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a. Route and Box Number Addressing. On rural and highway contract routes authorized to use a route and box numbering system (e.g., RR 1 BOX 155), up to five families may share a single mail receptacle and use a common route and box designation. A written notice of agreement, signed by the heads of the families or the individuals who want to join in the use of such box, must be filed with the postmaster at the distributing office.
b. Conversion to Street Name and Number Addressing. When street name and numbering systems are adopted, those addresses reflect distinct customer locations and sequences. Rural and highway contract route customers who are assigned different primary addresses (e.g., 123 APPLE WAY vs. 136 APPLE WAY) should erect individual mail receptacles in locations recommended by their postmasters and begin using their new addresses. Customers having different primary addresses but wishing to continue sharing a common receptacle must use the address of the receptacle’s owner and the “care of” address format:
JOHN DOE
C/O ROBERT SMITH
123 APPLE WAY
Customers having a common primary address (e.g., 800 MAIN ST) but different secondary addresses (e.g., APT 101, APT 102, etc.) may continue to share a common receptacle if single-point delivery is authorized for the primary address. Secondary addresses should still be included in all correspondence.
632.527 Locks
The use of locks, locking devices, or inserts on curbside mailboxes on rural and highway contract routes is prohibited. See the list of curbside mailbox manufacturers for approved locking style mailboxes (a current listing of approved manufacturers and models can be obtained from the office listed in section 632.511). The Postal Service does not allow carriers to open locked boxes and does not accept keys for this purpose.
632.528 Unstamped Newspapers
Curbside mailboxes are to be used for mail only, except for newspapers regularly mailed at Periodicals rates. Publishers of these newspapers may, on Sundays and national holidays only, place copies of the Sunday or holiday issues in the rural and highway contract route boxes of subscribers, with the understanding that these copies must be removed from the boxes before the next day on which mail deliveries are scheduled. 632.529 Newspaper Receptacles
A receptacle for the delivery of newspapers may be attached to the post of a curbside mailbox provided that no part of the receptacle interferes with the delivery of mail, obstructs the view of the flag, or presents a hazard to the carrier or the carrier’s vehicle. The receptacle must not extend beyond the front of the box when the box door is closed. No advertising may be displayed on the outside of the receptacle, except the name of the publication.
Attachment 3
632.53 Postal Operations Manual
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632.53 Nonconforming Mailboxes
Carriers must report to the postmaster any existing mailboxes that no longer conform to postal regulations. The postmaster sends PS Form 4056, Your Mailbox Needs Attention, to the owners of these boxes to request that they remedy the irregularities or defects. All newly installed or replacement mailboxes must be approved models in accordance with USPS-STD-7. A current listing of approved manufacturers and models can be obtained from the office listed in section 632.511.
632.54 State and Local Regulations
Some states have enacted laws that are more stringent and specific about the type of mailbox that may be used, the post or support that must be used to mount the mailbox, and the location of the delivery equipment.
Regulations and recommendations published here might not reflect appropriate requirements for your area. When providing guidance to the general public concerning mailbox placement and replacement, advise them not only of postal regulations but also of any mailbox regulations that you know have been enacted by state or local authorities.
632.6 Apartment House Receptacles
632.61 General
Specifications for construction and approval procedures for manufacturers are covered in USPS STD 4C (RDD), Wallmounted Mail Receptacles.
Individuals or firms interested in the manufacture of apartment house mailboxes should write to:
ENGINEERING
IP DELIVERY & RETAIL SYSTEMS
US POSTAL SERVICE
8403 LEE HWY
MERRIFIELD VA 22082-8101
632.62 Installation
632.621 General
Owners and managers of apartment houses, or other multi-unit dwellings with obsolete apartment house mail receptacles should install up-to-date receptacles currently approved by the Postal Service to ensure safety of access and security of the mail. When such buildings are substantially renovated or remodeled, or when box locations change, obsolete receptacles should be replaced with currently approved receptacles. 632.622 Location and Arrangement
Regulations for the location and arrangement of receptacles are subject to Postal Service approval as follows:
a. All new or remodeled apartment houses can only install USPSapproved 4C equipment. When installing this equipment, a requirement is to have at least one parcel locker for every five customer mail compartments. For those buildings with a minimum of five mail compartments, there must be at least one parcel locker installed. b. Receptacles and parcel lockers in apartment houses should be located reasonably close to the entrance in vestibules, halls, or lobbies. The Attachment 3
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carriers must be able to serve the boxes without interference from swinging or open doors. The area must be adequately lighted to afford the best protection to the mail and to let carriers read addresses on mail and names on boxes without difficulty.
c. Installation of standard, approved apartment receptacles in exterior walls of buildings may be authorized, provided that they are not installed directly on the street or a public sidewalk. Wherever possible, keep at least 15 feet between the boxes and the street or sidewalk; the location should be clearly visible from one or more apartment windows.
A canopy must be provided, and it must be designed and located to afford maximum protection from the weather, including driving rains. In addition, adequate night lighting must be installed.
632.623 Access to Rear-Loading of Horizontal-Type Receptacles Carrier access to the rear area of mailrooms containing rear-loading mailbox panel(s) shall be provided via a secure access door fitted with an ANSI 156.13 F15 lock. A security door, frame, and the F15 lock shall be selected and installed in accordance with all the requirements for residential mailrooms as specified in Handbook RE-5, Building and Site Security Requirements, Chapter 3, and in Central Delivery Guidelines, Section 10.
A key to the door lock must be available to the carrier via a key keeper manufactured and installed in accordance with United States Postal Service Specification for Key Keepers, USPS-B-3180. The rear of the mailbox panel(s) must have a door or cover in accordance with USPS STD 4C to prevent the removal of mail from adjacent boxes and to prevent mail from coming out through the back. The cover or door must be easily opened and closed or else removed and replaced.
632.624 Installation With Telephone Units
The guidelines for installing receptacles with telephone units are as follows:
a. When it is necessary or desirable to install mail receptacles with a standard-size telephone unit, vertical-type receptacles may be placed in two tiers. They may also be installed in groups of fewer than seven if necessary to properly arrange the groups in two tiers. This does not apply if the telephone unit is installed independently of the mail receptacles. Although there is no objection to combining these two services, the mail receptacles must be separated from the telephone or electrical unit. Electric push buttons, connected to wires outside the mail receptacles, may be placed in the frame of the installation if the push buttons can be removed from the outside and if the wire connections can be repaired without removing the receptacles. b. Telephone units combined with mail receptacle units must allow access to the telephone unit without having to enter the mail receptacle; the mail receptacle must not be accessible when the telephone unit is opened.
632.625 Key and Record Controls
The following key and record controls apply to apartment houses:
a. Apartment house managers must maintain a record of the number of keys supplied by manufacturers so that new keys may be ordered when necessary. The record should match the key number to the Attachment 3
632.626 Postal Operations Manual
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receptacle number. Do not place key numbers on the outside barrels of the locks because this would allow unauthorized persons access to keys and boxes. Clearly number each individual receptacle lock on the back; replace lost keys as needed according to lock numbers. Masterkeying is not permitted. b. Apartment house managers must also maintain a record of key numbers and combinations of keyless locks so that new tenants may be given the combination. These records must be kept in the custody of the manager or a trusted employee. The record of key numbers must be kept until the lock is changed, when the old record may be destroyed and a replacement record created.
c. Combination locks are not approved under current Postal Service receptacles standards.
632.626 Directories
Guidelines for Postal Service apartment house directories are as follows:
a. For all apartment houses with 15 or more receptacles, maintain a complete directory of all persons receiving mail. If an apartment house is divided into units, each with separate entrances and 15 or more receptacles, each unit should have a separate directory. In addition, if mail is not generally addressed to specific units, a directory must be kept at the main unit of the building listing all persons receiving mail in the various units.
b. Directories must be alphabetical by surname and must be maintained and kept up-to-date. The receptacle number and apartment number should always be the same, and the apartment number should appear to the right of the name in the directory. If the apartment number is different from the receptacle number, the receptacle number should appear to the left of the name in the directory. Follow the same arrangement for apartments that are either lettered or lettered and numbered. c. The directory must be legible, enclosed in a suitable protective frame, and attached to the wall immediately above or to the side of the mail receptacles where it can easily be read. If mailrooms are used, the directory should be placed for the carrier’s convenience. If an attendant, such as a telephone operator, doorman, or elevator conductor, is on duty between the hours of 7:00 a.m. and 11:00 p.m., and the mail is delivered either to apartment house receptacles or in bulk for distribution by employees of the building, the employee on duty in the building may keep the directory to make it available to the carrier on request. 632.627 Maintenance and Repair
The guidelines for receptacle maintenance and repair are as follows:
a. Owners or managers of buildings must keep receptacles in good repair. When an inside-letterbox Arrow lock is no longer needed, the building management must immediately notify the postmaster, who will then send a postal employee to supervise removal of the lock from the master door and return it to the Post Office.
b. Carriers will report on PS Form 3521, House Numbers and Mail Receptacles Report, all apartment houses that are being remodeled Attachment 3
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and all unlocked or out-of-order mailboxes. Delivering employees and postmasters must ensure that all inside-letterbox Arrow locks are recovered when buildings are torn down or remodeled.
c. When informed of equipment needing repair or irregularity in the operation of apartment house mail receptacles, postmasters will promptly initiate an investigation and direct what repairs must be made at the expense of the owners or managers. To avoid any questions about disposition or treatment of mail, repairs must be made only when a postal representative is present. It is unlawful for anyone other than postal employees to open receptacles and expose mail.
d. Failure to keep boxes locked or in proper repair as directed by postmasters is sufficient justification for withholding mail delivery and requiring occupants to call for their mail at the Post Office or carrier delivery unit serving the location. A reasonable notice of approximately 30 days will be given in writing to the customers and the owner or manager of the apartment building.
e. If mail deposited by a carrier in an apartment house mail receptacle is reported lost or stolen, or if there is an indication that the mail has been willfully or maliciously damaged, defaced, or destroyed, the postmaster must immediately report the circumstances to the Postal Inspection Service.
f. The U.S. Code prescribes criminal penalties for the wrongful possession of mail locks and the willful or malicious injury or destruction of letterboxes and the theft of mail therefrom. 632.628 Approved Manufacturers and Models
A current listing of approved manufacturers and models can be obtained from the office listed in section 632.511.
632.63 New or Remodeled Apartment Buildings
When new apartments are being erected or existing ones remodeled, postmasters will inform builders and owners of these regulations’ requirements and will provide a suitable inspection to ensure that only approved receptacles are installed in conformance with regulations. 633 Mail Keys
633.1 Types
The following types of mail keys are available:
a. LA keys.
b. Rotary lock keys.
c. Arrow lock keys used on street letter or collection boxes and apartment houses mail panels, and new neighborhood delivery and collection box units (NDCBUs).
d. Serial padlock keys.
e. Motor vehicle keys and motor vehicle padlock keys.
f. Highway contract route keys, SR padlock.
Attachment 3
633.2 Postal Operations Manual
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633.2 Personnel to Whom Keys Are Issued
633.21 LA Keys
LA keys are issued to all Post Offices, stations, branches, airport mail facilities, authorized postal employees, and military Post Offices. 633.22 Rotary Lock Keys
Rotary lock keys are issued to the following:
a. CAG A-J Post Offices, airport mail facilities, and military Post Offices. b. Other Post Offices and installations as authorized by their district manager. 633.23 Other Keys
Other types of keys are issued to authorized postal employees. 633.3 Obtaining Keys
633.31 General
Postal locks and keys are available from:
MAIL EQUIPMENT SHOPS
US POSTAL SERVICE
2135 5TH ST NE
WASHINGTON DC 20260-6224
Mail Equipment Shops (MES) manufactures most of the locks and keys used by the Postal Service. PS Form 4983, Postal Key and Lock Requisition, will be used to order Post Office box locks and keys.
633.32 LA and Rotary Lock Keys
Keys for newly established Post Offices will be furnished by the Mail Equipment Shops upon receipt of PS Form 4983, except that rotary lock keys for CAG K and L Post Offices must be requested by the district managers or their designees. Request additional and replacement keys on PS Form 4983 from:
MAIL EQUIPMENT SHOPS
US POSTAL SERVICE
2135 5TH ST NE
WASHINGTON DC 20260-6224
633.4 Safekeeping Keys
633.41 In Installations
633.411 LA Keys
Attach LA keys in use to fixtures by a chain.
633.412 Rotary Lock Keys
Attach rotary lock keys in use to a safe by a chain, except when it is more practicable to attach to other fixtures for ready access. 633.42 Arrow Lock Keys
Employees must turn in Arrow lock keys daily on completion of duty. Carriers must keep Arrow lock keys attached to their clothing by a chain at all times while on duty. If a clearance employee is not available, Arrow lock keys (and any other postal keys in temporary use, such as for vehicles) should be deposited in a secure location, for instance, a designated storage box.
Attachment 3
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633.5 Record of Keys
633.51 Where to Record
Keep a record of the date of receipt, number of the key, and the combination, if any, at CAG A-G Post Offices on PS Form 1628, Individual Key Record.
Other Post Offices must maintain a record of mail keys in the space provided on the inside back covers of their cash books.
633.52 Keys Assigned to Carriers
Have each carrier receipt mail keys issued to them. To eliminate the need for the carrier to repeatedly sign the key record book or PS Form 1628, use one of the following plans:
a. Make up sets of keys for each route and enter the number of each key in the key record book. Opposite the key number, place the number of the route to which the key is assigned. Issue metal or fiber key checks, each bearing a different number, to both regular and substitute carriers and obtain a receipt from the carriers. When a carrier calls for a set of keys assigned to the route the carrier is serving, have him or her surrender his or her key check. Place the check on separation in the key case. Return the check to the carrier when he or she returns the key. b. Make up sets of keys for each route and attach a tag bearing a serial number to each set. Enter this number, in addition to the route number, in the key record. This number will identify the set of keys and may be entered on the receipt to be signed by a substitute carrier for any set the carrier draws. The sets of keys may be issued to regular carriers upon surrender of key checks issued to them.
633.53 Keys Assigned to Other Employees
Keys assigned to other employees for collection purposes must be accounted for as prescribed above.
633.6 Keys Lost, Stolen, Missing, or Found
Report the recovery or finding of keys in the same manner as described in ASM 273, except that a duplicate copy of the memorandum shall be sent direct to the Mail Equipment Shops with the key. Retain serviceable LA keys for local use if needed.
633.7 Keys From Discontinued Offices
Handle keys from discontinued offices under instructions received from the district manager.
633.8 Unserviceable Keys
Forward unserviceable mail keys by Registered Mail to:
MAIL EQUIPMENT SHOPS
US POSTAL SERVICE
2135 5TH ST NE
WASHINGTON DC 20260-6224
A letter of transmittal or a list of the keys by number is not necessary, but the package of keys must be properly identified. Do not send any other item or requisition in the same package with unserviceable keys.
Attachment 3
633.9 Postal Operations Manual
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633.9 Receipt and Control
Receipt and control all mail keys and locks according to the instructions in ASM 273.
64 City Delivery Service
641 Establishment of City Delivery Service
See 63 for authorized modes of delivery.
641.1 Definition
In this section, establishment refers to the initiation of city delivery service in a community through a Post Office that does not currently provide it. 641.2 Requirements
In establishing city delivery service, a combination of delivery methods is considered to provide regular and effective service to all residential and business sections of a community. All establishments of delivery service must have final approval of the district manager, Customer Service and Sales, or designee. Establishment of city delivery service is considered when the following essential requirements are met:
a. Within the area to be served there is a population of 2,500 or more or 750 possible deliveries. (The postal customer population may vary greatly from the general census population because of different boundary interpretations and designations.)
b. At least 10 percent of the building lots in the area to be served are improved with houses or business places. Where a house or building and its yard or ground cover more than one lot, all lots so covered are considered improved.The streets are paved or otherwise improved to permit the travel of Postal Service vehicles at all times, without damage or delay.
c. Streets are named and house numbers are assigned by the municipal authorities in accordance with Management Instruction DM-940-89-3, Addressing Conventions.
d. Street signs are in place and house numbers are displayed. e. Rights-of-way, turnouts, and areas next to roads and streets are sufficiently improved so that the installation, servicing, and accessing of boxes are not hazardous to the public or Postal Service employees. f. Satisfactory walkways exist for the carrier where required. g. Approved mail receptacles or door slots are installed at designated locations, as directed by the Postal Service.
Attachment 3
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642 Extensions
642.1 Definition
In this section, extension refers to the expansion of city delivery service to any areas not currently receiving delivery service but that are within the delivery limits of a Post Office from which city delivery service is already provided.
642.2 Requirements
The delivery service requirements for extensions are the same as those listed in 641.2 for establishments, with the following exceptions:
a. Section 641.2a does not apply to extensions.
b. The applicability of b may be waived if:
(1) There is a reasonable expectation that the requirements of 641.2b can be met within 12 months, and
(2) CBUs or USPS STD 4C equipment are to be used for delivery. 642.3 Out-of-bounds Customers
Customers outside the limits of city delivery service may be given delivery service, where approved by the Postal Service, if they erect boxes on the delivery carrier’s line of travel. Parcel Post, Insured Mail, Certified Mail, COD, and Registered Mail are delivered to the residences or businesses of out-ofbounds customers if the residences or businesses are not more than three blocks from the carrier’s line of travel and passable walks are constructed or the street is not impassable. Otherwise, a notice is left in the box requesting that the customer call for the mail. If an ordinary parcel is involved and it can be placed in the box, delivery is made in that manner.
643 Requests for Delivery Service
643.1 General
Requests or petitions to establish, change, or extend city delivery service must be made to the local postmaster. No formal petition is required. Postmasters forward requests or petitions to establish service to the district designee with a statement reporting whether the requirements in 641.2 have been met. 643.2 Labor Strikes
The procedures for delivery to an address experiencing a labor strike are as follows:
a. Where a labor strike is in progress, the same service as was in effect prior to the strike should continue. No requests for changes in mail service will be complied with while the strike is in progress. If a request is received to have mail delivered to a plant that is normally received through Post Office box service or at a firm call window, advise that the request will not be granted until after the strike is over. b. Where it is the practice of a firm to transport mail to and from a detached mail unit (DMU) and a request is received for the Post Office Attachment 3
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to perform this service during a strike, disapprove the request because this involves a change in mail service.
644 Carrier Duties, Responsibilities, and Conduct
Refer to Handbook M-41, City Delivery Carriers Duties and Responsibilities. 645 Management
645.1 Pivoting Definition
Pivoting is a method of utilizing the undertime of one or several carriers to perform duties on a temporary vacant route or to cover absences.
Nonpreferential mail may be curtailed within delivery time standards on the vacant route and/or on the route of the carriers being pivoted. 645.2 Pivoting Usage
Pivoting is not limited to periods when mail volume is light and when absences are high, but also can be utilized throughout the year for maintaining balanced carrier workloads.
646 Reporting Local Ordinances and State Laws
Managers are expected to report in a timely manner to district offices any contemplated action by local or state authorities to enact or consider enactment of local ordinances or state laws that would adversely affect operating costs or performance of postal services.
65 Rural Delivery Service
651 Types of Service
651.1 Regular and Auxiliary Routes
A regular or auxiliary route operates Monday through Saturday, excluding holidays. Regular routes are classified as H, J, or K, in accordance with the table of route classifications provided in the Postal Service-NRLCA National Agreement. Regular carriers assigned to H routes work 6 days per week, while J routes receive 1 scheduled relief day per pay period, and K routes have 2 scheduled relief days per pay period.
Mileage routes, also referred to as M or RCS routes, are regular routes on which the carrier is compensated on the basis of the route’s mileage and the RCS (mileage) schedule. Mileage routes are no longer established. As existing mileage routes are vacated or standard hours increase so that the evaluated salary of the carrier would exceed the RCS salary, they are converted to the evaluated compensation system, at the appropriate classification.
Note: Authorized relief days are granted on Saturdays unless another day is desired by the regular carrier and is mutually agreeable to the postmaster and carrier. For J routes, the postmaster may schedule the relief day on either the first or second Saturday of the pay period.
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651.2 Intermediate Offices
An intermediate office is any Post Office located on the line of travel of the rural route, included in the official route description, and at which the carrier stops (daily) to perform service. Irregularities, complaints, and administrative problems involving a route serving intermediate offices are reported to the postmaster of the office from which the route emanates. 651.3 Seasonal Routes
A seasonal route is one where certain areas are provided delivery only for a specified period of less than 1 year. Normally, these routes are located in resort or vacation areas. The seasonal period is defined as that period in which the carrier is required to attempt delivery. The seasonal period ends when delivery is no longer required of the carrier.
651.4 Triweekly Routes
A triweekly route is one on which the mail volume and requirement for service warrants delivery only 3 days a week.
651.5 Nonpersonnel Rural Units
651.51 Description
Nonpersonnel rural units are self-service units that provide essential mail services, such as the collection and delivery of ordinary mail and sale of stamps. Services such as the sale of money orders and the acceptance and delivery of Certified Mail, Insured Mail, Registered Mail, and COD Mail are provided by rural carriers at the time they service these units. Carriers must remain at the unit at least 15 minutes each day that their routes are scheduled to operate in order to provide customers with the services not otherwise available from the unit.
651.52 Delivery
Mail addressed to a nonpersonnel rural unit is placed in the addressee’s Post Office box or delivery receptacle at the unit.
652 Establishment of Rural Delivery Service
652.1 Definition
In this section, establishment refers to the initiation of rural delivery service to a community through a Post Office that does not presently provide it. Rural delivery service may be established at any Post Office. See 631 for authorized modes of delivery.
652.2 Requests
Customers must submit requests for establishment of rural delivery service to the postmaster of the Post Office from which delivery is desired, or to the district manager. PS Form 4027, Petition for Change in Rural Delivery, is available from the postmaster and used for this purpose.
Attachment 3
652.3 Postal Operations Manual
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652.3 Requirements
652.31 Customer Density
A newly established route should serve an average of at least one residential or business delivery per mile. On routes of less than 10 miles, an average of at least six deliveries per mile should be eligible for service before a route is established. Unusual conditions such as the volume and type of mail should be considered.
652.32 Minimum Workloads
In Post Offices with no existing rural delivery service, the proposed route evaluation should reflect sufficient workload to meet minimum rural carrier scheduling requirements efficiently, unless the intermediate office concept can be used in conjunction with an existing rural route (see Handbook M-38, Management of Rural Delivery Services, 225).
652.33 Roads
652.331 General
Roads should generally be public and must be well maintained and passable for delivery vehicles year round.
652.332 Road Maintenance
Rural delivery service is not established over roads that are not kept in good condition, that are obstructed by gates, or that cross unbridged streams that are not fordable throughout the year. If travel over private roads is proposed, the person responsible for road maintenance must provide a written agreement to keep the road passable at all times. The agreement must include the statement: “It is understood that if the road is not properly maintained, rural delivery service will be withdrawn.”
652.4 Submission and Approval
652.41 Postmasters
Forward requests for establishment of delivery to the district, along with the proposed route statistics, a completed PS Form 4003, Official Rural Route Description, a map clearly identifying the potential line of travel, road maintenance agreements, and any other relevant documentation. Include a recommendation.
652.42 District Responsibilities
652.421 Review and Approval
The district manager or designee must review and approve or disapprove any requests for establishment of rural delivery.
652.422 Delivery Boundaries
Districts should avoid duplication of existing delivery and the commingling of delivery boundaries with another Post Office. Postmasters’ recommendations, customer preferences, and community or municipal identity should be considered in establishing delivery boundaries.
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652.423 Support
If the request is approved, ensure that necessary equipment, staffing, rural delivery management procedures, and so forth, are in place prior to initiating service.
652.424 Customer Notification
Ensure that customers are notified of changes in service promptly. 653 Extensions
653.1 Definition
In this section, extension refers to the expansion of rural delivery service into any areas not presently receiving delivery service, but within the delivery limits of a Post Office for which rural delivery has already been established.
See 631 for authorized modes of delivery.
Note: Provide carrier service to persons who erect approved boxes on the line of travel of the rural carrier and to persons for whom approved Cluster Box Units (CBUs) or USPS STD 4C equipment and/or parcel lockers are erected and maintained by the Postal Service on the carrier’s line of travel. No rural carrier service may be extended to persons residing within the boundary formed by existing city delivery service. 653.2 Eligibility
At noncity delivery Post Offices of the first-, second-, and third-class, rural delivery may be extended to families who reside outside a 1/4-mile radius (1/2-mile radius for fourth-class Post Offices) of the Post Office if such service is requested and the other requirements in this section are met.
Customers residing within the 1/4-mile radius may erect a box along the carrier’s established line of travel.
653.3 Requests
Customers may request extension of rural delivery service using PS Form 4027.
653.4 Customer Density
Extensions must serve a minimum of one customer per mile of additional travel, including retrace.
653.5 Roads
The requirements of 652.33 must be met.
653.6 Multiple Routes
Where routes from two or more Post Offices travel one road, the district will determine which office will provide delivery and contact the appropriate postmaster for the resulting route assignment.
653.7 Submission and Approval
District managers or their designees approve extensions of rural delivery.
Postmasters who have demonstrated expertise in rural delivery may be Attachment 3
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authorized to approve extensions. Refer to sections 443 and 450 of Handbook M-38, Management of Rural Delivery Services, for instructions. 654 Conversions
654.1 Definition
In this section, conversion refers to the replacement of rural delivery service with another form of delivery service. Any conversion of rural delivery territory must be approved by the district manager, except as noted in 654.21d. 654.2 Conversions From Rural Delivery to Other Delivery Services 654.21 Full Development Not Adequate Justification for Conversion The fact that a given area is fully developed and/or adjacent to city delivery service does not, of itself, constitute sufficient justification for conversion.
As a general rule, conversions from rural to city delivery shall be considered only for the following reasons:
a. To provide relief for overburdened rural routes when all other alternatives are impractical.
b. To establish clear-cut boundaries between rural and city delivery territory and eliminate overlapping and commingling of service. c. To provide adequate service to highly industrial areas or apartment house complexes on rural routes.
d. To provide service to areas where city delivery service will be more cost effective.
Note: An area review is required when cost is the basis for conversion.
654.22 Requirements
Areas considered for conversion from rural delivery service to city delivery service must:
a. Meet all the requirements for extension of city delivery service (see 642).
b. Be contiguous to existing city delivery service.
654.23 Other Considerations
When considering conversion of rural delivery to another form of carrier delivery service, observe the following guidelines:
a. Keep in mind that the special services performed by rural carriers will no longer be available to that portion of the public transferred. b. Consider that additional costs may be incurred through establishment of finance units, workload factors, and other added expenses. c. Determine whether equal or better service can be provided at lower cost by establishment, extension, or rearrangement of rural delivery service.
d. Continue motorized delivery to curbline boxes or clusterbox units.
Attachment 3
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655 Duties, Responsibilities, and Conduct
655.1 Rural Carriers
Rural carriers must not carry mailable articles on their routes unless they are placed in the mail and the proper postage is paid.
Rural carriers should refer to Handbook PO-603, Rural Carrier Duties and Responsibilities.
655.2 Management
655.21 General
Refer to Handbook M-38, Management of Rural Delivery Services. 655.22 Suspension of Service
Do not permit suspension of service on rural routes because of the absence of regular carriers or their replacements. When conditions beyond the carrier’s control prevent service on a triweekly route’s scheduled service day, provide service on the next workday.
655.3 Reporting Local Ordinances and State Laws
Managers are expected to report in a timely manner to district offices any contemplated action by local or state authorities to enact or consider enactment of local ordinances or state laws that would adversely affect operating costs or performance of postal services.
656 Rural Addresses
656.1 Street Names and House Numbers
Postmasters should authorize the use of street names and house numbers assigned by local officials if street signs are erected and house numbers displayed.
656.2 Box Numbers
656.21 Existing Delivery Area
Where street names and house numbers have not been assigned and/or are not displayed as required in 656.1, assign numbers to all boxes on a route in numerical sequence in the order served. Allow sufficient increments between box numbers to accommodate foreseeable growth. Designate new boxes erected between existing boxes as A, B, C, and so forth (for example, 1-A, 1-B). 656.22 Newly Established Delivery Area
Box numbers shall not be assigned until 2 months after service begins on newly established routes for customers who are receiving service for the first time. If by that time 75 percent of the customers have not erected boxes, advise the district manager so that appropriate action can be taken. 656.3 Correction of Address Errors Due to Postal Service Adjustments
When rural carriers report receipt of rural route boxholders and duplicate pieces addressed to “Occupant” where street names and house numbers Attachment 3
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are used, advise the sender of the duplication on PS Form 3577, Correction of Error in Address Because of Postal Service Adjustments. 66 Highway Contract Service
661 Description
Highway contract route service provides for the transportation of mail between Post Offices or other designated points where mail is received or dispatched. Box delivery, collection service, and other mail services are also provided on many routes. Every highway contract route carrier must accept any mail matter presented if properly prepaid by stamps, and deliver it for mailing at the next Post Office at which he or she arrives. 662 Establishment
662.1 New Service
Contracts for regular service are awarded after the contracts have been solicited by public advertisement. Temporary service may be established on short notice without advertising. Requests or petitions for new routes should be addressed to the distribution networks (DNs) manager with supervision over the transportation of mail in the area involved.
662.2 Changes
Changes in line of travel, extensions of service, and schedules may be ordered by the DN manager at any time. Requests for changes and extensions should be addressed to that manager.
663 Box Delivery and Collection
663.1 Service Required
Highway contract route advertisements and contracts state whether box delivery, collection service, or other mail services are required and specify the area to be served. In addition to usual box delivery and collection service on some routes, carriers are required to do the following:
a. Sell stamp supplies.
b. Deliver Registered Mail, Insured Mail, Certified Mail, and COD Mail, Priority Mail Express, and other special services Mail. c. Accept special service matter presented by customers to be Registered Mail, Insured Mail, Certified Mail, COD, etc. d. Accept money with applications for money orders and give receipts. 663.2 Availability
Contract route box delivery and collection service is provided without charge to customers who:
a. Are not eligible for city carrier service.
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b. Reside on or near a route on which box delivery and collection service is required.
c. Either erect a curbside mailbox approved under 632.5 on the highway contract route carrier’s existing line of travel or are authorized to receive delivery through neighborhood delivery and collection box units and parcel lockers owned and maintained by the Postal Service. d. Request, from the Post Office to which mail is addressed, delivery and collection service on PS Form 5431, Contract Route Box Customer Notice. Highway contract route customers residing between two Post Offices may receive mail service from the Post Office that is the next one preceding the customer’s residence, or from either Post Office if there is a return trip. In addition, the customer may receive delivery from the Post Office from which the highway contract route originates.
Note: Contract route delivery and collection service is also provided to persons at hotels, motels, other institutions, and mobile home, trailer, or recreational vehicle parks under 631. 663.3 Mail Delivery
Mail matter addressed to a qualified customer of a highway contract route is taken by the carrier from the Post Office and deposited into the proper mail receptacle. If required by the contract, the carrier delivers Registered Mail, Certified Mail, Insured Mail, and COD Mail, Priority Mail Express, other special services mail, and ordinary parcels too large for the receptacle.
Delivery of this mail is made to the customer’s residence if it is not more than 1/2 mile from the route and the road leading to it is passable. The carrier dismounts when necessary to transact business involving the above classes of mail. Package Services packages too large for receptacles may also be delivered to outside boxes if the addressee files a written request for delivery in that manner. If delivery cannot be made by the carrier, the mail is held at the Post Office.
663.4 Mail Collection
Mail matter properly stamped and placed in a mail receptacle for dispatch is collected by the carrier and deposited in the next Post Office at which the carrier arrives, unless otherwise directed by the Postal Service. Mail collected on the route and addressed for delivery on that part of the route still to be covered before reaching the next Post Office is delivered on the day of collection. The carrier cancels the stamps before delivery by writing across them the name of the Post Office last served, state, date, and number of the route. Bulky mailable matter, properly prepared and stamped, is collected by the carrier if it has been placed on or near the receptacle. Money left in mail receptacles for the purchase of stamps is left at the customer’s risk. 664 Mailbox Location
Approved curbside mail receptacles (see 632.5) must be placed where they protect the mail, can be safely and conveniently served by carriers without leaving their vehicles, and can be reasonably and safely accessed by customers. These receptacles must be on the right-hand side of the road in the direction of travel when required by traffic conditions or when driving to Attachment 3
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the left-hand side of the road to reach the mail receptacle would violate traffic laws.
665 Postmaster Duties
Postmasters are required to ensure the following:
a. Distribution of Registered Mail, Insured Mail, Certified Mail, and COD Mail to the carrier, only if the contract requires that the carriers deliver such mail.
b. Mail is not provided to the carrier outside of the regular lock pouch before it has reached the Post Office to which it is addressed. 666 Carrier Duties
666.1 Contract Requirements
If the contract requires that the carrier case his or her mail, the carrier must do the following:
a. Accept from the postmaster mail addressed to customers on the route and arrange it in order of delivery.
b. Prepare and keep a list of the names of the customers served and arrange it in alphabetical order with the box number opposite each name.
c. Mark up and forward mail for customers on his or her route who have filed change-of-address orders and make the proper entries in the roster book.
666.2 Sale of Stamps and Stamp Supplies
If the contract requires the carrier to sell stamps and stamp supplies, a fixed credit is provided by the postmaster at the head of the route. Where the carrier serves customers who receive mail through other offices on the route, the carrier replenishes his or her fixed credit at those offices in amounts representing sales made by him or her to customers served through these offices.
67 Priority Mail Express
671 General Standards
DMM 110 and 210 provide standards for delivery service objectives, postage guarantees, and refund conditions. The delivery standards vary by service offering and its availability to a particular destination. Priority Mail Express is available in three basic service offerings (Next Day Service, Second Day Service, and Priority Mail Express Military Service).
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672 Priority Mail Express Next Day Service®
672.1 Hold For Pickup Service
672.11 Acceptance Facility (Retail Location)
If Hold For Pickup service is requested, the retail associate at the designated Priority Mail Express Hold For Pickup location performs the steps appropriate to the terminal/site.
672.111 POS Terminal User Steps
The user of a Point of Sale (POS) terminal should complete the following steps:
a. Place the shipment on the scale.
b. Select “Priority Mail Express Hold For Pickup.”
c. Select either “Priority Mail Express Hold For Pickup” or “Priority Mail Express Hold For Pickup Flat Rate.”
d. Scan the shipment barcode on Label 11-HFPU, Priority Mail Express Hold For Pickup.
e. Complete the payment transaction.
f. Dispatch the Priority Mail Express Hold For Pickup shipment according to local policy.
672.112 IRT User Steps
The user of an integrated retail terminal (IRT) should complete the following steps:
a. Place the shipment on the scale.
b. Select “Priority Mail Express Hold For Pickup.”
c. Select the applicable Post Office, pickup time, and ZIP Code. d. Use either the keyboard or the scanner and enter the item number. e. Complete the payment transaction.
f. Dispatch the Priority Mail Express Hold For Pickup shipment according to local policy.
672.113 Manual Sites User Steps
Manual sites should complete the following steps:
a. Place the Priority Mail Express shipment on the scale. b. Select the applicable Post Office location and pickup time from the Priority Mail Express Hold For Pickup Claim Locations report and hardcopy Priority Mail Express Network.
c. Complete the payment transaction.
d. Dispatch the Priority Mail Express Hold For Pickup shipment according to local policy. No special separation of Priority Mail Express Hold For Pickup is required at retail facilities.
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672.12 Priority Mail Express Hold For Pickup, Mailing Label 11-HFPU, Customer Responsibility
The customer must complete the “Customer Use Only” section of Label 11- HFPU that includes the following:
a. From: (required).
b. Payment by account: indicating Priority Mail Express corporate account, federal agency, or Postal Service account number (if applicable).
c. Hold for (contact required): contact telephone number and complete name and address of recipient for identification and pickup purposes. d. Pickup location (required): determined by POS, IRT, or product tracking system (PTS) Priority Mail Express Hold For Pickup Claim Locations report.
672.13 Priority Mail Express Hold For Pickup Label 11-HFPU, Postal Responsibility
The retail acceptance employee completes the “Origin Postal Use Only” section, including the following information:
a. ZIP Code of origin Post Office.
b. Date and time of acceptance.
c. Pickup availability date and time entered using POS, IRT, or the PTS Priority Mail Express Hold For Pickup Claim Locations report and a hardcopy of the Priority Mail Express Network Directory. d. Flat rate or weight, postage, extra services fees (if requested), and total postage and fees.
If an account is not used for payment, the retail associate should affix postage to the shipment and collect payment for the transaction. 672.14 Destination Facility Scanning Requirements
The destination facility performs the following scans:
a. Arrival at unit (required).
b. Arrival at pickup point (required). This scan is critical as it generates the customer automated call notification.
c. Delivered.*
d. Return to sender — not picked up.*
e. Return to sender, refused.*
Note: Either “Delivered”, “Return To Sender — Not picked up” or “Return To Sender, Refused” is required.
672.15 Destination Facility Customer Pickup Verification The retail associate must take the following steps when the recipient or his or her designee arrives to pick up the Priority Mail Express Hold For Pickup shipment:
a. Ensure that the recipient or his or her designee presents:
(1) A valid government-issued photo identification for verification.
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(2) The name and address of the recipient as they appear on Label 11-HFPU.
(3) The last 4 digits of the tracking number.
b. On Label 11-HFPU, annotate the delivery date, time, and employee initials.
c. Scan the Priority Mail Express Hold For Pickup shipment barcode delivered with POS or with the hand-held scanner when the shipment is released to the recipient or his or her designee.
672.2 Post Office to Addressee Service
Any Next Day Post Office to Addressee Service item presented under 137.521 must be delivered to the addressee within the designated delivery area of the destination facility by noon or 3 P.M. of the next day. If an item cannot be delivered on the first attempt these procedures (unless when forwarding or return service is provided) must be followed:
a. The time and date when delivery was attempted and the signature of the employee who attempted delivery must be entered in the “Delivery Attempt” block of Label 11-B (or Label 11-F), Express Mail Post Office to Addressee.
b. PS Form 3849, Delivery Notice/Reminder/Receipt, is left at the delivery address if delivery cannot be made upon the first attempt (calendar Day 0), to show the item is being held for pickup. A second notice will be left on day 3. Unclaimed mailpieces will be returned to the sender at close of business on day 5. A second delivery attempt will only be made upon customer request.
c. The name, address, and hours of operation of the delivery facility where the item is held must be entered on PS Form 3849. If the item is transferred to another facility, the first delivery facility must be able to give the customer the appropriate information such as the name and address of the facility to which the item was transferred. If PS Form 3849 cannot be left for any reason (e.g., no mail receptacle), the addressee should be telephoned and informed that a delivery was attempted, and where the item may be picked up. The date of the telephone attempt or contact must be recorded on Label 11-B (or Label 11-F). Customers may request redelivery online at www.usps.com/redeliver or by calling 800-275-8777.
d. If the addressee has requested (in writing) that Next Day Service items be held for a specified day or number of days, then the time and date when the item was available for delivery and the initials of the employee must be entered in the “Delivery Attempt” block of Label 11-B (or Label 11-F). The item must be delivered on the next regular delivery day after the specified day or number of days that the item was requested to be held.
e. If delivery cannot be made, the item must be held for 5 calendar days, unless the addressee requests a redelivery.
f. Priority Mail Express Waiver of Signature shipments should be delivered without attempting to obtain the customer’s signature if the shipment can be delivered to the addressee’s mail receptacle or left in Attachment 3
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another secure location. Follow the handheld scanner waiver of signature procedures, capturing the delivery employee’s signature image as instructed.
673 Priority Mail Express Second Day Service®
673.1 Post Office to Addressee Service
Any Second Day Post Office to Addressee Service item presented under 137.531 must be delivered to the addressee within the designated delivery area of the destination facility by noon or 3 P.M. of the second day.
Instructions for second-attempt delivery are the same as those described in 672.2.
674 Priority Mail Express Military Service
674.1 To APO/FPO
Under Post Office to Addressee Service to APO/FPO destinations, an Priority Mail Express Military Service (PMEMS) item presented under 137.541 for an APO/FPO address is available for delivery at the destination APO/FPO facility by 3 P.M. of the second day after mailing unless the APO/FPO facility is closed that day; in such a case, the item is available for delivery on the following business day. An PMEMS item presented for 3-day service is available for delivery at the destination APO/FPO facility by 3 P.M. of the third day after mailing unless the APO/FPO facility is closed that day; in such a case, the item is available for delivery on the following business day. 674.2 From APO/FPO
Under Post Office to Addressee Service from an APO/FPO to a U.S. destination, an Priority Mail Express Military Service (PMEMS) item presented under 137.541 is delivered to an addressee within the delivery area of the destination facility by 3 P.M. of the second day after mailing. An PMEMS item presented for 3-day service is delivered to an addressee within the delivery area of the destination facility by 3 P.M. of the third day after mailing.
68 Undeliverable Mail
681 Mail Undeliverable as Addressed
681.1 General Provisions
Nondelivery of mail occurs for any one of the following general reasons:
a. Mail without postage.
b. Incomplete, illegible, or incorrect address.
c. Addressee not at address (moved or died).
d. Mail unclaimed.
e. Mail refused by the addressee at time of delivery.
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f. Mail refused by the addressee after delivery when refusal authorized under 611.1.
g. Nonmailable matter under 138 and 139.
681.2 Specific Provisions
The provisions governing undeliverable mail of each class are in the sections of this manual dealing with each class of mail and in DMM 507.1.0. 681.3 Undeliverable Due to Postal Service Adjustments
681.31 Types of Changes
Mail can be undeliverable because of Postal Service adjustments such as:
a. Renumbering houses.
b. Renaming streets.
c. Converting from rural route and box number-style addresses or highway contract route and box number-style addresses to city-state addresses.
d. Adjusting rural or highway contract routes.
e. Converting from rural or highway contract service to city delivery service.
f. Consolidating routes.
g. Consolidating Post Offices.
h. Readjusting delivery districts.
681.32 Change Notice
Customers should notify their correspondents of their correct address, including ZIP Code. PS Form 3576, Change of Address Request for Correspondents, Publishers, and Businesses, is available for this purpose.
Where practical, postmasters must attempt to notify publishers and other mailers who regularly send bulk mailings into the area. No charge is made to these mailers for the notices or for corrections to galley lists of address changes due to Postal Service adjustments.
681.33 Mail Disposition
Mail that is undeliverable because of the Postal Service adjustments listed in 681.31a through 681.31c is redirected and delivered to the destination without an additional postage charge for 1 year from the date that the new address information appears in the Address Information System (AIS) quarterly (bimonthly effective October 15, 1996) customer products released in January, April, July, and October. Mail that is undeliverable because of other Postal Service adjustments (see 681.31d through 681.31h) is redirected and delivered to the destination without an additional postage charge for 1 year from the end of the month in which the postal change occurs. In all cases, simplified address mail addressed to “Rural Route Box Customer,” “Highway Contract Route Box Customer,” or “Post Office Box Customer” is redirected and delivered without an additional postage charge until either the next June 30 after the change in service or 90 days after the change in service, whichever is later.
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681.34 Time Limit for Retention of Records
Records of address changes for Postal Service adjustments are kept by the local Post Office for 3 years.
681.4 Endorsements
The Postal Service endorses undeliverable-as-addressed mail with the reason for nondelivery.
681.5 Treatment of Undeliverable-as-Addressed Mail
681.51 General
Except under 681.53, mail that is undeliverable as addressed may be forwarded, returned to the sender, or treated as dead mail, depending on the treatment authorized for that class of mail and the mailer’s endorsement. 681.52 Official Mail
Treat official mail like mail of the general public, except do not rate it or collect postage due upon delivery of mail or collect postage due for address-correction notices.
681.53 Nonmailable and Nonstandard Pieces
Except for matter described in 139.117 and overweight/oversized items subject to DMM 601.1.2, nonmailable and nonstandard pieces are forwarded, returned, or referred to the Inspection Service as applicable under 138 and 139.
681.6 Processing
Postal Service policy is to process all undeliverable-as-addressed mail within 24 hours of receipt at the markup unit. PS Form 3579 is mailed weekly to publishers. PS Form 3579 is not to be kept in a forwarding unit for more than 7 days from receipt of the mail in the Computerized Forwarding System (CFS) site.
681.7 Removal From Postal Service Facilities
Employees are not permitted to remove undeliverable mail and/or waste or waste receptacles from postal facilities for personal use or for any use not authorized by the Postal Service.
682 Forwarding
682.1 Change-of-Address Order
682.11 Forwarding Instructions
Procedures for providing forwarding instructions are as follows:
a. Customers should advise their local Post Office when moving by filing PS Form 3575, Change of Address Order, available at any Post Office or from any carrier. Also acceptable is a written and signed order or a telegram sent by the customer, the customer’s agent, or person in whose care mail is addressed. Old and new addresses should be furnished.
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b. A change of address may not be filed with the Postal Service for an individual’s mail addressed to an organization, or to the individual at his or her place of employment, business, or other affiliation, either during or after the termination of the employment, business, or other relationship. Such mail is delivered under 614.
c. A person or organization formerly receiving mail at the address of a governmental or nongovernmental organization may leave a forwarding address with that organization for having mail redirected under 682.24. 682.12 Guarantee to Pay Forwarding Postage
Unless endorsed “Do Not Forward, Do Not Return,” the Postal Service forwards Package Services mail locally for 1 year free of charge. The addressee is charged forwarding postage for pieces forwarded nonlocally.
The addressee may refuse any piece of Package Services mail (see 611.1c, 681.1e, and 681.1f). Such refusal does not revoke the right to have other Package Services mail forwarded. If the addressee does not want to pay forwarding postage for all Package Services mail, the addressee must request the postmaster of the new address to use PS Form 3546, Forwarding Order Change Notice, to notify the postmaster of the old address to discontinue forwarding Package Services mail.
682.13 Time Limit of Change-of-Address Order
The time limits on change-of-address orders are as follows:
a. Temporary. Customers moving temporarily may have mail forwarded for a specified period, but not longer than 12 months. These customers must provide beginning and ending dates on the change-of-address order. Customers should cancel the change-of-address order when returning to their old address or when moving to another permanent address within the specified period.
b. Normal. Post Offices keep records of permanent change-of-address orders (other than those subject to 682.13d) for forwarding and for address correction for 18 months, starting from the end of the month in which the change takes effect.
c. Extension. When a boxholder notifies the Post Office of a permanent change in mailing address or the Postal Service administratively changes a customer’s mailing address, the postmaster may extend the forwarding period for 1 additional year if mail is regularly received addressed to the old address. To qualify, the addressee must show that a financial hardship will ensue if the forwarding period is not extended and that reasonable effort is being made to notify correspondents of the new address.
d. Retention and Use of Orders. Post Offices must keep
change-of-address orders for 18 months from the end of the month in which the change takes effect. During this period, the orders are used for administrative purposes, for providing mailing list service (see DMM A910), and for releasing address-change information to the public under the Freedom of Information Act (see ASM 352). e. Change From General Delivery at City Delivery Office. Post Offices keep a record of change-of-address orders to a permanent local Attachment 3
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address without time limit for 6 months. A record of change-of-address orders to other than a permanent local address is kept 30 days. 682.2 Forwardable Mail
682.21 Classes
If eligible for forwarding, the Postal Service reforwards mail as many times as necessary to reach the addressee if the address (but not the name) is changed. The Postal Service forwards the following classes of mail:
a. First-Class Mail (including Priority Mail), postcards, and postal cards. b. Priority Mail Express.
c. Official mail sent as First-Class Mail.
d. Periodicals.
e. USPS Marketing Mail when forwarding postage is guaranteed by sender.
f. Package Services locally or when forwarding postage is guaranteed by sender.
g. Mail of foreign origin (see IMM 764).
682.22 Change in Post Office Services
Guidelines for forwarding mail when there is a change in Post Office services are as follows:
a. Discontinued Post Office. All Priority Mail Express, First-Class Mail, Periodicals, and Package Services and all single-piece-rate USPS Marketing Mail addressed to a discontinued Post Office may be forwarded without added charge to another Post Office that the addressee designates, when the addressee finds inconvenient the office to which the Postal Service ordered the mail sent. b. Rural Delivery. When rural delivery service is established or changed, customers of any office who receive their mail from the rural carrier of another office may have their Priority Mail Express, First-Class Mail, Periodicals, and Package Services, and single-piece-rate USPS Marketing Mail forwarded to the latter office for delivery by the rural carrier without added charge if they file a written request with the postmaster at the former office.
c. City Delivery. Mail addressed to Post Office, rural route, or highway contract route boxholder is delivered to customers residing in the affected area until June 30 following establishment or conversion to city delivery service, or for 90 days, whichever is longer. 682.23 Persons in U.S. Service
All Priority Mail Express, First-Class Mail, Periodicals, and Package Services, and single-piece-rate USPS Marketing Mail addressed to persons in the United States services (civil and military), serving where U.S. mail service operates, is forwarded at no added charge when the change of address is caused by official orders. The forwarding Post Office endorses Periodicals and Package Services, single-piece-rate USPS Marketing Mail, and Priority Mail with “Change of Address Due to Official Orders.” This free forwarding of Attachment 3
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mail also applies to mail for household members whose change of address is caused by official orders to persons in the U.S. civil and military services.
When military personnel depart on official permanent change of station orders, military authorities forward mail between the United States and overseas APO and FPO addresses for 60 days.
682.24 Reforwarding
The address (but not the name) may be changed and the mail reforwarded as many times as necessary to reach the addressee.
682.3 Additional Postage for Forwarding
Mail is forwarded subject to additional postage. The Postal Service computes this postage by using the forwarding office as the origin office.
Forward as follows:
a. Forward First-Class Mail, including zone-rated Priority Mail, postcards, and postal cards, without charge if fully prepaid by the sender. b. Forward Periodicals publications without charge for 60 days if fully prepaid by the sender.
c. For USPS Marketing Mail, collect additional postage from the sender if forwarding and return service is requested. Return any mail that qualifies for a single-piece Package Services rate at that rate if the mailer’s endorsement specifies that rate. For example, a USPS Marketing Mail piece qualifying at the Media Mail rate for books is endorsed “Media Mail, Forwarding and Return Postage Guaranteed.” d. Collect additional postage for Package Services mail for nonlocal forwarding at the applicable rate. This forwarding must be guaranteed by the sender or recipient. Deliver all Package Services mail as directed when the old and new addresses are served by the same single ZIP Code or multiple ZIP Code Post Office. Additional postage is not required.
e. Forward Registered Mail, Certified Mail, Insured Mail, COD Mail, Confirmation Services mail, and special-handling mail without the payment of additional special service fees. The ordinary forwarding postage charges, if any, must be paid. Do not forward such mail to a foreign country.
f. Forward Priority Mail Express without charge.
g. Mail of foreign origin is handled according to IMM 764. 682.4 Directory Service
Postal Service letter carrier offices give directory service to the types of mail listed in this section that have an insufficient address or cannot be delivered at the address given. A city or telephone directory is an acceptable source.
Post Offices should not compile a directory of any kind. Types of mail given directory service are the following:
a. Certified.
b. COD.
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c. Foreign, except circulars. Do not give directory service to foreign mail received in quantities if it bears letter-class postage but has the general characteristics of circular mail.
d. Package Services mail is subject to additional postage for nonlocal forwarding at the proper single-piece rate. Unless endorsed “Do Not Forward, Do Not Return,” all Package Services mail is delivered as directed when the old and new addresses are served by the same single ZIP Code or multiple ZIP Code Post Office. Additional postage is not charged.
e. Mail from U.S. Armed Forces overseas. Do not return this mail to sender until every possible effort is made to deliver it. f. Parcels mailed at any single-piece rate or endorsed by the mailer. g. Perishable matter.
h. Registered matter.
i. Special handling.
j. Official Postal Service mail.
k. Priority Mail Express Next Day Service (Post Office to Addressee Service only).
l. Confirmation Services.
