Administrative Services

CORRECTION

Facility Safety Coordinator Training Course - Correct PSIN

In Postal Bulletin 22057 (8-23-01, page 97), the PSIN for Facility Safety Coordinator Training Course - Self-Study Guide was listed incorrectly.

The correct PSIN is CFG-19201-45.

- Policies and Procedures Information,Public Affairs and Communications, 9-6-01

Directives and Forms Update

Effective immediately, Publication 223, Directives and Forms Catalog (June 1999), is revised. The tables below contain the document ID, edition date, title, national stock number (NSN), and the postal and public supply source for all new, revised, and obsolete directives and forms. Use this article to keep Publication 223 current. Information on how to order directives and forms can be found in chapter 1 of Publication 223.

IWEB = Intranet = http://blue.usps.gov; click onInformation, then Policies and Procedures.

WWW = USPS Web page = http://www.usps.com.

PE = Postal Explorer = http://pe.usps.gov.

F3 = F3 Fill Software.

New Directives

Revised Directives

Obsolete Directives

New Forms

Revised Forms

Obsolete Forms

Correction (changes highlighted in bold)

- Policies and Procedures Information, Public Affairs and Communications, 9-6-01

Customer Relations

Please Post On All Bulletin Boards

Domestic Mail

DMM REVISION

Return Addresses on Bound Printed Matter

Effective September 6, 2001, Domestic Mail Manual (DMM) A010.4.3 and E710.3.1 are revised to remove the requirement that a return address appear on Bound Printed Matter (BPM) pieces with no ancillary service endorsement or special service. All other Package Services mail (Library Mail, Media Mail, and Parcel Post) must have a return address on each piece.

Since January 7, 2001, unendorsed undeliverable-as- addressed BPM is disposed at the delivery unit - it is not returned to sender. Therefore, there is no need to require a return address. A return address is required:

· On all mailpieces when postage is paid with company (permit) imprint or precanceled stamps.

· On any piece that bears an ancillary service endorsement.

· On any piece with a special service.

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

Domestic Mail Manual (DMM)

A000 Basic Addressing

A010 General Addressing Standards

* * * * *

4.0 RETURN ADDRESS

* * * * *

4.3 Required Use

[Revise introductory sentence and item g as follows:]

Except as provided in 4.1, the sender's return address must appear legibly on:

* * * * *

g. Package Services (except unendorsed Bound Printed Matter).

* * * * *

E Eligibility

* * * * *

E700 Package Services

E710 Basic Standards

* * * * *

3.0 ADDRESSING

[Revise 3.1 to exclude unendorsed Bound Printed Matter:]

3.1 Delivery and Return Address

Package Services mail must bear a delivery address. Except for single-piece rate Parcel Post, the delivery address on each piece must include the correct ZIP Code or ZIP+4 code. Alternative address formats or detached address labels may be used, subject to A040 or A060. Except for unendorsed Bound Printed Matter, each piece must bear the sender's return address.

* * * * *

- Mail Preparation and Standards,Pricing and Product Design, 9-6-01

DMM REVISION

Labeling List Changes

Effective September 6, 2001, Domestic Mail Manual (DMM) L001, L004, and L606 are revised to reflect changes in mail processing operations. Mailers are encouraged to label according to these revised lists immediately, and they must comply with these changes no later than November 18, 2001.

We will incorporate these changes 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)

* * * * *

L Labeling Lists

L000 General Use

L001 5-Digit Scheme - Periodicals Flats and Irregular Parcels, Standard Mail Flats, and BPM Flats

* * * * *

* * * * *

L004 3-Digit ZIP Code Prefix Groups - ADC Sortation

* * * * *

* * * * *

L600 Standard Mail and Package Services

* * * * *

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

* * * * *

* * * * *

- Logistics, Network Operations Management, 9-6-01

DMM REVISION

New DMM Subject Index

The Domestic Mail Manual (DMM) Subject Index (unit I022) has been revised and is available on pages 83-94 of this Postal Bulletin. You can pull out, punch, and insert the revision pages into your printed DMM as replacement pages.

