[D-Link]

Employees

NOTICE

2002 U.S. Savings Bonds Campaign Results

The 2002 U.S. Savings Bonds Campaign broke the record!

With a total of 13,701 new or increased savers, this year's campaign total exceeds last year's total of 10,130 new or increased savers. In addition to the standard Series EE Bonds, we offered the Series I Bonds. We started 4,994 new allotments for the Series I Bonds. These new Series I Bond allotments will become effective in Pay Period 24-02, which starts November 2, 2002, and will be reflected in your pay check on November 22.

Thank you for supporting the 2002 U.S. Savings Bonds Campaign.

- Information Technology Value,
Chief Technology Organization, 10-17-02

NEW EDITION

Employee and Labor Relations Manual Issue 17

Copies of Employee and Labor Relations Manual (ELM) Issue 17 (dated July 2002) were recently shipped to Postal Service facilities. All previous issues of the ELM are obsolete, so please discard/recycle them immediately.

If you need additional copies of ELM 17, you may order them from the Material Distribution Center (MDC) by one of the following means:

• Touch Tone Order Entry: Call 800-320-317, choose option 1, then option 2.

Note: You must be registered to use TTOE. To register, call 800-332-0317, choose option 8, extension 2925, and follow the prompts to leave a message (wait 48 hours after registering before you place your first order).

• E-mail: Complete PS Form 7380, MDC Supply Requisition (manually or by using F3Fill), and send it as an attachment to the email address MDC Customer Service or to mcustome@email.usps.gov.

• Mail: Mail a completed PS Form 7380 to the MDC at the following address:

SUPPLY REQUISITIONS
MATERIAL DISTRIBUTION CENTER
500 SW GARY ORMSBY DER
TOPEKA KS 66624-0702

The relevant ordering information of ELM 17 is as follows:

PSN: 7610-02-000-9963
PSIN: ELMISSUE
Unit of Issue: EA
Quick Pick No.: 353
Bulk Rate Quantity: 10
Price: $2.6614
Edition Date: 07/02

ELM 17 is available on the Web at two different locations: the Internet and the corporate intranet.

• Internet: www.usps.com; click on Info, then Postal Periodicals and Publications, then Manuals, and then Employee and Labor Relations Manual.

• Corporate intranet: the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on Manuals.

We will update the ELM online version to reflect any changes in recent issues of the Postal Bulletin. The online version is always more current than the existing printed version, so if you have web access and if practical, you should check the online version when inquiring about policies.

- Field Polices and Programs,
Employee Resource Management, 10-17-02

NOTICE TO ALL EMPLOYEES

THRIFT SAVINGS PLAN FACT SHEET

Percentage returns released October 4, 2002, by the Federal Retirement Thrift Investment Board

*Rates of return for May (inception of S and I Funds) through December 2001.

Future performance of the funds will vary and may be significantly different from the returns shown above. See the Summary of the Thrift Savings Plan for detailed information about the funds and their investment risks. The monthly returns of the TSP Funds represent net earnings for the month after deduction of accrued administrative expenses and, except for the G Fund, after deduction of trading costs and accrued investment management fees as well. The returns for the four indexes shown do not include any of these deductions.

* Implemented May 2001.

Please post on bulletin boards. Discard/recycle all previous notices.

Finance

HANDBOOK F-1 REVISION

Refunds From Advance Deposit Accounts

This article clarifies the article "SAFR Offices - F-1 Revision: Refunds From Advance Deposit Accounts" published in Postal Bulletin 22081 (7-25-02, pages 55-56). Standard Field Accounting System (SFAS) business mail entry unit (BMEU) offices record amounts withdrawn from the customer's trust account into AIC 075, Advance Deposit Refunds Awaiting Payment, and submit PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services, to the Post Office or District Finance Office (DFO) for payment. Standard Accounting for Retail (SAFR) BMEU offices record amounts withdrawn from the customer's trust account into the Permit System and submit PS Form 3533 to Shared Services/Accounting (SS/A) for payment.

We will incorporate this revision into the next printed version of Handbook F-1, Post Office Accounting Procedures, and into the next update of the online version accessible on the Postal Service PolicyNet at http://blue.usps.gov/cpim; click on HBKs.