683 Address Correction Service, Address Change
Service, and Return
683.1 Address Correction Service
683.11 Availability
If mail cannot be delivered as addressed, the mailer may obtain the recipient’s new (forwarding) address through the Postal Service address correction service if an order is on file. Otherwise, the reason for nondelivery is provided. Provide address correction service (including Address Change Service) automatically after 60 days from the effective date of the recipient’s change of address for all Periodicals publications. Address corrections are available “on-piece” at no charge or separately, for a fee, at the mailer’s request. When possible, the Postal Service provides on-piece address corrections for Priority Mail Express, First-Class Mail, Priority Mail, USPS Marketing Mail, and Package Services mail. If the piece cannot be forwarded, it is returned with the address information or the reason for nondelivery attached. When separate corrections are necessary, PS Form 3547, Notice to Mailer of Correction in Address, is returned to the sender with the address correction fee charged, and the mail is forwarded. This service is not available for Priority Mail Express, First-Class Mail, USPS Marketing Mail, or Package Services mail addressed to the addressee by military personnel at any military installation, including APOs and FPOs.
Address correction service is available alone or with the forwarding and return service.
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683.12 Address Change Service
Address Change Service (ACS) allows a mailer to obtain a customer’s correct address or the reason for nondelivery on magnetic tape. This service is available weekly or monthly, depending on the mailer’s requirements. ACS is provided through the Postal Service Computerized Forwarding System. (See DMM F030 for additional information.)
683.13 Endorsement
To request address correction service, the endorsement “Address Correction Requested” should be used.
683.14 Fee
The applicable fee for address correction service (including Address Change Service) as specified in Notice 123 is charged for each separate notification of address correction or the reason for nondelivery. Generally, when on-piece address correction can be provided, no fee is charged. 683.2 Sender Instruction
683.21 Return Service
Undeliverable-as-addressed Priority Mail Express and First-Class Mail (including zone-rated Priority Mail, postal cards, and postcards) that cannot be forwarded or delivered as addressed are returned to the sender at no additional charge when possible. Mail of other classes may be returned to the sender if properly endorsed to guarantee return postage. 683.22 Endorsements Not to Forward
The Postal Service does not forward mail with the following address forms or endorsements:
a. Mail addressed to “Occupant” or “Postal Customer.”
b. Mail bearing instructions of the sender such as “Do Not Forward, Abandon.”
c. Perishable items not marked to abandon that cannot be delivered before spoiling, and day-old poultry that cannot be delivered within 72 hours after hatching. Return these items to the sender immediately if return can be made before spoilage or within the 72-hour period. 683.23 Registered Mail, Certified Mail, Insured Mail, COD Mail, Return Receipt for Merchandise Mail, and Confirmation Services Mail Items
A change-of-address order covers Registered Mail, Certified Mail, Insured Mail, COD Mail, Return Receipt for Merchandise Mail, and Confirmation Services Mail items unless the sender gives other instructions or the addressee moves outside the United States. The sender’s instructions should appear on the envelope or wrapper. The following are exceptions:
a. COD Mail is not forwarded to overseas military Post Offices. b. Ordinary, Insured Mail, and COD parcels marked on the envelope or wrapper with the mailer’s instructions to abandon or sell perishable items are treated following the instructions. For example:
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(1) “Do not forward or return. If not accepted within days, treat as abandoned. Notify mailer of disposition.”
(2) “Do not forward or return. If undelivered after days, sell contents to highest bidder and remit proceeds, less commission, to mailer.” (A commission of 10 percent, but not less than $0.25, is kept by the Postal Service from the amount for which perishable items are sold.)
c. When the mailer so requests, PS Form 3849-D, Notice to Sender of Undelivered COD Mail, is sent to the mailer under DMM S921. The mailer then may designate a new addressee or alter the amount of COD charges by submitting a written request to the postmaster and paying the proper fee (see DMM S921). The Postal Service returns the article to the mailer after the holding period if no response is received.
The postage charge, if any, is collected from the mailer for returning the mail (but not registration or COD fees). When COD Mail is addressed to a person who moved and left no forwarding address, PS Form 3849-D is not sent and the mail is returned to the mailer.
d. Insured USPS Retail Ground without any other endorsement is treated as if endorsed “Forwarding and Return Postage Guaranteed.” The Postal Service forwards it and, if still undeliverable as addressed, returns it to the sender with the new address or reason for nondelivery attached. e. Insured Package Services mail without any other endorsement is forwarded at no charge locally and postage-due nonlocally if the recipient guarantees to pay forwarding postage on PS Form 3575, Change of Address Order. (For forwarding purposes, local means within the same single ZIP Code or multiple ZIP Code Post Office.) If the article is undeliverable, the Postal Service returns it to the sender with the new address or the reason for nondelivery. The mailer is charged for the return of the mailpiece only and the attempted forwarding, when appropriate.
f. The Postal Service holds undeliverable Registered Mail, Insured Mail, COD Mail, Certified Mail, Confirmation Services mail, and Return Receipt for Merchandise mail items for no fewer than 3 days. For each service as noted below, the maximum number of days is as follows:
(1) Hold Registered Mail, Insured Mail, Certified Mail, Confirmation Services mail, and Return Receipt for Merchandise mail items a maximum of 15 days unless the sender specifies fewer days. (2) Hold COD Mail a maximum of 30 days unless the sender specifies fewer days.
683.24 Priority Mail Express Items
Any Postal Service employee who cannot dispatch, distribute, or deliver an Priority Mail Express pouch because there is no delivery address on the outside of the pouch must promptly open the pouch to find a delivery address on any envelope, wrapper, or item inside the pouch. Postal Service employees may not open the wrappers or envelopes or break the seals of any Priority Mail Express items inside the pouch. If address information is found, the employee should securely close and promptly tag the pouch and forward it to the delivery Attachment 3
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address. If no address information is found, the pouch is sent to the appropriate mail recovery center. Priority Mail Express shipments should be held 5 workdays before return if the sender names no holding period (see DMM 507.4.3.4). 683.25 Return of Priority Mail Express Items and Registered Mail, Numbered Insured Mail, COD Mail, Certified Mail, Return Receipt for Merchandise Mail, and Confirmation Services Mail Items The Postal Service handles returns of Priority Mail Express items and Registered Mail, numbered Insured Mail, COD Mail, Certified Mail, Return Receipt for Merchandise mail, and Confirmation Services mail items as follows:
a. If a return receipt is attached to Registered Mail, numbered Insured Mail, COD Mail, Certified Mail, or Return Receipt for merchandise Mail or Priority Mail Express to be returned, write the reason for nondelivery on the face of the article. The return receipt remains attached to the article and is returned to the sender. Return Registered Mail immediately through the Registered Mail system.
b. Before returning or forwarding Priority Mail Express items or Registered Mail, numbered Insured Mail, COD Mail, Certified Mail, Return Receipt for Merchandise mail, or Confirmation Services mail items, do the following:
(1) Electronic record management sites must scan/enter the article with the handheld scanner and enter the appropriate event code. (2) Manual record management sites must:
(a) Complete PS Form 3849, Delivery Notice/Reminder/Receipt, and note on the back of the form the disposition of the article. (b) File PS Form 3849 for Registered Mail, numbered Insured Mail, COD, Certified Mail, and Return Receipt for
merchandise Mail with other delivery receipts.
(c) File PS Form 3849 for Priority Mail Express, or PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, with other delivery receipts.
c. When the recipient returns Priority Mail Express items or Registered Mail, numbered Insured Mail, COD Mail, Certified Mail, Return Receipt for Merchandise mail, or Signature Confirmation mail items to the sender, the sender must sign PS Form 3849 at the time the article is returned. Electronic record management sites must scan/enter the article with the handheld scanner and enter the appropriate event code. 683.26 Other Mail
Postal Service employees must handle other returnable types of mail as follows:
a. Return without delay if refused by addressee.
b. Return without delay if undeliverable when addressed to a street, building, rural or highway contract route, or Post Office box. If the addressee moved without leaving a change of address, hold mail for 10 days awaiting a forwarding order. If no order is received in that time, handle the mail as undeliverable; however, this does not preclude compliance with a sender’s request under DMM 507.4.3.4.
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c. Return without delay if undeliverable when incompletely, illegibly, or incorrectly addressed and the addressee is unknown.
d. Hold in general delivery not to exceed 30 days at sender’s request if addressed to indicate that the addressee is expected to call for the mail or if the addressee normally calls there for mail. e. Hold as follows when not addressed or when sender does not specify a holding period:
(1) Five days if for delivery by rural or highway contract route carrier. (2) Ten days if for general delivery service at an office with city carrier service, or up to 30 days if the postmaster is notified that the addressee will be delayed in coming to claim the item. (3) Fifteen days if for general delivery service at an office without city carrier service.
f. Do not return mail addressed and deliverable to a Post Office box until after the box is declared vacant, except for Registered Mail, Certified Mail, Insured Mail, COD Mail, Confirmation Services Mail, postage-due mail, and perishable mail items.
g. Send undeliverable letters bearing the return address of a hotel, motel, school, college, or other public institution printed on the envelope as an advertisement to mail recovery centers for disposition, unless the return address also includes the name or title of an individual or a printed or written request for return.
h. Return unclaimed franked mail from a member of Congress, and unclaimed official mail, including official reports and bulletins sent by state agricultural colleges and experiment stations, to the postmaster at the office of origin if known. If the office is not known, send the mail to the Post Office at Washington, DC. Send undeliverable mail bearing the return address of the White House, the Senate, or the House of Representatives, with or without postage stamps, to the Post Office at Washington, DC.
i. If nonmailable, return immediately under the procedures for the particular class of mail.
683.27 Return of USPS Marketing Mail and Package Services Mail The sender of USPS Marketing Mail and Package Services mail may identify valuable pieces and ensure their return by using the applicable ancillary service endorsements. This allows the addressee to refuse delivery of the mail and to return it, at no charge to the original addressee, if the mail including attachments is not opened.
684 Commercial Mail Receiving Agencies (CMRAs)
In order to accommodate customers left without delivery service at a CMRA when it goes out of business, host delivery units must take the following actions:
a. When it is known that the CMRA is out of business and no longer accepting mail, place a notice at the CMRA business address informing the customers of the location where their mail is being held.
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b. Hold these customers’ mail at the delivery unit for up to 10 business days (the same delivery unit noted in the notice left at the former CMRA address).
c. As these former CMRA customers arrive to pick up their mail at the delivery unit, provide them with Publication 75, Mover’s Guide, and advise them to file PS Form 3575, Change of Address Order. Review PS Form 3575 and process it using normal procedures, including sending the mail to the Computerized Forwarding System (CFS) for forwarding.
d. Use the opportunity when the former CMRA customers are picking up their mail at the delivery unit to promote the benefits of renting a Post Office box (i.e., cost, convenience, forwarding, access to postal products like Priority Mail, and the fact that the Postal Service doesn’t go out of business). This assumes that Post Office boxes are available. e. At the end of 10 business days, complete a PS Form 3575 marked as “Moved, Left No Address” for any customer who has not filed a PS Form 3575. At this point, send all former CMRA customers’ mail (except unendorsed USPS Marketing Mail and Bound Printed Matter) to CFS for processing.
f. At some point in the future, if a customer who did not file a PS Form 3575 during the 10 business day hold period wishes to file one, accept it. The appropriate delivery person should then complete PS Form 3546, Forwarding Order Change Notice, modifying the original “Moved, Left No Address” order to the forwarding order now filed by the former CMRA customer. Advise the customer that any mail received up to this point was Returned-to-Sender and cannot be retrieved. Again, take the opportunity to advise this customer of the advantages to renting a Post Office box.
69 Dead Mail
691 General
691.1 Definition
Dead mail is matter deposited in the mail that is or becomes undeliverable and cannot be returned to the sender from the last office of address. Some reasons that mail cannot be returned to the sender include:
a. Matter is nonmailable and subject to 139.117.
b. Sender is unknown.
c. Classification of the mail does not entitle it to return service. 691.2 Opening and Examination
Except for unendorsed USPS Marketing Mail items, all undeliverable First-Class Mail, USPS Marketing Mail, and Package Services items that cannot be returned because of an incorrect, incomplete, illegible, or missing return address are processed at the Mail Recovery Center (MRC). Insured Attachment 3
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First-Class parcels containing USPS Marketing Mail or Package Services enclosures (sent under DMM 503.4) are handled the same way. For other circumstances in which mail may be opened and examined, see ASM 274.2. 691.3 Insured and COD Matter
691.31 Holding Period
The Postal Service holds Insured Mail and COD mailpieces for 1 week after they become dead. On a weekly basis, send such pieces to the MRC. 691.32 Articles Endorsed “Destroy” or “Abandon”
Insured and COD matter endorsed by the sender “Destroy” or “Abandon” is destroyed or abandoned when such matter becomes dead at the last office of address.
691.33 Refusal of Article by Sender
If the sender of undeliverable Insured Mail or COD Mail refuses to accept its return, send the mail to the servicing MRC on the next weekly dispatch. For an Insured Mail article, electronic record management offices must scan/ enter the article with the handheld scanner and enter the appropriate event code. Offices using the manual record management program should endorse PS Form 3849 to show the sender’s refusal. For a COD article, electronic record management offices must scan/enter the article with the handheld scanner, enter the appropriate event code, and endorse the attached PS Form 3816, COD Mailing and Delivery Receipt, to show refusal. Offices using the manual record management program should endorse the attached PS Form 3816 to show refusal and file the form with the delivery records. 691.4 Items Loose in the Mail
691.41 Money
Postal Service employees must dispose of money found loose in the mail as follows:
a. Record U.S. money found loose in the mail, unless identified with losses from mail or returned to its owner, on PS Form 25, Trust Fund Account, and enter the amount in AIC 126, Miscellaneous Nonpostal Revenue. If a valid claim is received for money found loose in the mail after taken into the postal account, make the refund from current funds and enter the amount in AIC 624, Refund of Miscellaneous Nonpostal Revenue.
b. Hold for 15 days, awaiting possible claim, all foreign money and any U.S. money of unusual value, such as uncirculated coins, antiques, or collector’s items if identified as such. If the money is unclaimed after 15 days, send it to the MRC service area.
c. If a letter contains $10 or more in money, convert the cash to a money order and deduct the money order fee before issuance of the money order.
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691.42 Uncanceled Stamps
691.421 Uncanceled Stamps Fallen Off Mail
Postal Service employees must handle uncanceled stamps fallen off mail as follows:
a. Reaffix the stamp to the mail if possible; if not, drop the stamp in a slotted and sealed or locked container kept on the workroom floor for that use.
b. At least once a month, destroy stamps kept in these containers. c. Make no record of these stamps.
691.422 Uncanceled Stamps Not Lost From Mail
Postal Service employees must handle uncanceled stamps not lost from mail as follows:
a. Place the stamps in an envelope and hold for 30 days in the claims section of the main office if found at main office or at contract stations or branches; if found at classified stations and branches, hold in the manager’s care. Make a descriptive record on the envelope only if it helps in returning the stamps to the owner.
b. If the stamps are unclaimed after 30 days, destroy them at the holding place in the presence of a witness designated by the postmaster.
Record on PS Form 25 only the total amount of stamps received and destroyed. Destruction of unclaimed stamps should be done on a monthly basis.
691.43 Other Items
Return to the owners any wallets, bank deposits, or other nonmail matter found in collection boxes or other points within Postal Service jurisdiction, postage-due at the single-piece USPS Marketing Mail rates for these articles.
691.44 Articles Separated From Envelopes
The Postal Service tries to match articles found loose in the mail with their envelopes or wrappers. If the mailer or addressee can be identified, the articles are returned or forwarded.
691.45 Unidentified Items
Treat unidentified items of value ($25 or more) as dead mail. Except for money (see 691.41) and uncanceled stamps (see 691.42), reuse for business purposes only, donate, recycle, or, as a last resort, dispose of as waste all unidentified items without value as follows:
a. Recycle unendorsed USPS Marketing Mail if cost-effective. b. Donate (see 691.532) or recycle periodicals (such as printed matter, newspapers, magazines, and other publications).
c. If it is cost effective, strip coins from undeliverable circulars and account for their value (see 691.41a).
d. Stamp unidentified postal money orders “VOID” (location). Prepare a memorandum explaining the circumstances, and send the money orders and memorandum to the Money Order Branch, St. Louis Accounting Service Center.
Attachment 3
691.5 Postal Operations Manual
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691.5 Disposal
691.51 Undeliverable Merchandise to Manufacturer or Distributor Return merchandise postage due to the nearest retail store, mail order store, or distribution center of a firm if the following evidence of ownership exists and the firm does not object. Direct questions about return of merchandise to the appropriate RCSC. These conditions apply:
a. The articles must appear new.
b. Each article, or bundle of articles, must show the following:
(1) Name of the firm that made or distributed the articles. (2) Order or invoice number, or other evidence that the article was mailed by the firm because of a customer’s order.
691.52 Perishable Items, Drugs, and Cosmetics
691.521 Injurious Items
The Postal Service destroys packages containing medicine, perishable items, liquids, and other articles likely to injure employees, damage equipment or other mail, or attract pests. Applicable guidelines are in Handbook AS-553, Hazardous Waste Management, and Publication 52, Hazardous, Restricted, and Perishable Mail.
691.522 Noninjurious Items
Dispose of other perishable mail, drugs, and cosmetics as follows:
a. Perishable Items. The postmaster must sell immediately all salable perishable matter that cannot be forwarded or returned before spoiling, day-old poultry that cannot be delivered or returned within 72 hours after hatching, and other animals that cannot be returned to the sender alive. The addressee and postal employees may not purchase any such item from the postmaster. The postmaster must send the proceeds of the sale, less a 25 percent commission (but not less than 1 dollar) and the proper money order fee and postage to the mailer by postal money order, with an explanation on PS Form 3820, Sale or Destruction of Perishable Mail, of the action taken. Deliver all perishable articles or animals that cannot be sold to any public or charitable organization that will accept them. Also try delivering live animals to a local humane society or animal shelter that will take them. b. Drugs. Destroy packages that contain prescription drugs undeliverable to either the addressee or sender. Donate over-the-counter drugs that are sealed in their original packaging or container to public and charitable organizations, local food banks, shelters, or other nonprofit organizations that will accept them or destroy them if you cannot donate them. Turn over items suspected of containing illegal drugs to the Postal Inspection Service.
c. Cosmetics. Donate undeliverable cosmetics that are sealed and unopened, including face and hand creams, soaps, perfumes, powders, lotions, and aftershave lotions, impartially and equitably to public and charitable organizations, local food banks, shelters, or other nonprofit organizations that agree to distribute them for free. If they are Attachment 3
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not donatable, treat them as dead parcels. Destroy undeliverable lipsticks and cosmetics that might jeopardize health.
691.53 Institutions
691.531 Food
Donate usable food items treated as dead mail impartially and equitably to public or charitable organizations, food banks, shelters, or other nonprofit organizations. Follow these guidelines:
a. Do not donate homemade items. Dispose of them as waste. If unsure whether an item is homemade or usable, destroy it.
b. Make sure that the receiving organization signs a PS Form 6011, Agreement for Acceptance of Food Items, stating that it takes full responsibility for the handling and use of the food items. Keep releases on file for 2 years. The receiving organization must accept the food items available and pick them up in a timely manner.
c. Destroy food items that cannot be donated by disposing of them as waste.
691.532 Periodicals and Publications
Follow these guidelines for disposing of periodicals and publications:
a. Donate copies of undeliverable magazines, newspapers, and other periodicals impartially and equitably to public and charitable organizations, shelters, hospitals, prisons, schools, and libraries. If requested, furnish copies of undeliverable publications to a court officer for persons called for or assigned to jury duty. b. Provide publications to qualifying organizations under the condition that: (1) the recipients do not select the character, quality, or type of publication, and (2) the recipient calls for the copies promptly when notified or on a schedule. This privilege is at the option of the Postal Service and may be discontinued at any time without notice. Postal employees should inform the recipients of these conditions. c. If periodicals cannot be donated, recycle them if cost-effective. d. If they cannot be donated or recycled, dispose of them as waste. 691.533 Merchandise and Product Samples
Dispose of undeliverable merchandise and product samples, such as toiletries, toothpastes, diapers, and detergents, that are not endorsed “Return Service Requested” as follows:
a. Donate undeliverable merchandise and product samples impartially and equitably to public and charitable organizations, food banks, shelters, or other nonprofit organizations that agree to distribute them for free.
b. Dispose of as waste all samples not able to be donated. 691.54 Government Property
The MRCs send unclaimed government property with a National Stock Number (NSN) (a 13-digit number arranged in groups of 4-2-3-4, such as 1234-00-567-0089) imprinted on cartons, tags, or the item to the concentration point for return to the federal supply system.
Attachment 3
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691.55 Foreign Mail
691.551 Canadian
The Postal Service encloses dead letters and parcels originating in Canada in an official envelope. The envelope must show the complete return address of the office returning the mail to Canada. Address the envelope to:
UNDELIVERABLE MAIL OFFICE
CANADA POST CORPORATION
1860 MIDLAND AVE UNIT 1
SCARBOROUGH ONT M1P 2M0
CANADA
691.552 Other
The Postal Service sends dead letters and parcels originating in countries other than Canada to the exchange office daily (see IMM 772). Do not send such mail to MRCs.
691.56 Matter Mailed in Violation of Law or Treaty
The Postal Service holds for 6 months after it becomes dead all matter of obvious value, including First-Class Mail not in the form of a letter, addressed to foreign countries if mailed in violation of law or treaty stipulation. (See IMM individual country listing prohibitions.)
691.57 Firearms
The Postal Service handles concealable firearms mailed contrary to DMM 601.8 under ASM 276. Hold dead mail containing firearms mailed under DMM 601.8 for the applicable holding period. Send this mail weekly by Registered Mail to the area MRC, along with a memorandum stating why the mail was not delivered and how it was determined that the shipment contained firearms.
691.58 Disposition of Undeliverable Mail
691.581 First-Class Mail, USPS Marketing Mail, and Package Services Send all First-Class Mail (except postcards and postal cards), USPS Marketing Mail, and Package Services mail that cannot be forwarded or returned to a MRC for disposition. Send dead letters daily and dead parcels weekly.
691.582 Priority Mail Express
After all attempts to deliver, forward, or return an Priority Mail Express shipment during the specified holding period are unsuccessful, send the shipment to the designated Mail Recovery Center (MRC) in an Priority Mail Express pouch.
691.583 Postcards and Postal Cards
Dispose of postcards and postal cards without a return address if the Post Office can shred or destroy them completely. If not, they should be forwarded to the area MRC.
691.584 Abandoned or Unclaimed Nonmailable Matter — Inspection Service For mail detained pursuant to Administrative Support Manual (ASM) 274.31d, the Inspection Service will notify the sender and addressee of mailpieces reasonably suspected of containing nonmailable matter, including narcotics, as proscribed in Publication 52, Hazardous, Restricted, and Perishable Mail, Attachment 3
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and provide the sender and addressee with a reasonable opportunity to claim the mailpiece or appeal the determination of nonmailability. If neither the sender nor the addressee claims or otherwise retrieves the mailpiece in a timely manner or appeals the determination of nonmailability, the mailpiece is deemed abandoned or unclaimed (i.e., “dead mail” under 691.1a). Dead mail under this section may be opened or examined to verify the nonmailability of the contents, in accordance with ASM 274.21f. Nonmailable contents will be handled and disposed of in accordance with Postal Inspection Service procedures. A list or record may be made of mail abandoned or unclaimed under this section and used in accordance with Inspection Service procedures. Any contents determined to be mailable will be returned to the sender or forwarded to the addressee, if possible.
691.59 Makeup and Dispatch
691.591 Marking
Make sure that the reason for nondelivery is endorsed on dead mail when preparing it for final disposition. Stamp individual letters and parcels with a round date stamp.
691.592 Makeup
Make up the mail as follows:
a. Depending on the quantity of mail, either neatly place dead letter mail in trays (half or full) or bundle mail and place it in an envelope or other shipping container.
b. Place dead parcels in rolling containers (80 lb. hamper, etc.). c. Never place mail not intended for MRC in letter bundles, trays, sacks, or containers addressed or labeled to the Mail Recovery Center. 691.593 Labeling and Addressing for Dispatch
Address and label the mail for dispatch as follows:
a. Address dead letter mail as: Mail Recovery Center, ATLANTA, GA 30378-2400.
b. Address dead parcel mail as: Mail Recovery Center, ATLANTA, GA 30378-2400.
c. Label all containers used for shipping (e.g., hampers, APCs, and BMCs). Label to include MRC address and shipping office. d. Where available, use preprinted central markup labels to forward mail to MRCs. Put the label on the top letter of the bundle, next to but not covering the original address. Affix a blue Label F, All for Firm, in the lower left corner of the top letter.
e. When preprinted central markup labels are not available, use a blank sheet of paper to make a facing slip for letter bundles. 691.594 Listing and Recording
Do not make a list or record of dead mail sent to an MRC, except as follows:
a. Registered, Certified, Numbered Insured, and Delivery Confirmation Mail. Electronic record management sites must scan/enter the article with the handheld scanner and enter the appropriate event code.
Manual record management sites must complete delivery receipt, Attachment 3
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show disposition, and file with other delivery receipts. Dispatch as registered all dead Registered Mail.
b. COD Mail. Electronic record management sites must scan/enter the article with the handheld scanner and enter the appropriate event code. Manual record management sites must show disposition by endorsing PS Form 3816, COD Mailing and Delivery Receipt, and file the form with Returned-to-Sender records.
691.595 MRC Search
When employees are inquiring about letters, flats, or parcels valued at $25 or more on behalf of the customer, send an email to: MRC Search. A MRC Search form will be returned to the sender (employee) via email. The employee completes the MRC Search form and returns it via email to: MRC Search.
692 Mail Recovery Centers
692.1 Dead Letter and Parcel Mail
692.11 Addresses
The MRC address to send administrative mail is as follows:
ATLANTA MAIL RECOVERY CENTER
U.S. POSTAL SERVICE
PO BOX 44161
ATLANTA, GA 30378–1161
The MRC address to send undeliverable mail is as follows:
ATLANTA MAIL RECOVERY CENTER
U.S. POSTAL SERVICE
5345 FULTON INDUSTRIAL BLVD. SW
ATLANTA, GA 30378–2400
692.12 Opening Letters
As technologically feasible and depending on certain criteria, the MRC opens and may retain undeliverable letters for further processing. When possible, contents are returned.
692.13 Letters With Nonmailable Matter
692.131 Nonmailable Lottery Matter Except Nonmailable Unsealed Foreign Lottery Matter
Destroy, by shredding only, letters of domestic origin and sealed mail of foreign origin (see ASM 274), lottery tickets, chance books, and so forth, only if nonmailable under DMM 601.9.
692.132 Unsealed Foreign Nonmailable Lottery Matter
Post Offices should dispose of unsealed mail of foreign origin that contains nonmailable lottery matter (see DMM 601.9) as follows:
a. When the sender is identified as the respondent in an outstanding foreign lottery order (see the Postal Bulletin), dispose of the mail under DMM C030;
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b. When the sender is not so identified, forward a sample of the mailing to the manager of Fraud and Prohibited Mailings, for action under 39 U.S.C. 3005. Do not process for delivery other unsealed mail from the same sender, pending Postal Bulletin notification of a foreign lottery order against the sender, or until General Counsel sends other instructions. The address for Fraud and Prohibited Mailings is as follows:
MANAGER
FRAUD AND PROHIBITED MAILINGS
US POSTAL SERVICE
475 L’ENFANT PLAZA SW
WASHINGTON DC 20260-2166
692.133 Other Nonmailable Matter
If the address of the sender (or addressee) is found, return the mailable contents to the sender (or forward it to the addressee), and destroy nonmailable matter.
692.14 Opening Parcels
The MRC opens dead parcels to find the name and address of the addressee or sender and to deliver or return that person’s property. If parcels are endorsed to show that they are Postal Service property, or that the sender has refused to pay postage due on return as undelivered, the parcels are Postal Service property. Dispose of the parcels as follows:
a. Return a dead parcel to the sender. Deliver it to the addressee if only the addressee’s name and address are found. Rate the parcel for postage due at the zone rate from the MRC.
b. If the sender or the addressee cannot be determined, hold the following for 30 days from receipt at the MRC: Priority Mail (flats or parcels), USPS Marketing Mail, and Package Services mail containing valuables. Hold the following for 60 days from receipt at the MRC:
Insured and Registered parcels. Hold the following for 60 days from receipt at the MRC: First-Class Mail not in the form of a letter addressed to another country; if item is posted in violation of law or treaty, hold for 6 months. (See IMM Individual Country Listing Prohibitions.)
692.15 Disposal of Parcels Containing Firearms and Ammunition The following terms apply to the disposal of firearms and ammunition:
a. Definition. The term firearms means any weapon, by whatever name known, designed to expel a projectile or projectiles by the action of an explosive; any firearm muffler or silencer; or any part or parts of such weapon.
b. Sale. The Postal Service sells firearms -other than pistols, revolvers, short-barreled rifles or short-barreled shotguns -only to licensed firearms dealers. When these items accumulate, notify local firearms dealers of the intended sale of all items as a single lot, by sealed bid.
Display and sell the items to the dealer submitting the highest bid.
Attachment 3
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692.16 Disposal of Other Dead Parcels
The Postal Service disposes of unclaimed items by sale at auction. Hold auctions periodically and advertise them to the public. Obtain information on auction sales from the MRC conducting the sale.
692.17 Postal Service Employee Ineligibility
Postal Service employees may not directly or indirectly buy any dead mail material.
692.2 Postal Inspection or Office of Inspector General Use Withdraw items, other than the contents of mail sealed against inspection, from the MRC only for official use by postal inspectors or the Office of Inspector General (OIG). The Inspectors or OIG must give memorandum receipts for the articles withdrawn. Keep these receipts on file in the MRC and return them when the goods are returned for disposal as dead parcels. 692.3 Postal Service Systems and Training Use
The following restrictions apply to the use of USPS Marketing Mail:
a. General. Only undeliverable USPS Marketing Mail may be used for developing and testing Postal Service equipment and systems or for training Postal Service employees, under 692.3b and 692.3c. Obtain authorization from the Business Mail Entry manager.
b. Submitting Requests. Submit requests for authorization in writing and with all of the following:
(1) The purpose of testing or training and use of the mail. (2) The type of undeliverable mail and volume required. (3) The period during which required.
(4) The proposed source and arrangements for delivery of the mail to the contractor or Postal Service employee conducting the equipment test.
(5) The security of mail during the training or testing period. (6) The arrangements for mail disposal after testing or training. c. Information on Outside Cover. The name and address and other information on the outside cover of undeliverable mail must be kept confidential. Also confidential is any information about the contents of mail to the extent that such information may be associated with a customer (see ASM 274). A private contractor or Postal Service employee performing testing or training may not use the mail to permit any such confidential postal information to be disseminated or disclosed to anyone. This prohibition includes, but is not limited to, photographic or other reproductions or copies of the actual wording.
The mail (and reproductions or copies of the information on its cover) may be used in testing or training but not in reports or other material that can be disseminated outside the Postal Service.
Attachment 3
Delivery Services 692.42
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692.4 Treatment of Mail Forwarded From MRCs
692.41 General Standards
The Postal Service follows these procedures for delivery of returned dead mail:
a. Treat unsealed mail as if under seal. Keep the strictest secrecy concerning its contents.
b. If the mail cannot be delivered within a reasonable time after return from the MRC, endorse the reason for nondelivery on the form that accompanies the mail. Return the mail and the form to the sending MRC under the same class by which received.
692.42 Registered Mail
In addition to the standards in 692.41, Registered Mail is handled as follows:
a. When received under registered cover, handle in the claims and inquiry section or in some other section by an employee designated by the postmaster. Do not allow the registry section to open and dispose of this mail.
b. If the address is supplied, register the item to the owner under the local registry number.
c. Enter the registry number on the form that accompanies the dead mail.
File the form.
d. Register the item when forwarding it to another address or returning it to the MRC
Attachment 3
692.42 Postal Operations Manual
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7 Postal Vehicle Service
71 Introduction
711 General
711.1 Scope of Material
This chapter covers in a general way the following:
a. Operating policies and procedures for USPS drivers and vehicles. b. The maintenance and repair of USPS-owned vehicles. (See 713.1 for definitions.)
711.2 Purpose and Scope
This chapter sets forth the major policies governing the operation of postalowned, mail-hauling vehicles operating in the postal vehicle service (PVS). It also includes the operation of leased vehicles. Detailed instructions are contained in Handbook PO-701, Fleet Management, and Handbook PO-702, Accident Investigations — Tort Claims.
711.3 Scope of Fleet Management/Fleet Operations
Fleet operations encompass local transportation operations, new vehicle requests, vehicle hire, vehicle assignment, vehicle utilization and requirements, accident investigation, dock and maneuvering area design, traffic flow, container operations, and driver training. 712 Policies and Practices
712.1 General
There are a number of policies and practices that the Postal Service™ adheres to that all managers must be aware of and implement as appropriate. Postal vehicle service responsibilities consist of assigning vehicles, administering vehicle leases, street supervision of vehicles, vehicle safety, PVS accident investigation, vehicle utilization optimization, vehicle accounting and data collection, budgets, fleet performance indicators, identification of surplus vehicles for disposal, and labor relations. 712.2 Fleet Maintenance
Fleet maintenance encompasses organization and management controls; maintenance standards and schedules; equipment, parts, supplies, and fuel; Attachment 3
712.3 Postal Operations Manual
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operating and budget records; and vehicle maintenance facility (VMF) management. Related definitions are as follows:
a. Vehicle Maintenance Facility (VMF): A postal facility engaged in the repair and maintenance of USPS-owned vehicles.
b. Auxiliary VMF: A detached vehicle maintenance and repair unit functioning in supportive capacity to VMF.
c. Vehicle Post Office: A Post Office or other operating unit which has USPS-owned or hired vehicles.
d. Perimeter Office: A Post Office or other operating unit which has USPS-owned or hire vehicles but which does not have management authority over a VMF. However, every perimeter office is assigned to a specific VMF for technical guidance and support on maintenance matters.
712.3 Warranties and Modifications
The Postal Service uses the warranty provisions of the vehicle purchase contract to the fullest extent possible. The vehicle maintenance facilities (VMFs) are responsible for exercising the various provisions. Maintenance work under warranties must be restricted to the stated (written) warranty provisions. Modifications to vehicles are prohibited unless explicitly approved by Fleet Management, Headquarters. This includes changing any manufacturer-installed equipment or accessories.
712.4 Vehicle Emissions and Fuel Consumption
The Postal Service complies with the provisions of the Clean Air Act and practices fuel conservation. No one, postal employee or contractor, may change or make inoperative any emissions control device installed on any vehicle owned or leased by the Postal Service, except if authorized by Fleet Management, Headquarters. Properly maintained vehicles will achieve maximum fuel economy. Maximize vehicle utility by monitoring individual driver and vehicle performance, and by reviewing regular Preventive Maintenance Service schedules.
712.5 Vehicle Appearance
The clean and uniform appearance of postal vehicles is essential to projecting a positive image of the Postal Service. Postal vehicles must be washed as needed, but not less than once each month. Vehicles must be constantly scrutinized by managers at all levels for paint deterioration; missing, torn, or faded markings; and corrosion or damage to the body.
Managers should schedule immediate repairs, as needed.
712.6 New Product Testing
To maintain efficient operations it is necessary to know of and evaluate new products to determine their value in Postal Service operations. Control of all testing of all new products (accessories, additives, vehicle components, etc.) resides with Headquarters (Engineering and Fleet Management).
Attachment 3
Postal Vehicle Service 716.2
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713 Vehicles Used By USPS
713.1 Postal Vehicle Service
PVS vehicles are under the jurisdiction of managers at designated offices.
They are operated by USPS personnel and consist of the following:
a. USPS-owned vehicles: vehicles purchased by the USPS. b. Hired vehicles: vehicles hired by the USPS, either from one of the following:
(1) Commercial sources.
(2) Letter carriers.
713.2 Highway Contract Service
These vehicles are managed and operated by contract personnel, as described in part 531, Highway Contract Routes. Contract vehicles are not covered by the USPS fleet management program except as follows:
a. When turned over to the USPS for unloading mail at its destination (see 734.111, item b).
b. When they require emergency maintenance (see 741.1). 714 Motor Vehicle Service
Motor Vehicle Service (MVS) is a specific category of vehicle service. It pertains only to vehicle movement of bulk quantities of mail. This is distinct from other vehicle operations, such as vehicle movement of mail by letter carriers for delivery and collection.
Note the following:
a. MVS vehicles are usually very large vehicles, some weighing more than 5 tons.
b. MVS drivers are motor vehicle craft employees rather than letter carriers, etc. (see also 722.1).
715 Vehicle Personnel/Perimeter Offices
The position of vehicle operations maintenance assistant (VOMA) may be authorized at a perimeter office and is approved by the manager, Fleet Management. The VOMA administers the vehicle operations and maintenance program.
716 Vehicle Responsibilities
716.1 Headquarters
The Office of Vehicle Operations develops vehicle operating and maintenance programs, standards, and criteria for guidance of field personnel.
716.2 Areas
The Manager, Transportation Networks, of each Area is responsible for the following:
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716.3 Postal Operations Manual
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a. Enforcing the policies and directives issued by the Office of Surface Operations.
b. Reporting to the Office of Surface Operations at Headquarters all items which have an impact on the operation and maintenance of vehicles. 716.3 Manager, Fleet Operations
The Manager, Fleet Operations, is responsible for vehicle maintenance, budget management, manpower control, and driver training (see Handbook PO-701) for the VMF Post Office to which he/she reports. 716.4 Drivers
Every USPS driver, regardless of craft or position, is responsible for the following:
a. The proper care and handling of vehicles, in his custody by following the rules in 724.
b. Immediately informing his supervisor of the revocation or suspension of his state driver’s license.
72 Responsibilities
721 Headquarters and Areas
721.1 Headquarters
Headquarters establishes policy, provides administrative support, and furnishes technical guidance for Postal Service vehicle service. Policies and procedures are directed to concerned persons at the areas and districts before implementation by field personnel at Processing and Distribution Centers (P&DCs), Processing and Distribution Facilities (P&DFs), and Network Distribution Centers (NDCs).
721.2 Areas
Within the area, the manager, Distribution Networks (DNs), has responsibility for coordinating transportation and providing vehicle contracting and postal vehicle service oversight to the P&DCs, P&DFs, and NDCs. 722 Drivers and Driving Requirements
722.1 Driver Categories
722.11 Vehicle Drivers
Most drivers of PVS vehicles (see 713.1 for definition) fall into two broad categories as follows:
a. Letter carriers who drive vehicles to deliver and collect mail. b. Motor Vehicle Service (MVS) drivers who transport bulk quantities of mail. MVS drivers are motor vehicle craft employees.
There are two divisions as follows:
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Postal Vehicle Service 724.2
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a. Motor vehicle operators: drive all Postal Service vehicles except tractor-trailers and spotter tractors.
b. Tractor-trailer operators: drive tractor-trailers and spotter tractors. 722.12 Equipment Drivers
Equipment drivers drive rider-operated industrial mobile equipment, such as fork lifts.
723 Driver Licensing
723.1 Applicability
Driver licensing provisions apply to all offices which have motor vehicles or rider-operated industrial mobile equipment operated by USPS personnel. 723.2 Minimum Requirements
Any applicant for a driving position must meet the following minimum requirements:
a. Be 18 years old or more.
b. Have a valid state driver’s license issued by the state in which the installation is located or the state in which the applicant currently resides.
c. Have his past driving record verified.
d. Postal Service employees routinely receive and must respond to Inquiries from supervisors and customers. Employees must therefore have a basic competence in speaking and understanding English. 723.3 Driving Privileges/General Regulations
No employee may drive any vehicle or equipment on official business until he has qualified for and has been granted driving privileges. 724 Driving Rules
724.1 Vehicle Post Offices
At Vehicle Post Offices (VPOs), the postmaster is responsible for the safe, efficient, and economical operation and maintenance of assigned postalowned or -leased vehicles, under the guidance of personnel from the district and Fleet Management.
724.2 Passengers
National policy on passengers is reflected in the appendix of Handbook EL801, Supervisor’s Safety Handbook. It reads as follows: “Only authorized passengers are permitted to ride in postal owned, GSA owned, rental or contract vehicles (including employees’ privately owned vehicles when used in postal operations). All passengers must use seatbelts. Where conventional passenger seats have not been provided in the vehicle, an approved auxiliary seat, facing forward, and equipped with a backrest and seatbelt must be used. Sitting in other than an approved seat or standing in a postal vehicle while the vehicle is in motion is prohibited.”
Attachment 3
724.3 Postal Operations Manual
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724.3 Repair Tag
Drivers must check defects requiring attention on PS Form 4565, Vehicle Repair Tag, and indicate possible trouble, if known.
724.4 Emergency Kits/Fire Extinguishers
Emergency warning device kits and fire extinguishers (see DOT Standard 125) may be carried on any vehicle, but must always be carried on vehicles with 1 ton or more capacity used in the following services:
a. Postal Service-owned motor vehicles regularly scheduled for intercity and airport runs.
b. Postal-owned motor vehicles regularly scheduled for use as wreckers. c. Private, hired, contract, or leased motor vehicle equipment operated by Postal Service personnel or by the owner or lessor.
724.5 Accident Reports
Standard Form 91 (SF-91), Operator’s Report of Motor Vehicle Accident, must be as follows:
a. Carried in every motor vehicle owned or operated by the Postal Service and by each employee using a bicycle or light vehicle.
b. Filled out by the driver of any vehicle involved in an accident. See also 736.
725 Driver’s Training
725.1 Responsibility
The fleet operations manager and district safety manager are responsible for driver training and maintenance of driving records. The manager, Fleet Operations, must coordinate the training with the district safety manager to assure that the training is most effective and economical. 725.2 Types of Training
Types of driver training include the following:
a. Initial driver training.
b. Driver improvement training for all licensed drivers. c. Remedial driver training.
725.3 Driver Instruction
The person selected to provide driver instruction must be certified as proficient in the operation of all vehicles on which he/she will give instructions.
725.4 Motor Vehicle Service
MVS drivers (see 722.11(b) for definition) may need special training in the loading, securing, and unloading of containers full of mail or empty equipment. For further information on this subject, see the following:
a. Handbook PO-701, Fleet Management.
b. Handbook PO-502, Container Methods.
Attachment 3
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725.5 Fuel Conservation
Each trainee must be thoroughly schooled in how to conserve fuel while operating a motor vehicle.
725.6 Reference
Details of training for all employees who must drive vehicles are specified in Handbook PO-23, Orientation and Craft Skill Training, and/or any future handbooks that replace Handbook PO-23.
726 Driver Contest and Awards
Awards provide incentives to both management and driver to improve accident prevention and safe driving. The Postal Service participates in the following:
a. The annual award for Meritorious Performance in Motor Vehicle Safety. b. The National Safety Council’s National Fleet Safety Contest. c. The National Fleet Safety Council’s Safe Driver Award. 73 Vehicle Types, Safety, and Maintenance
731 Vehicle Operations/Requests for Vehicles
731.1 Types of Vehicles in Service
731.11 Cargo Vans, Tractors, Spotters, and Trailers
Cargo vans (7-, or 11-ton trucks), tractors, and trailers are used to transport bulk mail between P&DCs, P&DFs, AMCs, NDCs, stations and branches, and associate offices. Spotters are used to move trailers within an NDC yard operation.
731.12 Hired Vehicles
Various sized vehicles are occasionally leased by the Postal Service from commercial leasing firms and employed for mail-hauling purposes. Contact your servicing purchasing organization for details.
731.13 New Vehicles
When new vehicle requirements cannot be met by the existing assigned fleet, submit PS Form 4515, Vehicle Assignment Justification and Request, in accordance with Headquarters current policies and procedures. 732 Driving and Safety Requirements
732.1 Postal Vehicle Service versus Highway Contract Service 732.11 Types of Service
There are two general types of vehicle service: Postal Vehicle Service and Highway Contract Service. (See 713 for definitions.)
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732.12 Postal Operations Manual
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732.12 Vehicle Care and Operation
All drivers of postal-owned and -leased vehicles are responsible for the proper care and handling of vehicles in their custody. Employees are financially liable for loss or damage caused by willful or deliberate misconduct.
732.13 National Agreement Provisions
The provisions of Article 32.2.F govern the subcontracting of transportation and states: “For all routes for which the Union submitted a cost comparison, if a contract is awarded, the Union will be furnished the cost of such contract.”
732.2 Traffic Laws
Employees driving any vehicle in performance of postal duties must obey all federal, state, and local traffic laws at all times. Postal-owned or -leased vehicles have no special right-of-way over private vehicles. 732.3 Safe Driving
Employees are responsible for the safe operation of any vehicle used while on duty. Managers must emphasize in their daily operation that safety is everyone’s responsibility and must not be compromised. (For more details, see Handbook PO-701, chapter 2; ELM 827; and Handbook EL-801, Supervisor’s Safety Handbook.)
732.4 Vehicle Schedules
The Operations manager(s) is responsible for the following:
a. PVS schedules to meet delivery and mail processing requirements. b. PS Form 4533, MVS Schedule, for all intra-city and/or intercity service performed by PVS or letter carrier.
732.5 PVS Accident Investigations
Immediate and complete on-the-scene investigations by the PVS are required for all accidents involving employees and vehicles. Accidents involving vehicles assigned to Customer Service and Sales will be investigated and processed by Customer Service and Sales or their designated representative. Since even the slightest accident may ultimately result in litigation against the Postal Service, such litigation must be anticipated. Detailed instructions for accident investigation are provided in Handbook PO-702, Accident Investigations — Tort Claims. 733 Vehicle Dispatching
733.1 Vehicle Accounting
The Solution for Enterprise Asset Management (SEAM) is a cost-accounting system providing operating cost per vehicle, per mile, and per hour. Also reported is the cost of maintenance and repair, vehicle depreciation, parts, and fuel usage. Additional information is provided on vehicle use and inventories. This system, operated by Vehicle Maintenance Facilities (VMFs), Attachment 3
Postal Vehicle Service 734.2
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is available to all transportation managers to assist in decision making for efficient transportation operations.
733.2 Two-Way Radio Control
Managers of offices with tractor-trailer operations and nonscheduled service may request installation of two-way radio equipment. The decision is made locally.
734 Inspections and Reports
734.1 Vehicle Reassignment and Disposal
734.11 Inspection of Hired Vehicles
734.111 Policy
USPS personnel must inspect all hired vehicles and vans any time they are turned over to USPS custody.
Note the following:
a. For vehicles which are hired by the USPS, use PS Form 4577, Leased Vehicle Condition Report.
b. For contract vans turned over to the USPS for the unloading of mail, use PS Form 5201, Mail Van Inspection.
734.112 Procedure
Both forms must be prepared in triplicate. The procedure is the same as follows:
a. On Receipt. When accepting vehicle or van, make an inspection and do the following:
(1) Enter any defects noted during inspection.
(2) Sign the form and obtain signatures of owner's representative attesting to condition as recorded on form.
(3) Retain original and first copy and give second copy to owner’s representative.
b. On Return. When returning vehicle or van, again make an inspection do the following:
(1) Note any new damage; or state that no new damage occurred. (2) Sign the form and obtain signature of owner’s representative to verify observations.
(3) Return original to file and give first copy to owner’s representative.
734.2 Reassigning Excess Vehicles
Postmasters and installation heads must identify to the manager, Vehicle Maintenance Facility (VMF), any vehicles determined to be excess to the needs of the function to which the vehicle is assigned. The manager, VMF reassigns the vehicles to meet valid requirements within the service area, and notifies the manager, Vehicle Operations (MVO) of vehicles that are excess to the needs of the service area. The area MVO then reassigns the vehicles (except excess Postal Vehicle Service (PVS) vehicles, (i.e., truck tractors, Attachment 3
734.21 Postal Operations Manual
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spotter tractors, cargo vans, or trailers) to meet valid requirements within the area, and notifies Headquarters Fleet Management (FM) of remaining excess vehicles. FM will reallocate excess non-PVS vehicles to other areas as appropriate, and will contact Headquarters Surface Operations for authorization of any PVS vehicle reassignments.
For more information, refer to Handbook PO-701, Fleet Management, chapter 7, which is accessible on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click HBKs.
734.21 Utilization Reports
Vehicle Post Offices must document use of all Postal Service-owned and - hired vehicles on PS Form 4570, Vehicle Time Record, or use approved current electronic data collection programs and use PS Form 4570/or approved program as a source document to complete utilization reports and submit the information to the office’s assigned VMF.
734.22 Disposing of Excess Vehicles
A vehicle must meet at least one of the following criteria for disposal:
a. The vehicle has been replaced.
b. The vehicle is uneconomical to repair.
c. The vehicle is no longer needed within the Postal Service.
If a vehicle meets at least one of these criteria, the manager, VMF must dispose of surplus vehicles by one of the following methods (unless Headquarters issues vehicle-specific instructions):
a. Sales (eBay online auction, fixed-price sale, or auction sale). b. Vehicle cannibalization/scrap.
c. Authorized donation.
For more information, refer to Handbook PO-701, Fleet Management, chapter 7, which is accessible on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click HBKs.
735 Accident Investigation
735.1 General
735.11 Policy
The USPS investigates all accidents involving USPS-operated vehicles. 735.12 Responsibility
The driver must complete SF-91 (see 724.5). The postmaster or official in charge is responsible for the onsite investigation of all accidents occurring within his area or involving his employees and vehicles. 735.13 Counsel
USPS personnel involved in accidents occurring in line of official duty which result in court action may be defended in all cases, both civil and criminal.
Attachment 3
Postal Vehicle Service 739.2
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736 Equipment, Supplies, and Fuel
736.1 General
The costs for equipment, operating supplies, fuel, and lubricants are included in annual VMF budgets through Customer Service channels.
Handbook PO-701, Fleet Management; the Purchasing Manual; and Vehicle Maintenance Bulletins contain additional procurement information. 736.2 Equipment
Fleet Management (FM) is responsible for budgeting for specialized capital equipment to meet operations or environmental requirements. Equipment for Postal Service vehicle service operations purposes include lift gates, radios, and so forth.
736.3 Fuel
All Postal Service employees must use self-service pumps when fueling postal-owned or -leased vehicles at commercial retail outlets and automated VMF fueling stations. The only exception to this policy is in communities that do not have self-service fuel pumps or in states that prohibit them. However, should self-service fuel pumps become available, or if a state changes its laws, postal personnel must immediately change to the self-service pumps.
Local VMF management must establish a program for checking oil, water, and other fluids at least weekly, and replenishing them as needed. 737 Fleet Maintenance
The VMF is responsible for providing quality and timely maintenance to the Postal Service fleet as outlined in the guidelines established by Fleet Management, Headquarters.
738 Vehicle Maintenance Objective
The objective of the vehicle maintenance program is to insure safe, dependable, and economical performance of USPS-owned vehicles at minimum cost and minimum vehicle downtime. Achievement of this objective requires an emphasis on preventive maintenance rather than on repair of deficiencies. Preventative maintenance provides for scheduled lubrication and examination of all vehicles in accordance with established standards, at prescribed intervals.
739 Maintenance Organization
739.1 Definitions
The USPS maintenance organization is based on the concept of the vehicle maintenance facilities (VMFs). See 712.2 for related definitions. 739.2 Establishment
Guidelines for the establishments, acquisition, or enlargement of maintenance facilities appear in Publication 190, Capital Investment Policies and Procedures; Publication 191, Capital Investment Implementation Instructions; and Handbook PO-701, Fleet Management.
Attachment 3
739.3 Postal Operations Manual
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739.3 Staffing
VMF staffing is based upon planned repair work and is established only in accordance with demonstrated need. VMF staffing must follow established guidelines by the Area. See also 715.
