Administrative Services

REMINDER

Display Flags at Half-Staff on May 15, Peace Officers Memorial Day

As stated in Administrative Support Manual, Issue 13, section 472.23, Postal Service facilities must display the flag at half-staff on May 15 of each year, Peace Officers Memorial Day.

In 1994, former President Clinton signed into law Public Law 103-322, requiring all government agencies, police organizations, businesses, and private citizens to lower the American flag to half-staff on May 15 as a special tribute to the more than 15,000 law enforcement officers who have died in the line of duty. A memorial to these men and women, the National Law Enforcement Officers Memorial, was dedicated in 1991 by former President George Bush.

The names of six employees of the Postal Inspection Service are inscribed on the memorial's marble walls. The name of a seventh Inspection Service employee will be added on May 15, 2001, Peace Officers Memorial Day.

- Office of Investigations,Postal Inspection Service, 4-19-01

REVISED POSTER

Poster 308, Postal Store

The March 2001 edition of Poster 308, Postal Store, is now available for requisition from the Material Distribution Center (MDC).

Employees may order copies of the poster by one of the following means:

· Touch Tone Order Entry: Call 1-800-332-0317, option 1, then option 2.

· cc:Mail: Send an F3Fill-completed PS Form 7380, MDC Supply Requisition, to MDC Customer Service at TOKS001.

· Official Mail: Mail a completed PS Form 7380 to the MDC at the following address:

SUPPLY REQUISITIONS
UNITED STATES POSTAL SERVICE
500 SW GARY ORMBSY DR
TOPEKA KS 66624-9702

The relevant ordering information for Poster 308 is as follows:

PSN: 7690-06-000-4311
PSIN: POS308
Unit of Issue: EA
Price: $0.189
Edition Date: March 2001

Do not display these posters in lobby areas. You may display them only in employee work or break areas.

- Online Services,Public Affairs and Communications, 4-19-01

CORRECTION

PS Form 3800, Certified Mail Receipt

In Postal Bulletin 22045 (3-8-01, page 8), the "Oldest Usable Date" for PS Form 3800 was listed as 01/01. The correct date is 02/00.

- Online Services,Public Affairs and Communications, 4-19-01

Child Alert Program

April 2001

Have You Seen Any of These Children?

Please participate in the NALC/USPS Child Alert Program. Tear out this page and carry itwith you. If you have information on any of these missing children, tell your postal supervisor.

Kimberly Arrington

Born: 5-23-82

Date Missing: 10-30-98

Missing From: Montgomery, AL

Luis Villegas

Born: 9-3-85

Date Missing: 9-17-00

Missing From: Chicago, IL

Brianna Winslow

Born: 11-13-94

Date Missing: 4-3-98

Missing From: Laurens, NY

Sara Simms Donald

Born: 1-15-95

Date Missing: 5-27-99

Missing From: Charlotte, NC

Antonio Avila

Born: 2-25-98

Date Missing: 12-10-00

Missing From: Anaheim, CA

Luis Castillo

Born: 7-8-94

Date Missing: 12-18-98

Missing From: Niles, MI

Please call the National Center for Missing and Exploited Children
Hot Line 1-800-843-5678
TDD 1-800-826-7653

Missing Children Poster Display Instructions

Please display this poster prominently on bulletin boards in retail lobbies of main post offices, classified stations, and branches. Operators of contract postal units may display this poster at their option.

Companion posters, authorized for display on bulletin boards maintained by employee organizations, appear periodically in The Postal Record, a publication for members of the National Association of Letter Carriers.

This poster is published in cooperation with the National Center for Missing and Exploited Children, the United States Department of Justice, and the National Association of Letter Carriers. Information appearing on this poster is selected solely by NCMEC.

