Service employees, then transported by steamship (ocean carrier) companies across oceans to postal administrations in foreign countries.
552.4 International Ocean Per Pound Service
When volumes cannot be generated that make container service economical and service oriented, container loads may be tendered to U.S. and foreign-flag steamship companies for transportation in accordance with a fixed schedule of rates established in chapter 4 of the Purchasing Manual, or a rate negotiated by the appropriate Postal Headquarters organization. 553 Contract Administration
553.1 Domestic Inland Water Contracts
The administration of domestic inland water contracts is the same as that covering highway transportation contracts as set forth in 533. Service is solicited by contracting officers and contracts are entered into by the contracting officer. Administrative officials for domestic inland water contracts are assigned in the same manner as for highway contracts. 553.2 Domestic Offshore Water Contracts
Domestic offshore water contracts are solicited for and awarded by contracting officers. Domestic offshore water contracts are similar to international ocean contracts because, in most cases, service is provided by carriers that also serve international ocean transportation routes.
Administrative officials for domestic offshore water contracts are assigned in the same manner as for highway contracts.
553.3 International Ocean Contract
International ocean contracts are solicited and awarded by National Mail Transportation Purchasing. The contracting officer assigns administrative functions to administrative officials, usually the managers of the foreign exchange facilities.
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553.4 International Ocean Per Pound Service
Postal employees authorized to dispatch international mail may tender properly processed and documented mail to carriers who provide ocean-going service that meets the service needs of the Postal Service and agree to accept payment at the prescribed rates.
554 Performance Monitoring
The contracting officer is responsible for monitoring supplier performance to ensure that the supplier provides all the services and equipment required under the terms of the agreement. To do this, the contracting officer appoints an administrative official to record contract performance on a day-to-day basis. This is generally the postmaster or manager of the facility where the water contract route originates. The contracting officer outlines the duties and responsibilities of the administrative official and provides guidance and instruction for properly completing forms and otherwise documenting contract performance. The contracting officer may request additional performance reports, if necessary.
555 Irregularities Reporting
555.1 PS Form 5500, Contract Route Irregularity Report
Use PS Form 5500, Contract Route Irregularity Report, to report contract route irregularities, including safety deficiencies involving water contract route (WCR) vehicles and equipment or a driver’s unsafe work practices and procedures while on postal premises. Administrative officials, SCF postmasters, and supervisory officials at large installations other than Post Offices are authorized to issue PS Form 5500 to suppliers serving their facilities.
555.2 Administrative Officials’ Actions
555.21 Review
Administrative officials review the irregularities reported and the supplier’s comments in section 2 of PS Form 5500, consult with the supplier, and take appropriate corrective action.
555.22 Conference
555.221 Irregularities
If irregularities persist or become more serious, the administrative official arranges a conference with the supplier and the contracting officer (or a representative). At this conference, the administrative official informs the supplier of the number and gravity of the irregularities, the need for immediate correction, and the serious consequences that will ensue if the irregularities are not corrected immediately.
555.222 Memorandum for File
Following this conference, the administrative official writes a memorandum for the file recording all pertinent statements made by each of the parties during the conference and sends a copy of this memorandum to the supplier and the contracting officer.
Attachment 3
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555.23 Written Warning
If the conference does not improve the service, the administrative official warns the supplier that the case will be forwarded to the contracting officer for appropriate attention if service does not improve within 3 days. This warning is confirmed by letter, advising the supplier that failure to correct the irregularities may cause contract termination for default. A copy of the letter must be sent to the surety or sureties, if any.
555.24 Recommendation
If service still has not improved by the end of the 3-day period, the administrative official forwards the complete file to the contracting officer.
The memorandum transmitting the file must briefly describe the irregularities and recommend appropriate action.
556 Certification and Payment
556.1 General
When a contract has been signed by the supplier, the contracting officer forwards the signed contract to the St. Louis ASC. The ASC makes payments for service performed only after a certified copy of the contract is filed by the contracting officer to the ASC.
556.2 Omitted Service Deductions
The contracting officer, by considering circumstances and the terms of the contract, must decide whether deductions should be made for service omitted. If deductions are warranted, the contracting officer prepares orders on PS Form 7440, Contract Route Service Order. Such amounts will be deducted from the supplier’s pay.
56 International and Military Mail Transportation Service 561 International Mail
561.1 Authorization
International mail consists of all civilian letters and cards (LC), printed matter (AO), and Parcel Post (CP) exchanged between the United States and foreign administrations. Foreign mail refers to the exchange of mail between civilian postal administrations. The Acts of the Universal Postal Union (UPU) and the Postal Union of the Americas, Spain, and Portugal (PUASP) govern the international exchange of letter-class mail and printed matter. Policy covering distribution, routing, and transportation of international mail is the responsibility of International and Military Mail Operations, Logistics, Headquarters.
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561.2 Types of Service
561.21 Airmail
All classes of international mail (LC, AO, CP) are transported by air under the following guidelines:
a. The foreign postal administration authorizes this type of service. b. The specified airmail postage rates are paid (see 521 and the International Mail Manual (IMM) for authorizations and rates). 561.22 Surface Mail
All classes of international mail (LC, AO, CP) are given surface transportation when the surface postage rates are paid (see IMM for rate information). 561.23 International Surface Air Lift™
See IMM 293.
561.24 International Priority Airmail
See IMM 292.
561.3 Transportation Selection
561.31 Airmail
International airmail is offered to American flag air carriers at a rate established by the Department of Transportation (DOT). Where no Americanflag service exists or the existing service is inadequate, mail can be offered to a foreign-flag air carrier. Instructions governing the distribution and routing of international airmail to the appropriate U.S. gateway exchange office and from there to the foreign postal administrations are published by International Network Operations. Detailed explanations and procedures for handling international airmail appear in Handbook T-5, International Mail Operations. 561.32 Surface Mail
International surface mail is transported by both American- and foreign-flag carriers at a pound rate or under contract for full container loads. The regulations governing both loose bag (pound rate) shipments and container contracts appear in the Purchasing Manual. Instructions governing the surface transportation of international mail, including distribution to the appropriate U.S. surface international exchange office and from there to foreign postal administrations, appear in Handbook T-5, International Mail Operations.
562 Military Mail
Military mail is that mail addressed to or between the United States, its territories and possessions, and overseas military Post Offices (APOs and FPOs). The military postal system is an extension of the domestic postal system, regarding postage rates, mail acceptance, handling, and domestic transportation. Detailed instructions on the handling and dispatch of military mail are included in Handbook T-7, Distributing, Dispatching, and Transporting Military Mail by Air.
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57 Mail Transport Equipment
571 Policy Overview
Mail transport equipment (MTE) is a system of containers (including sacks and pouches, trays, wheeled containers, pallets, etc.) used to contain mail during processing or transportation within or between facilities by the Postal Service, its customers, or contractors. The design, procurement, and use of each item requires servicewide implementation of concepts that help achieve the safe, secure, and timely movement of mail with a minimum of handling and effort.
572 Organizational Goals
572.1 General
The efficient management of mail transport equipment is essential to achieve the U.S. Postal Service’s goals, particularly in the areas of safety, customer service, productivity, and energy conservation.
572.2 Safety
Safety is a primary concern of the Postal Service, and all employees have an ongoing obligation to ensure a safe work environment. Newer, more efficient mail transport equipment reduces the need for bending or lifting. When properly utilized (including the avoidance of overloading), this equipment also allows large amounts of mail to be moved easily with greater stability and reduced risk of injury. Defective mail transport equipment is to be promptly removed from service for repair or disposal. See 583 for further guidance. 573 Principles of Containerization
573.1 Policy
It is the policy of the Postal Service to containerize all classes of mail wherever possible. Containerization increases operational efficiency, reduces damage to the mail, and minimizes employee injuries. 573.2 Planning
573.21 General
Planning is as essential to efficient, cost-effective containerization as are the containers themselves. Containers produce cost savings when they are used properly and if they are available when and where they are needed. 573.22 Operations
Operational planning ensures the most efficient use of appropriate containers within or between specific operations. It considers the efficient use of existing transportation to return the containers for reuse. Excess mail transport equipment must not be stored at facilities. Container planning procedures are contained in Handbook PO-502, Container Methods.
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574 Mail Transport Equipment Types
574.1 Multipurpose Containers
Multipurpose containers are designed to transport all types of mail between designated facilities. Handbook PO-502 contains detailed descriptions, authorized applications, and procedures for using multipurpose containers.
There are three types of multipurpose containers:
a. General purpose mail containers (GPMCs). GPMCs are nestable (i.e., they can be stored in an L-shaped configuration), four-sided, transport and distribution containers.
b. Eastern region mail containers (ERMCs). The ERMC is an adaptation of the GPMC. With the addition of a plastic liner, a full height web door, tow bar, and coupler pin, it becomes a versatile container for smaller, bulk loaded items. The ERMC can be equipped with a removable tow pin for use with BMC tow conveyors.
c. Post-Con Containers. The Post-Con was replaced by the GPMC and ERMC and is no longer procured. Although there are still some Post-Cons in use, the container is now considered obsolete. 574.2 Tray Containers
574.21 Description
There are three distinct types of tray containers. Each has wheels. The tray cart (two sizes) consists of an angle iron framework with fixed shelves. The A-frame container has fixed inward-sloping shelves. The letter tray transport (two sizes) makes use of runners rather than shelves to secure letter trays in place.
574.22 General Uses
Tray containers have the following general uses:
a. Tray carts are designed to be used in conjunction with four-sided plastic letter trays, managed mail trays (MM trays), and flats trays. They are suited for use as a staging unit for trayed mail or as a mail transport unit.
b. Letter tray transporters have two main functions: storing and transporting four-sided plastic letter trays.
c. A-frame containers were originally designed for use with three-sided plastic letter trays, but the height between the shelves makes them equally well suited for use with four-sided plastic letter trays and MM trays.
Note: See Handbook PO-502 for detailed descriptions, authorized applications, and procedures for using tray containers. 574.3 Bulk Mail Containers
574.31 Description
In-house containers are four-wheeled, flatbed platforms with end frames.
They are equipped with a tow pin assembly, a code card holder, and a chalkboard for routing information. Over-the-road containers (OTRs) are Attachment 3
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large heavy-duty aluminum containers designed to move bulk business mail and Parcel Post. This container has two doors. One is full length and is designed for use with automatic container unloaders or for safe manual unloading of bulk items. The other is half length and opens from the top of the container. OTRs are equipped with a handbrake, a front maneuvering bar, chalkboard, and a tow pin. OTR Amtrak containers are similar to OTR containers but are equipped with a longer tow pin for securing the containers to the floors of Amtrak railroad baggage cars. The tops of Amtrak containers are painted red, and they bear the warning “FOR AMTRAK USE ONLY.” Amtrak containers are also equipped with two safety latches to prevent accidental opening of the full length door during transit. 574.32 General Uses
In-house containers are used only in Network Distribution Centers (NDCs).
They are useful for staging and transporting sacks, nonmachinable outsides (NMOs), and other equipment. Use OTRs to transport bulk mail between a bulk mail center and the processing and distribution centers, stations, and branches within the NDC service area. Amtrak containers are to be used only to carry First-Class Mail® and Periodicals shipped via Amtrak and between Amtrak stations and the primary shipping/receiving postal facilities. They will not be used as substitutes for OTR or multipurpose containers. Empty excess Amtrak containers should be transported via Amtrak to Springfield, Massachusetts, for staging.
Note: Detailed descriptions, applications, and procedures for using bulk mail containers may be found in Handbook PO-502.
574.4 Platform Trucks/Trailers
574.41 Description
There are several sizes of platform trucks and trailers. All are low, wooden platforms mounted on wheels and casters with a detachable pipe frame at each end to restrain loads.
574.42 General Uses
All platform trucks and trailers are designed for the in-plant movement of bulk mail.
574.5 Hampers
574.51 Description
Hampers consist of a high strength steel wire frame mounted on a wooden base and with a canvas liner installed on the frame. Large hampers move on six casters. The two center casters are stationary. Directional control is achieved by using the corner casters, which rotate 360 degrees. The smaller hampers have four casters. Hampers are available in two sizes and are stackable and nestable.
574.52 Authorized Uses
The following are the only authorized uses for hampers:
a. Both the 1046 and 1033 hampers may be used to distribute parcel post, irregular parcel post, and bundles.
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b. The 1046 hamper may be used to distribute letter and flat bundles if the receiving operation is equipped with a mechanized hamper dumper.
c. The 1046 hamper may be used to dispatch letter and flat bundles between offices if more efficient containers are not available. d. Both sizes of hampers may be loaned to mailers for use in preparing mail, provided that the mailers adhere to the restrictions of this section.
Hampers may not be used for any other purpose than transporting mail between a mailer’s plant and the dispatching postal facility. Hampers and all other MTE lent to mailers may not be used to store or transport nonmail (unfranked/unaddressed) materials within or between a mailer’s work areas. Local postal management must ensure strict compliance with this requirement.
e. Hampers may be used in collection vehicles if they can be safely loaded and unloaded (e.g., by use of a hydraulic tailgate, dock leveler, or a scissors lift).
f. When more suitable equipment is not available, hampers may be used to distribute, store, and work empty MTE such as sacks, pouches, and MM trays.
g. Hampers may be used by carriers in the delivery units to transport mail to their vehicles so long as care is taken to place the emptied hampers in secure storage, protected from exposure to the elements and excessive dirt. Trays and flats must be loaded on top of parcels.
Note: Handbook PO-502 contains detailed descriptions,
applications, and procedures for platform trucks, trailers and hampers.
574.6 Special Purpose Containers
Collection box inserts, CON-CON containers, wiretainers, and utility carts are special purpose containers. The following is a description of each:
a. Collection box inserts are tapered, lightweight, corrugated fiberboard or corrugated plastic tote boxes with handholds on either side and sturdy wire rims installed at the top. They are used to catch mail deposited in collection boxes and to make preliminary sortings of collection mail into other containers.
b. CON-CON containers are lockable Registered Mail® containers that are rectangular and are made of heavy-duty plastic. The CON-CON base is blue, and the top is red. Each container is serially numbered and equipped with a label holder on the top. They are made in three sizes. CON-CON containers are used only for the dispatch of Registered Mail.
c. Wiretainers are made of rigid steel wire mesh material. Three types were purchased for Postal Service use: collapsible, noncollapsible, and noncollapsible with casters. All are stackable and equipped with a side door for manual loading or unloading. These containers make efficient use of vehicle capacity when stacked.They are used in SCF (incoming mails), in opening units (Operation 115) as a distribution unit, and as a Attachment 3
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mail transport container for the dispatch of Operation 115 outgoing mail, parcel post, and nonmachinable outsides (NMOs).
d. Utility carts are wheeled, chrome- or zinc-plated, grocery style carts with a canvas liner installed on the frame. The basket of the container is hinged and can be tilted to various angles. The cart is nestable when the basket is in the vertical position. They are especially useful on the sweep side of letter sorting machines (LSMs), in the separation of bundled mail, irregular parcels and pieces (IPPs), or in culling operations. Because of their size, their use is limited in distribution operations. They are not suited for dispatching.
574.7 In-Plant and Surface Trays
574.71 Description
In-plant and surface trays include four-sided plastic letter trays (two types), four-sided plastic flat trays, three-sided flat trays, small parcel and bundle trays, and multipurpose, four-sided corrugated plastic trays. All except the three-sided flat tray (which is solid fiberboard) are constructed of durable, crack- and shatter-resistant corrugated or hard plastic. All have convenient handholds at either end to facilitate safe manual handling.
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574.72 General Uses
The following are general uses for the trays listed above:
a. Four-sided plastic or corrugated plastic MM trays are suited for preparing, transporting, and staging mail. This tray remains very stable when stacked. There are three types in service: the corrugated plastic MM tray, the solid plastic trays with memory tabs, and solid plastic trays without memory tabs. Trays with metal memory tabs are for use in facilities with exclusively automated sorting. Trays with memory tabs must remain in those facilities.
b. Four-sided plastic flats trays are suitable for use as an in-plant mail transport unit and as mail staging units. They have limited applications in mail preparation operations.
c. Three-sided flats trays are designed for use as flats distribution receptacles in conjunction with multipurpose containers equipped with optional shelves.
d. Small parcel and bundle trays are designed to be used with the small parcel and bundle sorter (SPBS), and to transport small parcels and bundles between in-plant locations. The SPB tray is made of corrugated plastic, has a maximum capacity of 70 pounds, and measures 17-3/4 inches by 20 inches at the top, and 14-3/4 inches by 16-2/5 inches on the bottom.
e. Multipurpose, four-sided corrugated plastic trays are designed for use with automated flat sorting machines.
Note: Handbook PO-502 contains detailed descriptions,
authorized use, and procedures for in-plant and surface trays. 574.8 Pallets
574.81 Description
Pallets are rigid plastic, wooden, or presswood platforms on which mail is stacked for movement as a single unit. Three types of pallets are used. The standard Postal Service pallet is made of molded wood fiber (presswood) and permits four-way forklift entry. The hardwood pallet also permits four-way entry, but it is stackable rather than nestable. The plastic pallet is nestable, offers a longer life span, and also permits four-way entry. All pallets are 48 by 40 inches in size and are listed in the Equipment Inventory Reporting System (EIRS) inventory.