The new subject index also is included in the online DMM available via the Postal Explorer Web site at http://pe.usps.gov. In the electronic version of the index, all of the cross-references are hotlinked, which allows a user to jump quickly from the index to a specific section of the DMM.

We redesigned the subject index so that customers and employees can easily find key words and concepts. We developed it using employee and customer feedback and information from the Postal Explorer Web site.

Do you have a comment or suggestion about the new index? We would like to hear from you. Send cc:Mail to Postal Explorer and use "DMM Index" as your subject line. Send hardcopy correspondence to:

DMM SUBJECT INDEX SUGGESTIONS
MAIL PREPARATION AND STANDARDS
US POSTAL SERVICE
1735 N LYNN ST RM 3025
ARLINGTON VA 22209-6038

- Mail Preparation and Standards,Pricing and Product Design, 9-6-01

NOTICE

Consolidation of Rates and Classification Service Centers

Effective September 8, 2001, the five rates and classification service centers (RCSCs) will be consolidated into three: New York, Chicago, and San Francisco. The Northern Virginia RCSC and Memphis RCSC will be closed.

Under the realignment, Postal Service facilities and customers supported by the Northern Virginia RCSC will be supported by the New York RCSC, and those supported by the Memphis RCSC will be supported by the Chicago RCSC. The San Francisco RCSC will maintain support for its existing territory and continue to offer after-hours support for Postal Service facilities and customers in the central and eastern portions of the country. The three RCSCs will continue to issue rulings on classification issues and review requests for exceptions to Postal Service standards.

Limited staff will be retained at the Memphis facility to continue operation of the Nonprofit Service Center (NSC). The NSC will continue processing applications for Nonprofit Standard Mail eligibility, Periodicals additional entry and reentry, and prohibitory orders regarding sexually oriented and pandering advertisements. The RCSCs and the NSC will report to Pricing and Product Design at Headquarters.

Concurrent with the realignment, a new organization called "Business Mailer Support (BMS)" will be established to authorize mailing systems, administer the Mail Preparation Total Quality Management (MPTQM) program, and provide additional support for the acceptance of mail. Business Mailer Support will report to Business Mail Acceptance at Headquarters.

The mailing addresses, telephone numbers, and fax numbers for the New York, Chicago, and San Francisco RCSCs and the Memphis NSC remain the same. The mailing address for Business Mailer Support is 1735 N Lynn Street, Rm 4035, Arlington, VA 22209-6087.

The realignment will streamline operations and provide a more efficient structure to respond to internal and external customers. The RCSCs will focus on guiding customers in understanding issues related to rate eligibility, mail preparation, and mail classification. BMS will focus on postage payment systems and acceptance operations.

We will incorporate these organizational changes into the printed version of Domestic Mail Manual (DMM) Issue 57 and into the monthly update of the online DMM available via Postal Explorer at http://pe.usps.gov.

- Business Mail Acceptance,Marketing Technology and Channel Management, 9-6-01

CLARIFICATION

Commercial Mail Receiving Agency (CMRA) - August 1, 2001, Compliance Date for Addressing Standards

This is a clarification to the Reminder published in Postal Bulletin 22055 (7-26-01). In addition, this notice highlights key points of the regulations and procedures that are in effect.

Addressing Standards

On August 16, 2000, the Postal Service published a final rule in the Federal Register (65 FR 49917-49919) to amend Domestic Mail Manual (DMM) D042.2.6e to permit use of "PMB" or the alternative "#" sign as the secondary address designation for CMRA customers.

The Postal Service recognized CMRA customers could incur some out-of-pocket expenses and the inconvenience of notifying correspondents of the change in their address. Therefore, the Postal Service delayed the effective date of the requirement, until August 1, 2001, nearly a full year after the rule was adopted. This was designed to allow CMRA customers to minimize costs by allowing them to deplete existing stationery, to advise correspondents of the new address in the course of ordinary business, rather than through a special communication, and to make any other needed changes to comply with the address requirement.

The preferred address format for the CMRA customers consists of:

If the four-line address cannot be used, a three-line format is acceptable in certain conditions. "PMB" or the alternative "#" sign must be included at the end of the street address line.