Handbook F-1, Post Office Accounting Procedures

* * * * *

6 Disbursing Postal Funds

* * * * *

63 Refund Disbursements

631 Advance Deposit Accounts

631.1 Handling a Customer Claim

631.11 Automated Permit and Nonpermit System Offices

[Revise 631.11 to read as follows:]

SFAP Permit Offices

Permit offices are business mail entry units (BMEU that use the automated PERMIT system or Post Offices that accept deposits or permit activities from customers that maintain a permit account at the BMEU).

1> When a BMEU receives a written request for a refund of all or part of the unused balance of a customer's advance deposit account, the office must ask the customer to complete a PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services.

2> After verification of available funds, the BMEU withdraws the amount from the customer's trust account and reports the refund amount into the PERMIT system.

3> The BMEU submits PS Form 3533 with the customer's letter to the Post Office or district finance office (DFO).

4> The Post Office disburses funds from the customer's advance deposit account issuing a no-fee money order and offset to AIC 475, Advance Deposit Refunds Paid, up to the amount of $1,000 and files the PS Form 3533 and the customer letter locally.

5> If the amount is for more than $1,000, the Post Office submits the original PS Form 3533 to the DFO and maintains a copy with the customer's letter at the local unit.

SFAP Nonpermit Offices

Nonpermit offices are Post Offices that accept deposits and process all permit activities from customers who maintain a permit account locally. Post Offices may use an approved automated program not attached to a BMEU PERMIT system.

1> When a Post Office receives a written request for a refund of all or part of the unused balance of a customer's advance deposit account, the office must ask the customer to complete a PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services.

2> After verification of available funds, the Post Office disburses funds from the customer's advance deposit account issuing a no-fee money order and offset to the corresponding trust account withdrawal AIC (i.e., AIC 451, 452, 453 or 460), up to the amount of $1,000. The office files the original PS Form 3533 with the customer's letter locally.

3> If the refund amount is for more than $1,000, the office enters the refund amount into the corresponding trust account withdrawal AIC (i.e., AIC 451, 452, 453 or 460), and offset amount into AIC 075, Advance Deposit Awaiting Refunds. The office submits the original PS Form 3533 to the DFO and maintains a copy with the customer's letter locally.

SAFR Permit Offices

Permit offices are BMEU offices using the automated PERMIT system or Post Offices that accept deposits or permit activities from customers who maintain a permit account at the BMEU.

1> When a BMEU receives a written request for a refund of all or part of the unused balance of a customer advance deposit account, the office must ask the customer to complete a PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services.

2> After verification of available funds, the BMEU withdraws the amount from the customer's trust account and reports the refund amount into the PERMIT system.

3> The BMEU submits the original PS Form 3533 to Shared Services/Accounting (SS/A) at the San Mateo ASC for payment. The office files a copy of the form and customer letter locally.

4> Post Offices under a permit system will not disburse local payments for refunds from the customer's advance deposit account.

SAFR Nonpermit Units

Nonpermit offices are Post Offices that accept deposits and process all permit activities from customers who maintain a permit account locally. Post Offices may use an approved automated program not attached to the BMEU PERMIT system.

1> When a Post Office receives a written request for a refund of all or part of the unused balance of a customer advance deposit account, the office must ask the customer to complete a PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services.

2> After verification of available funds, the Post Office disburses funds from the customer's advance deposit account issuing a no-fee money order and offset to the corresponding trust account withdrawal AIC (i.e., AIC 451, 452, 453 or 460), up to the amount of $500. The office files the original PS Form 3533 with the customer's letter locally.

3> If the refund amount is for more than $500, the office enters the refund amount into the corresponding trust account withdrawal AIC (i.e., AIC 451, 452, 453 or 460), and offset amount to AIC 280, Disbursements Sent to SS/A. The office submits the original PS Form 3533 to SS/A at the San Mateo ASC for payment. The office files a copy of PS Form 3533 with the customer's letter locally.

