5-3.2 Pay Document

5-3.2.1 General

PS Form 2734, Mail Exception Report, is a pay document. Postal dispatch personnel responsible for processing this form must verify that all the information on it was recorded correctly.

5-3.2.2 Responsibility for Preparation

The delivering carrier is responsible for initiating PS Form 2734. If the carrier fails to prepare the document or prepares it inaccurately, the administrative official completes a PS Form 2759 charging the carrier with failure to notify (non–reporting of data). Recurring problems with preparation of PS Form 2734 may impact future tender of mail.

5-3.2.3 Completion

The receiving carrier must complete and distribute PS Form 2734 to report the following exceptions to and deviations from normal procedures when mail is delivered to a postal facility other than the intended destination or to a carrier not specified in the original billing:

1. Missed interline or intraline connection.
2. Canceled.
3. Carried by.
4. Overflew.
5. Failed to load.
6. Loaded in error.
7. Removed in error.
8. Landed short.
9. Failed to provide second interline.
10. Upgraded non–priority service mail to priority service mail.

5-3.2.4 Reviewing PS Form 2734

A postal unit receiving a PS Form 2734 from a carrier is required to review the form to ensure that it is correct and complete. The postal unit must return an incomplete or inaccurate PS Form 2734 to the carrier for correction or completion within 24 hours.

5-3.2.5 Acceptance of Repossessed Mail

Postal employees must not accept mail from a carrier without a PS Form 2734 accounting for the mail listed on a dispatch document, regardless of the number of pieces of mail, or because of any of the following deviations:

1. The carrier failed to load the mail dispatched.
2. The carrier returned the mail dispatched.
3. The carrier delivered the mail to a postal unit other than the destination shown on the pouch, sack label, or placard.
4. The carrier returned the mail to the originating postal unit for dispatch to another carrier.

5-3.2.6 Disposition of Form

PS Form 2734 is a six–part form, and the various parts (copies) are distributed as follows:

1. Original/Copy 1: Receiving carrier billing.
2. Copy 2: Western Area DNO, Seattle Branch (Anchorage).
3. Copy 3: Western Area DNO, Seattle Branch (Anchorage).
4. Copy 4: Delivery carrier billing.
5. Copy 5: Receiving carrier station.
6. Copy 6: Dispatch point file (submitted to the postmaster/supervisor of the Postal Service unit where the carrier prepared the form).

Note: The carrier must distribute all copies of PS Form 2734 immediately if possible, but not later than 14 days after the transfer.