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Postage Evidencing Systems Inspection and Examination Schedule |
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|---|---|---|---|
| Security Level | Postage Evidencing System | Provider Inspection | USPS Examination Requirements |
| 1 | Manually reset postage meter | Every 6 months | Must bring to post office for examination when not reset within 3 months |
| 2 |
Remote reset
postage meter
with letter-press
or digital indicia,
but without self- disabling feature |
Annually or every 6 months when there is no setting activity in 6 months | Examinations in special circumstances |
| 3 | Remote reset meter with letterpress indicia and self-disabling feature | Every 2 years or every 6 months when there is no setting activity in 6 months | Examinations in special circumstances |
| 4 | Remote reset postage meter with digital indicia and self-disabling feature | Every 2 years or enhanced inspection process when approved by USPS | Examinations in special circumstances |
| 5 | PSD Meter, IBI Meter, or a PC Postage system | Inspections in special circumstances | Examinations in special circumstances |
3.8 Quality Assurance
Some PC Postage systems print indicia with a printer that may also be used for nonpostal applications. Users of such systems must forward a mailpiece bearing an indicium produced by the postage evidencing system and associated printer to the provider for quality assurance evaluation. The licensee must forward a quality assurance mailpiece to the provider when the system is installed, when there is a change to the printer connected to the system, and at least once every 12 months thereafter, in accordance with provider directions.
3.9 Labels With Fraud Warning and Serial Number
The licensee must ensure that the fraud warning label placed by the provider on the postage evidencing system or its housing is not removed or destroyed while the postage evidencing system is in the licensee's possession. The fraud warning contains basic reminders on leasing or rental and use of the postage evidencing system, warnings against system tampering or misuse resulting in nonpayment of postage owed, and the penalties for such system misuse. The USPS does not authorize postage evidencing systems for use without this fraud warning. When the postage evidencing system has a serial number or barcode equivalent on the system housing, the user must ensure that neither the serial number nor the barcode is removed or destroyed while the postage evidencing system is in the licensee's possession.
3.10 Custody of Suspect Postage Evidencing Systems or PSDs
The USPS may conduct unannounced, on-site examinations of postage evidencing systems or PSDs reasonably suspected of being manipulated or defective. A postal inspector may immediately withdraw a suspect postage evidencing system or PSD from service for physical and/or laboratory examination. The inspector withdrawing a suspect postage evidencing system or PSD issues the licensee a written acknowledgement of receipt of the item; forwards a copy to the provider; and, if appropriate, assists in obtaining a replacement postage evidencing system or PSD. Unless there is reason to believe that the postage evidencing system or PSD is fraudulently set with postage, existing postage in the postage evidencing system or PSD is refunded to the licensee, in accordance with established refund procedures, when it is withdrawn from service.
3.11 Defective Postage Evidencing System or PSD
A defective postage evidencing system or PSD is one that is inoperable or inaccurately reflects its proper status. A faulty postage evidencing system or PSD may not be used under any circumstance. The procedures for dealing with a defective system are as follows:
a. The licensee must immediately report any defective postage evidencing system or PSD to the provider.
b. The provider must begin the retrieval process for any defective postage evidencing system or PSD within 2 business days of notification by the licensee.
c. The provider may supply the licensee with a replacement postage evidencing system or PSD unless there is a reasonable basis for suspecting actual or attempted tampering.
d. The provider may not authorize or issue a refund for monies remaining on the faulty postage evidencing system or PSD until the faulty system is in the possession of the provider and has been carefully inspected.
3.12 Missing Postage Evidencing Systems or PSDs
The licensee must immediately report to the provider the loss or theft of any postage evidencing system or PSD or the recovery of any missing postage evidencing system or PSD. The report must include the system identification number and the date, location, and details of the loss, theft, or recovery. In the case of suspected theft, the licensee must submit a copy of the police report to the provider upon request. The provider will report all details of the incident to the manager of Postage Technology Management, USPS Headquarters, in accordance with established procedures.
3.13 Returning a Postage Evidencing System or PSD
A licensee in possession of a faulty or retired postage evidencing system or PSD, or a licensed user who no longer plans to keep a postage evidencing system or PSD in their possession for any reason, must return it within 3 business days to the provider to be withdrawn from service. Postage evidencing systems and PSDs must be shipped by Priority Mail with Delivery Confirmation unless the manager of Postage Technology Management, USPS Headquarters, gives written permission to ship by another means or service.
3.14 Approval for Use of Postage Evidencing Systems at Military Post Offices
A person authorized by the Department of Defense to use the services of an overseas military post office, such as an APO or FPO, can use a USPS-approved postage evidencing system. For such users, the APO or FPO will be designated as the licensing post office on their user license. These users must deposit the mail prepared with their system at the licensing post office. All USPS policies and regulations regarding postage evidencing systems apply.
3.15 Approval for Use of Postage Evidencing Systems Outside the United States
The manager of Postage Technology Management, USPS Headquarters (see G043), must give approval to the provider before the provider may place a postage evidencing system with a licensee who plans to use the system outside the customs territory of the United States to print evidence of U.S. postage. The procedures and conditions are as follows:
a. Licensees must maintain a permanent, established business address in the United States.
b. Postage evidencing systems used in foreign locations may be leased or rented only from those providers who have an authorized dealer or representative in the country where the postage evidencing system is to be located. The only exception is for those PC Postage systems for which the PSD remains in the custody and possession of the provider rather than the licensee.
c. Licensees are subject to all USPS regulations and U.S. statutes pertaining to mail, mail fraud, and misuse of postage evidencing systems.
d. All postage evidencing systems authorized by the USPS for use in foreign locations must have enhanced security features that include remote reset and a self-disabling feature that prevents printing of postage when specific programmed requirements are not met. Only those systems specifically approved in writing by the manager of Postage Technology Management, USPS Headquarters, may be used outside the customs territory of the United States.
e. Potential users must submit to the provider all data required for a license to lease or rent postage evidencing systems outside the country. The provider will annotate the application to state that it is for the foreign use of a U.S. postage evidencing system and show where the system is to be located. The provider must submit the application to the manager of Postage Technology Management, USPS Headquarters, for review and approval. Once an application is approved and the license authorized, Postage Technology Management will designate the licensing post office and notify the provider and the licensee. The license can be used for multiple postage evidencing systems as long as they all belong to the same licensed user and are licensed at the same licensing post office. Mailers who already have a USPS license to lease or rent postage evidencing systems must apply separately to participate in this program.
f. The provider selected by the licensee must agree in writing to all terms and conditions established by the USPS pertaining to the distribution of U.S. postage evidencing systems outside of the United States. Once the postage evidencing system is installed, the provider must provide the information on system placement directly to the manager of Postage Technology Management, USPS Headquarters.
g. Mail to be metered must be metered with U.S. postage and must be entered at the licensing post office.
h. Postage evidencing systems located outside the United States must be remotely reset at least once every 3 months. A reset for zero postage satisfies this requirement. The Postage Evidencing System Inspection and Examination Schedule (3.7) applies to all systems, however special circumstances may be invoked to inspect systems placed outside the country on a more frequent basis. Failure to make the postage evidencing system available for inspection may result in the revocation of the foreign use license.
3.16 Address Management System CD-ROM
For postage evidencing systems designed to access the USPS Address Management System (AMS) CD-ROM, the licensed user must maintain address quality by ensuring the CD-ROM is updated at least once every 6 months.
4.0 MANUALLY RESET GENERATION 1 POSTAGE METERS
4.1 Initial Setting, Check In, and Installation
A manually reset meter may be installed only as a replacement to complete the current lease or rental term for an existing meter of the same make and model. All manually reset meters will be taken out of service in the near future and replaced by remotely reset meters in accordance with a phased USPS retirement plan. Before delivering a manually reset postage meter to the licensee, the provider must present the meter and a completed PS Form 3601-C, Postage Meter Activity Report, to the licensing post office to have the meter set, sealed (if applicable), and checked into service by the post office where it is to be regularly set or examined, unless the meter is serviced through the on-site meter service program described in 4.5. The installation process for manually reset meters is completed when the data from PS Form 3601-C is transmitted to the appropriate postal information systems.
4.2 Check Out and Withdrawal
When a manually reset meter is withdrawn from a user, the provider must present the meter and a completed PS Form 3601-C to the licensing post office to have the meter checked out of service by the post office where it was regularly set or examined, unless the meter was serviced through the on-site meter service program described in 4.5. The manager of Postage Technology Management, USPS Headquarters, may allow the provider to check out a specifically designated manually reset meter model from service without USPS participation when the provider uses a USPS-approved process to transfer the postage remaining on the meter directly to a remotely reset meter. The withdrawal process for manually reset meters is completed when the data from PS Form 3601-C is transmitted to the appropriate postal information systems.
4.3 Location of Setting
Except under 4.5, a manually reset meter must be set at the licensing post office. Alternative meter setting locations are no longer allowed. A meter may not be set at a contract postal unit.
4.4 Payment for Postage Settings
Payment must be made for postage at the time of resetting. Payment may be in cash or by check, USPS-approved debit card, or money order. Payment is subject to USPS standards and procedures.