* * * * *

- Revenue and Field Accounting,
Finance, 10-17-02

NOTICE

Use of the Invoice Certification Stamp

Effective with the implementation of Shared Services/Accounting (SS/A), the procedures for paying telecommunications and utility bills and for certifying invoices will change. SS/A offices will no longer submit telecommunication bills, utility bills, and invoices to the district finance office for payments, so the invoice certification stamp will no longer be required.

Post Offices that report to SS/A must use the International Merchant Purchase Authorization Card (I.M.P.A.C.) credit card as a form of payment for utility bills and invoices. After the payment process is completed, file the utility bills and invoices locally. If an I.M.P.A.C. Credit card is not available, then SS/A offices must complete a PS Form 8230-X, Authorization for Payment, for each utility bill or invoice and submit both the form and the utility bill or invoice to SS/A for payment. PS Form 8230-X provides for all the required information currently on the certification stamp, so the invoice certification stamp is not required. File copies of utility bills, invoices, and PS Form 8230-X locally.

The new PS Form 8230-X will be available for the offices upon migration to SS/A and will be available through the Material Distribution Center upon request using PS Form 7380, MDC Supply Requisition.

- Revenue and Field Accounting,
Finance, 10-17-02

HANDBOOKS F-1 AND EL-602 REVISION

Vending Machine Commission (Randolph-Sheppard Act)

Effective AP-3, FY 2003, trust accounts AIC 082, 482, and 483 will no longer be used for vending machine commission transactions. The contracting officer representative (COR) at installations with contracted commercially operated snack vending machines must follow the guidelines outlined in Handbook EL-602, Food Service Operations, parts 421 and 422. The installation head will be responsible for collecting and distributing income from vending machines and ensuring that activity reports of vending machines are prepared.

Upon receiving the operating fee check and the commission check from the vendor, the installation head submits the checks to the Post Office and provides a break down of the commission checks. The Post Office (1) reports the operating fee check amount into AIC 176, Reimbursement for Miscellaneous Services, and provides a "receipt for money" and (2) the commission check amount is exchanged for no- fee postal money order(s), one amount payable to the social and recreational committee and the other amount payable to the state licensing agency, if applicable.

The district finance manager must review vending machine commission records at least once a year.

Checks Processed Locally

Post Offices that currently handle locally the commission checks received from vendors with snack vending machines at the facilities will continue to process these locally. The Post Office deposits the operating fee check into AIC 176 and exchanges the commission check for a no-fee postal money order for the amount payable to the social and recreational committee and the state licensing agency, if applicable. Ensure the receipt for money for AIC 176 and the money order receipt(s) are filed locally.

Note: An exception to Handbook F-1, Post Office Accounting Procedures, part 312, "accept checks for all postal products except money orders" will be applied to this process.

We will incorporate these revisions into the next printed versions of Handbooks F-1 and EL-602 and into the next update of the online version accessible on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

Handbook EL-602, Food Service Operations

* * * * *

4 Income Sharing

* * * * *

42 Installations With Statements of Account

* * * * *

422 Disbursing Procedures

* * * * *

[Revise item b under Payments to read as follows:]

b. The commission checks for vending machine sales is submitted to the Post Office and exchanged for "no-fee postal money order(s)" payable to the social and recreational committee and/or state licensing agency.

* * * * *

423 No Obligation to Share

[Revise 423 to read as follows:]

If these instructions do not obligate an installation to share commissions with the state licensing agency, the no-fee postal money order is sent to the social and recreational committee. The installation head ensures that the amounts received and disbursed are accounted for in the vending machine activity report.

424 Obligation to Share

[Revise 424 to read as follows:]

If these instructions obligate an installation to share commissions with the state licensing agency, the installation head will submit the checks to the Post Office and provide a break down of the commission checks. The Post Office (1) reports the operating fee check amount into AIC 176, Reimbursement for Miscellaneous Services, and provides a "receipt for money" and (2) the commission check amount is exchanged for no-fee postal money order(s), one amount payable to the social and recreational committee and the other amount payable to the state licensing agency, if applicable. The installation head ensures that the amounts received and disbursed are accounted for in the vending machine activity report.

425 Undetermined Obligation to Share

* * * * *

425.2 Payments

[Revise 425.2 to read as follows:]

Determine percentage due the state licensing agency if the total fiscal year commission will exceed $3,000 (see 412.4). This percentage is applied to all commissions received to determine possible obligations and disbursed by no-fee postal money order. Retain original report to support disbursement.

