Child Alert Program

Audrey Allen

Born: 9-29-86

Date Missing: 5-16-02

Missing From: Plantation, FL

Monique Thompson

Born: 11-29-85

Date Missing: 5-3-02

Missing From: District Heights, MD

Anna Luong

Born: 2-23-89

Date Missing: 3-26-02

Missing From: East Boston, MA

Aisha Abdul Malik

Born: 3-20-85

Date Missing: 3-22-02

Missing From: Herndon, VA

Hilda Torres

Born: 9-17-85

Date Missing: 4-11-02

Missing From: Kansas City, KS

Heather Markham

Born: 2-4-86

Date Missing: 4-11-02

Missing From: Richmond, VA

Jean Gibson

Born: 10-23-84

Date Missing: 4-23-02

Missing From: Kissimmee, FL

Please call the National Center for Missing and Exploited Children
Hot Line 1-800-843-5678
TDD 1-800-826-7653

Missing Children Poster Display Instructions

Please display this poster prominently on bulletin boards in retail lobbies of main Post Offices, classified stations, and branches. Operators of contract postal units may display this poster at their option.

Companion posters, authorized for display on bulletin boards maintained by employee organizations, appear periodically in The Postal Record, a publication for members of the National Association of Letter Carriers.

This poster is published in cooperation with the National Center for Missing and Exploited Children, the United States Department of Justice, and the National Association of Letter Carriers. Information appearing on this poster is selected solely by NCMEC.

In addition to Postal Bulletin updates, NCMEC distributes information via broadcast fax. Notification of newly reported missing children is sent to designated district "Missing Children" coordinators at fax numbers provided by district managers. Within 24 hours of receipt of a facsimile Missing Children poster, district coordinators should distribute copies to all postal facilities in their districts. Missing Children posters are to be displayed for 30 days in Post Office lobbies, workroom floor areas, and other postal facilities, unless notification is received (from NCMEC) to remove a particular poster sooner. The broadcast fax network is used to distribute posters and information in only the most urgent cases of missing and exploited children. This system supplements, but does not replace, the missing children information in this Postal Bulletin.

Missing Children posters are available to the U.S. Postal Service only as described above. If postal employees are contacted by individuals or local agencies about displaying a sign or poster of a missing child in local Post Offices, the individual or agency should be politely informed that the US Postal Service displays only those posters provided by NCMEC, because it has been designated by the US Department of Justice to be the national clearinghouse and resource center for missing and exploited children. The individual or agency should then be referred to NCMEC at 1-800-843-5678.

Administrative Services

Directives and Forms Update

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

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

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

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

F3 = F3 Fill Software.

New

Handbooks

Forms

Management Instructions

Revised

Handbooks

Forms

Notices

Publications

Obsolete

Handbooks

Forms

Management Instructions

- Policies and Procedures Information, Public Affairs and Communications, 7-11-02

CORRECTION

Guidelines - Obtaining and Evaluating Information Technology Hardware and Software Products for a Trial Period

Postal Bulletin 22079 (6-27-02, page 3) listed the number for the management instruction titled Obtaining and Evaluating Information Technology Hardware and Software Products for a Trial Period as MI-AS-840-2002-6.

The correct number for the MI is AS-860-2002-6.

-Technology Support,
Information Technology, 7-11-02

ASM REVISION

Lock Requirements

Effective July 11, 2002, Administrative Support Manual (ASM) 13 is revised to add part 278, which includes sections 278.1, 278.11, 278.12, and 278.2. We added the new part to include guidelines for ordering and deploying ArrowTM locks and modified Arrow locks. The deployment of locks and proper security procedures help reduce the risk of mail theft.

We will incorporate this revision into the printed version of ASM 14 and into an incremental update of the online ASM 13, which is accessible through the Postal Service PolicyNet page on the intranet at http://blue.usps.gov/cpim; click on Manuals.

