Administrative Services

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

Revised Forms

Obsolete Forms

Correction (changes highlighted in bold)

- Policies and Procedures Information, Public Affairs and Communications, 10-4-01

CORRECTION

Stamp Vending Machine Refund Request - Not Available for Distribution

Postal Bulletin 22058 (9-6-01, page 20) incorrectly stated that PS Form 5445, Stamp Vending Machine Refund Request, and PS Form 5445-S, Solicitud de Reembolso de la Maquina Expendendendora de Sellos, are available at the MDC.

Those forms are "test" forms not available beyond the testing offices, and not intended for national release or usage. We will evaluate the forms after the pilot test is completed, and we will publish further instructions in a future Postal Bulletin if we decide to implement the forms.

- Forms Management,Public Affairs and Communications, 10-4-01

Customer Relations

Friend-to-Friend Mail

The Postal Service is conducting a test of a proposed special service enhancement of First-Class Mail service called Friend-to-Friend MailTM. Friend-to-Friend Mail enables advertisers to provide their current customers with postage-paid postcards that can be sent to any third party, such as family or friends. The program offers advertisers the opportunity to use customer relationships to promote products or services. Advertisers can make special offers to their customers and the "friends" who receive the cards while gaining low-cost reach for their message.

Over 20 advertisers have signed up to test the program, with seven currently distributing mailpieces. Advertisers distribute their cards during their test period, with cards typically being mailed between friends over several months. The cards can be distributed in various ways, such as through direct mail, as handouts, and as inserts in magazines or catalogs. If distributed through the mail, the cards can be enclosed in outer mailpieces or sent as double postcards. Outer mailpieces containing the cards will not have PLANET CodeTM barcodes and will not be tracked as part of the test. Return pieces will be accepted and processed after the test period, and the customer will maintain postage in their deposit account.

The front of the mailpiece will contain Friend-to-Friend Mail indicia similar to Business Reply Mail (BRM), a PLANET Code identifying the advertiser, and a FIM B. (See Exhibits 1 and 2 on pages 6 and 7. These samples were created to illustrate the layout of potential cards and are not from actual advertisers.) The Postal Service will spray on an ID Tag and a POSTNET Code with the third party's address at origin. When combined, the ID tag and PLANET Code provide a unique identifier for each mailpiece and enable the Postal Service to bill the advertiser for each piece as it is scanned. The Postal Service deducts the postage from the advertiser's deposit account only when the card is mailed (similar to the BRM program). The postage on each piece is billed to the advertiser at the appropriate First- Class Mail single-piece rate.

See the program flow description below for more operational detail.

When advertisers are interested in joining the test program, they will be asked to complete an Account Information Record containing contact information and their proposed use for Friend-to-Friend Mail. Before an advertiser is given a PLANET Code for the Friend-to-Friend Mail test, the advertiser and the Postal Service must complete a memorandum of understanding explaining what is required during the test, and they must sign it and send it to the program manager. (If you have any questions about contacting the program manager, send an e-mail to f2friend@email.usps.gov.) A permit is also required for the program and is typically issued at the advertiser's mailing location.

Steps for Setting Up Friend-to-Friend Mail Payments

· The advertiser opens a new First-Class Mail permit imprint account for the Friend-to-Friend Mail program only. The Postal Service opens this account under AIC 140. The advertiser is then required to make a deposit to cover a 10% mail rate of the total cards printed. Example: If 10,000 cards are printed for use, 10% would be 1,000 cards x $.21 = $210.00. As stated earlier, the advertiser pays only for those cards that are actually mailed, no matter how many are printed or distributed by the company. The Postal Service deposits the money in AIC 053 Postage Due / BRM Advance Deposit.

· The sales representative provides the Headquarters manager of the Friend-to-Friend Mail program with the name of the advertiser and the Postal Service representative who will manage the financial transactions for the account. Likely persons will be Business Mail Entry (BME) managers, BME supervisors, or postmasters at the customer's mailing location.

· The designated Friend-to-Friend Mail representative will receive a biweekly report showing the number of cards that have been scanned for that time period and will deduct First-Class Mail postage from the new, exclusive Friend-to-Friend Mail account to pay for the total number of pieces reported. Note: Oversized postcards and double postcards are options that increase the cost per piece from $.21 to $.34.

· The Friend-to-Friend Mail account representative will document all transactions and keep records in the customer's file. The account representative also will give an account withdrawal receipt to the customer.

The Friend-to-Friend Mail program depends on the Postal Service's ability to scan the cards because we need successful scans in order to bill the advertiser. Therefore, it is very important that the cards be designed for automation. The PLANET Code must be completely readable, and a 5/8" clearance zone (with a matte finish) is required on both the address and the picture sides for the POSTNET barcode and the ID Tag to be printed and read properly during processing. (A matte finish is required because the barcode and the ID Tag can smear on shiny surfaces.) A mailpiece design analyst (MDA) must approve each mailpiece design before an advertiser may print or distribute it as part of the Friend-to-Friend Mail program. The specifications for the design of mailpieces are shown in Exhibit 3 (page 8).

Direct questions about the Friend-to-Friend Mail program to the new e-mail address at f2friend@email.usps.gov. A program specialist will respond.

Program Flow Description for Friend-to-Friend Mail Postcards

· The advertiser deposits funds in a First-Class Mail permit account to cover return postage for a percentage of cards.

· The advertiser designs the cards to the Postal Service specifications provided. MDA sign-off is required for each mailpiece design.

· The advertiser distributes cards to its customers. Cards have a PLANET Code identifying the advertiser and a FIM B.

· Customers mail the advertiser's cards to any third party.

· The Postal Service processes cards at entry.

· The Postal Service sprays ID Tag and POSTNET barcodes on cards. The ID Tag, combined with the PLANET Code, provides a unique identifier for the card.

· The Postal Service scans the barcodes. Data is automatically generated within the CONFIRMŪ system that the card has been scanned.

· The Postal Service processes the cards and delivers them to the intended recipients.