425.3 Records

[Revise 425.3 to read as follows:]

A special vending activity report is prepared locally for the entire fiscal year. Vending machine activity report must include dates and amounts of the operating fee received, amount disbursed to the social recreational committee, and amount disbursed to state licensing agency, if applicable. The installation head is responsible for collecting and distributing income from vending machines and ensuring that activity reports of vending machines are prepared.

* * * * *

Handbook F-1, Post Office Accounting Procedures

* * * * *

3 Managing Postal Funds

31 Acceptable Payment for Postal Goods and Services

* * * * *

312 Personal Checks

* * * * *

[Revise Note read as follows:]

Note: You may accept a check for payment of a collection on delivery (COD) provided that the check is made payable to the sender. Designated Post Offices may accept commission checks received from contracted vendors with commercially operated snack vending machines under the guidelines in Handbook EL-602, Food Service Operations, and exchange the check for no-fee postal money order(s) payable to the social and recreational committee and/or the state licensing agency, if applicable.

* * * * *

A Account Identifier Code and General Ledger Account Crosswalk

* * * * *

[Revise AICs 082, 482, and 483 to read as follows:]

* * * * *

- Revenue and Field Accounting,
Finance, 10-17-02

HANDBOOK F-1 REVISION

Payments to Utility Companies

Effective immediately, the procedure for paying utility bills is changed. Post Offices will use one of the following processes for utility payments.

Standard Field Accounting Procedure (SFAP) and Statement of Account (SOA) Offices

• The utility company sends an electronic data interchange (EDI) file to the San Mateo Accounting Service Center for payment. Post Offices may perform a post-payment certification via the Web site provided.

• The Post Office or utility company may consolidate and forward utility bills to the district maintenance or designated installation head for verification and payment using the expense International Merchant Purchase Authorization Card (I.M.P.A.C.) Credit card.

• The Post Office verifies individual utility bills and processes the payment locally using the expense I.M.P.A.C. Credit card.

• If the expense I.M.P.A.C. Credit card is not accepted current procedures apply.

Note: If the amount exceeds the $10,000 threshold, the Post Office must submit the utility bill to the district finance office for payment.

Standard Accounting for Retail (SAFR) Offices

• The utility company sends an EDI file to Shared Services/Accounting (SS/A) for payment. Post Offices may perform a post-payment certification via the Web site provided.

• The Post Office or utility company may consolidate and forward utility bills to the district maintenance or designated installation head for verification and payment using the expense I.M.P.A.C. Credit card. If the amount exceeds the $10,000 threshold, the Post Office submits the bill to SS/A with a completed PS Form 8230-X, Authorization for Payment.

• The Post Office verifies individual utility bills and processes the payment locally using the expense I.M.P.A.C. Credit card. If the amount exceeds $10,000, the Post Office submits the bill to SS/A with a completed PS Form 8230-X for payment.

• If an I.M.P.A.C. Credit card is not available, the Post Office completes PS Form 8230-X and submits the form with the utility bill to SS/A for payment.

The Post Office will make no accounting entries into the unit's PS Form 1412, Daily Financial Report. Documentation for payment by I.M.P.A.C. Credit card or PS Form 8230-X to SS/A will be filed locally.

We will incorporate this revision into the next printed version of Handbook F-1, Post Office Accounting Procedures, and into the next update of the online version accessible on the Postal Service PolicyNet at http://blue.usps.gov/cpim; click on HBKs.

Handbook F-1, Post Office Accounting Procedures

* * * * *

6 Disbursing Postal Funds

* * * * *

66 Disbursements to Pay Utilities

[Revise the introductory paragraph of subchapter 66 to read as follows:]

Post Offices will use one of the following processes for telecommunications and utility bill payments.

[Revise title and text of part 661 to read as follows:]

661 Utility Payments Standard Field Accounting Procedure (SFAP) and Statement of Account (SOA) Offices

Telecommunications

• The telecommunications company sends an electronic data interchange file to the San Mateo Accounting Service Center for payment.

