Management Instructions
Memorandums of Policy
Publications
New Forms
Revised Directives Handbooks
Notices
Posters
Publications
Revised Forms (revised forms appear on the Web before they are stocked at MDC)
Obsolete Directives Headquarters Circulars
Management Instructions
- Policies and Procedures Information,
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| Title of Mailing |
Class and Type of Mail |
Requested Delivery Dates |
Number of Pieces (Millions) | Distribution |
Presort Level |
Comments |
| Betty Crocker Easy Cooking |
Standard/ Flats |
1/9/04-1/12/04 | 2.0 | Nationwide | 3/5-Digit, Car-Rt | Rodale |
| Immune Advantage |
Standard/ Flats |
1/12/04-1/14/04 | 1.0 | Nationwide | 3/5-Digit, Car-Rt | Rodale |
|
The Sportsman's Guide, January Surplus |
Standard/ Catalog |
1/12/04-1/16/04 | 1.0 | Nationwide | 3/5-Digit, Car-Rt |
Quebecor, Franklin, KY |
| Cut the Clutter & Stow the Stuff |
Standard/ Flats |
1/14/04-1/16/04 | 2.3 | Nationwide | 3/5-Digit, Car-Rt | Rodale |
| Men's Health |
Standard/ Flats |
1/14/04-1/16/04 | 1.2 | Nationwide | 3/5-Digit, Car-Rt | Rodale |
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Lose the Weight the Smart Low Carb Way |
Standard/ Flats |
1/20/04-1/22/04 | 1.7 | Nationwide | 3/5-Digit, Car-Rt | Rodale |
| Seventh Avenue |
Standard/ Catalog |
1/20/04-1/23/04 | 2.5 | Nationwide | Barcoded, Basic, 3/5-Digit, Car-Rt | Quad Graphics, Lomira, WI |
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The Sportsman's Guide, January Ammo |
Standard/ Catalog |
1/20/04-1/23/04 | 1.0 | Nationwide | 3/5-Digit, Car-Rt |
Quebecor, Franklin, KY |
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- Business Service Network Integration, Service and Market Development, 1-8-04 |
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NATIONAL CONSUMER PROTECTION WEEK
The Office of the Consumer Advocate and the Postal Inspection Service are once again teaming up to promote National Consumer Protection Week. During the first week in February, the U.S. Postal Service® sponsors numerous activities to educate consumers about mail fraud scams.
The poster on page 7 was developed to draw attention to this year's consumer outreach effort. Additional information about this year's program can be found in Postal Bulletin 22118 (12-25-03, page 6).
- Field Support and Integration,
Office of the Consumer Advocate, 1-8-04
REMINDER
Security: It's everybody's business. Sure, postal inspectors and security officers are sworn to protect Postal ServiceTM employees, facilities, and the mail. It's their job - and they do it well. But every employee has a role in ensuring security, especially now that the national threat level is at High/Orange.
Recent security reviews have found unlocked, unattended Postal Service vehicles, inadequate facility access controls, and incomplete key inventories - tiny holes in the system that can compromise security ... in a big way.
We can fix these problems with a few simple, corrective measures.
We want to remind you that you must do the following:
• Lock and secure your vehicles, whenever they are out of direct, full sight or out of your immediate access and control.
• Keep an accurate inventory of your vehicles and government license plates (Postal Service "P-tags" or plates issued by GSA) using PS Form 4569, Vehicle Use Plan, or a worksheet such as PS Form 1627, General Purpose Ruled Form. (The form itself is not what's important - keeping an accurate inventory is what's important - so use any form that works for you.) Front tags in particular have been stolen in the past, so verify that both the front and rear tags are present during vehicle inspections. Document and sign your inventory results and maintain those records for a minimum of 30 days.
• Ensure that your vehicles are secure while at vendor facilities, such as service stations, and dealerships. Call that facility daily to make sure that the vehicle is still there.
• If secure overnight parking is designated for your vehicle, use it. Don't park vehicles in remote, unsecured, or poorly lit locations unnecessarily.
• Ensure that surplus vehicles are properly and completely prepared for disposal. If contractors do this work, verify that they performed the disposal correctly for each and every vehicle.
• If a vehicle or P-tag is stolen or lost, immediately notify local police, the Postal Inspection Service, and the servicing vehicle maintenance facility (VMF) manager.
• Keep track of your keys. Maintain a complete, accurate, and up-to-date inventory of all keys.
• Get serious about security. For further guidance on Postal Service security procedures, refer to the Postal Operations Manual (POM) and Administrative Support Manual (ASM).
This isn't only about protecting Postal Service property. This is about protecting the nation. By securing your vehicles, you are doing your part to help combat crime, and even terrorism.
The Postal Service fleet is a recognized, welcomed, and trusted presence across the country. The public is accustomed to seeing our vehicles parked in prominent locations and around buildings throughout the nation.