Exceptions: When the CMRA's physical address contains a secondary address element (e.g., rural route box number, "suite," "#," or other term), the CMRA customer must use the four-line format or "PMB" in the three-line format. In the latter case, the following must be used:

The CMRA customer must also use the four-line format if information being placed on the delivery address line contains more than 32 characters, the maximum number of characters allowed on the delivery address line. Characters include the numbers, letters, and spaces in the delivery address. Example: delivery address 5800 Springfield BLVD STE 11 has a total of 28 characters. Inclusion of secondary address information "PMB 234" would add an additional seven characters, so the delivery address line would have more than 32 characters. This requires use of the four-line format by placing the secondary information on the line above the delivery address line.

Addressing Standards Compliance

As a result of mutual efforts between the Postal Service and members and representatives of the CMRA industry, it has been agreed the CMRAs and the Postal Service will work together to ensure increased compliance with the addressing standards as follows:

· Since the Postal Service delivers the mail to the CMRA in bulk, the CMRA, when distributing mail to its box holders, will review the addressing format being used. Should it notice any significant amount of non-compliance, the CMRA will work with the box holder to increase compliance with the standard. The CMRA should ensure that all of its customers notify their correspondents or customers of their new address. Customers could use one or more of the following based on the box holders' circumstances: include a notice of the proper address in outgoing correspondence, notification through updating web sites, a specific or general postal card mailing to customer lists or correspondents, or other appropriate means.

· If the CMRA does not receive cooperation from a particular box holder based on initial and follow-up efforts, it should consider terminating the agency relationship with the box holder.

· The Postal Service will also review, from time to time, the addressing formats being used on the mail being delivered in bulk to the CMRA. This review can be accomplished by riffling the mail. If there appears to be a problem, the information will be shared with the CMRA.

· Together, the Postal Service and the CMRA should demonstrate a spirit of cooperation and a positive working relationship resulting in a demonstrated increased level of compliance over time. It is not realistic to expect every piece of mail to be in compliance. For example, correspondents or prospective customers of the box holder may sometime inadvertently use an incorrect address or an old address from promotional material printed before the new address standards. However, the percentage of customers and mail in compliance should indicate a significant increase, especially with new CMRA box holders, over a reasonable period of time. It is difficult to quantify a universally applied definition of "reasonable period of time" due to varied CMRA demographics, box holder turnover rates, and mail volumes. Postal Service representatives must exercise good business judgment when reviewing a CMRA's compliance progress to date.

It is our responsibility to work with the CMRAs to help them improve compliance. They are our customers and the Postal Service's objective is to deliver their mail. However, if all efforts fail to demonstrate progress in compliance, refer to DMM D042.2.6f through h regarding Suspension of Delivery.

Application

All CMRA owners must have completed and submitted PS Form 1583-A, Application to Act as Commercial Mail Receiving Agency, in accordance with DMM D042.2.5b.

All CMRA customers must have completed and submitted PS Form 1583, Application for Delivery of Mail Through Agent, in accordance with DMM D042.2.6a.

Disclosure of Information

Information contained in PS Form 1583 will be disclosed only to a government agency, including law enforcement, upon written certification of official need or pursuant to a subpoena or a court order. Information about court order protected individuals may not be disclosed to any requester, including government agencies, except pursuant to the order of a court of competent jurisdiction. If a court order is received for information covered by a protective order or there are questions in other circumstances concerning the release of information, contact field counsel for advice.

Suspension of Delivery

The postmaster or station manager serving the CMRA address is authorized to make initial decisions regarding non-compliance of the CMRA regulations. Postal Service officials must adhere to the guidelines outlined in DMM D042.2.6f through h regarding violations of the regulations by the CMRA or its customers.

The postmaster or station manager must notify the CMRA in writing when the CMRA is not in compliance with the regulations. This notice must provide the CMRA an appropriate period of time to correct the deficiencies and an opportunity to provide evidence of such compliance.

