Domestic Mail (continued)

PILOT TEST EXTENDED

Priority Mail Drop Shipment With Delivery Confirmation

The United States Postal Service is extending the operational pilot test for Priority Mail Drop Shipment with Delivery Confirmation through February 28, 2002. This extension is necessary to refine operational procedures and further evaluate the service. The pilot test includes drop shipment sacks destined for national distribution, and will be limited to current Priority Mail drop shipment mailers who meet the following requirements:

• Certified to use Delivery Confirmation electronic option.

• Currently ship Priority Mail drop shipment sacks.

• Able to produce shipping label (maximum 4 inches x 6 inches), and apply it to the new PS Tag 161, Open & Distribute, in the space provided (see Exhibit 1). The shipping label must not cover the Postal Service section at the bottom of PS Tag 161.

Exhibit 1 (not to scale)

PS Tag 161 (back)

PS Tag 161 (front)

• The mailer's shipping label must contain the following elements and appear in the order listed (see Exhibit 2):

1. Postage or permit imprint.

2. Priority Mail service indicator.

3. Return address.

4. The words "OPEN AND DISTRIBUTE AT:" followed by the destinating facility identified in Domestic Mail Manual (DMM) labeling lists (see DMM M072.1.4a).

5. Mail enclosure statement.

6. Delivery Confirmation barcode and format.

Exhibit 2 (not to scale)

Mailer Shipping Label

For more information on the shipping label shown in Exhibit 2, see the article titled "DMM Revision: New Guidelines for Shipping Labels" in Postal Bulletin 22047 (4-5-01, pages 7-9).

Customers interested in additional information about the pilot should contact their Postal Service account managers. Based on a successful completion of the pilot, the DMM will be updated and the service will become available to all mailers.

- e-Business,Expedited/Package Services, 11-1-01

APO/FPO Changes

Make the following ink changes to the most recent APO/FPO table in Postal Bulletin 22061 (10-18-01).

- International Network Operations,Network Operations Management, 11-1-01

Finance

HANDBOOK REVISION

F-12, Relocation Policy

Effective November 1, 2001, Handbook F-12, Relocation Policy, is revised. We will incorporate this revision into the next printed edition of Handbook F-12.

Handbook F-12, Relocation Policy

* * * * *

5 Temporary Quarters

510 Allowances for Temporary Quarters

* * * * *

[Revise 512.4 to read as follows:]

512.4 Determining temporary quarters starting and/or ending periods. When computing temporary quarters allowances, you must consider the following:

• The time period is computed from the beginning of the calendar day for which you claim reimbursement for the temporary quarters lodging.

• On whatever day you begin to occupy permanent quarters, the temporary quarters' period is continued for that day.

* * * * *

- National Accounting,Finance, 11-1-01

HANDBOOK REVISION

F-15, Travel and Relocation

Effective November 1, 2001, Handbook F-15, Travel and Relocation, is revised. We will incorporate this revision into the next printed edition of Handbook F-15 and into the online version available at http://blue.usps.gov/cpim; click on Handbooks.

Handbook F-15, Travel and Relocation

* * * * *

Part 3 - Relocation (Non-bargaining Only)

Introduction

[Click on "Policies and Procedures."]

[Click on "Finding a Place to Live."]

[Click on "Temporary Quarters."]

[Click on "Reimbursable Expenses."]

[In the table, revise the NOTE in the "Non-executive employees" row, by deleting the second sentence to read as follows:]

* * * * *

- National Accounting, Finance, 11-1-01

CORRECTION

New International Reply Coupons, Item Number 330600

In Postal Bulletin 22061 (10-18-01, page 23), the incorrect item number was listed in the article title. The correct item number is 330600, as shown in the article here.

Effective January 1, 2002, a new version of the International Reply Coupon (IRC) will be available for sale to customers. The new version will have a printed expiration date. The price of the new IRC will be $1.75 per coupon. All prior versions of U.S.-issued IRCs in inventories as of the close of business December 31, 2001, will be obsolete and will no longer be available for sale to customers.

Stamp distribution offices (SDOs) and stamp service centers (SSCs) will receive automatic distribution quantities of the new IRCs from the New York accountable paper depository (APD) by November 1, 2001.

Initial Supply to Post Offices

Post Offices must requisition initial quantities of the new IRCs, Item Number 330600, by submitting PS Form 17, Stamp Requisition, to their SDOs or SSCs after November 1, 2001.

Retail Units

Retail units must withdraw all obsolete IRCs from sales inventories and return them to the unit reserve at standard field accounting procedures (SFAP) units or the main stock at non-SFAP offices by the close of accounting period (AP) 5 ending January 25, 2002. Instructions for disposing of those obsolete IRCs from unit reserves/main stocks at Post Offices will be published in a future Postal Bulletin.

SDOs and SSCs

SDOs and SSCs must send all obsolete IRCs in inventory to the Eagan accounting service center (ASC) with the statement of account for AP 4, which ends on December 28, 2001. A memorandum, in duplicate, containing the following information must be included with the obsolete IRCs:

• Total number and value of obsolete U.S.-issued IRCs.

