Administrative Services

CORRECTION

PS Form 3600-EZ, Postage Statement - First-Class Mail - Easy Nonautomation Letters, Cards, or Flats - Permit Imprint

In Postal Bulletin 22054 (7-12-01, page 15), the NSN for PS Form 3600-EZ was listed as 7530-03-000-4270. The correct NSN is 7530-05-000-4270.

- Online Services,Public Affairs and Communications, 7-26-01

Customer Relations

NATIONAL STAMP COLLECTING MONTH

Special Die Hub

The 2001 National Stamp Collecting Month special die hub for pictorial cancellations is available only upon request. Like last year, the die hub device will not be distributed automatically. Personnel at processing and distribution centers who wish to order this cancellation device should immediately contact:

Diane Wiler
Hanley Postal Supply Company
Telephone: 814-898-2720
Fax: 814-898-2825

Each die hub device costs $97.50, and the deadline for orders is July 30, 2001. The die hub may be used October 1 through November 31, 2001.

The design (shown below) is based on the theme for this year's campaign - Stamp Collecting: Your Passport to the World. All Postal Service employees are encouraged to promote National Stamp Collecting Month, which helps generate widespread interest in the hobby of stamp collecting.

- Community Relations,Public Affairs and Communications, 7-26-01

CUSTOMER-CONTACT PERSONNEL

One-Time Benefit Check to Social Security Recipients

The Social Security Administration (SSA) will issue a special one-time benefit check to Social Security recipients during the month of July. The check issuance corrects an error in the calculation of the 1999 cost-of-living adjustment (COLA) in the consumer price index (CPI).

Customers may ask you questions about the check, such as when they can expect delivery. Please advise customers to call the SSA at 800-772-1213 or to visit the SSA Web site at www.ssa.gov (look under "COLA").

- Consumer Affairs Operations,Consumer Advocate, 7-26-01

Postmaster Finder - Postal History Database Available to the Public

Researching a postmaster or Post Office? Want to know when a Post Office was established or discontinued? Postmaster Finder, previously available only on the Postal Service's Intranet, is available to the public now at http://www.usps.com. You'll find complete lists of postmasters for 12,000 Post Offices and partial lists of postmasters for about 30,000 more Post Offices. Additional postmaster names and Post Offices are added to the database every business day.

You can search by city, postmaster name, county, state, establishment date, discontinuance date, and ZIP Code. The site provides links to other sources that offer historical information about postmasters and Post Offices, such as the Board on Geographic Names, the National Archives and Records Administration (NARA), and NARA's Personnel Records Center.

Visit Postmaster Finder at http://www.usps.com. Select About USPS; then click Our Place in America and Postmaster Finder.

- Historian,Government Relations and Public Policy, 7-26-01

Domestic Mail

DMM CORRECTION

Labeling List Changes

Domestic Mail Manual (DMM) L606, published in Postal Bulletin 22054 (7-12-01, beginning on page 93) contained errors in Column B. The corrected information appears below.

We will incorporate these changes into the printed version of DMM Issue 57 and into the online DMM available via Postal Explorer at http://pe.usps.gov on August 9, 2001.

Domestic Mail Manual (DMM)

* * * * *

L Labeling Lists

* * * * *

L600 Standard Mail and Package Services

* * * * *

L606 5-Digit Scheme - Standard Mail and Package Services Parcels

* * * * *

* * * * *

- Logistics, Network Operations Management, 7-26-01

DMM REVISION

Parcel Post ZIP Code Deletion

Effective July 26, 2001, Domestic Mail Manual (DMM) E751 Exhibit 8.0 is revised to delete a ZIP Code in the Parcel Select exception list. The change is being made to reflect the information listed in the AIS Drop Ship Product.