In addition to Postal Bulletin updates, NCMEC distributes information via broadcast fax. Notification of newly reported missing children is sent to designated district "Missing Children" coordinators at fax numbers provided by district managers. Within 24 hours of receipt of a facsimile Missing Children poster, district coordinators should distribute copies to all postal facilities in their districts. Missing Children posters are to be displayed for 30 days in post office lobbies, workroom floor areas, and other postal facilities, unless notification is received (from NCMEC) to remove a particular poster sooner. The broadcast fax network is used to distribute posters and information in only the most urgent cases of missing and exploited children. This system supplements, but does not replace, the missing children information in this Postal Bulletin.

Missing Children posters are available to the U.S. Postal Service only as described above. If postal employees are contacted by individuals or local agencies about displaying a sign or poster of a missing child in local post offices, the individual or agency should be politely informed that the U.S. Postal Service displays only those posters provided by NCMEC, because it has been designated by the U.S. Department of Justice to be the national clearinghouse and resource center for missing and exploited children. The individual or agency should then be referred to NCMEC at 1-800-843-5678.

April 2001

Have You Seen Any of These Children?

Please participate in the NALC/USPS Child Alert Program. Tear out this page and carry itwith you. If you have information on any of these missing children, tell your postal supervisor.

Kahleed Lindsay

Born: 10-1-91

Date Missing: 7-21-00

Missing From: Philadelphia,
PA

Brenda Ledesma

Born: 5-22-93

Date Missing: 5-5-00

Missing From: Omaha, NE

Danielle Benner

Born: 3-7-84

Date Missing: 4-12-00

Missing From: Lancaster, PA

Debra Desimone

Born: 1-5-84

Date Missing: 2-26-00

Missing From: Rockville
Centre, NY

Pia Dunning

Born: 10-20-83

Date Missing: 4-4-00

Missing From: Corte Madera,
CA

Chermayne Kirk

Born: 1-9-85

Date Missing: 6-23-00

Missing From: Salt Lake
City, UT

Please call the National Center for Missing and Exploited Children
Hot Line 1-800-843-5678
TDD 1-800-826-7653

Missing Children Poster Display Instructions

Please display this poster prominently on bulletin boards in retail lobbies of main post offices, classified stations, and branches. Operators of contract postal units may display this poster at their option.

Companion posters, authorized for display on bulletin boards maintained by employee organizations, appear periodically in The Postal Record, a publication for members of the National Association of Letter Carriers.

This poster is published in cooperation with the National Center for Missing and Exploited Children, the United States Department of Justice, and the National Association of Letter Carriers. Information appearing on this poster is selected solely by NCMEC.

In addition to Postal Bulletin updates, NCMEC distributes information via broadcast fax. Notification of newly reported missing children is sent to designated district "Missing Children" coordinators at fax numbers provided by district managers. Within 24 hours of receipt of a facsimile Missing Children poster, district coordinators should distribute copies to all postal facilities in their districts. Missing Children posters are to be displayed for 30 days in post office lobbies, workroom floor areas, and other postal facilities, unless notification is received (from NCMEC) to remove a particular poster sooner. The broadcast fax network is used to distribute posters and information in only the most urgent cases of missing and exploited children. This system supplements, but does not replace, the missing children information in this Postal Bulletin.

Missing Children posters are available to the U.S. Postal Service only as described above. If postal employees are contacted by individuals or local agencies about displaying a sign or poster of a missing child in local post offices, the individual or agency should be politely informed that the U.S. Postal Service displays only those posters provided by NCMEC, because it has been designated by the U.S. Department of Justice to be the national clearinghouse and resource center for missing and exploited children. The individual or agency should then be referred to NCMEC at 1-800-843-5678.

Customer Relations

Domestic Mail

REMINDER

Congressional Franked Mail: Do Not Return for Postage

We continue to receive reports of congressional franked mail being returned to the originating House or Senate member's office marked "Return for Postage." This mail should not be returned for collection of postage.