574.82 General Uses
Pallets generally contain plant-loaded mail that has been verified and accepted at the mailer’s plant. Pallets are also used for drop shipments of Periodicals and USPS Marketing Mail.
Note: Handbook PO-502 contains detailed descriptions, authorized uses, and procedures for pallets.
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574.9 Sacks and Pouches
574.91 Sacks
Sacks are containers made of sewn fabric, usually nylon, polyester, canvas, or plastic, with an opening at one end. A cord or drawstring is threaded through the metal grommets or openings in the fabric. A metal or plastic cord fastener provides a positive closure for the sack and doubles as a label holder. The metal grommets are also used to hang the sack on the hooks of a sack rack. See Handbook PO-502 for detailed descriptions.
Note: Handbook PO-502 contains detailed descriptions, authorized uses, and procedures for sacks.
574.92 Pouches
Pouches are also made of sewn nylon, cotton, or polyester fabric with an opening at one end. Unlike sacks, however, pouches have a leather neck strap with a closing latch and eye attached near the opening. Metal grommets are provided for hanging the pouch on the hooks of a pouch rack.
A label holder is riveted to the inside of the opening above the neck strap. 575 Locks and Closures
575.1 Locks
575.11 General Uses
Locks are used for sealing Registered Mail and other valuable mail shipments.
They are also used for locking surface pouches of First-Class Mail. 575.12 Description
The Postal Service uses LA and rotary locks. The LA lock is U-shaped, and made of brass or steel. The words “U.S. Mail” are engraved on the front of the lock. The rotary lock is oval and made of brass. The words “Registered U.S. Mail” are engraved on the front of the lock. The back of the lock is engraved with the accountable serial number.
575.13 Specific Uses
Handbook PO-502, Container Methods, contains information concerning the authorized uses of rotary and LA locks and associated security guidelines. 575.2 Closures
575.21 Purpose
A twist closure device is used to ensure that a pouch does not open inadvertently after it has been closed. The device is placed through the staple of the pouch and keeps the hasp from springing open. Pouches currently being manufactured have a twist staple and do not require the closure device.
575.22 Description
Twist closure devices are made of plastic and are configured in a horseshoeshaped design. Unlike seals, they are not accountable and are not assigned a special serial number.
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58 Mail Transport Equipment Handling Policy
581 Loan of Mail Transport Equipment
581.1 Policy
Mail transport equipment (MTE) owned by the Postal Service may not be furnished to, or retained by, a mailer for the mailer’s internal operating use or personal convenience. The use of MTE is a courtesy extended by the Postal Service to convey mail to and from postal installations. 581.2 Uses and Abuses
MTE may be used only to transport mail. Any other use of MTE (e.g., storing or transporting records, equipment, waste, or other MTE) is specifically prohibited. Foreign-owned MTE may not be used to transport U.S. Mail or for storage of U.S. Mail transport equipment. Accordingly, MTE may not be used to transport foreign mail that is not intended for dispatch through the U.S.
Postal Service. Specific applications are outlined in Handbook PO-502. 581.3 Private Mailer Usage
Postmasters or NDC managers may authorize the loan of MTE to private mailers for the following purposes, when it is advantageous to the Postal Service:
a. Delivering mail to local Post Offices, branches, or stations. b. Shipping mail to designated mail deposit points for entry into the postal system.
581.4 Responsibilities
581.41 Authorized Lenders
Postmasters, NDC managers, and other officials authorized to lend mail transport equipment must do the following:
a. Advise borrowers of their responsibilities and liabilities. b. Periodically review the use and care of lent MTE.
c. Ensure that lent MTE is not abused and is returned to the Postal Service within a reasonable time.
581.42 Authorized Borrowers
Borrowers are responsible for the following:
a. Proper use, care, and return of MTE.
b. Financial liability for the loss or destruction of MTE. Private mailers are financially liable to the Postal Service for the current replacement cost of mailbags and other equipment that is lent to them and is lost, damaged, or destroyed while in their custody.
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582 Mail Found in Supposedly Empty Equipment
582.1 Finder’s Responsibility
Any postal facility finding mail in supposedly empty mail transport equipment should first forward the mail to its destination (see 582.2) and also notify the originating office (if it can be identified) on PS Form 5049, Mail Found in Supposedly Empty Equipment. Those facilities receiving complaints about their operations on PS Form 5049 must review their operations and initiate appropriate steps to avoid a recurrence.
582.2 Written Reports
Whenever a delay exceeds 90 days, a letter of explanation to the addressee must accompany all First-Class Mail, Priority Mail Express, or other classes of mail that is time dated or of obvious value. Whenever Priority Mail Express, registered, insured, or COD shipments are found, a detailed written report must be sent to the originating office so that a check can be made against the index record of claims.
583 Defective or Damaged Mail Transport Equipment
583.1 Damaged Wheeled Containers
583.11 Policy
Damaged containers are hazardous. They must not be used until they have been repaired and are judged to be in safe operating condition. All unsafe or unserviceable equipment should be red tagged by tying a PS Form 4707, Out of Order (tag), on the equipment. Red tagged equipment must be removed from service and dispatched without delay to the appropriate repair center.
583.12 Common Defects
Any one of the following common container defects render a container unsafe and immediately unserviceable:
a. Broken or torn metal.
b. Broken or improperly operating latches.
c. Missing critical parts (e.g., latches, casters, fasteners). d. Broken welds.
e. Misaligned shelves or tray supports.
f. Missing safety decals.
g. Missing or improperly operating hinge restrainers.
h. Missing or broken tow pin chains.
i. Damaged tow pin housing or bushing.
j. Defective brakes.
k. Any other defect that may cause the container to be unsafe in any of its applications.
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583.13 Condemning and Scrapping Wheeled Containers
Only authorized maintenance personnel at a Postal Service repair center may scrap or condemn containers. The decision to repair, condemn, or scrap a container is based on the following formula:
Repair Cost (labor, parts, etc.) / Replacement Cost
Example: Repair Cost ($350) divided by Replacement Cost ($410) = 85% If the figure obtained is greater than 80 percent, the container should be condemned and scrapped rather than repaired. The local purchasing and materials service center can provide the current replacement cost. Specific disposal instructions are contained in Handbook AS-701, Material Management.
583.2 Defective Sacks
583.21 Policy
Defective canvas and nylon sacks, other than those that are clearly beyond repair or salvage, must be packed and labeled as described in 584 and dispatched to the nearest mail transport equipment or concentration center.
Defective plastic sacks must be disposed of locally.
583.22 Defective Criteria
583.221 Canvas Sacks
Any one of the following defects renders canvas sacks unserviceable:
a. Holes larger than 2 1/2 inches in diameter.
b. Tears longer than 3 inches.
c. Cords or fasteners that cannot be closed.
d. Grommets that are torn so the sack cannot be hung on a rack. e. Seam rips of 2 inches or more.
f. Sacks that are unfit for service due to paint, grease, oil, or mildew damage.
g. Large abrasions or a number of holes in a small area. 583.222 Nylon Sacks
Any of the following defects renders nylon sacks unserviceable:
a. Holes larger than a dime.
b. Tears longer than 1/2 inch.
c. Seam rips.
d. One or more grommets missing.
e. Missing or excessively worn neck straps.
f. Missing or damaged label holders, hasps, or staples. g. Missing rivets or hardware.
583.223 Plastic Sacks
The following defects render plastic sacks unserviceable:
a. Holes, rips, or tears longer than 2 inches.
b. Missing or broken drawstrings or closure devices.
Attachment 3
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583.23 Condemning Sacks
Postal installations are authorized to destroy defective sacks that cannot be repaired or salvaged. All defective plastic sacks must be destroyed.
Customers may not condemn sacks. Mail transport equipment center managers and all postal installations participating in the Equipment Inventory Reporting System will report all condemned sacks on a weekly basis. If sizable quantities are involved, send a report to the serving area mail transport equipment specialist (AMTES) and to the manager, Mail Transport Equipment, Headquarters.
583.3 Defective Fiberboard or Plastic Trays, Lids, and Sleeves 583.31 Common Defects
Minor tears in fiberboard trays or sleeves may be repaired with filament or other suitable tape. Do not perform major repairs such as regluing. Trays, lids, or sleeves damaged to the point where they cannot be used to properly transport mail in a secure, damage free condition should be condemned. 583.32 Condemning Fiberboard or Plastic Trays and Lids
All postal installations must destroy defective trays and lids and should not ship defective trays and lids to other facilities.
Note: Mailers are not authorized to destroy any Postal Service equipment. 584 Sack/Pouch Processing
584.1 Procedure
584.11 Primary Procedure
Processing empty equipment must be accomplished at the point where it is generated. To ensure that this can be done, the Postal Service has adopted the “crumpling and stuffing” method for empty sack/pouch processing.
Empty the sack, examine it, and immediately place it inside other like equipment at the dumping site. Designate a sack rack with sufficient capacity to provide for separation of each type of sack normally generated, including defective sack, at the dumping area. Each separation should have the appropriate headers and empty equipment labels in place. When the sack/pouch is full, label, close, and dispatch it in accordance with the local processing and distribution center or NDC supply plan. Provisions must also be made in the supply plan for collecting and dispatching those sacks/ pouches not normally received by a particular dumping area. Serviceable sacks should not accumulate for more than 1 day. See Exhibit 584.11 for a breakdown of facility responsibilities for processing sacks.
Attachment 3
Mail Transportation 584.11
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Exhibit 584.11
Mailbag Responsibilities of Installations
Associate/Station Office
Processing and
Distribution Centers* BMCs
Mail Transport
Equipment Centers
Examination.
Examine empty mailbags
for serviceability and loose
mail content.
Examination.
Examine empty
equipment for
serviceability and loose
mail content.
Examine empty mailbag
shipments. If improperly
packed or labeled, send
PS Form 5049 to
offending office.
Examination.
Examine empty mailbags
for serviceability and loose
mail content.
Examination.
Examine empty mailbag
shipments.
If improperly packed
or labeled, complete
PS Form 5049.
For repeat offenses, return
shipments to offender.
Requisitions.
Order from processing
and distribution centers.
Requisitions.
Order mailbags from DN.
Fill mailbag and mailbag
label requested from
associate/branch offices.
Requisitions.
Order from DN.
Requisitions.
Order needed mailbags
from DN.
Fill orders from all facilities
and mailers in the area.
Send mailbags or divert
inbound shipments of
surplus mailbags.
Inventory.
Keep accurate records.
Do not maintain more than
a 5-day supply.
Inventory.
Keep accurate records.
Do not maintain more than
a 5-day supply.
Inventory.
Keep accurate records.
Do not maintain more than
a 5-day supply.
Inventory.
Keep accurate records.
Store surplus mailbags.
Packing/Labeling.
Surplus U.S. If full bundles
of single type cannot be
made up in 5
working days, label
bundles SHORT.
Defective U.S.
Foreign-owned — see
section 584.7.
Packing/Labeling.
Surplus U.S. If not used to
fill requisition, consolidate
short bundles received.
(Do not dump; simply
enclose short bundles in
like-type mailbag to make
full bundle.)
Defective U.S.
Foreign-owned — see
section 584.7.
Packing/Labeling.
Surplus U.S.
Foreign-owned — see
section 584.7.
Packing/Labeling.
Label empty U.S.
mailbags to Post Offices
where required.
Dispatching.
Make sure empty mailbag
bundles are properly
labeled.
Dispatch empty mailbags
to servicing P&DC
regularly, unless otherwise
instructed.
Dispatching.
Make sure empty mailbag
bundles are properly
packed and labeled.
If sufficient volumes are
generated, separate each
type in trailers for dispatch
to mailers or facilities, as
directed by DN.
Dispatch empty mailbags
as directed by DN.
Dispatching.
Make sure empty mailbag
bundles are properly
labeled. Make sure
bundles of mail are not
dispatched with bundles
of empty mailbags.
Forward bundles of empty
mailbags to Post Offices
as labeled.
Forward bundles coded
001, 002, or 003 to the
designated MTEC, unless
otherwise instructed
by DN.
Whenever possible, make
up full vans of 002
bundles (#2 sacks).
Dispatching.
Divert inbound shipments
of surplus mailbags to fill
requisitions.
Expedite outgoing
shipments as directed
by DN.
*Concentration Centers. Headquarters designates certain mail processing facilities as concentration centers. These centers have the same responsibilities as processing and distribution centers. In addition, they consolidate trailer load lots of empty mailbags for shipment to mailbag depositories, or specific mailbag types to large mailers.
Attachment 3
584.12 Postal Operations Manual
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584.12 Alternate Procedure
If space or other considerations do not permit the use of this procedure, devise an alternative procedure. This alternative must be reflected in the supply plan for each affected operation. A processing procedure must be established that becomes a routine part of the unit’s daily scheduled activities. The processing of mail is not complete until all empty sacks/ pouches have been processed and dispatched for reuse.
584.2 Examination
Supervisors must ensure that as each sack/pouch is dumped it is properly and thoroughly examined to ensure that mail is not left inside and to ensure that the destinating label is removed. Display Poster 113-B, Examine Empty Sacks and Pouches, at each opening unit. Training package 52326100 is to be included in clerk/mailhandler craft orientation. Handbook PO-502, Container Methods, contains approved examination methods. 584.3 Bundling
All sacks/pouches must be bundled only in the same type of equipment (e.g., No. 1 canvas sacks in a No. 1 canvas sack, No. 2 canvas sacks in a No. 2 canvas sack). No postal units may dispatch mixed bundles of serviceable equipment. Only full and short (less than full) bundles are authorized.
Improperly packed sacks/pouches waste money in processing and rehandling costs, create false inventories, and reduce customer confidence.
All managers must aggressively monitor this procedure to maintain the integrity of the finished product. Standard packing instructions are listed in Handbook PO-502.
584.4 Labeling Empty Bundles of Serviceable Sacks/Pouches Each bundle of empty sacks or pouches must be individually labeled. The label must clearly indicate the following:
a. The point of origin.
b. The contents, by specific size and type.
c. Whether the quantity is a full or a short bundle.
584.5 Packing Empty Bundles of Defective Sacks/Pouches
All defective sacks/pouches must be stuffed in a defective No. 1 canvas sack. Bundles of defective sacks/pouches must not exceed 70 pounds. See 583.2 for the criteria used to determine the serviceability of sacks/pouches. 584.6 Labeling Empty Bundles of Defective Sacks/Pouches Each bundle must be individually labeled and clearly indicate the point of origin. The second line of the label must read “MIXED DEFECTIVES” and be overprinted with a red “D” or a red line.
584.7 Empty Foreign-Owned Equipment
584.71 General
Foreign postal administrations generally send mail, air and surface, to the United States in their own equipment, which consists primarily of sacks.
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Mail Transportation 584.81
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Once the United States Postal Service® processes this mail, we are obligated to promptly return all empty equipment (known as sac vides) to the origin postal administration. Failure to do so can result in significant reimbursement expenses to the foreign postal administration for the Postal Service.
The following instructions are to be followed regarding the handling and return of all foreign-owned mail sacks. International exchange offices (for air and surface mail) are responsible for processing and returning empty foreign-owned sacks.
584.72 Receiving Offices
Postal facilities, other than air or surface exchange offices, may receive a very small amount of foreign-owned mail sacks which need to be returned to the origin postal administration.
584.73 Delivery Offices
All offices receiving mail from other countries must ensure that they retrieve from the addressee all sacks used to send this mail (if received as an M-bag, i.e., if all of the contents are for one addressee). If foreign mail is received as a direct sack, the sack must be returned to the Post Office. Under no circumstances are the foreign sacks to be retained by an addressee or the delivery office. All foreign equipment is to be sent immediately to the serving processing and distribution center.
584.74 Processing and Distribution Centers
All processing and distribution centers, other than those that have a direct mail exchange with Mexico or Canada, must forward all foreign-owned equipment, both air and surface, to the serving international air exchange office by the normal transportation used for international airmail. 584.75 Network Distribution Centers (NDCs)
NDCs, other than those that are international surface exchange offices or have a direct mail exchange with Mexico or Canada, should not receive foreign-owned equipment. If they do, the facility that forwarded the equipment should be notified of the error immediately. The equipment, both air and surface, must be forwarded to the serving international air exchange office by the normal transportation used for international airmail. 584.76 Airport Mail Centers (AMCs) and Airport Mail Facilities (AMFs) AMCs or AMFs, other than those that are designated international airmail exchange offices, should not receive foreign-owned equipment, but if they do, the facility that forwarded the equipment should be notified of the error immediately. The equipment, both air and surface, must be forwarded to the serving international air exchange office by the normal transportation used for international airmail.
584.8 Returned Empty U.S. International Mail Sacks
584.81 Receipt at Nonexchange Offices
Postal facilities (other than offices that exchange international air or surface mail directly with Canada and Mexico) that are not exchange offices should Attachment 3
584.82 Postal Operations Manual
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not receive returned empty U.S. equipment from abroad, but if they do, the equipment should be worked as indicated in 584.82. International and Military Mail Operations, International Business, at headquarters must be notified as well so that they can take the necessary steps to prevent future occurrences.
584.82 Processing of Empty Equipment
All returned Postal Service equipment must be verified to ensure proper make-up. Any improperly prepared (i.e., mixed) bundles must be reworked and processed by the receiving facility before distribution can be made.