74 Vehicles Serviced (or Vehicle Service Policy)
741 USPS-Owned Vehicles-Full Service
The vehicle maintenance program is intended to provide complete maintenance and repair service only for USPS-owned vehicles. VMFs are not staffed to perform service for other vehicles, except as provided in 741.1. 741.1 Contract Vehicles-Emergency Service Only
VMFs may perform service for contract vehicles only on infrequent occasions when a bona fide emergency arises. If necessary to prevent serious delay to mail, on-duty USPS employees may repair a minor defect that causes a contract vehicle breakdown near a VMF but remote from the contractor’s establishment or public repair facilities. When emergency repairs are necessary, all documents must be properly coded and parts accurately priced.
741.2 Private Vehicles-No Service
Under no circumstances may on-duty USPS personnel make repairs to private vehicles, except contract vehicles. This restriction also applies to private vehicles formerly owned by the USPS. (Once Standard Form 97-A, Agency Record Copy of the US Government Certificate of Release of Motor Vehicle, has been issued, the vehicle must be classified as a private vehicle.) 742 Types of Maintenance
742.1 Scheduled Maintenance
Scheduled maintenance examinations allow deficiencies to be discovered and necessary repairs to be made when still minor in nature. This reduces the necessity for expensive, time-consuming major repairs. It also reduces vehicle operations costs. Preventing a failure is less costly than correcting it after it occurs.
Note the following:
a. Scheduled maintenance examinations and generated repairs must be performed at such times that results in the least possible interruption of regular mail transportation or delivery.
b. Work schedules of maintenance employees must be arranged to provide the greatest number of man-hours to coincide with the periods in which vehicles are not normally in use.
Attachment 3
Postal Vehicle Service 743.2
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742.2 Repair Maintenance
Repair maintenance consists of all repair actions resulting from malfunctions, road calls, and other abnormal breakdowns which are not corrected during scheduled maintenance examinations.
742.3 Commercial Maintenance
742.31 Criteria
In general, commercial maintenance and repair services should be considered whenever economically advantageous to the USPS. This may include the following:
a. Minor repair work and lubrication for USPS-owned vehicles assigned to any office
b. Maintenance and repair of USPS-owned vehicles assigned to perimeter offices provided the estimated cost does not exceed the limit. (See 742.32.)
c. Special service work, such as upholstery repair, glass installation, recapping, and subassembly rebuilding (Note: GSA contracts are given primary consideration.)
d. Vehicle painting which cannot be done by USPS facilities with suitable equipment and qualified personnel.
742.32 Restriction
When the estimated contract repair of a perimeter office vehicle exceeds the amount stated in Handbook PO-701, the responsible manager must contact the VMF to which he is assigned for technical advice and to determine where work is to be performed.
743 Policies and Practices
743.1 Modification Restriction
No changes whatever may be made in the construction of a vehicle. The standard equipment furnished by the manufacturer shall not be changed or altered, nor shall any special devices used. Any request to increase the mechanical or operating efficiencies of the equipment, such as reduced driver time, greater vehicle utilization, or increased safety shall be brought, through channels, to the attention of the Office of Vehicle Operations for consideration.
743.2 Vehicle Appearance
A clean and orderly appearance of the USPS fleet is an indicator of good maintenance management and is essential to the USPS image.
Consequently, vehicles should be constantly scrutinized for paint deterioration and body damage.
Note the following:
a. A vehicle should be completely repainted only when the original paint cannot be restored by normal cleaning or polishing practices.
Attachment 3
743.2 Postal Operations Manual
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b. If polishing does not restore luster to only one of the colors, then repainting of that color should be scheduled. Paint touch-up on an asneeded basis prevents exterior body deterioration. c. Repairs of minor body damage should be accomplished on the schedule maintenance service.
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8 Special Services
81 Special Mail Services
811 Delivery Records for All Signature Mail
811.1 General
Electronic record management sites must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner for all accountable and signature mail. This includes scan events for items other than delivery (such as attempts, forwards, etc.). See Handbook PO-610, Signature Capture and Electronic Record Management: Manager’s Guide to Standard Operating Procedures, for a list of applicable scan events.
All signatures for Registered Mail™, Insured Mail over $500, Certified Mail™, COD Mail, Priority Mail Express®, Signature Confirmation™, Return Receipt for Merchandise, and other signature services will be captured on PS Form 3849, Delivery Notice/Reminder/Receipt, which will be linked to the mailpiece and serve as the delivery record. Delivery records from electronic record management offices will be stored electronically and will be accessible via the Postal Service™ Intranet. Delivery records from offices using manual record management will be manually stored according to local office procedures.
811.2 Filing of Delivery Records
Handle delivery records as follows:
a. Electronic record management sites: Dispatch all signed PS Form 3849 with mail to be forwarded via pouch to the Computerized Forwarding System (CFS) site serving your office. At the CFS site, the PS Form 3849 will be optically scanned and the records stored in the Product Tracking System (PTS).
b. Manual record management sites: File PS Form 3849 in the consolidated file by the last 2 digits of the article number. If the quantity accumulated over the filing period is fewer than 200, use the last digit only for breaking the file. File PS Form 3883 alphabetically by the name of the firm (addressee) and the date of delivery. Delivery receipts for items returned to senders must be filed with delivery receipts for packages delivered to addressees.
c. As an option, offices with a large volume of PS Form 3849 should consider filing these receipts using a 3-digit sort. This greatly speeds search time and may be done in the following way: Offices that file Attachment 3
811.3 Postal Operations Manual
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delivery records centrally should request that their stations and branches sort these forms into 10 separations, by the last digit of the article number, before sending them to the central filing location. When these are received at the central filing location, the forms should then be separated in a 100-hole case, using the second- and third-from-last article numbers for each of the original 10 separations made at the station or branch. The forms should then be filed by the 3-digit sort for future reference.
811.3 Retention of Delivery Records
Delivery records will be maintained as follows:
a. Electronic record management: Delivery records maintained electronically will be stored as follows:
(1) A delivery record will be maintained in the active database for 6 months after the delivery date. A record in the database may be accessed immediately via a query from the Postal Service Intranet.
(2) A delivery record will be maintained in the archive database after 6 months until the end of the retention period (as stated in ASM 351). These records are not immediately accessible. Upon completion of the archive search, a response will be provided to the customer.
b. Manual record management: Delivery records maintained manually follow retention periods as stated in ASM 351.
811.4 Retrieval of Delivery Records
Delivery records for extra services are available as follows:
a. Information by article number can be retrieved at http://www.usps.com or by calling 1-800-222-1811. A proof of delivery letter (including recipient’s signature, when available) may be provided by email. b. Bulk proof of delivery allows mailers using privately printed labels to receive proof of delivery signature data electronically. The proof of delivery records are sent in a signature extract file format. Bulk proof of delivery records are available to mailers meeting the standards provided in Publication 199, Supplement for Bulk Proof of Delivery Services, available on RIBBS.
c. A return receipt (hardcopy PS Form 3811) may be purchased at the time of mailing and is received by mail.
There are four possible electronic delivery record responses. They include the response as shown here with signature data; delivery record found with no signature data; no delivery record found; or unable to limit search due to duplicate label IDs.
811.5 Forms of Identification
For acceptable primary and secondary forms of identification see 131.3.
Attachment 3
Special Services 811.5
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Exhibit 811.5
Electronic Delivery Record Response
Attachment 3
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812 Registered Mail
812.1 Fees and Liability
See Notice 123, Price List.
812.2 Sender’s Declaration
812.21 Value
The sender must tell the Postal Service clerk (or enter on the firm mailing bill if a firm mailer) the full value of mail matter presented for registration. 812.22 Examples
Kind of Mail Matter Value to Be Declared
Negotiable instruments -instruments
payable to bearer, including stock
certificates endorsed in blank.
Market value -all values are based on
the value at the time of mailing.
Nonnegotiable instruments — all
registered bonds, warehouse receipts,
checks, drafts, deeds, wills, abstracts,
and similar documents. Certificates of
stock are considered nonnegotiable so
far as declaration of value is concerned
unless they are endorsed in blank.
No value, or replacement cost if postal
insurance coverage is desired.*
Money. Full value.
Jewelry, gems, precious metals. Market value or cost.
Merchandise. Market value or cost.
Nonvaluables -matter not having
intrinsic value such as letters, files,
records, etc.
No value, or replacement cost if postal
insurance coverage is desired. *
* Mailers who do not know replacement costs should contact a person or firm familiar with such documents and determine replacement costs before the articles are mailed. 812.23 Official Mail
Government agencies or officials must declare the value of the matter presented to ensure proper care (see 812.261).
812.24 Underdeclaration of Value
If the accepting Postal Service employee believes the mailer has not declared the full value of an article presented for registration, the Postal Service employee must do the following:
a. Ask the mailer the nature of the contents of the article. b. After discussion with the mailer, if it appears that the proper value is declared on the article, accept it as Registered Mail.
c. If it appears that the value of the article is underdeclared, explain to the mailer that the full value of the article must be declared on all Registered Mail articles.
d. If the mailer refuses to declare the article at its full value and pay the proper registration fee, inform the mailer that the article cannot be accepted as Registered Mail.
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812.25 Merchandise Return
The customer (not the permit holder) must declare the full value of articles presented for registered merchandise return service under 812.21. 812.26 Mail Registered Without Prepayment
812.261 Official Mail
Official mail of authorized government departments and agencies, if prepared under the requirements for transmission of mail without prepayment of postage may be sent by Registered Mail without prepayment of a registration fee. Official Registered Mail paid by stamps or meters must be fully prepaid. 812.262 Merchandise Return
Matter registered with merchandise return service may be sent by Registered Mail without prepayment of postage and fees.
812.263 Other Mail
Handle other Registered Mail and official Registered Mail paid by stamps or meters as follows:
a. If found in ordinary mail, handle articles in one of the following ways:
(1) If unpaid, return the piece to the sender for postage. Endorse the piece “Not in the Registered Mail” and “Returned for Postage.” (2) If only the First-Class® Mail postage is paid, endorse the piece “Not in the Registered Mail” and deliver it to the addressee as ordinary First-Class Mail.
(3) If the amount of postage and fees affixed indicates that the article was intended to be registered, endorse it “Found in Ordinary Mail.” Complete and send to the sender a mail registration receipt and PS Form 3892, Registered Mail Found in Ordinary Mail. Rate the item as postage-due and forward it to the addressee through the Registered Mail system.
b. If found in the Registered Mail system, handle unpaid or shortpaid items as Registered Mail without the collection of postage due. The unit noting the irregularity completes PS Form 3826, Registry Irregularity Report; endorses the mailpiece “PS Form 3826 Completed”; and dispatches the article as Registered Mail. Return PS Form 3826 to the accepting Post Office for collection of postage. 812.264 Indemnity
Except for matter registered with merchandise return service, no indemnity is paid for any matter registered without prepayment of postage and fees. If a government department or agency wants indemnity coverage, both the postage and proper registry fee (see DMM 609) must be paid in full by stamps or meter stamps. See IMM 333.2 for international registered indemnity provisions.
812.3 Mailing Receipts
A receipt must be issued when mail is accepted for registration. If requested to do so by the sender, the accepting Postal Service employee shows on the mailing receipt and Post Office record the time the Registered Mail article was accepted for mailing. For individual transactions, PS Form 3806, Receipt Attachment 3
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for Registered Mail, is issued at the time of the transaction. When PS Form 3877, Firm Mailing Book for Accountable Mail, is used, the permanent descriptive receipt is postmarked, signed, and issued as soon as possible after entries are checked against the mail. A temporary receipt showing only the total number of articles may be issued when several articles are mailed. 812.4 Delivery
812.41 Procedure
The responsibility of the Postal Service for Registered Mail ends with its proper delivery. Mail for delivery by carriers is taken on the first trip after it is received, unless the addressee has asked the postmaster to hold his or her mail at the Post Office. The addressee or a person representing the addressee may obtain the name and address of the sender and may look at Registered Mail while it is held by the Postal Service employee before accepting delivery and signing the delivery receipt. An acceptable primary form of identification (see 131.3) must be required if the person accepting delivery of Registered Mail is unknown. The mail may not be given to the addressee until the delivery receipt is obtained by the Postal Service employee. The signature of the person receiving the article must appear in the correct block on the delivery receipt.
812.42 Notice of Arrival
The carrier must leave a notice of arrival in the form of a PS Form 3849 if the carrier cannot deliver the Registered Mail article for any reason. The article is brought back to the Post Office and held for the addressee as per DM 901. If the article is not called for within 5 calendar days, a second notice is issued.
If the article is not called for or redelivery of the article is not requested, the article must be returned after 15 calendar days, unless the sender specifies fewer number of days on the mailpiece. In all instances, electronic record management sites must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner.
812.43 Registered Mail Restricted Delivery
Registered mail restricted delivery may be obtained by the payment of additional fees. For cases when restricted delivery may be made by delivery to a person other than the addressee, see 823. See IMM 350 for international restricted delivery service.
812.44 When Not Delivered
Postmasters may require customers to call for Registered Mail at the Post Office if delivery by carrier would not be safe.
812.45 Rural Delivery
For delivery by rural carriers or at nonpersonnel rural units, see 65. 812.46 Highway Contract Route Delivery
Highway contract route carriers deliver Registered Mail if required by the contract in accordance with 663.3.
812.47 Bad Condition
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open it without disturbing the seal in the presence of the delivering employee. If anything is missing, the envelope or wrapper must be given to the employee after it is endorsed to show what was missing. The Postal Service employee must not wait while a large sum of money or coins is counted if the damage is so slight as to indicate nothing is missing. 812.5 Inquiries on Uninsured Articles
812.51 Who May File
Registered Mail service includes insurance except for items with no declared value. If the customer is concerned about an item with declared value, the procedures for claims in DMM 503.2 must be followed. The procedures in 812.52 and 812.53 apply only to Registered Mail with no declared value.
Only the mailer may file an inquiry on uninsured Registered Mail. For matter registered without declared value and with merchandise return service, only the permit holder may file an inquiry.
812.52 How to File
812.521 Original Inquiry
An inquiry for a Registered Mail article with no declared value must be filed by entering the article number at http://www.usps.com or by calling 1-800- 222-1811. See Publication 122 for additional information.
Only the mailer, or a merchandise return service permit holder, may file an inquiry on a Registered Mail article with no declared value. The mailer may not file an inquiry until 15 days after the date of mailing of the article. Any customer filing an inquiry for alleged loss must provide proof that a loss actually occurred before a Post Office may accept the inquiry (see DMM 503.2.5).
Only the permit holder may file an inquiry on a Registered Mail article with no declared value sent using merchandise return service. The permit holder must file the inquiry at the Post Office where the permit is held. 812.522 Duplicate Inquiry
A duplicate inquiry may not be filed sooner than 30 days after the original inquiry.
813 Certified Mail
813.1 How to Mail
Customers can obtain, at no charge, PS Form 3800, Certified Mail Receipt, at Post Offices or from rural carriers. Customers can also obtain blank return receipt forms if needed. Senders of Certified Mail must observe the following procedures:
a. Enter on the receipt part of the Certified Mail coupon the name and complete address of the person or firm to whom the mail is addressed. b. If a return receipt is requested, enter the fee on the mailing receipt.
Endorse the mail, near the Certified Mail endorsement on the address side of the mailpiece, “Return Receipt Requested.” Enter the Certified Mail number on the return receipt card and address it to the intended recipient on the reverse of the return receipt to show where the receipt Attachment 3
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is to be sent (this does not have to match the sender’s name and return address on the mailpiece). Attach it on the front of a package or large envelope (or to the back of a small envelope) so the card does not cover the address. When a return receipt is requested, the sender’s name and complete delivery address is required on the mailpiece. c. Affix to the envelope enough postage to pay for the Certified Mail fee, the class of mail used, and any additional extra service fees when applicable.
d. If a postmarked sender’s receipt is requested, the sender must attach the Certified Mail sticker to the address side of the article and present the article and the completed receipt to the Postal Service employee. If asked to do so, the Postal Service employee must show on the receipt the time the article was accepted for mailing. If given to a rural carrier, the carrier returns the postmarked receipt to the sender. e. If a postmarked receipt is not requested, the sender must attach the Certified Mail sticker to the address side of the article, detach the receipt, and mail the article. The sender must mark the receipt to show the date.
f. If the sender wants to restrict delivery of Certified Mail to the addressee or someone named by the addressee in writing, the sender must check Certified Mail Restricted Delivery, or Certified Mail Adult Signature Restricted Delivery on the PS Form 3800 and endorse the mail “Restricted Delivery.” This service is available only for articles addressed to individuals by name.
813.2 Delivery
813.21 Procedure
Certified Mail for delivery by carriers must be taken out on the first trip after received, unless the addressee requests that the postmaster hold the addressee’s mail at the Post Office. Certified mail not restricted in delivery is delivered to the addressee or addressee’s authorized representative.
Restricted delivery may be obtained by payment of the additional fees listed in Notice 123, Price List. For cases when restricted delivery may be to a person other than the addressee, see 823.1. Delivery rules are the same as for Registered Mail (see 812.4).
813.22 Rural Delivery
For delivery by rural carriers or at personnel and nonpersonnel rural units, see 65.
813.23 Highway Contract Route Delivery
Highway contract route carriers deliver Certified Mail if required by the contract, but delivery is made only at the customer’s box or along the route. 813.24 Delivery Records
Certified Mail delivery records are maintained for 2 years. After that period, the records are destroyed or deleted from the electronic record management system.
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813.25 Notice of Arrival
The carrier must leave a notice of arrival on PS Form 3849 if the carrier cannot deliver the certified article for any reason. The article is brought back to the Post Office and held for the addressee. If the article is not called for within 5 calendar days, a final notice is issued. If the article is not called for or redelivery of the article is not requested, it must be returned after 15 calendar days, unless the sender specifies a fewer number of days on the mailpiece.
In all instances, electronic record management sites must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner.
813.26 Delivery at Post Office
Hold Certified Mail at a place convenient for the public to call if addressed for box or general delivery or for firm callers, or if PS Form 3849 is left for addressee to call. Place PS Form 3849 in Post Office box for box-service customers, scan/enter the mailpiece barcode as appropriate, and enter the applicable event code in the handheld scanner. PS Form 3883 is used when firm or other customers receive an average of six or more certified letters at one delivery.
813.3 Carrier Controls
813.31 Assignment
Send Certified Mail, including that for firms, to a unit or employee designated to assign it for delivery and follow these procedures for each type of mail:
a. Individual Pieces. Use PS Form 3867, Accountable Mail Matter Received for Delivery, to show the total number of pieces given to each carrier, or as a chargeout record. Use symbols on PS Form 3867 to show return receipt or restricted delivery. Obtain the signature of the carrier on PS Form 3867. If the mail is endorsed for restricted delivery, prepare PS Form 3849 and attach it to the certified article. b. Firm Mail. Prepare PS Form 3883 in duplicate for addresses that receive an average of six or more pieces at one time. Do not include on firm bills articles restricted in delivery to the addressee. Handle these as covered in 813.31a. Use the duplicates of the firm bill as chargeout and recycle them after the delivery employee turns in receipted bill. 813.32 Clearance
The clearing clerk must clear carriers and messengers in the following manner:
a. Have the carrier or messenger account in bulk for all Certified Mail and return receipts charged to the carrier or messenger, either by signed receipts or returned articles. If any article or return receipt is not accounted for, make an immediate report to the supervisor. Endorse the chargeout record when clearing is complete.
b. Sign and give back to the carrier or messenger PS Form 3821, Clearance Receipt, which is prepared and submitted when accounting for certified articles and return receipts assigned for delivery.
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c. If certified articles returned undeliverable by a delivery employee or messenger are forwarded or returned, show disposition on PS Form 3867. Electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner. Offices using the manual record management program must prepare a disposition record on PS Form 3849, including the name of the addressee. File PS Form 3849 with the delivery receipts.
d. Examine all return receipts. Make sure that they are properly signed and that the date of delivery is entered. If the mail was restricted in delivery, check to see whether delivery was made to an unauthorized agent. If delivery was improper, have the carrier or messenger obtain the addressee’s signature on another receipt card and destroy the original after the duplicate is signed. Mail the receipts no later than the next workday.
e. It is the supervisor’s responsibility to take prompt corrective action with the delivering employee if return receipts or delivery receipts are not obtained or not properly completed.
f. If the mail is not delivered in 5 days, issue a final notice to the addressee on PS Form 3849 marked “FINAL NOTICE.” Send it through regular channels with the addressee’s ordinary mail.
g. International recorded delivery service mail must be handled under the clearance procedures for Certified Mail in 813.32a through 813.32f.
See IMM 360.
h. Examine all PS Form 3849. Make sure that the delivery section on the form is properly completed and that there are no extra marks or tape on the form. If errors are found, notify the carrier or messenger of the proper handling procedures for PS Form 3849.
813.33 Delivery to Military Installations
Certified Mail items addressed for delivery at military installations within the continental United States must be delivered to the installations in the same manner as Insured Mail items over $500.
813.34 Filing Delivery Receipts
See 811 for instructions on filing delivery receipts/records. 813.35 Undeliverable
Handle Certified Mail that is undeliverable or to be forwarded according to 813.32c.
813.4 Verified Mailing Receipts
813.41 Individual Mailings
Verify individual mailing receipts as follows:
a. Compare name and address of addressee on the article and on PS Form 3800, Certified Mail Receipt.
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b. If sender checked blocks on PS Form 3800 for return receipt Certified Mail restricted delivery, or adult signature restricted delivery service, make sure the article bears the proper endorsement.
c. Examine the return receipt card to determine whether the correct blocks in the instructions to the delivering employee are checked, and whether the card is securely attached. Make sure the address is properly completed by the sender.
d. Make certain that proper postal charges are paid by affixed stamps. e. Postmark the receipt part and give it to the mailer. Enter the time that the article is mailed if requested to do so by sender, and place your initials by the entry. Use ink to enter the time and initials in the space for the name of the accepting employee.
f. Deposit the article in the mail. Do not return it to the mailer. 813.42 Large-Volume Mailings
The following steps are taken for large-volume mailings of certified articles that are not submitted under an approved Manifest Mailing System (MMS) agreement. Acceptance procedures for certified articles submitted under an MMS agreement are in Publication 401, Guide to the Manifest Mailing System. The following steps are in addition to any other acceptance and verification procedures required for the method of postage payment used or presort discounts claimed:
a. Randomly select certified articles from the mailing and match the certified numbers against PS Form 3877, Firm Mailing Book for Accountable Mail (FMB). Select a random sampling, as follows:
Articles in Mailing
Sampling Size Number
of Articles
1-299 10 percent of mailing
300-1,999 30 articles
2,000-3,999 40 articles
4,000-5,999 50 articles
6,000-7,999 60 articles
8,000-9,999 70 articles
10,000-99,999 100 articles
b. On each article selected for sampling, do the following:
(1) Make sure that the article is properly endorsed.
(2) Verify that the postage and fees are correctly paid and entered on the FMB.
c. If the postage and/or fees on a sample article are not correct, take an entire new sampling, the same size as the original. If the second sampling is correct, accept the mailing and make a postage and/or fee adjustment for the incorrect amount. If the second sampling has an error, return the mailing to the mailer for correction. d. Collect any postage and/or fees due from the mailer.
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e. Postmark each page and sign the FMB in ink and give it to the mailer.
Enter the time the articles are mailed if requested to do so by the mailer, and place your initials in ink by the entry.
f. Perform these verifications on all mailings.
g. Deposit articles in mail. Do not return to mailer.
814 Insured Mail
814.1 Inquiry About Contents and Preparation
The Postal Service employee at the window is required to ask whether the package presented for insurance contains fragile, perishable, or flammable matter. If the package does not contain such matter and to all outward appearances is adequately prepared, no further inquiry about contents is made. If the package contains such matter, detailed inquiry must be made to determine whether contents are admissible in the mail and are adequately packed.
814.2 Delivery
814.21 General Provisions
Delivery is made under the following provisions. Parcels insured for over $500 are delivered under the regulations for the delivery of Registered Mail items.
814.22 At Letter Carrier Offices
814.221 Holding Period
Insured mail is held for the period specified in the sender’s return address, but not for more than 15 consecutive days. If no return period is specified, the mail is held for 15 days. The retention period of 15 days applies also to offices to which the mail may be forwarded.
814.222 Notices
Insured parcels are delivered to the addressee’s home or, if he or she receives his or her mail in a Post Office box or through general delivery, the addressee must be furnished with a notice of the arrival of the parcel.
Electronic record management sites must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner. If the parcel is undelivered after 5 calendar days, a second notice must be sent. After receiving the notice, the addressee may go to the Post Office and obtain the parcel or may request that it be delivered to his or her home again. If the addressee does not accept the parcel when it is offered, the parcel is brought back to the Post Office for immediate return to the sender. 814.23 At Offices Without Carrier Delivery Service
The addressee is notified when an insured parcel is on hand for delivery. The notice is placed in the general delivery or in a Post Office box. A second notice must be issued if the article is undelivered after 5 calendar days.
Electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner.
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814.24 Rural Delivery
Rural carriers must deliver insured mail to the residence if it is not more than 1/2 mile from the route and if the road leading to it is passable. Otherwise, the carrier leaves a notice in the box so that the addressee may meet him or her at the box on the carrier’s next trip or call the Post Office for the mail.
Rural carriers from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code when delivering the item or issuing a notice. For delivery by rural carriers or at Post Offices, stations, branches, or nonpersonnel rural units, see 65. 814.25 On Highway Contract Routes
Highway contract carriers deliver insured parcels if required to do so by their contract in accordance with 663.3. Electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner at delivery.
814.26 Damaged Packages
Damaged packages refused by the addressee are handled as follows:
a. When a package is partially damaged, it must be returned immediately to the sender. At this time, the mailpiece barcode must be scanned/ entered and the appropriate event code must be entered in the handheld scanner.
b. When a package is damaged beyond repair, the sender is informed of the damage and of the addressee’s refusal. The mailpiece barcode is scanned/entered at this point and the appropriate event code is entered in the handheld scanner. The package is then held a reasonable time awaiting instructions from the sender or a request for payment of postal insurance. If neither instructions nor a request for payment of postal insurance is received, the postmaster at the office of mailing is requested to determine which disposition of the package is to be made.
814.27 Spoiled Contents
When the contents of a package are spoiled, the Postal Service employee must write on the receipt form the date and hour the package was received, the date and hour it was delivered to the addressee, whether the package was endorsed “Perishable,” and any known cause of delay or improper handling.
814.28 Examination of Mail
The addressee or addressee’s representative may read and copy the name and address of the mailer from insured mail while it is in the possession of the Postal Service employee. The addressee may examine the contents only after delivery is made.
814.3 Delivery Receipts
814.31 Unnumbered Packages
Unnumbered packages are delivered as ordinary mail.
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814.32 Numbered Packages
Postal employees must take signed receipts for the delivery of numbered packages on the following forms:
a. PS Form 3849, Delivery Notice/Reminder/Receipt, when delivery is made by carrier and at window delivery at Post Offices with 190 or more revenue units.
b. PS Form 3867, Accountable Mail Matter Received for Delivery, and PS Form 3849 for window deliveries made at Post Offices with 189 or fewer revenue units.
c. PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, when addressees regularly receive an average of six or more packages at one time.
d. PS Form 3811, Domestic Return Receipt, when requested by the sender. The delivering Postal Service employee also sees that the addressee properly completes the form.
814.4 Internal Controls
814.41 Large-Volume Mailings
The following steps are taken for large-volume mailings of insured articles that are not submitted under an approved Manifest Mailing System (MMS) agreement. Acceptance procedures for insured articles submitted under an MMS agreement are in Publication 401, Guide to the Manifest Mailing System. The following steps are in addition to any other acceptance and verification procedures required for the method of postage payment used:
a. Count the articles when they are received.
b. Check your count against the total number of articles listed on PS Form 3877, Firm Mailing Book for Accountable Mail (FMB). The total count must agree with the total number on the FMB provided by the mailer. If it does not, match each article in the mailing against the FMB.
If it does match, see 814.41c.
c. Select a sample at random, as follows:
Articles in Mailing
Sampling Size Number
of Articles
1-299 10 percent of mailing
300-1,999 30 articles
2,000-3,999 40 articles
4,000-5,999 50 articles
6,000-7,999 60 articles
8,000-9,999 70 articles
10,000-99,999 100 articles
d. On each article selected for sampling, do the following:
(1) Find the listing of the article on the FMB by matching the insured number.
(2) Make sure that the article is properly endorsed.
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(3) Weigh the article and compute the postage to see that it agrees with the postage listed on the FMB.
(4) Verify that the fees are correctly paid and entered on the FMB. e. If an insured number on a sample article is not on the FMB, take an entire new sampling, the same size as the original. If the second sampling is correct, accept the mailing and correct the FMB. If the second sampling has an error, match each article in the mailing against the FMB and correct the FMB. Have the mailer initial the corrected FMB.
f. If the postage and/or fees on a sample article do not agree with the amount listed on the FMB, take an entire new sampling, the same size as the original. If the second sampling is correct, accept the mailing and make a postage and/or fee adjustment for the incorrect amount. If the second sampling has an error, match each article in the mailing against the FMB and correct the FMB. Have the mailer initial the corrected FMB.
g. Collect any postage and/or fees due from the mailer. h. Postmark and sign the FMB in ink and give it to the mailer. i. Perform these verifications on all mailings.
j. Return any subsequent mailings that fail the first and second samplings to the mailer for correction.
814.42 Filing of Delivery Records
See section 811 for instructions on filing delivery receipts/records. 814.5 Check of Records
To ensure that delivery employees are obtaining the required delivery and return receipts and that all receipts are properly handled, offices with carrier delivery service must do the following:
a. Make a selective check at least quarterly of all delivery and return receipts.
b. Use PS Form 3871, Receipt Verification -Insured and Returned COD Mail, and keep a record for 1 year showing the dates of the selective checks and the results of the checks.
814.6 Dispatch From Post Offices
Insured mail is dispatched as ordinary mail and handled as ordinary mail while it is in transit.
815 Collect on Delivery (COD) Mail
815.1 Acceptance
815.11 Individual Receipts for Mailing
A receipt is issued for each COD parcel mailed on one of the following forms:
a. Mailer’s receipt copy of COD form; PS Form 3816, COD Mailing and Delivery Receipt, or specially printed COD form.
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b. PS Form 3877, Firm Mailing Book for Accountable Mail, or specially printed firm mailing bills.
c. Recapitulation sheets or receipt parts of multiple forms specially printed by the mailers.
815.12 Temporary Receipts
The postmaster may issue a temporary receipt on PS Form 3824, Temporary Bulk Receipt, when the number of articles presented at one time for COD warrants it. The permanent receipt is issued as soon as possible. 815.13 For Three or Fewer Parcels
Provide a receipt to mailers of three or fewer parcels at a time by postmarking the sender’s receipt part of the COD form.
815.14 Large-Volume Mailings
The following steps are taken for large-volume mailings of COD articles that are not submitted under an approved Manifest Mailing System (MMS) agreement. Acceptance procedures for COD articles submitted under an MMS agreement are in Publication 401. The following steps are in addition to any other acceptance and verification procedures required for the method of postage payment used:
a. Count the articles when they are received.
b. Check your count against the total number of articles listed on PS Form 3877, Firm Mailing Book for Accountable Mail (FMB). The total count must agree with the total number on the FMB provided by the mailer. If it does not, match each article in the mailing against the FMB.
If it does match, see 815.14c.
c. Select a sample at random, as follows:
Articles in Mailing
Sampling Size Number
of Articles
1-299 10 percent of mailing
300-1,999 30 articles
2,000-3,999 40 articles
4,000-5,999 50 articles
6,000-7,999 60 articles
8,000-9,999 70 articles
10,000-99,999 100 articles
d. On each article selected for sampling, do the following:
(1) Find the listing of the article on the FMB by matching the COD number.
(2) Make sure that the article is properly endorsed.
(3) Weigh the article and compute the postage to see that it agrees with the postage listed on the FMB.
(4) Verify that the fees are correctly paid and entered on the FMB. e. If a COD number on a sample article is not on the FMB, take an entire new sampling, the same size as the original. If the second sampling is Attachment 3
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correct, accept the mailing and correct the FMB. If the second sampling has an error, match each article in the mailing against the FMB and correct the FMB. Have the mailer initial the corrected FMB. f. If the postage and/or fees on a sample article do not agree with the amount listed on the FMB, take an entire new sampling, the same size as the original. If the second sampling is correct, accept the mailing and make a postage and/or fee adjustment for the incorrect amount. If the second sampling has an error, match each article in the mailing against the FMB and correct the FMB. Have the mailer initial the corrected FMB.
g. Match the amount due sender on the sample article against the amount due sender on the FMB. If the amount due sender does not agree, check the entire mailing.
h. Collect any postage and/or fees due from the mailer. i. Postmark and sign the FMB in ink and give the original to the mailer.
Keep the duplicate for the Post Office records.
j. Perform these verifications on all mailings.
k. Return any subsequent mailings that fail the first and second samplings to the mailer for correction.
815.15 Postmarking
Follow this procedure when postmarking COD mailings:
a. Postmark the postage when stamps are used. Postmark the COD form in the proper spaces.
b. Volume mailers may be authorized by the postmasters to type or computer-print the place and date of mailing on the COD forms. If this procedure is authorized, only the sender’s receipt copy (if used) and postage stamps require postmarking by the accepting office. Spotcheck mailings to make sure the forms bear the correct date and place of mailing. If the mailer printed the wrong date or place of mailing, the form must be postmarked. Notify the RCSC of improper printings. 815.16 Registered COD Articles
Registered COD articles are handled under 815.4.
815.17 Protection
Give COD mail every reasonable safeguard. Prevent access to the mail by unauthorized persons; keep such mail in locked cabinets, if available. 815.2 Delivery and Payment Procedures
815.21 Procedure
815.211 Observing Rules
Delivery rules are the same as those for Registered Mail (see 812.4). 815.212 Restricting Delivery
Except for Priority Mail Express COD shipments, a local postmaster may restrict delivery of COD mail if certain conditions are met. In such cases, the postmaster may have the carrier deliver PS Form 3849, Delivery Notice/ Reminder/Receipt, to notify the addressee that a COD article arrived at the Attachment 3
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Post Office. The notice must be delivered on the first carrier trip after the article is received at the Post Office. The total amount due must be shown in the proper part of the form. When the notice is delivered, electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate scan event in the handheld scanner. The postmaster may restrict delivery under either of the following two conditions:
a. The amount of cash to be collected from the transaction or transactions makes the carrier a potential target for theft and increases the chances of physical injury.
b. The previous experience of attempted deliveries at an address makes it likely that the addressee is unavailable to receive the article at delivery. 815.213 Obtaining Signatures
Have recipient or authorized representative sign PS Form 3849. The delivery employee must sign and fill in the appropriate spaces on the COD form and PS Form 3849. Electronic record management offices must scan/enter the mailpiece barcode and PS Form 3849 and enter the appropriate scan event in the handheld scanner.
815.214 Returning Articles
If the addressee declines acceptance and the sender requests PS Form 3849-D, Notice to Sender of Undelivered COD Mail, send the form immediately. If PS Form 3849-D is not requested, return refused COD article to the sender immediately. In both cases, electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate scan event in the handheld scanner.
815.215 Holding Articles
Follow these guidelines for holding articles:
a. Undelivered. Hold undelivered parcels for the period of time directed by the sender, but never for more than 30 days.
b. Military. Hold COD articles addressed to members of military organizations at military installations at the main office, station, or branch. Send a notice to the addressee to call for the article on PS Form 3849. Deliver the article only to the addressee, unless the addressee requests in writing delivery to another person. 815.216 Attempting Second Deliveries
Follow these guidelines when attempting second deliveries:
a. Articles Refused at First Attempt. If the addressee requests delivery of a COD parcel that was refused when it was first offered for delivery by the carrier, and it is being held because the sender requested a PS Form 3849-D service, collect the local rate of postage as postage due if delivery is made.
b. Articles Not Refused at First Attempt. At the addressee’s request, attempt redelivery of a COD article that was not refused when first offered by a carrier for delivery. Do not charge extra postage. If a written request is received requesting redelivery, make a second delivery attempt if the required fee is paid. Do not charge additional postage for this delivery attempt.
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c. Additional Attempts. When delivery of a COD article is attempted twice by carrier, postage at the local rate must be paid for each additional attempt. No local rate of postage is charged for renewed attempts to deliver COD mail prepaid at the First-Class rate of postage. 815.217 Handling Collection of Charges
The recipient must have the exact amount of the COD charges, since the carrier is not furnished change. The carrier may also accept a check from the recipient, made payable to the sender for the amount of the COD charges.
When the recipient pays by check, the carrier does not collect a money order fee. Unless otherwise directed, the COD article may be delivered to the addressee’s employee, to a competent member of his or her family, or to other persons (see 612). Mailers have the option to obtain electronic funds transfer (EFT), in lieu of a postal money order, for remittance for COD payments made by cash. Although the payment is made in cash, no money order fee is collected if the COD PS Form 3816 is marked EFT within the sender’s information on the form. Contact the National Customer Support Center (NCSC) at 877-264-9693 for EFT enrollment information. 815.218 Allowing Reading of Return Address
The addressee or representative may read and copy the name and address of the sender from COD mail while the article is in the possession of the Postal Service employee. The addressee or representative may examine the contents only after the COD charges are paid and delivery made. 815.219 Obtaining Receipt From Sender
Obtain receipt from sender on PS Form 3849 when delivering on return to sender. PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, must be used if an average of six or more articles are delivered to the sender at one time.
815.22 Collection of Charges
Collect charges as follows:
a. At time of delivery, collect the charges entered on the COD forms. The recipient may pay the charges in cash (in which case a money order fee is collected, unless the sender is enrolled in EFT) or by check or money order made payable to the mailer (no money order fee is collected) or by check payable to the mailer (no money order fee is collected). Do not accept checks payable to the United States Postal Service®.
Accept checks issued by businesses using the procedures in Handbook F-1, Post Office Accounting Procedures. Delivery employees must accept checks and see identification as follows:
(1) The recipient’s name and complete address must be printed on the check. The recipient’s telephone number must be recorded on the check.
(2) When a recipient is known by name to the Postal Service employee delivering the COD article, the employee making the identification should note “Customer Known” on the back of the check, sign it, and record one of the current forms of
identification listed below (preferably a driver’s license).
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(3) If the recipient is unknown, an acceptable primary form of identification (see 131.3) must be presented.
(4) (4)Compare the signature on the check with the signature on the identification. If the signatures do not match, do not accept the check.
(5) Record the COD number on the check.
(6) Record the COD number on the check.
b. If there is a difference between the amount of charges shown on the form and the amount shown on the package, collect the higher amount. Hold payment until the correct amount is ascertained from the mailing office; then return any overpayment. If the recipient does not pay the higher amount, hold the package until information on the correct amount is received, but never more than 30 days. 815.23 Issuance of Payment
815.231 Preparing Money Orders
Issue money orders on the day packages are delivered or the first business day following the day of delivery, except that for deliveries made on Friday, COD money orders may be prepared on Monday or the first business day following Sunday. Prepare COD money orders as follows:
a. Enter the complete name and address of the sender of the package under “Pay To” and the complete name and address of the addressee under “Purchased By.”
b. Place the complete COD number in the block labeled “COD No. or Used For:.”
c. Endorse “Illegible” or “Omitted” in the space provided for the COD number (opposite “For”) on the money order, if necessary. d. Prepare and enclose PS Form 3833, COD Irregularity, with the check or money order if information on a form is illegible, incomplete, or omitted. e. Keep the payment copy of the COD form with the money order. Do not pin or staple the money order, since it must later be processed by computer.
f. Manual record management sites: Staple customer’s receipt for the money order to the COD delivery record. At offices with 950 or more revenue units, file them by the last 2 digits of the COD number. At offices with 949 or fewer revenue units, file them by the last digit only.
Electronic record management sites: Select COD clearance on handheld or POS ONE scanner, scan/enter the mailpiece barcode, and enter the corresponding money order number and amount.
g. The Post Office voucher copy of the money order is placed in sequence and handled with vouchers for other orders issued that day. 815.232 Remitting to Sender
Mail checks and money orders in an EM04 envelope on the day of issue or not later than the following workday. Place the payment copy of the COD form in the EM04 envelope so that the mailer’s name appears in the window.
Use prepaid (or business reply) envelopes when they are furnished by the mailer.
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815.233 Missing or Illegible Name of Sender
Deliver to the addressee and collect charges on a COD package received without name and address or with illegible name and address of the sender.
Obtain name and address of the sender from the addressee and request the postmaster at the office of mailing to verify name and address. If the mailing records do not show the name and address of the sender, the mailing postmaster must obtain a statement from the person named as sender verifying that person as sender. The mailing postmaster must send this statement to the office of delivery. Attach the statement to the delivery record and issue the money order. If the sender’s name cannot be obtained, allow the addressee to pay for the article in cash only. Carry the amount as a trust item for 1 year. If it is not claimed, remove it from the trust and enter it in AIC 126, Miscellaneous Nonpostal Revenue.
815.24 Payment by Check
815.241 Accepting and Processing
The recipient’s check must be made payable to the sender. Checks must be processed daily under 815.231. Prepare checks as follows:
a. Examine the check for completeness.
b. Enter COD number in memo part of the check if the addressee has not already done so.
c. Correct the address printed on the check, if necessary. d. Manual record management sites: Annotate the COD form to show payment by check. Enter the check number and date the check was mailed. Electronic record management sites: Select COD clearance on handheld or POS ONE scanner, scan/enter the mailpiece barcode, and enter the corresponding check number and amount.
815.242 Remitting to Sender
Return the check to the mailer according to 815.232 and file COD forms according to 815.231d.
815.243 Missing or Illegible Name of Sender
Obtain the name and address of the sender from the recipient and request the postmaster at the office of mailing to review the sender’s mailing receipt to verify that the package was mailed by him. If the sender cannot be verified, and the recipient wants to pay cash, deliver the article according to 815.233. Otherwise, handle the article according to 619.22. 815.25 Returned Money Orders and Checks
Try to obtain the correct address for money orders and checks returned as unclaimed. If the payee cannot be found, handle the money orders and checks as follows:
a. Forward the money order and a statement of the facts to the Money Order Branch, St. Louis Accounting Service Center.
b. Send money orders returned to postmasters endorsed “Refused,” “Out of Business,” or “Fictitious,” to the same address.
c. Annotate the back of the COD form to show when a check is returned and forward the returned check to the customer.
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d. If money orders or checks are returned as “Fraudulent,” try to return the check to the customer or the amount of the money order to the purchaser. If this cannot be done, forward money orders to the Money Order Branch and attach checks to the COD form and file the form. In each instance, note the disposition of the money order or check on the COD form and file the form.
815.26 Claims and Inquiries on Nonreceipt of Checks or Money Orders 815.261 PS Form 1000, Domestic Claim or Registered Mail Inquiry Inquiries or claims involving the nonreceipt of recipient’s checks or money orders must be submitted on PS Form 1000 according to 146. 815.262 Payment Method
St. Louis ASC or the office of address must indicate whether United States Postal Service Postal Service records show delivery (including date of delivery), to whom delivered, whether payment was made by check or money order, and the check or money order number (see 146). 815.263 Disputes
Postmasters must not participate in any disputes about the recipient’s check.
815.3 Special Instructions
815.31 Mail Opening Units
Handle COD mail as follows:
a. Separate all COD mail not to be delivered from stations and give it to the recording or delivery unit without making a record or obtaining a receipt.
b. Dispatch COD mail for delivery by stations-to-stations in separate sacks labeled “COD” and mark for the superintendent. Do not postmark the forms or make a record on any bill.
815.32 Assignment and Reporting
815.321 Window Delivery
Give mail for window delivery to the delivery section without receipt. 815.322 Other Delivery
Use PS Form 3867, Accountable Mail Matter Received for Delivery, to show the total number of pieces given to each carrier. The carrier signs PS Form 3867.
815.323 Firm Mail
Prepare PS Form 3883 in duplicate for addressees who receive an average of six or more pieces at one time and for large volume of returned COD articles. A duplicate of the firm bill serves as the chargeout and is kept after the carrier turns in the receipted bill.
815.324 Undelivered Articles
Give to the delivery section, without receipt, undelivered packages awaiting call of addressee.
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815.325 Reports
Each employee delivering COD mail to the public must make a report on PS Form 3821, Clearance Receipt, to the designated supervisor or station or branch superintendent or designee (if under system B, see 815.34). Prepare PS Form 3821 in duplicate. Keep the copy as a personal record and deposit the original in the locked receptacle provided for carriers. 815.326 Disposal
Depending on whether the office operates under system A or B, as explained in 815.34, dispose of PS Form 3821 as follows:
a. System A. Under system A, remove PS Form 3821 from the locked receptacle each day for transmission to the accounting unit. No employee responsible for preparing PS Form 3822, COD Tag Transmittal, or PS Form 1412-A, Daily Financial Form, and PS Form 1412-B, Daily Financial Report, may have access to PS Forms 3821 deposited in the locked receptacle for transmission to the accounting unit.
b. System B. Under system B, PS Form 3821 is removed from the locked receptacle by the station or branch superintendent or designee. 815.33 Clearance
Clear carriers in the following manner:
a. Have the carriers account for all COD mail charged to them either by turning in signed receipts, including the charges due sender and the money order fee, or returned articles. If any article is not accounted for, make an immediate report to the supervisor.
b. Sign PS Form 3821 and return it to the carrier.
c. If undeliverable COD articles returned by a carrier are forwarded or returned, show their disposition on PS Form 3867. Electronic record management offices must scan/enter the mailpiece barcode and enter appropriate event code in the handheld scanner. Offices using manual record management must prepare on PS Form 3849 a disposition record that includes the addressee’s name and address. File PS Form 3849 with the delivery receipts.
d. Give to the delivery section, without receipt, undelivered packages awaiting call of addressee.
815.34 Remitting Units
815.341 Completion of PS Form 3822 in Duplicate
All units effecting delivery of COD mail must complete PS Form 3822, COD Tag Transmittal, in duplicate each day.
815.342 Carrier and Window Deliveries at Same Unit
If both carrier and window deliveries are accounted for at the same unit, the collections for both are entered on the same PS Form 3822. 815.343 Systems A and B
System A and system B are authorized. System A applies when all COD money orders are issued at the main office. System B applies when COD money orders are issued at delivery stations and branches, including rural stations and branches. Each system is outlined below.
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a. System A. At offices operating under system A, verify and forward the original copy of PS Form 3822, the adding machine tape, and the COD forms to the superintendent of the main Post Office window unit. Issue payment as outlined in 815.23. On PS Form 3822, show separately the amounts to be remitted to sender by check and by money order. On the adding machine tape, list the amount of charges separately, in the following order:
(1) Amount of charges paid by check.
(2) Amount of charges paid by cash.
(3) Money order fee for each form included in 815.343a(2). Keep the forms in the same order as amounts shown on the tape. Forward the duplicate copy of PS Form 3822 with the verified adding machine tape to the accounting unit for PS Form 1412-A or PS Form 1412-B. Forward the COD forms to the unit that files the forms.
b. System B. At offices operating under system B, use the following procedures:
(1) The COD clerk must (a) deliver directly to the money order clerk the COD forms with adding machine tape, the cash and checks, and PS Form 3822 in duplicate, each prepared under 815.241a; (b) obtain the money order clerk’s receipt on PS Form 3822; and (c) deliver the original to the station or branch superintendent or designee, and keep the copy for 3 months.
(2) The money order clerk must (a) verify the cash, the number of COD tags, and the amount shown on PS Form 3822; (b) receipt and return PS Form 3822 in duplicate to the COD clerk; (c) issue the money orders the same day delivery is effected, if practical, and send to senders with payment copies; (d) attach the customers’ receipts to the corresponding COD forms and deliver them with adding-machine tape, separately listing charges and money order fees, to the superintendent or designee, with funds representing COD money orders not issued; and (e) process COD forms with checks made payable to the mailer under
815.24.
(3) The station or branch superintendent, or designee, receives the receipted original PS Form 3822 from the COD clerk and
compares the amounts thereon with the totals on PS Form 3821.
These must agree. This employee also receives the COD forms from the money order clerk with customers’ receipts attached.
Verify separately all COD forms annotated to show payment by check. Funds representing COD money orders not issued are recorded as trust funds on PS Form 1412-A or PS Form 1412-B and PS Form 3083, Trust Accounts Receipts and Withdrawals.
COD forms are sent to the main office for filing. The original PS Form 3822 and supporting PS Form 3821 are kept at the
delivering station or branch and filed by date. The cash is accounted for as money order funds on PS Form 1412-A or PS Form 1412-B.
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(4) The station or branch superintendent, or designee, is responsible for ensuring that the check required by 815.35g is done at the station or branch.
(5) COD delivery units of the main office must follow the procedures in system A.
815.35 Main Office Retail Window Unit
Follow these procedures at a main office window unit:
a. Issue the money orders and mail recipients’ checks to the mailer if paid by check (see 815.232).
b. Staple the customer’s receipt to the COD form if appropriate, or annotate the COD form as required in 815.24.
c. Add separately the amounts of the money orders and fees covering the forms from each unit. If the totals agree with those on PS Form 3822 and the adding machine tape, no further verification is necessary. d. Complete the money order accountability report.
e. Forward receipted PS Form 3822 to the accounting unit. f. Manual record management sites must file COD forms in a separate file for semimonthly, monthly, or quarterly periods by the last 2 digits of the package numbers. Postmasters may keep this file in the inquiry section.
g. Check one day’s COD business each month to make sure money orders are being properly prepared and promptly issued and that COD forms are properly annotated when paid by check. The check must be made by employees who do not issue money orders. This check must be done under both systems A and B.
815.36 Separation of Duties
Do not assign an employee engaged in the handling of COD mail or funds or in the issuance of COD money orders to handle inquiries or claims covering COD mail, unless this is unavoidable. If the quantity of mail does not justify separate recording and delivery sections and the duties can be done in one section, or if the duties of one or both sections can be done in the registry section, submit a statement of the facts to the district manager, Customer Service and Sales.
815.37 Examination of COD Business
At irregular intervals, but not less than twice a month, the postmaster must make a critical examination of COD business as follows:
a. Select at random three or more sheets of PS Form 3867 listing COD articles on them during the period to be checked.
b. Check “open” items against the on-hand packages. Packages should be on hand.
c. Check the COD form file to verify that packages shown on PS Form 3867 are delivered. Where applicable, compare dates of money orders with dates of delivery as shown on the COD forms and PS Form 3867.
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d. Select at random several delivering employees’ receipts and, if paid by money order, compare dates of delivery with recorded dates of COD money orders.
e. Ensure that senders’ return instructions are being observed, and that returned packages are endorsed to show the reason for nondelivery and the dates addressees were notified.
f. Report immediately to the inspector in charge any irregularity or possible manipulation of COD funds or records. Do not reveal to employees that a report was made or is to be made.
815.4 Registered COD Mail
815.41 Acceptance
When accepting Registered Mail COD mail, check the Registered Mail block on the COD form. Place both a Registered Mail label and the COD form on the address side of the package.
815.42 Receipts and Office Records
Follow these procedures for handling receipts and office records:
a. Mark the sender’s receipt and the office registration record “COD” and show separately the amount of COD charges, COD fee, and postage paid, in addition to particulars required to be kept of Registered Mail. b. Detach the mailing office’s and sender’s receipt part of COD forms and attach to registered receipts. Give customer both the Registered Mail and COD receipts.
c. In individual registration receipts, use PS Form 3806, Receipt for Registered Mail. Enter the COD data on the back of the receipt. 815.43 Dispatch From Post Offices
Dispatch registered COD mail with “COD” written opposite the entry of mail.
Do not enter the amount of COD charges on the dispatch record. If the dispatch does not consist entirely of registered COD mail, write “COD” opposite the entry of each registered COD article.
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815.44 Handling and Delivery
Follow these procedures for handling and delivery of registered COD mail:
a. Include the mail with other Registered Mail, and process under the methods required for handling other Registered Mail.
b. Handle the charges collected in the same manner as charges collected on unregistered COD mail.