Managers must take steps, through stand-up talks and, when appropriate, written notices, to ensure that all employees are aware of the proper handling of congressional franked mail. In lieu of postage or postage indicia in theupper-right corner of the envelope or address label, this mail bears the facsimile signature of a member of the U.S. House of Representatives or the U.S. Senate. The signature is followed by the abbreviation "M.C.," which stands for "member of congress," or "U.S.S.," which stands for "U.S. Senate." Postage for congressional franked mail is paid to the Postal Service in lump sums by the U.S. Treasury, according to established procedures.

- Government Relations,Government Relations and Public Policy, 4-19-01

QBRM NOTICE

Standard Operating Procedures for Handling Qualified Business Reply Mail (QBRM) Applications

The following procedural guidelines are for dissemination to postal employees who accept and process applications from customers who want to participate in the Qualified Business Reply Mail (QBRM) program. QBRM is a subset of business reply mail (BRM) for automation-compatible letter size pieces that qualify for automation postage rates and reduced per piece charges. These procedures are updated from Postal Bulletin 21996 dated 4-22-99, to include recent changes incorporated in Domestic Mail Manual (DMM) 56 that apply to BRM (S922) and QBRM (E150) and to Quick Service Guide 922. These procedures are also included in Publication 25, Designing Letter and Reply Mail.

BRM Permit Holder Responsibilities

To participate in the QBRM program, a BRM permit holder:

1. Pays the annual BRM permit fee. If you are using a corporate permit, submit a copy of the receipt that shows the annual permit fee was paid. Payment of one annual fee per permit number allows you to receive BRM under that permit number at multiple locations. You are still responsible for paying the accounting fees at your local Post Office.

2. Pays the annual BRM accounting fee. Although you must pay the fee and establish an advance deposit account, you are not required to use this account solely to pay for BRM charges (DMM S922.3.3).

3. Has the option to pay the quarterly fee, in addition to the annual accounting fee, to qualify for high-volume QBRM per piece charges. Like the annual accounting fee, the optional quarterly fee must be paid at each Post Office where mail is returned and for each separate billing desired. The quarterly fee can be paid for any three consecutive calendar months and mailers can choose not to renew from one 3-month period to the next. (DMM S922.7.0).

4. Completes page one of PS Form 6805, Qualified Business Reply Mail (QBRM) Application and Approval, and submits it to the manager, Business Mail Entry (District) or postmaster of the Post Office(s) where the mail will be returned.

5. Obtains the formatting instructions for designing and printing the mailpiece from the Postal Service along with the mechanical barcode and facing identification mark (FIM) positive. Each BRM letter or card must contain FIM C.

6. Uses a unique BRM ZIP+4 Code assigned by the Postal Service for each rate category (postcard, 1-oz letter, or 2-oz letter). The unique ZIP+4 Code must appear on each BRM piece in the specified location.

7. Chooses one of the following two options to qualify BRM pieces for QBRM rates:

a. Option 1: Submits 10 BRM printed samples for review with the completed QBRM application.

b. Option 2: Submits 10 paper samples cut to the size of a finished QBRM piece, a pre-production sample, or completed artwork for review (include samples of ink colors with pre-production samples or artwork) with the completed QBRM application.

8. Certifies that all future QBRM envelopes/cards will be produced with equivalent paper stock and will meet paper thickness dimensions by signing PS Form 6805.

9. Receives written notification of acceptance or rejection in QBRM program.

10. Makes corrections(s) and resubmits samples for testing and design approval if samples are rejected for the QBRM program.

11. Provides a finished QBRM sample (after printing) to the mailpiece design analyst (MDA) who approved the pre-production sample for the Post Office(s) where the mail is returned.

Note: After receiving approval for the QBRM program, the customer is not required to either reapply or submit additional samples when pieces are reprinted with the ZIP+4 Code assigned under that approval. Nevertheless, it is recommended that mailers work with their MDA to ensure pieces meet postal standards.