· Approximately every 2 weeks a report of the number of unique cards scanned is sent to the advertiser and the local Post Office where the permit is held. When it receives the report, the local Post Office debits the advertiser's account, and if necessary, the advertiser deposits additional money into the account to cover future postage due.

- First-Class Mail,Product Development, 10-4-01

Exhibit 1

Exhibit 2

Exhibit 3

Domestic Mail

DMM REVISION

Undeliverable-as-Addressed Mailgrams

Effective October 4, 2001, Domestic Mail Manual (DMM) F010.4.7 is added to clarify the service standard for Mailgrams that are undeliverable-as-addressed. These Mailgrams are treated as First-Class Mail.

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

Domestic Mail Manual (DMM)

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F Forwarding and Related Services

F000 Basic Services

F010 Basic Information

* * * * *

4.0 BASIC TREATMENT

* * * * *

[Add new 4.7 to read as follows:]

4.7 Mailgrams

Undeliverable-as-addressed Mailgrams are treated as First-Class Mail.

* * * * *

- Mail Preparation and Standards,Pricing and Classification, 10-4-01

DMM REVISION

Commingled Standard Mail Machinable and Irregular Parcels

Effective October 4, 2001, Domestic Mail Manual (DMM) E620.2.0 is revised to clarify that commingled Standard Mail machinable and irregular parcels are eligible for Presorted 3/5 rates.

We will incorporate this revision 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

* * * * *

E600 Standard Mail

* * * * *

E620 Presorted Rates

* * * * *

2.0 RATES

* * * * *

[Revise 2.0 by adding new item i for commingled machinable and irregular parcels:]

i. In a 5-digit scheme or 5-digit sack containing at least 10 pounds of commingled machinable and irregular parcels. (The 3/5 rates are available for pieces in 5-digit sacks only when all possible 5-digit sacks are prepared.)

* * * * *

- Mail Preparation and Standards,Pricing and Classification, 10-4-01

DMM REVISION

Tray Label Holder Placement

Effective October 4, 2001, Domestic Mail Manual (DMM) M031.3.0 is revised to specify how to apply label holders to letter and flat trays where there is no designated location on the tray. Adhesive-backed label holders must be affixed horizontally to the top left corner of one end of the letter or flat tray. Newer trays have a designated location for placing the label holder. When those new trays are used, the label holders must be placed in the designated location.

DMM M031.3.0 has always required a label holder at one end of each tray. More detailed standards for the placement of the tray label holders are set forth in Handbook PO-502, Container Methods, section 204. This revision to the DMM incorporates those standards in order to eliminate any confusion concerning the proper placement of the label holders.

We will incorporate this revision 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)

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M Mail Preparation and Sortation

* * * * *

M000 General Preparation Standards

* * * * *

M030 Containers

M031 Labels

* * * * *

3.0 ADDITIONAL STANDARDS - TRAY LABELS

3.1 Placement

[Revise 3.1 to read as follows:]

A tray label must be securely placed in an adhesive-backed label holder that is affixed to the specific location designated on the tray. Where no specific location is indicated the label must be securely placed in an adhesive-backed label holder that is affixed horizontally to the top left corner of one end of the tray. Do not use tape. Insert labels completely into the label holder to ensure that they do not fall out during processing. Do not insert labels upside down.

* * * * *

- Mail Preparation and Standards,Pricing and Classification, 10-4-01

POM REVISION

Retail Scales - Verification and Calibration

Effective October 4, the Postal Operations Manual (POM) is revised to clarify how often retail scales should be verified and calibrated.

We will incorporate these revisions into the printed version of POM Issue 9, and into the next online version of the POM available via the corporate intranet at http://blue.usps.gov.

Postal Operations Manual (POM)

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1 Retail Management

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12 Retail Facility Management

* * * * *

125 Lobby Management

* * * * *

125.3 Space Utilization

* * * * *

125.32 Furnishings and Fixtures

* * * * *

[Add new 125.323 as follows:]

125.323 Checking Retail Scales for Accuracy

Retail Lobby Scales

Retail scales used to rate single piece mail: Verify scale accuracy each day and field calibrate using certified test weights if scale is not accurate. Follow current procedures for verifying and calibrating.

Repaired scales and new scales: Use certified test weights to field calibrate scales before placing into service.

Ascom Hasler/Triner electronic scales: Refer to the user's operation manual for these units for verification and calibration procedures. The manufacturer or existing maintenance contract handles calibration for these units.

Mechanical scales: Refer to current maintenance management orders or visit http://www.mtsc.usps.gov for information on verification and calibration.

Retail Counter Scales

POS ONE: Refer to POS ONE web site at http://retail.usps.gov/posone or contact your Area/District POS ONE coordinator for verification and calibration procedures. Retail unit managers or their designees handle calibration for POS ONE units.

IRT, MOS, UNISYS: Refer to current maintenance management orders or visit http://www.mtsc.usps.gov for information on verification and calibration. Your local field maintenance office handles calibration for these units.

* * * * *

- Delivery and Retail, 10-4-01

POM REVISION

Plant Load Operations

Effective immediately, Postal Operations Manual (POM) Section 327 is revised to incorporate changes to the field procedures for administering plant load operations. PS Form 3815, Plant-Load Authorization Application, Worksheet, and Agreement, has been revised to reflect the new procedures for processing applications for plant load authorization. The updated form is available via the intranet at http://blue.usps.gov; click on Information, then Policies and Procedures, then Forms.

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)

* * * * *

3 Collection Service - National Service Standard

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32 Types of Collection Boxes

* * * * *

327 Plant Load Operations

[Revise 327 to read as follows:]

327.1 Definitions

327.11 Plant Loading

Plant loading is an operation in which the Postal Service receives mail at a mailer's plant and transports it to bypass handling that otherwise would be required at one or more Postal Service facilities. Plant loads are authorized when they benefit the Postal Service (see 327.3).

327.12 Expedited Plant-Load Shipment

An expedited plant-load shipment is an operation in which an authorized plant-load mailer receives additional authorization to transport a plant-loaded shipment at the mailer's expense to destination Postal Service facilities where the mail is deposited. Under an expedited plant-load shipment authorization, the Postal Service verifies the mail for presort and postage at the mailer's plant, and postage is calculated from and paid at the Post Office where the mailer is authorized to plant load. DMM D020 contains mailer instructions for obtaining an expedited plant-load shipment authorization.