When sorting empty sacks, examine them to ensure that they do not contain mail. If items are found in the sacks, postmark them on the back and endorse them: “FOUND IN SUPPOSED EMPTY MAIL SACK RETURNED FROM
ABROAD” on the address side. Deliver these mail pieces to the appropriate outbound distribution unit. The sacks must then be processed promptly and sorted according to type.
584.83 Disposition of Empty Equipment
Contact the local Mail Transport Equipment Coordinator or Area Mail Transport Equipment Specialist (AMTES) for a destination for excess sacks and trays.
584.84 Returned Plastic Sacks
Returned U.S. foreign blue plastic and international gray (ISAL) plastic sacks must be sorted by type and condition into three separate categories: sacks with the drawstrings still attached, sacks with the drawstrings removed, and sacks that are not reusable. Coordinate the disposition of blue and gray plastic sacks as indicated in 584.83. Those sacks that are not in a reusable condition must be recycled or disposed of in conjunction with the local environmental coordinator.
585 Inventory Control
585.1 Processing and Distribution Center and NDC Supply Plans 585.11 Purpose
The plant supply plan concept has been developed to improve the management of MTE at the plant level. These plans increase the control and availability of MTE through the application of sound planning principles and specific management responsibilities. Definitive instructions for all levels of processing and distribution center and NDC management are provided in these plans. The instructions detail the proper processing and handling of MTE generated at opening units, other district and NDC operations, stations, and branches.
585.12 Implementation
Handbook PO-502, Container Methods, contains instructions for implementing plant supply plans.
585.13 Review
Once established, facility supply plans must be reviewed and updated as necessary, but not less frequently than annually.
Attachment 3
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585.14 Definitions
The following inventory terms play a vital role in developing a processing and distribution center and NDC supply plan and are used extensively in the Equipment Inventory Reporting System (EIRS):
a. Daily Usage -the amount of a particular equipment type that a facility requires in order to operate for 1 day.
b. Net Difference -the difference between the amount of a particular equipment type that a facility actually uses and the amount it receives. c. Balance on Hand -the available amount of a particular equipment type when the inventory is taken.
585.2 Inventory Levels
The processing and distribution center and NDC supply plan concept, with EIRS reporting guidelines, establish the following inventory parameters:
a. Associate Offices, Stations, Branches. Maximum of a 1-day supply (daily usage) of any equipment type.
b. Private Mailer. Maximum of a 7-day requirement.
c. Processing and Distribution Facility:
(1) Deficit Item — maximum of a 1-day supply plus six times the net difference of any type. In an equation format:
1 x (Daily Usage + 6 x [Net Difference]) = maximum
inventory level.
(2) Surplus Item — maximum of a 1-day supply of any equipment type. 586 Functional Responsibilities and Relationships
The manager, Logistics, establishes policy for managing all aspects of mail transport equipment.
587 U.S. Postal Service Headquarters
587.1 Responsibilities
The manager, Logistics, provides management support and instructions on the operation, transportation, distribution, delivery, inventory, storage, and reporting of MTE. The position of area mail transport equipment specialist (AMTES) has been established to ensure compliance with all aspects of this policy at the field level. Those who fill AMTES positions will have offices at the 10 distribution networks offices. These positions (one in each area) will provide guidance to the DNs and other field units in all aspects of the MTE Program.
587.2 Distribution
587.21 EIRS
Nationwide distribution of empty MTE depends on information contained in the Equipment Inventory Reporting System (EIRS), various customeroriented programs, and P&D/NDC supply plans. To provide for effective MTE distribution, Mail Transportation Equipment must maintain a liaison with Attachment 3
587.22 Postal Operations Manual
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Headquarters Purchasing, all DNs, mail transport equipment centers (MTECs), mailbag and container and equipment repair centers, and MTE concentration centers.
587.22 Empty MTE Dispatch
Headquarters Mail Transport Equipment coordinates the dispatch of empty MTE between areas with the AMTESs. The AMTES, in turn, coordinates the dispatch of MTE with the transportation and equipment specialists within his or her area of responsibility.
587.3 Inventory
587.31 Adequate Supply
Headquarters Logistics must ensure that an adequate national inventory of MTE exists and is properly managed. EIRS is designed to assist in this function. Based on DN recommendations, Headquarters establishes which postal organizations and mailers will submit reports to the EIRS. 587.32 Review of Storage and Repair
Headquarters Mail Transport Equipment reviews the inventory of MTE stored in the MTECs (postal or contract installations). Headquarters Mail Transport Equipment also directs the various repair centers to expedite the repair and return to service of specific MTE.
587.4 Storage
Mail Transport Equipment must evaluate the locations of major storage facilities based on area requirements and transportation patterns. Any recommendation to adjust the locations will be made through the manager, Mail Transport Equipment. Headquarters Mail Transport Equipment determines which equipment is appropriate for storage in the MTECs. 587.5 Reporting
The manager, Mail Transport Equipment, establishes the procedures for the reporting of empty MTE inventories. Headquarters specialists monitor the reports of the EIRS. When necessary, those specialists instruct field personnel on the use of the system.
587.6 Audits
Headquarters personnel may make unannounced visits to audit MTE operations, inventory levels, and processing operations at mailer and Postal Service facilities. Headquarters Logistics will establish guidelines for all MTE audits.
587.7 Supply and Operating Plans
The AMTES will combine the plans from the P&DCs and NDCs in their areas into an area Operating and Supply Plan for their respective geographical areas. A copy of this plan and each annual update is to be forwarded to Headquarters Mail Transport Equipment.
Attachment 3
Mail Transportation 588.72
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588 Distribution Networks Offices
588.1 Responsibilities
The DN manager, through the AMTES and designated MTE personnel, manages the daily MTE levels within the area. The Networks Management Specialists assist in planning the transportation and distribution of empty MTE in the area. Additionally, the Networks Planning Staff lends assistance in planning, implementing, and maintaining P&DC/NDC supply plans. 588.2 Transportation
DN coordinates the transportation of empty MTE and monitors the actual dispatch/arrival of all large quantities of empty MTE within its area. 588.3 Distribution
Based on P&DC and NDC supply plan data, DN maintains the flow of MTE between offices within the DN area. DN redistributes MTE within its area in response to P&DC/NDC supply plans, inventory reports, equipment requirements, and internal emergency equipment requests. Headquarters Mail Transport Equipment manages the distribution of excess MTE beyond area boundaries.
588.4 Inventory
DN enters inventory standards for each EIRS facility within its area for all appropriate equipment types into the EIRS. The standards are based on P&DC/NDC supply plans. In addition, DN enters equipment movements, receipts, audit reports, and, when necessary, facility MTE status into the EIRS. DN monitors all transactions and equipment inventory reports. 588.5 Reporting
The DN manager must monitor the data input concerning MTE in his or her area. Designated MTE personnel must ensure that the designated reporting facilities enter their equipment transactions into the EIRS accurately and promptly. Include unassembled MTE in EIRS reports.
588.6 Audit
DN managers must ensure that comprehensive MTE inventory audits are conducted at all offices, NDCs, warehouses, and large mailers (i.e., those mailers that report directly into EIRS and those that appear in the P&DC/NDC supply plan) within their area under the guidelines provided in Handbook PO-502.
588.7 Operating and Supply Plans
588.71 DN Responsibilities
DN generates its own area operating and supply plan based on those of the field offices within its area.
588.72 Shortages or Surplus
Each plan must indicate shortages or surpluses of equipment by both equipment type and quantity. Sources of supply and redistribution of any Attachment 3
588.73 Postal Operations Manual
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excess MTE must be documented to the extent possible. The plan must provide for each facility’s or customer’s needs and for the redistribution of inventory to effectively meet those needs without causing a shortage or a surplus of MTE.
588.73 Plan Review
All plans need review and updating at least semiannually. If major changes occur in customer operations, mailing patterns, or other procedures, the plans must be changed immediately.
588.8 Plant Management Responsibilities
588.81 MTE Coordinator
Plant managers will appoint an MTE coordinator to manage the plant MTE needs on a daily basis, coordinate MTE activities within the plant, prepare the plant operating and supply plan, and forward completed plans to the serving DN for review.
588.82 Correcting Deficiencies
Plant managers must act to correct deficiencies in the program as indicated by data supplied by DN or Headquarters.
588.83 Management Oversight
Plant managers and staff must oversee management of the MTE program.
Particular emphasis should be directed toward eliminating “rainbow” equipment and processing “unworked equipment” as soon as possible. 588.84 Transportation
The plant MTE coordinator manages the transportation of empty MTE and monitors the actual dispatch/arrival of empty MTE within the plant area. 588.85 Distribution
588.851 Use of EIRS
Plant MTE coordinators must first attempt to satisfy the MTE needs of their plant by using EIRS to review the plant’s MTE balances by location and arranging the redistribution of MTE inventory within the plant area as necessary. If coordinators cannot meet the needs of the plant internally, they will contact the serving DN to request additional MTE from other sources.
The coordinators will also contact the serving DN for destinations for surplus MTE.
588.852 Within the DN Area
DN will attempt first to supply needs from within its area and will advise the plant MTE coordinator of the action taken.
588.853 AMTES
If DN cannot locate enough MTE to meet the needs of its service area, it will contact Headquarters Mail Transport Equipment, through the AMTES, for assistance. The AMTES will also seek destinations for surplus MTE from Headquarters Mail Transport Equipment.
588.854 Disputes
Disputes will invariably arise concerning MTE needs. The AMTES, through the DN manager, is authorized to function as the final arbitrator in disputes Attachment 3
Mail Transportation 588.886
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arising between plant management and designated MTE personnel within the area of the AMTES.
588.86 Reporting
The plant manager is responsible for all MTE reporting in the operating area.
The MTE coordinator must ensure that the designated reporting facilities enter their equipment transactions into the EIRS accurately and promptly.
Unassembled or staged equipment and equipment stored in warehouses must be included in the EIRS report of the facility responsible for the equipment/warehouse.
588.87 Audits
In addition to the audits specified in 588.6, each manager must regularly audit the EIRS to determine if each facility is entering the information on a timely basis.
588.88 Operating and Supply Plans
588.881 Purpose
Postal facility and mailer operating and supply plans are essential to the success of the decentralized management of MTE resources. See Handbook PO-502, Container Methods, for instructions on how to prepare them. 588.882 Central Plan
The plant manager must combine individual facility/mailer operating and supply plans into a master plan for the plant area. The central plan will help control requirements and surpluses. It will also help maximize inventory turnaround, minimize stock outages, and promote cost-effective usage of MTE within the plant’s area.
588.883 Training
DNs and the AMTESs will coordinate or provide necessary MTE awareness and EIRS training for the personnel in their area.
588.884 Hoarding
MTE is a valuable and essential postal resource. It is managed by different organizations within the Postal Service, but this resource is owned by the entire organization. It is therefore imperative that facility managers plan carefully and use only that portion of the total available MTE that their facilities and customers need so that all facilities have enough on hand to meet their needs. Managers must not overstock this equipment. 588.885 Customer Services Equipment Coordinator
The district manager of Customer Service and Sales must appoint a representative from his or her staff to act as the customer services equipment coordinator (CSEC). This representative will work with the MTE coordinator and act as a permanent representative of his or her office for MTE. 588.886 Reporting
The plant manager must ensure that MTE levels are accurately reported into the EIRS.
Attachment 3
588.887 Postal Operations Manual
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588.887 Audits
The plant manager provides data required for each audit, as specified in Handbook PO-502. If necessary, the manager will provide the appropriate personnel to participate in the audit.
588.888 Other
The plant manager must inform the DN manager whenever a mailer who customarily uses large quantities of empty MTE relocates to the area, moves from the area, or significantly changes his or her distribution pattern. 589 Operational Managers
All operational managers must ensure that containers are used properly, efficiently, and safely.
59 Equipment Inventory Reporting System
591 Purpose
The Equipment Inventory Reporting System (EIRS) tracks available quantities of MTE. It enables the Postal Service to control and manage mail transport equipment by redistributing MTE from areas with a surplus to areas with a deficit. EIRS also provides audit capabilities for Postal Service Headquarters and the Inspection Service. Detailed instructions on the operation of the EIRS are contained in Handbook PO-510, Equipment Inventory Reporting System (EIRS).
592 Description
EIRS is a computerized information system designed to help manage and identify available quantities of MTE. Reporting facilities enter data through use of a CRT (cathode ray tube) terminal. This information is immediately available to AMTESs, DNs, and Headquarters. In addition to its interactive capability, the system also generates hard-copy reports for AMTESs, DNs, and Headquarters.
593 Report Descriptions
593.1 Move Orders Report
The Move Orders Report supplies AMTESs and DNs with a list of MTE being shipped to and from their service areas. The Move Orders Report lists MTE in-transit to an EIRS origin and lists MTE shipped from an EIRS origin. 593.2 Inventory Alert Report
The Inventory Alert Report depicts either a shortage or surplus of MTE. This report is generated only under either of the following conditions:
a. The inventory level (balance on hand) for an equipment type exceeds the maximum inventory standard for that equipment type. b. The balance on hand for an equipment type is less than the daily usage.
Attachment 3
Mail Transportation 593.56
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593.3 Failed/Late Report
The Failed/Late Report is generated only when an EIRS facility does not report all inventory items as scheduled.
593.4 Audit Change Report
The Audit Change Report is generated when a field audit has been performed. This report outlines discrepancies between the inventory reported by the audited facility and the inventory reported by the audit team. 593.5 “As Needed” Reports
593.51 Inventory Standards Report
The Inventory Standards Report shows the reporting standards for each equipment type (i.e., maximum, daily usage, net requirement, and reorder point) for each EIRS facility within a DN area.
593.52 Current Status Report
The Current Status Report prints the latest inventory data input by an EIRS facility within a DN area. The report provides the following instructions for each reported equipment type:
a. Inventory date.
b. Quantities received.
c. Quantities shipped.
d. Quantities defective and condemned.
e. Serviceable balances on hand.
f. Quantities filled but not released.
g. Net requirements.
h. Quantities in transit.
i. Forecast for the next week.
j. Daily usage.
k. Maximum inventory level.
593.53 Totals by Equipment Type Report
This report lists available MTE balances by DN area for each equipment type.
When requested by Headquarters, this report also prints national totals for each equipment type.
593.54 Transaction History Report
This report permits the requestor to obtain specific historical data. 593.55 Forecast Summary Report
This report displays a 52-week forecast for a single origin, or it will summarize all forecast information within a DN area by equipment type. 593.56 Equipment Value Report
This report displays the current inventory value at specific locations.
Attachment 3
594 Postal Operations Manual
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594 Responsibility
594.1 Headquarters
Headquarters Mail Transport Equipment is responsible for all policies governing the implementation, use, and modification of EIRS. 594.2 Area Mail Transport Equipment Specialists
The area mail transport equipment specialists are responsible for the validity of information contained within EIRS and for ensuring compliance with all policies governing EIRS use established by Headquarters. The AMTES also has the following responsibilities:
a. Review standards and forecast data for accuracy.
b. Review move orders and move order receipts.
c. Conduct MTE audits.
d. Recommend to Headquarters the addition or deletion of facilities within EIRS.
594.3 Distribution Networks (Area Offices)
Distribution Networks must guarantee the validity of information contained within EIRS and ensure compliance with policies governing EIRS use established by Headquarters. DNs must also do the following:
a. Establish, maintain, and update standards for all EIRS reporting facilities in their area of responsibility.
b. Enter forecast information.
c. Ensure proper, complete, and timely reporting by all EIRS facilities in their area of responsibility.
d. Enter move orders and move order receipts on a daily basis. e. Recommend to Headquarters the addition or deletion of EIRS reporting facilities.
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6 Delivery Services
61 Conditions of Delivery
611 Delivery, Refusal, and Return
611.1 Conditions
The following conditions govern delivery, refusal, and return:
a. Delivery to Addressee. The addressee may control delivery of his or her mail. In the absence of a contrary order, the mail is delivered as addressed. Mail addressed to several persons may be delivered to any one of them.
b. Mail Refused When Offered for Delivery. The addressee may refuse to accept a piece of mail at the time it is offered for delivery. The addressee should endorse the piece “Refused.”
c. Mail Refused After Delivery. After delivery, an addressee may mark a piece of mail “Refused” and return it within a reasonable time if the mail or any attachment is not opened, except for mail listed in 611.1c(1) and 611.1c(2). Mail that may not be refused and returned unopened under this provision may be returned to the sender only if enclosed in a new envelope or wrapper with a correct address and new postage. The following may not be returned postage free:
(1) Pieces sent as Registered Mail‘, Insured Mail, Certified Mail‘, COD, Return Receipt for Merchandise Mail, or other signature mail may not be refused and returned postage free after delivery. (2) Mail sent to an addressee in response to the addressee’s sales promotion, solicitation, announcement, or other advertisement, and that is not refused when offered to the addressee, may not be refused and returned postage free after delivery.
d. Mail Withheld From Delivery. An addressee may request his or her postmaster, in writing, to withhold from delivery for a period not exceeding 2 years any foreign letter or printed matter bearing a specified name or address appearing on the outside. Such mail is marked “Refused” by the Post Office™ and treated as undeliverable. e. Mail of Unknown Addressee. When a person claiming to be the addressee of certain mail is unknown to the delivery employee, the mail may be withheld, pending identification of the claimant. f. Refused Mail as Undeliverable. Matter refused by the addressee under 611.1b and 611.1c is treated as undeliverable (see 681.5).