We will incorporate this change into the printed version of DMM Issue 57 and into the monthly update of the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

E Eligibility

* * * * *

E700 Package Services

* * * * *

E750 Destination Entry

E751 Parcel Select

* * * * *

Exhibit 8.0 Delivery Facilities Different From Those in the Drop Shipment Product

[Revise Exhibit 8.0 by deleting the following entry:]

- Operational Requirements,Operations Planning and Processing, 7-26-01

DMM REVISION

Information-Based Indicia

Effective July 17, 2001, Domestic Mail Manual (DMM) P030.1.4 was revised to allow the use of information-based indicia (IBI) to show evidence of postage in the same manner as letterpress and digital meter stamps. This extends the use of IBI to all mail classes except Periodicals. Existing regulations on classes of mail that apply to metered mail now apply to mail bearing IBI. In particular, mailers using IBI can receive qualifying discounts for presorted mail.

We will incorporate this revision into the printed version of DMM Issue 57 and in the August 9 update of the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

P Postage and Payment Methods

P000 Basic Information

* * * * *

P030 Postage Meters and Meter Stamps

1.0 BASIC INFORMATION

* * * * *

1.4 Classes of Mail

[Revise 1.4 to read as follows:]

Postage may be paid by printing postage meter stamps (including letterpress, digital, and information-based indicia) on any class of mail except Periodicals. Information-based indicia (IBI) include human-readable information and a USPS-approved two-dimensional barcode with a digital signature and other required data fields. Metered mail (including mail bearing IBI) is entitled to all privileges and subject to all conditions applying to the various classes of mail.

- Postage Technology Management,Retail, Consumers and Small Business, 7-26-01

POM REVISION

Delivery Confirmation Service and Signature Confirmation Service

Effective July 26, 2001, the Postal Operations Manual (POM) is revised to update Signature Confirmation service information in 811.1, and Delivery Confirmation service information in Section 817. We are also adding a new section 818 to include Signature Confirmation service.

We will incorporate these changes into the printed version of POM Issue 9 and into the online version available via the corporate intranet at http://blue.usps.gov; click on Information, then Policies and Procedures, then Manuals.

Postal Operations Manual (POM)

* * * * *

8 Special Services

* * * * *

81 Special Mail Services

* * * * *

811 Delivery Records for All Signature Mail

811.1 General

[Revise the first sentence of the second paragraph to read as follows:]

* * * * *

All signatures for registered, numbered insured, certified articles, COD, Express Mail service, Signature Confirmation service, return receipt for merchandise, and other signature items will be captured on PS Form 3849, which will be linked to the mailpiece and serve as the delivery record.

* * * * *

817 Delivery Confirmation Service

817.1 How to Mail

[Revise the introductory sentence in 817.1 to read as follows:]

Two options are offered for this service: a retail option available at any Post Office; and an electronic option for mailers who apply identifying barcodes to each piece, establish an electronic link with the Postal Service to exchange acceptance and delivery information, and provide an electronic file of Delivery Confirmation service pieces that are entered for mailing.

[Replace current items a and b with the following:]

a. Retail option Delivery Confirmation service provides the sender with access to information about the date an article was delivered and, if delivery was attempted but not successful, the date of the delivery attempt. The retail Delivery Confirmation service process involves the collection and storage of delivery information and provides the delivery information through the Postal Service web site or a toll-free number (as stated in 817.24). Customers can obtain, free of charge, PS Form 152, Delivery Confirmation, at Post Offices or from rural delivery employees. Retail option Delivery Confirmation service can be used only with Priority Mail and Package Services.

b. Electronic option Delivery Confirmation service provides the sender with information about the date and time an article was delivered, or if delivery was attempted but not successful, the date and time of the delivery attempt. Delivery information can be accessed by visiting www.usps.com or through the electronic file. A mailer who wants to use the electronic option must supply the Postal Service with an electronic file that includes a list of the mailpieces. Electronic option Delivery Confirmation service may only be used with Priority Mail service, Standard Mail service pieces when subject to the residual shape surcharge, and Package Services.