327.13 Collection

Collection of mail is an operation in which the Postal Service transports mail from a mailer's plant or other authorized non-Postal Service location to the local Post Office or other designated local acceptance point. Unlike plant- loaded mail, collection of mail generally does not include any mail that bypasses a handling or requires a postage statement, except under 327.2.

327.14 Mailer's Plant and Mailings

327.141 Mailer's Plant

The mailer's plant is the non-Postal Service location where the mail is loaded onto transportation provided by the Postal Service.

327.142 Detached Mail Unit

A detached mail unit is an area in a mailer's facility where Postal Service employees perform mail verification, acceptance, dispatch, and other Postal Service functions.

327.143 Plant-Loaded Mailings

Plant-loaded mailings consist of mail from one mailer or the combined mailings of two or more mailers loaded into one or more vehicles and accepted by the Postal Service at the mailers' plants when

a. A single postage statement is prepared and submitted by the mailers if required for each mailing;

b. Proper postage is affixed to each item; or

c. An alternative method of paying postage using a permit imprint (e.g., manifest mailing) is used, and a single postage statement and a manifest covering the mailing are prepared and submitted by the mailer.

327.144 Mixed Classes of Mail

A mailer may combine Periodicals, Standard Mail, and Package Services in a single vehicle if the mailings are physically separated, a postage statement is submitted for each mailing, and the service standards are met for each class of mail combined in the vehicle or trailer.

327.15 Transportation Service Area

327.151 First-Class Mail

The service area for plant-loaded First-Class Mail is the service area of the sectional center facility (SCF) in which the mailer's plant is located.

327.152 Periodicals

The service area for plant-loaded Periodicals is the service area of the SCF or area distribution center (ADC) in which the mailer's plant is located.

327.153 Standard Mail and/or Package Services

The service area for plant-loaded Standard Mail and/or Package Services is the service area of the bulk mail center (BMC) or auxiliary service facility (ASF) in which the mailer's plant is located.

327.154 Intra-District Area Plant Loads

Intra-district area plant loads are vehicle movements of mail that originate at the mailer's plant and destinate to a Postal Service facility located within the district serving the mailer's plant. Handling at the local Post Office or other local acceptance facility is bypassed.

327.155 Inter-District Area Plant Loads

Inter-district area plant loads are vehicle movements of mail that originate at the mailer's plant and destinate to a mail processing facility located outside the service area of the district serving the mailer's plant. Handling at one or more intermediate processing facilities is bypassed.

327.16 Transportation Equipment

327.161 Highway Transportation Vehicle

A highway transportation vehicle is a vehicle owned or leased for any term by the Postal Service or provided by a Postal Service highway transportation contractor for the transportation of mail exclusively over highways.

327.162 Rail Transportation Vehicle

A rail transportation vehicle is a vehicle provided by a Postal Service rail transportation contractor for the transportation of mail in whole or in part by rail.

327.17 Transportation Definitions

327.171 Bobtailing

Bobtailing is the movement of a tractor without a trailer to or from a mailer's plant.

327.172 Deadheading

Deadheading is the movement of a highway or rail transportation vehicle to or from a mailer's plant without transporting any mail.

327.173 Waiting/Holding

Waiting/holding occurs when a vehicle waits or is held at a mailer's plant for mail to be loaded into the vehicle.

327.174 Spotting

Spotting is the activity of a driver with a truck-tractor, other than delivery or pick-up, to reposition trailers to and from loading docks on the mailer's premises.

327.2 Procedures for Authorization of Plant Loads

327.21 Filing Application

A mailer requesting plant load must complete PS Form 3815, Plant-Load Authorization Application, Worksheet, and Agreement, and submit it to the postmaster of the Post Office serving the mailer's plant. The local postmaster reviews the application, completes the applicable sections, and forwards it to the district manager, Customer Service and Sales.

327.22 Action by District

327.221 General

Each district manager, Customer Service and Sales, must establish a cross-functional district plant-load committee to review plant-load applications and to address plant-load issues within the district.

327.222 Intra-District Area

After either approving or disapproving the application, the district manager sends a copy to the area manager, Distribution Networks, as information only. The district manager approves an application for an intra-district area plant load if:

a. It meets the requirements listed in 327.31.

b. The manager, Distribution Networks, confirms that transportation equipment is available in accordance with 327.312.

327.223 Inter-District Area

After recommending either approval or disapproval of the application, the district manager forwards the application to the area manager, Distribution Networks, for action. The district manager should recommend approval of an application for an inter-district area plant load if:

a. It meets the requirements of 327.32.

b. The manager, Distribution Networks, confirms that transportation equipment is available in accordance with 327.322.

327.23 Action by Area Manager, Distribution Networks

327.231 Intra-District Area

The area manager, Distribution Networks, reviews information copies of intra-district area plant-load applications authorized by district managers, Customer Service and Sales, to ensure compliance with Postal Service standards and to ensure the most efficient transportation is used. Any noncompliance with Postal Service standards must be brought to the attention of the district manager who approved the application.

327.232 Inter-District Area

The area manager, Distribution Networks, who serves the area where the mailer's facility is located approves an application for an inter-district area plant load if it meets the requirements in 327.32. The authorizing manager must notify the destination area manager, Distribution Networks, of the approval in writing. The application is denied if the requirements of 327.32 are not met.

327.24 Notification of Action to Mailer

327.241 General

Each official who acts on an application must do so within 5 business days of receipt. The district manager must promptly notify the mailer in writing of the final action taken. If the application is denied, the manager must notify the mailer, specifying the reasons for the denial and informing the mailer of the right to appeal the denial.

327.242 Appeal Rights

The applicant has appeal rights. The applicant must be notified in the letter of denial of the right and procedures to appeal the decision. If an application for plant load is denied and it is subsequently determined that the denial is due to errors in the original application, the mailer may appeal to the authorizing official in writing. The authorizing official may require the mailer to complete a new application or submit the corrected information in writing as an addendum to the original. The mailer may also appeal to and work with the authorizing officials to correct any deficiency and thus justify reconsideration and/or approval of the plant-load application within applicable standards and guidelines.