• The Post Office forwards consolidated telecommunication bills to the district telecommunication specialist or installation head designee for verification and payment using the I.M.P.A.C. Credit card. If the amount exceeds the $10,000 threshold, the Post Office submits the bill to district finance office for payment.

• The Post Office verifies individual telecommunications bills and processes the payment locally using the expense I.M.P.A.C. Credit card. If the amount exceeds the $10,000 threshold, the Post Office submits the bill to the district finance office for payment.

• If the expense I.M.P.A.C. Credit card is not accepted current procedures authorized by the district finance office apply.

Utilities

• The utility company sends an electronic data interchange file to the San Mateo Accounting Service Center for payment. Post Offices may perform a post-payment certification via the Web site provided.

• The Post Office may consolidate and forward utility bills to the district maintenance or designated installation head for verification and payment using the expense I.M.P.A.C. Credit card.

• The Post Office verifies individual utility bills and processes the payment locally using the expense I.M.P.A.C. Credit card.

• If the expense I.M.P.A.C. Credit card is not accepted local procedures authorized by the district finance office apply.

Note: If the amount exceeds the $10,000 threshold, the Post Office submits the utility bill to the district finance office for payment.

[Revise title and text of part 662 to read as follows:]

662 Utility Payments at Standard Accounting for Retail (SAFR) Offices

Telecommunications

• The telecommunications company sends an electronic data interchange file to SS/A for payment. Post Offices may perform a post-payment certification via the Web site provided.

• Forward consolidated telecommunication bills to the district telecommunication specialist or installation head designee for verification and payment using the I.M.P.A.C. Credit card. If the amount exceeds the $10,000 threshold, the Post Office submits the bill to the district finance office for payment.

• The Post Office verifies individual telecommunications bills and processes the payment locally using the expense I.M.P.A.C. Credit card. If the amount exceeds the $10,000 threshold, the Post Office submits the bill to SS/A with a completed PS Form 8230-X, Authorization for Payment.

• If an I.M.P.A.C. Credit card is not available, the Post Office completes PS Form 8230-X and submits the form with the telecommunications bill to SS/A for payment.

Utilities

• The utility company sends an electronic data interchange file to SS/A for payment. Post Offices may perform a post-payment certification via the Web site provided.

• The Post Office may consolidate and forward utility bills to the district maintenance or designated installation head for verification and payment using the expense I.M.P.A.C. Credit card. If the amount exceeds the $10,000 threshold, the Post Office submits the bills to SS/A with a completed PS Form 8230-X.

• The Post Office verifies individual utility bills and processes the payment locally using the expense I.M.P.A.C. Credit card. If the amount exceeds $10,000, the Post Office submits the bill to SS/A with a completed PS Form 8230-X for payment.

• If an I.M.P.A.C. Credit card is not available, the Post Office completes a PS Form 8230-X and submits the form with the utility bill to SS/A for payment.

The Post Office does not make any accounting entries into the unit's PS Form 1412, Daily Financial Report. Documentation for payment by I.M.P.A.C. Credit card or PS Form 8230-X to SS/A will be filed locally.

* * * * *

- Revenue and Field Accounting,
Finance, 10-17-02

HANDBOOK F-1 REVISION - SAFR OFFICES ONLY

Payments to Telecommunications Companies

Currently telecommunication bills are certified at the unit and sent to the District Accounting Office (DAO) for input into the Accounts Payable Accounting and Reporting System (APARS) or paid locally with a no-fee postal money order.

Effective with the implementation of Shared Services/Accounting (SS/A), the procedure for paying telecommunication bills will change. Offices that report under the SAFR system will no longer send telecommunications bills to the DAO or process payment locally using a no-fee postal money order. One of the following processes will be implemented for telecommunication payments:

• Telecommunications companies will send an electronic file to SS/A for payment processing.

• Local management will verify individual telecommunication bills for payment. Post Offices will pay using the International Merchant Purchase Authorization Card (I.M.P.A.C.) Credit card. If the amount exceeds the $10,000 threshold, the Post Office submits the bill to SS/A with completed PS Form 8230-X, Authorization for Payment.