Administrative Support Manual (ASM)

* * * * *

2 Audits and Investigations

* * * * *

27 Security

* * * * *

[Add part 278, which includes sections 278.1, 278.11, 278.12, and 278.2, to read as follows:]

278 Mail Security During Collection and Delivery

The use of appropriate equipment and procedures helps to protect the mail from theft. The Postal Inspection Service provides security guidelines to protect the mail from theft during the collection and delivery of mail.

278.1 Use of Locks and Keys

278.11 Arrow Locks

The Postal Service uses ArrowTM locks to secure collection and relay boxes, apartment panels, outdoor parcel lockers, cluster box units (CBU), and neighborhood delivery and collection box units (NDCBU). To order Arrow locks, submit PS Form 4983, Postal Key and Lock Requisition, to the Mail Equipment Shop (MES). The MES works with the Inspection Service to ensure that all requests to deploy lock combinations (also referred to as lock series) are based on a need to minimize the risk of mail theft.

278.12 Modified Arrow Locks

Modified Arrow locks (MALs) with high security cylinders are available. These locks are for use in areas that sustain or are subject to high incidents of mail attacks or losses. MALs are designed to deter counterfeiting of keys.

To obtain approval to order and deploy these locks, you must make a special request to the Inspection Service, Security Group, and Headquarters Delivery Support. Due to the significant cost of deploying these locks, in your request, you must explain the reason(s) for requesting MALs. The Inspection Service and Delivery Support require postmasters (or their designees) to submit a deployment plan that must address:

a. Possible use of multiple lock series for each ZIP Code.

b. Use of three-point locking bars for collection boxes.

c. A system for key accountability for modified Arrow locks keys. (Note: Regular Arrow locks, MALs, and the keys for those locks are items for which you will be held accountable.)

d. A system to ensure that MALs on collection boxes and delivery boxes (e.g., CBUs, NDCBUs, outdoor parcel lockers, and apartment panels) are on different lock series in each five-digit ZIP Code. (Note: The Inspection Service limits the number of collection boxes, CBUs, NDCBUs, outdoor parcel lockers, and apartment panels that may be assigned to a MAL series.)

278.2 Request for Waiver of Requirements in This Part

A request to waive any requirement in this part must include the reason(s) for the request. The Security Group and Headquarters Delivery Support review each request and have authority to approve or deny the request. To request a waiver, submit your request to the Inspection Service, Security Group, at:

INSPECTION SERVICE SECURITY GROUP
US POSTAL SERVICE
475 L'ENFANT PLZ (WEST) SW
WASHINGTON DC 20260-2186

- Security Group,
Postal Inspection Service, 7-11-02

Domestic Mail

DMM REVISION

Refunds and Exchanges for Metered Postage

Effective July 11, 2002, Domestic Mail Manual (DMM) P014, Refunds and Exchanges, is revised to clarify the refund policy for unused postage evidencing system indicia on mailpieces or labels.

• Acceptable documentation to prove that the person or entity submitting the refund request is the licensee for the system includes a copy of the lease, rental agreement, or contract.

• When metered postage has been affixed to a mailpiece, the customer must submit the entire envelope or wrapper on which the meter stamp is printed or a label bearing a meter stamp is attached, with the refund request.

• When customers submit loose indicia that are not affixed to a mailpiece for refund, the indicia must not be stapled together or attached to any paper or other medium.

• When a request for a refund is denied, the manager of Postage Technology Management will process an appeal only if the meter indicia contain a date and the original meter indicia are submitted with the appeal, and the appeal is submitted within 30 days of the original decision. The customer must process any appeal of a decision on metered postage lacking a date through the postmaster to the rates and classification service center (RCSC).

We deleted text that duplicated policies stated in P014.2.5, Refunds for Metered Postage. We also clarified and amended the procedures in P014.3.1, Unused Postage Value in Postage Evidencing Systems, for handling postage meters and postage evidencing systems that are withdrawn from service. The customer must process the return through their system provider. When a system is damaged by fire, flood, or similar disaster system, it may be missing and not available for return. In such cases, the licensee may be required to provide a statement on the cause of the damage and to attest that the lost postage has not been reimbursed by insurance, or otherwise, and that the licensee will not seek such reimbursement. As additional clarification, we added that the Postal Service will not refund the postage value remaining on a postage meter or postage evidencing system when the system is withdrawn for faulty operation caused by the customer.