327.243 Appeal to Higher Authority

If the area manager, Distribution Networks, or district manager, Customer Service and Sales, denies the application, the mailer may appeal in writing through their local postmaster to the vice president, Area Operations, for the area office in which the mailer's plant is located. A mailer may also appeal a decision of a field manager to revoke an existing plant-load agreement. Such an appeal must be filed with the postmaster, within 10 business days of the date of the mailer's receipt of the notice of denial. The mailer must specify in the appeal the reasons why the application should be approved. The postmaster sends the file and all pertinent information relating to the respective appeal to the vice president, Area Operations, for review. The decision of the vice president, Area Operations, must be promptly transmitted in writing to the mailer and copied to the district manager, Customer Service and Sales. The decision of the vice president, Area Operations, is final and binding.

327.25 Commencement of Operations

The application is approved if it meets all the requirements in 327.3 for either intra-district or inter-district area plant loads. If the application is approved and the mailer wants plant-load operations, the mailer must enter into a plant- load agreement with the Postal Service. Plant-load operations may begin as specified in the agreement once the application is approved and the mailer enters into the agreement.

327.26 Failure to Meet Requirements

The local postmaster of the Post Office serving the mailer's plant is responsible for monitoring plant-load operations and coordinating with the district plant-load committee. If a mailer fails to meet the terms agreed to in the plant-load agreement, the district plant-load committee must reevaluate the plant-load authorization. See Handbook PO-512, Plant Loading Authorization and Procedures Guidelines.

327.3 Requirements for Approval of Plant-Load Applications

327.31 Intra-District Area

327.311 General

An application for an intra-district area plant load is approved by the district manager if transportation equipment is available (see 327.312) and a net cost-savings to the Postal Service is demonstrated under Alternative 1 (see 327.313a), Alternative 2 (see 327.313b), or Alternative 3 (see 327.313c).

327.312 Transportation Availability

As determined by the manager, Transportation and Networks, transportation equipment must be available to transport the mail to the BMC, ASF, ADC, or SCF in the service area of the mailer's plant. Authorizations will not be granted unless transportation is available.

327.313 Net Cost-Savings

The plant load must result in a net cost-savings to the Postal Service. A net cost-savings can be demonstrated under Alternative 1, Alternative 2, or Alternative 3.

a. Alternative 1: Minimum Volume and Maximum Mileage. The volume of mail to be plant loaded must be at least 50 percent of a vehicle's capacity by weight or cube (a minimum of 23,000 pounds or 1,600 cubic feet), and the mileage from the mailer's plant to the destination Postal Service facility must be 150 miles or less in one direction. For mail verified and accepted at a mailer's plant, the Postal Service may allow mailings verified at the plants of two or more mailers located in the same service area to be combined to meet the minimum volume requirement. For mail verified and accepted at the business mail entry unit of the origin office the minimum volume requirement must be met by the mailings of only one mailer. (See 327.423 for requirements for verification at a Postal Service facility.).

b. Alternative 2. If the mailer does not meet the criteria in Alternative 1, a net cost-savings to the Postal Service must be demonstrated using the cost analysis worksheet on PS Form 3815.

c. Alternative 3. If the mailer does not satisfy the criteria in either Alternative 1 or Alternative 2, the plant-load criteria may still be met if the local origin Postal Service facility is operating at or near its mail processing capacity for the type of mail to be plant loaded. The local manager, Transportation and Networks, after consulting with In-Plant Support, determines whether a facility is at or near its mail processing capacity and recommends whether to approve the plant load in such cases.

327.314 Periodic Review

Intra-district plant-load authorizations must be reviewed every 4 years to determine whether a net cost-savings to the Postal Service is still demonstrated under Alternative 1 (see 327.313a), Alternative 2 (see 327.313b), or Alternative 3 (see 327.313c). If the plant load is authorized under Alternative 3 and it is subsequently determined that the local origin facility is operating below its mail processing capacity for the class or type of mail to be plant loaded, the district manager must rescind the plant-load authorization.

327.32 Inter-District Area

327.321 General

An application for an inter-district area plant load is approved by the area manager, Distribution Networks, if transportation equipment is available (see 327.322) and a net cost-savings to the Postal Service is demonstrated under Alternative 1 (see 327.323a), Alternative 2 (see 327.323b), or Alternative 3 (see 327.323c).

327.322 Transportation Availability

Transportation must be available to transport the mail to the BMC, ASF, ADC, or SCF outside the Postal Service facility's service area in which the mailer's plant is located. The application must not be granted until additional transportation is obtained.

327.323 Net Cost-Savings

The plant load must result in a net cost-savings to the Postal Service. A net cost-savings can be demonstrated under Alternative 1 (see 327.323a), Alternative 2 (see 327.323b), or Alternative 3 (see 327.323c).

a. Alternative 1: Minimum Volume and Maximum Mileage.

(1) Minimum Volume: The volume of mail to be plant loaded must be at least 60 percent of a vehicle's capacity by weight or cube (a minimum of 28,000 pounds or 2,000 cubic feet). Mailings of two or more mailers located in the same service area may be combined in the same vehicle to make up the minimum volume.

(2) Maximum Mileage for Highway

(a) If the plant-loaded transportation is by highway and bypasses the origin SCF and at least one BMC, ASF, or ADC, the distance from the mailer's plant to the destination Postal Service facility must be 275 miles or less in one direction.

(b) If the plant-loaded transportation is by highway and bypasses only the origin SCF, the distance from the mailer's plant to the destination Postal Service facility must be 150 miles or less in one direction.

(c) There is no mileage criterion for plant- loaded transportation by railroad or water.

b. Alternative 2. If the mailer does not meet the criteria in Alternative 1, a net cost-savings to the Postal Service must be demonstrated using the cost analysis worksheet on PS Form 3815.

c. Alternative 3. If the mailer does not satisfy the criteria in either Alternative 1 or Alternative 2, the plant-load criteria may still be met if the local origin Postal Service facility is operating at or near its mail processing capacity for the type of mail to be plant loaded. The local manager, Transportation and Networks, after consulting with In-Plant Support, determines whether a facility is at or near its mail processing capacity and recommends whether to approve the plant load in such cases.