815.5 Priority Mail Express COD
Priority Mail Express COD is assigned and delivered under 815. After the money order or check is sent to the mailer, the clerk attaches the Priority Mail Express delivery receipt from the appropriate Label 11 to the PS Form 3816, COD Mailing and Delivery Receipt, removed from the Priority Mail Express article. The clerk sends the Priority Mail Express receipt and COD form to the Priority Mail Express unit for recording. The Priority Mail Express unit then sends the receipt and form to the claims and inquiry unit for filing with the rest of the COD forms.
For offices that keep the COD forms, the Priority Mail Express unit must make a photocopy of the COD form for filing with the Priority Mail Express delivery receipt. Once completed, the COD form is returned to the delivery office. The COD forms with the Priority Mail Express delivery receipts attached must be kept for 2 years from the date of mailing. 816 USPS Tracking
816.1 How to Mail
Electronic option USPS Tracking available with USPS Marketing Mail parcels provides the sender with information about the date and time an article was delivered, or if delivery was attempted but not successful, the date and time of the delivery attempt. Delivery information can be accessed by visiting http://www.usps.com or via text alerts by texting your tracking number to 28777 (2USPSTM).Privately printed forms or labels or Label 400 options are available to mailers who establish an electronic link with USPS to exchange acceptance and delivery data.
Electronic option USPS Tracking available with USPS Marketing Mail parcels provides the sender with information about the date and time an article was delivered, or if delivery was attempted but not successful, the date and time of the delivery attempt. Delivery information can be accessed by visiting http://www.usps.com or via text alerts by texting your tracking number to 28777 (2USPSTM). Privately printed forms or labels or Label 400 options are available to mailers who establish an electronic link with USPS to exchange acceptance and delivery data.
816.2 Delivery
816.21 Procedure
USPS Tracking mail for delivery by carriers must be taken out on the first trip after receipt, unless the addressee requests that the postmaster hold the mail at the Post Office. Delivery employees from electronic record management offices must scan/enter the tracking number and enter the Attachment 3
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appropriate event code into the handheld scanner when USPS Tracking items.
816.22 Rural Delivery
Rural carriers from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code into the handheld scanner when delivering USPS Tracking items. For more information on delivery by rural carriers or at personnel and nonpersonnel rural units, see 65.
816.23 Highway Contract Route Delivery
Highway contract route carriers deliver USPS Tracking mail if required by the carrier’s contract, but delivery is made only at the customer’s mailbox or along the route. Electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner at delivery.
816.24 Delivery Status
Customers will have access to delivery status information for 45 days by visiting the Postal Service Web site at www.usps.com or, for retail customers only, by calling toll-free 1-800-222-1811.
816.25 Notice of Arrival
The carrier must leave a notice of arrival using PS Form 3849, Delivery Notice/Reminder/Receipt, if the USPS Tracking article cannot be delivered because it will not fit into the mail receptacle or the parcel is endorsed under the standards in DMM D042.7.0. Delivery employees from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner. If the article is undeliverable it is brought back to the Post Office and held for the addressee. If the article is not called for within 5 calendar days, a final notice is issued. If the article is not called for or redelivery of the article is not requested, it must be returned to the sender after 15 calendar days, unless the sender had specified on the mailpiece that it be held a fewer number of days in accordance with DMM M012. Employees in electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner when returning mail to sender.
816.26 Delivery at Post Office
Hold items with USPS Tracking at a place convenient for the public to call if addressed for Post Office box, general delivery, firm callers, or if PS Form 3849 is left for addressee to call. Place PS Form 3849 in the Post Office box for box-service customers. Items with USPS Tracking do not require a signature, so PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, or PS Form 3883-A, Firm Delivery Receipt, may be used when customers receive an average of 10 or more USPS Tracking service items at one delivery.
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816.3 Carrier Controls
816.31 Assignment
Send USPS Tracking mail, including those for firms, to a unit or employee designated to assign this mail for delivery, and follow these procedures for each type of mail:
a. Individual Pieces. Deliver items with USPS Tracking in the same manner as other Priority Mail and Package Services items. b. Firm Mail. Prepare PS Form 3883 or PS Form 3883-A in duplicate for customers who receive an average of 10 or more pieces at one time.
Use the duplicates of the firm sheet as chargeout, and recycle the duplicate forms after the delivery employee has turned in the firm sheet and the signed PS Form 3849. PS Form 3883 may include other special service items. A minimum of six items is required for a mixed PS Form 3883. All items must be scanned and PS Form 3883 must be scanned to create an electronic link of all pieces to the firm sheet.
Offices with firm print work stations will use these systems to create barcoded firm sheets.
816.32 Delivery to Military Installations
USPS Tracking service is limited for items to APO/FPO/DPO addresses.
Availability of electronic information regarding an event scan may be limited. 816.33 Undeliverable
Use procedures in 816.25 to handle mail with USPS Tracking that is undeliverable or must be forwarded.
816.4 Verified Mailing Receipts
816.41 Retail Customers
Verify individual mailing receipts as follows:
a. Apply and scan USPS Tracking barcoded label.
b. Make certain that the correct postal charges have been paid with affixed adhesive or meter stamps.
c. Deposit the article in the mail.
816.42 Large-Volume Mailings
When accepting USPS Tracking service articles submitted under a Manifest Mailing System agreement, follow the acceptance procedures listed in Publication 401, Guide to the Manifest Mailing System (MMS), for insured, (including Priority Mail with included insurance), COD, Certified Mail, and return receipt for merchandise articles, using USPS Tracking service package identification code as the article number.
For large-volume mailings that include Delivery Confirmation service articles not submitted using an approved Manifest Mailing System agreement, follow the steps below.
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These steps are in addition to any other acceptance and verification procedures required in Handbook DM-109, Business Mail Acceptance, for the method of postage payment used or presort discounts claimed:
a. Randomly select sample pieces from the mailing according to the sample size chart below.
Articles in Mailing Sampling Size
1-299 10 percent of mailing
300-1,999 30 articles
2,000-3,999 40 articles
4,000-5,999 50 articles
6,000-7,999 60 articles
8,000-9,999 70 articles
10,000-99,999 100 articles
b. For each sample piece selected with USPS Tracking service check the following:
(1) That the article number is listed on PS Form 3877, Firm Mailing Book for Accountable Mail.
(2) That the postage and fees are correctly paid and entered on PS Form 3877.
(3) That the article is properly endorsed.
c. If the postage on a sample article is not correct, take an entirely new sample that is the same size as the original sample. If the second sampling is correct, accept the mailing and make a postage and/or fee adjustment for the incorrect postage amount. If the second sampling has an error, return the mailing to the mailer for correction. d. Postmark and sign the firm mailing book in ink and give it to the mailer.
Enter the time the articles are mailed if requested to do so by the mailer and initial in ink by the entry.
817 Signature Confirmation Service
817.1 How to Mail
817.11 Service Options
There are two options offered for this service: a retail option available at any Post Office; and an electronic option for mailers who apply identifying barcodes to each piece, who establish an electronic link with the Postal Service to exchange acceptance and delivery information, and who provide an electronic file of Signature Confirmation service pieces that are entered for mailing.
a. Retail option Signature Confirmation service provides the sender with signature proof of delivery on request and information about the date and time an article was delivered or, if delivery was attempted, the date and time of the delivery attempt. The retail Signature Confirmation service process involves collecting and storing delivery and signature information and provides the delivery information through the Postal Attachment 3
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Service Web site or a toll-free number (as stated in 817.24). The sender can request that a copy of the Signature Confirmation service signature and delivery information be sent by fax or mail. Customers can obtain, free of charge, PS Form 153, Signature Confirmation, at Post Offices or from rural delivery employees. Retail Signature Confirmation service can be used with Priority Mail service and Package Services. Signature Confirmation Restricted Delivery is also available. It provides the same service as Signature Confirmation, but also permits a mailer to direct delivery only to the recipient or recipient’s authorized agent. The recipient must be an individual specified by name.
b. Electronic option Signature Confirmation service provides the mailer with signature proof of delivery on request and information about the date and time an article was delivered, or if delivery was attempted, the date and time of the delivery attempt. Delivery information can be accessed by visiting www.usps.com or through the electronic file. The signature information can be requested by visiting the Web site or calling the toll-free number. A response letter will be faxed or mailed to the sender according to his or her request. A mailer who wants to use the electronic option must supply the Postal Service with an electronic file that includes a list of the mailpieces. Electronic Signature Confirmation service can be used with Priority Mail service and Package Services.
817.2 Delivery
817.21 Procedure
Signature Confirmation service mail for delivery by carriers must be taken out on the first trip after it is received, unless the addressee requests that the postmaster hold the mail at the Post Office. Delivery employees from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner when delivering Signature Confirmation items. A corresponding PS Form 3849 must be properly completed and scanned.
817.22 Rural Delivery
Rural carriers from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code into the handheld scanner when delivering Signature Confirmation service items. The corresponding PS Form 3849 must be scanned and properly completed. For more information on delivery by rural carriers or at personnel and nonpersonnel rural units, see 65.
817.23 Highway Contract Route Delivery
Highway contract route carriers deliver Signature Confirmation service mail if required by the carrier’s contract, but delivery is made only at the customer’s mail box or along the route. Electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner at delivery. Corresponding PS Form 3849 must be scanned and properly completed.
Attachment 3
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817.24 Delivery Records
Customers will have access to the delivery status and signature image for 1 year by visiting the Postal Service Web site at www.usps.com or, for retail customers only, by calling 1-800-222-1811.
817.25 Notice of Arrival
The carrier must leave a notice of arrival using PS Form 3849, Delivery Notice/Reminder/Receipt, if no one is available to receive the Signature Confirmation service article. Delivery employees from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner. Articles that have the signature waived and can be left in a secure area must be signed for by the carrier and delivered. If the article cannot be delivered, it is brought back to the Post Office and held for the addressee. If the article is not called for within 5 calendar days, a final notice is issued. If the article is not called for or redelivery of the article is not requested, it must be returned after 15 calendar days, unless the sender specifies a fewer number of days on the mailpiece in accordance with DMM 202 and 508.1.1.7f. Employees in electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner when returning mail to sender.
817.26 Delivery at Post Office
Hold Signature Confirmation service items at a place convenient for the public to call if addressed for Post Office box, general delivery, firm callers, or if PS Form 3849 is left for addressee to call. Place PS Form 3849 in the Post Office box for box-service customers. PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, or PS Form 3883-A, Firm Delivery Receipt, can be used for a firm or customer that receives an average of six or more Signature Confirmation service items at one delivery.
Corresponding PS Form 3849 must be signed when using PS Form 3883. 817.3 Carrier Controls
817.31 Assignment
Send Signature Confirmation service mail, including Signature Confirmation service mail for firms, to a unit or employee designated to assign this mail for delivery, and follow these procedures for each type of mail:
a. Individual Pieces. Deliver Signature Confirmation service items in the same manner as other Priority Mail service and Package Services items. Signature Confirmation service items must be signed for by the addressee or addressee’s agent in accordance with 817.2. b. Firm Mail. Prepare PS Form 3883 or PS Form 3883-A in duplicate for addressees who receive an average of 6 or more pieces at one time. Use the duplicates of the firm sheet as chargeout, and recycle the forms after the delivery employee has turned in the firm sheet and the signed PS Form 3849. PS Form 3883 may include other special service items. A minimum of six items is required for mixed PS Form 3883. All items must be scanned and the PS Form 3883 barcode scanned to create an Attachment 3
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electronic link of all pieces to the firm sheet. Offices with firm print work stations will use these systems to create barcoded firm sheets. 817.32 Delivery to Military Installations
Signature Confirmation service is not available to APO/FPO addresses. 817.33 Undeliverable
Use procedures in 817.25 to handle Signature Confirmation service mail that is undeliverable or must be forwarded.
817.4 Verified Mailing Receipts
817.41 Retail Customers
Verify individual mailing receipts as follows:
a. Apply and scan Signature Confirmation service barcoded label. b. Verify completion of Signature Waiver information for customers choosing option.
c. Make certain that correct postal charges are paid by affixed adhesive or meters stamps.
d. Deposit the article in the mail.
817.42 Large-Volume Mailings
When accepting Signature Confirmation service articles submitted under a Manifest Mailing System agreement, follow the acceptance procedures listed in Publication 401, Guide to the Manifest Mailing System (MMS), for insured, COD, Certified Mail, and return receipt for merchandise articles, using the Signature Confirmation service package identification code as the article number.
For large-volume mailings that include Signature Confirmation service articles not submitted using an approved Manifest Mailing System agreement, follow the steps below. These steps are in addition to any other acceptance and verification procedures required in Handbook DM-109, Business Mail Acceptance, for the method of postage payment used or presort discounts claimed:
a. Randomly select sample pieces from the mailing according to the sample size chart below.
Articles in Mailing Sampling Size
1-299 10 percent of mailing
300-1,999 30 articles
2,000-3,999 40 articles
4,000-5,999 50 articles
6,000-7,999 60 articles
8,000-9,999 70 articles
10,000-99,999 100 articles
Attachment 3
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b. For each sample piece with Signature Confirmation service check the following:
(1) That the article number is listed on PS Form 3877, Firm Mailing Book for Accountable Mail.
(2) That the postage and fees are correctly paid and entered on PS Form 3877.
(3) That the article is properly endorsed.
c. If the postage and/or fees on a sample article are not correct, take an entirely new sample that is the same size as the original sample. If the second sampling is correct, accept the mailing and make a postage and/or fee adjustment for the incorrect postage amount. If the second sampling has an error, return the mailing to the mailer for correction. d. Postmark and sign the firm mailing book in ink and give it to the mailer.
Enter the time the articles are mailed if requested to do so by the mailer and initial in ink by the entry.
82 Supplemental Mail Services
821 Certificates of Mailing
821.1 Procedures
821.11 At Time of Mailing
821.111 Mailer Preparation
Certificates of mailing must be prepared by the mailer in ink. Individual and firm mailing book certificates must show the names and addresses of the sender and addressee, and may show the amount of postage paid. Mailers may also place identifying invoice or order numbers on the certificate. PS Form 3665, Certificate of Mailing–Firm (Domestic), including USPS-approved facsimiles, is permitted at Retail Post Office locations when presenting fewer than 50 mailpieces and less than 50 pounds of corresponding articles at one time and must be presented at a Business Mail Entry Unit (BMEU) or Authorized Detached Mail Unit (DMU) when presenting at least 50 pieces or 50 pounds of corresponding articles at one time.
Mailers may use their current USPS-approved facsimile of PS Form 3877 as domestic Certificates of Mailing in lieu of the PS Form 3665 until June 2, 2017. PS Form 3877, Firm Mailing Book for Accountable Mail, may not be used as a domestic Certificate of Mailing otherwise.
a. Procedures for Retail RSS, POS and Manual Offices
(1) Sampling and Acceptance Steps
(a) Verify that the proper postage is affixed on the individual mailpieces.
(b) Randomly select 10% of the pieces from the mailing as samples (always sample at least one piece) and compare
the name and address on the samples to the names and
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addresses listed on the PS Form 3665, then proceed as
follows:
(i) If the sampled mailpieces do not match the form,
return the mailing to the customer on the same day to
correct. If a mailer resubmits a returned mailing that
has been corrected, begin again at Sampling and
Acceptance Steps.
(ii) If the sampled mailpieces match the form, then,
count the number of pieces presented and compare
that number to what is listed by the mailer on the PS
Form 3665. If the number of pieces counted does not
match, return the mailing to the customer on the
same day to correct.
(c) If the number of pieces listed by the mailer and number counted match, multiply the number of pieces by the
current fee and validate that correct postage is affixed to the form. If the correct postage is not affixed, return the mailing to the customer on the same day to correct, or skip to Item f in this section if the mailer wants the USPS to affix the applicable postage for the fees to the form.
(d) If the correct postage is affixed, verify that each page is properly sequenced, numbered (i.e., Page __ of __) and
accounted for, then sign and postmark (date-stamp) each page of the form. Then, skip to Item 6.
(e) If the postage for the fees is not affixed, complete the RSS, POS, or Manual Retail transaction.
(f) Once the Certificate of Mailing transaction process is complete in RSS, POS, or manually, the retail sales and service associates will collect the fees, affix the postage strip to the Form, verify that the total number of pages in sequence (Page 1 of 4, etc.) are present and accounted for, and sign and postmark (date-stamp) each page of the form.
See Postmarking for details.
(g) Return the form(s) to the mailer after ensuring that each page was postmarked.
(h) Accept the mailing for dispatch.
b. Procedures for Business Mail Entry Unit (BMEU)/Detach Mail Unit (DMU) Sites
(1) Sampling and Acceptance Steps
(a) Verify that the proper postage is affixed on the individual mailpieces as applicable to the payment method.
(b) If the mailer is operating under a USPS/Mailer Agreement, the BMEU/DMU clerk will sample the mailpieces in
accordance with the terms of the agreement. If the mailer is not operating under a USPS/Mailer Agreement, the BMEU/
DMU clerk will select the number of mailpieces to sample at random, using the chart below.
Attachment 3
Articles in Mailing Sampling Size –Number of Articles
3–299 10% of the mailing (at least one piece)
300–1,999 30 articles
2,000–3,999 40 articles
4,000–5,999 50 articles
6,000–7,999 60 articles
8,000–9,000 70 articles
10,000–99,999 100 articles
100,000–499,999 130 Ticles
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(c) The BMEU/DMU clerk will verify that the names and
addresses on the sample mailpieces match the
corresponding names and addresses listed on the PS Form 3665. All sampled mailpieces must match the information on the PS Form 3665.
(i) If the sampled mailpieces do not match the form,
return the mailing to the customer on the same day to
correct. If a mailer resubmits a returned mailing that
has been corrected, begin again at Sampling and
Acceptance Steps.
(ii) If the sampled mailpieces match the form, then,
count the number of pieces presented and compare
that number to what is listed by the mailer on the PS
Form 3665. If the number of pieces counted does not
match the form, return the mailing to the customer on
the same day to correct.
(d) If the number of pieces listed by the mailer and number counted match, multiply the number of pieces by the
current Certificate of Mailing fee, and validate that correct postage is affixed to the form. If the correct postage is not affixed, return the mailing to the customer on the same day to correct.
(e) If the correct postage is affixed or has been paid for on the postage statement, verify that each page is properly
sequenced, numbered (i.e., Page __ of __) and accounted for, the BMEU/DMU acceptance clerk will sign and
postmark (round date) each of the Certificate of Mailing - Firm forms presented, and return them to the mailer. See Postmarking for additional details.
(f) Accept the mailing for dispatch.
(2) Postmarking
USPS employees must postmark each page of the PS Form 3665 or USPS-approved facsimile. Ensure that the date-stamp has sufficient ink. Note: Customers presenting Certificate of MailingFirm with a summary sheet may not request that only the summary sheet be postmarked. Return the form to the mailer to Attachment 3
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serve as the mailer’s receipt. Do not retain copies of the Certificate of Mailing firm pages for USPS files.
(3) Postmarking Corrections
In the rare case in which there was a failure by USPS to stamp every page, mailers may request a correction, within three business days from the date that the forms were originally presented to USPS. The entire Certificate of Mailing-Firm (all pages/firm sheets) previously verified by USPS must be
presented by the mailer requesting a review of the pages that they claim are missing a postmark. If the USPS can confirm that there was an administrative oversight on our part that prevented every page from being legibly postmarked, then authorization from the Postmaster or USPS manager to make a correction must be obtained. Their designee then may follow these steps:
(a) Use the Certificate of Mailing date-stamp to postmark the page(s) not previously postmarked with the mailing date.
Ensure that the date-stamp has sufficient ink and that the date stamped is the original date of the Certificate of Mailing (as postmarked on the other pages of the
certificate).
(b) Return the form to the mailer to serve as the mailer’s receipt. Do not retain copies of the Certificate of Mailing firm pages for USPS files. Keep (retain for five fiscal years for USPS accounting purposes) a record of all corrected postmarks, including denied requests for corrections, using the log file shown in Exhibit 822.111.
Exhibit 822.111
Postmarking Corrections Log
Date of Request/
Correction
Date of Mailing/
Original
Postmarking
Total Number
of Pages in
COM Mailing
Page
number(s)
Corrected
Mailer, as
Identified on
COM Form
Initials of
USPS
Employee
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821.112 Rural Carriers
Mailers on rural routes and nonpersonnel rural units may provide mail to the rural carrier with the fee for the certificate. The carrier obtains the certificate at the Post Office, attaches the stamps, cancels them by postmark, and delivers the certificate to the mailer on the next trip. 821.12 After Mailing
To obtain an additional certificate after mailing (PS Form 3817), the mailer must present the original certificate and an additional certificate endorsed “Duplicate,” or a copy showing the original dates of mailing. The additional certificate must be postmarked to show the current date. 821.13 Certificate of Bulk Mailing
Certificate of Bulk Mailing–Domestic service is available for Priority Mail, First-Class Mail, First-Class Package Service, Parcel Select, Parcel Select Lightweight, USPS Marketing Mail (excluding Customized MarketMail), USPS Retail Ground, Bound Printed Matter, Library Mail, and Media Mail.
Each form must be presented at the time of mailing and must be postmarked (round-dated) after verification.
Date of Request/
Correction
Date of Mailing/
Original
Postmarking
Total Number
of Pages in
COM Mailing
Page
number(s)
Corrected
Mailer, as
Identified on
COM Form
Initials of
USPS
Employee
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PS Form 3606-D, Certificate of Bulk Mailing–Domestic, replaced the PS Form 3606, Certificate of Bulk Mailing. PS Form 3606-D, or a USPS-approved mailer generated facsimile, is permitted at retail when presenting a mailing of fewer than 50 pieces and less than 50 pounds of identical weight mailpieces and is permitted at a Business Mail Entry (BMEU) or USPS-authorized Detach Mail Unit (DMU) when presenting at least 50 pieces or 50 pounds (fewer if management deems reasonable) of corresponding articles at one time.
821.131 Retail RSS and POS Offices
Check to ensure that the mailer is using PS Form 3606-D for an identical weight mailing fewer than 50 pieces and less than 50 pounds, whichever amount is met first. Verify that the Certificate of Bulk Mailing data fields on the form correspond to the mailing information.
The steps for the acceptance process for PS Form 3606-D are as follows:
a. Review the Certificate of Bulk Mailing form for completion. b. Verify postage is affixed on each mailpiece.
c. The sales and services associate will place mailpieces on the scale and record the total weight. Then, weigh a single mailpiece and record its weight. Next, multiply the single-piece weight by the number of pieces in the mailing (as reported on the form) and compare that amount against the total weight of all the mailpieces. If the amounts match, continue with items d through f.
d. Select the ‘Bulk Mailing-Domestic’ (max QTY 49) option in RSS or POS and follow the screen prompts to continue the payment steps and complete the transaction process.
e. Upon completion of the transaction process, the sales and services associate will sign and postmark (round date) the PS Form 3606-D and return it to the mailer.
f. Accept the mailing for dispatch.
821.132 Manual Post Offices
Check to ensure that the mailer is using PS Form 3606-D for an identical weight mailing fewer than 50 pieces and less than 50 pounds. Verify that the Certificate of Bulk Mailing data fields on the form correspond to the mailing information.
The steps for the acceptance process for PS Form 3606-D are as follows. a. Review the Certificate of Bulk Mailing form for completion. b. Verify postage is affixed on each mailpiece.
c. The sales and services associate will place mailpieces on the scale and record the total weight. Then, weigh a single mailpiece and record its weight. Next, multiply the single piece weight by the number of pieces in the mailing (as reported on the form) and compare that amount against the total weight of all the mailpieces. If the amounts match, d. continue with items d through f.
e. Complete transaction by charging the postage for the fees and affixing it to the form if the mailer did not already affix postage.
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f. Upon completion of the transaction process, the sales and services associate will sign and postmark (round date) the PS Form 3606-D, and return it to the mailer.
g. Accept the mailing for dispatch.
821.133 BMEU/DMU Sites
Check to ensure that the mailer is using PS Form 3606-D for an identical weight mailing of at least 50 pieces or 50 pounds, or fewer if management deems reasonable.
The BMEU/DMU acceptance process for Certificate of Bulk Mailing has not changed. The steps for the acceptance process for PS Form 3606-D are as follows:
a. Review the Certificate of Bulk Mailing form for completion. b. Verify postage is affixed on each mailpiece.
c. The acceptance clerk should perform a weigh verification with the below steps:
(1) Choose at least 10 pieces to weight from the mailing and obtain the average weight of a single mailpiece in ounces and/or pounds.
(2) Place the complete mailing on the scale to obtain gross weight.
If the mail is in a container, the tare weight is required. (Tare weight of the mailing containers (trays, sacks, pallets and rolling stock) can be found in the following locations; marked directly on the USPS container (if marked use the provided weight); may not be provided on the container (if the weight is not marked, place the empty container on the scale and record weight).
d. Verify payment of fees is reflected accurately on the form. e. Upon completion of the transaction process, the acceptance clerk will sign and postmark (round date) the PS Form 3606-D, and return it to the mailer.
f. Accept the mailing for dispatch.
822 Return Receipts
822.1 Delivery
822.11 Procedures
822.111 Delivering Employee
The delivering carrier or window clerk must obtain on the barcoded PS Form 3811, Domestic Return Receipt, either the signature or the authorized signature stamp of the individual or organization receiving the article in item
6. The recipient must also print his or her name in item 5. Except when following 823.1, do not make restricted delivery (to addressee or authorized agent only) unless requested on barcoded PS Form 3811. The delivery employee must complete the date of delivery if the addressee has not already done so. Complete the addressee’s address in item 8 only if requested in item 1. The delivering employee must examine the card for Attachment 3
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completeness and make any necessary corrections. Postal Service employees must give return receipts to the clearing clerk daily. 822.112 Clearing Employee
The clearing clerk must check all return receipts to make sure that they are properly signed and dated. If the mailer requested restricted delivery, the clearing employee should check to see that delivery was not made to an agent, except under 823.2. If delivery was improper, the addressee must sign a second return receipt. Prompt corrective action must be taken with delivery employees if return receipts are improperly handled or completed. A properly completed return receipt must be mailed no later than the first workday after delivery. Undeliverable articles must be handled under 68. 822.2 Signature Stamps
822.21 Federal or State Officials
A return receipt on mail addressed to a federal or state official may be signed for with a stamp showing the name and location of the accepting organization (e.g., “The White House, Washington, DC”). The hand stamp must be sized to fit within the Printed Name and Delivery Address blocks of the November 1999 or later version of PS Form 3849, Delivery Notice/ Reminder/Receipt. The stamp must not overlap into the Signature block or barcode section.
822.22 Large Companies or Organizations
A return receipt addressed to a large, well-known company or organization may be signed for with signature stamps approved by the postmaster. In accordance with the electronic signature capture process, the hand stamp must be sized to fit within the Signature and Printed Name blocks of the November 1999 or later version of PS Form 3849, Delivery Notice/Reminder/ Receipt. The stamp must not overlap into the delivery office information section or the Delivery Address block of the form. The company must provide the Post Office with a written statement saying that the person whose name appears on the stamp is the same as the person who is authorized to accept accountable mail. A sample of the authorized employee’s signature must be submitted and verified against the signature appearing on the stamp.
823 Restricted Delivery
823.1 General
Deliver mail marked “Restricted Delivery” only to the addressee or to the person authorized in writing as the addressee’s agent to receive the mail. 823.2 Special Circumstances
Restricted delivery mail is usually handled as follows for addressees under these circumstances:
a. Famous Personalities and Corporate Executives. To famous personalities and executives of large organizations, the mail is normally delivered to an agent authorized to sign for such mail.
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b. Government Officials. To officials of executive agencies or members of the legislative and judicial branches of the government of the United States or of the states and possessions and their political subdivisions, or to members of the diplomatic corps, the mail is delivered either to the addressee or a person authorized to receive the addressee’s mail by the addressee or by regulations or procedures of the agency or organization.
c. Military Personnel. To the commander, staff sections, or other officials of military organizations by name and title, the mail is delivered to the unit mail clerk, mail orderly, postal clerk, assistant postal clerk, or postal finance clerk when such individuals are designated on DD Form 285, Appointment of Unit Mail Clerk or Mail Orderly, to receipt for all mail addressed to the units for which they are designated. If the individual accepting mail is designated on DD Form 285 to receipt for ordinary mail only, then restricted delivery mail addressed to the commander, or other official by name and title, is delivered to the mail clerk only if authorized by the addressee under 823.3.
d. Inmates. To an inmate of a city, state, or federal penal institution, in cases where a personal signature cannot be obtained, the mail is delivered to the warden or designee.
e. Minors or Persons Under Guardians. To minors or to persons under guardianship, the mail may be delivered to their parents or guardians. 823.3 Agent Authorization
823.31 Standing Authorization
Addressees who regularly receive restricted delivery mail may authorize an agent by use of PS Form 3801, Standing Delivery Order, or by a letter to the postmaster. The notation, “This authorization is extended to include restricted delivery mail,” must be made by the addressee on PS Form 3801 (in the area provided for signatures of authorized agents) or in the letter to the postmaster.
823.32 PS Form 3849 Authorization
PS Form 3849, Delivery Notice/Reminder/Receipt, may be left for authorization if the Post Office has no standing delivery order (PS Form 3801) or letter on file. The addressee may enter the name of the agent designated to sign for the article in the space provided on PS Form 3849 and sign the authorization. At delivery, the agent must sign and print his or her name on the back of the form in the delivery section. The delivery employee from an electronic record management office must scan/enter the mailpiece barcode, enter the authorized agent event code, and scan and properly complete the corresponding PS Form 3849.
823.4 Addresses
823.41 Addressed to Two or More Persons
Mail addressed to two or more persons is handled as follows:
a. Jointly Addressed. When mail is addressed to two or more persons jointly (as shown by the word “and” or symbol “&” connecting their Attachment 3
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names), all addressees or their agents are notified to be present to accept delivery together. The delivery receipt obtained and the return receipt, if any, must be signed by all joint addressees or their agents.
The mail may then be delivered to any of the addressees or their agents unless one or more addressees or their agents object, in which case delivery is not made until all the addressees or their agents sign a statement designating who is to receive the mail.
b. Addressed “In Care Of.” Either person may sign for mail addressed to one person in care of another.
823.42 Identification
The addressee (or agent) must provide an acceptable primary form of identification (see 131.3) if the addressee (or agent) is not known to the delivering employee.
824 Return Receipt for Merchandise
824.1 Procedures
Return receipt for merchandise mail for delivery by carriers must be taken out on the first trip after it is received, unless the addressee requests the postmaster to hold such mail at the Post Office. Return receipt for merchandise mail must be delivered to the addressee or authorized representative. A signature must be obtained on PS Form 3849, Delivery Notice/Reminder/Receipt. If the mailer shows on the mailing label that delivery is to be made without obtaining the signature of the addressee or the addressee’s agent, the delivery employee must sign the return receipt in the “Signature: (Addressee or Agent)” block, sign PS Form 3849 in the “Signature” block, and leave the article. PS Form 3849 should be initialed and dated in the “Delivered By” block. Similarly, if the addressee authorized unprotected delivery, articles should be delivered under 617.2. The delivery employee should complete PS Form 3849 and the return receipt as above. 824.2 Rural Delivery
For delivery by rural carriers or at personnel and nonpersonnel rural units, see 65.
824.3 Highway Contract Route Delivery
Highway contract route carriers deliver return receipt for merchandise mail if required by the contract, but delivery is made only at the customer’s box or along the route.
824.4 Delivery Records
Delivery records must be maintained for 2 years. After that period, the records are destroyed. See 811 for filing delivery records. 824.5 Notice of Arrival
The carrier must leave a notice of arrival on PS Form 3849 if he or she cannot deliver the return receipt for merchandise article for any reason. The article is brought back to the Post Office and held for the addressee. Electronic record management sites must scan/enter the mailpiece barcode and enter the Attachment 3
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appropriate event code in the handheld scanner. If the article is not called for within 5 calendar days, a second and final notice on PS Form 3849 must be issued. If the article is not called for or redelivery of the article is not requested, it is returned at the expiration of the period stated by the sender, or after 15 calendar days if no period is stated.
824.6 Delivery at Post Office
Hold return receipt for merchandise mail at a place convenient for the public to call if addressed for box or general delivery or for firm callers, or if PS Form 3849 was left for addressee to call. Place PS Form 3849 in Post Office boxes for box-service customers. Use PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, for firms or other customers who receive an average of six or more return receipt for merchandise articles at one delivery. Electronic record management sites must scan/enter the mailpiece barcode if appropriate and enter the appropriate event code in the handheld scanner.
824.7 Carrier Controls
824.71 Assignment
Send return receipt for merchandise mail, including that for firms, to a unit or employee designated to assign it for delivery. Assign as follows:
a. Individual Pieces. Offices with 190 or more revenue units must use PS Form 3867, Accountable Mail Matter Received for Delivery, to show the total number of pieces given to each carrier. Carriers should sign PS Form 3867.
b. Firm Mail. Prepare PS Form 3883 in duplicate for addressees who receive an average of three or more pieces at one time. 824.72 Clearance
The clearing clerk must clear carriers and messengers in the following manner:
a. Have carriers or messengers account in bulk for all return receipts for merchandise articles charged to them, either by signed receipts or returned articles. If any article or return receipt is not accounted for, make an immediate report to the supervisor. Endorse the chargeout record when clearing is complete.
b. Sign and give back to the carrier or messenger PS Form 3821, Clearance Receipt, which is prepared and submitted when accounting for certified and return receipt for merchandise articles and return receipts assigned for delivery.
c. When articles returned as undeliverable by a carrier or messenger are forwarded or returned, show disposition on PS Form 3867. Manual record management sites must prepare a disposition record on PS Form 3849, including the name of the addressee. File PS Form 3849 with the delivery receipts. Electronic record management sites must scan/enter the barcode and enter the appropriate event code in the handheld scanner.
Attachment 3
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d. Examine all return receipts. Make sure that they are properly signed and that the date of delivery is entered. If delivery was improper, have the carrier or messenger obtain the addressee’s signature on another receipt card and destroy the original after the duplicate is signed. Mail the receipts no later than the next workday.
e. It is the supervisor’s responsibility to take prompt corrective action with the delivering employee if return receipts or delivery receipts are not obtained or properly completed.
f. If the mail is not delivered in 5 days, issue a second and final notice to the addressee on PS Form 3849 marked “FINAL NOTICE.” Send it through regular channels with the addressee’s ordinary mail. 824.73 Delivery to Military Installations
Return receipt for merchandise mail addressed for delivery at military installations within the continental United States must be delivered to the military installations in the same manner as mail insured for $500 or more. 824.74 Filing Delivery Receipts
See 811 for instructions on filing delivery receipts.
824.75 Undeliverable
Handle return receipt for merchandise mail that is undeliverable or to be forwarded under 68.
824.8 Acceptance Procedures
824.81 Individual Mailings
The window clerk should verify individual mailings as follows:
a. Compare name and address of addressee on the article and on PS Form 3804, Return Receipt for Merchandise.
b. Make sure the article bears the proper endorsement.
c. Examine the return receipt card to determine whether the proper blocks in instructions to the delivering employee are checked and whether the card is securely attached. Make sure the address is completed by the sender (mailer).
d. Make sure the proper postal charges are paid by stamps or meter strip affixed
e. Postmark the receipt part of PS Form 3804 and give to the sender.
Initial by the entry on the receipt, in ink, the time the article is mailed if requested by the sender.
f. Deposit article in mail. Do not return to the sender. 824.82 Large-Volume Mailings
The following steps are in addition to any other acceptance and verification procedures required for the method of postage payment used. a. Randomly select return receipt for merchandise articles from the mailing and match the return receipt for merchandise number against PS Form 3877, Firm Mailing Book for Accountable Mail. Select a random sampling, as follows:
Attachment 3
Articles in Mailing
Sampling Size Number
of Articles
1-299 10 percent of mailing
300-1,999 30 articles
2,000-3,999 40 articles
4,000-5,999 50 articles
6,000-7,999 60 articles
8,000-9,999 70 articles
10,000-99,999 100 articles
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b. On each article selected for sampling, do the following:
(1) Make sure that the article is properly endorsed.
(2) Verify that the postage and fees are correctly paid and entered on the Firm Mailing Book.
c. If the postage and/or fees on a sample article are not correct, take an entire new sampling, the same size as the original. If the second sampling is correct, accept the mailing and make a postage and/or fee adjustment for the incorrect amount. If the second sampling has an error, return the mailing to the mailer for correction. d. Collect any postage and/or fees due from the mailer. e. Postmark and sign the FMB in ink and give it to the mailer. Enter the time that the articles are mailed if requested to do so by the mailer, and place your initials in ink by the entry.
f. Perform these verifications on all mailings.
g. Deposit articles in mail. Do not return to mailer.
824.83 Filing an Inquiry
Senders may file an inquiry for loss or rifling by submitting PS Form 1510, Mail Loss/Rifling Report, at any Post Office.
824.84 Delivery Verification
If the return receipt for this service is not received, mailers may obtain a copy of the delivery record by making a request at the Post Office. The office will submit the request via either the Postal Service Intranet or PS Form 3811-A, as appropriate.
825 Mailing List Services
825.1 Correction of Mailing Lists
Mailing lists submitted by members of Congress, federal agencies, departments of state governments, municipalities, religious, fraternal, and recognized charitable organizations, and mailing lists used by concerns or persons for the solicitation of business-by-mail will be corrected as frequently as requested. Postal employees must not compile mailing lists, including occupant lists. Persons other than postal employees may not copy or record by any other means names or addresses from city or rural carrier cases.
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825.2 Furnishing Address Changes to Election Boards and Registration Commissions
Residential change-of-address information is available to duly constituted election boards or registration commissions using permanent registration. 825.3 Address Card Arrangement
Arrange address cards in sequence of carrier route delivery, without charge. 825.4 Reference
See DMM 507 for additional information.
826 Change-of-Address Orders
Encourage customers to file a change-of-address order prior to a temporary absence or permanent move. Customer have the following three options for filling temporary and permanent changes:
a. Use Internet Change of Address (ICOA) at https://
moversguide.usps.com. Customers using the ICOA method must provide a valid credit card number for identity verification. The customer’s credit card is charged $1.05 for the verification. b. Obtain Publication 75, Mover’s Guide, which contains the necessary forms. The customer should complete PS Form 3575, Change of Address Order, or other written notice and drop it in the mail or submit it to any Post Office.
See subchapter 68 for handling mail that is undeliverable-as-addressed. 83 Money Orders
831 Issuance
831.1 Issuance Procedures
831.11 General
Money orders must be issued on the money order imprinter provided to issuing offices or by other authorized postal systems. Handwritten issuance is prohibited.
831.12 Imprinter Preparation
At the start of a duty tour, the issuing clerk receipts for blank money order sets by signing control registers kept on Item O-137a. At the workstation, the clerk verifies that the issue ID is correct and sets the appropriate date on the imprinter. (The setting from left to right is year, month, and day, for example, 920617 for June 17, 1992.)
831.13 Imprinting Money Order
Before imprinting each money order, clerks must verify that the proper data is set. Set the five amount keys to the requested amount (never more than $700) and verify the money setting displayed in the windows on the top of Attachment 3
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the imprinter. Next, completely insert the form set into the imprinter. Finally, imprint the money order by pulling the lever all the way forward. 831.14 Completing Transaction
Remove the imprinted form set and move the amount keys back to their asterisk position. Detach the voucher and verify that the date, office number, and amount are legible on all parts. (See 831.3 for spoiled orders.) Both customer and clerk should verify the dollar amount. Collect payment for the dollar amount and the fee. After collection of the dollar amount and fee, give the customer the rest of the form set (customer receipt, money order, and the carbons). Place the voucher in the proper receptacle for end-of-day reporting.
831.15 Inoperable Imprinter Procedures
Manual issuance of money orders is not permitted. Inoperable imprinters must be replaced or restored to service as quickly as possible. In the event an imprinter is deemed inoperable and in need of service, refer to the operator’s manual. There is a manufacturer’s warranty on the imprinters.
While service is disrupted, customers must be advised of the anticipated time that service is to be restored and of the location of nearby facilities where service is available. Also, they are allowed to apply on PS Form 6387, Rural Money Order Transaction Application, for immediate issuance of an order when service is restored. In such instances, procedures as prescribed for issuance to rural customers in 831.2 apply, except that mailing of order to payee, and order and/or customer receipt to customers are at Postal Service expense.
831.16 Owner Responsibilities
The owner is responsible for completing the information of both the money order and the customer’s receipt. The Postal Service does not guarantee a 100 percent refund if the customer’s receipt is not presentable when a claim for refund is made on a lost or stolen money order. Buyers must fill in the names and addresses of the payee and the buyer on the money order and the customer’s receipt. This should be done promptly to protect the buyer’s rights if inquiries are made later. Money orders are to be made payable to one identifiable person, firm, or agency. Customers may make money orders payable to themselves.
831.2 Issuance to Rural Customers
831.21 Procedures
The following list outlines how to provide money order service to rural route customers. These procedures also apply to any highway contract carriers whose contract requires money order service.
a. The carrier supplies PS Form 6387, Rural Money Order Transaction Application, on request.
b. The customer completes the application part of PS Form 6387, returns the entire form to the carrier, and pays for the money order. The carrier completes and detaches the customer receipt part of PS Form 6387 and returns it to the customer with instructions to save it in case there are future questions about the transaction. (Exception: If unable to Attachment 3
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make correct change, the carrier gives the change to the customer on the next delivery trip.)
c. The money order request is processed at the Post Office when the carrier returns.
d. On the next trip, the carrier delivers the money order, the customer receipt part of the money order form set, and the application part of PS Form 6387 in an addressed envelope.
831.22 Mailing
A customer may request the Post Office to mail the money order to the payee.
A Postal Service employee completes the money order and mails it to the payee. No extra charge is made for this service. However, the customer must provide a stamped, addressed envelope large enough to hold the money order without folding. The carrier delivers the application part of PS Form 6387 and the customer receipt part of the money order form set in an addressed envelope on the next trip. Blank money orders must never be mailed. 831.23 PS Form 6387 for Rural Carriers
Postmasters must furnish rural carriers PS Form 6387 for transacting money order business.
831.24 Nonpersonnel Rural Units
The procedures outlined in 831.21 must be followed in providing money order service to customers of nonpersonnel rural units. Customers should meet the carrier at the station or branch. A supply of applications is kept at the station or branch.
831.25 Issuance to Highway Contract Route Customers
If required to do so by the contract, highway contract route carriers accept money and applications for money orders and give receipts for the money on PS Form 6387. Unless an intermediate office is involved, the application and money must be turned in for issuance of the money order at the Post Office where the carrier’s trip begins and ends. If possible without delay to the issuance of the money order or to the proper dispatch of mail, the carrier submits the money order application and money to the intermediate office for issuance. When the money order is not issued before the carrier leaves the Post Office, the carrier must be given a receipt on PS Form 3544, USPS Receipt for Money or Services, for the funds turned in. After the money order is issued to the carrier, annotate on PS Form 3544 that the money order was issued and include the date. In all other respects, money order procedures for highway contract route carriers are the same as for rural carriers. 831.3 Spoiled or Incorrectly Prepared Money Orders
831.31 Issuance of New Money Order
A new money order must be issued for the following reasons:
a. Post Office Error. The blank money order stock is defective or a money order has been ruined during imprinting.
b. Customer Error. A money order has been spoiled during completion or by accidental mutilation.
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831.32 Procedures
Treat a spoiled or incorrectly prepared order as follows:
a. On Date of Issue. Handle the spoiled order as follows:
(1) Customer’s Receipt. Recover and destroy immediately. (2) Voucher Copy. Destroy immediately for money orders spoiled on the day of issuance.
(3) Money Order. Stamp or mark “Spoiled” in the “Pay to” or “From” area. Be sure not to obliterate any imprinted data. When the office number or date do not appear or are illegible, write them on the order below and outside the read band. Do not stamp, mark, or write in the upper one-third of the money order. Do not intermingle a spoiled money order with the voucher copies of issued orders. Do not attach anything to the spoiled orders. Each clerk must identify and submit the spoiled money orders as a separate group to a verifying manager or designated employee, who must then destroy the spoiled money orders.
b. After Date of Issue. Determine that the order is not altered. Recover the customer’s receipt and annotate it “Replaced by Money Order Serial No. ___.” Do not attempt to recover the voucher copy. Obtain the customer’s endorsement on the back of the order. Handle the money order as if it were made payable to the buyer and include with other Postal Service funds deposited.
c. If Refused by Bank or Damaged: If a bank refuses to accept an incorrectly prepared money order for deposit, the Post Office initiates a PS Form 6401, Money Order Inquiry, and sends it to:
MONEY ORDER BRANCH
ACCOUNTING SERVICE CENTER
US POSTAL SERVICE
PO BOX 82453
ST LOUIS MO 63182-9453
When a customer presents a damaged postal money order, the Post Office asks the customer for the matching postal money order receipt and requests that the customer complete and sign a PS Form 6401, Money Order Inquiry (see Note below for customers who do not have a matching money order receipt). The Post Office issues a replacement no-fee postal money order for the amount claimed on PS Form 6401, writes “No-Fee Money Order Issued” and the no-fee serial number on the form, and postmarks it. The Post Office destroys and disposes of the damaged money order and submits the PS Form 6401 to the address in item c above.
After issuing a replacement no-fee postal money order, the Post Office uses AIC 641, Replacement Money Order Issued, to offset the amount claimed and AIC 586, Fee Offset — No-Fee Money Order, to offset the fee of the replacement money order.
Note: If a customer does not have the matching postal money order receipt for a damaged money order, the Post Office asks the customer to (1) complete and sign a PS Form 6401 and to (2) submit it with the Attachment 3
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damaged money order to the Money Order Branch (see address above) for expedited replacement processing and mailing to the customer. 831.33 Fee
Fees for spoiled money orders are handled as follows:
a. No fee is charged, whether the customer or the Postal Service clerk made the error.
b. To account for the noncollected fee, the amount of the money order is entered in AIC 100, Domestic Money Order — Value; the amount of the fee that should have been collected is entered in AIC 101, Domestic Money Order — Fee; and offset the entry to AIC 586, Fee Offset — No Fee Money Order. Submit the customer’s receipt for the incorrectly prepared money order with PS Form 1412-A to support the “Fee Offset” entry.
832 Cashing
832.1 Examination of Order by Postal Employee
832.11 Procedure
When accepting a money order from a customer, examine the order as follows:
a. Determine whether the money order is already reported as stolen. If so, try to delay the customer while notifying local police, nearest postal inspector, or postal inspector-in-charge. Hold the order for instructions.
b. Ensure that the money order is properly imprinted and drawn by the issuing office. Orders are payable in the amount imprinted by the machine and for no more than the allowed maximum.
c. Determine whether the money order bears any alterations or erasures.
Require positive identification. Hold money order to light and examine.
Ensure that in direct light there are no areas (especially the dollar amount) where more light passes through the form, because this could mean that the money order has been altered. If the cashier believes a money order is altered, the cashier must contact the postmaster or the postmaster’s representative. If the postmaster also believes the money order is altered, then the Inspection Service must be notified immediately.
d. Ensure that the money order is presented by the payee, endorsee, or buyer. (A duplicate money order is payable only if presented by the payee or by his or her endorsee.) Money orders bearing
rubber-stamped endorsements may be accepted from responsible individuals or business firms if a specimen of the endorsement to be used is filed with the postmaster over the signature of the individual, or an authorized officer of the company accepting responsibility for the payment of orders so endorsed.
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832.12 ASC Verification
If in doubt about the date or amount on a domestic money order, verify the information by sending an inquiry to:
MONEY ORDER BRANCH
ACCOUNTING SERVICE CENTER
US POSTAL SERVICE
PO BOX 82453
ST LOUIS MO 63182-9453
or by telephoning the Money Order Branch at 314-436-5075. 832.2 Identification of Payee
When presenting a money order for payment, the payee must sign in the presence of a Postal Service employee. If the payee is not personally known to the Postal Service employee, the payee must provide an acceptable primary form of identification (see 131.3). The Postal Service may refuse payment on any money order when the payee’s identity is not proven to the satisfaction of the Postal Service employee.
832.3 Disposition of Paid Orders
Put the office dating stamp and initials on the back of the money orders paid and handle them as Postal Service funds. When a customer regularly presents many money orders for payment, write to the Money Order Branch for special handling instructions.
832.4 Foreign Money Orders
See IMM 371.5 for the procedures for cashing money orders issued by foreign countries.
833 Photocopy or Replacement of Paid Money Orders
After the Money Order Branch has received PS Form 6401, Money Order Inquiry, the following procedures apply:
a. If the money order has been cashed, a photocopy is sent to the customer filing the inquiry. A photocopy can be obtained only within 2 years of the money order payment date.
b. If the money order has not been cashed, the Money Order Branch sends a replacement money order after 60 days from the date of purchase. A replacement order is sent to the payee designated in the “Send Refund To” part of PS Form 6401.
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834 Wrong Payment
834.1 Through Error Only
If a money order intended for one person or firm is paid to another by a Postal Service error, the following procedures apply:
a. The Money Order Branch advises both the issuing office and the correct payee, by letter, that a new money order is to be issued by the issuing office.
b. The issuing office, after reissuing a new money order to the correct payee, places the amount of the money order in suspense. c. The issuing office initiates collection from the endorser of the original money order.
d. The issuing office should keep the letter and photocopy from the Money Order Branch until the amount in suspense is cleared. e. Any fee paid by the customer for the copy of the original money order should be refunded by the postmaster.
834.2 Through Alleged Forgery
When improper payment is alleged, the buyer or payee must notify the Money Order Branch, St. Louis Accounting Service Center. On notification, the Money Order Branch sends the payee a claim/questionnaire form to be completed only by the payee. As soon as the Money Order Branch receives the photocopy of the improperly cashed money order and the completed claim/questionnaire form, the buyer or payee is reimbursed if the claim is deemed valid, unless the domestic money order was sent to a foreign country. Reimbursement for a domestic money order sent to a foreign country requires a longer processing period. This is because a refund is required from the presenting institution before the buyer or payee can be reimbursed.
835 Nonpostal Money Orders
835.1 By Postal Employees
Postmasters and employees must not sell nonpostal money orders, checks, or similar instruments for the transmission of money.
835.2 By Contract Units
Nonpostal money orders sold by contract and personnel rural stations and branches are separate from the Postal Service operations and must not be identified with that function.
836 Payments to Banks Through Federal Reserve
System
836.1 General
All money orders are forwarded through the Federal Reserve banking system. Commercial banks provide this service.
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836.2 Presentation for Payment
Banks may present money orders for payment through the Federal Reserve system.
836.3 Definitions
836.31 Money Order
Money order means a U.S. Postal Money Order.
836.32 Federal Reserve Bank
Federal Reserve bank means a Federal Reserve bank or branch thereof that presents a money order for payment by the Postmaster General. 836.33 Presenting Bank
Presenting bank means a bank that presents a money order to a Federal Reserve bank and receives credit for it from the Federal Reserve bank. 836.34 Reclamation
Reclamation means the action taken by the Postmaster General to obtain refund of the amounts of paid money orders.
836.35 Examination
Examination includes examination of money orders for indicia of theft, forged endorsements, forged signatures or initials of issuing employees, raised amounts, and other material defects by electronic methods and visual inspection for defects that cannot be electronically discovered. 836.36 Stolen Money Order
Stolen money order means a U.S. Postal Money Order stolen from a Post Office, classified or contract station or branch, or Postal Service employee before it is officially issued by the Post Office, classified or contract station or branch, or Postal Service employee in discharging his or her official duties. 836.4 Payment
The Postmaster General has the usual right of a drawee to examine money orders presented for payment by banks through the Federal Reserve system and to refuse payment of money orders. The Postmaster General also has a reasonable time after presentation to make each examination. Provisional credit is given to the Federal Reserve bank when it furnishes the money orders for payment by the Postmaster General. Money orders are deemed to be paid only after examination is fully completed, subject to the Postmaster General’s right to make reclamation under 836.6.