• Signatures of the employee and a witness verifying the count and dispatch.

The SDO supervisor must submit the obsolete IRCs with supporting documentation to the district accounting office (DAO). The DAO will record the amount of the obsolete IRCs to AIC 625, International Reply Coupons Exchanged, on the statement of account for AP 4.

The SSC manager must record the amount of the obsolete IRCs to AIC 625, International Reply Coupons Exchanged, on the statement of account for AP 4.

- Post Office Accounting, Finance, 11-1-01

Form W-5 Renewal

Form W-5, Earned Income Credit Advance Payment Certificate, which allows eligible employees to receive advance payment of their earned income credit, must be renewed for 2002. All certificates currently in effect expire at the end of the calendar year and must be renewed by submitting a new Form W-5 as soon as possible. Employees are responsible for timely submission of their Form W-5. The personnel office must receive the Form W-5 no later than December 14, 2001 (pay period 26), to ensure that the information on the form is effective by the start of the calendar year. Please note that Internal Revenue Service (IRS) regulations specifically prohibit any retroactive changes or additions to the information submitted on the original Form W-5. Any changes, corrections, or additions to a Form W-5 require submission of a new form.

Reminder: Personnel offices are reminded that the IRS regulations mandate that all employers submit copies of all Forms W-5 received from their employees. Personnel offices must mail one copy of Form W-5 in a separate envelope marked "PROCESSED W-5 FOR IRS" in the lower left-hand corner of the envelope to:

ATTN CONTROL SECTION
EAGAN ACCOUNTING SERVICE CENTER
2825 LONE OAK PKWY
EAGAN MN 55121-9611

The Control Section in Eagan will subsequently forward the forms to the IRS.

- Payroll Accounting, Finance, 11-1-01

2002 Social Security and Medicare Tax Withholding

For 2002, the maximum limit on earnings for withholding in the Old-Age, Survivors, and Disability (OASDI) portion of the Social Security tax increases from $80,400 to $84,900. This is a $4,500 increase from the 2001 limit. The Social Security tax rate remains at 6.2 percent, resulting in a maximum Social Security tax of $5,263.80. This is a $279.00 increase from the 2001 limit of $4,984.80. There is still no limit on the amount of earnings subject to the Medicare portion of the tax. The Medicare tax rate applies to all taxable wages and remains at 1.45 percent.

The following information is effective January 1, 2002.

- Payroll Accounting, Finance, 11-1-01

Federal Tax Withholding Exemption

Internal Revenue Service (IRS) regulations permit employees who anticipate no federal tax liability for 2002 to claim total exemption from federal tax withholding provided they owed no federal taxes for 2001. To renew the exempt status or to claim allowances consistent with the expected tax liability for 2002, employees must submit a new Form W-4, Employee's Withholding Allowance Certificate, for 2002.

If an employee who claimed exempt status in 2001 does not submit a new Form W-4 claiming a continuation of his or her exempt status:

• The employee will be converted to a taxable status effective pay period (PP) 04-02, and

• Federal taxes will be withheld at the rate that would normally be applicable to a single employee with no dependent allowances.

Employees with a current exempt status (as of PP 26-01) will receive printed messages on their earnings statement during PPs 02-02 and 03-02 informing them that a new Form W-4 is required.

Both changes to and renewals of these forms are dependent upon timely submission by employees. Employees should properly complete and submit a new Form W-4 as soon as possible to avoid any processing delays.

Reminder: Personnel offices are reminded that IRS regulations require an employer to submit copies of certain Form W-4s received from employees directly to the IRS. This occurs whenever an employee claims 10 or more withholding allowances and/or claims to be exempt from withholding. In these instances, personnel offices must mail one copy of the Form W-4 in a separate envelope marked "PROCESSED W-4 FOR IRS" in the lower left-hand corner of the envelope to:

ATTN CONTROL SECTION
EAGAN ACCOUNTING SERVICE CENTER
2825 LONE OAK PKWY
EAGAN MN 55121-9611

The Control Section in Eagan will subsequently forward the forms to the IRS.

- Payroll Accounting, Finance, 11-1-01

International Mail

IMM REVISION

Termination of International Money Order Service - Zambia

Effective, November 1, 2001, the Individual Country Listing for Zambia is revised to terminate international money order (LIST) service to Zambia. The money order agreement with South Africa stated that South Africa acts as an intermediate party between Class III countries including Zambia. South Africa will no longer act as an intermediate party for Zambia, and there is no agreement for money order service with Zambia. Therefore, money order service to Zambia is terminated.

We will incorporate these changes into both the printed version of International Mail Manual (IMM) 26 and the online IMM, which can be accessed via Postal Explorer at http://pe.usps.gov.

International Mail Manual (IMM)

* * * * *

Country Conditions for Mailing - Zambia

* * * * *

International Money Order (371)

[Revise text as follows:]

NOT available

* * * * *

- Retail,Retail, Consumers and Small Business, 11-1-01

Philately

Pictorial Cancellations Announcement

As a community service, the Postal Service offers pictorial cancellations to commemorate local events celebrated in communities throughout the nation. A list of events for which pictorial cancellations are authorized appears below. If available, the sponsor of the pictorial cancellation appears in italics under the date. Also provided, as space permits, are illustrations of those cancellations that were reproducible and available at press time.