327.324 Periodic Review

Inter-district plant-load authorizations must be reviewed every 4 years to determine whether a net cost-savings to the Postal Service is still demonstrated under Alternative 1 (see 327.323a), Alternative 2 (see 327.323b), or Alternative 3 (see 327.323c). If the plant load is authorized under Alternative 3 and it is subsequently determined that the local origin facility is operating below its mail processing capacity for the class or type of mail to be plant loaded, the area manager, Distribution Networks, must rescind the plant- load authorization.

327.4 Verification and Collection of Postage

327.41 General

All plant-loaded mail must be verified, and postage and fees must be collected in accordance with DMM and POM standards, Handbook DM-109, Bulk Mail Acceptance, and Handbook DM-103, Official Mail.

327.42 Verification of Intra-District Area Plant Loads

327.421 General

Intra-district area plant-loaded mail must be verified at the mailer's plant or at a Postal Service facility within the origin district as authorized by the district manager.

327.422 Verification at the Mailer's Plant

Intra-district area plant-loaded mail must be verified at the mailer's plant by a clerk qualified to do verification and acceptance unless authorization to verify mail at a Postal Service facility within the origin district is granted under 327.421.

327.423 Verification at Postal Facility

Authorization to verify mail at the origin BMC, ASF, or SCF may be granted only if all the following conditions are met:

a. There is no detached mail unit (DMU) at the mailer's plant.

b. The mailer is located within the service area of the BMC, ASF, or SCF where verification is to take place.

c. Each vehicle contains the mail of only one mailer.

d. Each vehicle contains no more than five mailings and each mailing is physically separated.

e. If a postage statement must be completed, the original must accompany the corresponding mailing in the vehicle. Where a single mailing is contained in more than one vehicle, a separate original postage statement must accompany each vehicle for the segment of the mailing contained in each vehicle.

f. If an alternative method of paying postage using permit imprint (e.g., manifesting) is used, an original of the proper postage statement and a manifest must accompany each vehicle if there is only one mailing in the vehicle or one manifest for each mailing segment in the vehicle. Where a single mailing is contained in more than one vehicle, a separate original postage statement and manifest must accompany each vehicle for each mailing segment.

g. The mailer must keep a plant-load control log containing the following information:

(1) Copy of each postage statement (sequentially numbered) accompanying plant-loaded mail.

(2) Number for each vehicle transporting mail.

(3) Name of BMC, ASF, or SCF verifying mail.

h. The mail can be physically verified at the BMC, ASF, or SCF. Therefore, the mailing cannot be shrinkwrapped, stretchwrapped, or otherwise prepared so that a presort verification cannot be done.

327.424 Placarding Requirements for Verification at Postal Facility

If mail is to be verified at the origin BMC, ASF, or SCF, the following requirements apply:

a. Before the vehicle leaves the mailer's plant, the mailer must place on the inside wall near the right rear door of the trailer a distinctive placard provided by the Postal Service to indicate that verification is required. The manager, Distribution Networks, or designee must notify the driver not to pick up the trailer unless this placard is in the vehicle. The mailer may place a second placard on the outside of that trailer door.

b. The requirements of this section and corrective actions must be met to ensure revenue protection and collection of postage and fees prior to the vehicle being transported from the mailer's plant, except as provided for official mail in the DMM. Exhibit 327.41 provides an example of a placard that can be used for this purpose. Reproduce the placard locally as required.

327.425 Corrective Action

If intra-district area plant-loaded mail fails verification at a Postal Service facility, the mailer has the following two options:

a. The mailer pays the applicable next-higher rate on that portion of the mailing estimated to be improperly prepared.

b. Within 24 hours, the mailer either transports the mailing or arranges for the Postal Service to transport the mailing to the mailer's plant, at the mailer's expense (see 327.6). The mail must be reworked to comply with the applicable mailing standards for its class. If the mailer does not transport the mail or request transportation for it within 24 hours, the mailer must reimburse the Postal Service for detention in accordance with 327.6.

327.43 Verification of Inter-District Area Plant Loads

Inter-district plant-loaded mail must be verified, sealed, placarded, and recorded in accordance with Handbook PO-512 at the mailer's plant in a Postal Service-approved DMU by a clerk qualified to do verification procedures.

327.431 Detached Mail Unit Requirements

The DMU must be separate from the mailer's activities, in an enclosed, secure, and safe work area with a telephone. The Postal Service must approve the DMU work area.

327.44 Payment of Postage and Fees

The mailer must pay postage and fees for plant-loaded mail to the origin Post Office before the vehicle is transported from the mailer's plant, except under 327.4 and DMM E060.

327.5 Preparation Requirements for Plant-Loaded Vehicles

327.51 Intra-District Area Plant Loads

Intra-district area plant-loaded vehicles must fill 50 percent or more of a vehicle's capacity by weight or cube (a minimum of 23,000 pounds and/or 1,600 cubic feet).

327.52 Inter-District Area Plant Loads

327.521 Vehicles Containing One Mailing

Mailers must prepare inter-district area plant-loaded vehicles containing one mailing under the following requirements for the proper class or type of mail:

a. First-Class Mail and Periodicals

(1) When there is enough mail to fill 60 percent or more of a vehicle's capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same SCF service area, the mailer must prepare a direct vehicle for that SCF.

(2) When, after making up all possible SCF vehicles, there is enough mail to fill 60 percent or more of a vehicle's capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same area distribution center (ADC) service area, the mailer must prepare a direct vehicle for that ADC.

(3) The Postal Service transports all mail remaining, using appropriate transportation to the facility selected by Distribution Networks.

(4) The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatching of mail in accordance with Handbook PO-512.

b. Standard Mail and Package Services

(1) When there is enough mail to fill 60 percent or more of a vehicle's capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same SCF service area, the mailer must prepare a direct vehicle for that SCF.