836.5 Endorsements
The presenting bank and the endorser of a money order presented for payment are deemed to guarantee to the Postmaster General that all prior endorsements are genuine, whether an express guarantee to that effect is placed on the money order. When an endorsement is made by a person other than the payee, the presenting bank and the endorser are deemed to guarantee to the Postmaster General, in addition to other warranties, that the Attachment 3
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endorser was not authorized to endorse the money order in behalf of the payee.
836.6 Reclamation
The Postmaster General has the right to demand refund from the presenting bank of the amount of a paid money order if, after payment, the money order is found to have been stolen, to bear a forged or unauthorized endorsement, or to contain any material defect or alteration that was not discovered on examination. Such right includes, but is not limited to, the right to reclaim the amount by which the genuine money order, bearing a proper endorsement, has been raised. Such right must be exercised within a reasonable time after the Postmaster General discovers that the money order has been stolen, bears a forged or unauthorized endorsement, or is otherwise defective. If refund is not made by the presenting bank within 60 days after demand, the Postmaster General takes such actions as may be necessary to protect the interests of the United States.
84 Other Delivery Services
841 Post Office Box Service
841.1 Purpose and Definition
841.11 General
Post Office box service is a premium service offered for a fee to customers requiring more than free carrier or general delivery. Post Office boxes allow customers to obtain their mail during the hours the box lobby is open. Post Office box service does not include alternate means of delivery established to replace, simplify, or extend carrier delivery service. 841.12 Obtaining Service
841.121 Application
Procedures for applying for Post Office box service are as follows:
a. PS Form 1093, Application for Post Office Box or Caller Service, is used to apply for Post Office box service. Blank applications are available at any Post Office. An applicant must complete all spaces on the form that require customer-provided information and submit the completed form to any postal facility that provides window service to the public. The facility where the application is submitted need not be the same as that at which the Post Office box service is desired.
Furnishing false information on the application or refusal to furnish required information may be sufficient reason for denial of the application or discontinuance of service.
b. The employee accepting an application must do the following:
(1) Complete the verification in 841.122a or 841.122b.
(2) Date the application on the reverse side with an Item 570, All Purpose Dating Stamp.
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(3) If Post Office box service is desired at a postal facility other than that at which the application is submitted, forward the application to the postmaster of the facility where the service is desired. c. The postmaster of the facility where box service is provided must do the following:
(1) Approve or deny the application.
(2) Notify the applicant of the decision and the reason for any denial. (3) If the application is approved, assign a box number on receipt of the proper fee. Normally, if the address shown on the application is a local address, a box number is assigned at the facility serving that address; or, if an out-of-town address is shown, a box number is assigned at the main office station. Other
arrangements may be made at the postmaster’s discretion. d. A waiting list must be kept of Post Office box applicants when the desired box size is not available.
841.122 Verification
An application for Post Office box service may not be approved until the applicant’s identity and current permanent physical address where he or she resides or conducts business is verified. Verification criteria are as follows:
a. Applicant
(1) An applicant must present an acceptable primary and secondary form of identification with the application (see 131.3). (2) 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 must be traceable to the bearer. Spouses may complete and sign one PS Form 1093. Each spouse must present an acceptable primary and secondary form of
identification. A parent or guardian may receive delivery of a minor’s mail by listing the name(s) of each minor on PS Form 1093. Other adult persons who receive mail in the Post Office box of an individual box customer must be listed on PS Form 1093 and must present an acceptable primary and secondary form of identification to the Post Office. Employees or members who receive mail in the Post Office box of an organization box customer must be listed on PS Form 1093. Each person must have verifiable identification, and upon request, present this identification to the Postal Service.
(3) When any information required on PS Form 1093 changes, the box customer must update the application on file at the Post Office.
(4) Consider an application verified if there is no discrepancy between the information on the application and on the
identification presented. If the information on the application does not match that on the identification, verification procedures must be followed to substantiate that the applicant resides or conducts business at the permanent physical address shown.
Complete this verification within 3 workdays.
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b. When the location of the current permanent physical address on PS Form 1093 differs from the physical address on the applicant’s valid identification, verification procedures are as follows:
(1) Use carrier knowledge to confirm that the applicant currently resides or conducts business at the permanent physical address listed on PS Form 1093.
(2) In offices without delivery service, the applicant must provide a current acceptable secondary form of identification with the applicant’s name and permanent physical address.
(3) If the carrier is unable to confirm or the applicant is unable to substantiate the permanent physical address, the application for Post Office box service is not approved.
c. Assignment. A box is assigned immediately after approval of the application and payment of the box fee.
841.123 Changing Locations
Post Office box service may be transferred without payment of an additional fee to a box of the same size and fee group at a different facility of the same Post Office. To obtain such a transfer, the box customer must submit a new application on PS Form 1093 to either the location where service was originally provided or to the facility where Post Office box service is desired.
A box customer may transfer no more than once in a semiannual payment period and must submit a PS Form 3575, Change of Address Order, at the time of transfer. PS Form 1091-A, Post Office Box Fee Register, must be endorsed at both the old and new locations to show that service and payment period are transferred. Any requests involving a change to a box of a different size, fee group, transfer to a different Post Office, or more than one transfer in any semiannual payment period must be handled as a new transaction, with the current service subject to the refund provisions of 841.31. The exchange of information between facilities required by this section should be made by telephone if possible.
841.124 Minors
Post Office box service may be provided to minors unless parents or guardians object in writing to the postmaster.
841.13 Restrictions on Use
841.131 Permissible Matter
Only matter that passes through the mail or official Postal Service notices may be placed in a Post Office box.
841.132 Mail Accumulation
Regulations concerning mail accumulation in Post Office boxes are as follows:
a. Time Limit. Box customers must remove mail promptly from their boxes. If mail is to accumulate for more than 30 days and an overflow condition is probable, the customer must make arrangements in advance with the postmaster. Postmasters should not take remedial action if the accumulation of mail is not an operational problem beyond 30 days.
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b. Overflow. When the mail accumulation for a customer’s Post Office box is more than the box can hold (a condition defined as overflow) on 12 of any 20 consecutive business days (excluding Saturdays, Sundays, and national public holidays), the customer must change to a box of sufficient capacity or use caller service (see 842.116a). Items too large to fit in a customer’s empty box are not counted as overflow.
Disregard overflows if prior arrangements are made for an expected accumulation of mail or because of unusual circumstances that interrupt the normal removal of mail from the box. Such instances may occur when individual box customers are on vacation (not applicable to firm, corporate, association, or institutional box customers) or for other valid reasons. Also disregard an overflow that occurs because of a box customer using Priority Mail Express reshipment service. The postmaster determines the sufficiency of a reason and follows these procedures for evaluating overflow:
(1) A check of the mail volume for a box must be conducted when any employee or supervisor assigned to the box section observes an overflow for that box. Postmasters must instruct employees in the box section to report such overflows to their supervisors. (2) Besides the checks resulting from the ongoing observations, a check must be scheduled for a 5-day period twice each year at every postal facility that offers Post Office box service to the public. All facilities need not be checked in the same 5-day period. During each of these checks, all Post Office boxes in a facility must be observed for 5 consecutive days, excluding Saturdays, Sundays, and national public holidays. As far as practicable, these checks must be scheduled at different times each year so that all the weeks in each 6-month check period are eventually sampled. Do not schedule a check in the same week nor in the week succeeding that of the previous year.
(3) Use PS Form 1532, Semiannual Check of Overflow Mail, as the record of all such volume checks. Complete a separate PS Form 1532 for only those boxes in which an overflow is observed. If none is observed, endorse a single blank PS Form 1532 to state that no overflows were observed for any box during the regularly scheduled check and place the form in the file. Record overflows on section 1 of PS Form 1532 and continue observations over a 5-day period. During this 5-day period, if PS Form 1532 shows any box with an overflow for 3 or more days, complete the notice on section 3 of PS Form 1532 for each overflow and deliver it to the box customer. After section 3 is issued, continue the observations and record them by completing section 1 and continuing through section 2 of PS Form 1532. Keep PS Form 1532 for 1 year.
(4) Discontinue a check if the box is in overflow for fewer than 3 of the first 5 days or less than 12 of the full 20-day test period.
When a check is discontinued because of an insufficient number of overflow days in the test period, complete block 1 on section 4 Attachment 3
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of PS Form 1532 and deliver the form to the box customer who had previously received section 3.
(5) If a check shows an overflow on 12 of the 20 days in the test period, notify the customer by completing block 2 on section 4 of PS Form 1532. Give the customer 5 days to respond to the notice and to make arrangements under the options listed in section 3 of PS Form 1532. If caller service is adopted, follow the procedures in 842.116a. Any customer who is released from caller service because of a follow-up check in 842.116a(2) is subject to the checks required by 841.132b1 and 841.132b2 on resumption of box delivery.
841.133 Unlawful Activity
No Post Office box may be used for, or in connection with, a scheme or enterprise that does any of the following:
a. Violates any federal, state, or local law.
b. Breaches an agreement with a federal, state, or local agency whereby the box customer has agreed to discontinue a specified activity. c. Violates or attempts to evade any order of a court or administrative body.
841.134 Forwarding
Boxes may not be used when the sole purpose is, by subsequently filing change-of-address orders, to have mail forwarded or transferred to another address by the Postal Service, free of charge.
841.135 Holding Period
The holding period for mail addressed and deliverable to a Post Office box is detailed in 683.26.
841.2 Fees
841.21 Notices
841.211 Date of Placement in Boxes
Place Notice 32-B, PO Box Fee Due (FIM B Marking), or Notice 32-C, PO Box Fee Due (FIM C Marking), in boxes 20 calendar days before the fee is due. If a box customer is temporarily out of town and has filed a temporary forwarding order, send the notice to the customer.
841.212 Release to Government Agencies
Postmark notices before release to government agencies paying fees on an annual basis. Notices must include the box numbers and the amount due for 1 year.
841.22 Past-Due Box Fee Procedures
The procedure for handling past-due box fees is as follows:
a. Plug the lock or change the combination if a Post Office box customer fails to pay the fee by the due date or submits a change-of-address order or otherwise indicates that the service is ended. b. Prevent access to a key type lock by securing according to Exhibit 841.22b. If key stops are available, use them. If they are not available, use a paper clip. Key stops are a discontinued item.
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c. Continue to distribute the mail to the box for up to 10 days. If after that time the customer has not paid the fee or given other instructions, remove the mail from the box. Treat that mail and any subsequent mail addressed to the customer at that box as undeliverable mail, unless it is possible to deliver it by carrier or general delivery. d. After 10 days, close the box if the customer has not paid the fee or given other instructions.
e. If the customer pays the fee, unplug the lock or notify the customer of the new combination.
Exhibit 841.22b
Plugging Post Office Box Lock
841.3 Refund of Box Fee
841.31 Calculation of Amount
When Post Office box service is terminated or surrendered by the customer, the unused portion of the fee may be refunded as follows:
a. If service is discontinued any time within the first 3 months of the service period, then one-half of the fee is refunded.
b. If service is discontinued after the beginning of the fourth month of the service period, then none of the fee is refunded.
c. If service is discontinued and the customer has prepaid for the next semiannual service period, then the entire fee for that next period is refunded.
841.32 Surrendered Boxes
Consider a box surrendered if any of the following occur:
a. The box customer refuses or fails to pay the proper fees. b. The box customer submits a written notice to discontinue service. c. Any person other than the box customer attempts to renew service at the end of the period for which the box is issued.
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d. The box customer, or an appointed executor or administrator of a deceased box customer, submits a permanent change-of-address order, except as provided in 841.33d.
e. A Group E residential box customer files a permanent change-ofaddress order and no other person listed on the PS Form 1093 files a new PS Form 1093 to become the box customer.
841.33 Boxes Not Surrendered
Do not consider a box surrendered if any of the following occur:
a. A box customer dies or disappears before the end of the period for which the box is issued.
b. A box customer submits a temporary change-of-address order. c. Except as provided in 841.33(d) below, a change-of-address order is submitted by any person other than the box customer, or an appointed executor or administrator of a deceased box customer for mail going to the box.
d. A Group E residential box customer files a permanent change-ofaddress order and another person listed on the PS Form 1093 files a new PS Form 1093 to become the box customer.
841.34 Boxes in Discontinued or Relocated Postal Facilities Former Post Office box customers of discontinued or relocated postal facilities may obtain a refund of unused box fees when additional travel of 1/4 mile (0.4 kilometer) or more (from the address listed on the applicable PS Form 1093, Application for Post Office Box or Caller Service) is required to obtain equivalent service. For refunds processed under this section, refund one-sixth of a semiannual fee for each month remaining in the period. If the effective date of the facility discontinuance falls on or before the 15th of the month, compute the refund from the first day of that month. If the effective date is after the 15th of the month, compute the refund from the first day of the following month.
841.35 Reassignment of Closed or Surrendered Box
A box may be issued to another customer 15 days after it is closed by a final decision of the Postal Service (see 841.8), 11 days after surrender under 841.32b, and immediately following its surrender under 841.32a or 841.32c. 841.4 Keys
841.41 Fee
Issue keys for key type Post Office boxes to box customers upon receipt of an applicable fee for each key. This fee applies to all keys, including those initially issued to new box customers, if applicable (See Notice 123). 841.42 Number
Provide box customers of key type Post Office boxes with as many keys as they need if proper payment is made for each key issued (see 841.41). 841.43 Restrictions
Customers using Post Office boxes may not obtain or use any keys except those issued by the Postal Service.
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841.44 New Keys
Box customers may obtain additional or replacement keys by filling out PS Form 1094, Request for Post Office Box Key or Lock Service, and paying the key charge at the time of application (see 841.41).
841.45 Worn or Broken Keys
Worn or broken keys are replaced at no charge if the keys are returned. 841.46 Refund of Key Fee
After terminating box service, the Postal Service refunds to box customers the refundable key deposits for the initial two keys plus any additional keys listed on PS Form 1094, if the keys are returned to the Post Office where the box was issued.
841.47 Acceptance of Orders for Additional or New Keys
Postmasters must not hold orders for new or additional keys (on PS Form 1094) more than 24 hours. Key orders should not be consolidated unless the keys are for an entire unit of boxes.
841.48 Key Inventory Maintenance
At least three keys must be provided for each key locking Post Office box.
Keep at least one key on hand at all times for issuance to customer on submission of PS Form 1094. After issuing the spare key, order a replacement.
Withdraw keys over reserve requirements, tag them to show the key or lock number, file them numerically, and store them in a safe place. 841.49 Notice to Return Keys
When a box customer surrenders a box and fails to return all keys, send PS Form 1099, Notice to Return Keys, to the former box customer’s new address.
841.5 Locks
841.51 Broken Locks
Do not use or issue boxes with broken locks. When the lock on an assigned box is broken, replace the lock and issue the same number of keys (at no charge) as issued for the broken lock. Do not require box customers to change boxes or box numbers because of failure of Postal Service equipment.
841.52 Changing Locks
Always change the lock immediately when a key type box is surrendered. 841.53 Changing Combinations
When a keyless box is surrendered, change the combination before reassignment.
841.6 Record of Box Customers
841.61 Files
Keep a record of boxes and box customers on PS Form 1091-A, Post Office Box Fee Register, filed as follows:
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a. A PS Form 1091-A for each vacant box in numeric sequence. b. A PS Form 1091-A for each box issued, by the month the fee is due, and in numeric sequence within the month.
841.62 Inventory
Prepare and keep a master list of all Post Office boxes installed at each facility. The master list must be compared against all PS Forms 1091-A on file by July 1 of each year. When a PS Form 1091-A is not on file for an issued box, a new form must be prepared and the proper Post Office box fees collected. When a PS Form 1091-A is not on file for a vacant box, a new form must be prepared and placed in the vacant box file. An equivalent, existing Post Office box inventory system or diagram showing all installed boxes may be used instead of a master list.
841.63 Verification
Facilities charging Group 1 fees (see Notice 123, Price List) must review their inventory list for box customers charged Group 2 fees to ensure that those customers are still eligible for those fees. Postmasters or their designees must ask all Group 2 box customers holding a box for more than a year to verify that the information on their PS Form 1093 is current or to update their forms. If the box customer is no longer eligible for the Group 2 fees, but has already paid those fees for the current or next period, the customer is not charged the difference. The facility must charge the Group 1 fee, however, beginning with the next period for which the fee is due. 841.7 Operations
841.71 Standards — PO Box Service
If postmasters find that safety and security provisions allow it and there is sufficient public demand, they may keep the PO Box lobby open to the public 24 hours a day.
841.72 PO Box Service Up-Time
Each unit must have a scheduled PO Box up-time for committed box mail to be finalized and available to the customers. This up-time varies from unit to unit and is established based upon variables such as mail arrival time, average mail volumes per trip, and staffing availability.
PO Box services should be scheduled during hours most appropriate to the needs of the majority of customers in the local area. PO Box up-times should be timed to match carrier leave times, since this is the time of day when all mail is available for distribution to PO Boxes. The establishment of the local “PO Box Up-time” is the responsibility of the local postmaster, with district approval. This PO Box up-time is required to be posted in the retail lobby to inform the customers and in the box distribution area for the employees working the mail. Postmasters should strive to have all mail in PO Boxes as early as operationally possible to attract and retain customers to this premium mail service.
If a unit consistently fails to meet the scheduled PO Box up-time, then an analysis should be done to determine if actions may be taken to improve performance. This will include examining the Mail Arrival Profile and potential Attachment 3
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transportation changes, updating PS Forms 1994 for clerical staffing, and performing a Function 4 Staffing Review when necessary. As a last resort, consider changing the scheduled PO Box up-time based on the approval of the district manager. Implement any changes to the scheduled PO Box uptime at the beginning of a fiscal quarter. Exceptions to quarterly implementation for extenuating circumstances may be implemented with approval of the district manager. Customer notification should be provided 30 days in advance of any scheduled up-time change.
841.73 PO Box Mail Distribution
Place mail addressed to PO Boxes in proper boxes upon availability from distribution operations. Ensure Hot Case is cleared and all committed mailpieces, including First-Class Mail, Periodicals, USPS Marketing Mail, and packages, are distributed to PO Boxes. After all available committed mail is distributed, scan the PO Box barcode to confirm mail distribution is complete, and then cradle the scanner to ensure scan data is uploaded timely. 841.74 Withdrawal of Mail from PO Boxes
Mail may be delivered to authorized persons who forget their keys or cannot open their boxes. Mail should not, however, be handed out to persons properly supplied with keys who can open their boxes but who make it a practice of requesting that their mail be given to them. Do not hand out mail if the box fees are not paid by the due date according to 841.22.b. 841.75 Change-of-Address Orders
841.751 Who May File
Customers may file change-of-address orders, as follows:
a. Organizations. Only the PO Box customer or authorized representatives of the organization listed on the PS Form 1093 may file change-of-address orders. The organization is responsible for forwarding mail to other persons receiving mail at the box. b. Residential PO Box customers, Fee Groups 1 through 7. Only the box customer listed on the PS Form 1093 may file change-of-address orders. The box customer is responsible for forwarding mail to other persons receiving mail at the box.
c. Residential PO Box customers, Fee Group E. The box customer or any other person listed on the PS Form 1093 may file an individual changeof-address order. Only the box customer may file a change-of-address order for the entire family.
841.752 Standard Procedure for Handling Change-of-Address Orders The procedures for handling change-of-address orders are as follows:
a. Affix the 3982 label to PS Form 3982.
b. If incorrect information is discovered on the 3982 label, complete PS Form 3546, Official Change/Correction to Mail Forwarding Change of Address Order, and select the box for the appropriate action to take.
Transcribe the information that appears on a 3982 label onto PS Form 3982 and select check box “3546 submitted”. When the corrected 3982 label is received, affix the label over the initially transcribed information on PS Form 3982.
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c. When a PS Form 3575Z, Employee Generated Change of Address, is filed, transcribe the information on PS Form 3982 and select check box “3575Z submitted”. When the 3982 label is received, affix the label over the initially transcribed information on PS Form 3982. 841.753 Flagging PO Boxes
The procedures for flagging boxes in which a valid change-of-address order is on file are as follows:
a. Use a white label to identify PO Boxes for which there is no valid change-of-address order on file. Apply a colored label or dot to the white label to identify boxes for which there is a valid change-ofaddress order on file and for which mail may be received addressed to other than the current box customer.
b. If a box has changed hands more than three times in the last year, use any reasonable means, in addition to colored labels or dots, to identify this box as one that probably receives mail addressed to other than the current box customer.
c. If desired, show on the labels the dates on which colored labels should be replaced with white labels, or the dates the colored dots should be removed from the white labels. Except for these dates, labels should show only information on the name of the current box customer. d. Review all mail addressed to color-coded boxes, other than that addressed to or in care of the current box customer, for determination if a valid change-of-address order is on file. If a valid forwarding address is not on record, distribute the mail to the box as addressed, unless the box customer of record advises that mail for the addressee must not be placed in the box.
e. Treat mail rejected by the box customer as undeliverable. f. Replace colored labels with white labels or remove colored dots from the white labels immediately following the termination or expiration of a forwarding order or as soon as it is apparent that color-coding no longer is needed.
841.76 Vacant Boxes
To help increase the visibility and occupancy prices of PO Boxes, “Availability Tags” can be affixed to vacant PO Boxes to indicate to customers which boxes are available for rent in an office. 841.8 Refusal to Provide Service, Termination of Service, and Surrender of Service
841.81 Refusal to Provide Service
A postmaster may refuse to issue a Post Office box under any of the following circumstances:
a. The applicant submits a falsified application for box service. b. Within the 2 years immediately preceding submission of the application, the applicant physically abused a box or violated a regulation on the care or use of a box.
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c. There is substantial reason to believe that the box is to be used for purposes that violate 841.133.
841.82 Termination of Service
A postmaster may close a Post Office box when the box customer has done any of the following:
a. Falsified the application for the box.
b. Physically abused the box.
c. Violated any regulation on the care or use of the box. d. Failed to respond to the postmaster’s certified letter addressed to the street address provided on PS Form 1093 requiring the customer to select the provided options to rectify the overflow condition. 841.83 Postmaster’s Determination
841.831 Basis for Issuance
When postmasters are satisfied that an application to begin service should be denied under 841.81, or that service to a box customer should be ended under 841.82, they issue a written Determination.
841.832 Content
The Determination must state the reasons for its issuance and contain the following statement:
“You may file a petition opposing this Determination within 20 days (Sundays and holidays included) after the date you receive it. Your petition must be in writing and include a statement of your reasons for opposing the Determination. Your petition, signed by you or your attorney, must be filed in triplicate at the Post Office address given above. This filing may be accomplished by Certified Mail, or by delivering the petition to the above address. Obtain and keep a written receipt to show that your petition was timely filed. Your petition is forwarded to the Vice President, Consumer Advocate, Postal Service Headquarters, for action. If you do not file a timely petition, this Determination becomes the final decision of the Postal Service.” 841.833 Delivery
The postmaster’s Determination must be delivered to the applicant or box customer by Certified Mail or any other method if a signed receipt is obtained from the addressee. If such delivery cannot be made within 15 days after issuance of the Determination, it must be delivered as ordinary mail, and the postmaster must make a written record of the date of such delivery and the prior attempts made to deliver it.
841.84 Petition by Applicant or Box Customer
841.841 Procedure
The procedure for applicant or customer petition is as follows:
a. The applicant or box customer may file a petition opposing the postmaster’s Determination within 20 days (Sundays and holidays included) after delivery, under the instructions in the Determination. b. The filing of a petition prevents the postmaster’s Determination from taking effect and transfers the case to the Vice President, Consumer Advocate. Thereafter, if a final decision on the merits is rendered by the Attachment 3
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Vice President, Consumer Advocate, it constitutes the final decision of the Postal Service.
841.842 Effective Date
The procedure for the postmaster is as follows:
a. After delivery of the Determination, the postmaster must take no action to implement it for the 20-day period allowed for filing a petition, and an additional 7 days. If no petition is received by the 27th day, the Determination takes effect, becoming the final decision of the Postal Service. The postmaster should keep documentation establishing the date and method of delivery of the Determination for at least 1 year. b. After receiving a petition, even if late or nonconforming, the postmaster must immediately forward two copies to the Vice President, Consumer Advocate. He or she also forwards a report to:
VICE PRESIDENT
CONSUMER ADVOCATE
POSTAL SERVICE
475 L’ENFANT PLAZA SW
WASHINGTON DC 20260-2200
The report includes the evidence on which the postmaster’s Determination was based and the proof of delivery of the Determination to the customer. 841.85 Mail Addressed to Closed Box
When a Post Office box is closed by a final Postal Service decision, the postmaster must notify the box customer in writing that mail addressed to the box number is thereafter to be forwarded according to a valid change-of-address order if one is submitted, or transferred to general delivery for holding for the forwarding time limit. After the applicable period, all mail so addressed is handled as undeliverable. However, this procedure does not preclude compliance with a sender’s request for a specific retention period under DMM F030.
842 Caller Service
842.1 Purpose and Definitions
842.11 General
842.111 Assignment of Number
Except under 842.118 for origin caller service, a caller number is assigned to the caller for each separation used, and the caller must use the term Post Office Box (P.O. Box) and the assigned number in the mailing address immediately above the city, state, and ZIP™ Code. Lack of a ZIP Code on the mail or use of a ZIP Code other than that assigned to the box section that provides the caller service can delay delivery. Mail without a box number is delivered to the street address if shown on the mailpiece. If no street address is shown, the mail may be treated as undeliverable as addressed. Mail bearing both a street address and a box number is delivered under DMM 602.
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842.112 Group 2 Noncity Delivery
Caller service at Group 2 noncity delivery offices is available only under DMM 508.5.
842.113 Client Mail
A customer may obtain caller service to receive the mail of a client. A caller number issued to such a customer is considered as held by the customer and not the client. All restrictions or regulations in DMM 508.2 apply to the provision of caller service under this section.
842.114 No Physical Box
No physical Post Office box may be used to provide a number for a caller.
When a customer is converted to caller service, the following apply:
a. If the customer is using a Post Office box number, the Post Office box number remains with the physical Post Office box and a caller service number is assigned before caller service may begin.
b. All other customers are assigned a caller number before caller service may begin.
c. Assign caller service numbers as required in 141.43. 842.115 Local Restrictions
Caller service may be restricted by postmasters with approval of the district manager, Customer Service and Sales, if local conditions justify such restrictions.
842.116 Permitted Uses
Customers must use caller service under the following conditions:
a. When a mail volume check, required by 841.132b, shows an overflow for 12 out of 20 days and the customer does not change to a box of sufficient capacity, the following provisions apply:
(1) Determine the caller service payment period starting date as specified by 842.216 for a new payment period but, for this section, compute the fee relative to the date on which the 12th overflow day occurred. Determine the caller service payment period independently from the issue period for any boxes held by the customer. When PS Form 1091-B, Register for Caller Service Fees, is prepared, it must be flagged or identified to show that the caller service is required under 841.132b.
(2) A customer required to use caller service because of 841.132b may submit a written request no more frequently than once in each semiannual payment period for a follow-up check to determine whether the overflow condition still exists. The Postal Service conducts a follow-up check under 841.132b, with the following modifications:
(a) Conduct a follow-up check at any time after the first month (subject to the minimum frequency of once in any
semiannual payment period).
(b) Conduct follow-up checks for the full 20-day test period.
Do not use section 3 of PS Form 1532, Semiannual Check
of Overflow Mail, in a follow-up check.
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(c) Measure the volume of mail against the capacity of the customer’s box if the actual box is kept. If the box is given up, measure the test for overflow against the capacity of other vacant boxes in the facility.
(d) If the record of a follow-up check on PS Form 1532 shows at least 12 out of 20 days overflow, notify the customer by completing block 3 of section 4 to show that caller service must be continued into the next payment period. If the
record shows less than 12 days’ overflow, notify the
customer by completing block 4 of section 4 to show that caller service may be discontinued after the current
payment period and delivery reverted at that time to any available box large enough to hold the customer’s mail. (3) Any customer released from caller service because of the follow-up check in this section is immediately subject to the checks required by 841.132b, on resumption of box delivery. b. See DMM 508.5 concerning the required use of caller service. c. Consider governmental organizations (e.g., departments, agencies, commissions, bureaus, divisions, etc.) as separate customers for this section. The various departments or schools within educational institutions are also separate customers for this section. 842.117 When Provided to Customers
Caller service may be provided to customers under the following conditions:
a. To a new customer planning to receive (or expected to receive) too much mail to be accommodated in the largest box available in the facility.
b. To customers who, at their option, want a Post Office box when none is available, and postmasters determine that such service would not adversely affect normal Postal Service operations.
c. To any customer who wants caller service instead of Post Office box service, even though boxes of adequate size may be available, when the provision of such service would not adversely affect normal Postal Service operations.
842.118 Accelerated Reply Mail
Accelerated reply mail (ARM) (origin caller service) may be obtained if all the following conditions are met:
a. Origin caller service must be obtained at an originating mail processing facility that can process prebarcoded mail.
b. The caller’s mail must meet all the requirements for prebarcoded First-Class Mail® in DMM 233. The mail must also be certified by the mailpiece design analyst at the origin facility where ARM is requested.
The barcode on the mailpiece must represent the ZIP+4® code or the mailer’s unique 5-digit ZIP Code printed on the mailpiece. c. The caller’s mail must bear a facing identification mark (FIM A), as set forth in Publication 25, Designing Letter and Reply Mail.
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d. Caller service must also be obtained at the destinating postal facility.
The address on all mailpieces to be received through ARM must be the Post Office box address assigned where destination caller service is authorized. Mailpieces that show a dual address must show only the Post Office box on the line immediately above the city, state, and ZIP Code line.
e. The mailer may either pick up ARM at the origin facility caller service window or have it reshipped, by Priority Mail Express Custom Designed Service, to the destination caller service address or to another address specified by the mailer in the Custom Designed Service Agreement (see DMM 210). To change the destination address on the Custom Designed Service Agreement, the mailer must provide a 30-day advance notice and submit an amended ARM application, completing only the Applicant Information (1 through 8) and Priority Mail Express Reship (12 through 17) sections.
f. An applicant for ARM must comply with 842.12.
g. An applicant who is a commercial mail receiving agent must also comply with DMM 508.2.
842.12 Obtaining Service
842.121 Application
The procedure for ARM application is as follows:
a. A PS Form 1093, Application for Post Office Box or Caller Service, is used to request caller service. Customers may obtain blank applications at any Post Office. An applicant must complete all spaces on the form that require customer-provided information. Furnishing false information or refusing to furnish required information on the application may be sufficient reason for denial of the application or discontinuation of service.
b. A completed application for destination caller service may be submitted to any postal facility that provides window service to the public; the facility need not be the same as that at which the destination caller service is desired.
c. In addition to PS Form 1093, an applicant for ARM (origin caller service) must also complete PS Form 8061, Application for Accelerated Reply Mail, and submit both forms to the facility where accelerated reply mail (origin caller service) is desired. PS Form 8061 may be obtained from the applicant’s account representative or from the district manager, Customer Service and Sales.
d. The employee who accepts an application takes the following actions:
(1) Performs the verification in 842.122a or 842.122b.
(2) Dates the application on the reverse side with Item 570, All Purpose Dating Stamp.
(3) If caller service is desired at a postal facility other than that at which the application is submitted, forwards the application to the postmaster of the facility where the service is desired.
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e. The postmaster of the facility where caller service is to be provided takes the following actions:
(1) Approves or denies the application.
(2) Notifies the applicant of the decision and the reason for any denial.
(3) If the application is approved, assigns a caller number on receipt of the proper fee. Normally, if the address shown on the application is a local address, a caller number is assigned at the facility serving that address; if an out-of-town address is shown, a caller number is assigned at the main office station. Other arrangements may be made at the discretion of the postmaster. 842.122 Verification of Application for Destination Caller Service An application for caller service may not be approved until the application is verified. The criteria for verification are as follows:
a. Known Applicant. Consider the application of a known applicant verified on submission of PS Form 1093.
b. Unknown Applicant
(1) An unknown applicant must present an acceptable primary and secondary form of identification (see 131.3).
(2) Consider an application verified if there is no discrepancy between information on the application and on the identification presented. If the information on the application does not match that on the identification, verification procedures must be followed to substantiate that the applicant resides or conducts business at the address shown. Complete this verification within 3 workdays.
c. Assignment. A caller service number is assigned immediately after approval of the application and receipt of the caller service fee. 842.123 Verification of Application for ARM (Origin Caller Service) ARM (origin caller service) must not be provided until the following steps are completed:
a. Applicant. The applicant presents valid identification. b. Documentation. If the applicant is applying in behalf of an organization or as an agent for another person or organization, satisfactory documentation to confirm that representation is approved. c. Confirmation. The applicant’s destination caller service number and authorization are confirmed.
d. Appropriate Facility. The availability of ARM (origin caller service) at the facility where the service is requested is confirmed.
e. Scheduling. On verification of the above information, the applicant must be informed of the beginning date for the ARM (origin caller service). Depending on the schedule for updating the facility’s barcode sortation schemes, the beginning date must be no later than 30 days after the date of approval of the application on PS Form 8061. f. Assignment. An ARM (origin caller service) number is assigned after approval of the application and receipt of the caller service fee.
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842.2 Fees
842.21 Payment
842.211 Payment Period
The Postal Service has established semiannual payment periods for caller fees. Payment may be made for any period of 6 or 12 consecutive months.
The beginning of a payment period is established on the date of the approval of the application for caller service.
842.212 Fees Paid in Advance
Caller fees must be paid in advance for no less than one and no more than two semiannual periods. Fees may be paid by check to postmasters.
Payments for destination caller service sent by mail must be received by the postmaster by the due date. Payments for ARM (origin caller service) must be received at least 45 days before the applicable semiannual period. 842.213 Receipt
A PS Form 1538, Receipts for Post Office Box/Caller Service Fees, is given for each caller payment, except that callers who hold more than one caller number may be issued one receipt for payment for all their caller numbers.
Keep a separate list of multiple-number customers showing numbers used, customer name, fee charged, and normal due date for each. Mark each receipt with the number (count) of caller numbers paid for at one time. 842.214 Change of Payment Period Date
Callers of record may change their payment period by submitting a new application, noting the month they want to use as the start of their revised payment period. The date selected must be before the end of the current payment period. The unused fee for the period being discontinued may be refunded under 842.24, and the fee for the new payment period must be fully paid in advance. A change of payment dates may not be used to circumvent a change in caller-service fees.
842.215 Renewal of Service
Fees for renewal of service are as follows:
a. Destination Caller Service. Fees for renewal of destination caller service are due by the last day of the last month of the current period. During the last 30 days of their service period, callers may pay their fees for their next semiannual or annual payment period, as appropriate.
Postmasters may accept fee payments more than 30 days in advance. b. Accelerated Reply Mail (Origin Caller Service). Payment of the fee for renewal of ARM (origin caller service) is due at least 45 days before the last day of the last month of the current period. Payment may be made for the next semiannual or annual period, as appropriate. 842.216 Adjustment for Midmonth Payment
The payment period for a new caller service started on or before the 15th of any month is from the first day of that month. If service is started after the 15th day of the month, compute the period from the first day of the following month.
Attachment 3
Special Services 842.233
POM Issue 9, July 2002 469
Updated With Revisions Through April 30, 2022
842.217 Record of Callers
The guidelines for keeping records of callers are as follows:
a. A record of destination service callers must be kept by the authorizing Post Office using PS Form 1091-B, Register for Caller Service Fees. PS Form 1091-B are filed for each number or group of numbers assigned to the same caller that falls due in the same month. Forms are filed by the month the payment is due and in numeric sequence.
b. Separate records of accelerated reply mail (origin caller service) also must be kept on PS Form 1091-B.
c. Prepare and keep a master list of all assigned caller-service numbers, including multiple Post Office box/caller service users and reserved caller numbers, at each facility. The master list must be compared against all PS Form 1091-B on file by July 1 of each year. When a PS Form 1091-B is not on file for an assigned number, a new form must be prepared and the proper fees collected. When PS Form 1091-B is not on file for a reserved number, a new form must be prepared and placed in file. An equivalent, existing caller-service number inventory system showing all assigned numbers may be used instead of a master list. 842.22 Notice of Payment Due
Notice 32-B, PO Box Fee Due (FIM B Marking), or Notice 32-C, PO Box Fee Due (FIM C Marking), is distributed to destination caller service customers 20 calendar days before the fee is due. If callers are temporarily out of town and they have filed a temporary forwarding order, the notice must be sent to them.
842.23 Past-Due Caller Fee Procedures
842.231 Holding Mail
If a destination caller service customer does not pay the fee by the due date, submit a change-of-address order, or attempt to obtain the mail, the mail is held for no more than 10 days; it is then treated as undeliverable mail unless it can be readily delivered by carrier.
842.232 Delivery to Street Address
If a destination caller service customer fails to pay the fee by the due date, does not submit a change-of-address order, and attempts to obtain the mail within 10 days, the caller or agent must be informed that after the 10th day following the due date if payment or a change-of-address order is not received, the mail is delivered to the street address. The caller or agent must also be informed that the caller loses the use of the Post Office caller number and may not obtain this mail at the postal facility. The caller should be given the mail until the end of the 10-day period; but, during that period, the caller may not be provided more than one separation (if multiple separations are provided previously).
842.233 Accelerated Reply Mail
If an accelerated reply mail (origin caller service) customer fails to pay the fee at least 45 days in advance, a notice of nonpayment is sent to the caller by Certified Mail, Return Receipt requested. If payment is not received by the 30th day before the end of the current payment period, the caller is notified in writing that the barcode sortation scheme is revised to eliminate the Attachment 3
842.24 Postal Operations Manual
470 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
separation for the caller. Once that change is made, the caller must reapply to obtain further accelerated reply mail (origin caller service). 842.24 Refund of Caller Service Fee
842.241 Discontinued Number
When a destination caller service number is discontinued, the unused part of the fee for that number may be refunded as follows:
a. Refunds are processed according to DMM 508.5.
b. Refund the entire fee for a semiannual payment period after the period in which service is discontinued.
c. Determine refunds for the payment period in which service is discontinued as follows:
(1) For service discontinued any time within the first 3 months (i.e., on or before the last day of the third month) of the semiannual payment period, the amount refunded is half the semiannual caller service fee in Notice 123, Price List.
(2) No refund is made when service is discontinued any time after the third month (i.e., on or after the first day of the fourth month) of the semiannual payment period.
842.242 Caller Numbers in Discontinued or Relocated Postal Facilities Former destination caller service customers of discontinued or relocated postal facilities may obtain a refund of unused caller-service fees when additional travel of a 1/4 mile (0.4 kilometer) or more (from the address listed on the applicable PS Form 1093) is required to obtain equivalent service. For refunds processed under this section, refund one-sixth of a semiannual fee for each month remaining in the payment period. If the effective date of the facility discontinuance falls on or before the 15th of the month, compute the refund from the first day of that month. If the effective date is after the 15th day of the month, compute the refund from the first day of the following month. 842.243 Accelerated Reply Mail
No refund is made for the remaining part of the current fee period if a caller discontinues accelerated reply mail (origin caller service). A refund of fees paid for a future period is made.
842.3 Mail Pickup Hours
Provide caller service during normal hours of business. Caller service may be provided at all other hours during which mail is distributed within the facility if it is consistent with normal operations.
842.4 Refusal to Provide Service, Termination of Service, and Surrender of Service
842.41 Refusal to Provide Service
A postmaster may deny an application of caller service under any of the following circumstances:
a. The applicant submits a falsified application for the service. b. Within the 2 years immediately preceding submission of the application, the applicant violated a regulation on use of the service.
Attachment 3
Special Services 842.441
POM Issue 9, July 2002 471
Updated With Revisions Through April 30, 2022
c. There is substantial reason to believe that the service is to be used for purposes that violate DMM 508.5.
842.42 Termination of Service
A postmaster may end caller service if the caller:
a. Falsifies the application for the service.
b. Violates any regulation on the service.
842.43 Postmaster’s Determination
842.431 Basis for Issuance
When a postmaster is satisfied that an application for commencement of caller service should be denied under 842.41, or that service to a caller should be ended under 842.42, the postmaster issues a written Determination.
842.432 Content
The Determination must state the reasons for its issuance and contain the following statement:
“You may file a petition opposing this Determination within 20 days (Sundays and holidays included) after the date you receive it. Your petition must be in writing and include a statement of your reasons for opposing the Determination. Your petition, signed by you or your attorney, must be filed in triplicate at the Post Office address given above. This filing may be accomplished by Certified Mail, or by delivering the petition to the above address. Obtain and keep a written receipt to show that your petition was timely filed. Your petition is forwarded to the Vice President, Consumer Advocate, Postal Service Headquarters, for action. If you do not file a timely petition, this Determination becomes the final decision of the Postal Service.” 842.433 Delivery
The postmaster’s Determination must be delivered to the applicant or caller by Certified Mail or by any other method if a signed receipt is obtained from the addressee. If such delivery cannot be made within 15 days after issuance of the Determination, it must be delivered as ordinary mail and the postmaster must make a written record of the date of such delivery and the prior attempts made to deliver it.
842.44 Petition by Applicant or Caller
842.441 Procedure
The procedure for applicant or caller petition is as follows:
a. The applicant for caller service may file a petition opposing the postmaster’s Determination within 20 days (Sundays and holidays included) after delivery, under the instructions in the Determination. b. The filing of the petition prevents the postmaster’s Determination from taking effect and transfers the case to the Postal Service Vice President, Consumer Advocate. Thereafter, if a final determination on the merits is rendered by the Consumer Advocate, it constitutes the final decision of the Postal Service.
Attachment 3
842.442 Postal Operations Manual
472 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
842.442 Effective Date
The procedure for the postmaster is as follows:
a. After delivery of the Determination, the postmaster takes no action to implement it for the 20-day period allowed for filing a petition, and an additional 7 days. If a petition is not received by the 27th day, the Determination takes effect, becoming the final decision of the Postal Service. The postmaster should keep documentation establishing the date and method of delivery of the Determination for at least 1 year. b. After receiving a petition, even if late or nonconforming, the postmaster immediately forwards two copies to the Postal Service Recorder, Judicial Officer Department. The report includes the evidence on which the postmaster’s Determination was based and the proof of delivery of the Determination to the customer.
842.45 Surrender of Service
Caller service is surrendered when the caller does at least one of the following:
a. Submits a permanent change-of-address order.
b. Fails or refuses to pay the pertinent fee due.
c. Submits a written notice to discontinue the service. 842.46 Disposition of Mail
842.461 Destination Caller Service
When destination caller service is ended by a final Postal Service decision, the postmaster must give written notice to the caller that mail addressed to him or her at the caller number is thereafter to be forwarded according to a valid change-of-address order if one is submitted, or transferred to general delivery for holding the current time limit for forwarding. After the applicable period, all mail so addressed is handled as undeliverable. However, this procedure does not preclude compliance with the sender’s request for a specific holding period under DMM 507.
842.462 Accelerated Reply Mail (Origin Caller Service)
When accelerated reply mail (origin caller service) is surrendered by the customer or ended by the Postal Service, mail continues to be separated for the accelerated reply mail (origin caller service) until the barcode sortation schemes can be revised to permit the mail to be processed to the destination address on the mail.
843 General Delivery for Transients and Customers Not
Permanently Located
843.1 Delivery
In an effort to assist customers with no fixed address and no identification who qualify for General Delivery service under the Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 508.6.1a, a customer who is personally known to the Postmaster or retail associate and is known as a person with no fixed address may be provided general delivery.
Attachment 3
Special Services 845
POM Issue 9, July 2002 473
Updated With Revisions Through April 30, 2022
843.2 Retention
Based on DMM 508.6.4, Holding Mail, there is a 30-day limit for holding individual mailpieces for General Delivery. This time limit does not reference how long an individual customer may receive General Delivery service. Hold general delivery mail for no more than 30 days, unless otherwise requested.
Return accountable mail as instructed under 683.25.
844 Other Deliveries
In all other cases, provide the services in 841, 842, or 843 to customers who want to call for their mail at a postal unit.
845 Firm Holdout
See DMM 508.8.