People attending these local events may obtain the cancellation in person at the temporary post office station established there. Those who cannot attend the event, but who wish to obtain the cancellation, may submit a mail order request. Pictorial cancellations are available only for the dates indicated, and requests must be postmarked no later than 30 days following the requested pictorial cancellation date.

All requests must include a stamped envelope or postcard bearing at least the minimum First-Class Mail postage. Items submitted for cancellation may not include postage issued after the date of the requested cancellation. Such items will be returned unserviced.

Customers wishing to obtain a cancellation should affix stamps to any envelope or postcard of their choice, address the envelope or postcard to themselves or others,insert a card of postcard thickness in envelopes for sturdiness, and tuck in the flap. Place the envelope or postcard in a larger envelope and address it to: PICTORIAL CANCELLATIONS, followed by the NAME OF THE STATION,ADDRESS, CITY, STATE, ZIP + 4 CODE, exactly as listed below (using all capitals and no punctuation, except in the ZIP + 4 code).

Customers can also send stamped envelopes and postcards without addresses for cancellation, as long as they supply a larger envelope with adequate postage and their return address. After applying the pictorial cancellation, the Postal Service returns the items (with or without addresses) under addressed protective cover.

- Stamp Services,Government Relations and Public Policy, 11-1-01

CORRECTION

2001 Stamps and Postal Stationery (Announcement 01-F)

In Postal Bulletin 22061 (10-18-01, page 48), the deadline date for ordering first day of issue cancellations and covers for the United We Stand stamp was incorrect. The correct date is December 23, 2001.

Also, the placement of the United We Stand stamp listing was out of sequence. The correct placement is after the Hanukkah stamp listing.

- Stamp Services,Government Relations and Public Policy, 11-1-01

Special Cancellation Die Hubs

Postmasters and plant managers who have any of the special cancellation die hubs listed below may use them for the periods designated. At the end of the period, these die hubs must be withdrawn and stored. Postmasters and plant managers who do not have these special die hubs may not request them from the sponsors.

Post Offices

Postal Employees

CORRECTION

Handbook EL 801, Supervisor's Guide to Safety - Ordering Information

In Postal Bulletin 22060 (10-4-01, page 65), the PSIN was incorrectly shown as HBK EL-800.

The correct PSIN to use when ordering Handbook EL 801 is HBK EL-801.

- Policies and Procedures Information,Public Affairs and Communications, 11-1-01

CLARIFICATION

RIF Competitive Areas for the U.S. Postal Service

Office of Personnel Management (OPM) requires agencies covered by reduction-in-force (RIF) procedures to establish Competitive Areas and to publish them. In Postal Bulletin 22053 (6-28-01, page 83), an entry in the table needs to be clarified.

The following table shows the clarification. The footnotes explaining the RIF Competitive Areas for the Postal Service are unchanged and are indicated here for reference only.

1 The units located in the Washington DC commute area are part of the parent national Headquarters organization Competitive Area.

2 The Western Sales Region and the San Francisco Sales Center are in the same Competitive Area.

- Selection, Evaluation, and Recognition,Employee Resource Management, 11-1-01

Thrift Savings Plan Policy Changes, TSP Open Season, and PostalEASE

The next Thrift Savings Plan (TSP) open season is November 15, 2001, through January 31, 2002. TSPBK08, Summary of the Thrift Savings Plan for Federal Employees, provides a good overview of TSP (its Postal Service stocking number (PSN) is 7530-03-000-9364, unit of issue is EA, bulk pack quantity is 150, and edition date is May 2001). The following information should assist personnel offices in conducting this open season.

TSP Policy Changes

Based on changes in underlying law, substantial TSP policy changes became effective as previously noted in Postal Bulletin 22050 (5-17-01, pages 59-63), "Thrift Savings Plan Policy Changes, TSP Open Season, and PostalEASE." These changes are highlighted here and explained in greater detail in the summary booklet and TSP bulletins for personnel offices that are available on the TSP Web site at www.tsp.gov. TSP has added two funds: the S Fund, or Small Capitalization Stock Index Investment Fund; and the I Fund, or International Stock Index Investment Fund. An employee may change the fund investment choice (contribution allocations) both during and outside of the TSP open season. To make a fund investment choice, an employee must contact TSP directly, not PostalEASE. If an employee does not contact TSP, the existing fund investment choice continues. The earnings statement (paycheck stub) continues to show the TSP contribution percentage or dollar amount, but the TSP fund investment detail is no longer shown.