Attachment 3
611.2 Postal Operations Manual
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g. Remailing of Matter Returned to Sender. The mailer must not remail undelivered or refused mail returned to him or her unless it is enclosed in a new envelope or wrapper with a correct address and new postage.
Returned shortpaid mail does not have to be placed in a new envelope.
The necessary additional postage may be affixed to the original mailpiece. h. Mail Bearing Exceptional Address Format. Mail with an exceptional form of address is always delivered as addressed and may not be forwarded. Only if the address is incorrect or incomplete, or if the mail cannot be delivered for another reason, is it treated as undeliverable (see 68). First-Class Mail® that is undeliverable as addressed is returned to the sender.
611.2 Delivery to Persons With Similar Names
Unless persons with similar names adopt some means to distinguish their mail, a postmaster must use judgment in making delivery. 611.3 Mail Delivered to Wrong Person
A person receiving mail not intended for him or her must promptly return it to the Post Office, endorsed “Opened by Mistake” with his or her signature if the letter is opened; otherwise, it should be endorsed “Not for..., Not at this address,” or words to the same effect.
611.4 Checks Issued by Federal Government
611.41 Recipient
Federal government checks are delivered to the addressees, to persons who customarily receive their mail, or to other persons authorized in writing to receive their mail. Delivery must not be made to an attorney, claim agent, or broker even though the addressee requests such delivery unless the check is addressed in care of the attorney, claim agent, or broker. 611.42 Delivery Alert
If convenient, the addressee can be alerted by ringing the bell or knocking on the door. The carrier is not required to await a response. 611.43 Immediate Return of Check
Delivery is withheld and the check returned to the sender immediately if it is known that the addressee:
a. Is deceased or both parties of a jointly addressed check are deceased. b. Has moved without filing a change of address, even though the new address may be known.
c. Has enlisted in the military service.
d. Is under guardianship.
611.44 Treasury Checks Without Delivery Dates
Treasury checks enclosed in envelopes that do not show a date of delivery are delivered on the first scheduled delivery after receipt.
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611.45 Treasury Checks With Delivery Dates
Treasury checks enclosed in envelopes that show a date of delivery are delivered on that date or the first scheduled delivery after that date. In emergency or other infrequent situations, customers receiving delivery service may request predelivery of their mail at the office of delivery if withdrawal of the mail does not interfere with carriers’ delivery schedules or the efficiency of other postal operations.
611.5 Checks Issued by State and Local Governments
State and local government checks are handled in accordance with instructions printed on the envelopes. Certain checks have instructions not to transfer or forward. If undeliverable as addressed, such checks must be returned to the sender immediately.
611.6 Mail Marked “In Care Of” Another
Mail marked “In Care Of” another is delivered to the first of the two persons named who may call for it, or to the address of the person in whose care it is directed in the absence of instructions from the addressee. 611.7 Restricted Delivery
Registered Mail, Certified Mail, numbered Insured Mail, and COD Mail that the sender has restricted delivery to the addressee only may not be delivered to any other person, except under DMM® S916.
611.8 Mail Marked “Personal”
Mail bearing the word “Personal” is delivered in the same way as other mail for the addressee.
611.9 Holding Mail at Addressee’s Request
611.91 Ordinary Mail
Ordinary mail, except First-Class Mail bearing return address of sender specifying a holding period, is held at the office of address at the request of the addressee for up to 30 days. Under unusual conditions, mail may be held longer if the postmaster considers it practical and customers arrange for periodic pickup of the accumulated mail. Customers may authorize the holding of their mail by signing PS Form 8076, Authorization to Hold Mail. 611.92 Priority Mail Express
Priority Mail Express shipments are held at the office of address at the addressee’s written request for a specified day or days, for example, Saturdays, Sundays, or holidays (see DMM 507.4.3.4).
612 Delivery of Addressee’s Mail to Another
612.1 Delivery to Addressee’s Agent
612.11 Designation of Agent
Unless otherwise directed, an addressee’s mail may be delivered to his or her employee, a competent member of the addressee’s family, or any person authorized to represent the addressee or who customarily receives the Attachment 3
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addressee’s mail. A person or a number of persons may designate another to receive their mail. Designation of another person to receive mail should be in writing, but no special form is furnished or required.
612.12 Commercial Mail Receiving Agency
The procedures for the establishment of a commercial mail receiving agency are as follows:
a. An addressee may request mail delivery to a commercial mail receiving agency (CMRA). The CMRA accepts delivery of the mail and holds it for pickup or re-mails it to the addressee, prepaid with new postage. b. Each CMRA must register with the Post Office responsible for delivery to the CMRA. Any person who establishes, owns, or manages a CMRA must provide PS Form 1583-A, Application to Act as a Commercial Mail Receiving Agency (see Exhibit 612.13), to the postmaster (or designee) responsible for the delivery address. The CMRA owner or manager must complete all entries and sign the PS Form 1583-A. The CMRA owner or manager must provide an acceptable primary and secondary form of identification under 131.3.
The identification presented must be current. It must contain sufficient information to confirm that the applicant is who he or she claims to be and is traceable to the bearer. The postmaster (or designee) may retain a photocopy of the photograph identification for verification purposes and must list and record sufficient information to identify the two types of identification on PS Form 1583-A (block 10). Furnishing false information on the application or refusing to give required information is reason for denying the application. When any information required on PS Form 1583-A changes, the CMRA owner or manager must file a revised application (write “revised” on the form) with the postmaster. c. The postmaster (or designee) must verify the documentation to confirm that the CMRA owner or manager resides at the permanent home address shown on the PS Form 1583-A; witness the signature of the CMRA owner or manager; and sign the PS Form 1583-A. The postmaster must provide the CMRA with a copy of the DMM regulations relevant to the operation of a CMRA. The CMRA owner or manager must sign the PS Form 1583-A acknowledging receipt of the regulations. The postmaster must file the original of the completed PS Form 1583-A at the Post Office and provide the CMRA with a duplicate copy. d. A CMRA is authorized to accept the following accountable mail from their customers for mailing at the Post Office: Insured Mail, COD, Priority Mail Express, Certified Mail, and Delivery Confirmation® Mail.
The sender (CMRA customer) must present accountable mail items not listed to the Post Office for mailing.
Attachment 3
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Exhibit 612.12
PS Form 1583-A, Application to Act as a Commercial Mail Receiving Agency Attachment 3
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Exhibit 612.12 (p. 2)
PS Form 1583-A, Application to Act as a Commercial Mail Receiving Agency Attachment 3
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612.13 Procedures for Delivery to CMRA
Mail delivery to a CMRA requires the following:
a. The CMRA owner or manager and each addressee must complete and sign PS Form 1583, Application for Delivery of Mail Through Agent (see Exhibit 612.13). Spouses may complete and sign one PS Form 1583.
Each spouse must provide an acceptable primary and secondary form of identification under 131.3. If any information that is required on PS Form 1583 is different for either spouse it must be entered in the appropriate box. A parent or guardian may receive delivery of a minor’s mail by listing the name(s) of each minor on PS Form 1583 (block 12). The CMRA owner or manager, authorized employee, or a notary public must witness the signature of the addressee. The addressee must complete all entries on PS Form 1583. The CMRA owner or manager must verify the documentation to confirm that the addressee resides or conducts business at the permanent address shown on PS Form 1583. The address is verified if there is no discrepancy between information on the application and the identification presented. If the information on the application does not match the identification, the applicant must substantiate to the CMRA that the applicant resides or conducts business at the address shown. A document from a governmental entity or recognized financial institution or a utility bill with the applicant’s name and current permanent address may be used for such purpose. If the applicant is unable to substantiate the address, the CMRA must deny the application. Furnishing false information on the application or refusing to give required information is reason for withholding the addressee’s mail from delivery to the agency and returning it to the sender. When any information required on PS Form 1583 changes, the addressee must file a revised application (write “revised” on form) with the CMRA. The addressee must provide an acceptable primary and secondary form of identification under 131.3.
The identification presented must be current. It must contain sufficient information to confirm that the applicant is who he or she claims to be and is traceable to the bearer. The CMRA owner or manager may retain a photocopy of the photograph identification for verification purposes.
The CMRA owner or manager must list and record sufficient information to identify the two types of identification on PS Form 1583 (block 8) and write the complete CMRA delivery address used to deliver mail to the addressee on PS Form 1583 (block 3). b. The CMRA must provide the original of completed PS Forms 1583 to the postmaster. This includes revised PS Forms 1583 submitted by an addressee based on information changes to the original PS Form 1583 (write “revised” on form). The CMRA must maintain duplicate copies of completed PS Forms 1583 on file at the CMRA business location. The PS Forms 1583 must be available at all times for examination by postal representatives and postal inspectors. The postmaster must file the original PS Forms 1583 for each CMRA, alphabetically by the addressee’s last name, at the station, branch, or Post Office. The postmaster files the original PS Forms 1583 without verifying the address of residence or firm shown on PS Forms 1583. The postmaster Attachment 3
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is required to verify only when the postmaster receives a request from the Postal Inspector in Charge, or when there is reason to believe that the addressee’s mail may be, or is being, used for unlawful purposes. c. In delivery of the mail to the CMRA, the addressee and the CMRA agree to the following:
(1) When the agency relationship between the CMRA and the addressee terminates, neither the addressee nor the CMRA will file a Change-of-Address Order with the Post Office. The CMRA must write the date of termination on its duplicate copy of PS Form 1583.
The CMRA must notify the Post Office of termination dates through the quarterly updates (due on January 15th, April 15th, July 15th, and October 15th) of the alphabetical list of customers cross-referenced to the CMRA addressee delivery designations.
The alphabetical list must contain all new customers, current customers, and those customers who terminated within the last 6 months, including the date of termination. The CMRA must retain the endorsed duplicate copies of PS Forms 1583 for 6 months after the termination date. PS Forms 1583 filed at the CMRA business location must be available at all times for examination by postal representatives and the Postal Inspectors.
(2) The re-mail of mail intended for the addressee (customer) is the responsibility of the CMRA. This includes at least a 6-month period after the termination date of the agency relationship between the CMRA and the addressee. Mail that is re-mailed by the CMRA requires new postage. This re-mailing obligation need not be fulfilled if the CMRA customer provides written instructions to the CMRA that the mail (or specific types of mail) not be re-mailed upon termination of the relationship. This instruction may be provided in an internal service agreement between the customer and CMRA or by a separate document. Written instructions from the customer regarding the handling of this mail must not stipulate that the CMRA refuse or return it to sender, or hold this mail and return it to the Post Office, or redeposit it in the mails without new postage during the 6-month re-mail period. At the end of the 6-month re-mail period, the CMRA may return to the Post Office only First-Class Mail, Priority Mail®, Priority Mail Express, accountable mail, or Parcel Post™ received for the former addressee (customer). The CMRA must return this mail to the Post Office the next business day after receipt with this endorsement:
“Undeliverable, Commercial Mail Receiving Agency, No
Authorization to Receive Mail for this Addressee.” This mail is returned to the Post Office without new postage. The CMRA must not deposit return mail in a collection box. The CMRA must give the return mail to the letter carrier or return it to the Post Office responsible for delivery to the CMRA. Upon request, the agent must provide to the Postal Service™ all addresses to which the CMRA re-mails mail.
(3) If mail is re-mailed by the CMRA to the address of a former customer during the 6-month re-mail period and returned by the Attachment 3
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Postal Service endorsed “Moved, Left No Address,” then the CMRA may return that mail to the Post Office with the approval of the postmaster or station manager.The approval is subject to evidence that the mail was re-mailed with new postage to the former customer at (a) the address provided when the relationship was terminated and/or (b) the verified home or business permanent address provided on the customer’s PS Form 1583. Upon
approval, the CMRA may return to the Post Office only First-Class Mail, Priority Mail, Priority Mail Express, accountable mail, and Parcel Post received for the former customer. The CMRA must return this mail to the Post Office the next business day after receipt without new postage, and the Post Office will return it to the sender.
(4) A CMRA may not refuse delivery of mail if the mail is for an addressee who is a customer or former customer (within the last 6 months). The agreement between the addressee and the
CMRA obligates the CMRA to receive all mail, except restricted delivery, for the addressee. The addressee may authorize the CMRA in writing on PS Form 1583 (block 5) to receive restricted delivery mail for the addressee.
(5) If the CMRA has no PS Form 1583 on file for the intended addressee, the CMRA must return that mail to the Post Office responsible for delivery with this endorsement: “Undeliverable, Commercial Mail Receiving Agency, No Authorization to Receive Mail for this Addressee.” This mail is returned to the Post Office without new postage. The CMRA must return misdelivered mail the next business day after receipt.
(6) The CMRA must not deposit return mail in a collection box. The CMRA must give the return mail to the letter carrier or return it to the Post Office responsible for delivery to the CMRA.
(7) A CMRA must represent its delivery address designation for the intended addressees by the use of “PMB” (private mailbox) or the alternative “#” sign. Mailpieces must bear a delivery address that contains the following elements, in this order:
Preferred Format
(a) Line 1: Intended addressee’s name or other identification.
Examples: JOE DOE or ABC CO.
(b) Line 2: PMB and number or the alternative # sign and number. Examples: PMB 234 or #234.
(c) Line 3: Street number and name or Post Office box number or rural route designation and number. Examples: 10 MAIN ST or PO BOX 34 or RR 1 BOX 12.
(d) Line 4: City, state, and ZIP Code™ (5-digit or ZIP+4®).
Example: HERNDON VA 22071-2716.
Examples of acceptable four-line format addresses are:
JOE DOE
PMB 234
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RR 1 BOX 12
HERNDON VA 22071-2716
or
JOE DOE
#234
10 MAIN ST STE 11
HERNDON VA 22071-2716
Alternate Format
(a) Line 1: Intended addressee’s name or other identification.
Examples: JOE DOE or ABC CO.
(b) Line 2: Street number and name or Post Office box number and PMB and number or the alternative # sign and number.
Examples: 10 MAIN ST PMB 234 or #234 or PO BOX 34
PMB 234 or #234.
(c) Line 3: City, state, and ZIP Code (5-digit or ZIP+4).
Example: HERNDON VA 22071-2716.
Exception: When the CMRA’s physical address contains a
secondary address element (e.g., rural route box number, “suite,” “#,” or other term), the CMRA customer must use “PMB” in the three-line format. In this case, the following must be used:
JOE DOE
10 MAIN ST STE 11 PMB 234
HERNDON VA 22071-2716
and
JOE DOE
RR 12 BOX 512 PMB 234
HERNDON VA 22071-2716
It is also not permissible to combine the secondary address element of the physical location of the CMRA address and the CMRA customer private mailbox number (e.g., 10 MAIN ST STE 11-234). The CMRA must write the complete CMRA delivery address used to deliver mail to each individual addressee or firm on PS Form 1583 (block 3). The Postal Service may return mail without a proper address to the sender endorsed “Undeliverable as Addressed, Missing PMB or # Sign.”
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Exhibit 612.13
PS Form 1583, Application for Delivery of Mail Through Agent Attachment 3
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Exhibit 612.13 (p. 2)
PS Form 1583, Application for Delivery of Mail Through Agent Attachment 3
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612.14 OBC Acting as a CMRA
The procedures for an office business center (OBC) or part of its operation acting as a CMRA for postal purposes are as follows:
a. An OBC is a business that operates primarily to provide private office facilities and other business support services to individuals or firms (customers). OBCs receive single-point delivery. OBC customers who receive mail at the OBC address will be considered CMRA customers for postal purposes under the standards set forth in b. Parties considered CMRA customers under this provision must comply with the standards set forth in DMM 508.1.8.1. An OBC must register as a CMRA by completing PS Form 1583-A, Application to Act as a Commercial Mail Receiving Agency, and comply with all other CMRA standards if one or more customers receiving mail through its address is considered a CMRA customer.
b. An OBC customer is considered to be a CMRA customer for postal purposes if its written agreement with the OBC provides for mail service only or mail and other business support services (without regard for occupancy or other services that the OBC might provide and bill separately). Additionally, an OBC customer receiving mail at the OBC address is considered to be a CMRA customer for postal purposes and must complete PS Form 1583, Application for Delivery of Mail Through Agent, if each of the following is true:
(1) The customer’s written agreement with the OBC does not provide for the full-time use of one or more of the private offices within the OBC facility.
(2) The customer’s written agreement with the OBC does not provide all of the following:
(a) The use of one or more of the private offices within the facility for at least 16 hours per month at market rate for the location.
(b) Full-time receptionists service and live personal telephone answering service during normal business hours and voice mail service after hours.
(c) A listing in the office directory, if available, in the building in which the OBC is located.
(d) Use of conference rooms and other business services on demand, such as secretarial services, word processing,
administrative services, meeting planning, travel
arrangements, and video conferencing.
c. Notwithstanding any other standards, a customer whose written agreement provides for mail services only or mail and other business support services will not be considered an OBC customer (without regard for occupancy or other services that an OBC may provide and bill for on demand).
d. The Postal Service may request from the OBC copies of written agreements or any other documents or information needed to determine compliance with these standards. Failure to provide Attachment 3
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requested documents or information might be basis for suspending delivery service to the OBC under the procedures set forth in DMM 508.1.8.2.
