Employees

SAFETY TALK

If You Back up on Your Route, You're Counting on Lady Luck!

Most of us back our personal vehicles without thinking twice. Therefore, it is understandable that your personal driving habits can carry over to your Postal Service driving. As everyone knows, backing your personal vehicle is not the same as backing your Postal Service vehicle. However, countless times each day, you make driving decisions to back the Postal Service vehicle while on your route. When a backing accident occurs, questions about why and what could have prevented the accident arise.

Below are some reasons why drivers have backed a Postal Service vehicle in the past:

• I was in a hurry!

• I wanted to avoid the misdelivery. Walking back to the mailbox would have taken too much time.

• I've done it a hundred times and nothing happened.

• I was careful. I checked all mirrors and tapped the horn.

• It was only a few feet.

• It was hot and I was sweaty.

• I was having a bad day.

• That is what reverse is for.

• I thought I was allowed to back at this location.

• I had no other choice.

• Going around the block would have taken too much time.

• I had tabs on that parking space. The other driver disregarded me trying to back into the parking spot.

These are just a few of the reasons provided during Postal Service vehicle accident investigations and vehicle accident review boards.

Some reasons why drivers should not back a Postal Service vehicle:

• Most Postal Service delivery vehicles have blind spots.

• It takes only a second for a child to dart behind a backing vehicle and for you to miss seeing a child in your vehicle's mirror.

• You prevent accidents.

You can come up with other reasons for not backing a Postal Service vehicle while on your route.

Despite rules, requirements, and reasons, the backing of a Postal Service vehicle comes down to one's own personal decision. This decision is governed by a variety of factors and is usually made without considering the whole picture or governed by the right thing to do. Even after making a decision, you have an opportunity to change your mind when you are placing the vehicle in reverse.

Only you have the ability, capability, and desire to avoid backing on your route. Next time you arbitrarily decide to back your Postal Service vehicle, ask yourself the following questions:

• Is my decision to back based on the fact that I am in a hurry?

• Is there a safe alternative other than backing my vehicle?

• Could someone be behind my vehicle, perhaps a child?

• Could someone be chasing after my vehicle, perhaps a child?

• Am I relying on Lady Luck?

Remember, most of your routes are in residential neighborhoods. Children reside and play in those neighborhoods. There is nothing you can say to a grieving parent who just lost a child or had a child seriously injured by a backing vehicle. Nothing! Not one of the reasons mentioned above is sufficient or satisfactory.

Backing of a Postal Service vehicle is your decision. The safety of others depends on you! Do the right thing: Avoid backing while on your route.

Backing accidents do not just happen.

- Safety Performance Management,
Employee Resource Management, 5-1-03

Finance

HANDBOOK DM-103 REVISION

Official Mail Accounting System Changes - SAFR Offices

This article clarifies the article "Handbook DM-103 Revision - SAFR Offices: Official Mail Accounting System Changes" published in Postal Bulletin 22088 (10-31-02, pages 51-53). Offices that have migrated to Shared Services/Accounting (SS/A) must submit Official Mail Accounting System (OMAS) report forms in batches to the USPS Scanning and Imaging Center and retain a copy until revenue verification is completed. SS/A and Post Office personnel resolve any discrepancies in OMAS transactions. Post Offices that are not supported by the PERMIT system must group manual meter and permit imprint transactions and submit them to the USPS Scanning and Imaging Center on a daily basis. The USPS Scanning and Imaging Center address is as follows:

USPS SCANNING AND IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

We will incorporate these revisions into the next printed version of Handbook DM-103 and into the online version, available on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

Handbook DM-103, Official Mail

* * * * *

5 OMAS Reporting and Verification Procedures

51 Overview

[Revise the note in 51 to read as follows:]

Note: Post Offices that report under Standard Accounting for Retail (SAFR) must group official mail activity reports in batches and submit them to the USPS Scanning and Imaging Center at the following address:

USPS SCANNING AND IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

* * * * *

53 Preparing Batches

531 General

531.1 Standard Accounting for Retail (SAFR) Post Offices

[Revise 531.1 to read as follows:]

• Post Offices submit official mail activity report batches to the USPS Scanning and Imaging Center on Friday of week 3 of the current accounting period to ensure that SS/A receives documents in a timely manner.