Attachment 3
845 Postal Operations Manual
474 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
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Attachment 3
POM Issue 9, July 2002 475
Updated With Revisions Through April 30, 2022
Forms Index
Form
Number Form Title POM Reference
17 Stamp Requisition/Stamp Return 225.62
25 Trust Fund Account 691.41, 691.422
152 Delivery Confirmation Label 816.1
153 Signature Confirmation 817.11
542 Inquiry About a Registered Article or an Insured
Parcel or an Ordinary Article (5-part set)
Exhibit 169.3, 169.4
673 Report of Rifled Parcel (4-part set) 169.3, Exhibit 169.3 1000 Domestic Claim or Registered Mail Inquiry 146.111. 146.112, 146.113, 146.121, 146.122, 146.124, 169.3, Exhibit 169.3,
169.4, 812.521, 812.522, 813, 815.216
1091-A Post Office Box Fee Register 841.123, 841.61, 841.62 1091-B Register for Caller Service Fees 842.116, 842.217 1093 Application for Post Office Box or Caller Service
(card)
841.121, 841.122, 841.123, 841.34, 841.63,
842.121, 842.122, 842.242
1094 Request for Post Office Box Key or Lock Service 841.44, 841.47, 841.48 1096 Receipt 132.14
1099 Notice to Return Keys 841.49
1357 Request for Computer Access 472
1362 Status Change Request/Report 123.5, 123.6, 439.323, Exhibit 439.323, 439.41, 439.42, 439.43, 439.44, 439.45,
439.46, 439.51
1412-A Daily Financial Report 126.33, 135.3, 145.11, 146.21, 815.326, 815.343, 831.33
1412-B Daily Financial Report (pad/100) 126.33, 815.326, 815.343 1500 Application for Listing and/or Prohibitory Order 138.211, 138.214 1507 Request to Provide Mail Receptacle 623.1
1510 Mail Loss/Rifling Report Exhibit 165.3, 169.3, Exhibit 169.3, 169.4, 17, 691.595, 824.83
1532 Semiannual Check of Overflow Mail 841.132, 842.116 1538 Receipts for Post Office Box/Caller Service Fees
(book/200)
842.213
1564 Address Change Sheet 841.752
1583 Application for Delivery of Mail Through Agent 612.13, Exhibit 612.13, 612.14, 612.15, 612.16
1583-A Application to Act as Commercial Mail Receiving
Agency
612.12, Exhibit 612.12, 612.16
1628 Individual Key Record 633.51, 633.52
Attachment 3
Postal Operations Manual
476 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
2756 Dispatch Record/Certification of Air Taxi Service
Performed
526
2759 Report of Irregular Handling of Mail 525
2855 Claim for Indemnity — International Registered,
Insured, and Priority Mail Express
Exhibit 169.3, 169.4
3083 Trust Accounts Receipts and Withdrawals 815.343
3227 Stamps by Mail 151.24
3227-R Stamp Purchase Order 151.12
3521 House Numbers and Mail Receptacles Report 632.627
3533 Application and Voucher for Refund of Postage
Fees and Services
145.11, 145.121, 145.122, 145.21, 145.22,
145.3
3546 Forwarding Order Change Notice 612.15, 682.12, 684 3547 Notice to Mailer of Correction in Address 683.11
3575 Official Mail Forwarding Change of Address Order 138.216, 682.11, 683.23, 684, , 841.123, 841.752
3576 Change of Address Request for Correspondents,
Publishers, and Businesses
681.32
3577 Correction of Error in Address Because of Postal
Service Adjustments
656.3
3579 Notice of Undeliverable Periodical 681.6
3602-N Postage Statement — Nonprofit USPS Marketing
Mail Letters and Flats — Permit Imprint
492.72
3602-NZ Postage Statement — Nonprofit USPS Marketing
Mail — Easy Nonautomation Letters or Flats —
Permit Imprint
492.72
3615 Mailing Permit Application and Customer Profile 491.51 3702 Test Mailing Record (Collection and Special Test
Mailings)
314.2
3760 Parcel Search Request 169.3, Exhibit 169.3
3800 Certified Mail Receipt 813.1, 813.41
3801 Standing Delivery Order 141.3, 615.3, 618.1, 823.31, 823.32 3801-A Agreement by a Hotel, Apartment House, or the
Like to Assume Responsibility for Registered Mail
615.3
3804 Return Receipt for Merchandise 824.81
3806 Receipt for Registered Mail 812.3, 815.42
3811 Domestic Return Receipt 814.32, 822.111
3811-A Request for Delivery Information/Return Receipt
After Mailing
619.125, 811.1, 811.4, 812.521, 813,
824.84
3815 Plant-Load Authorization Application, Worksheet,
and Agreement
462.1, 463.13
3816 COD Mailing and Delivery Receipt 691.33, 691.594, 815.11, 815.5 3820 Sale or Destruction of Perishable Mail 691.522
3821 Clearance Receipt 813.32, 815.325, 815.326, 813.33, 815.343, 824.72
3822 COD Tag Transmittal 815.326, 815.341, 815.342, 815.343, 815.35
3824 Temporary Bulk Receipt 815.12
Form
Number Form Title POM Reference
Attachment 3
Forms Index
POM Issue 9, July 2002 477
Updated With Revisions Through April 30, 2022
3831 Receipt for Article(s) Damaged in Mails 146.21
3833 COD Irregularity 815.231
3849 Delivery Notice/Reminder/Receipt 615.3, 617.31, 617.32, 618.1, 619.121, 619.125, 619.211, 619.212, 619.221,
619.222, 619.223, 619.224, 619.231,
619.232, 619.24, 619.3, 683.25, 691.33,
811.1, 811.2, 813.25, 813.26, 813.31,
813.32, 814.32, 815.212, 815.213, 815.215,
815.219, 815.33, 816.25, 816.26, 816.31,
817.21, 817.22, 817.23, 817.25, 817.26,
817.31, 822.21, 822.22, 823.32, 824.1,
824.5, 824.6, 824.72
3849-D Notice to Sender of Undelivered COD Mail 683.23, 815.214, 815.216 3867 Accountable Mail Matter Received for Delivery 813.31, 813.32, 814.32, 815.322, 815.33, 815.37, 824.71, 824.72
3871 Receipt Verification — Insured and Returned COD
Mail
814.5
3877 Firm Mailing Book for Accountable Mail 812.3, 813.42, 814.41, 815.11, 815.14, 816.42, 817.42
3800 Certified Mail Receipt 813.41
3883 Firm Delivery Receipt for Accountable Mail and
Bulk Delivery Mail
683.25, 811.2, 813.26, 813.31, 814.32,
815.219, 815.323, 817.26, 817.31, 816.26,
816.31, 824.6, 824.71
3883-A Firm Delivery Receipt 816.26, 816.31, 817.31
3968 Daily Mail Collection Record 477.1
4003 Official Rural Route Description 652.41
4027 Petition for Change in Rural Delivery 652.2, 653.3 4056 Your Mailbox Needs Attention 623.1, 632.53
4460 Vehicle Record/Trip Ticket 477.1, 477.2, 478.1
4707 Out of Order (tag) 583.11
4983 Postal Key and Lock Requisition 633.31, 633.32
5049 Mail Found in Supposedly Empty Equipment 582.1, Exhibit 584.11 5179 Notification/Record of Mail Irregularity 545.3
5186 Mail Movement Routing Instructions 546.4
5201 Mail Van Inspection 477.3, 478.1, 478.2, 478.4
5397 Contract Route Extra Trip Authorization 473.6, 473.9, 478.32 5398 Transportation Performance Record 477.1, 477.2, 478.1 5398-A Contract Route Vehicle Record 473.6, 474.5, 476.1, 476.2, 476.4, 476.521, 476.522, 476.6, 476.8, 476.81, 476.82,
476.83, 476.84, 476.85, 476.86, 476.87,
477.42
5401 Documentation to Establish a Delivery ZIP Code 439.211, Exhibit 439.211 5402 Documentation to Establish a Post Office Box
ZIP Code
439.22, Exhibit 439.22, 439.42
5403 Documentation to Establish a Shared ZIP Code 439.231, Exhibit 439.231, 439.43 5404 Documentation to Establish a Unique ZIP Code 439.241, Exhibit 439.241, 439.44 5407 Highway Contract Route Survey/Service Change 533.2 Form
Number Form Title POM Reference
Attachment 3
Postal Operations Manual
478 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
5429 Certification of Exceptional Contract Service
Performed
478.32
5431 Contract Route Box Customer Notice 663.2
5466 Late Slip 477.53
5500 Contract Route Irregularity Report 473.6, 477.53, 534.1, 534.21, 555.1, 555.21 5994 Payment Adjustment Authorization for Railroad
Service Performed
546.2, 546.512, 546.513
6387 Rural Money Order Transaction Application 831.15, 831.21, 831.22, 831.23, 831.25 6401 Money Order Inquiry 169.4, 831.32, 833
7381 Requisition for Supplies, Services, or Equipment 133.1 7440 Contract Route Service Order 535.2, 556.2
8015 Plant-Load Vehicle Log 477.1
8017 Expedited Plant-Load Shipment Record 467.41, 467.42 8026 Expedited Shipment Agreement for Plant-Load
Mailings
467.2
8061 Application for Accelerated Reply Mail 842.121, 842.123 8076 Authorization to Hold Mail 611.91
8125 Plant-Verified Drop Shipment (PVDS) Verification
and Clearance
477.1, 478.1, 479.62, 479.63
8133 Postal-Related Merchandise Inventory Report 135.3
8134 Postal-Related Merchandise Quarterly Report 135.3
DD 285 Appointment of Unit Mail Clerk or Mail Orderly 618.1, 618.3, 823.2 SSS 1M
(UPO)
Registration Mail-Back Form 172.3, 172.4
SSS Form 2 Change of Information 172.3
Form
Number Form Title POM Reference
Attachment 3
POM Issue 9, July 2002 479
Updated With Revisions Through April 30, 2022
Index
A
Absentee balloting 171.3
Accelerated reply mail (ARM)
(origin caller service)
Conditions 842.118
Disposition of mail 842.462
Fees for renewal of service842.215
Obtaining service 842.123
Past due fees 842.233
Records of callers 842.217
Refund of fees 842.243
Acceptance
See also Nonmailable matter
Addressing 137.3
COD mail 815.1
Domestic mail 137.4
International mail 137.6
Money order 832
Policy 137.1
Registered COD mail 815.41
Registered mail 812.2, 812.3
Return receipt for merchandise mail 824.8
Size and packaging standards137.2
Access
Central delivery receptacles632.622, 632.623
Mail and mailhandling areas137.71
Mail receptacles 623.2
Post office boxes 841.74
Accident investigations regarding postal vehicles
732.5
Accountable mail 137.44
See also specific services
Accountable paper custodian 213.2
Accountable stock 126.2
See also Postal stationery; Stamps
Accountable paper custodian213.2
Commemorative stamps 222.21
Counting 126.23
Destroying 126.25
Philatelic centers 224
Protecting 126.24
Requisitioning 126.22
Temporary philatelic stations225
Address correction
See also Addresses
Address Change Service (ACS) 683.12
Address correction service 683.1
Change-of-address orders682.1,
Election boards and registration commissions
825.2
Endorsements requesting683.13
Fee 683.14
Mailing lists 825.1
Addressee
Change-of-address orders682.1,
Deceased persons 612.4
In care of another 611.6, 823.41
Incompetents 612.3
Individuals at organizations 614
Inmates 615.1
Jointly addressed mail 613, 823.41
Minors 612.2
Patients 615.1
Persons at hotels, schools, and similar places
615.2, 615.3
Prisoners 615.1, 615.2
Addresses
See also Address correction
Central delivery mail receptacles 632
Change notice 681.32
Directory service 682.4
Exceptional address format611.1
Incomplete/illegible/incorrect611.1
Rural 656
Attachment 3
Postal Operations Manual
480 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Addressing 137.31
ZIP Code placement 433
Advance deposits 126.323
Advertising
On postal property 124.54
Government agencies and officials 125.351,
125.361
Prohibitions 124.54, 124.55, 125.361
Sexually oriented advertisements 138.2
Agents
Authorization 612.11, 823.3
Commercial mail receiving agency 612.12
Air transportation service 52
Authorization 521
Certification and payment 526
Contract administration 523
Irregularities reporting 525
Performance monitoring 524
Types of service 522
Airmail
See also Air transportation service
International 561.2, 561.31
Airport mail center/facility
(AMC/AMF 425
Airports, Collection service 313.3
Alcoholic beverages and drugs
Disposal of dead mail containing 691.521
Nonmailable 139.117
On postal property 124.531
Alternate delivery services 84
AMC/AMF. See Airport mail center/facility
AMTES. See Area mail transport equipment
specialists
Animals
Interference with delivery service 623.3
On postal property 124.59
Apartment houses
Delivery 631.54
Directories 632.626
Key and record controls 632.625
New or remodeled apartment buildings
631.542, 632.62, 632.63
APOs. See Military post offices
Appeals
Customer complaints 166
Discontinuance of post offices 439.313
Mailability decisions 139.119
Appearance
Collection boxes 315.1
Lobbies 125.1
Postal vehicles 712.5
Temporary philatelic stations 225
Area distribution centers (ADCs 424.3
Area mail transport equipment specialists (AMTES
587.1, 594.2
Area offices
EIRS responsibilities 594.3
Mail processing responsibilities 422
Postal vehicle service responsibilities 722
RAP responsibilities 121.22
ARM. See Accelerated reply mail
Army post offices. See Military post offices
Arrow lock keys 633.42
Articles found in lobbies or public areas 125.5
Auction 692.16
Disposal of dead parcels 692.16
Audit Change Report 593.4
Autographs 24
Automated distribution 455.3
Auxiliary rural routes 651.1
B
Backdating mail 231.22, 443.34
Backstamping mail 443.33
Ballots, absentee 171.3
Bank deposits found in mail 691.43
Barcodes
Automated distribution 455.3
Employee training 434
Blind persons
Mail for 137.431
Vendor facilities 125.37
BMCs. See Bulk mail centers
Bonds, Contract postal unit bonds123.244
Branches
Classification 123.121
Definition 123.121
Discontinuance 439.313
Establishment 123.23
Hours of operation 126.41
Location 123.125
Name changes 123.413
Names 123.413
Attachment 3
Index
POM Issue 9, July 2002 481
Updated With Revisions Through April 30, 2022
Bulk business mail (BBM)
Collection 322.5
Undeliverable, used for training or testing
692.3
Bulk mail centers (BMCs)
Description 426
Mail transport equipment responsibilities
585.1
Mailbag responsibilities 584.11
Bulk mail containers 574.3
Bulk rate mail
Collection 322.5
Congressional mail 491.15
Bulk sales 132.3
First-day covers 232
Postal stationery 132.33
Stamps 132.32
Bulletin boards 125.361
Business districts, Delivery modes 631.3
Business houses, mail receptacles not required
632.13
Business mail, Bulk. See Bulk business mail
Business reply mail
Payment for 136.3
ZIP+4 Code 432
C
Cachets. See Covers services and dealers
CAG. See Cost ascertainment grouping process
Caller service 842
Accelerated reply mail. See Accelerated reply
mail
Assignment of number 141.43, 842.111
Client mail 842.113
Definitions 141.43, 842.1
Disposition of mail 842.46
Fees 842.2
Local restrictions 842.115
Mail pickup hours 141.43, 842.3
Obtaining service 842.12
Permitted uses 842.116
Purpose 141.43, 842.1
Record of callers 842.217
Refusal to provide service 842.4
Surrender of service 842.4
Termination of service 842.4
When provided to customers 842.117
Canada 691.551
Dead mail originating from 691.551
Cancellation
Backdating 231.22, 443.34
Cooperation with collectors 231.3
Definition 231.1
Equipment and supplies 444
First-day of issue 232
First-day of issue postmarks 232.3
Hand-back service 232.7
Hand-stamped 232.6, 231.9
Holding mail for 231.7
Machine postmarks 231.8
Mail-back service 253
Military post offices 236.3
Multiple cancellations 231.63
Permissible Postmarking devices 231.5
Philatelic cancellation services 23
Pictorial postmarks 233
Policy 211
Precanceled stamps 224.23
Procedures 443.2
Special materials 231.63
Standard cancellations 231.1
Temporary philatelic station cancellations 225
When and where philatelic cancellations may
be done 231.61
Cargo vans 731.11
Carrier responsibilities and conduct
City delivery service 644
Highway contract service 663.1, 666
Rural delivery service 655.1
Cash
COD mail payment 842.22
Loose in the mail 691.41
Retail services payment 136.1
Security 126.321
Categories of mail 137.13
Central delivery
Addresses 631.23
Business areas 631.3
Residential areas 631.4
Central delivery receptacles 632.6
Addresses 631.244
Installation 632.62
List of approved manufacturers 632.628
New or remodeled apartment buildings 632.63
Attachment 3
Postal Operations Manual
482 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Specifications for manufacturers 632.61
Ceremonies
Obtaining stock for 261
Participation 225.6
Certificate of mailing 137.451, 821
Certified mail 813
Carrier controls 813.3
Delivery 813.2
Delivery receipt 137.442
Description 137.442
How to mail 813.1
Large-volume mailings 813.42
Restricted delivery 611.7
Storage of mail awaiting customer pickup
619.25
Undeliverable 813.35
Verified mailing receipts 813.4
Change-of-address notice 681.32
Change-of-address order 682.1
Filing 682.11,
Guarantee to pay for postage 682.12
Post office boxes 841.75
Time limit 682.13
Charitable organizations
Correction of mailing lists 825.1
Food donations 691.531
Checks
COD mail payment 815.217, 815.22, 815.24,
815.25
Delivery of government checks 611.4
Retail services payment 136.1
Citizens’ Stamp Advisory Committee (CSAC)
Address 212.3
Description 212.1
City delivery service
Carrier duties and responsibilities 644
Conversions 682.22
Establishment 641
Extensions 642
Labor strikes 643.2
Management 645
Reporting local ordinances and state laws 646
Requests for delivery service 643
Classes of mail
Distribution priorities 453
Domestic 137.42
First-Class Mail 137.423
Mixed-class mail 137.427
Periodicals 137.424
Priority Mail 137.422
USPS Marketing Mail (A) 137.425
USPS Marketing Mail (B) 137.426
Forwarding 682.21, 682.3
International 137.62
Classified units
Definition 123.123
Establishment 123.23
Closing of facility. See Discontinuance of postal
facility
Closure devices 575.2
CMRA. See Commercial mail receiving agency
COD mail 815
Acceptance 815.1
Assignment and reporting procedures 815.32
Carrier clearance 815.33
Dead mail 691.3
Delivery and payment procedures 815.2
Delivery receipts 619.24
Description 137.444
Examination of COD business 815.37
Priority Mail Express 815.5
Indemnity claims 146.11, 146.111, 146.12
Large-volume mailings 815.14
Mail opening units procedures 815.31
Main office window unit procedures 815.35
Notice of arrival 619.24
Registered COD mail 815.4
Remitting units procedures 815.34
Restricted delivery 611.7
Returned 815.214
Separation of duties 815.36
Special instructions 815.3
Coil stamps 224.22
Collect on Delivery mail.
See COD mail
Collection box inserts 574.6
Collection box record 317
Collection boxes 32
Appearance 322
Locations 322.22
Mail deposit and collection 322.3
Mailchutes and receiving boxes 322
Number and types 315.2
Removal or relocation 315.4
Attachment 3
Index
POM Issue 9, July 2002 483
Updated With Revisions Through April 30, 2022
Types of 32
Boxes displaying last pickup time decals
322
Local delivery boxes 321
Motorist mailchute/post type boxes 317.5
Priority Mail Express, 318
Residential boxes 313.22
Collection schedules
Boxes displaying last pickup time decals 322
Last pickup time between 5:00 p.m. and
6:29 p.m. (Mon.-Fri.) 322.2
Last pickup time between 6:30 p.m. and
8:00 p.m. (Mon.-Fri.) 322.3
Changes in 313.13
Establishment of 313.1
Local delivery 321
Residential boxes
Collection service 3
Applicability 311
Changes in 314
Collection schedules.
See Collection schedules
Collection tests 314
Establishment of 313.1
Highway contract service 313.3
Local postmark 312
Multiple box collections 313.1
Plant load operations 46
Requirements 313
Residential box collections 313.22
Rural routes 321.2
Small offices and airports collections 313.3
Vertical improved mail mailrooms 321.3
Collection tests 314.2
Collection schedule decals 316
Colleges and universities, delivery to
Administration buildings 631.61
Dormitories or residence halls 631.62
Forwarding of mail 631.66
Fraternity and sorority buildings 631.64
Married student housing 631.63
Noncity delivery offices 631.67
Parcel post 631.65
Commemorative stamps
See Stamps
Commercial mail receiving agency (CMRA)
Compliance with procedures 612.16
Procedures for delivery to 612.13
Registration of 612.12
Undeliverable mail 684
Community post offices (CPOs)
Definition 123.127
Discontinuance 123.127
Names 123.413
Complaints
See also Consumer services
Customer complaint control log 164.4, 165.3,
165.6
Processing
See also Consumer services
FAX complaints 167.23
Government inquiries 165.7
Headquarters to field referrals 163, 165.6
Written complaints 165.52
Receiving
Fax 167.23
In person 167.21
Letter 167.23
Telephone 167.22
Resolution 165.4
Responding to 167.3
In person 167.32
Letter 167.34
Telephone 167.33
Responsibilities
Right of appeal
Sources of
Time frames 165.1
Computerized Forwarding System, Dating of mail
443.33
CON-CON containers 574.6
Conduct of carrier. See Carrier responsibilities and
conduct
Conduct on postal property 124
Admission to postal property 124.2
Advertising 124.54, 124.55, 125.351, 125.361
Alcoholic beverages and drugs 124.53
Authorized actions and postings 124.56
Conformity with signs and directions 124.4
Debt collection 124.54
Destruction of property 124.3
Disturbances 124.51
Dogs and other animals 124.59
Electioneering 124.54
Enforcement and violations 124.7
Gambling 124.52
Attachment 3
Postal Operations Manual
484 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Littering 124.3
Nondiscrimination 124.6
Photographs 124.58
Preservation of postal property 124.3
Prohibited postings 124.55
Religious symbols or matter 124.57
Seasonal displays 124.57
Smoking 124.532
Soliciting 124.54
Spitting 124.3
Vending 124.54
Weapons and explosives 124.59
Conflicting orders for delivery of mail 616
Congress. See Government agencies and officials
Congressional mail 491
Accounting for franked mail entered outside
Washington, DC 491.5
Basic information 491.11
Bulk rate mailings 491.15
Congressional District Deliveries Report 491.4
Correction of mailing lists 825.1
Description 137.432
Fee notices for post office box service
841.212
Handling address correction requested/return
postage guaranteed mail 491.6
Handling of mass congressional mailings
491.2
Identification 491.12
Inquiries from 165.7
Orange bag service — expedited
congressional mail 491.7
Postage payment 491.13
Postal Service assistance to 173
Preparation and deposit 491.21
Processing and delivery 491.22
Recordkeeping 491.3
Restricted delivery 823.2
Return of 683.26
Stamped return receipts 822.21
Types of mailings 491.14
Congressional mailings coordinator 491.32
Consolidation 126.46, 439.45
Name of facility established by 123.4
Consumer services 16
Customer contact guidelines 167
Customer Satisfaction Index 161, 163
Inquiries and claims 169.4
Measurement of effectiveness and benefits
168
Mistreatment of mail inquiries 169.3
Procedures 165
PS Form 1510, Mail Loss/Rifling Report 17
Reporting postal offenses 169.2
Responsibilities 162, 164
Right of appeal 166
Sources of complaints 163
Time frames 165.1, 165.2
Containerization 573, 574
Containers. See Mail transport equipment specific
containers
Contract postal units (CPUs)
Definition and classification 123.126, 123.21
Discontinuance 123.6
Establishment 123.24
Names 123.413
Nonpostal money orders 835.2
Controlled substances
Definition 124.531
Disposal 691.5
Nonmailable 139.117
On postal property 124.531
Copyright of designs
Permission for use 282
Policy 281
Reproduction of designs 283
Requests for licenses 284
Corporate executives, Restricted delivery 823.2
Cosmetics, Disposal of dead mail containing
691.52
Cost ascertainment grouping (CAG) process
123.11
Counter transactions
See also specific transactions
Consolidation of services 126.46
Description 131.1
Philatelic windows 223
Specialized service windows 131.2
Stamps-only windows 131.2
Counterfeit stamps 132.42
Court orders, Delivery of mail according to 616.3
Cover servicers and dealers (cachets 25
Authorization 251
Damaged or missing covers 254
First-day cover service 252
Attachment 3
Index
POM Issue 9, July 2002 485
Updated With Revisions Through April 30, 2022
Mail-back service 253
Postmarks 252
Special philatelic products 231.63
CPOs. See Community post offices
CPUs. See Community postal units
Credit cards
Ordering stamps by phone 135.3
Retail services payment 136.1
CSAC. See Citizen’s Stamp Advisory Committee
CSEC. See Customer services equipment
coordinator
CSI. See Customer Satisfaction Index
CTT. See Computerized Tracking and Tracing
System
Curbside delivery
Highway contract service 663.3, 664
Residential housing 631.21
Curbside mailboxes
Highway contract routes 664
Installation and use 632.52
Nonconforming mailboxes 632.53
Specifications for manufacturers 632.51
Currency. See Cash
Current Status Report 593.52
Customer complaint control log 165.4, 165.3,
165.6
Customer contact guidelines 167
Customer Satisfaction Index (CSI) 161, 163
Customer service. See Consumer services
Customer services equipment coordinator (CSEC)
588.885
D
Daily Financial Report 126.33
Damage claims. See Indemnity claims
Dead mail 69
COD matter 691.3
Definition 691.1
Disposal 691.5
Insured 691.3
Mail Recovery Centers 692
Opening and examination 691.2
Debit cards, Retail services payment 136.1
Debt collection 124.54
Deceased persons
Delivery of mail addressed to 612.4
Forwarding of mail 612.42
Return of government checks 611.43, 612.43
Dedicated windows
Philatelic 223
Specialized services 131.2
Stamps-only 131.2
Delivery
Agent 612.1
Apartment houses 631.54
Business areas 631.3
Central delivery 631.23
City delivery service 64
Colleges and universities 631.6
Commercial mail receiving agency 612.12,
612.13, 612.16
Conditions of delivery 61
Conversion of delivery mode 631.7
Correction of delivery mode 631.8
Delivery modes 63
Extension of service 631.51
Government checks 611.4, 611.5
Hardship cases 631.52
Highway contract service 66
Hotels 615
In care of mail 611.6
Individuals at organizations 614
Institutions 615
Local ordinances 631.53
Mail with conflicting orders 616
Military installations 631.9
Military organizations 618
Mobile or trailer homes 631.55
Multiple-floor buildings 617.1
Naval vessels 618
Parcels 617.2, 617.3
“Personal” mail 611.8
Residential housing 631.4
Rural delivery service 65
Schools 615
Similar names, people with 611.2
Special delivery service 67
Wrong person 611.3
Delivery confirmation, 137.453
Delivery Point Sequence (DPS) code 438
Delivery receipts
Certified mail. See Return receipts
COD mail 137.442, 619.224, 619.24
Attachment 3
Postal Operations Manual
486 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
See also Return receipts
Filing of 814.42
Insured mail 814.3
See also Return receipts
Registered mail 137.443
Delivery schedules 621
Priority Mail Express 621.1
First-Class Mail 621.1
Periodicals 621.2
Priority Mail 621.1
USPS Marketing Mail (A) 621.3
USPS Marketing Mail (B) 621.4
Delivery 6
Caller service 141.43
Certified mail 813.2
COD mail 815.2
Congressional mail 491.22
Firm holdout service 141.3
General delivery 141.2
Insured mail 814.2
Post office box service 141.42, 841
Registered COD mail 815.44
Registered mail 812.4
Restricted 823
Staging for scheduled delivery 479.7
Destruction of property 124.3
Directory service 682.4
Discontinuance of postal facilities
Caller service 842.242
Emergency suspension of service 137.63
Forwarding of mail 682.22
Military post offices 123.132
Post office box service 841.34
Stations, branches, and community post
offices 123.6
Discrimination, On postal property 124.6
Dispatch and routing 459
Disputed mail 616
Delivery according to court order 616.3
Delivery to receiver 616.1
Holding of 616.22
Receiver in dispute 616.2
Returned mail 616.23
Distribution networks
Dispatch and routing 423
EIRS responsibilities 594.3
MTE responsibilities 588
Transportation responsibilities 512.122
Distribution of mail 45
Authorized 452
Centralized and decentralized 454
Managed mail processing 456
Outgoing and incoming 451
Priorities 453
Scheme Distribution 457
Sorting equipment 455.2, 455.3
Types of 455
Districts, RAP responsibilities 121.23
Disturbances 124.51
Dogs
Interference with delivery service 623.3
On postal property 124.59
Door slot specifications 632.3
DPS (Delivery Point Sequence) code 438
Drugs
Disposal of dead mail containing 691.521
Nonmailable 139.117
On postal property 124.531
E
Eastern region mail containers (ERMCs) 574.1
Easy stamp services 15
Mail 151
Phone 152
EDI. See Electronic data interchange
EIRS. See Equipment Inventory Reporting System
Election boards, Furnishing address changes to)
825.2
Electioneering) 124.54
Electronic data interchange (EDI), Rail
transportation service
management) 546.3
Emergency suspension of service
International mail service 137.63
Employees
Acceptance of mail 137.12, 137.13, 137.15
Advice to mailers 137.12, 138.11, 139.114
Autographs 24
Ineligible to buy dead parcel post matter
692.17
Postal vehicle driving and safety
responsibilities 732
Unlawful use of stamps 132.41
ZIP Code and barcode training 434
Attachment 3
Index
POM Issue 9, July 2002 487
Updated With Revisions Through April 30, 2022
EMRS. See Electronic Marketing Reporting
System
Endorsements
Acceptance 137.15
Address Correction Requested 683.13
Authorized 443.1
Carrier — Leave if No Response 617.22
Do Not Forward, Abandon 683.22, 691.32
Endorsing procedures) 443.1
“Transient, To Be Called for General Delivery”
141.2
Destroy or abandon 691.32
Forwarding 683.27
In dispute 616.23
Money orders 836.5
Not at this address 611.3
Opened by mistake 611.3
“Personal” 611.8
“Poste Restante” 843.1
Return Postage Guaranteed 683.27
“Transient, To Be Called for General Delivery”
843.1
Undeliverable-as-addressed mail 681.4
Envelopes
Cancellation prohibited without postage
231.62
Glassine 132.132
Personalized
Refunds 132.221, 132.222, 132.223, 145.1
Rejection of 132.22
Replacement 132.224
Returning 132.225
Equipment Inventory Reporting System (EIRS) 59
Description 592
Purpose 587.21, 591
Report descriptions 593
Responsibility 594
Equipment Value Report 593.56
ERMCs. See Eastern region mail containers
Establishment of postal facilities 123.2
Classified units 123.23
Contract units 123.24
Military post offices 123.132
Post offices 123.132, 123.22
Excess postage 145
Exchanges and refunds 145
Exchanges. See Refunds and exchanges
Expedited congressional mail 491.7
Explosives. See Weapons and explosives
Extensions of service
City delivery service 642
Hardship extension cases 631.52
Rural delivery service 653
Within an existing block 631.51
F
Failed/Late Report 593.3
Famous personalities, Restricted delivery 823.2
Financial activities 126.3
Daily Financial Report 126.33
Security
Advance deposits 126.323
Cash 126.321
Money orders 126.322
Fire hazards 483
Firearms
Disposal of dead mail containing 691.57,
692.15
Mailability 139.115, 139.2
Nonmailable 139.117, 691.57
Firm mail
Certified 813.31
COD mail 815.323
Firm holdout service 141.3
Returned COD mail 815.323
First-Class Mail
Dead 691.581
Delivery schedules 621.1
Description 137.423
Forwarding 682.21
First-day of issue postmarks 232
First-day cover servicers 25
First-day issues 232
Bulk orders 232.5
Cancellation deadlines 231.61
Damaged or missing 254
Definition 231.1
Hand-back service 231.4
Hand-stamped cancellations 232.6
Ordering procedures 233.4
Unacceptable covers 232.8
Unofficial 232.9
Fleet post offices. See Military post offices
Food, Disposal of dead mail containing 691.531
Attachment 3
Postal Operations Manual
488 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Forecast Summary Report 593.55
Foreign mail
Dead 691.55
Canadian 691.551
Lottery matter 692.132
Forwarding 682.21
Foreign Service
Forwarding of mail 682.23
Mailing information 137.47
Forwarding mail 682
Additional postage 682.3
Backstamping not required 443.3
Change-of-address order 682.1
College and university students 631.66
Deceased persons 612.42
Directory service 682.4
Forwardable mail 682.2
Mail from MRCs 692.4
MRCs 692.4
Persons in U.S. service 682.23
Post office box mail 841.134, 841.86
Reforwarding 682.24
Split forwarding policy
U.S. service, people in 682.23
FPOs. See Military post offices
Fragile articles 137.22
Packaging standards 137.22
Franked mail. See Congressional mail
G
Gambling 124.52
General delivery 843
Change-of-address order 682.13
Description 141.2
Mail Claim Check System 619.124
General purpose mail containers (GPMCs) 574.1
Glassine envelopes 132.132
Government agencies and officials
See also Congress; Congressional mail
Advertising on postal property
Correction of mailing lists
Fee notices for post office box service
Inquiries from
Postal Service assistance to
Restricted delivery
Stamped return receipts
Government checks
Deceased persons 612.43
Delivery alert 611.42
Immediate return of check 611.43, 612.43
Recipient 611.41
State and local 611.5
Treasury checks 611.44, 611.45
Government property 691.54
Disposal of unclaimed 691.54
GPMCs. See General purpose mail containers
Guns. See Firearms
H
Hampers 574.5
Hand sorting 455.1
Hand-back service
Cancellation 231.4
First-day covers 232
Military post offices 236.3
Temporary philatelic stations 225
Hand-stamped postmarks 232.6
Black ink 231.34
Disposition of hand stamps 231.34, 232.6
First-day covers 232
Military post offices 236.3
Pictorial postmarks 233
Requests to retain hand stamps 233.41
Temporary philatelic stations 225
Use of hand stamps 231.9
Handicapped persons
Mail for 137.431
Selective Service registration 172.2
Handling of mail
See also Processing of mail
Access to mail and mailhandling areas 137.71
Areas 137.71
Delivery confirmation 137.453
Mail found in supposedly empty equipment
582
Overview 137.11
Recall of mail 137.72
Requests for surrender of mail 137.73
Special handling 137.452
Hardship cases 631.52
Delivery 631.52
Hazardous materials
See also Nonmailable matter
Acceptance 137.412
Attachment 3
Index
POM Issue 9, July 2002 489
Updated With Revisions Through April 30, 2022
Disposal of dead mail containing 691.521
Preparation and packaging 137.412
Referral to Inspection Service 139.117
Headquarters
EIRS responsibilities 594.1
Mail processing responsibilities 421
MTE responsibilities 587
Postal vehicle service responsibilities 721
RAP responsibilities 121.21
Transportation responsibilities 512.11
Highway contract service 53, 66
Authorization 531
Box delivery and collection 663
Carrier duties 666
Certification and payment 535
Certified mail delivery 813.23
Contract administration 533
Description 661
Establishment 662
Insured mail 814.25
Irregularities reporting 534
Mailbox location 664
Money orders issuance 831.25
Postmaster duties 665
Registered mail delivery 812.46
Return receipt for merchandise 824.3
Types of service 531.1
Historic sites, Names of postal facilities 123.413
Holding of mail
Addressee’s request 611.9
Caller service mail 842.231
Cancellation 231.7, 813.26
Certified 813.26
COD mail 815.215
Disputed 616.22
Firm holdout service 141.3
General delivery 843.2
Insured mail 814.221
Post office box mail 841.135
Holidays
Collection service 125.22, 313.24
Holiday service levels 125.22
Local or state holidays 126.44
National holidays 125.22
Hotels
Mail delivered to persons in 615.2
Registered mail delivered to persons in 615.3
Hours of operation
Caller service 842.3
Post office boxes 126.43, 141.422
Retail services 125.2, 126.4
Holidays 125.22
Lobby 125.21
Local or state holidays 126.44
National holidays 125.22
Nonholiday weekdays 126.41
Saturdays 126.412
State holidays 126.44
Sundays 126.413
I
Identification
Accelerated reply mail service 842.123
After-hours admission to postal property
124.22
Applicants 842.122, 842.123
Caller service 842.122
Checks for COD mail payment 815.22
COD mail payment 815.22
Delivery to military organizations or naval
vessels 618.3
Money order payees 832.2
Naval vessels, delivery to 618.3
Post office box service 841.122
Restricted delivery 823.42
Withholding of mail pending 611.1
Image. See Appearance
Imprinters
Completing transactions 831.14
Inoperable 831.15
Money orders 831.11, 831.13
Preparation 831.12
In care of mail
Delivery 611.6, 823.41
Restricted delivery 823.41
In-plant and surface trays 574.7
Incompetents
Delivery of mail addressed to 612.3
Restricted delivery 823.2
Indemnity claims
Claims 169.4
COD mail 815.26
Disposition 146.2
Duplicate claims 146.13
Attachment 3
Postal Operations Manual
490 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Filing 146.11, 146.112
Inquiries 146.13
Mail loss/rifling report 17
Merchandise mail 824.83
Mistreatment of mail 169.3
Nonreceipt of payment for COD mail 815.26
Postal offenses 169.4
Processing 146.12
Quarterly review 146.3
Refunds 169.4
Registered mail 812.5
Registered mail without prepayment 812.264
Reimbursements 146.2
Time limits 146.111, 146.131
Tracers 169.4
Uninsured 812.5
Inmates
Delivery of mail addressed to 615.1
Restricted delivery 823.2
Inquiries
See also Consumer services; Indemnity claims
Claims, tracers, refunds, or postal offenses
Mail loss/rifling report
Mistreatment of mail
Nonreceipt of payment for COD mail
Return receipt for merchandise mail
Uninsured registered mail
Inspection
Mail 124.21, 138.15
Personal items on postal property 124.21
Inspection Service
Nonmailable matter
Articles and substances 139.117
Written, printed, or graphic 138.14,
138.223
Requests for surrender of mail 137.73
Use of items from MRCs 692.2
Institutions 615
Delivery of mail to persons at 615
Insured mail 814
Check of records 814.5
Contents 814.1
Damaged packages 814.26
Dead mail 691.3
Delivery 814.2
Delivery receipts 814.3
Description 137.445
Dispatch from post office 814.6
Indemnity claims 146.11, 146.112, 146.12,
146.121
Inquiries 814.1
Internal controls 814.4
Large-volume mailings 814.41
Preparation 814.1
Restricted delivery 611.7
Intermediate offices 651.2
International Electronic Post. See Intelpost service
International mail
Acceptance 137.6
Airmail 561.21, 561.24, 561.31
Authorization 561.1
Classes of mail 137.62
Surface mail 561.22, 561.32
Suspension of service 137.63
Types of service 561.2
Water route service 552.3, 552.4, 553.3, 553.4
Inventory Alert Report 593.2
Inventory Standards Report 593.51
Items found loose in the mail
Articles separated from envelopes 691.44
Money 691.41
Other items 691.43
Uncanceled stamps 691.42
J
Jointly addressed mail
Delivery 613
Restricted delivery 823.41
K
Keys
See also specific types
Customer’s private mail receptacle 632.2
From discontinued offices 633.7
Lost and found 633.6
Missing 633.6
Obtaining 633.3
Personnel receiving 633.2
Post office boxes 841.4
Receipt and control 633.9
Record of keys 633.5
Safekeeping keys 633.4
Stolen 633.6
Types of 633.1
Unserviceable 633.8
Attachment 3
Index
POM Issue 9, July 2002 491
Updated With Revisions Through April 30, 2022
Knives, Mailability 139.117, 139.2
L
LA keys
Obtaining 633.32
Personnel receiving 633.21
Safekeeping 633.411
Labor strikes, mail delivery during 643.2
Late Report 593.3
Littering 124.3
Loan of mail transport equipment 581
Policy 581.1
Private mailer use 581.3
Responsibilities 581.4
Uses and abuses 581.2
Lobby director program 125.4
Description 125.41
Implementation 125.43
Purpose 125.42
Scope 125.42
Lobby management
Articles found in public areas 125.5
Blind vendor facilities 125.37
Hours of operation 126.43
Image 125.1
Letterdrops 321.1
Lobby director program 125.4
Photocopying machines 143.1
Post office box access 321.1, 841.71
Service levels 125.2
Space utilization
Bulletin boards 125.361
Furnishings and fixtures 125.32
Queuing systems 125.33
Scheduled use 125.35
Voting information 125.362
Local delivery
Collection boxes 315
Lobby drops for 321.1
Local postmarks
Lobby drops for 321.1, 443.32
Postmarking procedures 443.32
Location of postal units 123.3
Displays and promotions 125.34
Prohibited locations 123.32
Space utilization 125.3
Locks 575.1
Logistics 575.12
Transportation responsibilities 512.12
Loss. See Indemnity claims
Lost articles found in lobbies or public areas 125.5
Lost mail keys 633.6
Lottery matter
Foreign, disposal of dead mail containing
692.131
Nonmailable, disposal of dead mail containing
692.132
M
Mail acceptance and handling. See Acceptance;
Handling of mail
Mail Claim Check System 619
Overprinting 619.3
Purpose 619.11
Scope 619.12
Use 619.2
Claiming mail 619.23
Delivery 619.22
Disposition of forms 619.24
Forms 619.21, 619.24
Storage of mail awaiting customer pickup
619.25
Mail found in supposedly empty equipment 582
Mail keys. See Keys
Mail order
Philatelic products 225.63
Stamps by mail service 151
Mail preparation 44
See also specific operations
Canceling 443
Endorsing 443
Equipment and supplies 444
Mail preparation units 442
Operations 441
Postmarking 443
Requisitioning procedures 445
Mail preparation units 442
Mail processing. See Processing of mail
Mail receptacles
See also Collection boxes
Animals 623.3
Blocked mail receptacles 623.2
Curbside mailboxes 632.5
Customer responsibilities 623.21
Attachment 3
Postal Operations Manual
492 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Door slots 632.3
Improper use 137.46
Inside of a screen or storm door 623.22
Keys to customer’s 623.2
Newspaper receptacles 632.529
Purchased by USPS 632.4
Rural route box numbers 656.2
Suitable 623.1
Travel obstructions 623.4
Withdrawal of delivery service for lack of
suitable 623.1
Mail Recovery Centers (MRCs) 692
Addresses 692.11
Disposal of letters with nonmailable matter
692.13
Forwarding 692.4
Letter mail 692.1
Opening letters 692.12
Opening parcels 692.14
Parcel mail 692.1
Postal Inspection use 692.2
Postal Service systems and training use 692.3
Treatment of mail forwarded from 692.4
Mail transport equipment (MTE)
See also Transportation
Containerization principles 573
Defective/damaged 583
Inventory control 585
Loans of 581
Locks and closures 575
Mail found in supposedly empty equipment
582
Organizational goals 572
Policy 571
Responsibilities 586
Distribution networks offices 588
Operational managers 589
U.S. Postal Service headquarters 587
Sack/pouch processing 584
Types of 574
Mail transportation. See Mail transport equipment
(MTE);
Transportation
Mail-back service, Cover servicers and dealers
231.4
Acceptable items 23
Requirements 231.4
Service charges and authorizations 25
Mailability. See Acceptance; Nonmailable matter
Mailbags
Defective 583.2
Processing 584
Responsibilities of installations 584.11
Mailboxes. See Collection boxes; Mail receptacles
Mailchutes 322
Mailhandling. See Handling of mail
Mailing list services 825
Address card arrangement 825.3
Correction of mailing lists 825.1
Furnishing address changes to election
boards and registration
commissions 825.2
Reference 825.4
Mailing receipts
Certificate of mailing 137.451, 821
Certified mail 813.1, 813.4
COD mail 815.11, 815.12, 815.13
Registered mail 137.443, 812.3
Managed mail processing 456
Manual distribution 455.1
Mechanized mail distribution 455.2
Memorabilia, Cancellation 231.63
Merchandise return service
Declaration of value 812.25
Payment of return postage 136.3
Registered mail 812.25, 812.262
Merchandise samples, Disposal of dead mail
691.532
Meter stamps, Philatelic sales 222.24, 224.25
Metered postage services 142
See also Postage meters
Customer operated 142.2
Description 142.11
Exceptions 142.13
On-site meter setting service 142.4
Postal Service operated 142.3
Refunds 145.2
Mileage routes 651.1
Military Installations, delivery to
Certified mail 813.33
COD mail 815.215
Delivery modes
Family housing 631.91
Postal Agreement with the Department of
Defense 631.92
Attachment 3
Index
POM Issue 9, July 2002 493
Updated With Revisions Through April 30, 2022
Return receipt for merchandise mail 824.73
Military mail
Additional information 562
Delivery 618
Description 562
Postal Agreement with the Department of
Defense 631.92
Military personnel
Forwarding of mail 682.23
Restricted delivery 823.2
Military post offices (MPOs)
Additional information 137.47
Delivery to 618.2
Description 123.131
Establishment and discontinuance 123.132
Mailability decisions 138.16
Postmarks 236.3
Postal Agreement with the Department of
Defense 631.92
Minors
Delivery of mail addressed to 612.2
Post office box service 841.124
Restricted delivery 823.2
Missent mail 443.33
Mistreatment of mail
See also Indemnity claims; Postal offenses
Reference table 169.3
Reporting 169.4
Mixed classes of mail, Description 137.427
MMP. See Managed mail processing
Mobile or trailer homes, delivery to 631.55
Money. See Currency; See Cash
Money orders 83
Cashing 832
COD money orders 815.23, 815.25, 815.34
Domestic 133.2
Federal Reserve system 836
Foreign 832.4
International 133.3
Issuance 831
Nonpostal money orders 835
Payments to banks through Federal Reserve
system 836
Photocopy or replacement of paid money
orders 833
Sales 133
Security 126.322
Spoiled or incorrectly prepared 831.3
Unidentified 691.45
Wrong payment 834
Motor vehicle master keys 139.117
Mailability 139.117
Motorist mailchute/post type boxes 317.5
Move Orders Report 593.1
MPOs. See Military post offices
MRCs. See Mail Recovery Centers
MTE. See Mail transport equipment
Multiple-floor buildings, delivery to 617.1
Multipurpose containers 574.1
N
Names of postal facilities 123.4, 123.1
National Air and Surface System (NASS) products
423.1, 546.4
Naval vessels, delivery to 618
New issues 212.2
First-day sale 221.2
Publicity 225.5
Nondiscrimination, On postal property 124.6
Nonmailable matter
Advice to mailers — mailability decisions
138.1
Articles and substances 139
Acceptance 137.42, 139.113
Advice to mailers 139.114
Firearms, knives, and sharp instruments
139.2, 691.57
General provisions 139.1
Preparation and packaging 137.412,
139.113
Matter in violation of law or treaty 691.56
Sexually oriented advertisements 138.2
Written, printed, and graphic 138
Advice to mailers — mailability decisions
138.1
Sexually oriented advertisements 138.2
Nonpersonnel rural units
Certificates of mailing 821.112
Delivery 651.52
Description 123.128, 651.51
Money orders issuance 831.24
Nonpostal money orders 835
Notice of arrival
Additional attempts to deliver 617.3
Attachment 3
Postal Operations Manual
494 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Certified mail 813.25
Insured parcels 814.222, 814.23
Registered mail 812.42
Return receipt for merchandise 824.5
O
Obliterators 231.6
Official mail
Description 137.432
Forwarding 682.21
Payment of postage 136.4
Registered 812.23, 812.261
Types of 137.432
Undeliverable as addressed 681.52
Opened by mistake 611.3
Opening mail
COD mail 815.31
Dead mail 691.2
Mail Recovery Center 692.11
Mistake 611.3
Prohibitions 124.21, 138.15
Operational managers 589
MTE responsibilities 589
Organizations
Correction of mailing lists 825.1
Delivery of mail not at organization address
614.2
Delivery of mail to individuals at 614.1
Forwarding instructions 682.11
Restricted delivery 823.2
Stamped return receipts 822.22
Origin caller service. See Accelerated reply mail
Out-of-bounds customers 642.3
P
P&DC/F. See Processing and Distribution Center/
Facility
Packaging products sales 134
Packaging standards 137.22
Congressional mail 491.211
Fragile articles 137.22
Nonmailable and hazardous materials
137.412, 139.113
Pallets 574.8
Parcels
Dead 692.1
Disposal of 692.16
Opening of 692.14
Delivery
Additional attempts to deliver 617.3
Heavy or bulky items 617.21
Not called for 617.33
Perishable 617.34
USPS Marketing Mail 621.4
To other than addressee or mail
receptacle 617.22
Storage awaiting customer pickup 619.25
Parking 124.42
Patients 615.1
Delivery of mail addressed to 615.1
Payment methods 136
Advance deposit 136.1
Business reply mail 136.3
Checks 136.1
Credit and debit cards 135.3, 136.1
Exceptions 135.3, 136.1
Merchandise return 136.3
Money orders 136.1
Official mail 136.4
Prepaid mail 136.2
Payment rates 136.5
Pedestrian traffic 124.41
Penalty mail 137.432
Attachment 3
Index
POM Issue 9, July 2002 495
Updated With Revisions Through April 30, 2022
Periodicals
Delivery schedules 621.2
Description 137.424
Forwarding 682.21
Perishable items
Attempted delivery 617.34
Disposal of dead mail containing 691.52,
691.531
Forwardable 683.22
Spoiled contents, insured mail 814.27
Personal mail 611.8
Personalized envelopes
Refunds 132.221, 132.222, 132.223, 145.1
Rejection of 132.22
Replacement 132.224
Returning 132.225
PFSC. See Philatelic Fulfillment Service Center
Philatelic postmarks 23
Description 233
Permissible postmarking devices 231.5
Philatelic centers
Definition 224.1
Sales 224.2
Stamp credit (accountability 224.25
Philatelic cover servicers and dealers. See Covers
servicers and dealers
Philatelic Fulfillment Service Center (PFSC)
Address 273
Description 221.1
Mail order
First-day covers 221.2
Philatelic products 225.65
Stock for promotions or presentations 271
Philatelic window sales 223
Philately 2
See also specific philatelic products or
services
Cancellation services
Copyright of designs
Cover servicers and dealers (cachets)
Policy and procedures
Stock for promotions or presentations
Types of cancellation services
Types of retail sales and centers 224
Photocopy service 143
Photographs
Cancellation 231.63
Taken on postal property 124.58
PISCC. See Philatelic Fulfillment Service Center
Plant load operations 46
Definitions 461
Plate number blocks/marginal markings 222.22
Platform operations 47
Platform trucks/trailers 574.4
PMC strips. See Postage & Mailing Center strips
Political campaign mail 492
Polling 171.2
Post office box service 141.42
Access to boxes 126.44, 841.72
Accumulation of mail 841.132
Configurations 141.424
Description 141.421
Fees 841.2
Keys 841.4
Locks 841.5
Mail Claim Check System 619.124
Obtaining service 841.12
Operations 841.7
Plugging locks 841.22
Purpose 841.1
Record of box customers 841.6
Refund of box fee 841.3
Refusal to provide service 841.8
Requirements 141.425
Restrictions on use 841.13
Surrender of service 841.8
Termination of service 841.8
Transfer of service 841.123
Waiting list 841.121
Post office box ZIP Code 431
Post offices
Classification 123.11
Consolidation 439.313
Cost ascertainment grouping process 123.11
Definition 123.11
Discontinuance 439.313
Establishment 123.22
Intermediate office 651.2
Lobby management 125
Name changes 123.412, 123.4
Names 123.41
Post-Con containers 574.1
Postage & Mailing Center strips 222.25
Attachment 3
Postal Operations Manual
496 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Postage meters
See also Metered postage services
Checked out of service 145.21
Licenses for customer operated 142.4
Meter stamps for philatelic purposes 222.25
On-site meter-setting service 142.4
Refunds for metered postage 145.2
Security 142.12
Setting 182
Postage rates 136.5
Postage validator imprinter (PVI) strips 222.25
Postage-due mail, Storage awaiting customer
pickup 619.252
Postal Agreement with the Department of Defense
631.92
Postal money orders. See Money orders
Postal offenses
Inquiries 169.4
Mistreatment of mail 169.3
PS Form 1510, Mail Loss/Rifling Report
146.31
Reporting 169.2
Postal police officers 124.711
Postal rates 136.5
Postal stationery
Accountability 212
Distribution 213
New issues 212.2
Philatelic policy 212.2
Requisitioning 272, 273
Sales 132.2
Bulk quantities 132.2
Description 132.21
Rejection of personalized envelopes
132.22
Subjects 212
Selection 212.1
Submission 212.2
Postal vehicle service 7
Accident investigations 732.5
Driving and safety requirements 732
Equipment 736.2
Fleet maintenance 737
Fuel 736.3
Modifications 712.3
New product testing 712.6
Policies and practices 712
Purpose and scope 71
Responsibilities 72
Supplies 736
Types of vehicles 731.1
Vehicle accounting 733.1
Vehicle appearance 743.2
Vehicle emissions and fuel consumption 712.4
Warranties 712.3
Postal-related merchandise sales 135
Accounting 135.2
Licensees 135.12
Local markets 135.14
Restrictions 135.11
Revenue reports 135.3
Unit pricing 135.13
Postcards
Cancellation 231.63
Dead 691.583
Forwarding 682.21
Posters
See also Postings
Cancellation 231.63
Postings
Bulletin boards 125.361
Government agencies 125.35, 125.361
Lobby displays and promotions 125.34,
125.342
Mandatory 124.1, 125.342
Prohibited 124.55
Seasonal 124.56, 124.57
Temporary philatelic stations 225
Voting information 125.362
Postmarking devices 231.33, 234.2
Postmarking devices 231.33
Postmarks
See also Cancellation
Backdating 231.22, 443.34
COD mailings 815.15
Cooperation with collectors 231.3
Definition 231.31
Equipment and supplies 444
First-day of issue 232
Hand-back and mail-back service 231.4,
233.4
Hand-stamped 231.5
Holding mail for certain date 231.7
Local 312, 443.32
Machine postmarks 231.8
Attachment 3
Index
POM Issue 9, July 2002 497
Updated With Revisions Through April 30, 2022
Philatelic services 25
Pictorial 233
Policy 231.2
Postmarking methods 231.1
Publicity 231.21
Special materials 231.32
Standard 231.1
Temporary philatelic stations 225
When and where philatelic postmarks may be
done 231.61
Pouches
Defective 583.2
Description 574.92
Processing 584
Precanceled stamps 224.23
Prepaid mail 136.2
Press releases. See Publicity
Priority Mail Express
COD 815.5
Collection Boxes, 318
Dead 691.582
Delivery schedules 621.1
Forwarding 682.21
Holding at addressee’s request 611.92
Indemnity claims 146.11, 146.12
Priority Mail
Delivery schedules 621.1
Description 137.422
Forwarding 682.21
Prisoners
Delivery of mail to 615.1, 615.2
Restricted delivery 823.2
Processing and Distribution Center/Facility
(PDC/F) 424
Area distribution centers 424.3
Associate office distribution responsibilities
424.5
Definition 424.1
Distribution of mail 45
Mailbag responsibilities 584.11
MTE inventory control 585
Operating plan review 424.2
Processing of mail 4
Congressional mail 491
Congressional mass mailings 491.51
Description 41
Dispatch and routing concepts 459
Distribution 45
Mail found in supposedly empty equipment
582
Mail preparation 44
Platform operations 47
Political campaign mail 492
Responsibilities 42
Safety 48
ZIP Codes and the ZIP+4 system 43
Promotions or presentations
See also Advertising; Publicity
Obtaining stock for 225.62
Participation 225.6
Property damage 124.3
Public services
Absentee balloting 171.3
Assistance to government agencies 173
Polling 171.2
Selective Service registration 172
Voter information 125.362
Voter registration 171.1
Publicity
New issues 225.21, 231.21
Pictorial postmarks 23
Postmarking services 231.4
Special philatelic products 261
Temporary philatelic station cancellations 225
PVI strips. See Postage validator imprinter
strips
Q
Quarterly review, Indemnity claims 146.3
Queuing systems 125.33
R
Rail Management Information System (RMIS)
545.1, 546.1, 546.62
Rail transportation service 54
Authorization 541
Certification 546
Contract administration 543
Irregularities reporting 545
Payment 546
Performance monitoring 544
Types of service 542
RAP. See Retail analysis program
Rates 136.5
Attachment 3
Postal Operations Manual
498 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Recall of mail 137.72
Refunds and exchanges 145
Meter impressions 145.1
Metered postage 145.2
Permit imprints 145.1
Post office box fees 841.3
Post office box key fee 841.46
Processing refunds for retail services 145.3
Rejected personalized envelopes 132.22,
145.1
Self-service postal centers 144.62
Stamps 145.1
Refused mail
COD Mail 815.214, 815.216
Refused after delivery 611.1
Return of 683.26
Treated as undeliverable 611.1
Undeliverable insured or COD mail refused by
sender 691.33
Withheld from delivery by request 611.1
Registered mail
Delivery 812.4
Delivery Receipts 619.24
Description 137.443
Fees 812.1
Forwarding 692.42
Found in ordinary mail 812.263
Hotels and apartment houses 615.3
Indemnity claims 146.11, 146.112
Inquiries on uninsured articles 812.5
Liability 812.1
Mail Recovery Centers 692.42
Mailing receipts 812.3
Registered COD Mail 815.41
Restricted delivery 611.7, 812.43
Sender’s declaration 812.2
Storage for customer pickup 619.252
Value 812.21, 812.22, 812.23,
812.24, 812.25
When not delivered 812.44
Without prepayment of postage 812.26
Registration commissions, Furnishing address
changes to 825.2
Reimbursement of Postal Service
Incorrectly paid claims 146.21
Money orders incorrectly paid 836.6
Recovered articles after payment of claims
146.22
Religious symbols or matter 124.57
Requests for surrender of mail 137.73
Requisitioning
Accountable stock 126.22, 213.2
Money order equipment 133.1
Philatelic products 225.63
Locally obtained 272
Publicity 231.21
SFS obtained through 273
Temporary philatelic stations 225
Postmarking and canceling equipment
445
Stamps and accountable stock 126.22, 213.2
Residential collection boxes 313.22
Residential housing
Agent authorization 823.3
Certified Mail 813.1, 813.21
COD Mail 815.212
Curbside delivery 631.21
Delivery modes 631.4
Description 611.7, 823.1
Registered Mail 812.43
Sidewalk delivery 631.22
Special circumstances 823.2
Types of 631.4
Restricted delivery, Addresses 823.4
Retail Analysis Program (RAP) 121
Purpose 121.1
Responsibilities 121.2
Scope 121.1
Surveys 121.3
Retail management 1
Consumer services 16
Easy stamp services 15
Philatelic products 221.1, 221.4
Public services 17
Retail facilities management 12
Retail services management 126, 13, 14
Return receipt for merchandise 824
Acceptance procedures 824.8
Carrier controls 824.7
Delivery at Post Office 824.6
Delivery records 824.4
Highway contract route 824.3
Large-volume mailings 824.82
Notice of arrival 824.5
Procedures 824.1
Attachment 3
Index
POM Issue 9, July 2002 499
Updated With Revisions Through April 30, 2022
Rural delivery 824.2
Return receipts 822
Addressee must complete 618.4
Certified Mail 137.442, 618.4, 813.1
COD, 815.219
Insured Mail 137.445, 618.4
Mail Claim Check System 619
Procedures 822.11
Registered Mail 137.443, 618.4
Signature stamps 822.2
Returned mail
COD Mail 815.214, 815.219
Disputed mail 616.23
Government checks 611.1, 611.4, 611.43,
611.5
Money orders and checks for COD Mail
815.25
Other returnable types 683.26
Refused after delivery 611.1
Remailing of matter returned to sender 611.1
USPS Marketing Mail 683.27
Undeliverable merchandise 691.51
Undeliverable-as-addressed mail 683.21
RMIS. See Rail Management Information System
Rotary lock keys
Obtaining 633.32
Personnel receiving 633.22
Safekeeping 633.412
Routing. See Dispatch and routing
Rural routes
Carrier duties and responsibilities
Certificates of mailing 821.112
Money orders issuance 831.2
Nonpersonnel unit services 123.128,
651.51, 651.52, 821.112
Collection service 321.2
Delivery service
Carrier duties and responsibilities 655
Certified Mail 813.22
Conversions 654, 682.22
Establishment 652
Extensions 653
Hardship cases 631.52
Insured Mail 814.24
Local ordinances 655.3
Registered mail 812.45
Reporting ordinances and laws 655.3
Return receipt for merchandise 824.2
Rural addresses 656
State laws 655.3
Types of service 651
Attachment 3
Postal Operations Manual
500 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
S
Sacks
Defective 583.2
Description 574.91
Processing 584
Safety 48
Mail processing operations
Fire hazards 483
Responsibility 481
Training 484
Work areas 482
Mail transport equipment 572.2
Postal vehicle service 732
Saturdays
Collection service 313.22
Retail service 126.412
SBM. See Stamps-by-mail service
Scheme distribution 457
Schools
See also Colleges and universities
Delivery of mail to persons at 615.2
SDCs. See State distribution centers
Seasonal displays 124.57
Seasonal routes 651.3
Security
Advance deposits 126.323
Cash 126.321
COD Mail 815.17
Money Orders 126.322
Postage meters 142.12
Stamps 225.65
Temporary philatelic stations 225.1
Selective Service registration 172
Procedures for registration 172.4
Request for materials 172.3
Requirement to register 172.2
Self-service postal centers 144.6
Claims for refunds 144.62, 145
Criteria 144.61
Equipment configuration 144.62
Refunds 145
Self-service vending 144
Booklet vending machines 144.3
Booklet/stamp combination machines 144.4
Description 144.11
Nonpersonnel units 123.128
Postal commodity machines 144.5
Pricing 144.13
References 144.14
Responsibilities 144.12
Self-service postal centers 144.6
Stamp vending machines 144.2
Separation of mail by sender 467.3
Service levels 125.2
Goal 125.21
Holidays 125.22
Sexually oriented advertisements 138.2
Application for listing 138.21
Violations 138.22
Sidewalk delivery 631.22
Signature stamps, Return receipts
Federal officials 822.21
Large companies or organizations 822.22
Signature stamps on return receipts, State officials
822.21
Simplified address 137.32
Congressional mailings 491.16
Size standards 137.21
Small offices 313.3
Collection service 313.3
Smoking 124.532
Soliciting 124.54
Special delivery service 67
Special handling 137.452
Special philatelic products 231.63
Special purpose containers 574.6
Special services 8
See also Specific services
Special services mail 137.45
See also specific services
Spitting 124.3
Split forwarding policy
Spotters 731.11
Stamp credit
See also Accountable stock
Philatelic centers 224
Stamp distribution offices 213.1
Stamps
See also Commemorative stamps; Philately
Accountability
Counting 126.23
Destroying 126.25
Paper custodians 213.2
Attachment 3
Index
POM Issue 9, July 2002 501
Updated With Revisions Through April 30, 2022
Protecting 126.24
Requisitioning 126.22
Coil stamps 224.22
Copyright of designs 28
Counterfeit 132.42
Description 132.12, 212.2
Distribution 213
First-day issues 232
New issues 212.2
Plate number blocks/marginal markings
222.22
Precanceled 222.24
Requisitioning 224.251
Sales 132
Bulk quantities 123.32
By mail 151
Coil stamps 222.23
Dedicated philatelic windows 223
Highway contract route carriers 663.1,
663.2
New issues 212.2
Philatelic 132.11
Philatelic centers 224
Precanceled 224.23
Receipts 132.14
Regular stamp windows 222
Stamps-only counters 131.2
Telephone 142
Temporary philatelic stations 225
Types of stamp sales 132.13
Types of stamps 132.12
Vending machines 144.2, 144.3, 144.4
Subjects
Selection 212.1
Submission 212.3
Uncanceled stamps found loose in the mail
691.42
Unlawful use 132.4
Withdrawals 221.3
Stamps by mail (SBM) service
Description 151.1
Filling orders 151.3
Philatelic orders 213
Responsibilities 151.2
Stamps-only windows 131.2
Attachment 3
Postal Operations Manual
502 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
USPS Marketing Mail (A)
Delivery schedules 621.3
Description 137.425
Forwarding 682.21
USPS Marketing Mail (B)
Delivery schedule 621.4
Description 137.426
Forwarding 682.12, 682.21
State and local government checks, Delivery 611.5
Stationery. See Postal stationery
Stations
Classification 123.121
Definition 123.121
Discontinuance 439.313
Establishment 123.23
Hours of operation 125.21, 126.4
Location 123.124
Names 123.124
Storage of mail, Awaiting customer pickup 619.25
Sundays
Collection service 313.22
Retail service 126.413
Supplemental mail services 82
Surrender of mail 137.63
Surveys
On postal property 124.54
Quarterly review of claims and inquiry
functions 146.32
Retail analysis program 121.3
Suspension of service
International mail 137.63
Rural delivery service 655.22
T
Temporary philatelic stations 225
Announcement and publicity 225.5
Arrangements for 225.2
Authorization 225.3
Ceremonies 225.6
Military post offices 236.3
Purpose of 225.1
Requests for 225.2
Totals by Equipment Type Report 593.53
Tractors 731.11
Trailers 731.11
Training
Barcode system 434
Safety 484
ZIP Code and bar code system 434
Transaction History Report 593.54
Transport equipment. See Mail transport
equipment
Transportation. See Mail transport equipment
Transportation 5
Air transportation service 52
Equipment Inventory Reporting System 59
Highway contract service 53
International Mail 561
Mail transport equipment 57, 58
Military Mail 562
Objectives 511
Rail transportation service 54
Responsibilities 512
Water route service 55
Trays
Defective 583.3
Description 574.21
In-plant and surface trays 574.7
Uses 574.22
Trip frequencies
Collection 313.1
Delivery 622
Triweekly routes 651.4
U
Undeliverable mail
See also Dead mail
Address correction service, address change
service, and return 683
Addressed to deceased persons 612.41
Certified Mail 813.35
Disposition of 691.58
Forwarding 682
Merchandise 691.51
Return receipt for merchandise 824.75
Undeliverable as addressed 681
Use for training or testing 692.3
Unidentified items 691.45
Universities. See Colleges and universities,
delivery to
Utility cart
Damaged 583.1
Description 574.6
Attachment 3
POM Issue 9, July 2002 503
Updated With Revisions Through April 30, 2022
V
Vandalism 124.3
Vans, cargo 731.11
Vehicle post offices (VPOs) 732
Vehicles, postal. See Postal vehicle service
Vehicle Reassignment 734.1
Vehicular traffic on postal property 124.42
Vending
Blind vendor facilities 125.37
Prohibited 124.54
Self-service 144
Booklet vending machines 144.3
Booklet/stamp combination machines 144.4
Claims for refunds 144.62, 145
Description 144.11
In lobbies 126.45
Postal commodity machines 144.5
Pricing 144.13
References 144.14
Responsibilities 144.12
Self-service postal centers 144.6
Stamp vending machines 144.2
Vertical improved mail (VIM) mailrooms 321.3
VIM mailrooms. See Vehicle improved mail mailrooms
VMAS. See Vehicle Management Accounting System
Voter information 125.362
Voter registration 171.1
VPOs. See Vehicle post offices
W
Wallets found in mail, 691.43
Water route service 55
Authorization 551
Certification and payment 556
Contract administration 553
Irregularities reporting 555
Performance monitoring 554
Types of service 552
Attachment 3
Postal Operations Manual
504 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
Weapons and explosives
Disposal of dead mail containing 691.57, 692.15
Mailability 139.115, 139.2
Nonmailable 139.117, 691.57
Prohibited on postal property 124.59
Weekdays
Collection services 313.2
Retail services 126.41
Wheeled containers, Damaged 583.1
Wiretainers 574.6
Wiretapping devices, Penalties for mailing 139.115
Withdrawal of delivery service 623
Blocked mail receptacles 623.2, 632.14
Interference by animals 623.3
Suitable receptacles 623.1
Travel obstructions 623.4
Withholding of mail
Pending identification of claimant 611.1
Withheld from delivery by request 611.1
Work area safety 482
Z
ZIP Code and ZIP+4 system
Assignments and changes 123.42, 421
Discontinued post offices 123.6
Reporting requirements 123.5
Boundaries 435
Definitions 431
Employee training 434
Placement 433
Planning 437
Types of 431
Unique 431, 436
ZIP+4 Code 432
ZIP Code Directory
In lobbies 125.322
In self-service postal centers 144.62
Attachment 3
U.S. Postal Service
National Delivery
Planning Standards
A Guide for Builders and
Developers
Handbook PO-632
July 2020
Attachment 4
Attachment 4
July 2020 i
Contents
1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 Finding Your Growth Manager and USPS Online Resources . . . . . . . . . . . . 3 2-1 Find a Post Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2-2 Find Your Local USPS Growth Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2-2.1 Appeal Process for Builders and Developers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 2-3 USPS-Approved Mailbox Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 2-4 Delivery Planning Resources for Builders and Developers. . . . . . . . . . . . . . . . . . . . . . . . . . . 5 3 General Planning Guidelines for Mailboxes in New Developments . . . . . . . 7 3-1 Letter Carrier Access to Deliver U.S. Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 3-2 Mailbox Locks and Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 3-3 USPS Master Access Lock. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 3-4 Safety Considerations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 3-5 Customer and Carrier Accessibility Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 3-5.1 Placement of Outdoor Cluster Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 3-5.2 Construction Accessibility Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 4 Single-point Residential Deliveries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 4-1 Residential Single Family Site Constructed Development . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 4-2 Residential Mobile or Trailer Home Development . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 5 Multi-point Residential Deliveries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 5-1 Apartment Communities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 5-2 Student Housing and Off-Campus Student Apartment Communities . . . . . . . . . . . . . . . . . . 13 6 Delivery to Business and Industrial Parks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 7 Establishment of City Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 8 Inspection and Commencement of Mail Delivery Services . . . . . . . . . . . . . . 19 8-1 Mail Receptacles and Customer Obligations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 8-2 Centralized Mail Receptacle Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 9 Closing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Attachment 4
National Delivery Planning Standards - A Guide for Builders and Developers ii Handbook PO-632
Appendix A — Cluster Box Unit Installation Single Unit . . . . . . . . . . . . . . . . . . . 23 Appendix B — Cluster Box Unit Installation Multiple Unit . . . . . . . . . . . . . . . . . . 25 Appendix C — Cluster Box Unit Access Maneuvering Space – Single Unit. . . . 27 Appendix D — Cluster Box Unit Access Maneuvering Space – Multiple Unit . . 29 Attachment 4
July 2020 1
1 Introduction
The United States Postal Service® is proud to provide every new home and business with excellent, efficient mail delivery service. This guide will assist you in preparing your new development for mail service by planning locations and space for mail equipment early in the development process.