Employees covered by the Federal Employees Retirement System (FERS) may contribute up to 12 percent of basic pay in 2002 (the maximum was 11 percent for 2001). Eligible FERS employees still receive the Agency Automatic (1 percent) Contribution and the Agency Matching Contribution of up to 4 percent from the Postal Service - these amounts have not changed. Employees covered by the Civil Service Retirement System (CSRS) and CSRS Offset employees may contribute up to 7 percent of basic pay in 2002 (the maximum was 6 percent for 2001). The limits for FERS, CSRS, and CSRS Offset employees will continue to increase by 1 percentage point per year through 2005. Then all participants will be eligible to contribute up to the Internal Revenue Service code's annual deferral limit without any percentage limit. The IRS annual deferral limit will increase each year starting in January 2002 to $11,000 and then by $1,000 each year through 2006 to $15,000. A newly hired career employee may elect to participate in TSP until the 61st day after the date of hire and in every subsequent open season. The waiting period of one to two open seasons continues to apply to the Agency Automatic (1 percent) Contribution and the Agency Matching Contribution for FERS employees.

PostalEASE Used for Enrollment

Employees who wish to make contribution elections must make them during the TSP open season. Employees must use the PostalEASE telephone system to make contribution elections and cancellations. The toll-free number is 1-877-4PS-EASE (1-877-477-3273). The employee must have his or her USPS Personal Identification Number (PIN) to use PostalEASE. For information on PINs, see the section explaining the USPS PIN versus the TSP PIN later in this article. This TSP open season ends January 31, 2002, at 5:00 p.m. Central Time (CT). Personnel and employing offices must not distribute TSP-1, Thrift Savings Plan Election Form, to employees for making TSP open season elections. TSP-1 is no longer stocked at the Material Distribution Center (MDC).

Contacting TSP to Make a Fund Investment Election

An employee has three methods available to make a fund investment election: via the TSP Web site at www.tsp.gov, via the TSP ThriftLine at 1-504-255-8777, and by mailing the new form TSP-50, Investment Allocation (PSN is 7530-05-000-4305, edition date is May 2001) to the TSP Service Office in New Orleans. The Web site and ThriftLine offer more convenient methods and elections will take effect more quickly than through using TSP-50. TSP-50 is not available from the TSP Web site. Personnel offices must not accept and cannot process completed forms TSP-50. To use the Web site or ThriftLine, employees need to use their TSP PIN.

USPS PIN Versus TSP PIN

Employees must use two PINs to make TSP elections.

The USPS PIN is maintained by the Postal Service and must be used to make either a contribution percentage election or dollar amount election or to cancel TSP participation via PostalEASE. An employee who does not know his or her USPS PIN must call PostalEASE. When prompted, the caller must press 1 for PostalEASE. When prompted, the caller must enter the Social Security Number. When prompted to enter the PIN, the caller must

pause, then press 2. The USPS PIN will be mailed to the employee's address of record, normally within 10 days. When an employee requests the USPS PIN, it does not change (unlike the TSP PIN), and the old USPS PIN remains valid. (The USPS PIN is the same PIN employees use for phone bidding and computerized bidding.)

The TSP PIN is maintained by TSP and must be used to make fund investment choices via the TSP Web site and the TSP ThriftLine. An employee who is a TSP participant and who does not know his or her TSP PIN may choose one of three methods to have a new TSP PIN mailed to his or her address of record. Available methods are: (1) Go to the TSP Web site at www.tsp.gov and select Account Access. 92) Call the TSP ThriftLine at 1-504-255-8777, and choose 2, enter the Social Security Number, then listen to the instructions. 93) Call the TSP Service Office at 1-504-255-6000. Once TSP has received a TSP PIN request, the old TSP PIN is no longer valid.

Direct Mailings to Employees

Direct mailings to employees include the following:

• Career employees receive from the national level a direct mailing of leaflet TSP1101, TSP Open Season (PSN is 7530-05-000-4552; unit of issue is EA; bulk pack quantity is 4,800), and PostalEASE instructions at their mailing addresses of record during November.

• In addition to the leaflet noted above, newly eligible career employees receive from the national level a direct mailing of TSPBK08, Summary of the Thrift Savings Plan for Federal Employees (PSN is 7530-03-000-9364; unit of issue is EA; bulk pack quantity is 150; edition date is May 2001), as well as a cover letter and PostalEASE instructions at their mailing addresses of record soon after their accession PS Form 50, Notification of Personnel Action, is processed.

The return address for undeliverable TSP enrollment instructions for newly eligible employees is the employing office of record. The disposition of returned items is at the discretion of the district office or other administering office. Forwarding a returned enrollment package to an employee offers that employee an opportunity to submit a correct PS Form 1216, Employee's Current Mailing Address (PSN is 7530-02-000-7354; Quick Pick number is 118; unit of issue is SE; bulk pack quantity is 4,000).

Eligibility

All career employees are eligible to make employee contribution elections this open season (subject to financial hardship withdrawal and cancellation exclusions). FERS employees hired before July 31, 2001, receive Agency Automatic (1 percent) Contributions and Agency Matching Contributions (as appropriate) beginning in January 2002.

All employees who participated in TSP and cancelled their TSP contributions after July 31, 2001, are not eligible to participate in this TSP open season. They must wait for the TSP open season beginning May 15, 2002.