612.15 Procedures for an Abandoned CMRA
In the event a CMRA abandons operations:
a. The Postal Service delivery unit must immediately post a notice at the CMRA location informing the CMRA customers of the location of their mail for pick-up. The delivery unit will hold the mail for 10 business days from the date of the posted notice.
b. Provide a Mover’s Guide when the CMRA customer picks up the mail.
Advise the CMRA customer to immediately notify all correspondents of new mailing address and to file a Change-of-Address Order. c. Review the Change-of-Address Order and process per normal procedures and send the CMRA customer’s mail to the Computerized Forwarding System (CFS) for forwarding.
d. At the end of 10 business days, complete a Change-of-Address Order marked as “Moved, Left No Address” for any CMRA customer who has not filed a Change-of-Address Order. Send all former CMRA customer mail (except unendorsed USPS Marketing Mail) to CFS for processing. e. Permit the CMRA customer of the abandoned CMRA to file a Change-of-Address Order for a period not to exceed 30 business days after the 10 business day hold period prescribed in subsection a.
Inform the customer that mail previously received was returned to sender as undeliverable mail. Advise the customer to immediately notify all correspondents of new mailing address. The appropriate delivery person must complete a Forwarding Order Change Notice, PS Form 3546, modifying the original “Moved, Left No Address” order to the forwarding order now filed.
f. The above exceptions do not apply where a CMRA owner operates at more than one location and discontinues operations at some, but not all, locations. In that instance, the owner is still responsible for mail addressed to customers at the discontinued location(s). 612.16 Compliance With Proper Procedures
To ensure the CMRA complies with proper procedures, the postmaster must:
a. Provide for periodic compliance reviews by postal representatives or the Postal Inspectors at CMRA locations.
b. Obtain quarterly (due on January 15th, April 15th, July 15th, and October 15th) from the CMRA a list of all customers shown in alphabetical order cross-referenced to the CMRA addressee delivery designations. The alphabetical list must contain all new customers, current customers, and those customers who terminated within the last 6 months, including the date of termination. Utilize the quarterly alphabetical list to audit the PS Form 1583 files maintained at the Post Office and CMRA compliance with payment of new postage to re-mail. c. Retain the original copies of PS Forms 1583 two years from the termination date of the agency relationship with the addressee.
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d. Verify there is no misrepresentation of the delivery address designation used to deliver mail to each individual addressee or firm as being a structure or address other than a private mailbox (PMB). Return mail without a proper address to the sender endorsed “Undeliverable as Addressed.”
e. Review PS Forms 1583 or 1583-A to ensure there is no modification or alteration by the CMRA or its customer. Modified or altered forms are invalid and the addressee’s mail returned to sender in accordance with Postal Service regulations.
f. Periodically monitor mail going to the CMRA to ensure delivery to each addressee authorized through PS Forms 1583 and 1583-A. Use the quarterly alphabetical list of CMRA customers to examine a random sample of mail delivered to the CMRA.
g. Withhold mail from delivery to the agency and return to the sender “Undeliverable as Addressed,” if the CMRA has no forms on file authorizing it to act as an agent for receipt of mail for the intended addressee.
h. Provide for an annual review at the CMRA business location to ensure compliance with DMM 508.1.8.1 through DMM 508.1.8.3 and other applicable postal requirements.
i. With the next higher level approval and notification to the Inspector-In-Charge, suspend delivery to a CMRA that, after proper notification, fails to comply with DMM 508.1.8.1 through DMM 508.1.8.3 or other applicable postal requirements. The proper notification must be in writing outlining the specific violation(s) with a reasonable time to comply. If the CMRA fails to comply with the written notification, the postmaster must receive approval from the next higher level and notify the Postal Inspector-In-Charge before suspension of delivery service to a CMRA.
j. With approval of suspension of delivery, the postmaster must provide the CMRA with written notification of the effective date and the reason(s). If the CMRA fails to comply by the effective date, return mail to sender endorsed “Delivery Suspended to Commercial Mail Receiving Agency.”
k. Provide semiannually by January 15th and July 15th a current list of CMRAs to the Inspector-In-Charge.
612.2 Mail Addressed to Minors
A minor’s guardian may control delivery of mail addressed to the minor. If there is no guardian, and the minor is unmarried, then either parent may receive delivery of the minor’s mail.
612.3 Mail Addressed to Incompetents
If a person is legally declared incompetent, that person’s mail may be delivered under the order of his or her guardian or conservator. Where there is no legal representative, the mail is delivered as addressed.
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612.4 Mail Addressed to Deceased Persons
612.41 Delivery
The Postal Service should deliver as addressed any mail addressed to a deceased person. Anyone who would normally receive the addressee’s mail at that address may receive the mail. If there is evidence that an individual is deceased and the mail is not being picked up, then:
a. The carrier must:
(1) Complete a PS Form 3849, Delivery Notice/Reminder/ Receipt, and leave it in the mail receptacle.
(2) Take the mail back to the office.
(3) Bundle the mailpieces and endorse the top mailpiece with the current date, then place the bundle with other mail held for customers. These actions begin the 20-day hold period.
b. The carrier must not:
(1) Make any further delivery to this address for this individual, unless written notification is received or the 20-day holding period has expired.
(2) Initiate a PS Form 3575, Change-of-Address Order, for a deceased person.
Only if the Postal Service has received no written instructions after 20 days should carriers treat the mail as undeliverable.
612.42 Mail That Can Be Forwarded
Mail described in 612.41 may be forwarded to a different address, including that of an appointed executor or administrator, if an order of request is filed at the Post Office.
612.43 Mail That Must Be Returned
Federal government checks addressed to a deceased person should be returned to the mailing federal agency without attempting delivery. Other mail endorsed “Return to Sender if Addressee Is Deceased” should be returned also without attempting delivery.
613 Jointly Addressed Mail
613.1 Delivery of Jointly Addressed Mail
Where mail is jointly addressed (for example, “Mr. and Mrs. John Doe” or “John and Jane Doe”), neither party is entitled to control delivery of such mail over the objection of the other. Jointly addressed mail is delivered as addressed by the sender, as long as one of the addressees can receive it there.
613.2 Delivery of Mail Addressed to Husbands or Wives
Neither party may control delivery of mail addressed to the other. In the absence of delivery instructions, the mail must be delivered as addressed by the sender. Refer to 616 for conflicting orders for delivery.
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614 Delivery to Individuals at Organizations
614.1 At Organization Address
All mail addressed to a governmental or nongovernmental organization (including but not limited to corporations, firms, sole proprietorships, partnerships, joint ventures, and associations) or to an individual by name or title (an official, employee, contractor, client, agent, etc.) at the address of the organization is delivered to the organization. This regulation also applies to mail addressed in this manner to former officials, employees, contractors, agents, clients, or others associated with the organization. If disagreement arises about where any such mail should be delivered, it must be delivered according to the order of the organization’s president or equivalent official. 614.2 Not at Organization Address
Mail addressed to a governmental or nongovernmental official by title or by organization name, but not to the address of the organization, must be delivered to the organization if the organization so directs. 615 Delivery to Persons at Hotels, Institutions, and
Schools
615.1 Mail Addressed to Patients or Inmates
Mail addressed to patients or inmates at institutions is delivered to the institutional authorities who, in turn, deliver the mail to the addressee under the institution’s rules and regulations. If the addressee is no longer at that address, the mail must be redirected to his or her current address by the institution. If the forwarding address is unknown, the mail is returned to the Post Office.
615.2 Mail Addressed to Persons at Hotels, Schools, and Similar Places
Mail addressed to persons at hotels, schools, and similar places is delivered to the hotel or school. If the addressee is no longer at that address, the mail is redirected to his or her current address by the hotel or school. If the forwarding address is unknown, the mail is returned to the Post Office. For mail addressed to prisoners, see ASM 274.96.
615.3 Registered Mail Addressed to Persons at Hotels and Apartment Houses
Registered Mail addressed to persons at hotels and apartment houses is delivered to the persons designated by the management of the hotel or apartment house in a written agreement with the Postal Service. PS Form 3801-A, Agreement by a Hotel, Apartment House, or the Like, must be executed for this purpose. If delivery of the Registered Mail is restricted by the sender, it may not be delivered to the representative of the hotel or apartment house unless the addressee has authorized that person in writing to receive his or her restricted-delivery mail. Authorization may be made on PS Form 3849, Delivery Notice/Reminder/Receipt; PS Form 3801, Standing Delivery Order; or by a letter to the postmaster.
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616 Conflicting Orders by Two or More Parties for
Delivery of Same Mail
616.1 Delivery to Receiver
Where persons make conflicting orders for delivery of the same mail, and they are unable to agree among themselves which party should receive the mail, the mail may be delivered to a named receiver or third party unanimously agreed to by the disputing parties.
616.2 Receiver in Dispute
616.21 Steps for Resolution
The following Postal Service authorities have responsibilities in attempting to resolve disputes:
a. Postmaster. If the disputing parties are unable to select a receiver, they must furnish the postmaster all evidence on which they rely to exercise control over the disputed mail.
b. Chief Field Counsel. If after 5 workdays from receipt of such evidence the postmaster is still in doubt about who should receive the mail, the postmaster must submit the case to the chief field counsel for informal resolution.
c. Judicial Officer Department. If after 5 workdays from receipt of the case, or such additional time as may be agreed to by all parties, no informal resolution is achieved and no order is made by the chief field counsel to return the mail to the sender, the chief field counsel must forward the case file to the Judicial Officer Department for decision under the rules of procedure of that department.
616.22 Holding of Disputed Mail
If a dispute is referred to the Judicial Officer Department, the postmaster must hold the disputed mail as follows:
a. Ordinary Mail. Hold the mail until such time as notice of final disposition is received from the judicial officer.
b. Accountable Mail. Hold Registered Mail, Certified Mail, Insured Mail, COD, and Return Receipt for Merchandise Mail for the amount of time permitted by DMM F030, or until resolution of the dispute, whichever comes first.
c. Priority Mail Express. Hold Priority Mail Express as specified by DMM F030, or until resolution of the dispute, whichever comes first. 616.23 Returned Mail
Endorse returned items “In Dispute.”
616.3 Delivery of Mail According to Court Order
When the same mail is claimed by different persons, and a court decides to whom delivery should be made, the mail is delivered according to the court order.
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617 Other Delivery Procedures
617.1 Delivery in Multiple-Floor Buildings
Accountable mailpieces and/or items that do not fit into the mailbox or parcel locker are attempted in person to the addressee or authorized agent, without regard to the floor on which his or her office or apartment is located.
Exception: If there is no working elevator in buildings with more than three (3) floors, delivery of accountable mailpieces and/or items that do not fit into the mailbox or parcel locker (if available) will be delivered to one (1) authorized, designated location on the first floor, or PS Form 3849 will be completed and left in the customer’s mailbox.
Cooperation of customers is requested, however, in making arrangements for mail to be delivered on the first floor.
617.2 Delivery of Parcels
617.21 Heavy or Bulky Items
A heavy or bulky item of any class is delivered as addressed, if facilities are available.
617.22 Delivery to Other Than the Addressee or Mail Receptacle Unless the addressee has filed a written order asking that parcels not be left outside the authorized delivery receptacle, uninsured parcels or parcels that do not require a signature may be left in an unprotected location, such as a stairway or uncovered porch, if:
a. The addressee has filed a written order to leave parcels. b. The mailer has endorsed the item “Carrier — Leave If No Response.” The endorsement must appear directly to the left of the postage area (preferred) or be placed directly below the return address. A minimum 1/4 inch clear space must appear between any other printing and the carrier release endorsement. If an ancillary service endorsement is used, the carrier release endorsement must be separated from the ancillary service endorsement by the equivalent of one blank line of the type size used.
617.3 Additional Attempts to Deliver
617.31 Someone Normally Available to Receive Parcel
When someone is normally available to receive parcels, and an uninsured parcel (a parcel not requiring a signature or a parcel that is not part of the Carrier Release Program) cannot be delivered on the carrier’s first attempt, a second delivery attempt is made the next working day and no PS Form 3849 is left on the initial attempt. If the parcel cannot be delivered on the second attempt, a PS Form 3849 is left at the address to indicate that the parcel is being held.
617.32 No One Usually Available to Receive Parcels
If no one is available to receive the parcel, the carrier knows that someone at the address is not usually available to receive parcels, and the parcel is insured, requires a signature, or is not part of the Carrier Release Program, a Attachment 3
617.33 Postal Operations Manual
310 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
PS Form 3849 is completed and left after the first attempt. When it is not known if someone is usually available to receive parcels, a PS Form 3849 is left after the first attempt if the parcel is insured, requires a signature, or is not part of the Carrier Release Program. Additional attempts are made only at the customer’s request.
617.33 Parcel Not Called For
A second notice is sent if the parcel is not called for after 5 days. If there is no response within 15 days after the first notice and no retention period is specified by the sender, the parcel is treated as undeliverable according to POM 68, Undeliverable Mail. When a retention period is specified, it is observed up to 30 days after the first notice. An additional attempt to deliver is made only if requested by the addressee.
617.34 Perishable Parcel
If a parcel is endorsed “Postmaster: Perishable. If not delivered within 5 days, call 1-800-XXX-XXXX.” A Postal Service employee must call the telephone number printed by the mailer in the endorsement. The Postal Service employee gives the mailer the customer’s name, address, and, if necessary, keyline information. A second attempt to deliver is made only if requested by the addressee. A second notice is sent if the parcel is not called for after 5 days. If the parcel remains unclaimed 10 days after the first delivery attempt or the retention period specified by the mailer, the parcel is handled according to POM 68, Undeliverable Mail. Mailers of perishable items who want to use this endorsement must place the endorsement along the left or bottom edge of the address label. The lettering of the endorsement must be in boldface type and as large as, or larger than, the lettering of the addressee’s name and address but never smaller than 8-point type. 618 Delivery to Military Organizations and Naval
Vessels
618.1 Units Not Operating Military Post Offices
Mail addressed to the Commanding General, Commander, Commanding Officer, staff sections and other officials by title, and personnel of military organizations is delivered to unit mail clerks or mail orderlies when such individuals are designated on DD Form 285, Appointment of Unit Mail Clerk or Mail Orderly, to receive all mail addressed to the unit for which designated.
If the unit mail clerk or mail orderly is designated on DD Form 285 to receive ordinary mail only, then Registered Mail, numbered Insured Mail, Certified Mail, and Restricted-Delivery Mail addressed to individuals by name may be delivered to the unit mail clerk or mail orderly only if authorized by the addressee in a letter to the Post Office, PS Form 3849, or PS Form 3801. 618.2 Units Operating Military Post Offices
All mail addressed to military organizations that operate military Post Offices is delivered to the military postal clerk, assistant postal clerk, or postal finance clerk for the organization. Additionally, mail for other military organizations may be delivered to military postal clerks or postal finance clerks for further delivery when requested.
Attachment 3
Delivery Services 619.125
POM Issue 9, July 2002 311
Updated With Revisions Through April 30, 2022
618.3 Identification
Unit mail clerks, mail orderlies, postal clerks, and assistant postal clerks must provide proper identification to obtain mail. Required identifications are DD Form 285, showing classes of mail that the bearer is authorized to receive, and a military identification card (for a civilian employee, a government-issued identification card with the employee’s picture). 618.4 Return Receipts
Return receipts for Registered Mail, numbered Insured Mail, and Certified Mail mail must not be completed by anyone except the addressee. 619 Mail Claim Check System
619.1 General
619.11 Purpose
The Mail Claim Check System is a system for notifying customers of the arrival of mail and for obtaining receipts for delivered mail. The system is designed primarily for handling mail intended for carrier delivery, but it is also used for mail addressed to Post Office boxes or general delivery. 619.12 Scope
619.121 Notice of Arrival and Claim
The system uses PS Form 3849 that serves both as a notice of arrival and a claim check for accountable mail and for other articles that cannot be immediately delivered. It also serves as a delivery receipt for Registered Mail, numbered Insured Mail, Certified Mail, Return Receipt for Merchandise Mail, or other signature Mail.
619.122 Definition of Carrier
For these instructions, the term carrier includes postal vehicle service (PVS) drivers and carriers serving city, rural, and all other types of carrier delivery routes. Also, the term Post Office box includes caller service and detached Post Office box service.
619.123 Use
The system is used when mail intended for delivery by carrier is held for redelivery or customer pickup. It also applies to Post Office box and general delivery mail.
619.124 Post Office Box or General Delivery
The system is not used for mail intended for Post Office box or general delivery if a separate storage area is provided for this type of mail. It is not used at installations that provide only Post Office box and/or general delivery service.
619.125 Delivery Receipts
Two methods of delivery receipt storage and retrieval are supported by the U.S. Postal Service under the signature capture process. Exhibit 619.125 provides site-specific information on electronic and manual record management sites.
Attachment 3
619.125 Postal Operations Manual
312 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
a. Electronic Record Management (ERM). Delivery receipts for offices in the ERM program will be stored electronically in the Product Tracking System (PTS) database. All signature mail will have barcoded and/or numbered labels, which will be scanned at the time of delivery or attempted delivery using handheld scanners. Recipient information (including signature, printed name, and address) will be captured on PS Form 3849, Delivery Notice/Reminder/Receipt, and optically scanned and stored in PTS along with the delivery event data. Delivery record information will be available for retrieval via the Postal Service Intranet or, for records filed manually or for offices that do not have access to the Intranet, by using PS Form 3811-A, Request for Delivery Information/Return Receipt After Mailing, according to retention periods as stated in ASM 351.
b. Manual Record Management (MRM). Delivery receipts for offices in the MRM program are filed and retrieved according to existing local office procedures. All delivery records for items delivered prior to the advent of the electronic management program will be manually stored according to local office procedures and stated retention periods.