We will incorporate these revisions into the printed version of DMM 58 and into the monthly update of the online DMM available via Postal Explorer at pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

P Postage and Payment Methods

P000 Basic Information

P010 General Standards

* * * * *

P014 Refunds and Exchanges

* * * * *

2.0 POSTAGE AND FEES REFUNDS

* * * * *

2.9 Ruling on Refund Request

[Revise 2.9 to read as follows:]

Refund requests are decided based on the specific type of postage or mailing:

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 2.5 and 3.2. For dated metered postage only, the licensee may appeal a decision through the manager of Postage Technology Management, USPS Headquarters (G043). The original meter indicia must be submitted with the appeal. The appeal must be submitted within 30 days of the original decision. The customer may appeal a decision on metered postage lacking a date through the postmaster to the RCSC.

b. PC Postage systems. The system provider grants or denies requests for refunds for indicia printed by PC Postage systems under 2.5 and 3.2, using established USPS criteria. For dated PC Postage indicia only, the licensee may appeal a decision through the manager of Postage Technology Management, USPS Headquarters. The original meter indicia must be submitted with the appeal. The appeal must be submitted within 30 days of the original decision. The customer may appeal a decision on indicia lacking a date through the postmaster to the RCSC.

* * * * *

3.0 REFUND REQUEST FOR POSTAGE EVIDENCING SYSTEMS AND METERED POSTAGE

3.1 Unused Postage Value in Postage Evidencing Systems

[Revise 3.1 to read as follows:]

The unused postage value remaining in a postage evidencing system when withdrawn from service may be refunded, depending upon the circumstance and the ability of the USPS to make a responsible determination of the actual or approximate amount of the unused postage value. If the postage evidencing system is withdrawn because of faulty operation, 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. No refund is given for faulty operation caused by the licensee. When a postage evidencing system that is damaged by fire, flood, or similar disaster is returned to the provider, postage may be refunded or transferred when the registers are legible and accurate, or the register values can be reconstructed by the provider based on adequate supporting documentation. When the damaged system is not available for return, postage may be refunded or transferred only if the provider can accurately determine the remaining postage value based on adequate supporting documentation. The licensee may be required to provide a statement on the cause of the damage and to attest that there has not been reimbursement by insurance, or otherwise, and that the licensee will not seek such reimbursement. Refunds for unused postage value are granted as specified in P030.4.6, 5.7, 6.6, and 7.6 in accordance with the following procedures:

a. All postage evidencing systems except for PC Postage systems. The postage evidencing system must be examined to 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. Licensees may also submit their own transaction records, if any, or a system-generated register as supporting documentation.

b. PC Postage systems. The licensee must notify the provider to withdraw the system. To determine the remaining postage value on the PC Postage system, the licensee generates a refund request indicium for transmittal to the provider for verification. A refund can be issued only when the system's postal security device (PSD) is in the provider's possession. The USPS refunds the entire unused postage value remaining on the PSD for the user's system, but the refund is issued through the licensee's provider.

3.2 Unused Postage Evidencing System Indicia on Mailpieces or Labels

[Revise 3.2 to read as follows:]

Unused postage evidencing system indicia are considered for refund only if complete, legible, and valid. The refund request must be submitted with the entire envelope or wrapper. Indicia printed on labels or tapes not stuck to wrappers or envelopes must be submitted loose and must not be stapled together or attached to any paper or other medium. If a part of the indicia is printed on one envelope or card and the remaining part on one or more others, they 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. 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. Acceptable proof includes a copy of the lease, rental agreement, or contract. Refund requests for all unused postage evidencing system indicia, except for those printed by a PC Postage system, must be submitted with PS Form 3533, Application and Voucher for Refund of Postage and Fees.

3.3 Ineligible Metered Postage Items

The following metered postage items are ineligible for refunds:

* * * * *

[Add new item c. Reletter existing items c and d as new items d and e, respectively:]

c. Loose indicia printed on labels or tape that have been stapled together or attached to paper or other medium in any manner.