4.5 On-Site Meter Service Program
The on-site meter service program, where available, allows qualified USPS employees to set or examine manually reset meters and check them into or out of service at a licensee's place of business within the area served by the licensing post office, or at a facility of the provider or their agent. Only the licensee's meters participating in the on- site meter service program may be serviced at that location. A fee is charged for each meter set, examined, or checked into or out of service at a licensee's place of business, unless a USPS employee qualified to service meters is regularly assigned to that licensee's location for other postal administrative duties. The licensee must pay applicable postage and on-site meter service fees in R900 by check at the time of the meter service for manually reset meters. A fee is charged for each meter examined or checked into or out of service at a facility of the provider or their agent. The provider must pay applicable postage and on-site meter service fees in R900 by check at the time of the meter service. Fees are charged in accordance with R900.14.
4.6 Postage Transfer or Refund
After USPS verification, unused postage in a manually reset meter checked out of service may be transferred to another of the licensee's meters licensed at the same post office, or the licensee may request a refund. Refunds are granted in accordance with P014.
4.7 Postage Adjustment for a Faulty Meter
To request a postage adjustment for a faulty manually reset meter, the licensee must present to the provider the meter and the licensee's transaction records, if any. After examining a meter to be checked out of service for apparent faulty operation affecting the ascending or descending registers, the provider must report the malfunction to the manager of Postage Technology Management, USPS Headquarters. The report must contain all applicable meter documentation (including the setting history and transaction records, if any) and a recommendation about the appropriate postage adjustment, if any. When the electronic redundant memory data, as examined by the provider, is inconclusive with respect to the appropriate postage adjustment, the provider must include an analysis of the licensee's recent mailing history supporting the recommended postage adjustment, the reason for the memory failure, and the method used to determine the lost register values. At the same time the report is made to the USPS, the provider must notify the licensee of the proposed postage adjustment. A licensee may appeal a postage adjustment to the manager of Postage Technology Management, USPS Headquarters (see G043), within 60 calendar days of the date that the provider submitted the postage adjustment recommendation to the USPS and notified the user.
5.0 REMOTE RESET GENERATION 1 POSTAGE METERS
5.1 Initial Setting, Check in, and Installation
A remote reset Generation 1 postage meter is checked into service in the presence of a postal employee qualified to check in postage evidencing systems. The meter is checked into service at the licensing post office unless the on-site meter service program (see 5.6) is used. The provider must furnish the postal employee with the meter and a completed PS Form 3601-C. The check in process for a remote reset Generation 1 postage meter is completed when the required data is transmitted to the appropriate postal information systems, and may be completed concurrently with or prior to installation of the meter at the licensee's location. The manager of Postage Technology Management, USPS Headquarters, may allow the provider to check in a specifically designated meter model without USPS participation when the provider uses a USPS- approved process in which the information to complete the check in process is captured directly from the postage evidencing system. The installation process for these meters is completed when the provider transmits required data to the appropriate postal information systems.
5.2 Check Out and Withdrawal
A remote reset Generation 1 postage meter is checked out of service in the presence of a postal employee qualified to check out postage evidencing systems. The meter is checked out of service at the licensing post office unless the on-site meter service program (see 5.6) is used. The provider must furnish the postal employee with the meter and a completed PS Form 3601-C. The check out process for a remote reset Generation 1 postage meter is completed when the required data is transmitted to the appropriate postal information systems. The manager of Postage Technology Management, USPS Headquarters, may allow the provider to check out a specifically designated meter model from service without USPS participation when the provider uses a USPS-approved process in which the information to complete the check out process is captured directly from the postage evidencing system. In this instance, the provider must examine the meter before a refund can be issued for the postage remaining in the meter. The withdrawal process for remote reset meters is completed when the provider transmits required data to the appropriate postal information systems.
5.3 Location of Setting
A remote reset Generation 1 postage meter is reset telephonically at the location of the meter.
5.4 Payment for Postage Settings
For a remote reset Generation 1 postage meter, the licensee may deposit funds only by check, electronic funds transfer, or automated clearinghouse transfer, in accordance with USPS standards and procedures.
5.5 Resetting
To reset a remote reset Generation 1 postage meter, the following conditions must be met:
a. The licensee's account must have sufficient funds to cover the desired postage increment, or the provider must have agreed to advance funds to the licensee.
b. The licensee must give the provider identifying information and system audit data as required by the USPS and in accordance with the provider's resetting specifications. Before completing the resetting, the provider must verify the identifying data, authenticate the user's license, conduct the postage evidencing system audit, and ascertain whether the user's account contains sufficient funds to cover the desired postage increment.
c. After the resetting transaction is completed, the provider must document the transaction for the licensee, including the balance remaining in the licensee's account, unless the provider gives the user a monthly statement documenting all transactions for the period and the balance after each transaction.
5.6 On-Site Meter Service Program
The on-site meter service program, where available, allows qualified USPS employees to check remote reset Generation 1 meters into or out of service at a facility of the provider or their agent. Meters to be serviced are accompanied by PS Form 3601-C. A fee is charged for each meter examined or checked into or out of service at a facility of the provider or their agent. The provider must pay applicable postage and on-site meter service fees in R900 by check at the time of the meter service for remote reset Generation 1 meters. Fees are charged in accordance with R900.14.
5.7 Postage Transfer or Refund
After USPS verification, unused postage in a remote reset Generation 1 postage meter checked out of service may be transferred by the USPS to another of the licensee's postage evidencing systems licensed at the same post office, or to the customer's meter resetting account, or the licensee may request a refund. Refunds for unused postage in the meter and for any unused balance in the licensee's account are granted in accordance with P014.
5.8 Postage Adjustment for Faulty Meters
To request a postage adjustment for a faulty remote reset Generation 1 postage meter, the licensee must present to the provider the meter and the licensee's transaction records, if any. After examining a meter checked out of service for apparent faulty operation affecting the ascending or descending registers, the provider must report the malfunction to the manager of Postage Technology Management, USPS Headquarters. The report must contain all applicable meter documentation and a recommendation regarding the appropriate postage adjustment, if any. When the electronic redundant memory data, as examined by the provider, is inconclusive as to the need for a postage adjustment, the provider must include an analysis of the licensee's recent mailing history supporting the recommended postage adjustment, the reason for the memory failure, and the method used to determine the lost register values. At the same time the report is made to the USPS, the provider must notify the licensee of the proposed postage adjustment. A licensee may appeal a postage adjustment to the manager of Postage Technology Management, USPS Headquarters (see G043), within 60 calendar days of the date that the provider submitted the postage adjustment recommendation to the USPS and notified the user.
6.0 PSD METERS AND IBI METERS
6.1 Initialization, Authorization, Check In and Installation
All PSD Meters and IBI Meters use a PSD to maintain postal registers and authorize the printing of evidence of postage. Before the licensee can print evidence of postage, these postage evidencing systems must be initialized and authorized by the provider. The initialization process installs PSD-specific information that does not change over the life cycle of the PSD. The authorization process sets user-specific information. The provider reauthorizes the PSD when certain user-specific information changes. PSD Meters and IBI Meters are checked into service by the provider. The information necessary to complete the check in process is captured directly from the postage evidencing system. The installation process for these meters is completed when the required data is transmitted to the appropriate postal information systems.
6.2 Check Out and Withdrawal
When a PSD Meter or IBI Meter is no longer used, the licensee notifies the provider and arranges to return the meter to the provider. The provider checks the meter out of service. The provider must examine the meter before a refund can be issued for any postage remaining on the meter. The information to complete the check out process is captured directly from the postage evidencing system. The withdrawal process for a PSD Meter or IBI Meter is completed when the required data is transmitted to the appropriate postal information systems.
6.3 Location of Setting
A PSD Meter or IBI Meter is reset remotely at the location of the meter by means of a connection between the provider's resetting system and the postal registers in the PSD.
6.4 Payment for Postage Settings
For PSD Meters and IBI Meters the licensee may deposit funds only by check, electronic funds transfer, or automated clearinghouse transfer, in accordance with USPS standards and procedures.
6.5 Resetting
To reset a PSD Meter or IBI Meter the following conditions must be met:
a. The licensee's account must have sufficient funds to cover the desired postage increment, or the provider must have agreed to advance funds to the licensee.
b. The licensee must provide identifying information and system audit data as required by the USPS and in accordance with the provider's resetting specifications. Before completing the resetting, the provider must verify the identifying data, authenticate the user's license, conduct a remote postage evidencing system audit, and ascertain whether the user's account contains sufficient funds to cover the desired postage increment.
c. After the resetting transaction is completed, the provider must document the transaction for the licensee, including the balance remaining in the licensee's account, unless the provider gives the user a monthly statement documenting all transactions for the period and the balance after each transaction.
6.6 Postage Refund
Unused postage in a PSD Meter or IBI Meter will be refunded to the licensed user along with any unused balance in their account under P014.
6.7 Postage Adjustment for Faulty PSD Meters and IBI Meters
When the licensee requests a postage adjustment for a faulty PSD Meter or IBI Meter, the meter must first be withdrawn from service and physically examined by the provider. The provider will compare the data in the PSD registers with the data from the system transaction records. After examining a PSD Meter or IBI Meter withdrawn from service for apparent faulty operation affecting the ascending or descending registers, the provider must notify the licensee of the proposed postage adjustment, if any. At the same time the user is notified, the provider must report the malfunction to the manager of Postage Technology Management, USPS Headquarters. The report must contain all applicable documentation (including a copy of the transaction records) and a recommendation for any appropriate postage adjustment. The licensee may appeal a postage adjustment to the manager of Postage Technology Management, USPS Headquarters (see G043), within 60 calendar days of the date that the user is notified of the proposed postage adjustment recommendation.