Effective Dates

The windows of opportunity for employees to make TSP open season elections via PostalEASE, which automates the processing of TSP elections, and the resulting effective dates are as follows:

Because PostalEASE provides employees the ability to complete a TSP open season election without contacting the local personnel office and automates the processing of such elections, it should minimize use of PS Form 6886, Thrift Savings Plan - Request for Retroactive Contributions, which is completed in cases of administrative error for TSP open season elections. Personnel offices have the authority to determine whether an administrative error has occurred. If an error has delayed a TSP open season election past the appropriate effective date, personnel and the employee must complete PS Form 6886 and submit it to the Eagan Accounting Service Center (ASC). The effective dates for elections delayed due to administrative error must be made retroactive to January 12 or January 26, 2002, depending on the date the employee would have otherwise entered his or her open season election via PostalEASE. (PS Form 6886, which was published in Postal Bulletin 21665 (3-31-88), must be reproduced locally as needed.) Personnel offices also have the authority to determine whether a belated open season election opportunity exists. If so, personnel must submit the employee's election to the Eagan ASC for processing, in accordance with administrative instructions provided to personnel offices regarding PostalEASE. Belated open season elections are not retroactive in most circumstances.

Note: Processing deadlines and the closing date of this TSP open season require using only two pay periods as indicated earlier.

Open Season Materials

In addition to the direct mailing of TSP information to employees, the MDC will automatically distribute residual supplies of the open season leaflet TSP1101, TSP Open Season, to HR at district offices, area offices, processing and distribution centers/facilities (PDC/Fs), bulk mail centers (BMCs), airport mail centers/facilities (AMC/Fs), remote encoding centers, Office of Inspector General, Postal Inspection Service divisions, Headquarters, and selected Headquarters field units.

Non-Open Season Materials

Because of TSP policy changes, the following items have been created or revised:

• TSP-1, TSP Election Form (edition date is May 2001; note that TSP-1 is not used in the Postal Service for TSP open season elections);

• TSP-19, Transfer of Information Between Agencies (edition date is May 2001; note that this form is not stocked at the MDC and must be reproduced locally);

• TSP-50, Investment Allocation (PSN 7530-05-000-4305, edition date is May 2001; note that this form is not available via the TSP Web site);

• TSP-60, Request for a Transfer Into the TSP (edition date is July 2001; note that this form is not available from the MDC, participants can obtain from the TSP Web site or by calling the TSP Service Office at 1-504-255-6000);

• TSP-70/70T, Withdrawal Request/Transfer Information (PSN 7530-03-000-4207, edition date is March 2001);

• TSPBK02, Withdrawing Your TSP Account After Leaving Federal Service (PSN 7530-03-000-9361, edition date is May 2001);

• TSPBK03, Guide to TSP Investments (PSN 7530-03-000-9092, edition date is May 2001);

• TSPBK05, Thrift Savings Plan Annuities (PSN 7530-03-000-9363, edition date is February 2001);

• TSPBK08, Summary of the Thrift Savings Plan for Federal Employees (PSN 7530-03-000-9364, edition date is May 2001).

All prior editions of all of these items are obsolete and must be discarded or recycled where appropriate.

The MDC has completed its automatic distribution of the above non-open season items except TSP-1, TSP-19, and TSP-60 to HR at district offices, area offices, PDC/Fs, BMCs, AMC/Fs, remote encoding centers, Office of Inspector General, Postal Inspection Service divisions, Headquarters, and selected Headquarters field units.

Ordering TSP Items

Offices may place orders for new or revised TSP items with the MDC on an as-needed basis. Please note that it is not necessary to maintain a large stock of forms and/or publications such as the Summary of the Thrift Savings Plan for Federal Employees, since they are mailed to each newly hired career employee from the national level. In all cases where the MDC will stock the new or revised TSP item, the MDC has made an initial distribution to HR at installations as noted earlier. Offices may check the TSP Web site for new or revised items. However, note that TSP-50 will not be available from the TSP Web site.

Participant Statements

Employees with a TSP account receive a participant statement from the TSP Service Office in November 2001.

Publicity

HR at district offices, area offices, PDC/Fs, BMCs, AMC/Fs, remote encoding centers, Office of Inspector General, Postal Inspection Service divisions, Headquarters, and selected Headquarters field units receive a supply of posters this open season from the MDC. Installations that receive the posters must widely distribute them and post them on bulletin boards.

To assist in publicizing the TSP open season, all offices must post (1) the open season notice on page 30 of this Postal Bulletin through January 31, 2002, and (2) the current TSP fact sheet on bulletin boards.

- Compensation,Employee Resource Management, 11-1-01

Thrift Savings Plan Policy Changes,
TSP Open Season, and PostalEASE

TSP Policy Changes Include higher contribution maximums and Internal Revenue Service code's annual deferral limit.

TSP Contribution Use PostalEASE telephone enrollment system during TSP open season to Elections and begin contributing, change contribution amount or percentage, or cancel TSP Cancellations contributions.

(USPS PIN) To use PostalEASE, you will need your Social Security number (SSN) and USPS Personal Identification Number (PIN; available only from PostalEASE).

Call toll free: 1-877-4PS-EASE (1-877-477-3273).

Don't know your USPS PIN? Call PostalEASE; press 1; enter SSN; when prompted to enter PIN, pause, then press 2. Your USPS PIN will be mailed to your address of record - allow 10 days.