(2) When, after making up all possible SCF vehicles, there is enough mail to fill 60 percent or more of a vehicle's capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same BMC or ASF service area, the mailer must prepare a direct vehicle for that BMC or ASF.

(3) All mail remaining after all the above preparation requirements are met is transported by the Postal Service, using appropriate transportation, to the Postal Service facility selected by Distribution Networks.

(4) The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatch of mail in accordance with Handbook PO-512.

327.522 Vehicles Containing Two or More Mailings

Mailers must prepare inter-district plant-loaded vehicles containing two or more mailings under the following requirements for the proper class or type of mail:

a. Two or more mailings, which independently have insufficient volume to require destination vehicles to be prepared, may be combined to make up an origin vehicle without meeting the requirements of 327.522b.

b. Two or more mailings, which independently have sufficient volume to require destination vehicles to be prepared, must meet the preparation requirements described below when combined.

(1) When there is enough mail to fill 60 percent or more of a vehicle's capacity, by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet), addressed to the same ADC service area, the mailer must prepare a direct vehicle for the ADC.

(2) When there is enough mail to fill 60 percent or more of a vehicle's capacity, by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet), addressed to the same BMC or ASF service area, the mailer must prepare a direct vehicle for that BMC or ASF.

(3) The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatch of mail in accordance with Handbook PO-512, Plant Loading Authorization and Procedures Guidelines.

(4) The Postal Service transports the remaining mail, using appropriate transportation, to the facility selected by Distribution Networks.

327.53 Determination of Vehicle Makeup Requirements

The makeup requirements for plant-loaded vehicles are determined by the destination of the mailings accepted by the Postal Service at the mailer's plant. When possible, mailers should combine mailings in vehicles as a means of preparing the finest destination vehicles possible.

327.54 Corrective Action

If a plant-loaded mailing does not meet the vehicle preparation requirements for plant-loaded vehicles as required in 327.521 or 327.522, the mailer has the following two options:

a. Rework the mailing so that it complies with the applicable make-up requirements for plant-loaded vehicles as required in 327.521 or 327.522. If the mailing is verified for presort, mail makeup, and postage payment purposes and is accepted as mail at the mailer's plant, and then it is determined that the vehicle preparation requirements were not met, the mailer must choose this option and rework the mailing. Vehicles must not be dispatched from the plant until the vehicle preparation requirements are met.

b. Transport the mailing at the mailer's expense to a Postal Service facility within the origin service area designated by the origin postmaster and with the capability to process that class of mail. If this option is chosen, all applicable postage statements must be submitted with the mailings. The origin postmaster must notify the designated Postal Service facility in advance that the mailer has chosen to transport the mail at its own expense and is to enter the mailing at that facility. The mailing must be verified at the designated Postal Service facility for proper presort and mail makeup for the class of mail and for postage payment purposes. The designated Postal Service facility completes the Post Office part of the postage statements after the mailing is verified and accepted and returns the postage statements to the origin Post Office, where postage and fees must be paid.

327.6 Reimbursement for Non-Postal Services

327.61 General

The Postal Service must obtain reimbursement from mailers for non-Postal services furnished by the Postal Service in providing plant-load service only as authorized in 327.62 through 327.65.

327.62 Detention of Trailers

327.621 General

The Postal Service must obtain reimbursement under 327.622 through 327.625 from plant-load mailers when trailers furnished by the Postal Service to provide plant- load service are detained by some action by the mailer.

327.622 Request to Detain Trailers

The procedure for making a request to detain trailers is as follows:

a. Plant-load mailers wanting to detain trailers longer than the time necessary to load them must make a request to the Postal Service at least 24 hours in advance of the requested date and time of the trailer's arrival. The mailer must agree to reimburse the Postal Service for the cost of detaining the trailers. The Postal Service must approve the request to detain trailers before the trailers are sent to the mailer's plant.

b. If the mailer does not submit a timely request to detain trailers but detains them longer than the time necessary to load them, the mailer must reimburse the Postal Service for the cost of detaining the trailers.

327.623 Nonreimbursable Detention Period

Mailers who submit timely requests to detain trailers may do so for 24 hours without reimbursing the Postal Service for detention. The nonreimbursable period begins when the trailer arrives at the mailer's plant or at the date and time at which the mailer requested the trailer to arrive, whichever is later. The nonreimbursable period ends 24 hours later, excluding Saturdays, Sundays, and holidays. For example, if a trailer arrives at 5:00 p.m. on Friday, the nonreimbursable period ends 5:00 p.m. on Monday, or 5:00 p.m. on Tuesday if Monday is a holiday.

327.624 Determination of Reimbursable Detention Period

The guidelines for determining the reimbursable detention period are:

a. If the plant-load mailer has submitted timely requests to detain trailers, the reimbursable detention period begins at the expiration of the nonreimbursable detention period.

b. If the mailer did not submit timely requests to detain trailers, the reimbursable detention period begins at the date and time the trailer arrives at the plant, or at the date and time at which the mailer requested the trailer to arrive, whichever is later.

c. The reimbursable period ends when the trailer is ready for dispatch and the mailer so notifies the Postal Service.

327.625 Calculation of Reimbursement

Reimbursement is made for each 24 hours, or fraction thereof, of the reimbursable detention period that a trailer is detained. After the nonreimbursable detention period ends, Saturdays, Sundays, and holidays are included in the calculation of detention reimbursement. Calculations for highway and rail transportation reimbursement are made as follows:

a. Reimbursement for each highway transportation trailer is equal to the actual daily cost to the Postal Service for leasing the trailer, multiplied by the number of detention periods determined per 327.624.

b. Reimbursement for each rail transportation trailer is equal to the demurrage or detention charge payable by the Postal Service under the rail transportation contract under which the trailer is furnished to the Postal Service by the railroad.

327.63 Bobtailing, Deadheading, and Waiting/Holding Charges

Plant-load mailers must reimburse the Postal Service for bobtailing, deadheading, or waiting/holding when the Postal Service incurs such charges due to some action by the mailer. Reimbursement is equal to the service charge paid by the Postal Service under the transportation contract.