7.0 PC POSTAGE SYSTEMS
7.1 Initialization, Authorization, Check In, and Installation
All PC Postage systems use a PSD to maintain postal registers and perform postal functions. Before the licensee can print evidence of postage using a PC Postage system, the system's PSD must be initialized and authorized by the provider. The initialization process installs PSD-specific information that does not change over the life cycle of the PSD. The authorization process sets user-specific information. The provider reauthorizes the PC Postage system PSD when certain user-specific information changes. The installation and check in process for a PC Postage system is completed when the data required by the USPS is transmitted to the appropriate postal information systems.
7.2 Check Out and Withdrawal
When a PC Postage system is no longer used, the licensee notifies the provider. The provider withdraws the system from service and transmits the required data to the appropriate postal information systems to check it out of service. A PSD in the custody of the licensee must be returned to the provider for examination before a refund can be issued for any postage remaining on the PSD.
7.3 Location of Setting
A PC Postage system is reset remotely using a personal computer with a connection between the provider's resetting system and the postal registers in the PSD.
7.4 Payment for Postage Settings
For a PC Postage system, the USPS will accept payment only in the form of credit card or automated clearinghouse debit, in accordance with USPS standards and procedures.
7.5 Resetting
To reset a PC Postage system the following conditions must be met:
a. The licensee must initiate payment to the USPS sufficient to cover the desired postage increment before requesting a postage value download to reset the system.
b. The licensee must provide identifying information and system audit data as required by the USPS and in accordance with the provider's resetting specifications. Before completing the resetting, the provider must verify the identifying data, authenticate the user's license, conduct a postage evidencing system audit, and ascertain whether payment to the USPS sufficient to cover the requested postage value download was initiated by the licensee.
c. The provider will supply the licensee with documentation of the reset transaction and the balance in the descending register, if any.
7.6 Postage Refunds
The USPS provides refunds for the entire postage value balance remaining on the PSD of a PC Postage system that is withdrawn from service and is in the possession of the provider. Refunds are requested and paid through the provider in accordance with P014.
7.7 Postage Adjustment for Faulty PSD
When the licensee requests a postage adjustment for a faulty PSD of a PC Postage system, the PSD must first be withdrawn from service and physically examined by the provider. The provider will compare the data in the PSD registers with the data from the system transaction records. After examining a PSD withdrawn from service for apparent faulty operation affecting the ascending or descending registers, the provider must notify the licensee of the proposed postage adjustment, if any. At the same time the user is notified, the provider must report the malfunction to the manager of the Postage Technology Management, USPS Headquarters. The report must contain all applicable documentation (including a copy of the transaction records) and a recommendation for any appropriate postage adjustment. The licensee may appeal a postage adjustment to the manager of the Postage Technology Management, USPS Headquarters (see G043), within 60 calendar days of the date that the user is notified of the proposed postage adjustment recommendation.
8.0 INDICIA - GENERAL INFORMATION
8.1 Amount of Postage
The value of the indicia affixed to each mailpiece must be either the exact amount due or another amount permitted by standard. Refunds for overpayment must meet the standards in P014.
8.2 Refunds for Unused Indicia
Refunds for indicia amounts already printed on an envelope or label but not mailed are made in accordance with P014.
8.3 Mixed Forms of Postage Evidencing
Different forms of evidence of prepayment of postage may not be mixed on letter-size, single-piece-rate mailpieces. In particular, postage stamps and indicia generated by a postage evidencing system may not be used on the same mailpiece; indicia generated by a postage evidencing system that uses a facing identification mark (FIM) to face the mail may not be used on the same mailpiece as indicia printed with fluorescent ink; and IBI may not be used on the same mailpiece as letterpress indicia or non-IBI digital indicia.
8.4 Use of Indicia
Valid indicia produced by a postage evidencing system can be used only to show evidence of payment for postage or other services provided by the USPS. Indicia for zero postage must not be affixed to any item delivered by another carrier. In any illustration of information-based indicia (IBI) produced by an IBI Meter or a PC Postage system, and not intended to be used as postage, the two-dimensional barcode must be rendered unreadable.
9.0 INDICIA
9.1 Approved Designs
The manager of Postage Technology Management, USPS Headquarters, must approve the design (type, format, and content) of all indicia that will be produced by a postage evidencing system. This approval shall include all elements in the indicium required by USPS regulations and the postage evidencing system performance criteria and applies to the entire area within the indicium boundary (9.4).
9.2 Legibility
Indicia must be legible. Illegible or unreadable (unscannable) indicia are not acceptable as payment of postage. Should there be a need to place multiple indicia on an envelope (e.g., for redate or postage correction) the indicia must not overlap each other. Overlapping indicia are not acceptable as payment of postage. Reflectance measurements of the indicia and the background material must meet the standards in C840.5.
9.3 Position
Indicia must be printed or applied in the upper right corner of the envelope or address label. Indicia must be at least 1/4 inch from the right edge of the mailpiece and 1/4 inch from the top edge of the mailpiece, and must not infringe on the areas reserved for the FIM, POSTNET barcode, or optical character reader (OCR) clear zone. Indicia must be oriented with the longest dimension parallel to the address. When a FIM is printed with the indicia, the position of the FIM must meet the requirements in C100.5.0.
9.4 Boundaries
The USPS controls what is printed within the boundaries of indicia. The boundaries are defined as follows:
a. For letterpress indicia, the boundaries are determined by the dimensions of the printing die used by the postage evidencing system to print postal information. Licensees may obtain an additional printing die from the provider, often called the "ad plate," for additional text to be included when printing indicia. The ad plate may contain postal markings (9.7) or other printed matter (9.8).
b. For digital indicia, including IBI, the boundaries are defined by the right edge of the envelope, the top edge of the envelope, and the bottom edge and the left edge of any USPS-required indicium element printed by the postage evidencing system. A 1/2-inch clear zone, within which nothing shall be printed by the postage evidencing system, must surround the indicium boundaries to the left of and below all elements of the indicium.
9.5 Contents
Unless otherwise approved by the manager of Postage Technology Management, USPS Headquarters, the following information must be included in indicia:
a. The city, state, and 5-digit ZIP Code of the licensing post office; the postage evidencing system serial number or PSD identification number; identification of the provider; the date of mailing; the words "US Postage," and the postage amount.
b. As an alternative to the city, state, and 5-digit ZIP Code of the licensing post office, just the ZIP Code of the licensing post office; in this case, the words "Mailed from ZIP Code" may be added to the indicia.
c. For multiple indicia on a given mailpiece, information showing the licensing post office in each indicium.
d. For digital indicia, including IBI, the class of mail and presort level.
e. For IBI, the required data elements of the two- dimensional barcode in accordance with the performance criteria for the given postage evidencing system.
f. For special indicia, including the date correction or redate indicia, the postage correction indicia, indicia for APO/FPO, and the indicia for prepaid reply mail, information as required by 10.0.
9.6 Format
Arial font must be used for all postal information in the indicia. The postage amount must be at least 10-point type size. For all other required information, the type size must be at least 8 points. The mail class or endorsement, the postage amount, and the words "US Postage" must be in bold type and all letters must be capital letters. The words "US Postage" must be the most prominent and conspicuous printed matter in the indicia other than the postage amount. The remaining required information (city, state, and 5-digit ZIP Code; the date; and the PSD ID) need not be capitalized or bold. The type size used for all other text printed in the indicia must be no greater than 8 points and must not be in bold type.
9.7 Postal Markings
The postal marking that may be included in indicia vary by indicia type, as follows:
a. Letterpress indicia may include postal markings related to the class of mail and presort level, or ancillary service endorsement, in accordance with postal regulations. When placed in the ad plate area, only the postal marking may be printed, and it must fill the ad plate area as much as possible. All words must be in bold capital letters at least 1/4 inch high or 18-point type, and legible. Exceptions are not made for small ad plates that cannot accommodate a permissible marking.
b. Digital indicia may include ancillary service endorsements.
9.8 Other Matter Printed by Postage Evidencing Systems
Other printed matter must not infringe on the areas reserved for the FIM, POSTNET barcode, or optical character reader (OCR) clear zone. The matter that may be printed is based on indicia type, as follows:
a. For letterpress indicia only, advertising matter, slogans, and return addresses may be printed with the indicia within space limitations. Licensed users must obtain the ad plates for printing this matter from the authorized provider. Ad plate messages must be distinguished by the inclusion of the name of the mailer or words such as "Mailer's Message." The ad plate must not be obscene, defamatory of any person or group, or deceptive, nor may it advocate unlawful action. The ad plate must not emulate any form of valid indicia or payment for postage.
b For postage evidencing systems that print digital indicia, including IBI, an approved indicium shall include within its boundaries only postal markings and text required or recommended by USPS regulation, except that the indicium may identify the provider. Other matter may be printed only outside the boundaries of the clear zone (9.4) surrounding the indicium. Such printed matter may not be obscene, defamatory of any person or group, or deceptive, and it must not advocate any unlawful action. The printed matter must not emulate any form of valid indicia or payment for postage.