Career employees who have trouble using PostalEASE, or who are unable to use a telephone, may contact local personnel office for help.

TSP Fund Investment Contact TSP directly, during or outside TSP open season, to change Elections investment of future TSP contributions or money already in account.

(TSP PIN) Go to the TSP Web site at www.tsp.gov, or call the TSP ThriftLine at 1-504-255-8777. Or mail TSP-50, Investment Allocation, to TSP (available from your local personnel office; election not effective as quickly).

To use the TSP Web site or TSP ThriftLine you must know your TSP PIN (available only from TSP).

Don't know your TSP PIN? Request it from www.tsp.gov - choose Account Access. Or via TSP ThriftLine at 1-504-255-8777 - press 2, enter SSN, follow instructions. Or call TSP Service Office at 1-504-255-6000 and speak to a representative. Your new TSP PIN will be mailed to your address of record.

When and Who November 15, 2001, through January 31, 2002 - all career employees

PostalEASE and TSP A TSP leaflet with PostalEASE instructions is mailed to all career Information Mailed to employees. If mailing is not received by mid December, contact your local Career Employees personnel office. In addition, a TSP Summary, cover letter, and PostalEASE instructions are mailed to all newly hired career employees soon after their accession PS Form 50 action is processed.

Closing Date and Time PostalEASE closes 5:00 p.m. Central Time on January 31, 2002, for TSP open season elections.

PLEASE POST ON ALL BULLETIN BOARDS THROUGH JANUARY 31, 2002.

2001 to 2002 Leave Year - Annual Leave Carryover

The Postal Service 2001 leave year ends on January 11, 2002. The 2002 leave year begins on January 12, 2002. The maximum amount of annual leave that employees may carry over from 2001 into the 2002 leave year appears below.

Care is to be exercised to ensure that employees are not required to forfeit annual leave. As of January 12, 2002, no provisions exist for employees to carry over annual leave in excess of the applicable carryover maximums.

Employees should coordinate with their supervisors to schedule any excess leave before January 12, 2002.

Maximum Carryover Hours Into the 2002 Leave Year*

Employees Eligible for the Annual Leave Exchange Program

Employees who are eligible for the Annual Leave Exchange Program will be notified in November.

For those employees eligible, an election to exchange annual leave during the November 15 to December 15, 2001 open season is not an election to exchange any of the employee's current leave balance. The election is to exchange leave that would otherwise be earned in leave year 2002.

All Postal Service Employees

Note: Leave earned or accumulated in the 2001 leave year in excess of the carryover limits stated above will be lost if not used before January 12, 2002.

* Employees who, on January 1, 1953, had more accumulated leave to their credit than the amounts provided above and who have maintained balances in excess of those amounts may carry over the balance they have maintained.

** The PCES earned annual leave balance at the time an impacted PCES employee accepts a lower level position will become that employee's carryover maximum. If the number of hours of annual leave carried over into the next leave year falls below the employee's individual carryover maximum, then the current annual leave carryover balance becomes his or her new individual maximum. This process will continue until such time that the employee's annual leave carryover balance falls within the standard EAS carryover ceiling.

- Compensation, Employee Resource Management, 11-1-01

PLEASE POST ON ALL BULLETIN BOARDS.

Purchasing and Materials

REVISED FORM

PS Form 3553, Coding Accuracy Support System (CASS) Summary Report - Do You Know Why?

To assist mailers in evaluating the quality of their address lists, effective August 1, 2001, we require that all Coding Accuracy Support System (CASS) address-matching software packages provide five categories of address- quality delivery-point information. For several years, list processors have been providing this same information on the software output reports as footnote codes. Because of the complexity of some of the output reports, many list owners either did not know that this information was provided or found it difficult to locate. Therefore, they were not aware of the number of deficiencies in high-rise and rural or highway contract route default records and Locatable Address Conversion System (LACS) records in their address list.

The purpose of the new CASS requirement, which provides qualitative statistical summary information on PS Form 3553, Coding Accuracy Support System (CASS) Summary Report, is to enable list owners to recognize and understand address-quality deficiencies and to know the number of records that have a ZIP+4 Code for the following categories:

• High-rise Default - Identifies the number of addresses contained within a list destined for a multi- delivery-point address (apartment/suite) where the apartment/suite number is not present or is invalid.

• High-rise Exact - Identifies the number of addresses contained within a list destined for a multi- delivery-point address (apartment/suite) where the apartment/suite number is present and matches a ZIP+4 range.

• Rural Route Default - Identifies the number of addresses contained within a list destined for a rural or highway contract route box number where the box number is not present or is invalid.

• Rural Route Exact - Identifies the number of addresses contained within a list destined for a rural or highway contract route box number where the box number is present and matches a ZIP+4 range.

• Locatable Address Conversion System (LACS) - Identifies the number of addresses in a list destined for an address that has been converted from a rural or highway contract route and box-style address to a city-style address, or from one city-style address to another city-style address.

This new PS Form 3553 information will quickly show to what extent these important address deficiencies exist in your mailing list. You can then take appropriate follow-up action to resolve these deficiencies. The following are some suggestions that will help you in this effort:

• Records coded to a high-rise or rural route default need to be researched to ascertain a valid apartment/suite number or a valid route box number. In many cases, the customer will need to be contacted for this information.