817.2 Delivery

817.21 Procedure

[Revise 817.21 to read as follows:]

Delivery Confirmation service mail for delivery by carriers must be taken out on the first trip after receipt, unless the addressee requests that the postmaster hold the mail at the Post Office. Delivery employees from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code into the handheld scanner when delivering Delivery Confirmation service items.

817.22 Rural Delivery

[Revise 817.22 to read as follows:]

Rural carriers from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code into the handheld scanner when delivering Delivery Confirmation service items. For more information on delivery by rural carriers or at personnel and nonpersonnel rural units, see POM 65 Rural Delivery Service.

817.23 Highway Contract Route Delivery

[Revise 817.23 to read as follows:]

Highway contract route carriers deliver Delivery Confirmation service mail if required by the carrier's contract, but delivery is made only at the customer's mailbox or along the route. Electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner at delivery.

817.24 Delivery Records

[Revise 817.24 to read as follows:]

Customers will have access to delivery status information for 6 months by visiting the Postal Service Web site at www.usps.com or, for retail customers only, by calling toll- free 1-800-222-1811.

817.25 Notice of Arrival

[Revise 817.25 to read as follows:]

The carrier must leave a notice of arrival using PS Form 3849, Delivery Notice/Reminder/Receipt, if the Delivery Confirmation service article cannot be delivered because it will not fit into the mail receptacle or the parcel is endorsed under the standards in DMM D042.7.0. Delivery employees from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner. If the article is undeliverable it is brought back to the Post Office and held for the addressee. If the article is not called for within 5 calendar days, a final notice is issued. If the article is not called for or redelivery of the article is not requested, it must be returned to the sender after 15 calendar days, unless the sender had specified on the mailpiece that it be held a fewer number of days in accordance with DMM M012. Employees in electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner when returning mail to sender.

817.26 Delivery at Post Office

[Revise 817.26 to read as follows:]

Hold Delivery Confirmation service items at a place convenient for the public to call if addressed for Post Office box, general delivery, firm callers, or if PS Form 3849 is left for addressee to call. Place PS Form 3849 in the Post Office box for box-service customers. Delivery Confirmation service items do not require a signature, so PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, or PS Form 3883a, Firm Delivery Receipt, may be used when customers receive an average of 10 or more Delivery Confirmation service items at one delivery.

* * * * *

817.3 Carrier Controls

817.31 Assignment

[Revise items a and b to read as follows:]

* * * * *

a. Individual Pieces. Deliver Delivery Confirmation service items in the same manner as other Priority Mail and Package Services items.

b. Firm Mail. Prepare PS Form 3883 or PS Form 3883a in duplicate for customers who receive an average of 10 or more pieces at one time. Use the duplicates of the firm sheet as chargeout, and recycle the duplicate forms after the delivery employee has turned in the firm sheet and the signed PS Form 3849. PS Form 3883 may include other special service items. A minimum of six items is required for a mixed PS Form 3883. All items must be scanned and PS Form 3883 must be scanned to create an electronic link of all pieces to the firm sheet. Offices with firm print work stations will use these systems to create barcoded firm sheets.

* * * * *

[Add new 817.33 to read as follows:]

817. 33 Undeliverable

Use procedures in 817.25 to handle Delivery Confirmation service mail that is undeliverable or must be forwarded.

817.4 Verified Mailing Receipts

817.41 Retail Customers

[Revise items b and c to read as follows:]

* * * * *

b. Make certain that the correct postal charges have been paid with affixed adhesive or meter stamps.

c. Deposit the article in the mail.

817.42 Large-Volume Mailings

[Replace existing 817.42 with the following:]

* * * * *

When accepting Delivery Confirmation service articles submitted under a Manifest Mailing System agreement, follow the acceptance procedures listed in Publication 401, Guide to the Manifest Mailing System (MMS), for insured, COD, certified, and return receipt for merchandise articles, using the Delivery Confirmation service package identification code as the article number.

For large-volume mailings that include Delivery Confirmation service articles not submitted using an approved Manifest Mailing System agreement, follow the steps below.