9.9 Ink
All indicia printed by Generation 1 postage evidencing systems must be printed with USPS-approved fluorescent ink. Failure to use fluorescent ink may lead to the revocation of the user's license. Generation 2 postage evidencing systems must use fluorescence to ensure that the mail is faced during processing, unless otherwise approved by the manager of Postage Technology Management (G043). Generation 2 postage evidencing systems that do not print with fluorescent ink must use an alternative USPS-approved method to ensure that the mail is faced during processing. Approved methods include use of a facing identification mark (FIM) for indicia printed directly on letter-size First- Class Mail (9.10) or printing indicia on USPS-approved labels (9.11). The ink or alternative facing method used is specified in the indicia approval granted by the manager of Postage Technology Management, USPS Headquarters.
9.10 Facing Identification Mark
The facing identification mark (FIM) serves to orient and separate certain types of First-Class Mail during the facing and canceling process. Letter-size First-Class Mail with IBI printed with nonfluorescent ink directly on the envelope by an IBI Meter or a PC Postage system must bear a USPS- approved FIM D unless it is courtesy reply mail. The FIM must meet the format, dimensions, print quality, and placement specified in C100.5.
9.11 Adhesive Label or Tape
When indicia are printed on adhesive tape or on a label for application to the mailpiece, the tape or label used, including the label stock itself as well as the use of fluorescent ink to print indicia and the format and placement of any fluorescence on the label stock, must be approved by the manager of Postage Technology Management, USPS Headquarters. Failure to use the label approved by the USPS for use with the system may result in revocation of the postage evidencing system license. The label must meet the following requirements:
a. The label must be a pressure-sensitive, permanent label. The label is subject to the corresponding standards in C810.6.2 for minimum peel adhesion. The applied label must adhere well enough that it cannot be removed in one piece. A face stock/liner label (also called a "sandwich" label) must not be used for printing indicia for postage evidencing.
b. The label must meet the reflectance requirements in C840.5.0.
c. The label must be large enough to contain the entire indicia.
d. Indicia printed on a label must be the same as the indicia approved by the manager of Postage Technology Management for printing directly on an envelope. The label must not include any image or text other than those allowed by USPS regulation, unless approved by the manager of Postage Technology Management.
e. For labels or tapes applied to standard letter-size envelopes and postcards sent as First-Class Mail, the indicia must be printed with fluorescent ink (9.9), or the label must have fluorescent tagging that is sufficient to enable the USPS to face and process the mail, as verified by postal testing of each label design. The fluorescent tagging must meet a minimum fluorescent emission intensity of at least 20 phosphor meter units (PMUs), with a maximum of 70 PMUs. The visible color of the fluorescent tagging may be any color that meets the fluorescence requirements. The fluorescent tagging shall exhibit no noticeable change (i.e., no more than 10%) in its emission when exposed to elevated temperature and high humidity conditions.
f. The label must be placed on the envelope so that the position of the indicium meets the requirements in 9.3.
g. When a label is applied to an envelope that already has a FIM, the label must not cover the existing FIM.
9.12 Complete Date
Indicia must include the month, day, and year for all First- Class Mail, registered, certified, insured, COD, and special handling mail, whether the indicia is printed directly onto the mailpiece or onto a separate label or tape. For prepaid reply postage see 10.4. The date format must be in accordance with 9.6. The year must be represented by four digits. The date (day, month, or year) may be shown in indicia for Standard Mail and Package Services, except that labels for use with a PC Postage system must include the month, day, and year in all uses.
9.13 Date Accuracy
The date of mailing in the indicium must be the actual date of deposit, except that mail entered after the day's last scheduled collection from the licensing post office or collection box may bear the actual date of entry or the date of the next scheduled collection from the licensing post office or collection box. Authorized dispatch-prepared presort mail accepted after midnight may bear the previous day's date. When the licensee knows the mail will not be tendered to the USPS on the date of mailing shown in the indicium, the user should use a date correction indicium (10.1).
10.0 SPECIAL INDICIA
10.1 Date Correction or Redate
A date correction or redate indicium is required for any mailpiece not deposited by the date of mailing in the indicium as required by 9.13. Only one date correction indicium is permitted on a mailpiece. The date correction or redate indicium may be printed on a USPS-approved label instead of directly on the mailpiece. Formats are as follows:
a. For all postage evidencing systems except PC Postage systems, a date correction must show the actual date of deposit and zero postage value ("0.00"). The date correction is placed on the nonaddress side in the upper right corner or on the address side in the lower left corner of letter-size mail. On flats or parcels, it must be placed next to the original indicium. The mailer may use an ink jet printer to correct the date in the indicia on pieces in barcoded mailings if the text, preceded by two asterisks and showing the actual date of deposit, city, state, and 3-digit ZIP Code of the mailing office, is placed above the address block and below the indicia.
b. For PC Postage systems, a date correction or redate indicium includes only the actual date of deposit and the word "REDATE," instead of a postage value. On letter-size mail, redate indicia must be placed on the nonaddress side at least 3/4 inch from the bottom edge of the mailpiece and not on an envelope flap. On flats or parcels, it must be placed next to the original indicium. The redate or date correction must not include the FIM or the two-dimensional barcode.
10.2 Postage Correction
Indicia for additional postage must be placed on a shortpaid mailpiece to correct postage. The postage correction may be printed on a USPS-approved label instead of directly on the mailpiece and must contain all of the elements required for indicia in 9.5. Formats are as follows:
a. For all postage evidencing systems except for PC Postage systems, the postage correction indicium is placed on the nonaddress side in the upper right corner or on the address side in the lower left corner of letter-size mail. On flats or parcels, it must be placed next to the indicium.
b. For a PC Postage system, the word "CORRECTION" must be printed in the postage correction and it must not include a FIM. On letter-size mail, the PC Postage correction indicium must be printed on the nonaddress side at least 3/4 inch from the bottom edge of the mailpiece and not on an envelope flap. On flats or parcels, it must be placed next to the original indicium. The postage correction indicium may be printed on a USPS-approved label instead of directly on the mailpiece.
10.3 APO/FPO Meters
Postage evidencing systems used by military (APO/FPO) post offices must show the military branch and address format for each location (e.g., "ARMY APO AE 09102"). Exceptions are made only for postage evidencing systems used in fleet post offices on board U.S. naval vessels that may show the name of the ship instead of the standard wording for Navy meters (e.g., "USS SARATOGA (CV-60) 34078-2740").
10.4 Reply Postage
Indicia generated by any postage evidencing system may be used to prepay reply postage on Express Mail; on Priority Mail when the rate is the same for all zones; on First- Class Mail cards, letters, and flats up to a maximum of 13 ounces; and on single-piece-rate Media Mail and Library Mail, under the following conditions:
a. The postage amount must be enough to prepay the postage in full.
b. Indicia may be printed directly on the mailpiece or on a label and must be positioned in accordance with 9.3. An applied label must meet the standards in 9.11.
c. Indicia used to prepay reply postage, except for IBI generated by a PC Postage system, must not show the date.
d. IBI generated by a PC Postage system to prepay reply postage must show the date the licensee printed the indicium and must include the words "REPLY POSTAGE."
e. The mailpiece must be pre-addressed for return to the licensee. Prepaid reply mail is delivered only to the address of the licensee. When the address is altered, the mail is held for postage.
f. Except for those PC Postage systems with the capability to print an address for the given class or size of mailpiece, the address side of reply mail may be prepared by any photographic, mechanical, or electronic process or combination of such processes (other than handwriting, typewriting, or handstamping). For those PC Postage systems with the capability to print destination addresses for the given size and class of mailpiece, the address must be prepared using the PC Postage system.
g. The words "NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY" must be printed above the address.
h. For barcoded letter-size First-Class Mail reply mail for all postage evidencing systems except PC Postage, FIM C is used (C100.5). For PC Postage, FIM D is required for prepaid reply mail when the indicium is printed directly on the mailpiece.
i. The address side must follow the style and content as described in this section and shown in the example below. Nothing may be added except a return address, FIM, or barcode.
11.0 MAILINGS
11.1 Preparation of Metered Mail
Metered mail is subject to the preparation standards that apply to the class of mail and rate claimed.
11.2 Notification of Metered Mailings Presented in Bulk
Mailers who present presorted First-Class Mail, Standard Mail, Parcel Post in bulk quantities, Presorted Bound Printed Matter, Carrier Route Bound Printed Matter, or Presorted Media Mail using metered postage must complete Form 3615. Completion of this form is for record keeping only. If an applicant has a completed Form 3615 on file for other services, notification to present metered mail in bulk is annotated on the existing application. There is no fee for this service.
11.3 Combination
Metered mail may be combined in the same mailing with mail paid by other methods only if authorized by the USPS.
11.4 Where to Deposit
Metered mail may be deposited in the following locations, except that certain special services require that the mail be presented directly to a USPS employee (see S900).
a. The licensee may deposit metered mail 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 indicia).
b. Metered mail may be deposited in any street collection box under the jurisdiction of the licensing post office, except where specially marked collection boxes are available adjacent to the standard collection box.
c. Express Mail, Priority Mail, and single-piece-rate First-Class Mail may be deposited in any street collection box or other such place where mail is accepted, except where specially marked collection boxes are available adjacent to the standard collection box.
d. Metered mail may be deposited at other than the licensing post office under D072.
e. International mail may be deposited in accordance with the International Mail Manual (IMM).
f. A licensed user authorized to use an APO or FPO as the licensing post office may deposit mail only at the licensing APO or FPO.
g. All other licensee's who have USPS approval to use a postage evidencing system outside the country may deposit mail only at their domestic licensing post office.