The U.S. Postal Service™ is responsible for establishing the method or “mode” of delivery for all new developments—both residential and commercial. The mode of delivery includes the following:
Type of mailbox you will use.
Location of the mailbox for each delivery address.
Centralized delivery is our preferred method of mail delivery. Centralized delivery equipment improves delivery efficiency and provides space for large mail items, including packages, which is a great benefit for customers.
Freestanding, pedestal-style outdoor centralized mailboxes are called cluster box units or CBUs. CBUs are “package friendly” because they are designed to accommodate the majority of packages delivered through the U.S. Mail®.
CBUs also include parcel lockers, which provide separate, locked storage for many packages.
Other types of centralized mailbox equipment are also available. Builders and developers are responsible for the purchase and installation of mailbox equipment. Property owners are responsible for ongoing maintenance, repairs, and replacement of mailbox equipment.
This guide provides information about the types of USPS®-approved mailbox equipment options available commercially and information about other aspects of mail delivery planning that may apply to your specific development.
With more than 150 million households and businesses served daily—and another 1 million new delivery points added on average every year—it is imperative that the U.S. Postal Service make its mail delivery network more efficient while still delivering the service our customers expect. We appreciate your assistance in furthering that objective, while at the same time helping provide new customers with convenient mail delivery for their new homes and businesses.
We also want to connect you with local USPS delivery planning individuals in your area—referred to as Growth Managers. Postal Service Growth Managers are available to assist you. Prior to submitting your master plan and plat to the local municipality and/or county for approval, you must arrange for a local USPS Growth Manager to review your development plans prior to commencing construction.
Thank you for reviewing the Postal Service’s mail delivery-planning standards—we look forward to working with you!
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July 2020 3
2 Finding Your Growth Manager and
USPS Online Resources
2-1 Find a Post Office
The Postal Service lists all local Post Offices™ on its website at:
www.usps.com. To find the Post Office closest to your new development, search using the appropriate ZIP Code™.
2-2 Find Your Local USPS Growth Manager
Every area where the U.S. Postal Service provides mail delivery has a Postal Service employee assigned to help developers and builders with planning mail service for new developments. These “new delivery planning” employees are referred to as Growth Managers.
To find the Growth Manager that covers your specific development’s geographic location, send an email to: [email protected], or contact your Post Office and ask to speak to either the Postmaster or the person assigned to assist developers with planning new mail service.
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2-2.1 National Delivery Planning Standards - A Guide for Builders and Developers 4 Handbook PO-632
If you do not receive a reply from your District Growth Manager or Post Office, please email your concern to the above email address and the escalation process within the Postal Service will occur as follows:
a. First Level of Inquiry – The District Growth Manager (to respond within 2 weeks).
b. Second Level of Inquiry – The Area Growth Manager (to respond within 2 weeks).
c. Third Level of Inquiry – The Headquarters Growth Manager (to respond within 30 days).
2-2.1 Appeal Process for Builders and Developers
Once the authorized mode of delivery decision has been communicated by the Growth Manager, a builder/developer may appeal an adverse decision as follows:
a. First level of appeal is to District Manager who has 30 days to respond to builder/developer.
b. Second level of appeal is to Area Manager, Delivery Programs Support (MDPS) who has 30 days to respond to builder/developer. c. Third level of appeal is to Area Vice President who has 30 days to respond to builder/developer.
2-3 USPS-Approved Mailbox Equipment
Mailboxes used in new construction projects can be one of the following two types of centralized mailbox equipment:
a. Pedestal-mounted USPS-approved CBU.
b. Wall-mounted USPS-approved STD-4C mailboxes (4C).
The Postal Service annually publishes a list of USPS-approved mailbox equipment and approved manufacturers in its Postal Bulletin. You can also find the latest list of USPS-approved equipment and approved manufacturers at:
http://about.usps.com/what-we-are-doing/current-initiatives/deliverygrowth-management/welcome.htm Attachment 4
Finding Your Growth Manager and USPS Online Resources 2-4 July 2020 5
2-4 Delivery Planning Resources for Builders and
Developers
The most current version of this guide will always be available on the webpage at: http://about.usps.com/what-we-are-doing/current-initiatives/ delivery-growth-management/welcome.htm.
The following links provide additional resources for builders and developers:
a. Find a Post Office: https://tools.usps.com/go/
POLocatorAction!input.action.
b. Centralized Delivery/Residential Applications: http://about.usps.com/ publications/pub265a.pdf.
c. Centralized Delivery/Garden Apt Applications: http://about.usps.com/ publications/pub265c.pdf.
d. Centralized Delivery/Commercial Applications: http://about.usps.com/ publications/pub265b.pdf.
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July 2020 7
3 General Planning Guidelines for
Mailboxes in New Developments
3-1 Letter Carrier Access to Deliver U.S. Mail
Centralized delivery is the Postal Service’s preference for new addresses, whether residential or commercial. The customer is responsible for keeping the approach to his or her mailbox and adjacent area clear to facilitate delivery. You may provide curbside delivery only with prior approval from the Postal Service. Place curbside mail receptacles approved by the Postal Service where they protect the mail, can be safely and conveniently serviced by carriers without leaving their vehicles, and can be reasonably and safely accessed by customers. These receptacles must be on the right-hand side of the road in the direction of travel when required by traffic conditions, or when driving on the left-hand side of the road to reach the mail receptacle would violate traffic laws.
3-2 Mailbox Locks and Keys
The Postal Service prohibits carriers from accepting keys for locks on private mail receptacles, buildings, or offices, except where an electromechanical door lock system or key keeper box is used.
CBUs have secure, locking mailbox, and parcel locker compartments.
Whether your new development is commercial or residential, the builder or property owner is responsible for providing lock and key service for cluster box units. The locks/keys for each of the compartments will be provided with the CBU. The Postal Service will furnish the “master access lock” that allows mail to be delivered. See 3-3for more information.
Your local USPS Growth Manager will discuss specific requirements and processes appropriate for your new development as part of the overall coordination process related to establishing the mode of delivery for your new development.
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3-3 National Delivery Planning Standards - A Guide for Builders and Developers 8 Handbook PO-632
3-3 USPS Master Access Lock
The Postal Service furnishes its own “master access lock” so that carriers have access to deliver the mail. This lock is not available to developers and builders to pre-install.
Your local USPS Growth Manager will coordinate installation of the “master lock” as part of the overall coordination process when starting new mail delivery for customers.
3-4 Safety Considerations
If curb delivery is approved by the Postal Service, posts and other supports for curbside mailboxes are owned and controlled by the customer. The owner of the property is responsible for ensuring that posts are neat and adequate in strength and size.
When installing centralized delivery equipment, such as CBUs or STD-4C (4C) equipment, the mailboxes must be safely located so that customers are not required to travel an unreasonable distance to obtain their mail. Typically, mailbox receptacles are located within 1 block of the residence.
When new developments, either residential or commercial, are in the design phase, developers or architects must meet with the USPS Growth Manager to ensure that safe and durable receptacles are properly specified and located in conformance with regulations. The Growth Manager will also meet with the builder at the appropriate time during the construction phase to review the physical mailroom installation and discuss coordination and timing of initiating mail delivery.
3-5 Customer and Carrier Accessibility Considerations
Curb delivery may only be provided with prior approval from the Postal Service if the carrier can efficiently, safely, and conveniently service the mailbox from the carrier’s vehicle and if the customer can safely and easily access the mailbox.
Apartment house delivery requires that mailboxes be located reasonably close to the entrance in vestibules, halls, or lobbies. The carrier must also be able to service the boxes without interference from swinging or open doors.
Consult with your local USPS Growth Manager early in the design process to ensure you select an appropriate location for the apartment building mailroom.
3-5.1 Placement of Outdoor Cluster Boxes
The local USPS Growth Manager or designee must approve the CBU mailbox sites and type of equipment. Cluster boxes must be safely located so that customers are not required to travel an unreasonable distance to obtain their mail and so there is sufficient access to mailbox locations with Attachment 4
General Planning Guidelines for Mailboxes in New Developments 3-5.2 July 2020 9
adequate space for carriers to deliver and customers to retrieve the mail.
Typically, a mailbox receptacle will be located within 1 block of the residence.
3-5.2 Construction Accessibility Guidelines
Accessibility requirements and regulations, including those required to accommodate customers with disabilities, may vary by type of facility and governing jurisdiction. Always consult local building officials and codes for applicable accessibility requirements that apply to your specific development and mailbox project.
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July 2020 11
4 Single-point Residential Deliveries
New mail delivery planning for single-family residential developments typically falls into the following two primary categories:
a. Site-constructed single family homes.
b. Mobile or trailer homes.
4-1 Residential Single Family Site Constructed
Development
During the design and planning phase (i.e., before plans and site plats are finalized with the appropriate planning/zoning authorities), developers and builders must notify the U.S. Postal Service of the planned development so that the Postal Service can determine the appropriate mode of delivery while considering input from the parties involved with the development.
Developers and builders must plan to install centralized mail delivery receptacles in new residential communities, which include secure parcel lockers.
New homes built or established within a block of existing homes can only receive the same type of mail delivery service as the older, existing homes after the Postal Service has completed an operational efficiency analysis.
When new delivery replaces more than 1 block, delivery methods must comply with mode of delivery options for establishment and extension of delivery service, which is typically centralized mail service.
Your local USPS Growth Manager will work closely with you to determine the best approach to providing mail delivery service to customers in your new residential development. It is important that you contact the Growth Manager in your area as early as possible in your planning process. 4-2 Residential Mobile or Trailer Home Development
The delivery options for mobile or trailer home developments depend on whether the development is permanent or transient as determined by the Postal Service.
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4-2 National Delivery Planning Standards - A Guide for Builders and Developers 12 Handbook PO-632
Permanent Developments—Permanent developments consist of managed mobile home parks or residential mobile home subdivisions with the following characteristics:
a. The lots are permanently assigned.
b. The streets are maintained for public use.
c. The conditions resemble those of a residential subdivision.
For permanent developments, the delivery options are either central, curbside, or sidewalk delivery. Postal Service will determine and specify the type of mail delivery for any permanent mobile/trailer home development.
The general practice of the Postal Service is to specify centralized delivery.
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. For transient developments, the only option is delivery to a single point or receptacle designated by park management and approved by local Postal Service management. The single delivery point defined will be for the receipt of all mail from USPS; employees of the park will complete the subsequent distribution of mail and forwarding.
Whether your new mobile home development is permanent or transient, contact your local Growth Manager early in the process so that we can work with you in laying out the space plan for mail delivery for the residents of your new community.
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July 2020 13
5 Multi-point Residential Deliveries
5-1 Apartment Communities
The following are important U.S. Postal Service guidelines for determining the location and composition of mail receptacles for apartment communities:
a. All new or remodeled apartment houses must install USPS-approved 4C centralized mailbox equipment. There must be at least 1 parcel locker for every 5 mailbox compartments. The Postal Service requires no maximum number of parcel lockers to be installed–only the 1:5 parcel locker/mailbox minimum.
b. Locate mail receptacles and parcel lockers in apartment buildings reasonably close to the entrance in vestibules, hall, or lobbies. The carrier must also be able to serve the boxes without interference from swinging or open doors.
c. Exterior centralized mailboxes may also be an option. The Postal Service may authorize the installation of standard, approved apartment receptacles (4C or CBU) in exterior walls of buildings provided they are not installed directly on the street or a public sidewalk. Provide a canopy for outdoor mailbox installations. The canopy design and location must provide maximum protection from the weather, including driving rain, and provide adequate nighttime lighting.
5-2 Student Housing and Off-Campus Student
Apartment Communities
Mail delivery protocols to student housing vary depending on the characteristics of the student housing community being served. Below are general guidelines for establishing new mail service.
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 in the building. The representative is responsible for further distribution to students/residents. The Postal Service will determine the proper mode of delivery to be established and may require that designees from the student housing property be identified to accept mail for each location prior to initiating delivery.
The Postal Service defines a dormitory building or residence hall as a building that consists of single or multi-room units that may share or have Attachment 4
5-2 National Delivery Planning Standards - A Guide for Builders and Developers 14 Handbook PO-632
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 dormitories and either the school or building owner is responsible for the final delivery of student mail. Post Office personnel do not distribute mail into apartment-type mailboxes for dormitories or residence halls.
As always, it is important to contact your local USPS Growth Manager early in the planning process to ensure understanding and requirements related to providing mail delivery for your new student housing development.
Attachment 4
July 2020 15
6 Delivery to Business and Industrial
Parks
The following paragraphs provide important U.S. Postal Service guidelines for determining the location, type of mailbox receptacles, and other requirements related to initiating new mail delivery for business and industrial parks.
The type and design of buildings included in the business and industrial park will govern the mode of delivery that is implemented. As with all new mail delivery planning, the location of the USPS-approved delivery equipment is subject to Postal Service approval. Delivery mode options for business parks are door, centralized, curbside, or sidewalk delivery. Door delivery will generally not be available for new delivery points. The primary options are as follows:
a. Centralized Delivery. Centralized delivery service applies to all business office buildings, office complexes, and industrial and professional parks. If the U.S. Postal Service is delivering directly to the mailboxes, the type of equipment allowed for newly constructed buildings must either be USPS-approved CPUs or STD-4C (4C) wallmounted receptacles. b. Single-Point Delivery. Single-point delivery is generally not available to new business park developments unless it is in the form of a bulk mail drop.
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July 2020 17
7 Establishment of City Delivery
To establish city delivery service, consider a combination of mail delivery methods to provide regular and effective service to all residential and business sections of a community. Consider the establishment of city delivery service when the following requirements are met:
a. Within the area to be served, there is a population of 2,500 or more or 750 possible deliveries.
b. At least 10 percent of the building lots in the area to be served are improved with houses or places of business. Where a house or building and its yard or ground cover more than one lot, all lots so covered are considered improved. The streets are paved or otherwise improved to permit the travel of Postal Service vehicles at all times, without damage or delay.
c. Streets are named and house numbers are assigned by the municipal authorities in accordance with Management Instruction DM-940-89-3, Addressing Conventions.
d. Street signs are in place and house numbers are displayed. e. Rights-of-way, turnouts, and areas next to the roads and streets are sufficiently improved so that the installation, servicing, and accessing of mailboxes are not hazardous to the public or Postal Service employees.
f. Satisfactory walkways exist for the carrier where required.
Note: During a new residential or commercial development’s design and planning phase (i.e., before the developers and builders finalize plans and site plats with the appropriate planning/zoning authorities), developers and builders must notify the Postal Service so that the Postal Service can determine the appropriate mode of delivery while considering input from these parties.
Developers and builders should plan for centralized mail delivery installations for residential communities or business developments.
It is important to contact your local USPS Growth Manager while you are still in the design process so that we can collaborate with you to prepare the most efficient, effective plan to provide mail delivery for the customers who will live or work in your new development.
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July 2020 19
8 Inspection and Commencement of
Mail Delivery Services
8-1 Mail Receptacles and Customer Obligations
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, maintenance, repair, and replacement of mail receptacles are the responsibility of the customer. Verify with the local Postmaster or Growth Manager, the appropriate locations for installation. The following apply:
a. In locations where the Postal Service has determined that centralized delivery is appropriate, customers must install mail receptacles that comply with the USPS STD- 4C wall-mounted mail receptacles or USPSB1118, Postal Service specification, CBUs, to include secured parcel lockers.
b. If curbline delivery is authorized, customers must erect curb-mounted receptacles that comply with USPS-STD-7C.
c. If sidewalk delivery is authorized, customers must erect sidewalkmounted receptacles that comply with USPS-STD-7C.
The Postal Service annually publishes a list of USPS-approved mailbox equipment and approved manufacturers in its Postal Bulletin. You can find the latest list of USPS-approved equipment and approved manufacturers at:
http://about.usps.com/what-we-are-doing/current-initiatives/deliverygrowth-management/welcome.htm 8-2 Centralized Mail Receptacle Installation
You must consider many variables when installing centralized mailbox equipment. In addition to providing accessible locations, you must conduct proper foundation preparation and follow specific mounting procedures, to name a few requirements.
Appendices A through D of this guide provide sample diagrams of various CBU installations to help you understand space requirements, placement, etc.
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8-2 National Delivery Planning Standards - A Guide for Builders and Developers 20 Handbook PO-632
Note: It is critical that you refer to the installation manuals furnished by each of the manufacturers for the specific USPS-approved centralized mailbox equipment purchased commercially.
For assistance with siting your outdoor centralized mail equipment, contact your local USPS Growth Manager so that the Postal Service can advise about the proper locations as you finalize plans for your new development.
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July 2020 21
9 Closing
Thank you for taking time to review this guide for planning mail delivery for new development.
We periodically update this guide—so be sure to check online for the latest version on the ABOUT.USPS.COM website at:
http://about.usps.com/what-we-are-doing/current-initiatives/deliverygrowth-management/welcome.htm.
Reminder: You can find the Growth Manager who covers your specific development geography by sending an email to:
Or, you can contact your Post Office and ask to speak to the Postmaster or person assigned to assist developers with planning new mail service.
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July 2020 23
Appendix A
Cluster Box Unit Installation Single Unit
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July 2020 25
Appendix B
Cluster Box Unit Installation Multiple Unit
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July 2020 27
Appendix C
Cluster Box Unit Access Maneuvering
Space – Single Unit
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July 2020 29
Appendix D
Cluster Box Unit Access Maneuvering
Space – Multiple Unit
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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 5
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.
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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.
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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.
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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.
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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.
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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 5
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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.
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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 5
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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.
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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
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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 5
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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 5
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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.
Attachment 5
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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 5
632.2 Postal Operations Manual
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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 5
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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 5
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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:
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a. Route and Box Number Addressing. On rural and highway contract routes authorized to use a route and box numbering system (e.g., RR 1 BOX 155), up to five families may share a single mail receptacle and use a common route and box designation. A written notice of agreement, signed by the heads of the families or the individuals who want to join in the use of such box, must be filed with the postmaster at the distributing office.
b. Conversion to Street Name and Number Addressing. When street name and numbering systems are adopted, those addresses reflect distinct customer locations and sequences. Rural and highway contract route customers who are assigned different primary addresses (e.g., 123 APPLE WAY vs. 136 APPLE WAY) should erect individual mail receptacles in locations recommended by their postmasters and begin using their new addresses. Customers having different primary addresses but wishing to continue sharing a common receptacle must use the address of the receptacle’s owner and the “care of” address format:
JOHN DOE
C/O ROBERT SMITH
123 APPLE WAY
Customers having a common primary address (e.g., 800 MAIN ST) but different secondary addresses (e.g., APT 101, APT 102, etc.) may continue to share a common receptacle if single-point delivery is authorized for the primary address. Secondary addresses should still be included in all correspondence.
632.527 Locks
The use of locks, locking devices, or inserts on curbside mailboxes on rural and highway contract routes is prohibited. See the list of curbside mailbox manufacturers for approved locking style mailboxes (a current listing of approved manufacturers and models can be obtained from the office listed in section 632.511). The Postal Service does not allow carriers to open locked boxes and does not accept keys for this purpose.
632.528 Unstamped Newspapers
Curbside mailboxes are to be used for mail only, except for newspapers regularly mailed at Periodicals rates. Publishers of these newspapers may, on Sundays and national holidays only, place copies of the Sunday or holiday issues in the rural and highway contract route boxes of subscribers, with the understanding that these copies must be removed from the boxes before the next day on which mail deliveries are scheduled. 632.529 Newspaper Receptacles
A receptacle for the delivery of newspapers may be attached to the post of a curbside mailbox provided that no part of the receptacle interferes with the delivery of mail, obstructs the view of the flag, or presents a hazard to the carrier or the carrier’s vehicle. The receptacle must not extend beyond the front of the box when the box door is closed. No advertising may be displayed on the outside of the receptacle, except the name of the publication.
Attachment 5
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632.53 Nonconforming Mailboxes
Carriers must report to the postmaster any existing mailboxes that no longer conform to postal regulations. The postmaster sends PS Form 4056, Your Mailbox Needs Attention, to the owners of these boxes to request that they remedy the irregularities or defects. All newly installed or replacement mailboxes must be approved models in accordance with USPS-STD-7. A current listing of approved manufacturers and models can be obtained from the office listed in section 632.511.
632.54 State and Local Regulations
Some states have enacted laws that are more stringent and specific about the type of mailbox that may be used, the post or support that must be used to mount the mailbox, and the location of the delivery equipment.
Regulations and recommendations published here might not reflect appropriate requirements for your area. When providing guidance to the general public concerning mailbox placement and replacement, advise them not only of postal regulations but also of any mailbox regulations that you know have been enacted by state or local authorities.
632.6 Apartment House Receptacles
632.61 General
Specifications for construction and approval procedures for manufacturers are covered in USPS STD 4C (RDD), Wallmounted Mail Receptacles.
Individuals or firms interested in the manufacture of apartment house mailboxes should write to:
ENGINEERING
IP DELIVERY & RETAIL SYSTEMS
US POSTAL SERVICE
8403 LEE HWY
MERRIFIELD VA 22082-8101
632.62 Installation
632.621 General
Owners and managers of apartment houses, or other multi-unit dwellings with obsolete apartment house mail receptacles should install up-to-date receptacles currently approved by the Postal Service to ensure safety of access and security of the mail. When such buildings are substantially renovated or remodeled, or when box locations change, obsolete receptacles should be replaced with currently approved receptacles. 632.622 Location and Arrangement
Regulations for the location and arrangement of receptacles are subject to Postal Service approval as follows:
a. All new or remodeled apartment houses can only install USPSapproved 4C equipment. When installing this equipment, a requirement is to have at least one parcel locker for every five customer mail compartments. For those buildings with a minimum of five mail compartments, there must be at least one parcel locker installed. b. Receptacles and parcel lockers in apartment houses should be located reasonably close to the entrance in vestibules, halls, or lobbies. The Attachment 5
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carriers must be able to serve the boxes without interference from swinging or open doors. The area must be adequately lighted to afford the best protection to the mail and to let carriers read addresses on mail and names on boxes without difficulty.
c. Installation of standard, approved apartment receptacles in exterior walls of buildings may be authorized, provided that they are not installed directly on the street or a public sidewalk. Wherever possible, keep at least 15 feet between the boxes and the street or sidewalk; the location should be clearly visible from one or more apartment windows.
A canopy must be provided, and it must be designed and located to afford maximum protection from the weather, including driving rains. In addition, adequate night lighting must be installed.
632.623 Access to Rear-Loading of Horizontal-Type Receptacles Carrier access to the rear area of mailrooms containing rear-loading mailbox panel(s) shall be provided via a secure access door fitted with an ANSI 156.13 F15 lock. A security door, frame, and the F15 lock shall be selected and installed in accordance with all the requirements for residential mailrooms as specified in Handbook RE-5, Building and Site Security Requirements, Chapter 3, and in Central Delivery Guidelines, Section 10.
A key to the door lock must be available to the carrier via a key keeper manufactured and installed in accordance with United States Postal Service Specification for Key Keepers, USPS-B-3180. The rear of the mailbox panel(s) must have a door or cover in accordance with USPS STD 4C to prevent the removal of mail from adjacent boxes and to prevent mail from coming out through the back. The cover or door must be easily opened and closed or else removed and replaced.
632.624 Installation With Telephone Units
The guidelines for installing receptacles with telephone units are as follows:
a. When it is necessary or desirable to install mail receptacles with a standard-size telephone unit, vertical-type receptacles may be placed in two tiers. They may also be installed in groups of fewer than seven if necessary to properly arrange the groups in two tiers. This does not apply if the telephone unit is installed independently of the mail receptacles. Although there is no objection to combining these two services, the mail receptacles must be separated from the telephone or electrical unit. Electric push buttons, connected to wires outside the mail receptacles, may be placed in the frame of the installation if the push buttons can be removed from the outside and if the wire connections can be repaired without removing the receptacles. b. Telephone units combined with mail receptacle units must allow access to the telephone unit without having to enter the mail receptacle; the mail receptacle must not be accessible when the telephone unit is opened.
632.625 Key and Record Controls
The following key and record controls apply to apartment houses:
a. Apartment house managers must maintain a record of the number of keys supplied by manufacturers so that new keys may be ordered when necessary. The record should match the key number to the Attachment 5
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receptacle number. Do not place key numbers on the outside barrels of the locks because this would allow unauthorized persons access to keys and boxes. Clearly number each individual receptacle lock on the back; replace lost keys as needed according to lock numbers. Masterkeying is not permitted. b. Apartment house managers must also maintain a record of key numbers and combinations of keyless locks so that new tenants may be given the combination. These records must be kept in the custody of the manager or a trusted employee. The record of key numbers must be kept until the lock is changed, when the old record may be destroyed and a replacement record created.
c. Combination locks are not approved under current Postal Service receptacles standards.
632.626 Directories
Guidelines for Postal Service apartment house directories are as follows:
a. For all apartment houses with 15 or more receptacles, maintain a complete directory of all persons receiving mail. If an apartment house is divided into units, each with separate entrances and 15 or more receptacles, each unit should have a separate directory. In addition, if mail is not generally addressed to specific units, a directory must be kept at the main unit of the building listing all persons receiving mail in the various units.
b. Directories must be alphabetical by surname and must be maintained and kept up-to-date. The receptacle number and apartment number should always be the same, and the apartment number should appear to the right of the name in the directory. If the apartment number is different from the receptacle number, the receptacle number should appear to the left of the name in the directory. Follow the same arrangement for apartments that are either lettered or lettered and numbered. c. The directory must be legible, enclosed in a suitable protective frame, and attached to the wall immediately above or to the side of the mail receptacles where it can easily be read. If mailrooms are used, the directory should be placed for the carrier’s convenience. If an attendant, such as a telephone operator, doorman, or elevator conductor, is on duty between the hours of 7:00 a.m. and 11:00 p.m., and the mail is delivered either to apartment house receptacles or in bulk for distribution by employees of the building, the employee on duty in the building may keep the directory to make it available to the carrier on request. 632.627 Maintenance and Repair
The guidelines for receptacle maintenance and repair are as follows:
a. Owners or managers of buildings must keep receptacles in good repair. When an inside-letterbox Arrow lock is no longer needed, the building management must immediately notify the postmaster, who will then send a postal employee to supervise removal of the lock from the master door and return it to the Post Office.
b. Carriers will report on PS Form 3521, House Numbers and Mail Receptacles Report, all apartment houses that are being remodeled Attachment 5
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and all unlocked or out-of-order mailboxes. Delivering employees and postmasters must ensure that all inside-letterbox Arrow locks are recovered when buildings are torn down or remodeled.
c. When informed of equipment needing repair or irregularity in the operation of apartment house mail receptacles, postmasters will promptly initiate an investigation and direct what repairs must be made at the expense of the owners or managers. To avoid any questions about disposition or treatment of mail, repairs must be made only when a postal representative is present. It is unlawful for anyone other than postal employees to open receptacles and expose mail.
d. Failure to keep boxes locked or in proper repair as directed by postmasters is sufficient justification for withholding mail delivery and requiring occupants to call for their mail at the Post Office or carrier delivery unit serving the location. A reasonable notice of approximately 30 days will be given in writing to the customers and the owner or manager of the apartment building.
e. If mail deposited by a carrier in an apartment house mail receptacle is reported lost or stolen, or if there is an indication that the mail has been willfully or maliciously damaged, defaced, or destroyed, the postmaster must immediately report the circumstances to the Postal Inspection Service.
f. The U.S. Code prescribes criminal penalties for the wrongful possession of mail locks and the willful or malicious injury or destruction of letterboxes and the theft of mail therefrom. 632.628 Approved Manufacturers and Models
A current listing of approved manufacturers and models can be obtained from the office listed in section 632.511.
632.63 New or Remodeled Apartment Buildings
When new apartments are being erected or existing ones remodeled, postmasters will inform builders and owners of these regulations’ requirements and will provide a suitable inspection to ensure that only approved receptacles are installed in conformance with regulations. 633 Mail Keys
633.1 Types
The following types of mail keys are available:
a. LA keys.
b. Rotary lock keys.
c. Arrow lock keys used on street letter or collection boxes and apartment houses mail panels, and new neighborhood delivery and collection box units (NDCBUs).
d. Serial padlock keys.
e. Motor vehicle keys and motor vehicle padlock keys.
f. Highway contract route keys, SR padlock.
Attachment 5
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633.2 Personnel to Whom Keys Are Issued
633.21 LA Keys
LA keys are issued to all Post Offices, stations, branches, airport mail facilities, authorized postal employees, and military Post Offices. 633.22 Rotary Lock Keys
Rotary lock keys are issued to the following:
a. CAG A-J Post Offices, airport mail facilities, and military Post Offices. b. Other Post Offices and installations as authorized by their district manager. 633.23 Other Keys
Other types of keys are issued to authorized postal employees. 633.3 Obtaining Keys
633.31 General
Postal locks and keys are available from:
MAIL EQUIPMENT SHOPS
US POSTAL SERVICE
2135 5TH ST NE
WASHINGTON DC 20260-6224
Mail Equipment Shops (MES) manufactures most of the locks and keys used by the Postal Service. PS Form 4983, Postal Key and Lock Requisition, will be used to order Post Office box locks and keys.
633.32 LA and Rotary Lock Keys
Keys for newly established Post Offices will be furnished by the Mail Equipment Shops upon receipt of PS Form 4983, except that rotary lock keys for CAG K and L Post Offices must be requested by the district managers or their designees. Request additional and replacement keys on PS Form 4983 from:
MAIL EQUIPMENT SHOPS
US POSTAL SERVICE
2135 5TH ST NE
WASHINGTON DC 20260-6224
633.4 Safekeeping Keys
633.41 In Installations
633.411 LA Keys
Attach LA keys in use to fixtures by a chain.
633.412 Rotary Lock Keys
Attach rotary lock keys in use to a safe by a chain, except when it is more practicable to attach to other fixtures for ready access. 633.42 Arrow Lock Keys
Employees must turn in Arrow lock keys daily on completion of duty. Carriers must keep Arrow lock keys attached to their clothing by a chain at all times while on duty. If a clearance employee is not available, Arrow lock keys (and any other postal keys in temporary use, such as for vehicles) should be deposited in a secure location, for instance, a designated storage box.
Attachment 5
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633.5 Record of Keys
633.51 Where to Record
Keep a record of the date of receipt, number of the key, and the combination, if any, at CAG A-G Post Offices on PS Form 1628, Individual Key Record.
Other Post Offices must maintain a record of mail keys in the space provided on the inside back covers of their cash books.
633.52 Keys Assigned to Carriers
Have each carrier receipt mail keys issued to them. To eliminate the need for the carrier to repeatedly sign the key record book or PS Form 1628, use one of the following plans:
a. Make up sets of keys for each route and enter the number of each key in the key record book. Opposite the key number, place the number of the route to which the key is assigned. Issue metal or fiber key checks, each bearing a different number, to both regular and substitute carriers and obtain a receipt from the carriers. When a carrier calls for a set of keys assigned to the route the carrier is serving, have him or her surrender his or her key check. Place the check on separation in the key case. Return the check to the carrier when he or she returns the key. b. Make up sets of keys for each route and attach a tag bearing a serial number to each set. Enter this number, in addition to the route number, in the key record. This number will identify the set of keys and may be entered on the receipt to be signed by a substitute carrier for any set the carrier draws. The sets of keys may be issued to regular carriers upon surrender of key checks issued to them.
633.53 Keys Assigned to Other Employees
Keys assigned to other employees for collection purposes must be accounted for as prescribed above.
633.6 Keys Lost, Stolen, Missing, or Found
Report the recovery or finding of keys in the same manner as described in ASM 273, except that a duplicate copy of the memorandum shall be sent direct to the Mail Equipment Shops with the key. Retain serviceable LA keys for local use if needed.
633.7 Keys From Discontinued Offices
Handle keys from discontinued offices under instructions received from the district manager.
633.8 Unserviceable Keys
Forward unserviceable mail keys by Registered Mail to:
MAIL EQUIPMENT SHOPS
US POSTAL SERVICE
2135 5TH ST NE
WASHINGTON DC 20260-6224
A letter of transmittal or a list of the keys by number is not necessary, but the package of keys must be properly identified. Do not send any other item or requisition in the same package with unserviceable keys.
Attachment 5
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633.9 Receipt and Control
Receipt and control all mail keys and locks according to the instructions in ASM 273.
64 City Delivery Service
641 Establishment of City Delivery Service
See 63 for authorized modes of delivery.
641.1 Definition
In this section, establishment refers to the initiation of city delivery service in a community through a Post Office that does not currently provide it. 641.2 Requirements
In establishing city delivery service, a combination of delivery methods is considered to provide regular and effective service to all residential and business sections of a community. All establishments of delivery service must have final approval of the district manager, Customer Service and Sales, or designee. Establishment of city delivery service is considered when the following essential requirements are met:
a. Within the area to be served there is a population of 2,500 or more or 750 possible deliveries. (The postal customer population may vary greatly from the general census population because of different boundary interpretations and designations.)
b. At least 10 percent of the building lots in the area to be served are improved with houses or business places. Where a house or building and its yard or ground cover more than one lot, all lots so covered are considered improved.The streets are paved or otherwise improved to permit the travel of Postal Service vehicles at all times, without damage or delay.
c. Streets are named and house numbers are assigned by the municipal authorities in accordance with Management Instruction DM-940-89-3, Addressing Conventions.
d. Street signs are in place and house numbers are displayed. e. Rights-of-way, turnouts, and areas next to roads and streets are sufficiently improved so that the installation, servicing, and accessing of boxes are not hazardous to the public or Postal Service employees. f. Satisfactory walkways exist for the carrier where required. g. Approved mail receptacles or door slots are installed at designated locations, as directed by the Postal Service.
Attachment 5
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642 Extensions
642.1 Definition
In this section, extension refers to the expansion of city delivery service to any areas not currently receiving delivery service but that are within the delivery limits of a Post Office from which city delivery service is already provided.
642.2 Requirements
The delivery service requirements for extensions are the same as those listed in 641.2 for establishments, with the following exceptions:
a. Section 641.2a does not apply to extensions.
b. The applicability of b may be waived if:
(1) There is a reasonable expectation that the requirements of 641.2b can be met within 12 months, and
(2) CBUs or USPS STD 4C equipment are to be used for delivery. 642.3 Out-of-bounds Customers
Customers outside the limits of city delivery service may be given delivery service, where approved by the Postal Service, if they erect boxes on the delivery carrier’s line of travel. Parcel Post, Insured Mail, Certified Mail, COD, and Registered Mail are delivered to the residences or businesses of out-ofbounds customers if the residences or businesses are not more than three blocks from the carrier’s line of travel and passable walks are constructed or the street is not impassable. Otherwise, a notice is left in the box requesting that the customer call for the mail. If an ordinary parcel is involved and it can be placed in the box, delivery is made in that manner.
643 Requests for Delivery Service
643.1 General
Requests or petitions to establish, change, or extend city delivery service must be made to the local postmaster. No formal petition is required. Postmasters forward requests or petitions to establish service to the district designee with a statement reporting whether the requirements in 641.2 have been met. 643.2 Labor Strikes
The procedures for delivery to an address experiencing a labor strike are as follows:
a. Where a labor strike is in progress, the same service as was in effect prior to the strike should continue. No requests for changes in mail service will be complied with while the strike is in progress. If a request is received to have mail delivered to a plant that is normally received through Post Office box service or at a firm call window, advise that the request will not be granted until after the strike is over. b. Where it is the practice of a firm to transport mail to and from a detached mail unit (DMU) and a request is received for the Post Office Attachment 5
644 Postal Operations Manual
348 POM Issue 9, July 2002
Updated With Revisions Through April 30, 2022
to perform this service during a strike, disapprove the request because this involves a change in mail service.
644 Carrier Duties, Responsibilities, and Conduct
Refer to Handbook M-41, City Delivery Carriers Duties and Responsibilities. 645 Management
645.1 Pivoting Definition
Pivoting is a method of utilizing the undertime of one or several carriers to perform duties on a temporary vacant route or to cover absences.
Nonpreferential mail may be curtailed within delivery time standards on the vacant route and/or on the route of the carriers being pivoted. 645.2 Pivoting Usage
Pivoting is not limited to periods when mail volume is light and when absences are high, but also can be utilized throughout the year for maintaining balanced carrier workloads.
646 Reporting Local Ordinances and State Laws
Managers are expected to report in a timely manner to district offices any contemplated action by local or state authorities to enact or consider enactment of local ordinances or state laws that would adversely affect operating costs or performance of postal services.
65 Rural Delivery Service
651 Types of Service
651.1 Regular and Auxiliary Routes
A regular or auxiliary route operates Monday through Saturday, excluding holidays. Regular routes are classified as H, J, or K, in accordance with the table of route classifications provided in the Postal Service-NRLCA National Agreement. Regular carriers assigned to H routes work 6 days per week, while J routes receive 1 scheduled relief day per pay period, and K routes have 2 scheduled relief days per pay period.
Mileage routes, also referred to as M or RCS routes, are regular routes on which the carrier is compensated on the basis of the route’s mileage and the RCS (mileage) schedule. Mileage routes are no longer established. As existing mileage routes are vacated or standard hours increase so that the evaluated salary of the carrier would exceed the RCS salary, they are converted to the evaluated compensation system, at the appropriate classification.
Note: Authorized relief days are granted on Saturdays unless another day is desired by the regular carrier and is mutually agreeable to the postmaster and carrier. For J routes, the postmaster may schedule the relief day on either the first or second Saturday of the pay period.
Attachment 5
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
November 7, 2023
ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Brandon Swanson, Community Planning & Building Director APPROVED BY: Chip Rerig, City Administrator
SUBJECT: Mills Act Policy Discussion
RECOMMENDATION:
Receive the report and provide direction to staff.
BACKGROUND/SUMMARY:
Executive Summary:
The Mills Act was adopted by the State of California in 1972. The City of Carmel-by-the-Sea adopted a Mills Act program as part of the Local Coastal Program in 2004. The Council last discussed the City’s Mills Act Policy on October 4, 2022 and April 4, 2023; following a review of the existing Policy, review of various policy approaches practiced by jurisdictions across the State, and discussion of possible modifications at the April 4, 2023 Council Meeting, the Council declined to pursue any changes to the City’s Mills Act Policy.
In response to Council direction received on October 3, 2023, this staff report includes information on the Policy’s financial impacts to the City (see “Fiscal Impact” section). The staff report also includes policy information previously provided to the Council in October, 2022 and April, 2023 as context. Lastly, this staff report discusses the issue of rehabilitation/maintenance work completed within one year prior to contract finalization; while the Mills Act program is intended to be an incentive to complete future, planned work, there may be instances where the Council may wish to consider recently rehabilitated properties. Staff is seeking guidance from the Council on Policy modifications, if desired.
Background/Summary:
BACKGROUND
The Mills Act was adopted by the State of California in 1972, and continues today as California’s most important economic incentive program for the restoration and preservation of qualified historic buildings by private property owners. Mills Act legislation grants participating local governments (cities and counties) authority to enter into contracts with owners of qualified historic properties who actively participate in the restoration and maintenance of their historic properties while receiving property tax relief. California’s four largest cities (Los Angeles, San Diego, San Francisco, and San Jose) as well as more than 75 other city and county governments have instituted Mills Act programs. A list of communities participating in the Mills Act Program is available online at http://www.ohp.parks.ca.gov/default.asp?page_id=21412.
The City of Carmel-by-the-Sea adopted a Mills Act program as part of the Local Coastal Program in 2004, and since then has entered into new contracts with private property owners on a near-yearly basis. The property owner benefits from a reduction in property taxes, while the City benefits from having historic resources rehabilitated, maintained, and preserved.
Properties must be included on both the Carmel Historic Inventory and the Carmel Register of Historic Resources prior to being eligible for a Mills Act contract. To be listed on the Carmel Historic Inventory, an assessment of historical significance must be conducted to determine whether the property is eligible.
Eligible properties are those which represent at least one theme in the City’s Historic Context Statement; retain substantial integrity; are at least 50 years of age; are associated with significant events or people; embody distinctive characteristics; or yield information important to prehistory or local, state, or national history. To be listed on the Carmel Register, a property owner must submit a request in writing and their request must be approved by the Historic Resources Board. Listing on the Register provides benefits such as waiver of on-site parking requirements; preservation of existing non-conformities; Federal rehabilitation tax credits; building permit fee reduction of 25%; and, participation in the Mills Act program.
In addition to being listed on the Carmel Historic Inventory and the Carmel Register, a property must be preserved in its historic size, form and design without significant alterations or additions. More specifically, any future addition or alteration must comply with the Secretary’s Standards for the Treatment of Historic Properties. Alterations cannot alter, damage, or diminish any primary elevation or character-defining feature; additions cannot increase the floor area by more than 15 percent beyond the amount established in the documented original or historic design; and, additions cannot result in a second-story addition to a singlestory historic resource. These limitations apply to both past and planned work.