These records will be available for retrieval when a request is made using PS Form 3811-A.
Exhibit 619.125
Listing of Electronic Record Management (ERM) and Manual Record Management (MRM) Sites
Domestic Status
Continental United States, Hawaii, Alaska ERM
Territories and Possessions Status
American Samoa
Manua Island
Swain’s Island
Tutuila Island
MRM
MRM
MRM
Baker Island MRM
Guam MRM
Howland Island MRM
Jarvis Island MRM
Johnston Atoll
East Island
Johnston Island
North Island
Sand Island
MRM
MRM
MRM
MRM
Kingman Reef MRM
Midway Atoll
Eastern Island
Sand Island
Spit Island
MRM
MRM
MRM
Navassa Island MRM
Northern Mariana Islands, Commonwealth of the
Rota Island
Saipan Island
Tinian Island
MRM
MRM
MRM
Palmyra Atoll MRM
Puerto Rico, Commonwealth of ERM
Attachment 3
Delivery Services 619.221
POM Issue 9, July 2002 313
Updated With Revisions Through April 30, 2022
619.2 Use
619.21 Forms
619.211 PS Form 3849, Delivery Notice/Reminder/Receipt
The required form for the mail claim check system is PS Form 3849, which has the following five uses:
a. Delivery receipt for Registered Mail, numbered Insured Mail, Certified Mail, or other signature Mail.
b. Notification form for mail that cannot be delivered immediately. c. Second notice or reminder for an unclaimed article.
d. Claim check for retrieving mail at Post Offices.
e. Offices using manual record management must make a record for accountable mail articles (Registered Mail, numbered Insured Mail, Certified Mail, COD, and Priority Mail Express) returned to sender. 619.212 Privately Printed Forms
Mailers may not print PS Form 3849 unless authorized by the manager, Information Systems, Expedited/Package Services, Headquarters. 619.22 Delivery
619.221 Receipt for Registered, Numbered Insured, Certified, and Other Signature Mail
PS Form 3849 must be used as a receipt for Registered Mail, numbered Insured Mail, Certified Mail, and other signature Mail when delivery is made.
The carrier completes the form, has the recipient sign it under established procedures, ensures the delivery address is recorded, and returns the form U.S. Virgin Islands
St. Croix Island
St. John Island
St. Thomas Island
ERM
ERM
ERM
Wake Atoll
Peale Island
Wake Island
Wilkes Island
MRM
MRM
MRM
Freely Associated States Status
Marshall Islands, Republic of the
Ebeye Island
Majuro Island
MRM
MRM
Palau, Republic of
Koror Island MRM
Micronesia, Federated States of
Chuuk [Truk] Island
Kosrae Island
Pohnpei Island
Yap Island
MRM
MRM
MRM
MRM
Military Status
APO/FPO MRM
Territories and Possessions Status
Attachment 3
619.222 Postal Operations Manual
314 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
to the delivery unit. Each customer signature (including printed name) must be collected on PS Form 3849.
619.222 Notification of Mail That Cannot Be Delivered
Delivery employees must use PS Form 3849 to notify customers of the arrival of mail that cannot be delivered. Carriers must check the name and address on the article for accuracy and legibility, since it is stored according to this information. The carrier must then return the item to the delivery unit for processing and storage.
619.223 Reminder or Notice of Second Attempted Delivery PS Form 3849 is delivered to the addressee as a second notice or reminder when required either for unclaimed articles or when second delivery attempts are unsuccessful. The recipient uses the form to retrieve the article. 619.224 Notice of Arrival of COD Mail
PS Form 3849 may be used as a notice of arrival and as a record of delivery for ordinary COD Mail.
619.23 Claiming Mail
619.231 Customer Action
Customers claim their mail by presenting PS Form 3849 to the retail clerk at the location shown on the form. To claim Registered Mail, numbered Insured Mail, Certified Mail, or other signature Mail, a customer who is not known to the retail clerk must provide an acceptable primary form of identification (see 131.3) and must sign PS Form 3849.
619.232 Without Claim Check
A customer may obtain an article without a claim check; however, if the article is Registered Mail, numbered Insured Mail, Certified Mail, or other signature Mail, the customer must identify himself or herself and sign PS Form 3849.
619.233 Postal Service Action
After verifying that the delivery receipt is properly completed and all other delivery procedures followed, the clerk delivers the article and signs and dates the delivery receipt in the “Delivered by” and “Date” blocks. 619.24 Disposition of Forms 3849
Maintain PS Forms 3849 as follows:
a. Electronic Record Management (ERM) sites: Delivery receipts must be sent to the appropriate Computerized Forwarding System (CFS) unit, where they will be optically scanned into the database for future retrieval.
b. Manual Record Management (MRM) sites: Delivery receipts will be maintained at the office of delivery. Delivery receipts must be kept separate from notices of arrival of ordinary COD and nonaccountable mail. Delivery receipts for registered COD Mail must be kept for disposition under established procedures.
c. Keep claim checks overnight, including those for ordinary COD Mail that are not required as delivery receipts, and then recycle them according to established procedures.
Attachment 3
Delivery Services 619.3
POM Issue 9, July 2002 315
Updated With Revisions Through April 30, 2022
619.25 Storage of Mail Awaiting Customer Pickup
619.251 Procedure
At the delivery unit, either write or stamp near the customer’s address: the date of the initial attempt, the date of second notice, and the date of return; endorse with initials of the Notice Left employee; and place in storage bins or on shelves, according to 619.251a through 619.251c. If more than one item has the same number used in a numerical storage system, alphabetize the items within the separation. Use one of the following filing systems:
a. Alphabetical by last name or alphabetical by last name and date of attempt.
b. Last number of the delivery address.
c. Last two numbers of the delivery address.
d. By Post Office box number.
619.252 Parcels and Accountable Mail
Store mail in appropriate storage bins or shelves as follows in the designated areas by category (areas may be combined):
a. Certified Mail: in the designated area with separations for letters and flats.
b. COD: in the designated area.
c. Customs: in the designated area.
d. Priority Mail Express: in the designated area.
e. Hold For Pickup: in the designated area.
f. Postage Due: in the designated area with separations for letters, flats, and parcels, if necessary.
g. Registered Mail: under control of the responsible employee at all times in a secure area, as per DM 901-3-3.3.2.
h. Post Office Box: in the designated area.
i. Parcels: in the designated area. All types of parcels not listed above intermingled in a designated Parcel Post area.
619.3 Overprinting
Each PS Form 3849 requires information such as Post Office, station, or branch; address; business hours; and telephone number. When economically feasible, this information can be overprinted at the same time the basic form is printed. Overprinting is generally limited to large quantities.
Overprinting of forms is coordinated by a purchasing specialist at your area purchasing and materials service center. Offices not ordering overprinted stock must use a hand stamp to note office information on each PS Form 3849.
Attachment 3
62 Postal Operations Manual
316 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
62 Delivery Schedules and Trip Frequencies
621 Schedules
621.1 Priority Mail Express, First-Class Mail, and Priority Mail Deliver on the first trip all Priority Mail Express, First-Class Mail, and Priority Mail received at the central distribution facility prior to the established cutoff time.
621.2 Periodicals
Deliver Periodicals on the first scheduled delivery trip following receipt at the delivery unit, provided that such delivery does not delay First-Class Mail. 621.3 USPS Marketing Mail
Deliver USPS Marketing Mail not later than second delivery day after day of receipt. (Day of receipt begins at midnight unless the area manager approves a different time.) Deliver mail received on Saturday no later than Tuesday.
Deliver circulars received on a day preceding a holiday no later than the second delivery day following the holiday.
621.4 Package Services
Where possible, schedule delivery of Package Services Mail parcels so as to maintain published service standards for these classes of mail. 622 Trip Frequencies
Frequency changes must be approved by the area manager. 623 Withdrawal of Delivery Service
623.1 Suitable Receptacles
Consider withdrawing service if a customer does not provide a suitable mail receptacle after being so notified by PS Form 1507, Request to Provide Mail Receptacle (city delivery routes); by PS Form 4056, Your Mailbox Needs Attention (rural and highway contract routes); by letter or verbally.
The Postal Service may withdraw service to a delivery point if a customer does not provide a suitable mail receptacle in the postal-approved location for the delivery of mail after being so notified by local officials by PS Form 1507, Request to Provide Mail Receptacle (city delivery routes); by PS Form 4056, Your Mailbox Needs Attention (rural and highway contract routes); or by written communication.
623.2 Blocked Mail Receptacles
623.21 General
The customer is responsible for keeping the approach to the mailbox clear to facilitate delivery (see 632.14). If the carrier continually experiences a problem in serving curbline boxes and where the customer is able to control access or on-street parking in front of his or her mailbox but does not take Attachment 3
Delivery Services 631.1
POM Issue 9, July 2002 317
Updated With Revisions Through April 30, 2022
prompt corrective action after being properly notified, the postmaster may, with the approval of the district manager, withdraw delivery service. 623.22 Delivery to Mailbox Inside of a Screen or Storm Door These mailboxes must meet the following requirements:
a. When the box is inside a screen or storm door, the door must be left unlocked; otherwise, the box should be located outside the door or a slot should be provided in the outer door.
b. When porches are screened in or enclosed by other material, and are used as living or sleeping quarters, the screen or storm door is considered the entrance door to the house. In these cases, notify the customers that they must place their mail receptacle outside the door or provide a slot in the door.
623.3 Safety or Security
Delivery service may be suspended when there is an immediate threat (including, but not limited to, threats due to loose animals) to the delivery employee, mail security, or postal property. Suspension of service should be limited to an area necessary to avoid the immediate threat. Postmasters should request corrective action from responsible parties and restore normal service as soon as appropriate.
623.4 Travel Obstructions
Persons responsible for road maintenance must be notified of road conditions obstructing the delivery of mail. If repairs are not made promptly, service may be withdrawn with the approval of the district manager. Resume service as soon as the road conditions are improved.
623.5 Vacant Delivery Points
The Postal Service may withdraw delivery service to vacant delivery points. A vacant delivery point is a delivery point where responsible personnel are aware the delivery point has been unoccupied for a period longer than ninety (90) consecutive days.
63 Modes of Delivery, Mail Receptacles, and Keys
631 Modes of Delivery
631.1 General
The Postal Service-approved modes of delivery available for all existing delivery points, including newly established and extensions of delivery points, are in 631.24. Centralized delivery is the preferred mode of delivery for all new residential and commercial developments. Curbside, sidewalk delivery, and door modes are generally not available for new delivery points, with very rare exceptions, as determined by the Postal Service in its sole discretion, on a case-by-case basis. The characteristics of the area to be served and the methods deemed necessary to provide adequate service by the Postal Service are described in greater detail throughout this section.
Attachment 3
631.2 Postal Operations Manual
318 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
631.2 Centralized Delivery (Preferred Mode)
Centralized delivery service is the preferred mode of delivery and may be provided to call windows, horizontal locked mail receptacles, cluster box units (CBUs), wall-mounted receptacles, or mechanical conveyors (mechanical conveyors are only for high-rise and multiple-tenant buildings, and only if certain conditions are met; consult your postmaster for details). a. Delivery requirements: CBUs and USPS STD 4C (wall-mounted) equipment may be approved for use at one or more centralized delivery points in a residential housing community or business location.
The local postal manager or District designees must approve the mailbox sites and type of equipment. Boxes must be safely located so that customers are not required to travel an unreasonable distance to obtain their mail and to provide sufficient access to mailbox locations.
Normally, it is appropriate for the receptacle to be within one block of the residence.
b. Centralized delivery addresses: Centralized delivery mail receptacles (including USPS STD 4C equipment and CBUs, delivery centers, and postal centers) must be identified by the same addresses as the dwellings for which they serve as mail receptacles. The respective, conforming addresses should be displayed inside the boxes and visible only to the carrier and customer when accessing that receptacle. USPS does not assign addresses; however, the sequential ordering of any centralized delivery equipment is subject to USPS approval for operational efficiency and to accommodate special circumstances or requests for hardship delivery. For security or privacy, mailer associations or customer groups may use another alphanumeric identification system on the outside of receptacles that is not part of, or used in, the mailing address.
631.21 Curbside Delivery
Delivery may only be provided to boxes at the curb with prior approval from the Postal Service, and so long as they can be efficiently, safely, and conveniently served by the carrier from the carrier’s vehicle, and so that customers have reasonable and safe access. Mail receptacles must be grouped two to a property line, where possible.
631.22 Sidewalk Delivery
Sidewalk delivery may be provided to boxes located near the public sidewalk, only with prior approval from the Postal Service. Options and requirements for sidewalk delivery, as directed by the Postal Service, are as follows:
a. If the sidewalk abuts the curb or if other unusual conditions exist (e.g., excessive street parking) that make it difficult or impractical to install or serve boxes at the curbline, customers in these situations may be permitted to install all their boxes at the edge of the public sidewalk nearest the residence, where they can all be served by a carrier from the sidewalk.
b. If the average lot frontage is 50 feet or less, the boxes must be located so that the carrier can serve them from the sidewalk. The boxes are not required to be grouped together.
Attachment 3
Delivery Services 631.244
POM Issue 9, July 2002 319
Updated With Revisions Through April 30, 2022
c. If the average lot frontage is over 50 feet and does not exceed 75 feet, the boxes must be installed in groups of at least two.
d. If the average lot frontage exceeds 75 feet, CBUs must be installed. 631.23 Door Delivery
Door delivery may be provided to boxes located at or near the door of a business or residential delivery point, or through a door slot, only with prior approval from the District Manager, and only if the box or mail slot can be efficiently, safely, and conveniently served by the carrier.
Door delivery will not be available for new delivery points, except in very unusual circumstances as determined by the Postal Service in its sole discretion.
631.24 Newly Established or Extended Delivery Points
631.241 General
Newly established or extended business or residential customers must request and receive approval of the delivery location and mode of delivery from the local Postmaster or District designees. These deliveries will not receive mail delivery service until the mail receptacles are installed and the units and locations are approved by local postal management. Options and requirements for modes of delivery are directed by the Postal Service. 631.242 Newly Established or Extended Centralized Delivery Points (Preferred Mode)
Centralized delivery is the preferred mode for new or extended business or residential delivery points, with very rare exceptions, as determined by the Postal Service in its sole discretion, on a case-by-case basis (see 631.1). The mail receptacle and location of the delivery point(s) are approved by local postal officials in advance of the occupancy of the residence, business, or other site associated with the delivery point.
631.243 Newly Established or Extended Sidewalk or Curbside Delivery Points Sidewalk or curbside delivery is permitted for new or extended business or residential delivery points, only with prior approval from the Postal Service.
The mail receptacle and location of the delivery points are approved by the local District Manager in advance of the occupancy of the residence, business, or other site associated with the delivery points. 631.244 Newly Established or Extended Door Delivery Points Door delivery will not be available for new delivery points, except in unusual circumstances as determined by the Postal Service in its sole discretion.
Approval for newly established or extended business or residential door delivery points must come from the Area Vice President or designee. The Area Vice President must report the number of granted requests for newly established or extended business or residential door delivery points to Headquarters Delivery or its designee quarterly.
Attachment 3
631.3 Postal Operations Manual
320 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
631.3 Business Areas
The type and design of buildings govern the mode of delivery to be implemented; the location of USPS-approved delivery equipment is subject to Postal Service approval. Centralized delivery is the preferred mode of delivery for new delivery points, with very rare exceptions, as determined by the Postal Service in its sole discretion, on a case-by-case basis. Modes of delivery are described below:
a. Centralized Delivery. Centralized delivery service is for all business office buildings, office complexes, and industrial/professional parks.
This may include call windows, horizontal locked mail receptacles, cluster box units (CBUs), wall-mounted receptacles, or mechanical conveyors (mechanical conveyors are only for high-rise and multipletenant buildings, and only if certain conditions are met; consult your postmaster for details).
b. Single Point Delivery. Where an exception to 631.1 has been granted by the District Manager or District designee, and subject to Area approval, single-point delivery (door, curbside, or sidewalk) may be provided for single points, receptacles, or door slots provided by business management.
(1) If there is an elevator and if the offices are open to receive mail on all normal service days, or if door slots are provided, delivery may be authorized to all floors of office buildings.
(2) If there is no elevator, delivery is provided to the first floor, either to a centralized location as prescribed in 631.2a, or, where exceptions have been granted, to single points located on the first floor and to the second floor if it is occupied primarily by business offices and when such service is requested.
631.4 Residential Housing (Except Apartment Houses and
Transient Mobile or Trailer Homes)
The available options for residential areas, aside from apartment houses, transient mobile or trailer homes, colleges and universities, and other sites are covered under part 615. Delivery mode options are constrained by USPS policies and procedures, in light of the characteristics of the area to be served and the methods needed to provide adequate service. Centralized delivery is the preferred mode for new delivery points. Curbside, sidewalk delivery, and door modes are generally not available for new delivery points, with very rare exceptions, as determined by the Postal Service, in its sole discretion, on a case-by-case basis (see 631.1).