If the CMRA fails to comply, the Postal Service manager must receive approval from the next higher level, generally the district manager, before notifying the CMRA of any action that will be initiated regarding suspension of delivery. A written notice of suspension signed by the district man- ager with reason(s) for the action, including an analysis of any evidence or arguments concerning compliance submitted by the CMRA, and the date the action will be initiated, must be provided to the CMRA. Under no circumstances should a postmaster or station manager suspend service without following the guidelines outlined in DMM D042.2.6f through h.

The Postal Service is working in cooperation with the CMRA industry to protect the interests of consumers and businesses by reducing opportunities to use the mail and CMRAs for fraudulent or deceptive purposes.

- Retail Operations Support,Retail, Consumers and Small Business, 9-6-01

Notice

Temporary Embargo on Acceptance of Live Animals for Mailing, Including Day-Old Poultry

Pursuant to Domestic Mail Manual (DMM) C022.3.11, the Postal Service does not accept any shipment of live animals that it reasonably believes cannot reach their destination in a viable condition.

Northwest Airlines has announced that effective Saturday, September 1, 2001, it will no longer carry live animals as mail. Consequently, shipments of live animals, including day-old poultry, should not be accepted for mailing in areas that relied upon Northwest Airlines for air transportation of such shipments.

The following airports are temporarily unavailable for live animal shipments. Therefore, acceptance personnel that use these airports as primary dispatch points are temporarily embargoed from accepting live animals. If a shipper is entering mail at an AMF/AMC serviced by an airport on this list, AMF/AMC management is authorized to accept live animals to the extent airlift capacity is available.

- Commercial Air Operations,Network Operations Management, 9-6-01

APO/FPO Changes

Make the following ink changes to the most recent APO/FPO table in Postal Bulletin 22057 (8-23-01).

- International Network Operations, Network Operations Management, 9-6-01

Finance

HANDBOOK F-1 REVISION

AIC Changes - Reporting Sale of Unwanted Items

Effective September 6, 2001, Handbook F-1, Post Office Accounting Procedures, is revised to reflect account identifier code (AIC) changes in regard to revenues received from the sale of miscellaneous items and equipment.

These miscellaneous items and equipment must be recorded under the revised AICs 126, 149, 156, and 157. The new AIC descriptions for these in Handbook F-1, Appendix A, provide the necessary information to select the correct account.

We will incorporate these changes into the next printed edition of Handbook F-1.

Handbook F-1, Post Office Accounting Procedures

* * * * *

Appendix A Account Identifier Code and General Ledger Account Crosswalk

* * * * *

[Revise AICs 126, 149, 156, and 157 to read as follows:]

- Corporate Accounting, Finance,and Field Customer Support,Purchasing and Materials, 9-6-01

HANDBOOK F-1 REVISION

AIC Changes - Reporting Vending Credit Audit Shortages

Effective September 6, 2001, Handbook F-1, Post Office Accounting Procedures, is revised so that account identifier code (AIC) 621, Postage Vending Machine Shortage < $100, is deactivated and placed on the reserve list. AIC 621 is no longer used to report vending credit audit shortages less than $100. All vending credit shortages as a result of an audit should now be reported to AIC 612, Postage Vending Machine Shortage, general ledger account (GLA) 56661, and Postal Service Financial Report (PSFR) line number 44.

We will incorporate these changes into the next printed edition of Handbook F-1.

Handbook F-1, Post Office Accounting Procedures

* * * * *

Appendix A Account Identifier Code and General Ledger Account Crosswalk

* * * * *

[Revise AICs 612 and 621 to read as follows:]

- Post Office Accounting, Finance, 9-6-01

New Federal Tax Withholding Calculator Available on IRS Web Site

The IRS has provided a link on its website to a new withholding calculator that reflects the change in employee's withholding rate as a result of the Economic Growth and Tax Relief Reconciliation Act of 2001 (Public Law 107-16). The results of this program can be used to help employees to complete a new Form W-4, Withholding Allowance Certificate, to submit to their Personnel Offices. According to the IRS, the program is more accurate and easier to use than the worksheets that accompany Form W-4. The calculator can be accessed through the IRS's "What's Hot" site at http://www.irs.gov/prod/index.html, under the "New Withholding Calculator" entry.