Mills Act Policy
The City’s current policy regarding Mills Act contracts allows for up to fifteen new contracts to be approved over a three-calendar year period (Attachment 1, Resolution 2016-068). The policy was reviewed by the City Council on March 3, 2020 and no changes were made at that time. The policy was again reviewed by the City Council on October 4, 2022 and April 4, 2023, and no changes were made at that time.
The City currently has 15 active contracts. The two calendar years during which the most Mills Act contracts were approved occurred in 2016 and 2022 when a total of 4 contracts were approved each year. In 2022, the City approved the first Mills Act contract for a commercial property, the Carmel Beach Hotel & Spa (formerly known as the Colonial Terrace Inn). In April 2023, the City entered into the second Mills Act contract for a commercial property: L’Auberge (formerly known as the Sundial Inn).
On October 4, 2022, the City Council discussed potential amendments to the Mills Act policy. The 2022 discussion revealed general Council support for the program, with recognition of the community benefit resulting from the preservation and maintenance of historic properties. However, some Council members expressed a desire to reconsider the length of the contract, limit the number of active contracts at any given time, and consider a dollar value cap on the tax break. Additionally, a concern was raised about high revenue-generating commercial properties receiving a 20-year tax reduction. The summary of each of these topics provided to Council on April 4, 2023 is provided below; ultimately the Council determined on April 4, 2023 not to change the contract length or issue notices of nonrenewal, and not to place limits on the annual number of contracts, assessed valuation, land use type or annual tax revenue loss.
Length of Contracts & Notices of Nonrenewal
The 2022 Council discussion on length of contracts and Notices of Nonrenewal raised questions of whether or not the contracts should be endless, or if they should have a hard end date before a re-application is needed.
In 2020, the City Attorney worked with City staff to review the contract language to ensure the contract is consistent with State law and our local Mills Act program. On March 3, 2020, the City Council approved the standard contract language (Attachment 2). In accordance with State law, the term of the contract is 10 years. Each year on the anniversary date of the contract, one year is automatically added to the term of the contract. This creates a rolling 10-year contract that automatically renews until such time that either the City or the property owner provides a written notice of non-renewal. Essentially, each January 1st, the 10-year contract restarts.
If the City desires to end a contract, the City must provide the property owner with written notice of nonrenewal at least 60 days prior to the annual renewal date. Property owners who desire to end a contract must give written notice to the City at least 90 days prior to the annual renewal date. If a notice of nonrenewal is provided, the agreement will expire 9 years from the renewal date of the following January 1st. An example is provided below:
The City enters into a Mills Act Contract on January 1, 2012. The term of the contract is 10 years.
The contract expires on December 31, 2021.
On the first anniversary date of the contract, January 1, 2013, one year is automatically added to the contract term. The new contract expiration date is December 31, 2022.
On the second anniversary date of the contract, January 1, 2014, one year is automatically added to the contract term. The new contract expiration date is December 31, 2023.
However, on November 1, 2014, 60 days prior to the third anniversary date of January 1, 2015, the City issues a Notice of Nonrenewal. The contract expiration date is now fixed at December 31, 2023. Additional years are no longer automatically added to the contract term.
To date, the City has not issued any Notices of Nonrenewal, and no property owners have issued Notices of Nonrenewal. If the City were to issue such notices no later than November 1, 2023, all of the existing Mills Act contracts would expire on December 31, 2032.
The homeowners of the four contracts approved in 2022 would see a property tax benefit for 10 years, whereas the homeowner whose contract was approved in 2011 would see a property tax benefit for 20 years.
If the Council were to direct staff to issue a Notice of Nonrenewal on all 15 existing contracts, they would expire at the end of 2032 and the City would have zero Mills Act contracts, assuming the City did not enter into any additional contracts.
Potential Policy Restrictions
Following the October 4, 2022 City Council meeting, staff reached out to 73 jurisdictions throughout California to gather data on their Mills Act programs. A total of 40 responses were received. Of those, the majority did not impose any restrictions on properties seeking a Mills Act contract. Those jurisdictions include: Berkeley; Brea; Campbell; Chico; Chula Vista; City of Monterey; Encinitas; Fontana; Huntington Beach; Los Altos; Monrovia; National City; Oakland; Palm Springs; Placentia; Pomona; San Juan Capistrano; Santa Ana; Santa Monica; Truckee; Ventura; and Ventura County. Some responsive jurisdictions, including but not limited to Pacific Grove, Palo Alto and San Mateo, do not have active Mills Act programs. A minority of responding jurisdictions reported at least one restriction on either the annual number of contracts permitted; assessed valuation limits; land use limits; or tax revenue loss. A summary of these respondents and the applicable restrictions is provided in the table below and as Attachment 3.
Other Items of Interest
Completed/Largely Completed Rehabilitation Projects:
The current Mills Act Policy does not speak explicitly to whether a recently rehabilitated property may be eligible for what would effectively be a retroactive Mills Act Historical Property Contract. The Mills Act program is intended to be an incentive for private property owners to complete future, planned work. CMC
17.32.100.B.6.c.ii requires the Historic Resources Board and the City Council to make the following finding:
The proposed rehabilitation/restoration and maintenance plan is appropriate in scope and sufficient in detail to guide long-term rehabilitation/restoration and maintenance.
However, there may be instances where the Council may wish to consider recently rehabilitated properties (rehabilitation projects completed within one year of Mills Act contract finalization) that do not require substantial future/additional rehabilitation work. Staff is seeking direction on whether the Mills Act Policy should be updated to specifically address this issue, or whether the Policy does not need to be updated because the current municipal code language is sufficient.
Application Fees & Inspections: The current application fee for a Mills Act Contract is $3,430. The fee is set at an amount intended to cover staff’s time processing and recording the application. Following approval and recordation of the contract, homeowners are required to obtain design review approval and/or building permits to carry out the improvements listed in their rehabilitation/maintenance plans. Fees are collected for those planning/building permit applications as appropriate, and the fees include the associated inspection costs for the work being performed.
Monterey County Tax Assessment Process: Upon approval of a Mills Act contract by the City Council, the contract is signed by all parties and recorded in the Monterey County Assessor’s Office. The County Assessor is tasked with the responsibility of calculating the property taxes in accordance with sections 439- 439.4 of the Revenue and Taxation Code which states, in part, that restricted historical properties shall be valued based on a prescribed income capitalization method rather than on sales data (Attachment 4). Jerry Gatt, Monterey County Appraiser, attended the April 4, 2023 City Council meeting to answer questions about the assessment process; the meeting was recorded and is available to view online here.
Mills Act participants may realize substantial property tax savings. The State advises Mills Act applicants to expect (approximately) between 40% and 60% savings each year for newly improved or purchased older properties. Valuations of Mills Act properties are determined by the Income Approach to Value rather than by the standard Market Approach to Value. The income approach, divided by a capitalization rate, determines the assessed value of the property. In general, the income of an owner-occupied property is based on comparable rents for similar properties in the area, while the income amount on a commercial property is based on actual rent received. Because rental values vary from area to area, actual property savings vary from county to county throughout the State. In addition, as County Assessors are required to assess all properties annually, Mills Act properties may see variations in their property taxes each year.
FISCAL IMPACT:
The City accepts a diminished tax base from properties with Mills Act Contracts in exchange for assurances that historic resources will be rehabilitated, restored, and maintained. Property taxes equal 1% of the property’s assessed value. The City of Carmel-by-the-Sea receives 6% of the 1%, and County schools receive 60% of the 1%. A spreadsheet titled “Pre - Post- Taxes (no fees)” provides tax figures for properties where data is available; note that tax records are not publically accessible prior to 2016 (Attachment 5). A spreadsheet titled “Actual Tax Reductions” provides financial data - based on 2022-2023 tax figures - as it relates to City and School tax impacts (as well as impacts to libraries, water resources, successor agencies, special districts, and County) for all properties with approved Mills Act contracts (Attachment 6).
The attached spreadsheets contain several pieces of information about taxes related to each of the City’s Mills Act Contract properties, and staff will be prepared to discuss them at the hearing. However, two pieces of information worth mentioning in this report is the actual reduction in tax revenue experienced by the City and the School District because of the existing Mills Act Contracts for the 2022-23 Tax Year. As detailed on the spreadsheet, the total actual loss in tax revenue over all the existing Mills Act Contracts is $9,123.76. The total loss experienced by the School District over all contracts in the same period is $91,237.63.
PRIOR CITY COUNCIL ACTION:
On June 8, 2010, the City Council adopted Resolution 2010-42 approving a limit of three Mills Act Contracts for residential properties within a calendar year and requiring the City Council to evaluate the program again in five years.
On September 13, 2016, the City Council adopted Resolution 2016-068 limiting the number of Mills Act Contracts to fifteen during any three-calendar-year period and requiring the City Council to evaluate the program after three years.
On March 3, 2020, the City Council reviewed the Mills Act policy and did not make any changes. The Council also reviewed and accepted standard contract language for Mills Act Contracts.
On October 4, 2022, the City Council discussed the Mills Act policy and directed staff to return at a later date with additional information.
On April 4, 2023, the City Council discussed the Mills Act policy and did not make any changes.
On October 3, 2023, the City Council agenda included four public hearings for Mills Act applications: MA 23-116 (Esperanza Carmel, LLC); MA 23-117 (Griffin); MA 23-146 (Lopez 5 NW, LLC); and MA 23-103 (Cypress Inn). The Council continued all four public hearings to a date uncertain (since determined to be December 5, 2023). The Council directed staff to return with additional information about the fiscal impact of approved contracts, specifically in regards to lost tax revenue to schools and the City.
ATTACHMENTS:
Attachment 1 - Resolution 2016-068
Attachment 2 - Standard Mills Act Contract
Attachment 3 - Mills Act Survey (Spring 2023)
Attachment 4 - Mills Act Guidelines for the Assessment of Enforceably Restricted Historical Property Attachment 5 - Spreadsheet: Pre-Post Taxes (no fees)
Attachment 6 - Spreadsheet: Actual Tax Reductions
Attachment 1
Attachment 1
OAK #4831-0417-0411 v2
RECORDING REQUESTED BY
CITY OF CARMEL-BY-THE-SEA
AND WHEN RECORDED MAIL TO
Carmel City Hall
Attn: Community Planning & Building
P.O. Box CC
Carmel-By-The-Sea, CA 93921 This space reserved for the Recorder’s use only
CITY OF CARMEL-BY-THE-SEA
MILLS ACT HISTORIC PROPERTY PRESERVATION CONTRACT
THIS AGREEMENT is made and entered by and between the CITY OF CARMEL-BY-THE-SEA a municipal corporation (hereinafter referred to as “City”), and PROPERTY OWNER (hereinafter referred to as “Owner”).
RECITALS
(i) California Government Code Section 50280, et seq. (known as the Mills Act) authorizes cities to enter into contracts with the owners of qualified historic properties to provide for their appropriate use, maintenance and restoration such that these historic properties retain their historic characteristics;
(ii) The Owner possesses fee title in and to that certain real property, together with associated structures and improvements thereon, located at ADDRESS (APN: 123-456- 789), Carmel-By-The-Sea, California, (hereinafter referred to as the “Historic Property”).
A legal description of the Historic Property is attached hereto, marked as “Exhibit A” and is incorporated herein by reference;
(iii) The property is identified as a historic resource on the City of Carmel-By-The-Sea’s Historic Inventory and Register of Historic Resources and is further described in the DPR 523A Form attached hereto, marked as “Exhibit B” and is incorporated herein by reference;
(iv) City and Owner, for their mutual benefit, now desire to enter into this Agreement both to protect and preserve the characteristics of historical significance of the Historic Property, as it exists at the date of this contract and as described in the City’s Register of Historic Resources and the National Register of Historic Places, and to qualify the Historic Property for an assessment of valuation pursuant to the provisions of Article 1.9 (commencing with section 439) of Chapter 3 of Part 2 of Division 1 of the California Revenue and Taxation Code.
Attachment 2
OAK #4831-0417-0411 v2
NOW, THEREFORE, City and Owner, in consideration of the mutual covenants and conditions contained herein, do hereby agree as follows:
1. INCORPORATION OF RECITALS. All recitals are incorporated into this Agreement.
2. EFFECTIVE DATE AND TERM. This Agreement shall be effective and commence on the date the Agreement is signed by the City, unless otherwise indicated by the County of Monterey, and shall remain in effect for a minimum term of ten (10) years thereafter.
3. AUTOMATIC RENEWAL. Each year, upon the anniversary of the effective date of this Agreement (hereinafter referred to as “annual renewal date”), one (1) year shall be added automatically to the term of this Agreement, unless timely notice of nonrenewal is given as provided in paragraph 4 of this Agreement. The total length of the contract shall not exceed twenty (20) years.
4. NOTICE OF NONRENEWAL. If City or Owner desires in any year not to renew this Agreement, that party shall serve written notice of nonrenewal in advance of the annual renewal date of this Agreement as follows: Owner must serve written notice of nonrenewal at least ninety (90) days prior to the annual renewal date; City must serve written notice of the nonrenewal at least sixty (60) days prior to the annual renewal date.
If notice is not received, the Agreement shall automatically be renewed for another year.
Upon receipt by Owner of a notice of nonrenewal from the City, Owner may make a written protest. At any time prior to the annual renewal date, City may withdraw its notice of nonrenewal.
5. EFFECT OF NOTICE OF NONRENEWAL. If either City or Owner serves timely notice of nonrenewal in any year, and this contract is not renewed, this Agreement shall remain in effect shall remain in effect for the balance of the period remaining since the original execution or the last annual renewal date.
6. FEES. The City may require that the Owner(s) of the Historic Property pay a fee that shall not exceed the reasonable cost of providing services, such as inspections, pursuant to Government Code Section 50281.1 (Article 12 of Chapter 1 of Part 1 of Division 1 of Title 5 of the Government Code), for which the fee is charged.
7. VALUATION OF PROPERTY. During the term of this Agreement, Owner is entitled to seek assessment of valuation of the Historic Property pursuant to the provisions of Chapter 3 of Part 2 of Division 1 of the California Revenue and Taxation Code.
8. PRESERVATION OF PROPERTY. Owner shall preserve and maintain the characteristics of historical significance of the Historic Property and agrees to complete rehabilitation and/or maintenance activities as defined in the Rehabilitation/Restoration and Maintenance Plan attached as “Exhibit C”. Requests for revisions to the Maintenance and Attachment 2
OAK #4831-0417-0411 v2
Rehabilitation plan shall be reviewed by the Historic Resources Board prior to implementation. In addition, Owner shall comply with the terms of the City’s Historic Preservation Ordinance (CMC 17.32). Owners shall not be permitted to further impede any view corridor with any new structure, including but not limited to walls, fences, or shrubbery, so as to prevent the viewing of the Historic Property from the public right-ofway.
9. RESTORATION OF PROPERTY. Owner shall, where necessary, restore and rehabilitate the Historic Property to conform to the rules and regulations of the Office of Historic Preservation of the State Department of Parks and Recreation, U. S. Secretary of the Interior’s Standards for Rehabilitation, the State Historical Building Code, and the City of Carmel-by-the-Sea, all as amended.
10. INSPECTIONS. Owner shall allow periodic examinations, at least every five (5) years, with reasonable notice thereof, of the interior and exterior of the Historic Property by representatives of the County of Monterey Assessor and the City of Carmel-By-The-Sea as may be necessary to determine Owner’s compliance with the terms and provisions of this Agreement. The City will coordinate inspections by such other agencies that have jurisdiction and will keep them to the minimum necessary to determinate such compliance.
11. PROVISION OF INFORMATION. Owner shall furnish City with any and all information required by City, in order to determine the eligibility of the Historic Property, and that City deems necessary or advisable to determine compliance with the terms and provisions of this Agreement.
12. ANNUAL REPORT. Owner shall submit an annual report at least 90 days prior to each annual renewal date (October 1st) to the Department of Planning and Building specifying all work that has been done to maintain and preserve the historic resource over the preceding year in compliance with the approved maintenance plan.
13. CANCELLATION. The City has the right to cancel the contract if the owner allows the property to deteriorate to the point that it no longer meets the standards for a qualified historical property. The City also has the right to cancel this contract if the owner(s) breaches the provisions of paragraph’s # 8, 9, 10 or 12 of this Agreement after the City has provided reasonable notice of any failure to comply with the agreement, and a public hearing. Notice of the hearing shall be mailed to the last known address of each owner of the property, with the notice conforming to the provisions of Government Code section 6061., If after notice and a hearing, the contract is cancelled, termination of the Agreement is immediate, and the owner shall pay a cancellation fee equal to 12.5 percent of the current fair market value of the property, as determined by the Monterey County Assessor as though the property were free of the contractual restriction. The cancellation fee shall be paid to the Assessor, at the time and in the manner that the Assessor shall prescribe. City’s right to cancel this Agreement pursuant to this paragraph Attachment 2
OAK #4831-0417-0411 v2
shall in no way limit or restrict its rights or legal remedies arising from City’s Historic Preservation Ordinance and Municipal Code.
14. ENFORCEMENT OF AGREEMENT. In lieu of and/or in addition to any provisions to cancel this Agreement as referenced herein, City may specifically enforce, or enjoin the breach of, the terms of this Agreement.
15. WAIVER. City does not waive any claim or default by Owner if City does not enforce or cancel this Agreement. All remedies at law or in equity, which are not otherwise provided for this Agreement or in City’s regulations governing historic properties are available to City to pursue in the event there is a breach of this Agreement. No waiver by City of any breach or default under this Agreement shall be deemed to be a waiver of any other subsequent breach thereof or default hereunder.
16. BINDING EFFECT OF AGREEMENT. Owner hereby subjects the Historic Property to the covenants, reservations and restrictions set forth in this Agreement. City and Owner hereby declare their specific intent that the covenants, reservations, and restrictions as set forth herein shall be deemed covenants running with the land and shall pass to and be binding upon Owner’s successors and assigns in title or interest to the Historic Property. A successor in interest shall have the same rights and obligations under this Agreement as the original owner who executed the Agreement.
Each and every contract, deed or other instrument hereinafter executed, governing or conveying the Historic Property, or any portion thereof, shall conclusively be held to have been executed, delivered and accepted subject to the covenants, reservations and restrictions expressed in this Agreement regardless of whether such covenants, reservations and restrictions are set forth in such contract, deed or other instrument.
City and Owner hereby declare their understanding and intent that the burden of the covenants, reservations and restrictions set forth herein touch and concern the land in that it restricts development of the Historic Property. City and Owner hereby further declare their understanding and intent that the benefit of such covenants, reservations and restrictions touch and concern the land by enhancing and maintaining the cultural and historic characteristics and significance of the Historic Property for the benefit of the public and Owner.
17. NOTICE. Any notice required to be given by the terms of this Agreement shall be provided at the address of the respective parties as specified below, by personal delivery or United States mail, postage prepaid, addressed as follows:
City: Carmel-By-The-Sea
Community Planning & Building Department
Attn: Community Planning & Building Director
P.O. Box CC
Carmel-By-The-Sea, CA 93921
Attachment 2
OAK #4831-0417-0411 v2
Owner: Name
Address
City, State, Zip
Notice to successors in interest to either party shall be sent to the appropriate address.
In the case of future Owner(s) of the Historic Property, notice shall be sent to the address on file with the county property tax office in power at the time.
18. RECORDATION. No later than twenty (20) days after the parties execute and enter into this Agreement, the City shall cause this Agreement to be recorded in the Office of the County Recorder of the County of Monterey. From and after the time of the recordation, this Agreement shall impart a notice thereof to all persons as is afforded under state law.
19. STATE LAW. The Owner or agent of Owner shall provide written notice of this Agreement to the State Office of Historic Preservation within six (6) months of the date of this Agreement.
20. GOVERNING LAW; VENUE. This Agreement shall be constructed and governed in accordance with the laws of the State of California. Should either party to this agreement bring legal action against the other, the case shall be handled in Monterey County, California and the party prevailing in such action shall be entitled to a reasonable attorney fee which shall be fixed by the judge hearing the case and such fee shall be included in the judgment together with all costs.
21. AMENDMENTS. This agreement may be amended in whole or in part, only by a writtenrecorded instrument executed by the parties hereto.
22. DESTRUCTION OF PROPERTY; EMINENT DOMAIN; CANCELLATION. If the Historic Property is destroyed by earthquake, fire, flood, or other natural disaster such that in the opinion of the City Building Official more than sixty percent (60%) of the original fabric of the structure must be preplaced, this Agreement shall be cancelled because the historic value of the structure will have been destroyed. If the Historic Property is acquired in whole or in part by eminent domain or other acquisition by any entity authorized to exercise the power of eminent domain, and the acquisition is determined by the City Council to frustrate the purpose of this Agreement, this Agreement shall be cancelled.
No cancellation fee pursuant to Government Code Section 50286 shall be imposed if the Agreement is cancelled pursuant to this paragraph. Such Agreement shall be null and void for all purposes of determining the value of the property so acquired.
23. INDEMNIFICATION. Owner shall defend, indemnify, and hold harmless City and its elected officials, officers, agents and employees from any actual or alleged claims, demands, causes of action, liability, loss, damage, or injury to property or persons, including wrongful death, whether imposed by a court of law or by administrative action of any Attachment 2
OAK #4831-0417-0411 v2
federal, state or local government agency, arising out of or incident to the direct or indirect use, operation, or maintenance of the Historic Property by Owner or any contractor, subcontractor, employee, agent, lessee, licensee, invitee, or any other person; (ii) Owner’s activities in connection with the Historic Property; and (iii) any restriction on the use of development of the Historic Property, from application or enforcement of the City’s Municipal Code, or from the enforcement of this Agreement.
This indemnification includes, without limitation, the payment of all penalties, fines, judgments, awards, decrees, attorneys’ fees, and related costs or expenses, and the reimbursement of the City, its elected officials, employees, and/or agents for all legal expenses and costs incurred by each of them. Owner’s obligation to indemnify shall survive the termination, cancellation, or expiration of this Agreement and shall not be restricted to insurance proceeds, if any, received by City, its elected officials, employees, or agents.
24. SEVERABILITY. In the event that any of the provisions of this Agreement are held to be unenforceable or invalid by any court of competent jurisdiction, or by subsequent preemptive legislation, the validity and enforceability of the remaining provisions, or portions thereof, shall not be affected thereby.
IN WITNESS THEREOF, the City and Owners have executed this Agreement on the day and year written above.
CITY OF CARMEL-BY-THE-SEA:
By: _______________________ Date: __________________
Name: Richard L. Rerig (“Chip”)
Title: City Administrator
PROPERTY OWNER(S):
By: __________________________ Date: ___________________ Name:
Title: Property Owner
By: __________________________ Date: ___________________ Name:
Title: Property Owner
Attachment 2
OAK #4831-0417-0411 v2
EXHIBIT A
LEGAL DESCRIPTION
EXHIBIT B
DPR 523A FORM
EXHIBIT C
REHABILITATION/RESTORATION AND MAINTENANCE PLAN
Attachment 2
City/County Annual Limit on the
Number of Contracts
Limits on
Assessed Valuation
Limits on
Land Use Type
Limits on Annual
Tax Revenue Loss
Beverly Hills -
$8 million for single-family residential
$10 million for multi-family rental
$7.5 million for commercial
-
$500,000 to City
$400,000 to Schools
Claremont 6 - Residential only -
Coronado - - -
50% tax reduction
limit for individual
properties
Fullerton 10 $800,000 Residential only -
Long Beach 22 $1,558,465 for residential
$4,032,538 for commercial - -
Los Angeles City -
$1.5 million for residential
$3 million for commercial - -
Los Angeles County -
$1 million for residential
$3 million commercial - -
Monterey County -
$3 million for residential
$5 million for commercial - -
Pasadena 26 $2 million for residential
No cap on commercial - -
Riverside 10 - - -
Salinas - - - $100,000
San Francisco -
$3 million for residential
$5 million for commercial - -
San Luis Obispo 10 - - -
Santa Barbara -
$2.5 million for single-family; $3 million
for multi-family or commercial - $260,000
Santa Clara 10 - - -
Sierra Madre 3 - - -
Sunnyvale 3 - - -
STATE OF CALIFORNIA
June 2, 2005
TO COUNTY ASSESSORS AND INTERESTED PARTIES:
NOTICE OF BOARD ACTION
GUIDELINES FOR THE ASSESSMENT OF
ENFORCEABLY RESTRICTED HISTORICAL PROPERTY
On May 25, 2005, the Board of Equalization approved the following guidelines pertaining to the assessment of enforceably restricted historical property. These guidelines supersede Letter To Assessors No. 77/174 (dated December 19, 1977).
On June 8, 1976, the voters of California approved Proposition 7 which amended section 8 of article XIII of the California Constitution. This amendment requires that enforceably restricted historical property be valued on a basis that is consistent with its restrictions and uses. Sections 439 through 439.4 were added to the Revenue and Taxation Code to implement Proposition 7.
These statutes, in particular section 439.2, prohibit a valuation of enforceably restricted historical property based on sales data and instead require that such property be valued by a prescribed income capitalization method.
Staff drafted these guidelines in consultation with interested parties and, after discussions, no issues remained unresolved. The guidelines discuss the enforceably restricted historical property requirements, the income to be capitalized, the capitalization rate, the effect of Proposition 13 upon enforceably restricted historical properties that undergo change in ownership or new construction, and the valuation of property under notice of nonrenewal.
The guidelines are posted on the Board's website at www.boe.ca.gov/proptaxes/guideproc.htm.
We hope this information proves useful and promotes uniformity of assessment for these properties. If you have any questions, please contact our Real Property Technical Services Unit at 916-445-4982.
Sincerely,
/s/ David J. Gau
David J. Gau
Deputy Director
Property and Special Taxes Department
DJG:grs
Enclosure
BETTY T. YEE
Acting Member
First District, San Francisco
BILL LEONARD
Second District, Sacramento/Ontario
CLAUDE PARRISH
Third District, Long Beach
JOHN CHIANG
Fourth District, Los Angeles
STEVE WESTLY
State Controller, Sacramento
RAMON J. HIRSIG
Executive Director
No. 2005/035
STATE BOARD OF EQUALIZATION
PROPERTY AND SPECIAL TAXES DEPARTMENT
450 N STREET, SACRAMENTO, CALIFORNIA
PO BOX 942879, SACRAMENTO, CALIFORNIA 94279-0064
916 445-4982 z FAX 916 323-8765
www.boe.ca.gov
Attachment 4
1 GUIDELINES FOR THE ASSESSMENT OF
ENFORCEABLY RESTRICTED HISTORICAL PROPERTY
HISTORY
Effective March 7, 1973, Chapter 1442 of the Statutes of 1972 (also known as the Mills Act) added sections 50280 through 50289 to the Government Code to allow an owner of qualified historical property to enter into a preservation contract with local government. When property is placed under such a contract, the owner agrees to restore the property if necessary, maintain its historic character, and use it in a manner compatible with its historic characteristics.
Prior to the passage of Proposition 7 in 1976, these agreements (i.e., Mills Act contracts) constituted enforceable restrictions on the use of land within the meaning of Revenue and Taxation Code section 402.11
(Property Tax Rule 60, repealed January 10, 1978). However, Proposition 7 added the second paragraph to section 8 of article XIII of the California Constitution:
To promote the preservation of property of historical significance, the Legislature may define such property and shall provide that when it is enforceably restricted, in a manner specified by the Legislature, it shall be valued for property tax purposes only on a basis that is consistent with its restrictions and uses.
To implement Proposition 7, Chapter 1040 of the Statutes of 1977 (Senate Bill 380) added sections 439 through 439.4 to the Revenue and Taxation Code. These statutes, in particular section 439.2, prohibit a valuation of enforceably restricted historical property based on sales data and instead require that such property be valued by a prescribed income capitalization method.
ENFORCEABLY RESTRICTED HISTORICAL PROPERTY
Under section 439, historical property is "enforceably restricted" if it meets the definition of a "qualified historical property" as defined in Government Code section 50280.1 and is subject to a historical property contract executed pursuant to Government Code section 50280 and following.
A qualified historical property includes qualified historical improvements and the land on which the improvements are situated, as specified in the historical property contract. If the contract does not specify the land to be included, the qualified historical property includes only a land area of reasonable size to situate the improvements.
A qualified historical property is privately-owned property that is not exempt from property taxation and that also meets either of the following criteria:
• The property is listed in the National Register of Historic Places, or is located within a registered historic district; or
1 Unless otherwise noted, all statutory references are to the Revenue and Taxation Code.
Attachment 4
2 • The property is listed in any official state, county, city, or city and county official register of historical or architecturally significant sites, places or landmarks, including the California Register of Historical Resources, California Historical Landmarks, State Points of Historical Interest, local landmarks, and local survey listings of historical properties.
The historical property contract must have a minimum term of ten years, and, as applicable, must contain certain other elements, including the following:
• A provision relating to the preservation of the qualified historical property and, when necessary, the restoration and rehabilitation of the property in conformance with state historic preservation guidelines;
• A requirement for the periodic examination of the property to ensure compliance with the agreement;
• A requirement that the historical property agreement be binding upon successor owners of the qualified historical property; and
• A provision for an automatic one-year extension of the contract, with an additional year added to the initial contract term on each anniversary of the contract, unless either party provides notice of nonrenewal. If a notice of nonrenewal is given, the contract runs for its remaining term.
Once a contract is signed, accepted, and recorded, the property subject to the contract must be assessed under section 439.2 on the ensuing lien date. For example, if a contract were recorded in August 2004, the property should have been valued pursuant to section 439.2 for lien date January 1, 2005.
Local authorities may cancel a historical property agreement for breach of contract or failure to protect the historical property. Alternatively, the local entity may take legal action to enforce the contract.
ASSESSMENT
The assessment of an enforceably restricted historical property involves the following aspects:
(1) valuing the restricted historical property; (2) properly applying certain assessment provisions relating to article XIII A of the California Constitution (Prop 13); (3) valuing the restricted historical property following a notice of nonrenewal; and (4) valuing the restricted historical property following cancellation of the contract.
Valuing the Restricted Historical Property
Section 439.2 prohibits the assessor from using sales data relating to similar properties, whether or not enforceably restricted, to value an enforceably restricted historical property. Instead, the assessor must annually value a restricted historical property using an income approach that Attachment 4
3 follows the specific provisions of section 439.2. These provisions explicitly address (1) the determination of the income to be capitalized, (2) the development of the capitalization rate, (3) the capitalization technique to be used, and (4) the determination of the restricted historical property's taxable value on each lien date.
Income to be Capitalized
As provided in section 439.2(a), the income to be capitalized when valuing a restricted historical property is the property's fair rent less allowed expenditures, or allowed expenses. In general, section 439.2(a) follows Property Tax Rule 8(c), with fair rent in section 439.2 corresponding to gross return in Rule 8(c); allowed expenditures, or allowed expenses, in section 439.2 corresponding to gross outgo in Rule 8(c); and the income to be capitalized in section 439.2 corresponding to net return in Rule 8(c). In addition, for the purposes here, "gross income" is synonymous with fair rent, and "net operating income" is synonymous with the income to be capitalized.
The parties to a historical property agreement may stipulate a minimum annual income to be capitalized, in which case the income to be capitalized may not be less than the stipulated amount.
Fair rent, or gross income. The gross income of a restricted historical property is the fair rent for the property considering the restrictions on the property's use. When establishing the fair rent for a restricted historical property, the appraiser should consider the actual rent and typical rents in the area for similar properties in similar use, where the owner pays the property taxes.
The actual rent received by the owner of the subject restricted historical property is relevant to an estimate of fair market rent only if the actual rent is the same rent that would be expected if the existing lease were renegotiated in light of current market conditions, including the subject property's enforceable restrictions on use. With respect to rents from similar, or comparable, properties, if such rents are from properties outside the geographic or market area of the subject property, or from properties that are otherwise dissimilar to the subject property, the rents may not be relevant to an estimate of the subject property's fair rent.
Comparable rental data for single-family residences can be obtained from real estate brokers, rental agencies, and newspaper ads. Many assessors offices maintain rental data for commercial properties, and this data may be helpful when establishing the fair rent for restricted historical property when the contract allows a commercial use. Rental data for commercial property also can be obtained from commercial real estate brokers. For the purpose of estimating anticipated market fair rent and expenditures for use in calculating the subject property's value, rental and expense data for existing restricted historical properties, including the subject historical property, can be obtained through an annual questionnaire sent to property owners.
If sufficient rental data are not available, or such data are unreliable, the appraiser must impute a gross income for the subject restricted historical property. The imputed income should be based on what an informed investor would reasonably expect the property to yield under prudent management, given the provisions under which the property is enforceably restricted.
Attachment 4
4 Allowed expenditures. Section 439.2(a)(3) defines allowed expenditures, or allowed expenses, as expenses necessary for the maintenance of the property's income. Allowed expenses are the same as those permitted in Property Tax Rule 8(c).
Typical expenses include the cost of utilities, maintenance and repair, insurance and property management. Allowed expenses also may include amounts owing for special assessments and special taxes. Expenses related to debt service, general property taxes, and depreciation should not be deducted.
In general, to arrive at the net income to be capitalized, allowed expenses are subtracted from the estimated rental income. However, in order to properly process the income, the appraiser must be aware of the structure of the lease with regard to how expenses are shared between the landlord-owner and the tenant.
The proper perspective from which to view the processing of income and expenses is that of the landlord-owner. The objective is to estimate the net income to the landlord-owner—this is the amount that should be capitalized—and the correct question to ask is the following: What, if any, allowed expenses must the landlord-owner pay out of the rental income that he or she receives?
In a gross lease, almost all of the allowed expenses must be paid out of the gross rent and, therefore, must be subtracted from the gross rent to arrive at the net income to be capitalized. In a net lease, relatively few allowed expenses must be paid by the landlord-owner out of the net rent (because the tenant pays most expenses) and only these expenses should be subtracted from the net rent to arrive at the net income to be capitalized. Frequently, there is a hybrid arrangement—some expenses are paid by the landlord-owner and some by the tenant. How expenses are shared often depends upon the property type together with local conventions.
Income to be capitalized, or net operating income. The income to be capitalized, or net operating income, is simply the fair rent, or gross income, described above less the allowed expenditures described above.
Capitalization Rate
The method of developing the capitalization rate to be used when valuing restricted historical property is prescribed by statute; a capitalization rate derived from sales data or the band of investment is not permitted.
Section 439.2 prescribes two types of capitalization rates for restricted historical property: (1) a capitalization rate to be used when valuing restricted historical property that is an owneroccupied single-family residence and (2) a capitalization rate to be used when valuing all other restricted historical property. Both types of capitalization rates include components for interest (i.e., yield), risk, property taxes, and amortization of improvements; in fact, the two rates are identical except for the amount of the risk component. The capitalization rate contains the following components:
Attachment 4
5 • An interest component annually determined by the State Board of Equalization and based on the effective rate on conventional mortgages as determined by the Federal Housing Finance Board. The interest component is announced annually, in a Letter To Assessors, by October 1 of the preceding assessment year.
• A historical property risk component determined by property type. For owner-occupied single-family residences, the rate is 4 percent; for all other types of restricted historical property, the rate is 2 percent.
• An amortization component for improvements defined as a percentage equal to the reciprocal of the remaining life of the improvements (e.g., if the remaining economic life of the improvements were 20 years, the amortization component would be 5 percent). Since the amortization component applies only to improvements, not to land, which is a nondepreciating asset, it is necessary to adjust the amortization component described in the statute. We recommend the following method of adjustment:
1. Based upon market data, estimate the percentage of total property value attributable to improvements.
2. Multiply this percentage by the amortization component described in the statute (i.e., by the reciprocal of the remaining life of the improvements). For example, if the remaining life of the improvements was 20 years, yielding a reciprocal percentage of 5 percent, and if 70 percent of the total property value was attributable to the improvements, the adjusted amortization factor would be 3.5 percent (0.05 x 0.70 =
0.035).
3. Add the adjusted amortization component to the other capitalization rate components to arrive at the total capitalization rate.
• A property taxes component equal to the percentage of the estimated total tax rate applicable to the property for the assessment year multiplied by the assessment ratio. Typically, the property tax component includes the basic tax rate of 1 percent plus an additional ad valorem rate related to any bonded indebtedness pertaining to the tax rate area in which the property is located. Special district assessments and special taxes are not included in the property tax component. As noted above, they should be treated as allowed expenses.
Capitalization Technique
The capitalization technique to be used when valuing a restricted historical property is prescribed by statute and is formulaic. Section 439.2(e) provides that the restricted value shall be the income to be capitalized, or net operating income, developed as prescribed by statute, divided by one of the two types of capitalization rates prescribed by statute. In other words, the restricted value is the simple quotient of the prescribed income to be capitalized and the prescribed capitalization rate.
Attachment 4
6 Determination of Taxable Value on Each Lien Date
Section 439.2(d) provides that a historical property's restricted value may not be enrolled if it exceeds either (1) the value of the subject property as determined under section 110 (i.e., current market value) or (2) the value of the subject property as determined under section 110.1 (i.e., factored base year value). In other words, section 439.2 states that the taxable value of a restricted historical property on each lien date shall be the lowest of its restricted value, current market value, or factored base year value. The factored base year value for an enforceably restricted historical property is the value that was established for the 1975 lien date2 or as of the
date of the most recent change in ownership, whichever is later, adjusted by the annual inflation factor.
Article XIII A (Prop 13) Considerations
This section discusses how three important elements relating to implementation of article XIII A—change in ownership, new construction, and supplemental assessment—relate to the assessment of restricted historical property. Also discussed is the case in which only a portion of a property is subject to the historical property agreement—that is, the case in which a single property unit contains both restricted and unrestricted portions.
Change in Ownership
When a property subject to a historical property contract undergoes a change in ownership, a new base year value should be established for the property as of the date of change in ownership, as provided in section 110.1. Typically, a restricted historical property's base year value will be greater than its restricted value determined under section 439.2 and hence will not be enrolled as the property's taxable value. However, the establishment of a new base year value enables the assessor to perform the three-way value comparison prescribed by section 439.2(d) and described above. The establishment of a base year value is also necessary in order to calculate the assessed values of historical property should the historical property agreement enter nonrenewal status.
New Construction
Section IV of National Register Bulletin #15 defines a "building" as follows:
A building, such as a house, barn, church, hotel, or similar construction, is created principally to shelter any form of human activity. "Building" may also be used to refer to a historically and functionally related unit, such as a courthouse and jail or a house and barn.
Section IV further specifies that "[b]uildings eligible for the National Register must include all of their basic structural elements. Parts of buildings, such as interiors, facades, or wings, are not eligible independent of the rest of the existing building. The whole building must be considered,
2 Sections 110.1(d) and 405.5 do not apply to historical properties under contract as of lien date 1975 because the constitutional amendment which placed the valuation of historical property under article XIII rather than article XIII A had not yet been passed and, thus, was not in effect for the 1975 lien date.
Attachment 4
7 and its significant features must be identified." Thus, eligibility for the National Register is determined by the extent to which the basic structural elements of an existing building are intact.
In general, a newly constructed building would not be eligible because it is not an existing building with basic structural elements.3
Also, a newly constructed building is not a historic resource, and, thus, is not a qualified historical property within the meaning of Government Code section 50280.1. For example, a newly constructed detached garage (assuming it is not a reconstruction of a historical garage) clearly would not be eligible because it has no significance in American history or architecture, nor does it meet any of the other requisite criteria.
Bulletin 15, however, does list one type of newly constructed property that may be eligible for inclusion under the Mills Act. A reconstructed historic building is eligible for the National Register if the reconstruction is "accurately executed in a suitable environment and presented in a dignified manner as part of a restoration master plan, and when no other building or structure with the same association has survived."
The historical property contract typically specifies the scope and type of any work to be performed on the historical improvements. Improvements existing as of the date of the contract would be subject to the provisions of section 439.2 unless specifically excluded by the contract.
Any new construction made to the historical structure after the issuing date of the contract would not be subject to the provisions of section 439.2 unless specifically included in the contract or an amendment to the contract. Any questions regarding new construction to enforceably restricted historical structures should be directed to the counsel of the legislative body of the city, county, or city and county that contracted with the property owner.
Assuming that the newly constructed property is subject to the historical property contract, a base year value should be established for the newly constructed portion and this value added to the factored base year value of the existing restricted property.
In some cases, an existing historical property may include a portion that is restricted (i.e., subject to a historical property contract) and a portion that is unrestricted. In this case, separate factored base year values should be maintained for the restricted and unrestricted portions and the base year value of any newly constructed property added to the appropriate portion. The assessment treatment of this type of property is discussed further below.
Supplemental Assessment
Although the assessor is required to establish a new base year value upon a change in ownership or completed new construction involving restricted historical property, such property is not subject to supplemental assessment. As provided in Revenue and Taxation Code section 75.14:
Supplemental assessment; limitation. A supplemental assessment pursuant to this chapter shall not be made for any property not subject to the assessment
3 National Register Bulletin 15, "How to Apply the National Register Criteria for Evaluation," U.S. Department of the Interior, National Park Service (www.cr.nps.gov/nr/publications/).
Attachment 4
8 limitations of Article XIII A of the California Constitution. All property subject to the assessment limitations of Article XIII A of the California Constitution shall be subject to the provisions of this chapter, except as otherwise provided in this article.
As discussed above, the assessment of enforceably restricted historical property is subject to the provisions of article XIII, section 8 of the California Constitution, not article XIII A. Thus, section 75.14 precludes the assessor from enrolling supplemental assessments for enforceably restricted historical property.
Historical property not yet under contract that undergoes a change in ownership or new construction is subject to supplemental assessment, even if the property owner later executes a historical property contract in the same fiscal year. Also, any new construction involving a historical property that does not come under the existing historical property contract (e.g., a detached garage added to a restricted historical property) would be subject to supplemental assessment.
When a Property Contains Both Restricted and Unrestricted Portions When only a portion of a property that would normally be considered a single appraisal unit is restricted by a historical property contract, the assessed value should be determined by making a comparison of three values, determined as follows. First, the portion under contract should be valued using the capitalization method prescribed by section 439.2. Added to this figure should be the lower of the unrestricted portion's fair market value or factored base year value. The resulting sum should be compared to both the fair market value and the factored base year value of the entire property (i.e., both restricted and unrestricted portions) and the lowest of the three figures should be enrolled.
Valuing Property Under Notice of Nonrenewal
As provided in Government Code section 50282, either the owner of a restricted historical property or the local government entity may serve notice that it does not intend to renew the historical property contract. If such notice is not given, another year is automatically added to the term of the initial contract, thus creating a "rolling" contract term that is always equal to the initial contract term.
Section 439.3 prescribes the valuation method for a restricted historical property in nonrenewal status; this valuation method applies until the end of the restricted period (i.e., until the existing contract expires). In essence, the method results in a restricted value that gradually approaches the historical property's factored base year value as the remaining term under the contract decreases. For a property in nonrenewal status, the assessor must annually value the property as follows:
1. Determine the full cash value (i.e., factored base year value) of the property in accordance with section 110.1. (Alternatively, if the property will not be subject to section 110.1 when the historical property agreement expires, determine its fair market value in accordance with Attachment 4
9 section 110, as if the property were free of the agreement's restrictions; or, if the property will be subject to another type of restricted value standard when the historical property agreement expires, determine the property's value as if it were subject to the new restrictions.)
2. Determine the restricted value of the property by the capitalization of income method provided in section 439.2.
3. Subtract the restricted value determined in Step 2 from the factored base year (or other) value determined in Step 1.
4. Using the amount for the interest rate component (section 439.2(b)(1)) announced by the Board, discount the amount obtained in Step 3 for the number of years remaining until the termination of the contract.
5. Determine the restricted value of the property in nonrenewal status by adding the value determined in Step 2 to the amount obtained in Step 4.
The historical property's restricted value in nonrenewal status—that is, the value determined above, in accordance with section 439.3—should be compared with the historical property's factor base year and current market values, and the lowest of these three values should be enrolled as the property's taxable value.
Cancellation of Contract
The government entity party to a historical property contract may cancel the contract, after notice and a public hearing, if it determines that either the owner has breached the agreement or the property has deteriorated to the extent that it no longer meets the standards of a historical property. If the contract is cancelled, the property owner must pay a cancellation fee equal to 12½ percent of the property's current fair market value as though free of the contractual restriction, such value to be determined by the county assessor. After a contract is cancelled, the lower of the property's factored base year value or current market value should be enrolled for the ensuing lien date.
SUMMARY
The key points contained in these guidelines can be summarized as follows:
1. An owner of qualified historical property may enter into a preservation contract with local government. When property is placed under such a contract, the owner agrees to restore the property if necessary, maintain its historic character, and use it in a manner compatible with its historic characteristics. Such property receives the special valuation treatment prescribed under Revenue and Taxation Code sections 439 through 439.4.
2. Enforceably restricted historical property is to be annually valued by the income capitalization method prescribed in section 439.2, which contains specific instructions with Attachment 4
10 regard to the income to be capitalized, the capitalization rate, and the capitalization technique to be used. The restricted value must be compared to the property's current market value and factored base year value, with the lowest of these three values enrolled as the property's taxable value.
3. When assessing restricted historical property, the appraiser should consider how three important elements of article XIII A—change in ownership, new construction, and supplemental assessment—relate to the assessment. The appraiser should consider how a property should be assessed when only a portion of it is subject to a historical property agreement.
4. Restricted historical property under a notice of nonrenewal should be valued in accordance with section 439.3.
5. The government entity party to a historical property contract may cancel the contract. The cancellation fee is 12½ percent of the property's current fair market value as though free of the contractual restriction, with such value to be determined by the local assessor.
Additional information about Mills Act contracts may be obtained from the state Office of Historic Preservation, either by telephone at 916-653-6624, or from their website (www.ohp.parks.ca.gov).
(Note: Please see the assessment examples following.)
Attachment 4
Historical Property Valuation Examples Page 1
EXAMPLE 1 (OWNER-OCCUPIED SINGLE-FAMILY RESIDENCE)
Subject Restricted Historical Property
Restored, 105-year-old, Victorian single-family residence. Excellent condition. Under Mills Act contract since 1985 and not in nonrenewal status. Owner-occupied.
Determination of Restricted Value (current lien date)
Gross income (Fair rent)
$1,500 per month x 12 months = $18,000
Less: Anticipated vacancy and collection loss
$18,000 x 5% - 900
Effective gross income $17,100
Less: Anticipated operating expenses
Grounds maintenance $600
Fire insurance 400
Management Fee 360
Water and garbage 240
Building maintenance + 500 - 2,100
Net Operating Income $15,000
Restricted Capitalization Rate
Rate Components:
Interest rate .080
Risk (owner-occupied SFR) .040
Property tax (ad valorem) .015
Amortization (50-year remaining life; improvements
constitute 70% of total property market value;
0.02 x 0.70 – 0.014) + .014 .149
Restricted Value
$15,000 ÷ .149 = $100,671
Taxable Value—Three-Way Value Comparison
Restricted value $100,671
Factored base year value (based on prior change in ownership) $357,000 Current market value (based on comparable sales) $450,000 The lowest of the three possible values is the restricted value. Thus, the net taxable value would be $93,671 ($100,671 restricted value less the homeowners' exemption of $7,000).
Note 1: If this property had been a non-owner-occupied SFR, the only difference in the determination of the restricted value would have been the use of a risk rate component of 2% rather than 4% in the capitalization rate.
Note 2: In this and the following examples, the gross income, or fair rent, is presented on a gross rent basis, that is, under the assumption that the landlord-owner pays all operating expenses out of the gross income.
Attachment 4
Historical Property Valuation Examples Page 2
EXAMPLE 2 (OFFICE USE)
Subject Restricted Historical Property
Multi-tenant, restored historical office building in a downtown commercial district. Under Mills Act contract since 1985 and not in nonrenewal status.
Determination of Restricted Value (current lien date)
Gross Income (Fair rent):
Offices 140,000 sf @ $1.75/sf = $245,000
x 12 months = $2,940,000
Less: Anticipated vacancy and collection loss
$2,940,000 x 5% - 147,000
Effective gross income $2,793,000
Less: Anticipated operating expenses
Management $290,000
Maintenance 95,000
Insurance 75,000
Utilities 360,000
Janitorial + 140,000 - 960,000
Net Operating Income $1,833,000
Restricted Capitalization Rate
Rate Components:
Interest component .08
Risk .02
Property tax (ad valorem) .011
Amortization (50-year remaining life; improvements
constitute 75% of total property market value
0.02 x 0.75 = 0.015) + .015 .126
Restricted Value
($1,833,000 ÷ .126) = $14,547,619
Taxable Value—Three-Way Value Comparison
Restricted value $14,547,619
Factored base year value (based on prior change in ownership) $18,191,077 Current market value (based on comparable sales) $21,000,000 The lowest of the three possible values is the restricted value. Thus, the taxable value would be $14,547,619
Attachment 4
Historical Property Valuation Examples Page 3
EXAMPLE 3 (MIXED USE—RESIDENTIAL AND OFFICE)
Subject Restricted Historical Property
Two-story, restored historical property in a downtown district. Upper level is residential unit occupied by owner. Lower level contains three office spaces subject to short-term rental agreements. The income stream for the upstairs unit must be calculated separately from the downstairs unit because the risk rate is different for the owner-occupied unit.
Determination of Restricted Value
Separate restricted values for the upper-level residence and the lower-level office space must be determined, because the risk components are different for the two types of use. The total restricted value is sum of these two values.
Upper-Level Unit
Gross income (Fair rent) based upon comparable rent data $975 per month x 12 months = $11,700
Less: Anticipated vacancy and collection loss
$11,700 x 5% - 585
Effective gross income $11,115
Less: Anticipated operating expenses
Grounds maintenance $300
Fire insurance 200
Management Fee 180
Water and garbage 120
Building maintenance + 250 - 1,050
Upper-Level Net Operating Income $10,065
Restricted Capitalization Rate (owner-occupied SFR)
Rate components:
Interest rate .080
Risk .040
Property tax .010
Amortization ( 50-year remaining life; improvements
constitute 70% of total property market value;
0.02 x 0.70 = 0.014) + .014 .144
Upper-level Restricted Value ($10,065 ÷ .144) = $69,895 Lower-Level Offices
Gross income (Fair rent)
1000 sf @ $1.60/sf = $1,600 x 12 months $19,200
Less: Anticipated vacancy and collection loss
$19,200 x 5% - 960
Effective gross income $18,240
Attachment 4
Historical Property Valuation Examples Page 4
Less: Anticipated operating expenses
Grounds maintenance $300
Fire insurance 200
Management Fee 180
Water and garbage 120
Building maintenance + 250 - 1,050
Lower-Level Net Operating Income $17,190
Restricted Capitalization Rate
Rate components:
Interest component .080
Risk .020
Property tax .010
Amortization (50-year remaining life; improvements
constitute 70% of total property market value;
0.02 x 0.70 = 0.014) + .014 .124
Lower Level Restricted Value ($17,190 ÷ .124) $138,629
Add: Upper Level Restricted Value + $69,895
Total Restricted Value $208,524
Taxable Value—Three-Way Value Comparison
Restricted Value $208,524
Factored base year value (based upon prior change in ownership) $364,140 Current market value (based upon comparable sales data) $400,000 The lowest of the three possible values is the restricted value. Thus, the net taxable value would be $201,524 ($208,524 less the homeowners' exemption of $7,000).
Attachment 4
Historical Property Valuation Examples Page 5
EXAMPLE 4 (MIXED VALUATION—PART RESTRICTED AND PART UNRESTRICTED) Description of Subject Property (Comprises Both Restricted and Unrestricted Portions) The subject property is a 10-acre parcel with a farmhouse and barn situated on 2 acres; the remaining 8 acres are farmland. The farmhouse and barn are used as an owner-occupied singlefamily residence; this portion of the property is restricted under a Mills Act contract. The remaining 8 acres of farmland are unrestricted.