• Records identified as LACS records should be sent for processing to one of the Postal Service- licensed LACS vendors for conversion to the new address. For a list of LACS vendors, go to http://ribbs.usps.gov/files/vendors/lacsvend.txt.

For assistance in locating the specific records in your address file under each category, refer to your address- matching software documentation or contact your software vendor for assistance. For questions about this article or assistance obtaining more information about the address- quality tools available from the Postal Service, please contact the Customer Data Analysis Department at our National Customer Support Center at 1-800-238-3150.

- Headquarters Address Management, Chief Technology Organization, 11-1-01

ORDERING INSTRUCTIONS

Mandatory Sources for Custodial Products

On August 13, 2001, the Postal Service awarded two contracts to Cleanwise, Inc. (Contract # 483083-01-B-0679), and to W. W. Grainger, Inc. (Contract # 483083-01-B-0677), to provide a full range of custodial products. The period of performance for these contracts is a base period of 4 years with two 3-year renewal options. All Postal Service locations must use these mandatory sources to purchase custodial products.

Multiple contracts were awarded to encourage competition, sustain customer choice, and provide the Postal Service with quality products and service at the best value. The Dallas Purchasing and Materials Service Center (PMSC) is responsible for contract administration. The primary role of the district points of contact (POC; listed on page 48 is to provide feedback to the contracting officer concerning the performance, quality, and functionality of products.

Contracting Officer: Steven Carpenter
Telephone: 214-819-7115
cc:Mail Address: Help, Custodial

The new contracts are effective on November 1, 2001, for all locations except those in the Western Area currently using High Country Chemicals, Inc. Those offices in the Western Area must continue to order through High Country until advised of the date to begin ordering from the new contracts.

Order Placement Requirements

Before placing an order under these contracts, you must have a valid Federal Standard Requisitioning and Issue Procedures (FEDSTRIP) number and ensure that locally established buying procedures have been followed, including obtaining prior funding approval for all orders.

The preferred method for ordering custodial products is eBuy. Postal Service facilities that do not have access to eBuy may order products by any of the following methods:

Cleanwise, Inc.

W. W. Grainger, Inc.

Offices will order Cleanwise and Grainger custodial products from either the electronic catalogs available on eBuy or the printed catalogs furnished by the suppliers. Commercial and Javits-Wagner-O'Day (JWOD) products are available at discount prices when you order through those catalogs. To ensure your office receives discount pricing, order from the electronic catalogs on eBuy or by calling the order placement and customer service numbers shown above for each supplier. Pricing information is proprietary and must not be disclosed to anyone outside the Postal Service.

Any questions concerning the eBuy system should be directed to your district or area eBuy coordinator. Questions concerning contract requirements should be directed to the contracting officer.

Invoicing and payment will be made through Electronic Data Interchange (EDI) using the FEDSTRIP process and be automatically charged to the associated finance number through the San Mateo accounting service center (ASC).

Standard manufacturer's commercial warranty applies and varies by manufacturer; however, you must contact Cleanwise or Grainger to resolve warranty issues.

Items will be shipped FOB destination by the supplier's transportation network or by Standard Mail through the Postal Service mail stream. Items will not be shipped FOB destination if delivery is made other than through the mail stream to Postal Service locations in the Caribbean, Hawaiian Islands, and Alaska. If a delivery is made by a Postal Service competitor, inform the contracting officer.

Account Reconciliation Procedures

1. At the end of each accounting period (AP), the San Mateo ASC sends each receiving office an AP Billing Summary report. This report is sent to the mailing address with ZIP+4 that corresponds with the FEDSTRIP number. The information on the report should correspond with the information on the packing slips received with your orders.

2. The receiving office must reconcile the packing slip(s) with the AP Billing Summary report for orders placed during the AP. If the ordering office is different from the receiving office and the ordering office is doing the reconciliation, the receiving office must forward the packing slip(s) and the AP Billing Summary report to the ordering office. Copies of the packing slips (submitted by the receiving office) must be used as back-up documentation for reconciliation.

3. If pricing discrepancies are found, contact the appropriate contractor (Cleanwise or Grainger) from whom you received your order. If a satisfactory resolution cannot be reached, notify your assigned district POC.

4. After reconciliation, always sign and date the AP Billing Summary report to indicate that the AP Billing Summary report has been verified and any discrepancies have been resolved.

5. Retain all reconciliation documentation (packing slips, credit memos, and Postal AP Billing Summary) for a 2-year period.

Delivery Requirements

The contracts require items to be shipped within 24 hours after the supplier receives the order, excluding Saturday, Sunday, and holidays. All deliveries will be made by the supplier's transportation network or through the Postal Service mail stream. Deliveries will be made Monday through Friday between the hours of 8:00 a.m. until 4:30 p.m. and will be made to the specified receiving point at each ordering office. If you require specific items delivered on a predetermined schedule (e.g., weekly, monthly, or staggered schedule) you can establish an ordering cycle with Cleanwise or Grainger. Emergency orders will be shipped the same day if received during regular business hours. After-hour emergency orders will be shipped within 24 hours after receipt of order.

