Effective immediately, Handbook F-101, Field Accounting Procedures, is revised with a new definition for inactivity of customer accounts (permit, Business Reply Mail, postage due, etc.). All customer accounts are considered inactive if no mailings/invoicing or payment of fees has occurred during a 2-year period.
The postmaster, unit manager, or designated employee must ensure that inactive customer accounts are closed following the procedures in Handbook F-101.
Handbook F-101, Field Accounting Procedures
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16 Customer Business Mail Activity (Permit Imprint and Periodicals)
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16-7 Closing Customer Accounts for Inactivity
[Revise 16-7 to read as follows:]
Inactivity of permit imprint, meter, or pre-canceled accounts is defined as no mailings or payment of fees during a 2-year period.
The postmaster, unit manager, or designated employee must close inactive permit accounts as follows:
a. If the account balance exceeds $25, send a cancellation notice and PS Form 3533 to the customer.
b. Allow the customer 30 days from the date of the notice to respond.
c. Close the account if:
(1) The customer does not respond to the cancellation notice.
(2) The letter is returned as undeliverable as addressed.
(3) The customer submits PS Form 3533 requesting a refund of the account balance.
See parts 16-7.1, Issuing a Refund for Inactive Permit Accounts, and 16-7.2, Sample Non-Use Cancellation Notice. (Also see Appendix V, Refunds Quick Reference.)
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17 Customer Business Reply Mail and Postage Due Activity
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17-6 Closing Customer Accounts for Inactivity
[Revise 17-6 to read as follows:]
Inactivity of BRM and postage due accounts is defined as no invoicing or payment of fees during a 2-year period. All BRM annual fees must be renewed every year.
The postmaster, unit manager, or designated employee must close inactive BRM and postage due accounts as follows:
a. If the account balance exceeds $25, send a cancellation notice and PS Form 3533 to the customer.
b. Allow the customer 30 days from the date of the notice to respond.
c. Close the account if:
(1) The customer does not respond to the cancellation notice.
(2) The letter is returned as undeliverable as addressed.
(3) The customer submits PS Form 3533 requesting a refund of the account balance.
Do not close postage due accounts established for PO boxes or addresses associated with an Express Mail or Priority Mail reshipment. Establishing a postage due account is mandatory when a customer enters into an Express Mail or Priority Mail reshipment agreement. If these types of accounts are autocanceled in PostalOne!®, reset the account to “Active” status without contacting the customer.
See parts 17-6.1, Issuing a Refund for Inactive BRM and Postage Due Accounts, and 17.6.2, Sample Non-Use Notice Letter. (Also see Appendix V, Refunds Quick Reference.)
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We will incorporate these revisions into the next updated version of Handbook F-101 available on the Accounting website:
n Go to http://blue.usps.gov/wps/portal/accounting.
n Under “References,” click the Handbook F-101, Field Accounting Procedures (FAP) link.
The direct URL is http://blue.usps.gov/accounting/_pdf/HandbookF-101.pdf.
— Accounting Policy, Controller, 10-22-09