11.5 Irregularities
The USPS examines metered mail to detect irregularities in preparation and dating.
12.0 AUTHORIZATION TO PRODUCE AND DISTRIBUTE METERS (POSTAGE EVIDENCING SYSTEMS)
Title 39, Code of Federal Regulations, part 501, contains information concerning authorization to produce and distribute postage meters (postage evidencing systems); the suspension and revocation of such authorization; performance standards, test plans, testing, and approval; required production security measures; and standards for distribution and maintenance. Further information may be obtained from the manager of Postage Technology Management, USPS Headquarters (see G043 for address).
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- Postage Technology Management,Retail, Consumers and Small Business, 11-1-01
DMM REVISION
Effective January 1, 2002, Domestic Mail Manual (DMM) P014, Refunds and Exchanges, is revised to clarify the refund policy for metered postage. These changes are being made in conjunction with changes to P030, Postage Meters (Postage Evidencing Systems; see page 10). The term "postage evidencing system" is the collective term used in policies that affect postage meters and other postage metering systems such as those digitally printing meters that use a Postal Security Device (PSD), those digitally printing meters that generate information-based indicia (IBI), and PC PostageTM systems. For consistency, the process used to apply postage with any postage evidencing system can still be called "metering"; such mail can still be called "metered mail"; indicia printed by a postage evidencing system ("indicia") can still be referred to as "meter stamps" or "meter impressions"; and postage value in a postage evidencing system can still be referred to as "meter units."
The significant changes to DMM P014 include:
• We will no longer allow customers to convert unused postage stamps into meter settings. The customer option to convert unused postage stamps to permit imprint advance deposit accounts has not changed.
• We clarified the charge for refunds of unused indicia printed by a postage evidencing system on unmailed envelopes. Refunds will be made for the full value of the indicia; however, there may be a charge for processing.
• We clarified the refund process for each type of postage evidencing system. The Postal Service handles refunds for all postage evidencing systems except for PC Postage systems. Refunds for PC Postage are processed through the system provider.
• We clarified the refund process for unused postage value remaining in a postage evidencing system for three different situations: (1) the system is checked out and withdrawn from use, (2) the system is faulty through no fault of the user, and (3) the system is damaged by fire, flood, etc.
• We reduced the time limit for obtaining a refund for unused postage evidencing system indicia from 1 year to 60 days for all postage evidencing systems except for PC Postage systems. The time limit for PC Postage systems was increased from 10 days to 30 days.
We will incorporate these revisions into the printed and online versions of DMM Issue 57; the online version is available via Postal Explorer at http://pe.usps.gov.
Domestic Mail Manual (DMM)
* * * * *
P Postage and Payment Methods
P000 Basic Information
P010 General Standards
* * * * *
P014 Refunds and Exchanges
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1.0 STAMP EXCHANGES
* * * * *
1.7 Stamps Converted to Other Postage Forms
[Revise 1.7 to read as follows:]
A customer may submit postage stamps for conversion to an advance deposit for permit imprint mailings, subject to these conditions:
a. Only full panes of postage stamps (or coils of stamps in the original sealed wrappers) are accepted for conversion. Accepted stamps include commemorative stamps issued no more than 1 year before the requested conversion date or regular stamp issues not officially withdrawn from sale.
b. A request for stamp conversions must be made in writing to the district manager of Customer Service and Sales in the district where the customer's post office is located. The customer's request must include:
(1) Name, denomination, quantity, and value of stamps for which conversion is requested.
* * * * *
c. The amount of postage applied to a permit imprint advance deposit account through conversion is the full face value of the stamps.
* * * * *
e. No part of any amount applied to a permit imprint advance deposit account from the conversion of postage stamps is later refundable in cash or by any other means.
* * * * *
2.0 POSTAGE AND FEES REFUNDS
2.1 Refund Standards
* * * * *
[Revise item b to read as follows:]
b. 3.0 for refund requests for postage evidencing systems and metered postage. Metered postage is printed by a postage evidencing system (P030). Refunds may be requested for unused indicia, unused postage value remaining in a postage evidencing system, and the unused balance in a postage payment account.
* * * * *
[Revise heading and text of 2.5 to read as follows:]
2.5 Refunds for Metered Postage
A refund for complete, legible, and valid, unused indicia printed on unmailed envelopes, wrappers, or labels is made under 3.2 when they are submitted by the licensee within 60 days from the dates shown on the indicia except for indicia produced by PC PostageTM systems. For PC Postage systems, the unused indicia must be submitted within 30 days from the dates shown in the indicia. For all indicia, except those produced by a PC Postage system, the licensee submits the indicia to the licensing post office and the USPS processes the refund. USPS charges 10% of the face value of the indicia if the total is $250 or less. If the total face value is more than $250, the charge is $10 per hour for the actual hours to process the refund; the minimum charge is $25. The licensee submits indicia produced by a PC Postage system to the system provider for refund processing. The provider may charge for processing refund requests.
* * * * *
2.8 Applying for Refund
[Revise 2.8 to read as follows:]
Except for refunds for metered postage under 2.5, the customer must apply for a refund on Form 3533; submit it to the postmaster; and provide the envelope, wrapper, or a part of it showing the names and addresses of the sender and addressee, canceled postage and postal markings, or other evidence of postage and fees paid for which the refund is requested.
2.9 Ruling on Refund Request
[Revise 2.9 to read as follows:]
Refunds are decided as follows:
a. Metered postage, except for PC Postage systems. The postmaster at the licensing post office grants or denies requests for refunds for metered postage under 3.2.a. The licensee may appeal adverse decisions through the manager of Postage Technology Management, USPS Headquarters (G043).
b. PC Postage systems. The system provider grants or denies requests for refunds for indicia printed by PC Postage systems under 3.2.b, using established USPS criteria. The licensee may appeal adverse decisions through the manager of Postage Technology Management, USPS Headquarters.
c. Optional Procedure (OP) mailing. A mailer's request for a refund for an Optional Procedure (OP) mailing must be submitted to the RCSC manager.
d. All other postage. The local postmaster grants or denies all other requests for refunds under 2.0. The customer may appeal adverse decisions through the postmaster to the RCSC.
* * * * *
[Revise headings and text of 3.0 to read as follows:]
3.0 REFUND REQUEST FOR POSTAGE EVIDENCING SYSTEMS AND METERED POSTAGE
3.1 Unused Postage Value in Postage Evidencing Systems
The unused postage value remaining in a postage evidencing system checked out and withdrawn from service may be refunded depending upon the circumstance and USPS ability to make a responsible determination of the actual or approximate amount of the unused postage value. If the postage evidencing system is withdrawn for faulty operation that is not the fault of the licensee, a final postage adjustment or refund will be withheld pending the system provider's report of the cause to the USPS and the USPS determination of whether or not a refund is appropriate, and if so, the amount of the refund. If the postage evidencing system is damaged by fire, flood, etc. postage may be refunded or transferred only if the registers are legible or the register values can be reconstructed by the system provider based on adequate supporting documentation, there is proof of denial of the licensee's insurance claim in cases where the loss was insured against, and the licensee provides a statement on the cause of the damage. Refunds for specific postage evidencing systems are handled as follows:
a. For a manually reset meter being checked out and withdrawn from service, unused postage value may be transferred to another of the licensee's meters licensed at the same post office, or the licensee may request a refund. The USPS must examine a manually reset meter and verify the amount before any remaining funds are cleared from the meter and a refund or credit is initiated for unused postage value, or additional money is collected to pay for postage value used, based on what is found. The provider may check out and withdraw a specifically designated manually reset meter model from service without USPS participation when the provider uses a USPS-approved process to transfer the postage remaining on the meter directly to a remotely reset meter. Licensees may also submit their own transaction records, if any, or a system-generated register as supporting documentation.
b. For a remote reset postage evidencing system being checked out and withdrawn from service, the unused postage value remaining on the system may be transferred by the USPS to another of the licensee's postage evidencing systems licensed at the same post office, or to the licensee's postage payment account, or the licensee may request a refund. The USPS must examine the meter and verify the amount before a refund or credit is initiated for the unused postage value or additional postage is collected, based on what is found, unless the provider has a USPS-approved system for automated transfer of funds from one meter to another. In this instance, the provider must examine the meter before a refund can be issued for the remaining postage balance. The licensee may also submit transaction records or a system-generated register as supporting documentation.
c. For a PSD Meter or IBI Meter being checked out and withdrawn from service, an amount equivalent to the postage value remaining on the system will be refunded to the licensed user along with any unused balance in the licensee's postage payment account. The provider must examine a PSD Meter or IBI Meter and verify the amount before a refund or credit is initiated for the unused postage value or additional postage is collected, based on what is found. The licensee may also submit transaction records, if any, or a system-generated register as supporting documentation.
d. For a PC Postage system that is checked out and withdrawn from service, the USPS refunds the entire unused postage value remaining on the PSD for the user's system. The refund is issued through the licensee's provider. The licensee must notify the provider of the intent to withdraw the system. To determine the remaining postage value on the PC Postage system, the licensee has the PC Postage system generate a refund request indicium for transmittal to the provider for verification. A refund can be issued only when the system PSD is in the provider's possession.