* * * * *

- Postage Technology Management,
Product Development, 7-11-02

DMM REVISION

Delivery Confirmation and Signature Confirmation Labels

Effective July 11, 2002, Domestic Mail Manual (DMM) S918.2.0 and S919.20 are revised to replace Exhibits 2.1a. The changes are the listing of available mail classes on front of PS Forms 152 and 153. Existing label stock will be depleted.

We are also changing DMM S918.4.0 and S918.5.0 to revise the title of PS Form 3152 to Confirmation Services Certification and to add new language for the preparation and submission of this form.

Mailers will no longer be required to submit PS Form 3152 with each mailing presented at a business mail entry unit (BMEU) or detached mail unit (DMU) for which they want either Delivery ConfirmationTM or Signature ConfirmationTM services. PS Form 3152 must be presented with the first Confirmation Services mailing presented by the mailer. The form must be retained in the BMEU/DMU as authorization for the mailer to use electronic Confirmation Services. The BMEU/DMU employee should note in the "Comments" section of the PERMIT system that the mailer has been approved for electronic Confirmation Services (the electronic confirmation services postage fees).

We will incorporate these revisions into the printed version of DMM 58 and into the monthly update of the online DMM available via Postal Explorer at pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

S Special Services

* * * * *

S900 Special Postal Services

S910 Security and Accountability

* * * * *

S918 Delivery Confirmation

* * * * *

2.0 LABELS

2.1 Types of Labels

* * * * *

[Replace Exhibit 2.1a with new PS Form 152 as follows:]

* * * * *

4.0 ELECTRONIC FILE TRANSMISSION

Mailers must meet the following standards for electronic file transmission:

[Revise the last sentence of item a to read as follows:]

***Upon certification, the USPS will issue the mailer a PS Form 3152, Confirmation Services Certification.

* * * * *

5.0 ACCEPTANCE

Customers must meet the following requirements when presenting electronic option Delivery Confirmation mail for acceptance:

* * * * *

[Revise item b to read as follows:]

b. Mailers who use the electronic option or print their own labels must submit a copy of the original PS Form 3152, Confirmation Services Certification, provided by the Postal Service with their first mailing using Confirmation Services (see exception in item c below). The business mail or detached mail entry unit office will retain a copy of the form. If mailers want to obtain an electronic entry scan, they must submit a PS Form 3152 with each mailing that includes the electronic file number associated with that particular mailing. The electronic file number on the form must be in either a barcode format (preferred) or written on the form. All barcode formats must comply with the standards in Publication 91, Confirmation Services Technical Guide. Mailers should keep the certification form on file while using Confirmation Services. If requested by the Postal Service, the form must be presented to the Postal Service within 24 hours.

[Add new item c to read as follows:]

c. Single piece, postage evident mailers using the electronic option rate are not required to submit a PS Form 3152 with their initial mailing. These include mailings generated from the Postal Service online shipping label application at www.usps.com or labels generated from a third-party vendor or system that supports the electronic option rates. All labels must meet the format and design guidelines stated in the DMM and in Publication 91, including the "e" (electronic rate) endorsement in the barcode text line (e.g., e/ USPS Delivery Confirmation).

S919 Signature Confirmation

* * * * *

2.0 LABELS

2.1 Types of Labels

Mailers may use one of the three Signature Confirmation label options shown in the exhibits below. Additional information may be found in Publication 91, Confirmation Services Technical Guide. The three labels are as follows:

[Revise item a to read as follows:]

a. PS Form 153, obtained from the post office at no charge. This form may be used only with the retail mailing option (see Exhibit 2.1a).

[Revise item b to read as follows:]

b. PS Label 315, available at no charge to electronic option mailers (see Exhibit 2.1b)

* * * * *

[Replace Exhibit 2.1a with new PS Form 153 as follows:]

* * * * *

4.0 ELECTRONIC FILE TRANSMISSION

Mailers must meet the following standards for electronic file transmission:

[Revise the last sentence of item a to read as follows:]

a. ***Upon certification, USPS will issue to the mailer a PS Form 3152, Confirmation Services Certification.

