An air carrier must complete PS Form 2734, Mail Exception Report (either the electronic version at all S-AMS Alaska automated sites, or the manual version at all non-automated sites) when dispatched mail is classified as an “exception” — i.e., when the air carrier does not handle dispatched mail according to the routing instructions on the S-AMS Alaska–generated Dispatch and Routing Label (D&R Tag), on S-AMS Alaska–generated Label AK-53, Intra-Alaska Routing Label, or on PS Form 2729-A.
See Appendix G for an image of a sample PS Form 2734. See Appendix H for an image of Label AK-53.
Note: For instructions to initiate electronic PS Form 2734, air carriers can access the Help section within the S-AMS Alaska Carrier webpage interface, or they can contact WADN, Denver.
An air carrier completes a manual PS Form 2734 at the city where the first deviation in routing of the mail is discovered. In completing PS Form 2734, the air carrier must clearly describe the routing instructions originally designated by the dispatching Postal Service unit, the type of deviation (if known), and the reason for deviating from those instructions (if known). The form is preprinted with Items 1 and 4 already completed, and the air carrier must complete the other items, as follows:
- Item 1: No entry required (the form already includes the preprinted name of the air carrier completing the form).
- Item 2: Enter the date the report is prepared.
- Item 3: Enter the three-letter air stop code of the city where the irregularity occurred.
- Item 4: No entry required (the form already includes the air carrier’s preprinted identifying serial number for each form).
- Items 5a, 5b, and 5c: Enter the two-character alpha-numeric air carrier code, the flight number of the air carrier from which the mail covered by the form was received, and the scheduled origin date.
- Item 6: No entry required — leave blank.
- Items 7a and 7b: Indicate types of mail affected. Use “P” for priority rate service mail and “NP” for non-priority rate service mail.
- Item 8a or 8b: Check the appropriate box.
- Item 9a: Because there may be two or more transfer points and two or more alpha codes shown on the pouch label, mail placard, or outside piece label, enter the information for only that portion of the originally scheduled routing that was not completed. If a transfer point shown on the pouch label is over-flown, show the over-flown transfer point and any remaining transfer points.
- Item 9b: Enter the three-letter air stop code of the actual destination.
- Items 10c and 10d: Combine the amount of mailpieces and weight for a common destination when they have the same incomplete routing shown on the labels.
- Item 10e: Indicate “P” for priority rate service mail and “NP” for non-priority rate service mail for each class of mail being transferred. Each transfer line entry must be for the same class of mail.
- Item 10f: No entry required — leave blank.
- Items 11g–i: Use the two-character alpha-numeric air carrier code and flight number of the air carrier used to transport the mail. In item 11h, enter the three-letter air stop code for the air stop where the designated air carrier is to transport the mail.
- Item 12: Enter the three-letter air stop code for the origin air stop of mail listed in item 9a.
- Item 13: Record the number of pieces and the total weight of the mail listed.
- Items 14a–j: Check the box of the most appropriate reason for preparing the form. If checking Item 14j (“Other”), provide a brief explanation.
- Items 15a–c: Check the appropriate box to show the actual disposition of the mail listed on the form. If checking Item 15c (“Other”), provide a brief explanation.
- Items 16a–c: Enter the requested information, including the signature of the individual preparing the form.
- Items 17a–d: Enter the requested information, including the signature of the individual preparing the form.
When no transfer information appears on a pouch label and the air carrier with the mail does not serve the destination, or when the pouch label is incorrect or incomplete, the air carrier prepares PS Form 2734 and delivers it with the mail to the local Postal Service unit, which must do the following:
- Verify that PS Form 2734 identifies the pouch label as incomplete, incorrect, or missing.
- Remove labels, if available, and staple them to PS Form 2734.
- Send PS Form 2734 to the originating Postal Service unit for corrective action.
The originating Postal Service unit completes PS Form 2734 by annotating final mail disposition and forwards copies 2 and 3 (i.e., the two copies identified as “Postal Data Center”) to the TANS office.
PS Form 2734 also serves as a means of making accounting adjustments for deviations from planned routings and irregular handling. Examples of these deviations include the following:
- An off-loading of mail either short of or beyond its scheduled destination with mail forwarded via another air carrier or turned into the origin Post Office for re-dispatch.
- Refusal of mail by an air carrier that originally accepted it.
- Transfer of mail to an air carrier other than that ordered on dispatch forms.
When substitution of a scheduled aircraft affects the rate of pay, the air carrier must submit to WADN, Denver a letter of certification on company letterhead that includes the following information:
- Flight number.
- Serial number of PS Form 2729-A that listed the dispatch.
- Three-letter alpha code of origin shown on PS Form 2729-A.
- Date substitute aircraft was used.
- Segment of route where substitute aircraft was used in lieu of regularly scheduled aircraft.
- Make, model, tail number, and payload capacity of the substitute aircraft.
- Reason for substitution. When substitution is necessary because of a mechanical failure, the air carrier must explain the extent and nature of the failure.
The air carrier must complete PS Form 2734 and attach the letter of certification regarding the use of a substitute aircraft, and send the original to the Postal Service official at the origin Post Office and a copy to WADN, Denver. Each office must maintain its copy on file.
PS Form 2734 is not required for the following deviations when the offending air carrier, with approval of the administrative official, corrects the irregularity:
- A deviation in the routing of the mail occurred at the point of origin and the PS Form 2729-A was voided.
- The air carrier failed to dispatch the mail on the intended flight but transported it on a later flight.
- The air carrier overflew the mail to the destination shown but ultimately delivered it to the intended destination.
- The air carrier removed the mail short of the intended destination but forwarded it to the intended destination.
- The air carrier missed the scheduled interline connection but rerouted the mail to the intended intermediate air stop to connect with the air carrier shown on the original routing schedule.
- The air carrier missed a scheduled intraline connection but transported the mail on a subsequent flight to the intended destination.
- The air carrier boarded the mail on the wrong flight but forwarded it on a subsequent flight to the intended destination.
However, in these cases, the administrative official still must complete PS Form 2759, Report of Irregular Handling of Mail, to identify the irregularity. See Appendix I for an image of PS Form 2759.