3.2 Unused Postage Evidencing System Indicia on Mailpieces or Labels
All refund requests for unused postage evidencing system indicia must include proof that the person or entity requesting the refund is the licensee for the postage evidencing system that printed the indicia. Refunds are considered as follows:
a. Unused postage evidencing system indicia, except for those printed by a PC Postage system, are considered for refund only if complete, legible, and valid. They must be submitted by the licensed user to the postmaster at the licensing post office with Form 3533 within 60 days of the date in the indicia. The refund request must be submitted with the part of the envelope or wrapper showing the addressee's name and address (including the window on a window envelope). Indicia printed on labels or tapes not stuck to wrappers or envelopes must be submitted loose. If a part of the indicia is printed on one envelope or card and the remaining part on another, the two must be fastened together to show that they represent one indicium. Refunds are allowable for indicia on metered reply envelopes only when it is obvious that an incorrect amount of postage was printed on them. Envelopes or address parts of wrappers on mail returned to sender from the mailing office, marked to show no effort was made to deliver (e.g., "received without contents"), must be submitted separately with an explanation.
b. Unused indicia printed by a PC Postage system are considered for refund only if they are complete, legible, and valid and are submitted to the authorized provider for verification within 30 days of the date of mailing shown in the indicia, with the required documentation. In support of the refund request, indicia printed on an envelope or wrapper are submitted with the part of the envelope or wrapper showing the addressee's name and address (including the window in a window envelope). For indicia printed on a label that is not affixed to an envelope or wrapper, the complete label is submitted loose.
3.3 Ineligible Metered Postage Items
The following metered postage items are ineligible for refunds:
a. Reply envelopes or cards paid at the proper postage rate.
b. Indicia printed on labels or tape removed from wrappers or envelopes.
c. Indicia lacking a date, identification of the licensing post office or other necessary information that may be required.
d. Indicia printed on mail dispatched and returned to sender as undeliverable as addressed, including mail marked "no such post office" and mail addressed for local delivery and returned after directory service was given or delivery was attempted.
3.4 Rounding
Any fraction of a cent in the total to be refunded is rounded down to the whole cent (e.g., $4.187 is rounded to $4.18).
4.0 REFUND REQUEST FOR EXCESS POSTAGE (VALUE ADDED REFUND) - AT TIME OF MAILING
* * * * *
4.10 Form 8096 Required
[Revise 4.10 to read as follows:]
The presenter must provide the USPS with an original Form 8096 completed and signed by each of the presenter's customers who meter any pieces in the mailing for which a VAR is requested, and a list of those customers. If postage is affixed to the pieces using a postage evidencing system by an intermediate agent (not the presenter of the mailing) for the owner of the pieces, a signed Form 8096 must be on file from the agent whose postage evidencing systems were used to affix the postage. Refund requests are denied if all required Forms 8096 are not provided.
4.11 Form 8096 Not Required
Form 8096 is not required for a customer whose mail is metered by the presenter with the presenter's own postage evidencing system. In such cases, the presenter must provide the post office where it submits refund requests with a list, in ascending numeric order, of its own postage evidencing system serial numbers and those of any intermediate agent used for affixing postage to the pieces included in the mailing.
* * * * *
- Postage Technology Management,Retail, Consumers and Small Business, 11-1-01
DMM REVISION
Effective November 1, 2001, Domestic Mail Manual (DMM) M032 is revised to show that zebra codes (the series of diagonal or vertical marks on barcoded tray labels) are required only on trays of automation letters and flats. They are not required on trays of co-trayed automation and Presorted rate mail prepared under DMM M910. Zebra codes are prohibited on trays containing only non- automation rate mail.
All other standards for barcoded container labels remain the same.
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)
* * * * *
M Mail Preparation and Sortation
M000 General Preparation Standards
* * * * *
M030 Containers
* * * * *
M032 Barcoded Labels
* * * * *
2.0 ADDITIONAL STANDARDS-BARCODED TRAY LABELS
* * * * *
2.3 Zebra Code
The zebra code is a series of diagonal or vertical marks to the right of the barcode that serves as a visual indication that a tray contains automation rate mail. The diagonal or vertical marks must each be from 0.25 to 0.375 inch high, and from 0.125 to 0.25 inch wide, separated by blank spaces equal in size to the diagonal or vertical marks. The zebra code is required on tray labels in automation rate mailings; it is not required on co-trayed automation and Presorted rate mailings. The zebra code must not appear on tray labels for nonautomation rate mail.
* * * * *
- Mail Preparation and Standards,Pricing and Classification, 11-1-01
Effective November 1, 2001, Domestic Mail Manual (DMM) L001 and L606 are revised to reflect changes in mail processing operations. Mailers are encouraged to label according to these revised lists immediately, but they must comply with these changes no later than January 13, 2002.
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
L001 5-Digit Scheme - Periodicals Flats and Irregular Parcels, Standard Mail Flats, and BPM Flats
* * * * *
|
Column A Destination ZIP Codes |
Column B Label Container To |
|---|---|
| Change From: | |
|
02457, 81, 82
19702, 11-18, 25, 26 |
WELLESLEY HILLS MA 02481
NEWARK DE 19711 |
| Change To: | |
|
02457, 81
19711-18 |
WELLESLEY HILLS MA 02481
NEWARK DE, 19711 |
| Add: | |
| 03045, 46 | GOFFSTOWN NH 03045 |
| 03234, 58 | EPSOM NH 03234 |
| Delete: | |
| 30188, 89 | WOODSTOCK GA 30188 |
* * * * *
L600 Standard Mail and Package Services
* * * * *
L606 5-Digit Scheme - Standard Mail and Package Services Parcels
* * * * *
|
Column A Destination ZIP Codes |
Column B Label Container To |
|---|---|
| Change From: | |
| 20912, 18 | SILVER SPRING MD 20901 |
| 32024, 25, 56 | LAKE CITY FL 32055 |
| 35602, 09, 99 | DECATUR AL 35601 |
| 70094, 96 | WESTWEGO LA 70074 |
| 77493, 94 | KATY TX 77492 |
| Change To: | |
| 20912, 18 | SILVER SPRING MD 20912 |
| 32024, 25, 55 | LAKE CITY FL 32055 |
| 35602, 09, 99 | DECATUR AL 35602 |
| 70094, 96 | WESTWEGO LA 70094 |
| 77492-94 | KATY TX 77492 |
| Add: | |
| 03234, 58 | EPSOM NH 03234 |
| 20108-10 | MANASSAS VA 20109 |
| 20111, 12 | MANASSAS VA 20111 |
| 20115, 16 | MARSHALL VA 20115 |
| 20117, 18 | MIDDLEBURG VA 20117 |
| 20121, 22 | CENTREVILLE VA 20121 |
| 20132, 34 | PURCELLVILLE VA 20132 |
| 20141, 42 | ROUND HILL VA 20141 |
| 20146-48 | ASHBURN VA 20147 |
| 20151-53 | CHANTILLY VA 20151 |
| 20155, 56 | GAINESVILLE VA 20155 |
| 20158, 59 | HAMILTON VA 20158 |
| 20164, 67 | STERLING VA 20164 |
| 20165, 66 | POTOMAC FALLS VA 20165 |
| 20168, 69 | HAYMARKET VA 20169 |
| 20170, 72 | HERNDON VA 20170 |
| 20175-77 | LEESBURG VA 20175 |
| 20181, 82 | NOKESVILLE VA 20181 |
| 20184, 85 | UPPERVILLE VA 20184 |
| 20186-88 | WARRENTON VA 20186 |
| 20190, 95 | RESTON VA 20190 |
| 22009, 15 | BURKE VA 22015 |
| 22030, 38 | FAIRFAX VA 22030 |
| 22040, 43, 46 | FALLS CHURCH VA 22043 |
| 22079, 22199 | LORTON VA 22079 |
| 22101, 06 | MCLEAN VA 22101 |
| 22102, 03 | WEST MCLEAN VA 22102 |
| 22124, 81 | OAKTON VA 22124 |
| 22180, 82, 83 | VIENNA VA 22180 |
| 22191, 94 | WOODBRIDGE VA 22191 |
| 22192, 95 | WOODBRIDGE VA 22192 |
| 22201, 10 | ARLINGTON VA 22201 |
| 22205, 13 | ARLINGTON VA 22205 |
| 22209, 19 | ROSSLYN VA 22209 |
| 22301, 13 | ALEXANDRIA VA 22301 |
| 22306, 08 | COMMUNITY VA 22306 |
| 22311, 12 | ALEXANDRIA VA 22311 |
| 22601-04 | WINCHESTER VA 22601 |
| Delete: | |
| 33854-56, 67 | LAKE WALES FL 33859 |
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- Logistics,Network Operations Management, 11-1-01
DMM REVISION
Effective November 1, 2001, Domestic Mail Manual (DMM) D010.1.5 has been revised to reflect the changes made to PS Form 5541, Pickup Service Statement, and D010.1.8 has been added to include the availability of pick- up service for international products. The addition of D010.1.8 does not reflect new policy; it is an update of information reflecting current policy.
We will incorporate these revisions into the printed version of DMM 57 and into the monthly update of the online DMM, which is available via Postal Explorer at http://pe.usps.gov.