These steps are in addition to any other acceptance and verification procedures required in Handbook DM109, Business Mail Acceptance, for the method of postage payment used or presort discounts claimed:

a. Randomly select sample pieces from the mailing according to the sample size chart below.

b. For each sample piece selected with Delivery Confirmation service check the following:

(1) That the article number is listed on PS Form 3877, Firm Mailing Book for Accountable Mail.

(2) That the postage and fees are correctly paid and entered on PS Form 3877.

(3) That the article is properly endorsed.

c. If the postage and/or fees on a sample article are not correct, take an entirely new sample that is the same size as the original sample. If the second sampling is correct, accept the mailing and make a postage and/or fee adjustment for the incorrect postage amount. If the second sampling has an error, return the mailing to the mailer for correction.

d. Postmark and sign the firm mailing book in ink and give it to the mailer. Enter the time the articles are mailed if requested to do so by the mailer and initial in ink by the entry.

* * * * *

[Add new 818, which includes sections 818.1 to 818.42, to read as follows:]

818 Signature Confirmation Service

818.1 How to Mail

818.11 Service Options

There are two options offered for this service: a retail option available at any Post Office; and an electronic option for mailers who apply identifying barcodes to each piece, who establish an electronic link with the Postal Service to exchange acceptance and delivery information, and who provide an electronic file of Signature Confirmation service pieces that are entered for mailing.

a. Retail option Signature Confirmation service provides the sender with signature proof of delivery on request and information about the date and time an article was delivered or, if delivery was attempted, the date and time of the delivery attempt. The retail Signature Confirmation service process involves collecting and storing delivery and signature information and provides the delivery information through the Postal Service Web site or a toll-free number (as stated in 818.24). The sender can request that a copy of the Signature Confirmation service signature and delivery information be sent by fax or mail. Customers can obtain, free of charge, PS Form 153, Signature Confirmation, at Post Offices or from rural delivery employees. Retail Signature Confirmation service can be used with Priority Mail service and Package Services.

b. Electronic option Signature Confirmation service provides the mailer with signature proof of delivery on request and information about the date and time an article was delivered, or if delivery was attempted, the date and time of the delivery attempt. Delivery information can be accessed by visiting www.usps.com or through the electronic file. The signature information can be requested by visiting the Web site or calling the toll-free number. A response letter will be faxed or mailed to the sender according to his or her request. A mailer who wants to use the electronic option must supply the Postal Service with an electronic file that includes a list of the mailpieces. Electronic Signature Confirmation service can be used with Priority Mail service and Package Services.

818.12 Signature Waiver Option

Customers can choose the waiver of signature option at the time of mailing. The delivery employee signs for the item if no one is available to sign and the item can be left in a secure location. No image of the delivery employee's signature is provided in the customer response letter, if the sender requests the delivery information. This option is not available when Signature Confirmation service is combined with other special services.

818.2 Delivery

818.21 Procedure

Signature Confirmation service mail for delivery by carriers must be taken out on the first trip after it is received, unless the addressee requests that the postmaster hold the mail at the Post Office. When the waiver of signature option has been chosen the delivery employee must sign for the item at the time of delivery if no one is there to receive it and the item can be left in a secure location. Delivery employees from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner when delivering Signature Confirmation service items. Corresponding PS Form 3849 must be scanned and properly completed.

818.22 Rural Delivery

Rural carriers from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code into the handheld scanner when delivering Signature Confirmation service items. The corresponding PS Form 3849 must be scanned and properly completed. For more information on delivery by rural carriers or at personnel and nonpersonnel rural units, see POM 65, Rural Delivery Service.

818.23 Highway Contract Route Delivery

Highway contract route carriers deliver Signature Confirmation service mail if required by the carrier's contract, but delivery is made only at the customer's mail box or along the route. Electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner at delivery. Corresponding PS Form 3849 must be scanned and properly completed.

818.24 Delivery Records

Customers will have access to the delivery status and signature image for 1 year by visiting the Postal Service Web site at www.usps.com or, for retail customers only, by calling 1-800-222-1811.