• The following reporting period starts with week 4 of the current accounting period and ends on week 3 of the subsequent accounting period.

• Post Offices that are not supported by the PERMIT system must group manual meter and permit imprint transactions in batches and submit them to the USPS Scanning and Imaging Center on a daily basis. The USPS Scanning and Imaging Center address is as follows:

USPS SCANNING AND IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

* * * * *

533 Preparing the Batch Header

[Revise 533.1 to read as follows:]

533.1 Standard Accounting for Retail (SAFR) Post Offices

Post Offices that report under the SAFR system must include PS Form 3637-G, Batch Header for Official Mail, in each batch of forms submitted to the USPS Scanning and Imaging Center.

* * * * *

534 Submitting a Batch to the District

* * * * *

[Revise 534.1 to read as follows:]

534.1 Standard Accounting for Retail (SAFR) Post Offices

• Post Offices submit official mail activity report batches to the USPS Scanning and Imaging Center on Friday of week 3 of the current accounting period, to ensure documents are received timely at the SS/A.

• The following reporting period starts with week 4 of current accounting period and ends on week 3 of the subsequent accounting period.

• Post Offices that are not supported by the PERMIT system must group manual meter and permit imprint transactions in batches and submit them to the USPS Scanning and Imaging Center on a daily basis.

* * * * *

54 Verifying and Correcting Processed Batches

541 Batch Transaction Reports

* * * * *

[Revise the second paragraph of 541 to read as follows:]

Post Offices that report under the SAFR system submit OMAS report forms in batches to the USPS Scanning and Imaging Center and retain a copy until revenue verification is completed. SS/A and Post Office personnel resolve discrepancies in OMAS transactions. The USPS Imaging and Scanning Center address is as follows:

USPS SCANNING AND IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

* * * * *

6 Monitoring OMAS Activities

61 General

* * * * *

[Revise the note in 61 to read as follows:]

Note: Post Offices that report under the SAFR system submit OMAS report forms in batches to the USPS Scanning and Imaging Center and retain a copy until revenue verification is completed. SS/A and Post Office personnel resolve any discrepancies in OMAS transactions. SS/A at the Eagan ASC monitors OMAS activities. The USPS Imaging and Scanning Center address is as follows:

USPS SCANNING AND IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

* * * * *

- Revenue and Field Accounting,
Finance, 5-1-03

HANDBOOK F-1 REVISION

Payment Policies

Effective May 1, 2003, Handbook F-1, Post Office Accounting Procedures, is revised to reflect the acceptance of three additional types of credit cards and the national implementation of a $25 returned check fee on all returned checks.

We will incorporate these revisions into the next printed version of Handbook F-1 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

* * * * *

3 Managing Postal Funds

* * * * *

31 Acceptable Payment for Postal Goods and Services

* * * * *

317 Credit and Debit Cards

* * * * *

317.1 Types of Cards Accepted

317.11 Credit Cards

[Revise 317.11 to read as follows:]

We accept these cards:

• American Express

• Carte Blanche

• Diners Club International

• Discover/NOVUS/Bravo

• JCB

• MasterCard

• VISA

Note: If you are unsure if a card is accepted by the Postal Service, you should swipe the card on the credit card terminal. The terminal will not accept any unauthorized card.

* * * * *

32 Collecting Returned Checks From the Bank

* * * * *

322 Assessing Surcharges for Returned Checks

[Revise 322 to read as follows:]

Assess a $25 surcharge for each check collected locally.

Do not add a surcharge amount to PS Form 2131, Uncollectable Check Report, when submitting checks to the collection agency. The collection agency will add the allowable fee when pursuing collection efforts.