• The Post Office sends consolidated telecommunications bills to the district telecommunication specialist or installation head designee for verification and payment using the I.M.P.A.C. Credit card. The Post Office submits bills for amounts that exceed the $10,000 threshold to SS/A with a completed PS Form 8230-X.

• If an I.M.P.A.C. Credit card is not available, the Post Office completes PS Form 8230-X and submits it with the telecommunications bill to SS/A for payment.

The office will make no accounting entries into the unit's PS Form 1412, Daily Financial Report. File locally documentation for payment by I.M.P.A.C. Credit card or PS Form 8230-X to SS/A.

We will incorporate this revision into the next printed version of Handbook F-1, Post Office Accounting Procedures, and into the next update of the online version accessible on the Postal Service PolicyNet at http://blue.usps.gov/cpim; click on HBKs.

Handbook F-1, Post Office Accounting Procedures

* * * * *

6 Disbursing Postal Funds

* * * * *

66 Disbursements to Pay Utilities

* * * * *

[Add new 665 to read as follows:]

665 Telecommunications and Utility Payments at SAFR Offices

Offices that report under the SAFR system will no longer send telecommunication and utility bills to the District Finance Office or process payment locally using a no-fee postal money order. One of the following processes will be implemented for telecommunication and utility payments.

Telecommunications

• Telecommunications companies send an electronic file to SS/A for payment processing.

• Local management verifies individual telecommunication bills for payment. Post Offices use the I.M.P.A.C. Credit card to pay bills. If the amount exceeds the $10,000 threshold, the Post Office submits the bill to SS/A with a completed PS Form 8230-X, Authorization for Payment.

• Send consolidated telecommunications bills to the district telecommunication specialist or installation head designee for verification and payment using the I.M.P.A.C. Credit card. The Post Office submits bills for amounts that exceed the $10,000 threshold to SS/A with a completed PS Form 8230-X.

• If an I.M.P.A.C. Credit card is not available, the Post Office completes PS Form 8230-X and submits it with the telecommunications bill to SS/A for payment.

The office will make no accounting entries into the unit `s PS Form 1412. File locally documentation for payment by I.M.P.A.C. or PS Form 8230-X to SS/A.

- Revenue and Field Accounting,
Finance, 10-17-02

NOTICE

Using I.M.P.A.C. Credit Cards for Payments

Effective with the implementation of Shared Services/Accounting (SS/A), the policies and procedures for using the International Merchant Purchase Authorization Card (I.M.P.A.C.) Credit card will change as follows. Standard Accounting for Retail (SAFR) offices will now be allowed to use the I.M.P.A.C. Credit card for the following:

• Local purchase of supplies.

• Payment of services.

• Payment of utility bills.

Post Offices that report to SS/A will no longer make local payments for local purchase of supplies, services, or utility bills using no-fee postal money orders. The SS/A offices will use the I.M.P.A.C. Credit cards as a form of payment for local purchase of supplies, payment of services and utility bills. After the payment process, the invoices or utility bills will be filed locally.

If an I.M.P.A.C. Credit card is not available, then SS/A offices will complete PS Form 8230-X, Authorization for Payment, for each utility bill or invoice and submit both the form and the utility bill or invoice to SS/A for payment. Copies of invoices, utility bills, and PS Form 8230-X will be filed locally.

The new PS Form 8230-X will be available for the offices upon migration into SAFR and will be available through the Material Distribution Center upon request using PS Form 7380, MDC Supply Requisition.

For more information, see "Handbook F-1 Revision - SAFR Offices Only: Payments to Telecommunications Companies" on page 11 and "Handbook F-1 Revision: Payments to Utility Companies" on page 9 of this Postal Bulletin.

- Revenue and Field Accounting,
Finance, 10-17-02

HANDBOOK F-1 REVISION

Closing Express Mail Corporate Accounts

Effective AP-3, FY 2003, the procedure for issuing refunds to a customer after closing an Express Mail Corporate Account (EMCA) will change. A customer who requires a refund after closing an EMCA must submit a written request together with a completed PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services, to the district Expedited Services office. The expedited services specialist (ESS) immediately invalidates the customer's account in Electronic Marketing Reporting System (EMRS). The balance of the EMCA is refunded to the customer 30 days after the date the account is closed in EMRS. The ESS forwards PS Form 3533 to the Shared Services/Accounting (SS/A) to process payment due to customer.