Domestic Mail Manual (DMM)
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D Deposit, Collection, and Delivery
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D000 Basic Information
D010 Pickup Service
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1.0 BASIC STANDARDS
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[Revise heading and text of 1.5 to read as follows:]
1.5 PS Form 5541
When paying the fee, a customer must sign PS Form 5541. The USPS employee completes the information required on the form.
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[Add new 1.8 to read as follows:]
1.8 International Mail
Certain types of international mail that meet all eligibility and preparation standards required in the International Mail Manual may be collected when pickup service is provided.
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- Information Systems,Expedited/Package Services, 11-1-01
POM REVISION
Effective November 1, 2001, Postal Operations Manual (POM) Part 458, Color-Code Policy for Bulk Business Mail (BBM), is revised to include recent updates to the policy.
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)
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4 Mail Processing Procedures
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45 Distribution
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[Revise 458 to read as follows:]
458 National Color-Code Policy for Standard Mail
458.1 Purpose of this Policy
This policy is to ensure the timely processing, dispatch, and delivery of Standard Mail within established service standards.
a. All outgoing, area distribution center (ADC), or sectional center facility (SCF) Standard Mail, regardless of where received (e.g., associate office, processing and distribution center, or other location) must be coded with the color that represents the day the mail is scheduled to be cleared.
b. All other destinating Standard Mail must be coded with a delivery color that represents the scheduled day of delivery. Once you apply the color code, it remains on the mail until it is taken out for delivery. Apply the delivery color code as outlined in the specific facility portions of this policy.
458.2 General Policies
a. Distribute all Standard Mail within the framework of the approved operating plan. The application of color codes to Standard Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. "Arrival at the facility" means the day and time the mail arrives on the Postal Service's property.
b. If Standard Mail is mixed with a higher class of mail (e.g., First-Class Mail) in such a manner as it loses its identity, the Standard Mail must be considered upgraded and treated as the higher class of mail.
c. If a holiday falls on a scheduled delivery day, apply the normal color code to allow for proper sequencing in any downstream operation.
d. Color coding must not be the sole indicator used in evaluating what mail constitutes a plan failure (as related to mail condition reporting). Compliance with approved operating plan parameters must be the determining factor.
e. There are no prohibitions against management agreements being made below the national level which accelerates the color coding and/or delivery expectations for any Standard Mail versus this policy.
f. Remove color-code tags used to identify Clearance Day targets in outgoing, ADC, and SCF operations before you dispatch the mail to downstream operations. Keep the Delivery Day color codes with the mail until it is taken out for delivery, unless we note otherwise in this policy.
g. Anytime Standard Mail is sent back upstream (backflowed) for delivery point sequence (DPS), automated processing, or other processing, the mail must retain the original color coding and delivery schedule as if it had remained in the downstream unit.
h. Offices should make every effort to adhere to mailer- requested, in-home delivery dates. Do not deliver such mail earlier than the date the mailer has requested.
458.3 Color-Coding Procedures
Apply color codes to Standard Mail as outlined in the following sections, which are arranged by facility type and sortation level.
458.31 Bulk Mail Centers
458.311 Application of Color Codes
The application of color codes to Standard Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. "Arrival at the facility" means the day and time the mail arrives on Postal Service property. Bulk mail centers (BMCs) must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises, even when such mail is entered into the various mechanized sorting systems.
458.312 Outgoing Standard Mail
Code all outgoing Standard Mail with the 1-day color code that represents the day the mail is scheduled to be cleared. After you finish processing the mail, remove the Clearance Day tags used in outgoing operations before you dispatch to downstream operations and facilities.
458.313 Area Distribution Center or Sectional Center Facility Function
If a BMC and another processing center share responsibility for performing the functions of an area distribution center (ADC) or sectional center facility (SCF) (i.e., a 115/185 operation) or the BMC is a designated ADC or SCF, code the mail with a 1-day color code indicating the day the operation should be cleared. Such color-code tagging must be consistent with the arrival of the mail on Postal Service premises, and not when it is extracted or identified from a mechanized operation. After processing is completed, the Clearance Day tags used in the ADC/SCF operation are to be removed prior to dispatch to downstream operations. If any further distribution is performed below the ADC/SCF level in the BMC, then the portion of these instructions applicable to a P&DC, Delivery Unit, etc., are to be applied, as appropriate. (see exhibit 458.313)
Exhibit 458.313
One-Day Clearance Matrix
In accordance with 458.313, the following color-coding procedures must apply:
| Receipt Day | Color Code | Clearance Day |
|---|---|---|
| Saturday | White | Sunday |
| Sunday | Blue | Monday |
| Monday | Orange | Tuesday |
| Tuesday | Green | Wednesday |
| Wednesday | Violet | Thursday |
| Thursday | Yellow | Friday |
| Friday | Pink | Saturday |
When Standard Mail is discovered in a facility, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:
(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.
(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.
(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today's clearance/delivery color code and treated as if it were delayed.
458.32 Processing and Distribution Centers, Processing and Distribution Facilities, Mail Processing Facilities/Centers, and Customer Service Mail Processing Facilities
458.321
The following color-coding procedures must apply in each of the designated operations:
a. The application of color codes to Standard Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. Arrival at the facility is defined as the day/time the mail arrives on Postal Service property. These facilities must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises, even when such mail is entered into mechanized sack sorting systems.
b. All outgoing mail, ADC, SCF/Incoming Primary Mail, and carrier route mail must be color coded to indicate scheduled clearance 1 day after receipt at the facility.
Exhibit 458.321b
One-Day Clearance Matrix
| Receipt Day | Color Code | Clearance Day |
|---|---|---|
| Saturday | White | Sunday |
| Sunday | Blue | Monday |
| Monday | Orange | Tuesday |
| Tuesday | Green | Wednesday |
| Wednesday | Violet | Thursday |
| Thursday | Yellow | Friday |
| Friday | Pink | Saturday |
After processing is completed, the Clearance Day tags used in outgoing, ADC, SCF/Incoming Primary, and carrier route operations are to be removed prior to dispatch to downstream operations/facilities.
c. The SCF/Incoming Primary Standard Mail addressed in paragraph b must be totally finalized and processed by the identified Clearance Day.
d. Facilities which process 3-digit (SCF) Standard Mail only to the 5-digit level must color code that 3-digit Standard Mail for clearance 1 day after receipt at that facility, as listed in Exhibit 458.321. This mail must then be dispatched without color codes, and the proper delivery color code must be applied upon receipt at the facility that performs the secondary distribution.
e. All Standard Mail which must subsequently receive incoming secondary distribution at the facility performing the ADC or SCF operation must receive a 2-day color code based upon its arrival or upon its extraction and identification from its initial distribution- operation (either the ADC or SCF operation) using the following 2-day matrix:
Exhibit 458.321e
Two-Day Delivery Matrix
| Arrival/Extraction Day | Color Code | Delivery Day |
|---|---|---|
| Saturday | Orange | Tuesday |
| Sunday | Orange | Tuesday |
| Monday | Green | Wednesday |
| Tuesday | Violet | Thursday |
| Wednesday | Yellow | Friday |
| Thursday | Pink | Saturday |
| Friday | Blue | Monday |
f. In situations wherein ADC and SCF mail is, for operational reasons, commingled in the same processing operation, all such mail extracted for the local SCF must be color coded for a scheduled delivery day, also using the 2-day delivery matrix.
g. When Standard Mail with mailer-requested, in-home delivery dates is retained at the facility for DPS processing, a delivery color code reflecting the last requested in-home delivery date may be affixed, provided the mail is segregated and the in-home delivery day identification placards accompany the mail.
h. When Standard Mail is discovered in a facility, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:
(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.
(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.
(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today's clearance/delivery color code and treated as if it were delayed.
458.33 Delivery Distribution Centers/Units
a. The application of color codes to Standard Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. Arrival at the facility is defined as the day/time the mail arrives on Postal Service property. These facilities must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises.
b. All outgoing mail received from a mailer and destinating carrier route mail must be color coded to indicate scheduled clearance 1 day after receipt at the facility.
Exhibit 458.33b
One-Day Clearance Matrix
| Receipt Day | Color Code | Clearance Day |
|---|---|---|
| Saturday | White | Sunday |
| Sunday | Blue | Monday |
| Monday | Orange | Tuesday |
| Tuesday | Green | Wednesday |
| Wednesday | Violet | Thursday |
| Thursday | Yellow | Friday |
| Friday | Pink | Saturday |
After processing is completed, the Clearance Day tags are to be removed prior to dispatch.
c. All other destinating Standard Mail received at Delivery Distribution Centers/Units (DDC/DDU), including drop shipment mailings, must be color coded for 2-day delivery as follows:
Exhibit 458.33c
Two-Day Delivery Matrix
| Receipt Day | Color Code | Delivery Day |
|---|---|---|
| Saturday | Orange | Tuesday |
| Sunday | Orange | Tuesday |
| Monday | Green | Wednesday |
| Tuesday | Violet | Thursday |
| Wednesday | Yellow | Friday |
| Thursday | Pink | Saturday |
| Friday | Blue | Monday |
d. DDCs and DDUs which perform secondary distribution for delivery units must also apply a 2-day delivery color code to that mail upon its arrival from upstream facilities.
e. Whenever a delivery day color code is applied, it must remain on the mail until the mail is taken out by the carrier at the delivery unit.
f. When Standard Mail is discovered in a DDC/DDU, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:
(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.