327.64 Damage Charges

Plant-load mailers are responsible for reimbursement to the Postal Service for charges, including but not limited to, damages to Postal Service-furnished equipment caused by the mailer or the mailer's employees or agents.

327.65 Spotting Charges

The Postal Service allows free of charge to the mailer one round trip per vehicle to the mailer's plant for loading and from the mailer's plant as a dispatch to a destination Postal Service facility. In cases where a mailer makes an advance request to detain vehicles, the mailer may also accrue a spotting charge for the transportation expenses to position the vehicle for preloading at the mailer's plant.

327.66 Nonreimbursable Charges

327.661 Detention

The Postal Service does not obtain reimbursement from plant-load mailers for the detention of trailers that results from an action by the Postal Service.

327.662 Other Operations

The Postal Service does not obtain reimbursement from plant-load mailers where bobtailing, deadheading, or waiting/holding charges are incurred by an action by the Postal Service.

327.7 Mailer Expedited Plant-load Shipment

327.71 Definition

Under an expedited plant-load shipment authorization, the Postal Service verifies the mail for presort and proper preparation at the mailer's plant. Postage is paid at the Post Office where the mailer is authorized plant-load privileges. The mailer then transports the expedited plant-load shipment at the mailer's expense to destination Postal Service facilities where the shipment is deposited and accepted into the mailstream. Only plant-load mailers authorized to do so may transport expedited plant-load shipments at their own expense under the conditions in 327.72 through 327.76.

327.72 Authorization

The procedure for obtaining authorization for expedited plant-load shipments is as follows:

a. An authorized plant-load mailer may seek authorization to transport expedited plant-load shipments by submitting a written request to the district manager. The mailer's request must describe, for each destination where mail is to be transported, the material to be deposited as an expedited plant-load shipment (e.g., the class, characteristics, and quantity), the frequency of mailing, and whether the request is for one or for a series of mailings. No form is provided for this purpose.

b. The district manager reviews the mailer's request, ensures the availability of Postal Service resources (e.g., detached mail unit staff), provides the mailer with a written decision, and sends a copy of the written decision to the manager, Distribution Networks. If the request is approved, the authorization is for a mailing or group of mailings and for a time period not to exceed 2 years, after which a new request must be submitted. If the request is denied, a written response explaining the reasons for denial must be provided to the mailer. A denial is a classification decision and may be appealed under DMM G020.

c. The mailer's request for expedited plant-load shipment authorization may be approved when it is in the best interest of the Postal Service, and the mailer is in compliance with the requirements for a plant-load operation.

d. If the expedited plant-load shipment request is approved for more than one-time use, the plant-load agreement must be amended by attaching a completed and signed PS Form 8026, Expedited Shipment Agreement for Plant-Load Mailings, and including additional documents detailing the material to be prepared as expedited plant-load shipments.

327.73 Mailer Responsibilities

Mailers who are authorized to have mail verified in their plant and paid for at the Post Office serving the mailer's plant (plant-load authorization) and to transport that mail at their own expense for deposit at a destination Postal Service facility (or facilities) must adhere to the following requirements before expedited plant-load shipments can be deposited at destination Postal Service facilities:

a. The Postal Service facility (or facilities) where the mail is to be deposited must be one that processes the class of mail to be deposited.

b. All the mailpieces in each expedited plant-load shipment must have a destination within the service area of the Postal Service facility where the shipment is deposited and accepted. For example, if an expedited plant-load shipment is deposited at a BMC, all the pieces in the shipment must be for addresses within the service area of that BMC.

c. The mailer must contact each Postal Service facility where the expedited plant-load shipment is to be deposited to arrange and obtain approval for a time and location to deposit the expedited plant-load shipment.

d. When a vehicle contains more than one expedited plant-load shipment to be drop-shipped to a single destination Postal Service facility, each shipment must be physically separated. When a vehicle contains mailings or mailing segments for more than one destination facility, the mail must be physically separated by destination, and then within each destination the mail must be physically separated by mailing or mailing segment.

e. When the vehicle used for expedited plant-load shipment also contains other material carried as freight, the mailer must load all freight in the nose (front) of the vehicle, clearly marked and separated from the expedited plant-load shipment. The mailer must ensure that the separation method prevents the freight and expedited plant-load shipment from becoming mixed in transit.

f. When the vehicle is loaded to make multiple stops, the mailer must ensure that only the appropriate shipment is removed at each stop, that no other material (mail or freight) is added, and that any remaining shipments are kept separate from any other freight remaining on the vehicle.

g. The mailer must present the required postage statements and documentation to the DMU for each mailing.

h. At destination, the mailer must provide the necessary documentation (provided by the Postal Service) to prove the required postage was paid for the expedited plant-load shipment.

i. The mailer must meet the requirements that apply to any presort or automation-based rates claimed on the mailing being prepared as an expedited plant- load shipment.

Note: Expedited plant-load shipments are not eligible for destination entry rates.

327.74 Verification and Collection of Postage

All expedited plant-load shipment mailings must be verified and have postage and fees collected according to the class of mail as required in this manual, Handbook DM-109, and Handbook DM-103, before it is loaded into mailer-supplied transportation and dispatched. The plant-load requirements in 327.421, 327.422, 327.43, and 327.44 must be met.

327.741 Detached Mail Unit Responsibilities

When mailers are authorized to transport an expedited plant-load shipment at their own expense to a destination Postal Service facility, the detached mail unit (DMU) employees assigned to the mailer's plant must verify those mailings as they would all other mail to be accepted under the plant-load authorization. Before the dispatch of an expedited plant-load shipment, DMU employees must complete the following additional activities for mail loaded onto mailer-provided transportation:

a. Complete a PS Form 8017, Expedited Plant Load Shipment Record, for each destination. Place the form on the inside rear sidewall of the vehicle. Completion of more than one PS Form 8017 is required for mail to be deposited at multiple Postal Service facilities.

b. Ensure that any material carried as freight on the same vehicle as an expedited plant-load shipment is confined to the nose (front) of the vehicle, is separated by a clearly marked separation, and is loaded to avoid becoming mixed with the expedited plant- load shipment in transit.