* * * * *

[Revise item d to read as follows:]

d. Mailers who have previously received certification for electronic file transmission under the Delivery Confirmation program are not required to obtain an additional certification for Signature Confirmation service use.

5.0 ACCEPTANCE

Customers must meet the following requirements when presenting electronic option Signature Confirmation mail for acceptance.

* * * * *

[Revise item b to read as follows:]

b. Mailers who use the electronic option or print their own labels must submit only a copy of their original PS Form 3152, Confirmation Services Certification, with their first mailing using Confirmation Services (see exception in item c below). However, mailers who wish to obtain an electronic entry scan event should submit a PS Form 3152 with each mailing to include the electronic file number associated with that mailing. The electronic file number on the form must be either in a barcode format (preferred) or written on the form. All barcode formats must comply with standards in Publication 91. Mailers should keep the certification form on file while using Confirmation Services. If requested by the Postal Service, the mailer must present the form to the Postal Service within 24 hours.

[Add new item c to read as follows:]

c. Single piece, postage evident mailers using the electronic option rate are not required to submit a PS Form 3152 with their initial mailings. These include mailings generated from the Postal Service online shipping label application at www.usps.com or labels generated from a third-party vendor or system that supports electronic option rates. All labels must meet the format and design guidelines stated in the DMM and in Publication 91, including the "e" (electronic rate) endorsement in the barcode text line (e.g., e/ USPS Signature Confirmation).

* * * * *

- Product Information Requirements,
Product Development, 7-11-02

DMM REVISION

Labeling List Changes

Effective July 11, 2002, Domestic Mail Manual (DMM) L001, L004, L606, L801, and L803 are revised to reflect changes in mail processing operations. Mailers are encouraged to label according to these revised lists immediately, but must comply with these changes no later than September 22, 2002.

We will incorporate these revisions into the printed version of DMM 58 and into the monthly update of the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

L Labeling Lists

L000 General Use

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

* * * * *

* * * * *

L004 3-Digit ZIP Code Prefix Groups - ADC Sortation

* * * * *

* * * * *

L600 Standard Mail and Package Services

* * * * *

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

* * * * *

* * * * *

L800 Automation Rate Mailings

L801 AADCs - Letter-Size Mailings

* * * * *

* * * * *

L803 Non-BMC/ASF Entry - Periodicals and Standard Mail

* * * * *

* * * * *

- Logistics, Network Operations Management, 7-11-02

NOTICE

Absentee Balloting Materials

The right to vote is among our most basic of human rights. This year, absentee balloting materials will be sent through the mail to certain eligible persons postage free and will enable them to vote when absent from the place of their voting residence. Absentee balloting materials consist of postcard applications, ballots, voting instructions, and envelopes.

The free mailing privilege for certain absentee balloting materials in Domestic Mail Manual (DMM) E080 is based on postal statute 39 U.S.C. 3406. Absentee balloting materials require no prepayment of postage when sent through the US mail to persons in one of the following categories:

• Members of the US Armed Forces in active service and their spouses and dependents.

• Members of the US Merchant Marine and their spouses and dependents.

• US citizens residing outside the territorial limits of the United States and the District of Columbia and their spouses and dependents residing with or accompanying them.

• Among state and local election officials (individually or in bulk).

Absentee balloting materials, requiring no prepayment of postage, may be used for any general election of electors for president and vice president, or of senators and representatives in Congress, and other general, primary, and special federal elections.

The envelope used to send absentee balloting materials and the envelope supplied for the return of ballots must meet the requirements in DMM E080. In the upper right corner of the mailpiece, in a rectangular box, the words "US Postage Paid, 39 USC 3406" must be printed. See samples of absentee balloting materials on page 15. (Use of flag logo is optional.)

During past elections, the Federal Voting Assistance Program reported that some absentee balloting materials were erroneously returned to local election offices for payment of postage. Postal Service employees must be aware of the importance of absentee balloting materials and ensure prompt processing and delivery of this mail.

- Delivery Support,
Delivery and Retail, 7-11-02