631.5 Exceptions
631.51 Extension of Service Within an Existing Block
New deliveries built or established within a block of existing deliveries can only receive the same type of service as the older deliveries, subject to Postmaster approval and after consideration of Postal Service operational efficiencies. When new development replaces more than one block, delivery methods must comply with mode of delivery options for establishment and extension of delivery service.
Attachment 3
Delivery Services 631.541
POM Issue 9, July 2002 321
Updated With Revisions Through April 30, 2022
631.52 Hardship Cases
Procedures and guidelines for changes in delivery in hardship cases are as follows:
a. Changes in the mode of delivery authorized for a delivery point are considered where service by existing methods would impose an extreme physical hardship on an individual customer. Any request for a change in delivery mode must be submitted in writing.
b. Approval of these requests should be based on humanitarian and not economic criteria; however, rural delivery customers requesting a hardship extension must also meet current criteria for extension of rural delivery service (see 653). Each request for a change in delivery service should be evaluated based on the customer’s needs; a request should not be denied solely because of increased operational costs or because a family member or other party may be available to receive mail for the customer.
c. If the local postmaster denies a request, the request must be sent to the district for review. The final decision is made by the district manager.
d. If a customer no longer requires a variation in the type of delivery service, mail service must be restored to the mode of delivery in effect in the area.
e. Hardship requests must be renewed annually by the customer and approved by the Postmaster.
631.53 Local Ordinances
If a customer chooses not to erect a curbside box because of a local, city, county, or state ordinance prohibiting the installation of mailboxes at the curb, the delivery options in establishments and extensions are as follows:
a. Centralized Delivery Service. See 631.2.
b. Post Office Box or General Delivery Service. Post Office Box or general delivery service may be provided at the nearest postal facility where carrier delivery emanates, or where may be otherwise available to a customer.
631.54 Apartment Houses
631.541 General
Delivery of mail to individual boxes in a residential building containing apartments or units occupied by different addressees is contingent upon USPS concluding the following requirements are met:
a. The building contains three or more units (above, below, or behind — not side by side) with:
(1) A common building entrance such as a door, a passageway, or stairs; and
(2) A common street address (some part of the address is shared) approved by local or municipal authorities.
b. The installation and maintenance of mail receptacles are approved by the Postal Service.
Attachment 3
631.542 Postal Operations Manual
322 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
c. Each apartment is provided one box, including that of any resident manager or janitor, unless the management has arranged for mail to be delivered at the office or desk for distribution by its employees. d. The grouping of the boxes for the building is at a single point readily accessible to the carrier.
Note: The tenant’s correct mailing address is the address of the entrance at which the mail receptacles are located, and should include the apartment number or designated mailbox number. 631.542 Exceptions
Delivery of mail to individual boxes in multiple residential buildings containing apartments or units occupied by different addressees is contingent upon USPS concluding the following requirements are met:
a. If more than one such building in an apartment house complex has the same approved common street number, delivery of mail to individual boxes is contingent on the grouping of all the boxes for the common street number at a single point readily accessible by the carrier even though some boxes may serve residents in more than one building. b. If such a building has more than one entrance, delivery of mail to receptacles grouped at more than one entrance is contingent on each entrance to which delivery is made serving three or more apartments or flats and the assignment, by local or municipal authorities, of a different street number to each such entrance.
c. When new apartments are being erected or existing ones remodeled, postmasters will inform builders and owners of these regulations’ requirements and will provide appropriate advice and inspection to ensure that safe and durable receptacles are properly located and installed in conformance with regulations. Postal Service–approved parcel lockers may be used with approved mail receptacles. 631.55 Mobile or Trailer Homes
631.551 Options
The delivery options for mobile or trailer home developments depend on Postal Service determination of whether the development is permanent or transient.
631.552 Permanent Developments
Permanent developments consist of managed mobile home parks or residential mobile home subdivisions where the lots are permanently assigned, the streets are maintained for public use, and the conditions resemble those of a residential subdivision. For permanent developments, the delivery options are either central, curbside, or sidewalk delivery, as directed by the Postal Service, see 631.
a. Central Delivery
(1) Delivery service may be provided to a single point or receptacle designated by local management for the receipt of mail and distribution by its employees.
Attachment 3
Delivery Services 631.61
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(2) Delivery service may be provided to one or more central points for the direct receipt of mail by postal customers within the area.
The requirements for such central delivery are as follows:
(a) Local Postal Service managers must approve the mailbox sites and equipment.
(b) Customers must not be required to travel an unreasonable distance to obtain their mail, and reasonable access must be provided to the equipment location.
b. Curbside Delivery.
Delivery service may only be provided to boxes at the curb, as directed by the Postal Service, so that they can be served efficiently, safely, and conveniently from the carrier’s vehicle and give customers reasonable and safe access. Mail receptacles may be grouped two to a property line where possible.
c. Sidewalk Delivery
(1) If the sidewalk abuts the curb or other unusual conditions exist (e.g., excessive street parking) that make it difficult or impractical to install or serve boxes at the curbline, customers with these situations may install boxes at the edge of the sidewalk nearest the residence where they can all be served by the carrier from the sidewalk.
(2) In such conditions, if the average lot frontage is 75 feet or less, the sidewalk boxes are not required to be grouped together; if the average lot frontage exceeds 75 feet, the sidewalk boxes must be installed in groups of at least two.
(3) If the average lot frontage is 50 feet or less, customers may be permitted to locate all their mailboxes at the edge of the sidewalk nearest the residence rather than at the curb, regardless of whether the sidewalk abuts the curb or other unusual conditions exist. All the boxes must be located so the carrier can serve them from the sidewalk.
631.553 Transient Developments
Transient developments are mobile home, trailer, and recreational vehicle parks where the lots are temporarily occupied or rented and considered transient, short-term, or seasonal, even though some families may live in them for extended periods. For these developments, the only option is delivery to a single point or receptacle designated by park management and approved by local Postal Service managers for the receipt of all mail and subsequent distribution or mail forwarding by employees of the park. This method is also available for permanent developments.
631.6 Colleges and Universities
631.61 Administration Buildings
Mail is delivered to principal administration buildings. Mail undeliverable as addressed or not addressed to a specific building is delivered to the main administration building office for further handling. At larger universities, mail is delivered to the different departments, colleges, faculty buildings, or Attachment 3
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principal campus structures, such as the Chemistry Building, Engineering Building, and so forth, provided that mail is addressed accordingly and volume warrants such delivery. Delivery is not to be made to individual offices within buildings.
631.62 Dormitories or Residence Halls
Mail is delivered to dormitory buildings and residence halls when addressed to a specific building. Mail is delivered in bulk to a designated representative of the school or property, who then becomes responsible for further distribution to students and residents. Postal Service personnel do not distribute mail into apartment-type mailboxes for dormitories or residence halls.
A dormitory building or residence hall often consists of single or multi-room units that may share or have access to centrally located kitchens, bathrooms, showers, or social or common areas. Whether located on or off campus, and regardless of private ownership, such buildings are nevertheless dormitory buildings or residence halls and the building owner or operator is responsible for the final delivery of student mail.
Where no affiliation with the school is established, the Postal Service determines the proper mode of delivery to be established based upon the totality of the circumstances, and may require that designees from the property be identified to accept mail for each location prior to initiating delivery. In making such a determination based upon the totality of the circumstances, the Postal Service weighs the following, among other considerations:
a. The nature of the leases offered by the property (e.g., whether the leases’ starting month corresponds to academic semesters or other school-related schedules and whether the lease term is for a period of less than one year).
b. Whether the leases are generally for a bedroom within a multi-bedroom unit or for the entire unit and the scope of the lessee’s liability in case of default.
c. The Postal Service’s treatment of similarly situated properties. d. The property’s proximity to the school.
e. External information furnished by the school and/or by local government, including any pertinent zoning classification. f. Whether the property is primarily marketed to students. g. The residency turnover rate.
h. Amenities catering to student populations.
i. Any other relevant factor.
631.63 Married Student Housing
Apartments and housing units for married students are often complete quarters consisting of a living room, kitchen or dinette, bedroom (s), and bath. Whether located on or off campus, and regardless of ownership, the apartment mail receptacle requirements in 631.54 apply.
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631.64 Fraternity and Sorority Buildings
Deliver mail in bulk to a common mailbox or to a representative of the organization if addressed to a specific building.
631.65 Parcels
Deliver parcels in the same manner as other ordinary mail matter. 631.66 Forwarding of Mail
Forwarding mail for former students and for current students during the summer and vacation periods is the responsibility of the institution or building owner, except where delivery to respective apartment receptacles is being provided to married housing. Encourage school officials to include mail forwarding, proper mail addressing, and other related postal features in general instructions to students.
631.67 Noncity Delivery Offices
Where city delivery service is not established, students may obtain Post Office Box service, use general delivery, or the institution may arrange to pick up the mail in bulk and make its own distribution and delivery.
Attachment 3
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631.7 Conversion of Mode of Delivery
In this section, conversion refers to changing existing mail delivery to a more economical and efficient mode. The key to converting existing deliveries is identifying those deliveries that are most costly to the Postal Service.
Delivery managers can go into any delivery territory where delivery has been established for over 1 year and solicit to convert the mode of delivery if it would be cost beneficial to the Postal Service.
Postmasters may establish a mixed delivery area where in-growth or extensions of service within a block compel a change in modes of delivery for newly constructed or renovated delivery points. This policy applies to both residential and business delivery locations. When a residence is sold, the mode of delivery cannot be changed arbitrarily prior to the new resident moving in. The existing mode of delivery must be retained absent an agreement otherwise. If an owners’ association or property management company represents the property or the community, it may request a change in the mode of delivery on behalf of the community or property. In rental areas, such as apartment complexes and mobile home parks, the owner or manager may request a conversion on behalf of the apartment complex, mobile home park, or other rental property. Approval is at the sole discretion of the Postal Service. Delivery will begin only after the approval of a mail receptacle and its location by the local Postmaster.
Where there is no homeowners’ association or other property management company with authority to request a conversion on behalf of the owners, residents, or the community, customer signatures must be obtained prior to any conversion. In single-family housing areas (including manufactured housing and mobile homes) where the residences and lots are owned, each owner must agree to the conversion in writing. Owners who do not agree must be allowed to retain their current mode of delivery.
When a residence is sold, the mode of delivery cannot be changed arbitrarily prior to the new resident moving in. The existing mode of delivery must be retained absent an agreement otherwise. If an owners’ association represents the community, it can direct the mode of delivery for the community. In rental areas, such as apartment complexes and mobile home parks, the owner or manager can approve a conversion.
631.8 Correction of Improper Mode of Delivery
631.81 General
In the event an improper mode of delivery is established or extended by a postal carrier or manager, the service will be withdrawn with a thirty (30) day advance notice to the affected customer(s), provided that the error is detected and the customer is notified within one (1) year. If the error is not detected and the customer is not notified within one (1) year of the date delivery is established or extended, the improper service remains in place unless the customer consents to the delivery mode change or a delivery point with improper modes of delivery in a vacant delivery is first identified during the vacant period per section 623.5. When the new customer(s) in Attachment 3
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these vacant deliveries are identified by Postal Service management and informed (within the first 30 days of occupancy) that the current mode of delivery was established incorrectly and will need to be corrected.
For purposes of clarity, note that the one (1) year time period described above is not intended to apply to section 631.62, which prescribes the delivery methods appropriate to dormitory buildings or residence halls. For such properties, an improper mode of delivery may thus be withdrawn at any time upon a thirty (30) day advance notice to the property owner or manager and affected customer(s).
631.82 Refusal by Customer
If a customer refuses to accommodate the Postal Service’s delivery mode determination by refusing to provide an approved mail receptacle or permit the Postal Service to install its own, General Delivery service may be provided at the nearest postal facility where the carrier delivery emanates or where may be otherwise available to the customer.
631.9 Military Installations
631.91 Family Housing
Delivery to family housing on military installations is effected in accordance with 611, 64, 65, or 66, whichever is appropriate.
631.92 Other Services -Agreement With the Military
Other services are provided to military installations in accordance with Publication 38, Postal Agreement with the Department of Defense, signed on February 21, 1980, reprinted in pertinent part:
III. POLICY
A. The Military Postal Service is operated as an extension of the United States Postal Service® as authorized by 39 U.S.C. 406.
B. The Department of Defense and the Postal Service agree to attempt to furnish mail service to the military equal to that provided the civilian population in the United States.
C. The Department of Defense and the Postal Service affirm the importance of the national goal of energy conservation, and both parties resolve to minimize energy expenditure while conducting military postal operations.
IV. RESPONSIBILITIES
A. The Department of Defense agrees to:
1. Maintain and operate military Post Offices in support of Armed Forces operations and personnel at locations
outside the United States, or inside the United States where the military situation requires;
2. Ensure that each military Post Office that provides postal financial or accountable mail services or exchanges
incoming and outgoing mail directly with carriers is
supervised by at least one qualified, on-site military
member of the Armed Forces;
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3. Administer the military postal service in accordance with the law, with policies and regulations of the Postal Service, and with consistent implementing directives of the
Department of Defense;
4. Arrange with foreign governments to permit military Post Offices to be established and military postal operations to be conducted in foreign countries;
5. Furnish information required by the Postal Service to provide efficient postal services to authorized personnel and units;
6. Establish and operate mail control activities at principal locations used by the Postal Service to receive and
dispatch military mail and to provide information to
distribute and dispatch military mail and to provide
information for overseas and maneuver forces, ships, and other mobile units;
7. In time of war or national emergency, assist or supplement Postal Service operation of bulk mail centers, postal
concentration centers, and airport mail facilities;
8. Establish and operate mail control activities at military aerial ports to receive outgoing military mail from the Postal Service for dispatch via military air transport and to receive incoming military mail via military air transport for entry into civilian postal channels;
9. Conduct postal finance services at military Post Offices, to include selling stamps and stamped paper; issuing
domestic money orders; cashing money orders, when
feasible; and providing Certified Mail, Insured Mail, and Registered Mail services. Remittances to the Postal Service shall be in dollars in the amounts required by the schedule of rates, fees, and charges provided by postal regulations;
10. Make periodic audits and inspections of military Post Offices.
B. The United States Postal Service agrees to:
1. Provide postal services for the Armed Forces at locations inside the United States, including the establishment of civilian Post Offices on military installations and the usual postal finance, mail handling, and carrier delivery and collection consistent with United States postal laws and regulations, normal standards of the Postal Service, and changing military requirements;
2. Establish and operate postal concentration centers, as needed, for the concentration, sorting, and delivery or dispatch of military mail in accordance with requirements of the Department of Defense;
3. Process military mail in an expeditious manner while efficiently separating mail for the Armed Forces prior to delivery or dispatch;
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4. Furnish information to the Department of Defense to permit proper routing of military mail prior to its entry into civilian postal channels;
5. Authorize the establishment of military Post Offices as branches of designated civilian Post Offices;
6. Extend stamp credits from designated civilian Post Offices to postal finance offices and other custodians of postal effects;
7. Assist the Department of Defense by informing postmasters and the public of proper addressing practices, applicable restrictions, and other military mail matters of interest.
V. ADMINISTRATION
A. The Assistant Secretary of Defense (Manpower, Reserve Affairs and Logistics) shall serve as the point of contact with the United States Postal Service and shall implement and administer this agreement for the Department of Defense. The Assistant
Secretary of Defense (Manpower, Reserve Affairs and Logistics) may enter into supplemental agreements with the United States Postal Service as may be necessary to carry out the purposes of this agreement.
B. The Senior Assistant Postmaster General, Operations Group, shall serve as point of contact with the Department of Defense and shall implement and administer this agreement for the United States Postal Service. The Senior Assistant Postmaster General, Operations Group, may enter into supplemental agreements with the Department of Defense as may be necessary to carry out the purposes of this agreement.
VI. REVIEW AND AMENDMENT
A. This agreement may be amended at any time by mutual
agreement. It shall be renewed every five years by the
Department of Defense and the Postal Service.
SUPPLEMENTAL POSTAL AGREEMENT: ADMINISTRATIVE DETAILS
I. TRANSPORTATION
A. The Department of Defense agrees to arrange for military mail transportation from overseas postal facilities to commercial or military terminals in the United States and between military postal activities within overseas areas.
B. The Postal Service agrees to:
1. Arrange for military mail transportation to overseas postal facilities from commercial terminals in the United States and make transportation arrangements when the postal
services of another country are required. However, this does not preclude military departments from making direct arrangements for the transportation of military mail to or between designated overseas points on a short-term basis when operational requirements dictate.
Attachment 3
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2. Provide inbound and outbound mail transportation between the postal concentration centers and military or commercial air or surface carriers.
3. Transport mail between civilian Post Offices on military installations and the receiving or dispatching Postal Service facility.
II. PERSONNEL
A. The Department of Defense agrees to:
1. Appoint mail clerks and issue them uniform identification cards.
2. Assign only qualified personnel to duties in military Post Offices, mailrooms, mail control activities, and other postal facilities. No persons convicted of a crime involving theft or moral turpitude or disciplined for any action reflecting unfavorably upon their integrity shall be assigned to postal duties. Those having a history of psychiatric disorder, alcoholism, or drug abuse may be so assigned if medical evidence of current good health, sufficient to meet
published Postal Service standards, is available. This does not preclude the Department of Defense from establishing requirements that are more stringent than the published Postal Service standards.
III. EQUIPMENT
A. The Postal Service agrees to:
1. Provide equipment and furniture necessary for the
operation of civilian Post Offices located on military
installations.