We will incorporate this revision into the next printed version of Handbook F-1, Post Office Accounting Procedures, and into the next update of the online version accessible on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

Handbook F-1, Post Office Accounting Procedures

* * * * *

7 Accounting for Nonstamp Revenue

* * * * *

72 Mail Without Postage Affixed

* * * * *

724 Handling Closed Express Mail Corporate Accounts

[Revise 724 to read as follows:]

The district expedited services specialist (ESS) initiates the closing of Express Mail Corporate Accounts (EMCA) following the established procedures for the closing of EMCA accounts.

The district finance manager or designee must review the EMCA activity report at least twice a year to ensure that Expedited Services is handling negative balance account in compliance with established collection procedures.

[Delete 724.1 and 724.2]

* * * * *

- Revenue and Field Accounting,
Finance, 10-17-02

NOTICE

IRS Form 1099 - Reporting for Local Payments

Currently, Post Offices maintain an IRS Form 1099 vendor payment log and forward a copy each quarter to the district accounting office (DAO) for input into the San Mateo Accounting Service Center.

Effective with the implementation of Shared Services/Accounting (SS/A), the procedures for local payments that fall under the IRS Form 1099 reporting criteria will change. Post Offices that report to SS/A are no longer required to keep a log for IRS Form 1099 vendor payments or submit them to the DAO. Payment for services that fall under the IRS Form 1099 reporting criteria may be paid using the International Merchant Purchase Authorization Card (I.M.P.A.C.) Credit card or may be submitted to SS/A for payment process.

SS/A offices must process payments that fall under the IRS Form 1099 reporting criteria, using one of the following workflows:

• The units verify the invoices and use the I.M.P.A.C. Credit card as a form of payment and file the invoices per instructions in Handbook AS-709, Credit Card Policies and Procedures for Local Buying.

• If an I.M.P.A.C. Credit card is not available or a vendor does not accept the I.M.P.A.C. Credit card, then the unit completes a PS Form 8230-X, Authorization for Payment, and submits the form with the invoice to SS/A for payment. File a copy of the invoice and PS Form 8230-X locally.

• If a payment is required immediately, an "emergency" one-time nonrecurring payment is processed locally and is limited to $500. Cash disbursement for local payment is limited to $100. The office must do the following:

- Prepare a PS Form 1099-X, Internal Revenue Service Reporting Vendor Payment Form, and submit it to SS/A.

- Report the payment into the unit's PS Form 1412, Daily Financial Report, in the corresponding disbursing account.

- Issue a no-fee postal money order for the payment amount.

Note: Offices must follow the guidelines outlined in the Administrative Support Manual, Chapter 7, Purchasing and Materials, for authorization of local purchases.

- Revenue and Field Accounting,
Finance, 10-17-02

International Mail

IMM REVISION

Foreign Customs Information - Customs Clearance and Delivery Fee

Effective October 17, 2002, the International Mail Manual (IMM) is revised to clarify issues concerning the fees collected by foreign postal administrations and other foreign delivery services when they deliver to the addressee mail on which customs duties or taxes have been assessed.

Postal Service employees are reminded that duties and taxes assessed in a foreign country are based on the customs laws and regulations of that country. The Postal Service does not maintain information concerning the items that may be dutiable in foreign countries or the rate of duties or taxes that might be assessed. Postal Service employees must not attempt to inform customers whether articles (gifts or commercial shipments) will be subject to customs duties or taxes.

If customs duties or taxes are assessed in a foreign country, the delivery service generally will collect from the recipient a customs clearance and delivery fee in addition to the duties and taxes. This fee is authorized by international postal agreements and reimburses the delivery service for the costs it incurs in clearing the item through customs, collecting the duty and/or taxes from the addressee, and remitting the funds to customs. The duties, taxes, and fee are not included in the postage paid by the mailer.

We will incorporate these revisions into the printed version of IMM 28 and also into the online version of the IMM, which can be accessed via Postal Explorer at http://pe.usps.gov.