* * * * *

- Revenue and Field Accounting,
Finance, 5-1-03

REVISED FORM

PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services

Effective May 1, 2003, Postal Service retail units and Post Offices must use the revised PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services, dated February 2003 (see page 7).

All previous editions of PS Form 3533 are obsolete and must be discarded for the following reasons:

• Older versions are not compatible with the system at the Scanning and Imaging Center, where Shared Services/Accounting (SS/A) processes the forms.

• New rate changes are established in Part 3 - Postage or Meter Stamps.

This form is available on the Postal Service Intranet and on the Internet at the following locations:

• Forms Web page at http://blue.usps.gov/formmgmt/forms.htm, then search under Alphabetical List By Title (A-E) or under Numerical List (3000-3999).

• Postal Service Web site at www.usps.com, click on About USPS & News, then Forms & Publications, then Find a Form, then All Online PDF Forms in Numeric Order.

This form is stocked at the Material Distribution Center (MDC). Employees may requisition copies of PS Form 3533 from the MDC as follows:

• Touch Tone Order Entry (TTOE): Call 800-332-0317, option 2.

Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message (wait 48 hours after registering before you place your first order).

• Fax: Complete PS Form 7380, MDC Supply Requisition, and fax it to 785-861-2939.

• E-mail: Complete PS Form 7380, MDC Supply Requisition (manually or using F3Fill), and send it as an attachment to the e-mail address MDC, Customer Service or 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 DR
TOPEKA KS 66624-9702

The relevant ordering information for PS Form 3533 is as follows:

PSIN: PS3533
PSN: 7530-01-000-9932
Quick Pick #: 173
Unit of Issue: Sheet
Issue Increment: 100
Bulk Pack Quantity: 4,000
Price: $0.0202
Edition Date: 02/03

You may also order PS Form 3533 using eBuy. Log on to eBuy at http://ebuy.usps.gov/jsp/oe/Reqs.jsp (note: this URL is case sensitive). After logging in, click the Requisitions tab, then click on Create New Off Catalog Requisition. Follow the screen prompts to enter the ordering information.

- Revenue and Field Accounting,
Finance, 5-1-03

International Mail

IMM REVISION

International Mail - Changes to Contact Addresses

Effective May 1, 2003, International Mail Manual (IMM) sections 123.3, 135.22, 251.32, 292.213, 293.752, 612.6, and 623.1 are revised to reflect new contact addresses due to a recent reorganization.

We will incorporate these revisions into the printed version of IMM 29 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

* * * * *

120 Preparation for Mailing

* * * * *

123 Customs Forms

* * * * *

123.3 Privately Printed Forms

* * * * *

(Revise the address to read as follows:)

MANAGER MAILING STANDARDS
PRICING AND CLASSIFICATION
US POSTAL SERVICE
1735 N LYNN ST RM 3025
ARLINGTON VA 22209-6038

* * * * *

130 Mailability

* * * * *

135 Mailable Dangerous Goods

* * * * *

135.2 Authorization

* * * * *

135.22 Request for Authorization

* * * * *

(Revise the address to read as follows:)

MANAGER MAILING STANDARDS
PRICING AND CLASSIFICATION
US POSTAL SERVICE
1735 N LYNN ST RM 3025
ARLINGTON VA 22209-6038

* * * * *

2 Conditions for Mailing

* * * * *

250 Postcards and Aerogrammes

251 Description

* * * * *

251.3 Aerogrammes of Private Manufacture

* * * * *

251.32 Approval

* * * * *

(Revise the address to read as follows:)

MANAGER MAILING STANDARDS
PRICING AND CLASSIFICATION
US POSTAL SERVICE
1735 N LYNN ST RM 3025
ARLINGTON VA 22209-6038

* * * * *

290 Commercial Services

* * * * *

292 International Priority Airmail Service

* * * * *

292.2 Postage

292.21 Rates

* * * * *

292.213 Qualifying for Volume Discounts

* * * * *

(Revise the address to read as follows:)

MANAGER INTERNATIONAL PRODUCT DEVELOPMENT
US POSTAL SERVICE
1735 N LYNN ST RM 2020
ARLINGTON VA 22209-6021

* * * * *

293 International Surface Air Lift (ISAL) Service

* * * * *

293.7 Postage

* * * * *

293.75 Volume Discount

* * * * *

293.752 Qualifying for Volume Discounts

* * * * *

(Revise the address to read as follows:)

MANAGER INTERNATIONAL PRODUCT DEVELOPMENT
US POSTAL SERVICE
1735 N LYNN ST RM 2020
ARLINGTON VA 22209-6021

* * * * *

6 Special Programs

610 Global Direct Service

* * * * *

612 Global Direct - Canada Admail

* * * * *

612.6 Advance Notification

* * * * *

(Revise the address to read as follows:)

MANAGER INTERNATIONAL PRODUCT DEVELOPMENT
US POSTAL SERVICE
1735 N LYNN ST RM 2020
ARLINGTON VA 22209-6021

* * * * *

620 Postal Qualified Wholesaler Program

* * * * *

623 Qualifying as a Wholesaler

623.1 Letter of Request

* * * * *

(Revise the address to read as follows:)

MANAGER INTERNATIONAL PRODUCT DEVELOPMENT
U S POSTAL SERVICE
1735 N LYNN ST RM 2020
ARLINGTON VA 22209-6021

* * * * *

- Mailing Standards,
Pricing and Classification, 5-1-03

ICM UPDATES

International Customized Mail

We have combined ICM updates into one Postal Bulletin article to save space and paper. 7 ICM updates appear here.

On March 28, 2003, 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: April 11, 2003, through April 10, 2004.

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 commitment of $20,000 in postage for 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 March 28, 2003, 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: April 11, 2003, through April 10, 2006.

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 commitment 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 March 28, 2003, 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: April 11, 2003, through April 10, 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 commitment of 3,000 pieces of EMS or $60,000 in postage for 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 April 3, 2003, 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: April 17, 2003, through April 16, 2004.

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 commitment 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 March 28, 2003, 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: April 11, 2003, through April 10, 2004

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 commitment of $20,000 in postage for 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 April 3, 2003, 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 USPS hereby makes public the following information concerning the Agreement:

a. Term: May 1, 2003, through April 30, 2004.

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

c. Destination countries: Japan.

d. Service provided by the Postal Service: The Postal Service has agreed to:

1. Furnish Mailer, or Mailing Agent(s), with the postal equipment and postal supplies required for the use of Qualifying Mail.

2. Provide Mailer, or Mailing Agent(s), with any training necessary to prepare mail shipments in conformity with the requirements for Qualifying Mail.

3. Perform on demand and scheduled pickup service at the request of the Mailer at the published rate for this service in accordance with IMM 220.

4. Arrange with carriers to transport Qualifying Mail to international destinations for delivery by the appropriate authority.

5. Provide the Mailer with a Corporate Account Mailing Statement at the end of each postal accounting period showing a beginning balance, deposits, a listing of each shipment mailed including the date, label numbers, office of mailing, number of shipments, postage and fees, and ending balance in the account.

e. Minimum volume commitment: The Mailer has agreed to meet an annualized minimum commitment of 25,000 packages of Qualifying Mail.

f. Worksharing: The Mailer has agreed to:

1. Pay postage for EMS in accordance with the payment methods referenced in IMM 220 and DMM P500 except as those requirements conflict with the terms of this Agreement.

2. Use a dedicated EMCA for payment of postage for all Qualifying Mail shipments under this Agreement.

3. Use the EMCA number on all EMS shipments in lieu of affixing postage.

g. Rates: The Mailer has agreed to pay postage for Qualifying Mail at a discount of thirteen and one-half percent (13.5%) off the published rate.

On April 3, 2003, 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: April 17, 2003, through April 16, 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 commitment of 600 pieces of EMS or $12,000 in postage for 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

- Pricing Strategy,
Pricing and Classification, 5-1-03