2. Furnish equipment and supplies for use in military Post Offices. Equipment shall be new or serviceable and shall be issued in accordance with mutually determined issuance
standards. Supplies and accountable equipment shall be
furnished without charge. Nonaccountable equipment shall be furnished on a reimbursable basis beginning in FY 82.
3. Repair equipment for which it has a unique capability.
B. The Department of Defense agrees to transport such equipment between the continental United States and the overseas
destination.
IV. DELIVERY
A. The Department of Defense agrees to:
1. Decline to accept collect on delivery mail for delivery at military Post Offices.
2. Deliver mail to personnel in a temporary duty status, in training, and where delivery requirements exceed Postal Service standards.
3. Deliver accountable mail, delivery of which is restricted by the sender, through mail clerks, only upon the written
authorization of the addressee when it is impracticable for Attachment 3
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the addressee to accept delivery in person at the civilian Post Office.
B. The Postal Service agrees to:
1. Neither accept nor forward to military Post Offices any collect on delivery mail.
2. Provide delivery service on military installation in the United States commensurate with the delivery service that would be provided for civilian communities of comparable
characteristics. Postal Service criteria shall be used in considering extensions of mail service. Mail to principal administrative buildings or commands shall be delivered in bulk. The Postal Service agrees to also provide the mail in bulk to personnel and basic units in a transient or
temporary duty status of 180 days or less. Where criteria will not allow free delivery service to be established or extended, the Postal Service agrees to provide the mail for individuals in bulk to basic units. However, in locations with adjacent civilian communities having delivery service, the Postal Service agrees to submit proposals to the
Department of Defense to furnish service to groups of
receptacles consistent with mutually agreed criteria and funding.
3. Deliver accountable mail addressed to military personnel, at military installations served by civilian Post Offices, to the addressees or mail clerks upon proper receipt.
V. CLAIMS
A. The Department of Defense agrees to:
1. Assume financial liability, under military claims procedures, for loss, damage, theft, wrong delivery, or rifling of
accountable mail after receipt from or prior to delivery to a civilian or military Post Office by a mail clerk employed by the Department of Defense.
2. Reimburse the Postal Service for claims submitted by the Postal Service for the value of postal effects embezzled or lost through negligence, errors, or defalcations while in the possession of military Post Office personnel. Reimburse the Postal Service for claims paid by the Postal Service for losses of accountable mail through negligence, errors, or defalcations while in the possession of military Post Office personnel.
a. To be reimbursable, claims must be submitted within
one year from discovery of the loss by the Postal
Service.
b. In all just and expedient cases, the military
departments may request the Postal Service to take
action under 39 U.S.C. 2601(a)(3) to adjust, pay or
credit the account of a Military Post Office, Postal
Finance Officer, Military Postal Clerk, Financial Postal Attachment 3
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Clerk, Custodian of Postal Effects, or persons acting
in those capacities for any loss of Postal Service
funds, papers, postage, or other stamped stock or
accountable paper, under the same standards as
such credit is granted to Postal Service employees.
B. The Postal Service agrees to relieve custodians of postal effects of responsibility for the amount of the invoice of any shipment of stamps or stamped paper lost in transit as a result of casualty.
VI. LOGISTICAL AND ADMINISTRATIVE SUPPORT
A. The Department of Defense agrees to:
1. Furnish adequate facilities for civilian Post Offices located at military installations solely in support of the installation’s mission. Utilities and local telephone service shall be furnished on a reimbursable basis beginning FY 82.
2. Offer billeting and meals to civilian Post Office employees who work at military installations on the same basis as those offered to Department of Defense civilian employees.
3. Issue invitational travel orders for Postal Service
representatives who, at the request of the Department of Defense, are assigned to perform inspections,
investigations, or audits of overseas military postal
operations.
B. The Postal Service agrees to:
1. Reserve the right to discontinue civilian Post Offices on military installations where existing conditions endanger the health, safety, or welfare of its employees.
2. Furnish office space for related military mail terminals, fleet Post Offices, or liaison units at postal concentration
centers.
VII. AUDITS AND INSPECTIONS
A. The Department of Defense agrees to:
1. Assist Postal Service representatives in surveying,
inspecting, and auditing military postal operations.
2. Conduct surveys, inspections, investigations, and audits of Department of Defense postal facilities and operation as needed to verify that accountable postal effects are on hand and properly protected, that all revenue due the
Postal Service is being collected and properly accounted for, and that the service rendered is efficient and in
accordance with Postal Service and Department of Defense regulations.
B. The Postal Service agrees to assign Postal Inspectors or other representatives of the Postal Service, as practicable, to conduct surveys, inspections, investigations, and audits of military postal operations to assure that efficient postal service is maintained.
VIII. MAIL SORTATION
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A. Except in time of war or other emergency as determined by the Secretary of Defense, the Postal Service agrees to:
1. Sort mail for overseas forces in fixed base units to the 5-digit Army Post Office/Fleet Post Office ZIP Code
separation. Mail for ships and other mobile units shall be sorted to the mobile unit by ZIP Code or name when
warranted. Mail for maneuver forces, air groups, submarine groups, units in transit or temporary duty status for
180 days or less, and other similar units shall be separated in accordance with the needs of the Department of
Defense. The Department of Defense agrees to develop
mail routings for all of the above mail and provide the routing instructions to the postal concentration centers of the Postal Service.
2. Sort mail for the forces at installations in the United States where delivery receptacles are not provided to basic
military units or numbered boxes in groups of
approximately 200, so far as practicable and mutually
agreeable to the Postmaster and military authorities
concerned.
B. In time of war or other emergency as determined by the Secretary of Defense, the Postal Service agrees to:
1. Allow the Department of Defense to control ZIP Code
assignment to all military units.
2. Specify jointly with the Department of Defense the sorting of mail for overseas forces and forces at installations in the United States.
C. Postal Service criteria shall be used to assign ZIP Codes to military installations in the United States.
D. The Department of Defense and the Postal Service agree to cooperate in the assignment and use of overseas ZIP Codes.
1. Normally each military installation shall have one 5-digit ZIP Code, although special circumstances may be considered
in assigning additional ZIP Codes. Additional ZIP Codes shall only be assigned if all resulting separations receive at least 1,000 pieces of mail per day. The implementing
procedures for 9-digit ZIP Codes shall be jointly developed.
2. The Department of Defense agrees to make every
reasonable effort to see that its components have the
correct ZIP Code in their address and return address. The Postal Service agrees to make every reasonable effort to see that the correct ZIP Code is in the address and return address of mail for military units and personnel originated by other government agencies and the civilian sector. Since the ZIP Code furnishes the Postal Service with its sole method of forwarding Army Post Office and Fleet Post
Office mail, the Postal Service agrees to return to sender at the Post Office of origin all mail for Army Post Office or Attachment 3
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Fleet Post Office addresses that does not have an
authorized Army Post Office/Fleet Post Office ZIP Code.
IX. MAIL FORWARDING
A. Where the Department of Defense delivers the mail it agrees to provide directory service for undeliverable-as-addressed military mail and endorse each piece to show a forwarding address or reason for nondelivery.
B. Where the Postal Service delivers the mail it agrees to maintain change of address forms and endorse forwardable mail that is undeliverable as addressed.
X. SAM/PAL LAW
A. This paragraph provides for the joint development of regulations as required by 39 U.S.C. 3401 (f)(1976) by the Postal Service and the Department of Defense concerning administration of the “SAM/PAL Law.” Each party agrees to designate one or more organizational counterparts to serve on a committee to discuss conditions and regulations under which the SAM/PAL law will be jointly administered.
1. For the Postal Service, the designees are: The Assistant Postmasters General, Mail Processing Department, and
Rates and Classification Department, or their designees; and the Chief Postal Inspector or his designee.
2. For the Department of Defense, the designee is: The
Deputy Assistant Secretary of Defense (Supply,
Maintenance and Transportation) or his designee.
B. Neither party shall take any unilateral action with respect to implementing policies, conditions, or regulations promulgated exclusively under the SAM/PAL law without prior consultation with the other party. Committee meetings may be held upon written request of either party. Following such consultation, a joint committee report may be prepared for transmission to the respective managements.
C. Nothing herein is intended to provide for the joint administration of any activity whose administration is not provided for by 39 U.S.C. 3401 (f)(1976).
D. This section supersedes the supplementary agreement dated September 30, 1976, concerning “Joint Administration of 39 U.S.C. 3401 (the SAM/PAL Law) by the United States Postal Service and the Department of Defense.”
631.93 Reference
See Publication 38-A, Guidelines for Providing Postal Services on Military Installations, for details on providing delivery, collection, and retail services.
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632 Mail Receptacles
632.1 Customer Obligation
632.11 Responsibilities
Appropriate mail receptacles must be provided for the receipt of mail. The type of mail receptacle depends on the mode of delivery in place. Purchase, installation, and maintenance of mail receptacles are the responsibility of the customer. Appropriate locations for installation should be verified with local Postmasters. Customer obligations are as follows:
a. In locations where door delivery has been authorized, customers must provide either house-mounted boxes that provide adequate protection and security for the mail and that are approved by the local Postmaster, or they must provide door slots (see 632.3). b. If curbline delivery is authorized, customers must erect curb-mounted receptacles that comply with USPS-STD-7c (see 632.5).
c. If sidewalk delivery is authorized, customers must erect sidewalkmounted receptacles that comply with USPS-STD-7c (see 632.5). d. If centralized delivery is authorized, customers must install mail receptacles that comply with USPS STD 4C Wallmounted Mail Receptacles or USPSB1118, Postal Service specification, Cluster Box Units (see 632.6).
Note: There is no local authority for the use of or approval of unauthorized centralized delivery equipment or centralized delivery systems. Contact Engineering or Delivery Post Office Operations at Headquarters for any necessary assistance.
632.12 Exception
The Postal Service may elect, under certain conditions, to purchase, install, and maintain curb-mounted mail receptacles or cluster box units. 632.13 Receptacles Not Required
Business complexes are not required to provide mail receptacles where door delivery was approved and authorized by the Postal Service and businesses are open to receive mail. If the offices are not open when the carrier arrives on normal service days, centralized mail receptacles must be provided. 632.14 Approach to Mailbox
The customer is responsible for keeping the approach to his or her mailbox clear to facilitate delivery. Where the approach to the mail receptacle located at the curb is temporarily blocked by a parked vehicle during normal delivery hours for the area, or snow or ice hampers the approach to the mailbox, the carrier normally dismounts to make delivery. If the carrier continually experiences a problem in serving curbline boxes and where the customer is able to control on-street parking in front of his or her mailbox but does not take prompt corrective action after being properly notified, the postmaster may, with the approval of the district manager, withdraw delivery service.
Attachment 3
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632.2 Keys to Customer’s Private Mail Receptacle
632.21 General
Carriers are prohibited from accepting keys for locks on private mail receptacles, buildings, or offices, except where an electromechanical door lock system or a key keeper box located within convenient reach of the door is used. Both devices must incorporate an Arrow lock to access the key or device needed to gain entry to the building. If customers place locks on their receptacles, the receptacles must have slots large enough to accommodate their normal daily mail volume so that delivery may be made by the carrier without using a key.
632.22 Locks and Keys
The Postal Service is responsible for providing every customer a compartment lock and three keys to his or her postal-owned Cluster Box Unit (CBU). No key deposits are required; advise customers that they may duplicate their keys at no expense to the Postal Service. Postal managers must take the following actions in issuing and controlling locks and keys for postal-owned CBUs:
a. Give all compartment keys to customers with a notice stating that the Postal Service keeps no duplicate keys and if they lose all the keys, the Postal Service will have to install a new lock at the customer's expense.
b. If customers lose their keys, arrange for the repairs and charge the customer accordingly.
c. Request that customers return all compartment keys to the Post Office when they move from their residence. When a customer moves, the Post Office should change the lock before reissuing the compartment.
The new customer is not charged for the first lock and keys even though the Postal Service replaced it.
d. When new centralized delivery equipment is installed, the keys may either be taped to the inside of the receptacle until the compartment is issued, or stored at the Post Office. A suggested method of storage is to use P-570 envelopes labeled with address, compartment number CBU location, and CBU identifying number.
Note: The builder or property owner is responsible for providing lock and key service for privately owned CBUs.
632.3 Door Slot Specifications
The clear rectangular opening in the outside slot plate must be at least 1-1/2 inches wide and 7 inches long. The slot must have a flap, hinged at the top if placed horizontally or hinged on the side away from the hinge side of the door if placed vertically. When an inside hood is used to provide greater privacy, the hooded part must not be below the bottom line of the slot in the outside plate if placed horizontally or beyond the side line of the slot in the outside plate nearest the hinge edge of the door if placed vertically. The hood at its greatest projection must not be less than 2-1/16 inches beyond the Attachment 3
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inside face of the door. Door slots must be placed no less than 30 inches above the finished floor line.
632.4 Receptacles Purchased by Postal Service
Cluster Box Units (CBUs) and Outdoor Parcel Lockers (OPLs) may be purchased by the Postal Service from approved manufacturers.
Specifications for construction of CBUs are covered in USPS-B-1118, Postal Service Specification, Cluster Box Units. Specifications for construction of OPLs are covered in USPS-B-1116, Postal Service Specification, Outdoor Parcel Lockers. Individuals or firms interested in the manufacture of these units should write to:
ENGINEERING
IP DELIVERY & RETAIL SYSTEMS
US POSTAL SERVICE
8403 LEE HWY
MERRIFIELD VA 22082-8150
632.5 Curbside Mailboxes
632.51 Specifications for Manufacturers
632.511 Policy
Manufacturers of all mailboxes designed and manufactured to be erected at the edge of a roadway or curbside of a street and to be served by a carrier from a vehicle on any city, rural, or highway contract route must obtain approval of their products according to USPS-STD-7, Postal Service Mailboxes, Curbside. A copy of USPS-STD-7 and a current listing of approved manufacturers and mailbox models may be obtained by writing to:
ENGINEERING
IP DELIVERY & RETAIL SYSTEMS
US POSTAL SERVICE
8403 LEE HWY
MERRIFIELD VA 22082-8150
632.512 Approved Manufacturers and Models
A current listing of approved manufacturers and models can be obtained from the office listed in section 632.511.
632.52 Installation and Use
632.521 Custom-built Curbside Mailboxes
Postmasters are authorized to approve curbside mailboxes constructed by individuals who, for aesthetic or other reasons, do not want to use an approved manufactured box. The custom-built box must conform generally to the same requirements specified in USPS-STD-7. Approval of such custom-built boxes will be done on a case-by-case basis. Such approval may be granted only for individual personal use, not for boxes produced as a commercial enterprise.
632.522 Identification
When box numbers are used on curbside mailboxes, the numbers must be inscribed in contrasting color in neat letters and numerals not less than 1 inch high on the side of the box visible to the carrier’s regular approach, or on the door if boxes are grouped. Where street names and house numbers Attachment 3
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are assigned by local authorities and the postmaster has authorized use of a street name and house number as a postal address, the house number must be shown on the box. If the box is on a different street from the customer’s residence, the street name and house number must be inscribed on the box.
Placement of the owner’s name on the box is optional. Advertising on boxes or supports is prohibited.
632.523 Posts and Supports
The Postal Service does not regulate mailbox supports in any way except for purposes of carrier safety and delivery efficiency. Posts and other supports for curbside mailboxes are owned and controlled by customers, who are responsible for ensuring that posts are neat and adequate in strength and size. Heavy metal posts, concrete posts, and miscellaneous items of farm equipment, such as milk cans filled with concrete, are examples of potentially dangerous supports. The ideal support is an assembly that bends or falls away when struck by a vehicle. Post or support designs may not represent effigies or caricatures that disparage or ridicule any person.
Customers may attach the box to a fixed or movable arm.
The Federal Highway Administration (FHWA) has determined that mailbox supports no larger than 4 inches by 4 inches, or a 2-inch diameter standard steel or aluminum pipe, buried no more than 24 inches, should safely break away if struck by a vehicle. According to FHWA, the mailbox must also be securely attached to its post to prevent separation if struck. 632.524 Location
Curbside mailboxes must be placed so that they may be safely and conveniently served by carriers without leaving their conveyances. They must be reasonably and safely accessed by customers. Boxes must also be on the right-hand side of the road and in the carrier’s direction of travel in all cases where driving on the left-hand side of the road to reach the boxes would pose a traffic hazard or violate traffic laws and regulations. On new rural or highway contract routes, all boxes must be on the right side of the road in the carrier’s direction of travel. Boxes must be placed to conform to state laws and highway regulations. Carriers are subject to the same traffic laws and regulations as are other motorists. Customers must remove obstructions, including vehicles, trash cans, and snow, that make delivery difficult. Generally, mailboxes are installed at a height of 41 to 45 inches from the road surface to the bottom of the mailbox or point of mail entry. Mailboxes are set back 6 to 8 inches from the front face of the curb or road edge to the mailbox door. Because of varying road and curb conditions and other factors, the Postal Service recommends that customers contact the postmaster or carrier before erecting or replacing their mailboxes and supports. 632.525 Grouping
Boxes should be grouped wherever possible, especially at or near crossroads, service turnouts, or other places where a considerable number of boxes are presently located.
632.526 More Than One Family
If more than one family wishes to share a mail receptacle, the following standards apply: