Leading up to the general election on November 2, 2010, Vote-by-Mail ballots and other mail prepared by election officials will be entering the mailstream. Concurrently, there will be political campaign mail promoting candidates, referendums, and issues. During this time, Postal Service™ employees should be watchful for this important time-sensitive mail and do their part to ensure each mailing receives the highest level of service.
This article contains important tips about Official Election Mail and Political Campaign Mail. Employees can also find additional details about their role in Election 2010 online at http://blue.usps.gov/marketing/election.htm. This site is the single source for information about the Postal Service’s election-related responsibilities and what postal employees need to know about proper handling of both Official Election Mail and Political Campaign Mail.
Official Election Mail is any mailpiece created by an authorized election official that is mailed to or from a citizen of the United States for the purpose of participating in the voting process including:
n Vote-by-Mail ballots.
n Sample ballot materials.
n Voter registration cards.
n Absentee applications.
n Polling place notifications.
Postmasters and station managers should expect to be contacted by election officials asking for help with their mailings. Your guidance will ensure ballots and other mail this election season are processed in the most efficient and timely manner. Here are a few things you should know:
n For information on preparing and sending election mail, election officials can visit www.usps.com/electionmail. This online resource is available to help plan and design Official Election Mail and provides links to:
1. Mailpiece design analysts who can provide guidance on designing outbound and return envelopes that meet postal standards and help construct mailing plans.
2. Publication 632, State and Local Election Mail — User’s Guide, designed to help election officials make decisions about mailpiece design, address-list cleansing, classes of mail, options for reply mail, and obtaining postage discounts.
3. Publication 631, Official Election Mail — Graphic Guidelines and Logos, provides detailed information on the print and color specifications for using the Official Election Mail logo. This logo can only be used by election officials.
n Tag 191 should be used to identify trays and sacks containing domestic and international ballots. Each Post Office™ facility should maintain a sufficient supply of Tag 191 for local election officials. The tag may be ordered from the Material Distribution Center (MDC) using the touch-tone order entry (TTOE) system: Call 800-273-1509.
Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order.)
Use the following information to order Tag 191:
PSIN: TAG191
PSN: 7690-10-000-0667
Unit of Measure: EA
Minimum Order Quantity: 250
Bulk Pack Quantity: 2000
Quick Pick Number: N/A
Price: $0.0808
Edition Date: 07/07
n Postmasters and station managers should meet with election officials in their area to discuss requirements for ballots returned from voters, and procedures for Election Day.
Tag 191
Free absentee ballots are balloting materials, consisting of postcard applications, ballots, voting instructions, and envelopes, that may be sent through the mail without prepayment of postage. The provisions for mailing without postage can be found in Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 703.8. Free absentee balloting materials may only be sent to and from persons in the following categories:
n Members of the Armed Forces in active service, and their spouses and dependents.
n Members of the U.S. Merchant Marine, and their spouses and dependents.
n U.S. citizens residing outside the territorial limits of the United States and the District of Columbia, and their spouses and dependents residing with or accompanying them.
Free absentee ballots must bear the indicia “US Postage Paid 39 USC 3406.” Mail bearing these indicia does not require postage, and is not shortpaid. Absentee ballots prepared in compliance with DMM 703.8 “must not be detained or held for postage payment” (Postal Operations Manual (POM) 171.3).
The only other election materials that may be mailed without postage are identified in DMM 703.5, Free Matter for the Blind and Other Physically Handicapped Persons. All other mail sent by an election official requires postage prior to mailing.
Political Campaign Mail is any piece mailed for political campaign purposes by a registered political candidate, a campaign committee, or a committee of a political party to promote political candidates, referendums, or political campaigns. This mail may qualify for Nonprofit Standard Mail prices (DMM 703).
n Mail meeting this definition is considered Political Campaign Mail regardless of whether the election is partisan or nonpartisan.
n A brochure promoting the candidacy of one or more registered candidates for elected offices on the local, state, or federal levels is a common example of a political campaign mailpiece.
n Political campaign mailpieces may bear an endorsement required by federal or state law that is similar to: “Paid for by the committee to elect John Smith and authorized by John Smith.”
n Mail from organizations, such as labor unions, religious groups, retiree organizations, and others that endorse specific candidates or political issues is not Political Campaign Mail.
n Specific responsibilities for handling political campaign mailings are detailed in POM 492.
PS Tag 57, Political Campaign Mailing, may be used to identify trays and sacks that contain Political Campaign Mail. Although use of the tag is optional, when used, it provides containers of Political Campaign Mail greater visibility as they move through Postal Service processing and distribution operations.
Tag 57 is only intended for use on containers (trays and sacks) of First-Class Mail and Standard Mail items entered by a registered political candidate, campaign committee, or committee of a political party and in connection with a partisan or nonpartisan election. The tag may not be used to identify mailings made by other types of organizations, even if promoting or endorsing political candidates, referendums, and other political activities.
Each Post Office and mail acceptance unit should maintain a sufficient supply of Tag 57 for their local political campaign mailers.
From now until the November election, postmasters and station managers can expect to receive inquiries concerning the use of Postal Service lobbies and grounds for election-related activities. It is critical that all employees communicate the same message to prevent any negative impact on the Postal Service.
Do NOT allow the following items to be placed or collected in a Post Office lobby:
n Ballot boxes/receptacles.
n Applications for absentee ballots (Vote by Mail).
n Partisan materials. The depositing, posting, or display of any materials that could be considered part of a political campaign, including any materials featuring photographs of elected officials or party symbols, is prohibited. This restriction also applies to the community bulletin board. (See Retail Standardization guidelines currently in effect at http://blue.usps.gov/retail/standardization.htm.)
n Freestanding signs or other structures. Except as part of postal activities, no tables, chairs, freestanding signs, posters, structures, or furniture of any kind may be placed on postal property. Refer any questions about this prohibition to the Law Department Field Office in your area.
Do NOT allow the following activities to take place in a Post Office lobby, on postal sidewalks, or other exterior postal property:
n Campaigning for election to public office. Any activity conducted in support of a campaign for election of an individual to any public office is prohibited on Postal Service property.
n This prohibition includes depositing, posting, displaying, or distributing campaign literature; asking for or collecting signatures to put a candidate on an election ballot; or asking for or collecting contributions for a partisan organization or cause.
n Refer any questions about these prohibited activities to the Law Department Field Office in your area.
These items or activities may be allowed in a Post Office lobby with the following limitations:
n Voter registration materials. The display of these materials is optional and may take place only in the PO Box Lobby Zone (Zone 6). (Refer to the Retail Standardization guidelines currently in effect. Information is posted online at http://blue.usps.gov/retail/standardization.htm.)
n Voter registration activities. Refer requests by any organization to conduct voter registration activities on Postal Service property to the Law Department Field Office in your area.
n Photography/Filming. Any kind of audio or visual recording conducted for news, advertising, or commercial purposes requires prior permission from the Postal Service. (For more information, e-mail permissions@usps.gov or visit www.usps.com/rightsandpermissions.)
The Hatch Act — Permitted and Prohibited Political Activities of Employees
The Hatch Act is a federal law that restricts the political activity of federal and Postal Service employees while on duty, on government property, wearing an official uniform, or using a government vehicle. It also prohibits candidates campaigning for election to public office on leased or owned postal property.
Under the Hatch Act, Postal Service employees may:
n Be candidates for public office in nonpartisan elections.
n Register and vote as they choose.
n Assist in voter registration drives.
n Express opinions about candidates and issues.
n Contribute money to political organizations.
n Attend political fundraising functions.
n Attend and be active at political rallies and meetings.
n Join and be an active member of a political party or club.
n Sign nominating petitions.
n Campaign for or against referendum questions, constitutional amendments, and municipal ordinances.
n Campaign for or against candidates in partisan elections.
n Make speeches for candidates in partisan elections.
n Distribute campaign literature in partisan elections.
n Hold office in political clubs or parties.
Postal Service employees may not:
n Use official authority or influence to interfere with an election.
n Solicit, receive, or collect political contributions unless both individuals are members of the same federal labor organization or employee organization, and the one solicited is not a subordinate employee.
n Knowingly solicit or discourage the political activity of any person who has business before the agency.
n Engage in political activity while on duty, wearing an official uniform, using a government vehicle, or in any government office.
n Solicit political contributions from the general public.
n Solicit or receive political contributions.
n Be candidates for public office in partisan elections.
n Wear political buttons on duty.
Ignorance of the law is not an excuse. More information on the Hatch Act can be obtained at www.osc.gov/hatchact.htm.
The Anti-Lobbying Act is a federal law that prohibits Postal Service officers and employees acting in their official capacity from engaging in grassroots lobbying campaigns that directly or indirectly encourage the public to contact government officials in support of, or in opposition to, proposed or pending legislation.
A Postal Service employee may not participate in a press conference organized by a nongovernmental advocacy group called to criticize a legislative proposal, nor may an employee ghostwrite statements for a grassroots lobbying campaign.
The Anti-Lobbying Act also prohibits the direct or indirect use of Postal Service funds to pay for material intended to influence a member of Congress, a jurisdiction, or an official of any government to support or oppose any legislation, law ratification, policy, or appropriation.
A series of letters on official stationery sent to mass mailers urging them to write to their elected representative to support specific legislation would constitute a prohibited direct expenditure under the Anti-Lobbying Act.
The provision of facilities, equipment, telephones, etc., to a private lobbying group for a grassroots lobbying campaign supporting specific legislation would constitute a prohibited indirect expenditure under the Anti-Lobbying Act.
Advice concerning the Anti-Lobbying Act is available to Postal Service employees by calling the Ethics Help Line at 202-268-6346, or by sending an e-mail inquiry to ethics.help@usps.gov.
Official Election Mail
Q. What is Official Election Mail?
A. Official Election Mail is any mailpiece created by a voting registration official who is authorized by state law to mail to or to receive mail from a citizen of the United States for the purpose of participating in the voting process. Official Election Mail includes mail-in ballots, absentee ballots, balloting materials, voter registration cards, absentee applications, and polling place notifications.
Q. Is political mail sent by candidates running for elected offices considered to be Official Election Mail?
A. No, Official Election Mail does not include mail sent by candidates, their campaign committees, political parties, or other organizations.
Q. What is Tag 191?
A. Tag 191, Domestic and International Mail-In Ballots, is a new container tag that is green in color. The tag may be used by election officials to identify trays and sacks of their ballot mail destined for either domestic or international addresses. The tag provides greater visibility to ballot mail during Postal Service handling.
Q. Can Tag 191 be used with every mailpiece that displays the Official Election Mail logo?
A. No, the green Tag 191 may be used only to identify ballots addressed for domestic or international delivery. The tag may be used to identify “sample ballots” sent by election officials, but may not to be used to identify containers of other types of Official Election Mail, such as polling place notices, voter registration notices, or other election-related materials. Tag 191 may not be used by other organizations or individuals who are not election officials. To identify Political Campaign Mail, mailers may continue to use the red Tag 57, Political Campaign Mailing.
Q. Is Tag 191 required to be on containers of Official Election Mail?
A. No. The use of Tag 191 is strongly recommended for ballots, but is not required.
Q. Is Tag 191 reusable?
A. Yes. Once containers of Official Election Mail have been emptied, Tag 191 should be removed from the trays and sacks and retained by Postal Service employees for reuse.
Q. If election officials are not supposed to use Tag 191 on their nonballot mail, such as polling place notices and voter registration forms, may they use Tag 57 to identify their mailing containers?
A. No, Tag 57 is only to be used to identify trays and sacks of Political Campaign Mail pertaining to a partisan or nonpartisan election that is sent by a registered political candidate, a campaign committee, or a committee of a political party to promote political candidates, referendums, or political campaigns.
Q. How does a Post Office get a supply of Tag 191?
A. Each Post Office can order Tag 191 from the MDC using normal ordering procedures. Post Offices should maintain a sufficient supply of Tag 191 to meet the needs of their local election officials. See page 4 for detailed ordering instructions.
Q. What is the Official Election Mail logo?
A. The Official Election Mail logo is a registered trademark image that may only be used by election officials. The logo design features an interpretation of the stars and stripes of the American flag and the words, “Official Election Mail” and “Authorized by the U.S. Postal Service.” The design, color, and placement specifications for the logo are detailed in Publication 631, Official Election Mail — Graphic Guidelines and Logos, which is available online at www.usps.com/cpim/ftp/pubs/pub631.pdf.
Q. Why was the Official Election Mail logo created?
A. The logo was created by the Postal Service in cooperation with the Joint Election Official Liaison Committee to help federal, state, and local election officials carry out their responsibilities under the National Voter Registration Act of 1993.
Q. Who can use the Official Election Mail logo?
A. The Official Election Mail logo can be used on any mailpiece created by an election official who is authorized by state law and that is mailed to or from a citizen of the United States for the purpose of participating in the voting process. Official Election Mail includes balloting materials, voter registration cards, absentee applications, polling place notifications, and voter reply mail. Use of the logo must comply with the design specifications in Publication 631.
Q. Are election officials required to use the Official Election Mail logo?
A. No, use of the logo is not required, but the Postal Service does encourage election officials to use the logo on their Official Election Mail materials. Use of the Official Election Mail logo helps recipients recognize a mailpiece as important and distinct from other political mail. The logo also serves to identify Official Election Mail to Postal Service workers and distinguish it from the thousands of other mailpieces that are processed daily.
Q. Does use of the Official Election Mail logo provide upgraded service for Official Election Mail during Postal Service processing?
A. No, use of the logo is not intended to upgrade the level of service paid for or substitute for required postage.
Q. Are there any Postal Service publications that are designed to help election officials with preparing their mail?
A. Yes, Publication 632, State and Local Election Mail — User’s Guide, is designed to help election officials make decisions involving the design of their mailpiece, address list cleansing, class of mail, options for reply mail, and postage. Publication 632 recommends that election officials consult with the local mailpiece design analyst (MDA) before mailing and also includes a checklist that election officials can follow to help them achieve a successful mailing.
Q. Can all absentee balloting materials be mailed free of postage?
A. No, only absentee balloting materials consisting of postcard applications, ballots, voting instructions, and envelopes may be sent through the mail without prepayment of postage only when sent to or by certain individuals. The privilege was established by statute and enables specified persons to apply for registration and vote by absentee ballot (in federal elections only) when absent from the place of voting residence and otherwise eligible to vote as an absentee. Only the following persons are eligible to mail without prepayment of postage:
a. Members of the Armed Forces in active service, and their spouses and dependents.
b. Members of the U.S. Merchant Marine, and their spouses and dependents.
c. U.S. citizens residing outside the territorial limits of the United States and the District of Columbia, and their spouses and dependents residing with or accompanying them.
All other types of ballots and balloting materials must bear postage using a permit imprint, postage meter, adhesive stamp, or other acceptable method of postage payment prior to mailing.
Q. Are there mailpiece design requirements for free absentee ballots?
A. Yes, qualifying mailpieces must be formatted to meet the design requirements in DMM 703.8.2.
Q. Why is FIM C used on free absentee ballots? Isn’t that for business reply mail (BRM)?
A. Free absentee ballots are neither BRM nor permit reply mail (PRM), but a unique type of reply mail, and use FIM C paired with a delivery point barcode. See DMM 708.9.2.
Q. Are there requirements for the deposit of mailpieces prepared as free absentee ballots?
A. Yes, to be mailable without prepayment of postage under DMM 703.8.0, absentee balloting materials must be deposited at a U.S. Post Office, an overseas U.S. Military Post Office, or an American Embassy or American Consulate.
Q. Can absentee balloting materials solely for state or local elections be mailed free?
A. No. The provisions in DMM 703.8.0 for mailing free absentee balloting materials only apply to ballot materials for federal elections.
Q. For absentee balloting material with no or insufficient postage, should the normal procedures for shortpaid mail be followed?
A. No, absentee balloting materials with insufficient or missing postage are never to be detained or treated as unpaid mail, as directed by POM section 171.3. Shortpaid and unpaid absentee balloting materials must never be returned to the voter for additional postage. The materials must be delivered to election officials, and postage due must be requested. Employees with questions about possible abuse or impropriety should contact their supervisor.
Q. The local election office asked our Post Office if it could place one of its ballot collection receptacles in our lobby. The ballots dropped into the receptacle would not have postage affixed and would not enter the mailstream. The election official would retrieve the receptacle on Election Day. May we allow the election office to place its ballot collection receptacle in our lobby as a convenience to voters?
A. No, Postal Service policy on the appearance of retail lobbies does not permit placement of an election office ballot collection receptacle in a Post Office lobby.
Q. Is there a website where election officials can get information on mailing?
A. Yes, direct election officials to the Election Officials’ Mailing Resources site on USPS.com® at www.usps.com/electionmail.
Q. Who can answer additional questions about absentee balloting materials and other Official Election Mail?
A. Send questions via e-mail to:
election-mail-manager@usps.gov.
Q. What is Political Campaign Mail?
A. Political Campaign Mail is any piece mailed for political campaign purposes in a partisan or nonpartisan election by a registered political candidate, a campaign committee, or a committee of a political party to promote political candidates, referendums, or political campaigns. A common example of Political Campaign Mail is a brochure promoting the candidacy of one or more registered candidates running for elected offices on the local, state, or federal level.
Q. A lot of mail looks like Political Campaign Mail. What is an example of pieces that are not considered to be Political Campaign Mail?
A. Mail from organizations such as labor unions, religious groups, retiree associations, and others that endorse specific candidates or political issues is not Political Campaign Mail.
Q. Is there a special designation that may appear on Political Campaign Mail?
A. Yes, political campaign mailpieces may bear an endorsement required by federal or state law that is similar to the following: “Paid for by the committee to elect John Smith and authorized by John Smith.”
Q. What is Tag 57?
A. Tag 57, Political Campaign Mailing, is a red container tag designed to provide visibility to Political Campaign Mail while it’s in the mailstream. Tag 57 is only intended to be used to identify trays and sacks of Political Campaign Mail sent by a registered political candidate, a campaign committee, or a committee of a political party to promote political candidates, referendums, or political campaigns. It may be used for both partisan and nonpartisan elections. Tag 57 is not to be used for any other purpose.
Q. Is the use of Tag 57 required on all containers of Political Campaign Mail?
A. No. The use of Tag 57 is optional, but the Postal Service does encourage mailers to use the tag to identify trays and sacks of Political Campaign Mail while they are in the mailstream.
Q. Is Tag 57 reusable?
A. Yes. Once containers of Political Campaign Mail have been emptied, Tag 57 should be removed from the trays and sacks and retained by Postal Service employees for reuse.
Q. How do Post Offices get a supply of Tag 57?
A. Post Offices can order Tag 57 from the MDC using normal ordering procedures. Offices should maintain a sufficient supply of Tag 57 to meet their local needs.
The tag may be ordered from the Material Distribution Center (MDC) using the touch-tone order entry (TTOE) system: Call 800-273-1509.
Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order.)
Use the following information to order Tag 57:
PSIN: TAG57
PSN: 7690-02-000-9965
Unit of Measure: EA
Minimum Order Quantity: 100
Bulk Pack Quantity: 4000
Quick Pick Number: 454
Price: $0.0274
Edition Date: N/A
Q. Are the handling procedures for partisan and nonpartisan Political Campaign Mail different?
A. No. Nonpartisan political campaign mailings must receive the same treatment as partisan political campaign mailings.
Q. Where can I find the Postal Service procedures for handling Political Campaign Mail?
A. Specific responsibilities for handling political campaign mailings are detailed in POM 492.
— Transaction Mail,
Mailing and Shipping Services, 10-21-10