818.25 Notice of Arrival

The carrier must leave a notice of arrival using PS Form 3849, Delivery Notice/Reminder/Receipt, if no one is available to receive the Signature Confirmation service article. Delivery employees from electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner. Articles that have the signature waived and can be left in a secure area must be signed for by the carrier and delivered. If the article cannot be delivered, it is brought back to the Post Office and held for the addressee. If the article is not called for within 5 calendar days, a final notice is issued. If the article is not called for or redelivery of the article is not requested, it must be returned after 15 calendar days, unless the sender specifies a fewer number of days on the mailpiece in accordance with DMM M012. Employees in electronic record management offices must scan/enter the mailpiece barcode and enter the appropriate event code in the handheld scanner when returning mail to sender.

818.26 Delivery at Post Office

Hold Signature Confirmation service items at a place convenient for the public to call if addressed for Post Office box, general delivery, firm callers, or if PS Form 3849 is left for addressee to call. Place PS Form 3849 in the Post Office box for box-service customers. PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, or PS Form 3883a, Firm Delivery Receipt, can be used for a firm or customer that receives an average of six or more Signature Confirmation service items at one delivery. Corresponding PS Form 3849 must be signed when using PS Form 3883.

818.3 Carrier Controls

818.31 Assignment

Send Signature Confirmation service mail, including Signature Confirmation service mail for firms, to a unit or employee designated to assign this mail for delivery, and follow these procedures for each type of mail:

a. Individual Pieces. Deliver Signature Confirmation service items in the same manner as other Priority Mail service and Package Services items. Signature Confirmation service items must be signed for by the addressee or addressee's agent in accordance with POM 818.2.

b. Firm Mail. Prepare PS Form 3883 or PS Form 3883a in duplicate for addressees who receive an average of 6 or more pieces at one time. Use the duplicates of the firm sheet as chargeout, and recycle the forms after the delivery employee has turned in the firm sheet and the signed PS Form 3849. PS Form 3883 may include other special service items. A minimum of six items is required for mixed PS Form 3883. All items must be scanned and the PS Form 3883 barcode scanned to create an electronic link of all pieces to the firm sheet. Offices with firm print work stations will use these systems to create barcoded firm sheets.

818.32 Delivery to Military Installations

Signature Confirmation service is not available to APO/FPO addresses.

818.33 Undeliverable

Use procedures in 818.25 to handle Signature Confirmation service mail that is undeliverable or must be forwarded.

818.4 Verified Mailing Receipts

818.41 Retail Customers

Verify individual mailing receipts as follows:

a. Apply and scan Signature Confirmation service barcoded label.

b. Verify completion of Signature Waiver information for customers choosing option.

c. Make certain that correct postal charges are paid by affixed adhesive or meters stamps.

d. Deposit the article in the mail.

818.42 Large-Volume Mailings

When accepting Signature Confirmation service articles submitted under a Manifest Mailing System agreement, follow the acceptance procedures listed in Publication 401, Guide to the Manifest Mailing System (MMS), for insured, COD, certified, and return receipt for merchandise articles, using the Signature Confirmation service package identification code as the article number.

For large-volume mailings that include Signature Confirmation service articles not submitted using an approved Manifest Mailing System agreement, follow the steps below. These steps are in addition to any other acceptance and verification procedures required in Handbook DM109, Business Mail Acceptance, for the method of postage payment used or presort discounts claimed:

a. Randomly select sample pieces from the mailing according to the sample size chart below.

b. For each sample piece with Signature Confirmation service check the following:

(1) That the article number is listed on PS Form 3877, Firm Mailing Book for Accountable Mail.

(2) That the postage and fees are correctly paid and entered on PS Form 3877.