327.742 Destination Postal Facility Responsibilities

Destination Postal Service facilities have the following responsibilities:

a. Upon receipt of PS Form 8017, verify that the office receiving the shipment is the correct destination office. Check that PS Form 8017 is complete, signed, and round-stamped by the origin Post Office.

b. After the shipment is unloaded, complete the applicable blocks on PS Form 8017.

c. Retain PS Form 8017 for 1 year.

d. Additional mail for downstream Postal Service facilities must not be loaded onto the mailer's vehicle by any Postal Service facility at which the mailer has deposited an expedited plant-load shipment.

327.75 Liability

The mailer assumes all liability and responsibility for any loss or damage to the expedited plant-load shipment before it is deposited in and accepted at a destination Postal Service facility regardless of whether a third party is used to transport it. The Postal Service is not liable or responsible for any loss or damage to an expedited plant-load shipment, except after accepted and deposited at a destination Postal Service facility as provided for in the DMM.

327.76 Refunds

The Postal Service does not refund postage for any failure to provide service caused in whole or in part by any event occurring before the shipment is deposited in and accepted at a destination Postal Service facility, except in accordance with the provisions of the refund standards in DMM P014.

327.8 Transportation

327.81 Selection of Mode of Transportation

Distribution Networks selects the least-costly mode of transportation that meets the service objectives for the class of plant-loaded mail. The mode of transportation is not changed at the request of the mailer.

327.82 Mailer Transportation

Mailers may transport their own plant-loaded mail when there is a highway contract between the Postal Service and the mailer or when the mailer is authorized to transport plant-verified mail under 327.8 and has entered into an Expedited Plant-load Shipment Agreement with the Postal Service. The awarding of a highway contract to the mailer or authorization under 327.8 is not a factor in deciding whether to authorize the plant load. Any net cost-savings that result from an expedited plant-load shipment authorization may not be included in the cost-savings analysis for initial plant-load authorization or renewal.

327.83 Holding, Storing, or Delaying Dispatch

The Postal Service does not hold, store, or otherwise delay the dispatch of plant-loaded mail except as provided for under the plant-load agreement with the mailer.

327.84 Relocation of Trailers

The Postal Service does not relocate trailers at a mailer's plant.

327.85 Service Objectives

The service objectives that apply to the class of mail being transported apply to the plant-loaded mail. Plant-loaded mail may have deferred service objectives, if provided for in the plant-load agreement.

- Surface Operations,Network Operations Management, 10-4-01

DMM REVISION

Deposit of Metered Mail

Effective October 4, 2001, Domestic Mail Manual (DMM) P030.5.4 is revised to allow zoned-rate metered Priority MailŪ service items to be deposited in collection boxes. This change more accurately reflects the fact that properly prepared Express MailŪ, Priority Mail, and First- Class MailŪ service items can be deposited in collection boxes.

We will include this revision in the printed version of DMM Issue 57 and in 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

* * * * *

5.0 MAILINGS

* * * * *

5.4 Place of Mailing

[Revise 5.4a to remove the parenthetical text "in a weight category for which rates do not vary by zone." Items b, c, and d are unchanged.]

Except as noted below, metered mail must be deposited at a post office acceptance unit, retail unit, or other location designated by the postmaster of the licensing post office (i.e., the post office shown in the meter stamp) and may not be given to a delivery employee or deposited in a street collection box, mailchute, receiving box, cooperative mailing rack, or other mail collection receptacle. Exceptions to this general standard are as follows:

a. Express Mail, Priority Mail, or single-piece rate First- Class Mail may be deposited in any street collection box or such other place where mail is accepted and that is served by the licensing post office.

* * * * *

- Expedited/Package Services, 10-4-01

Preparation of Sacks, Mail Trays, and Lids for Reuse

Employees assigned to Postal facility opening units are reminded to look for and remove all ACT (Air Contract Transportation) tags, D&R (Destination/Routing) tags, and tray labels from incoming sacks, mail trays, sleeves, and lids.

Employees should remove tags and labels immediately after emptying sack or tray contents into opening unit sorting and distribution equipment. Failure to remove used tags and/or tray labels can cause mail to be misrouted when mail transport equipment is reused.

Even though ACT tags are obsolete and should no longer be used, they still sometimes appear on mail. D&R tags are used on sleeves, lids, and sacks in all networks.

Opening unit supervisors should ensure that adequate trash receptacles are available within the opening unit work area for disposal of removed tags and tray labels.

- Mail Transport Equipment,Network Operations Management, 10-4-01

NOTICE

Transportation of Live Animals

In response to new Federal Aviation Administration restrictions, the Postal Service is required to adjust the service it provides for the transportation of live animals.

The Postal Service will continue to accept live animals that do not require delivery within a 72-hour period, such as earthworms, lizards, snails, crickets, grasshoppers, and bees, which can move on ground transportation.

In addition, the Postal Service will continue to accept live animals for which the postage is $3.50 or less for shipment via air transportation.

The Postal Service will provide limited service for live animals for which the postage is more than $3.50 and that require air transportation, such as day old poultry, adult poultry, and queen honeybees. This service will be available to and from the airports listed in the table below. The customer must present the mail to the applicable AMC/AMF no later than the cut-off time listed below (all times are local). Service will be available from Monday through Friday from the airports listed below.

Mail containing live animals for which the postage is more than $3.50 should only be accepted at an AMC/AMF, or a retail unit or P&DC as authorized by the AMC/AMF manager. Employees accepting live animals that must be moved on air transportation must contact the appropriate AMC/AMF personnel to ensure that adequate space will be available and that the animals will reach their destination within the required time frame (see DMM C022.3.0). Mailers tendering live animals are also encouraged to contact the appropriate AMC/AMF personnel to facilitate the delivery of service. The list of AMC/AMF contacts in each city is listed below.

- Modal Operations and Requirements,Network Operations Management, 10-4-01

Tare Weights of Mail Transport Equipment

The following table shows the tare weights of all active mail transport equipment (trays, sleeves, lids, pallets, and mailbags).

- Mail Transport Equipment,Network Operations Management, 10-4-01

Finance