Post Office Responsibilities

The manager, Business Mail Entry (District) or postmaster at the Post Office(s) where mail will be returned forwards the application and accompanying samples to the MDA or designee for review.

Mailpiece Design Analyst (MDA) Responsibilities During Approval Process

QBRM applications must be processed within 5 business days of receipt. If it is not possible to process the application within 5 business days for any reason, notify the applicant. In addition, the MDA or designee:

1. Provides the mechanical barcode and facing identification mark (FIM) positive. Note: For pieces distributed under QBRM, the address must include a unique ZIP+4 Code assigned to the piece. The ZIP+ 4 Code identifies the permit holder and rate category.

2. Provides support materials, such as:

a) Quick Service Guide 922.

b) DMM references S922 and E150.

3. Reviews the samples and completes page two of PS Form 6805. Note: Determine QBRM eligibility by evaluating the samples by DMM standards and not by running them on mail processing equipment.

4. If the sample meets all requirements:

a. Provide the customer with the approved PS Form 6805 and pre-production samples marked "Approved."

b. If the customer chose Option 1, forward one QBRM sample to the Post Office(s) where the mail will be returned.

c. If the customer chose Option 2, forward one QBRM sample to the Post Office(s) where the mail will be returned when the customer submits the sample pieces after printing.

d. Maintain copy of PS Form 6805 and QBRM sample (paper samples or pre-production artwork) for records.

5. If the sample does not meet standards:

a. List reasons and applicable DMM references on page two of PS Form 6805.

b. Provide the customer with a copy of the disapproved PS Form 6805.

c. Recommend corrections to meet the standards in DMM S922, E150, C810, and/or C840.

d. Maintain a copy of PS Form 6805 and QBRM sample (paper samples or pre-production artwork) for records.

e. Return additional samples to the applicant with disapproved PS Form 6805.

f. If the customer disputes the disapproval of PS Form 6805, advise the customer of appeal rights under DMM G020.3.0.

After receiving approval for the QBRM program, the customer is not required to either reapply or submit additional samples when pieces are reprinted with the ZIP+4 Code assigned under that approval. However, since the ZIP+4 Code identifies the rate category, the customer must submit a new application for the QBRM rate if he or she plans to distribute pieces in a different rate category. For example, if the customer is authorized the QBRM rate for 1-ounce letters but subsequently decides to print and distribute cards, a separate PS Form 6805 must be submitted to receive the cards under the QBRM program. Under this scenario, the customer will be assigned a separate ZIP+4 Code for accounting purposes that must appear on the card rate pieces.

Reporting QBRM Irregularities

If QBRM pieces are found to cause problems during processing, such as jamming automation equipment or damage to the pieces themselves, report the problem on PS Form 6806, Mailpiece Irregularity/Resolution. PS Form 6806 is available for employees through the Postal Service Web site (click on Forms and then All Online PDF Forms in Numeric Order at www.usps.com). The form may be reproduced locally as needed.

Employees who report a processing problem on PS Form 6806 must:

1. Make a copy of the mailpiece.

2. Send the PS Form 6806 and the copy of the mailpiece to the manager, Business Mail Entry (District) serving the delivery address on the piece.

When PS Form 6806 is received, the manager, Business Mail Entry (District) refers the matter to the appropriate MDA/designee.

Mailpiece Design Analyst Responsibilities During Irregularity Review Process

1. Review the copy of the piece accompanying the PS Form 6806 and compare it to the QBRM samples on file.

2. Contact the customer to resolve discrepancies between the samples on file and the piece reported on PS Form 6806.

3. If the samples do not meet QBRM standards, request 10 additional samples from the customer for testing.

4. If the 10 additional samples do not meet QBRM standards, revoke the QBRM rates and advise the customer that new samples must be submitted under Option 1 or 2 to reapply for the QBRM program.

- Business Mail Acceptance,Marketing Technology andChannel Management, 4-19-01