(3) That the article is properly endorsed.

c. If the postage and/or fees on a sample article are not correct, take an entirely new sample that is the same size as the original sample. If the second sampling is correct, accept the mailing and make a postage and/or fee adjustment for the incorrect postage amount. If the second sampling has an error, return the mailing to the mailer for correction.

d. Postmark and sign the firm mailing book in ink and give it to the mailer. Enter the time the articles are mailed if requested to do so by the mailer and initial in ink by the entry.

- Information Systems,Expedited/Package Services, 7-26-01

Special Services Barcoded Label Deadline - IRS Extension

Good News! The IRS has barcoded 95 percent of its certified mail labels. The remaining 5 percent that have not been barcoded will continue to show up in the mailstream until October 15, 2001. Post Offices should continue to accept and deliver the IRS's remaining nonbarcoded mail until that time.

- Special Services,Core Business Marketing, 7-26-01

REMINDER

Free Mail Program for Members of the Armed Forces

All Postal Service employees who handle and deliver mail should be aware of the free mail privilege for members of the Armed Forces. For such mail, employees must not collect postage upon delivery or return mail to the sender for postage.

Authorized persons may mail without postage letters, postcards, and sound recordings (audio and videotapes) having the character of personal correspondence to any place in the United States, its possessions or territories, or any military Post Office (APO/FPO).

Postal Service employees must process and deliver free mail that meets the following requirements:

· Mail has a complete APO or FPO return address.

· Mail has the word "Free" in the upper right corner with an APO or FPO postmark.

· Mail has a complete delivery address.

Free mail may not be registered, insured, or certified.

Free mail privileges are authorized for members of the Armed Forces and designated civilians directly supporting military operations in the following locations:

· Aboard ships in the Adriatic Sea

· Aboard ships in the Ionian Sea north of the 39th parallel

· Albania

· Former Republic of Yugoslavia

- Bosnia-Herzegovina

- Croatia (including Zagreb)

- Macedonia

- Serbia-Montenegro (including Kosovo and Vojvodina)

- Slovenia

· Hungary

· Zakho (which is south of the Turkish border in the no- fly zone of northern Iraq)

Members of the Armed Forces who are hospitalized in a facility under the jurisdiction of the Armed Forces due to disease or injury as a result of service in these designated areas also receive free mail privileges.

For more information about free postage for mail sent to and from members of the Armed Forces, see Domestic Mail Manual E030 (which is based on 39 USC 3401 and Executive Order 12556 (April 16, 1986)).

- International Operations Support,Network Operations Management, 7-26-01

NOTICE

Coming Soon - Online Shipping e-Label at www.usps.com

The Postal Service has now made it easier for small- volume Priority MailŪ service shippers to use electronic option Delivery ConfirmationTM service. This value-added feature will soon be available via the new USPS Shipping Web site at www.usps.com, and will provide mailers with easy-to-access information to meet their shipping needs. This site will allow shippers to print from their computers an Online Shipping e-Label that has sender information, recipient information, and a Delivery Confirmation barcode. Acceptance information is electronically sent to the Product Tracking System to meet electronic option requirements. Initially, the Online Shipping e-Label will be limited to Priority Mail service with electronic option Delivery Confirmation service. A future version will include Signature ConfirmationTM service.

The Online Shipping e-Labels use the new Postal Service standard format with an "e" insignia before the USPS Delivery Confirmation text above the barcode. Customers apply the e-label to their Priority Mail package and can then use adhesive or meter stamps to pay for their mailing. If customers bring packages to the retail counter, the process for weighing and rating those pieces is the same as with other e-label Delivery Confirmation service pieces as discussed in the Retail Coaches' Corner, Postal Bulletin 22052 (6-14-01, page 83). Retail employees do not scan the Delivery Confirmation service e-label/barcode; instead they merely weigh and rate the packages for postage only. Customers are not charged the retail Delivery Confirmation service fee when they use this new electronic label. Additionally, customers who require proof of mailing can bring the Online e-Label Record to the retail counter for a round date, like any other special service receipt.

Samples of the Online Shipping e-Label and the Online e-Label Record are on page 11.

- Information Systems,Expedited/Package Services, 7-26-01

[D-Link]