(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.
(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today's clearance/delivery color code and treated as if it were delayed.
458.34 Delivery Units, including Post Offices, Stations, and Branches
458.341
a. All outgoing mail received from a mailer must be color coded to indicate scheduled clearance 1 day after receipt at the facility.
Exhibit 458.341a
One-Day Clearance Matrix
| Receipt Day | Color Code | Clearance Day |
|---|---|---|
| Saturday | White | Sunday |
| Sunday | Blue | Monday |
| Monday | Orange | Tuesday |
| Tuesday | Green | Wednesday |
| Wednesday | Violet | Thursday |
| Thursday | Yellow | Friday |
| Friday | Pink | Saturday |
After processing is completed, the Clearance Day tags used in outgoing operations are to be removed prior to dispatch.
b. Delivery units not performing secondary distribution will receive Standard Mail from the distribution facility with a color code attached. This color code must remain on the mail until taken out for delivery.
c. Delivery units doing secondary distribution, receiving Standard Mail requiring secondary distribution (including drop shipment mailings and mail received directly from mailers) must apply the following 2-day delivery color code upon receipt of the mail. This color code must remain on the mail until taken out for delivery.
d. Delivery units receiving mailer-prepared carrier route presort mail from upstream postal facilities or directly from mailers must apply the following 2-day delivery color code upon receipt of the mail. This color code must remain on the mail until taken out for delivery.
Exhibit 458.341d
Two-Day Delivery Matrix
| Receipt Day | Color Code | Delivery Day |
|---|---|---|
| Saturday | Orange | Tuesday |
| Sunday | Orange | Tuesday |
| Monday | Green | Wednesday |
| Tuesday | Violet | Thursday |
| Wednesday | Yellow | Friday |
| Thursday | Pink | Saturday |
| Friday | Blue | Monday |
e. If a holiday falls on a scheduled delivery day, the delivery color code must remain unchanged and must be used to properly sequence the mail on the next delivery day. On the day following the holiday, the mail color coded for the holiday is not considered delayed, but is worked prior to the mail with the current day's color.
f. Delivery units may receive Standard Mail with a mailer-requested delivery date later than the scheduled color-coded day. This mail is to be color coded or re-color coded at the delivery unit to match the last requested in-home delivery date, to comply with the mailer's request.
g. Delivery units may receive Standard Mail with a mailer-requested delivery date earlier than the color- coded delivery day. Although this mail must remain color coded for delivery as outlined in these procedures, all reasonable efforts should be made to deliver this mail within the mailer's requested delivery window.
h. Delivery units may receive Standard Mail with a mailer-requested delivery date that has already passed. Although this mail must remain color coded as outlined in these procedures, the decision regarding the delivery or disposition of this mail must be consistent with the current national policy on this subject.
i. When Standard Mail is discovered within a delivery unit (function 2, function 4, and individual zones may be considered as separate units) after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:
(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.
(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.
(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today's clearance/delivery color code and treated as if it were delayed.
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- Service Management Policies and Programs, 11-1-01
REVISED FORM
In preparation for the launch of Web-based on-call pickup service, PS Form 5541, Pickup Service Statement, has been revised (see page 45). Internet availability for on-call pickup service will provide customers with a convenient option to request Postal Service Express MailŪ service, Global Express GuaranteedTM service, Priority MailŪ service, and Parcel PostŪ service pickup from their home or office. PS Form 5541 has been updated to reflect new services and methods of payment for pickup service as outlined in Domestic Mail Manual (DMM) D010, Pickup Service, and International Mail Manual (IMM) 2, Conditions for Mailing. The spaces for recording Express Mail label numbers have been removed, and only the quantity of items picked up, by service, is still required. The form has also been revised from a three-part form to a two-part form, retaining the Customer Copy and Finance Copy. The Express Mail Manager's copy has been eliminated.
The new forms are available from the Express and Priority Mail Supply Centers (800-610-8734). Existing supplies will be depleted before the October 2001 revised designs are distributed.
- Information Systems,Expedited/Package Services, 11-1-01
The Department of Defense suspended the Operation Dear Abby program for the 2001 holiday season because of concerns and the risk of cards and letters being introduced into the mail system from unknown sources. Although Operation Dear Abby will be missed this year, the safety of the men and women of the Armed Forces and the employees of the U.S. Postal Service is paramount.
- International Network Operations,Network Operations Management, 11-1-01
ANNOUNCEMENT
MoversGuide.com, an enhanced version of MoversNet, began processing Internet changes of address (COAs) on August 31, 2001. MoversGuide.com allows COA orders to be accepted electronically via the Internet, and offers move-related products and services to moving households.
MoversGuide.com allows customers filing a COA two options:
1. Customers can enter their COA information and print out a PS Form WWW-3575 (see page 69), Change- of-Address Order, sign the request, and hand it to their local carrier or mail it to their local Post Office.
or
2. Customers may submit their Internet Change of Address (ICOA) electronically after proper credit card identity validation.
The additional ICOA feature does not change the other currently accepted methods of filing COAs. Delivery units still have a significant role in the COA process. The difference between the existing process and the new ICOA process is that the Computer Forwarding System (CFS) unit will receive the COA before the delivery unit. The delivery unit will not have to send the computer-generated COA to the local CFS unit unless there is a discrepancy in the COA.
Existing COA process flow:
1. The customer presents the PS Form 3575, Change- of-Address Order, or PS Form WWW-3575, Change- of-Address Order, to a carrier or clerk at his/her local Post Office that serves the old address.
2. The carrier transfers the COA information onto PS Form 3982, Change of Address.
3. The local Post Office sends the COA to the local CFS unit.
4. The local CFS manually enters and accepts the COA into the system and applies a yellow CFS label to PS Form 3575.
5. The local CFS unit sends the COA form back to the old Post Office for storage.
New Internet COA process flow:
1. The customer completes an ICOA transaction.
2. The National Customer Support Center in Memphis receives ICOA data and downloads it to the local CFS unit.
3. A local CFS employee reviews and accepts ICOA data into the system, prints out a computer-generated PS Form 3575, and applies a yellow CFS label to PS Form 3575.
4. The CFS sends the Electronic Forwarding Order Change Notice with a yellow CFS label to the old Post Office to notify the carrier to forward the mail.
5. The carrier transfers the information from PS Form WWW-3575 onto PS Form 3982 and sends the mail to the CFS for forwarding.
6. The old Post Office stores the computer-generated form with other PS Form 3575s, PS Form WWW-3575s, and so on.
MoversGuide.com allows the delivery unit to receive a COA that has been completed by the customer and has had the ZIP+4 Code validated. This process will help reduce manual mistakes and increase the deliverability of the forwarding address before the request gets to the delivery unit.
Q. Is the ICOA Form and the Electronic Forwarding Order Change Notice the same form?
A. Yes. The ICOA Form is PS Form 3575, Electronic Forwarding Order Change Notice. Same form - different terminology.
Q. Is Electronic Forwarding Order Change Notice a valid COA request?
A. Yes. Electronic Forwarding Order Change Notice is a valid COA notification.
Q. Will the delivery units receive a signed PS Form 3575 from the customer?
A. No. The delivery units should receive an unsigned PS Form 3575 only from the CFS units.
Q. Should the delivery unit routinely send PS Form 3575 to CFS?
A. No. The only time the delivery unit will need to send the ICOA form to CFS is when a discrepancy is found. Otherwise, CFS has already accepted the information and does not need another copy. Simply follow the instructions on PS Form 3575.
Q. How does the ICOA process prevent someone from changing an address without authorization?
A. There are five methods to help prevent an unauthorized COA request:
1. The ICOA application warns that it is a federal offense to make unauthorized COAs.
2. The ICOA application verifies proof of identity using credit card information by a third-party risk management agency.
3. The ICOA application also provides an e-mail confirmation, which requires a valid e-mail address. Customers are required to confirm the COA via e-mail.
4. Address Management sends a Move Validation Letter to the old address confirming the address has been changed. If the COA is unauthorized or incorrect, customers can call their local Post Office.
5. Customers will receive a Confirmation Notification Letter or a Welcome Kit at their new address. This letter allows them to verify the COA information on-file with the Post Office.
Delivery units will begin receiving computer-generated PS Form 3575 and PS Form 3546, Forwarding Order Change Notice, from CFS sites by area on the following dates:
| 31-Aug-01 | Maryland, Massachusetts, Virginia |
| 01-Oct-01 | Northeast Area (4B) and New York Metro Area (4A); Districts: New York City (100), Westchester (105), Triboro (110), and Long Island (117) |
| 09-Oct-01 | Remaining New York Metro Area (4A); Districts: Caribbean (006), Northern New Jersey (070), Central New Jersey (088) |
| 09-Oct-01 | Great Lakes Area (4J) |
| 15-Oct-01 | Capital Metro Area |
| 22-Oct-01 | Eastern Area (4D) |
| 24-Oct-01 | Southeast Area (4H) |
| 29-Oct-01 | Western Area (4E) |
| 17-Oct-01 | Pacific Area (4F) |
| 05-Nov-01 | Southwest Area (4G) |
| 15-Nov-01 | Remove English version of MoversNet from www.usps.com; MoversNet Spanish version will remain active. |
- Office of Address Management,Chief Technology Officer, 11-1-01