International Mail Manual (IMM)

1 International Mail Services

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130 Mailability

131 General

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131.3 Individual Country Prohibitions and Restrictions

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131.34 Foreign Customs Information

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[Add a paragraph at the end of the section to read as follows:]

If duties or taxes are assessed, most countries will collect from the recipient a customs clearance and delivery fee, in addition to the duties and taxes. This fee is authorized by international postal agreements to reimburse the delivery service for the costs it incurs in clearing the items through customs and collecting duties at the time of delivery. The duties, taxes, and fee, if applicable, are not included in the postage paid by the mailer.

* * * * *

- International Marketing,
International Business, 10-17-02

ICM UPDATES

International Customized Mail

We have combined ICM updates into one Postal Bulletin article to save space and paper. Six ICM updates appear here.

On September 24, 2002, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a Qualifying Mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term: October 1, 2002, through September 30, 2003.

b. Type of mail: Global Express MailTM (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries: Worldwide.

d. Service provided by the Postal Service: The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments: The Mailer has agreed to meet an annualized minimum of 3,000 pieces of EMS.

f. Worksharing: The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates: The Mailer has agreed to pay postage at a rate discounted at twelve (12) percent off nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

On September 25, 2002, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a Qualifying Mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term: October 9, 2002, through October 8, 2005.

b. Type of mail: Global Express MailTM (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries: Worldwide.

d. Service provided by the Postal Service: The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments: The Mailer has agreed to meet an annualized minimum of 1,000 pieces of EMS.

f. Worksharing: The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates: The Mailer has agreed to pay postage at a rate discounted at ten (10) percent off nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

On September 26, 2002, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a Qualifying Mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term: October 10, 2002, through October 9, 2005.

b. Type of mail: Global Express MailTM (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries: Worldwide.

d. Service provided by the Postal Service: The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments: The Mailer has agreed to meet an annualized minimum of 3,000 pieces of EMS.

f. Worksharing: The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates: The Mailer has agreed to pay postage at a rate discounted at twelve (12) percent off nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

On September 30, 2002, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a Qualifying Mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term: October 14, 2002, through October 13, 2003.

b. Type of mail: Global Express MailTM (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries: Worldwide.

d. Service provided by the Postal Service: The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments: The Mailer has agreed to meet an annualized minimum of 600 pieces of EMS.

f. Worksharing: The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates: The Mailer has agreed to pay postage at a rate discounted at eight (8) percent off nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

On September 30, 2002, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a Qualifying Mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term: October 14, 2002, through October 13, 2003.

b. Type of mail: Global Express MailTM (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries: Worldwide.

d. Service provided by the Postal Service: The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments: The Mailer has agreed to meet an annualized minimum of 600 pieces of EMS.

f. Worksharing: The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates: The Mailer has agreed to pay postage at a rate discounted at eight (8) percent off nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

On October 1, 2002, the Postal Service amended an International Customized Mail (ICM) Service Agreement dated May 30, 2002. The Agreement was published on page 16 of Postal Bulletin 22079 (6-27-02). The Amendment modifies the Agreement to add Airmail and Economy M-bags as Qualifying Mail. In accordance with International Mail Manual (IMM) 297.4, the Postal Service previously announced entering into an International Customized Mail Service Agreement with this Qualifying Mailer and now makes public the following information regarding this Amendment:

a. Term: All other provisions of the Agreement shall remain in force.

b. Type of mail: Airmail and Economy M-bags. Every item must conform to the mailing requirements set forth in the IMM for Qualifying Mail.

c. Destination countries: All other provisions of the Agreement shall remain in force.

d. Service provided by the Postal Service: All other provisions of the Agreement shall remain in force.

e. Minimum volume commitments: All other provisions of the Agreement shall remain in force.

f. Worksharing: All other provisions of the Agreement shall remain in force.

g. Rates:

1. The Mailer has agreed to pay postage at a rate of sixteen (16) percent off nondiscounted published rates in effect on the date of mailing for Airmail and Economy M-bags.

2. Exhibit 2 in the original Agreement is modified to read as follows:

Modified Exhibit 2

- International Business, 10-17-02