- Payroll Accounting, Finance, 9-6-01

Federal Tax Calculation on Lump Sum Payments

As the result of the Economic Growth and Tax Relief Reconciliation Act of 2001 (Public Law 107-16), the federal tax withheld from supplemental wages will decrease from the flat rate of 28% to 27.5%. Supplemental wages include lump sum payments such as EVA, annual leave exchange, merits, incentive payments, awards, bonuses, and other payments that are not regular wages. This change is effective Pay Period 18-2001 and will remain in effect through the end of 2001.

- Payroll Accounting, Finance, 9-6-01

HANDBOOK F-1 REVISION

Business Reply Mail and Postage Due

Effective accounting period (AP) 1, postal fiscal year (PFY) 2002, Handbook F-1, Post Office Accounting Procedures, is revised so that postage stamps, Post Office postage meter strips, and postage validation imprinter (PVI) labels will no longer be used when withdrawing funds from advance deposit accounts for business reply mail (BRM) and postage due mail. Post Offices will record all BRM/postage due mail paid through advance deposit accounts to AIC 114, Postage Due Invoices, using the new PS Form 3582-P, BRM/Postage Due Invoice.

Until you receive the new PS Form 3582-P, you can make copies from the form as printed on page 20 of this Postal Bulletin.

Over-the-counter postage due mail or BRM, for which postage is collected directly from the customer upon delivery, will continue to be handled with postage stamps, postage meters, or PVI labels. (See Handbook F-1, section 761.)

We will incorporate these changes into the next printed edition of Handbook F-1 and into the next update of the online version located on the corporate intranet at http://blue.usps.gov (click on Information, then Policies and Procedures, then Handbooks).

Handbook F-1, Post Office Accounting Procedures

* * * * *

7 Accounting for Nonstamp Revenue

* * * * *

76 Business Reply and Postage Due Mail

* * * * *

764 Advance Deposits for BRM and Postage Due Mail

* * * * *

[Revise title and text of 764.2 to read as follows:]

764.2 Withdrawing Postage Payments from Advance Deposit Accounts

BRM and postage due mail may be paid through advance deposit accounts. Withdraw the amounts of BRM and postage due from the customer account(s) and enter to AIC 453, Withdrawal from Postage Due and Business Reply Advance Deposits, on Form 1412 and record on Form 3083. The offsetting entry to AIC 453 is AIC 114, Postage Due Invoices. The new Form 3582-P, BRM/Postage Due Invoice, is used for receipts to the customer unless an authorized electronic postage due system provides individual receipts. The new Form 3582-P should be prepared in duplicate. The postage due employee calculates and signs certifying the amount to be withdrawn from the customer advance deposit account. The original Form 3582-P is the customer's receipt; the duplicate copy is the supporting document for AIC 114. The postage due employee adds the total of all Forms 3582-P for the business day and certifies that the total amount equals the summary amount withdrawal on Form 3083. File locally.

The daily total amount withdrawn from advance deposit accounts is reported to AIC 453, Withdrawal from Postage Due and Business Reply Advance Deposits, with an offset entry to AIC 114, Postage Due Invoice, on Form 1412.

Offices with postage due invoice payment method customers should be in compliance with these procedures.

[Revise title and text of 764.3 to read as follows:]

764.3 Replenishing Forms 3582-P

Requisitions for Forms 3582-P should be initiated by completing Form 7380, MDC Supply Requisition. Submit by either:

· cc:Mail to MDC Customer Service at TOKS001L

· Regular mail to:

SUPPLY REQUISITIONS (MDC)
US POSTAL SERVICE
500 SW GARY ORMSBY DR
TOPEKA KS 66624-9702

The relevant ordering information is as follows:

PS Form 3582-P
PSN: 7530-05-000-4539
PSIN: PS3582P
Edition date: August 2001

[Delete 764.31, IRT and Manual Offices.]

[Delete 764.32, POS ONE Offices.]

[Delete 765, Postage Due Invoice Payment Method.]

- Post Office Accounting, Finance, 9-6-01