Effective immediately, Handbook F-101, Field Accounting Procedures, is revised with a new account closing procedure for PostalOne! sites and a new definition for inactivity of customer accounts (permit, Business Reply Mail, postage due, etc.). All customer accounts, excluding Add-Pos (Additional Postage Account), are considered inactive if no mailings/invoicing or payment of fees has occurred during a 2-year period beginning the date of fee expiration (normally 1 year from the fee payment date). An Add-Pos account is considered inactive if there have been no postage adjustments within the past 2 years.
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 text to read as follows:]
Inactive permit imprint, meter, or pre-canceled accounts are defined as having no mailings or payment of fees during a 2-year period from the date of fee expiration. Inactive Add-Pos accounts are defined as having no postage adjustments during a 2-year period.
The postmaster, unit manager, or designated employee must close inactive permit, meter, pre-canceled, or Add-Pos accounts as follows:
a. If the account balance exceeds $25, send a cancellation notice and a 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.
*PostalOne! Sites Only:
No further action is necessary. The system will automatically close the account at the end of 26 months of no activity.
See parts 16-7.1, Issuing a Refund for Inactive Permit Accounts, 16-7.2, Sample Non-Use Cancellation Notice, 16-7.3, Sample Add-Pos Non-Use Cancellation Notice, and Appendix E, Refunds Quick Reference.
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[Add new 16-7.3 to read as follows:]
16-7.3 Sample Add-Pos Non-Use Cancellation Notice
Add-Pos Non-Use Cancellation Notice
[Date]
[Name of Permit Holder]
[Address]
[City, State, ZIP+4]
RE: Permit Account Number: [XXXXX]
Dear [Contact Name] or Postal Customer:
According to our records, the Add-Pos account number referenced above has not been used for mailing adjustments in the last 2 years. A permit must be revoked for non-use during any 2-year period. (See Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 604.5.) Our records indicate the last date of a postage adjustment for this Add-Pos account was ________________________, or the account shows no activity. This account has a balance of $_____________________.
In accordance with the above provision, the Add-Pos account balance has been closed. A written appeal of this action may be submitted to the postmaster at the following address within 10 days of receipt of this notice.
POSTMASTER
[POST OFFICE STREET OR PO BOX ADDRESS]
[CITY/STATE/ZIP CODE]
Before we can refund the account balance, you must complete PS Form 3533, Application for Refund of Fees, Products and Withdrawal of Customer Accounts, and mail it to the address above. We will send a refund for the remaining account balance, if applicable, to the account holder’s address appearing on this letter. If the account’s address is not current, please notify the Post Office at the address listed above. You must submit your notification of an address change in writing and on the account holder’s letterhead.
If you wish to resume using an Add-Pos account, the appropriate application is required. If you need additional assistance, contact the Post Office that maintains your account.
Sincerely,
[Name/Title]
[Telephone Number]
Enclosure
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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 text to read as follows:]
Inactive BRM or Postage Due accounts are defined as accounts with no mailings or payment of fees during a 2-year period from the date of fee expiration. 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.
*PostalOne! Sites Only:
No further action is necessary. The system will automatically close the account at the end of 26 months of no activity.
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, 17-6.2, Sample Non-Use Notice Letter, and Appendix E, Refunds Quick Reference.
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We will incorporate this revision into the next updated version of Handbook F-101 available on the Postal Service PolicyNet website:
n Go to http://blue.usps.gov.
n Under “Essential Links” in the left-hand column, click PolicyNet.
n On the PolicyNet page, click HBKs.
(The direct URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
— Field and International Accounting,
Controller, 7-15-10