Receipt of Orders

A packing slip and a Material Safety Data Sheet (MSDS), when appropriate, will accompany each order. The packing slip shows the FEDSTRIP number used to fund the purchase, the Ship To address, including the ZIP+4 of the receiving office, invoice number for that order, customer P.O. number, item number(s), item description(s), quantity(s) ordered, quantity(s) shipped, and unit of measure. The packing slip will also indicate whether any items have been substituted or backordered.

Upon receipt of a drop shipment, Postal Service receiving personnel must:

1. Verify the number of boxes received and sign the delivery manifest.

2. If the number of boxes verified does not match the number noted on the delivery manifest, write the discrepancy on the manifest, and copy the manifest.

3. Retain or forward to the ordering office the delivery manifest and packing slips for reconciliation with the AP Billing Summary report at the end of the month.

Upon receipt of orders through the mail stream, Postal Service receiving personnel must:

1. Review the packing slip(s) and note on the packing slip(s) any discrepancy between what is listed and what was actually delivered.

2. Retain or forward to the ordering office the packing slips and any credit memos for reconciliation with the AP Billing Summary report at the end of the month.

Order Discrepancies

In the event of a discrepancy between the order placed and the items received, follow the appropriate action listed below:

Missing Item(s): If missing item(s) is not marked on the packing slip as backordered, you must notify your Cleanwise or Grainger customer service representative. Backordered items should be delivered within 5 calendar days from the receipt of the initial order.

Wrong Item(s) Received: If you receive an item(s) that you did not order, notify your Cleanwise or Grainger customer service representative who will make arrangements for the delivery of the correct item and will advise you what to do with the original item(s) received.

Damaged Item(s): If item(s) are damaged, notify the Cleanwise or Grainger customer service representative who will arrange to have the item(s) replaced at no additional cost.

Wrong Item(s) Ordered: If you have ordered a wrong item(s), notify the Cleanwise or Grainger customer service representative to arrange for credit and to return the item. Note: In order to obtain a credit, all returned merchandise, except items received damaged, must be in new condition and packed in their original container.

In the event of an unsatisfactory resolution, notify your district POC.

Product Data

The contracts require that suppliers provide a full-range of custodial products including paper products (e.g., toilet paper, paper towels), chemicals and cleaners (e.g., floor wax, floor stripper), disinfectants and deodorizers, trash can liners, hardware supplies (e.g., mops, brooms, buckets), and light equipment (e.g., vacuums, floor polishers).

The contracts require that the suppliers provide products that are in compliance with the JWOD Act. The JWOD Act requires the Postal Service to purchase selected items from the National Industries for the Blind (NIB) and National Institute of the Severely Handicapped (NISH). To ensure compliance with this Act, JWOD items may be substituted for comparable items ordered.

Future Updates

Information about future events, corrections, and changes to the contracts will be published in the Material Logistics Bulletin, MLB-CO-01-012, in the Postal Bulletin, or on the eBuy Web site.

- Materials, Purchasing and Materials, 11-1-01

CONTRACT AWARDED

Information Technology Support Services

As part of Purchasing and Materials' supply chain management initiatives, a contract was awarded August 3, 2001, to PRC AIS, Inc., to provide the Postal Service with information technology support services (ITSS) on a national basis. The contract is for 2 years with four 2-year options - totaling 10 years. This contract also contains a penalty clause providing the Postal Service 30 days of free service if PRC is unable to fill a position vacancy within 15 days.

Current ITSS costs for the Postal Service are approximately $10 million. Managers are encouraged to use the PRC contract so the Postal Service can save significant dollars on ITSS.

To order through this contract, submit a completed PS Form 7381, Requisition for Supplies, Services, or Equipment, including the number of personnel and hours required, level of expertise desired, and anticipated travel costs.

Mail the completed PS Form 7381, along with a statement of work (SOW), to:

ATTN SHARON MARKGRAF
US POSTAL SERVICE
475 LENFANT PLZ SW RM 2P660
WASHINGTON DC 20260-0095

Sharon Markgraf will map your requirements against the contract. After the mapping, the Philadelphia Purchasing and Materials Service Center (PMSC) will issue a delivery order.

- Purchasing Policies and Programs,Purchasing and Materials, 11-1-01

Retail

Refunds for Meter Stamps

Effective January 1, 2002, the time limit for obtaining a refund for unused meter stamps will change from 1 year to 60 days for all postage evidencing systems except for PC PostageTM systems. The time limit for PC Postage systems will increase from 10 to 30 days.

A grace period has been established to allow time for customers to submit unused meter stamps already on hand. Unused meter stamps, except those from a PC Postage system, printed between March 1, 2001, and December 31, 2001, may be submitted for refund until March 31, 2002. Any unused meter stamps printed on or after the effective date of this policy must be submitted for refund within 60 days of the date in the indicia.

The new policy for refund and exchanges for metered postage can be found on page 2 of this Postal Bulletin.

- Postage Technology Management,Retail, Consumers and Small Business, 11-1-01