Consider this scenario:
If you leave your vehicle unattended and unlocked, someone could steal it for criminal purposes, such as to gain access to a federal building or busy commercial location. The vehicle would likely not appear suspicious to the public because of the trust they place in the Postal Service. The result? The criminal may succeed in harming innocent people, and property.
Let's all do our part in protecting ourselves, our business, our customers, and the nation. Remember to lock your vehicle.
- Delivery Vehicle Operations,
Delivery and Retail, 1-8-04
The Postal ServiceTM developed the Confirm® service as a way to provide mailers with near real-time knowledge about where their mail is in the mail stream. To use the service, mailers are given a special bar code, known as a PLANET Code®, to print on their mailpieces. Whenever mailpieces with PLANET Codes are processed, electronic records are created that can be sent directly to the mailer or accessed online from the Mail Tracking and Reporting Web site at https://mailtracking.usps.com/mtr/common/index.pge. Mailers also have the option of "seeding" their mailings with PLANET Coded pieces (e.g., one per mail tray) rather than printing the codes on every single piece.
To give mailers the opportunity to refine their seeding options still further, the Postal Service has developed Confirm Smart Seed - a seeding option that allows mailers to receive Confirm information without having to send PLANET Coded pieces to their customers. Instead, Confirm Smart Seed mailpieces are addressed to the postmaster or station manager at the local Postal Service facility. Mailers must pay postage for Confirm Smart Seed pieces. For presorted mailings, mailers should presort Confirm Smart Seed pieces with the rest of the mail and pay the approximate rate based on the presort level of the package or tray in which the Confirm Smart Seed piece is placed. The mailer must also list the Confirm Smart Seed pieces on accompanying documentation and report them at the applicable rules on the related postage statement. The mail processing equipment at the facility collects the Confirm service information from this one piece and provides it to the mailer as representative of all of the pieces in the mailing. Confirm Smart Seed mailpieces can be identified by the words "CONFIRM SEED" in the address line.
Postal Service facilities process Confirm Smart Seed mailpieces as follows:
• Processing personnel run them on mail processing equipment like other automated mail.
• The mailpieces are sorted to the postmaster or station manager.
• The postmaster or station manager discards them (regardless of subject matter).
To use Confirm Smart Seed, the mailer must be a Confirm Service Subscriber. The mailer will be assigned a user ID and password, which will be required for logging on the Web site, https://mailtracking.usps.com/mtr/common/index.pge. All Confirm Smart Seed mailpieces must have postage paid and must be addressed as shown below:
POSTMASTER/MGR CONFIRM SEED
123 FRANKLIN AVE
ANYTOWN VA ZIP+4
Postal Service facility addresses for more than 31,000 ZIP CodesTM for use with Confirm Smart Seed pieces are available in spreadsheet form in the Resources section of the Confirm Web site for users who are logged onto the site. Please check your address in the Confirm Smart Seed file and make any appropriate changes with the Address Management System.
Please direct any question regarding Confirm Smart Seed to the Confirm Program Office at 703-292-3682.
- Intelligent Mail Implementation,
Intelligent Mail and Address Quality, 1-8-04
REMINDER
Managers must continue to ensure that employees follow policies and procedures for handling suspicious mailpieces. The most recent incident involved the biotoxin ricin, a biochemical substance that is a potential terrorist threat.
Emergency action plans, as well as spill and leak standard operating procedures, must include instructions for handling suspicious mailpieces.
The tabletop exercises for "suspicious powder" contain guidance that you can apply to many incidents. See below for navigation information about where to find these tabletop exercises.
Members of the facility spill and leak teams have been trained at the OSHA First Responder operations level. Those team members must not take action beyond the defensive measures indicated in that training. If they suspect or confirm an emergency, they must retreat and call for expert assistance.
Review emergency action plans (EAPs), continuity of operations plans (COOPs), and crisis management plans (CMPs), and Integrated Emergency Management Plans (IEMPs) to ensure that they contain guidance for initial action, isolations, evacuations, notifications, and so on.
Use tabletop exercises (based on the suspicious powder exercises) to ensure everyone in management knows what to do.
Remind employees to be alert for suspicious mailpieces.
Post Poster 84, Suspicious Mail, which is available on page 12. It is also available on the Postal ServiceTM PolicyNet Web site; go to http://blue.usps.gov; click on More References, then Posters. It is also available on the Internet; go to www.usps.com; click on About USPS & News, then Forms & Publications, then Browse All Periodicals & Publications, and then Posters (either PDF Format or Text Format).
In addition to Postal Service regulations and policies, the following resources are available on the Safety Resources Web site. (Go to the Intranet at http://blue.usps.gov; click on Human Resources, then Safety Performance Management, and then Safety Resources.)
• Emergency Action Plans (click on Emergency Management).
• Programs Guides for hazardous materials spill and leak programs at small and large facilities (click on Program Management).
• Suspicious powder tabletop exercises and checklists (click on Emergency Management).
• Links to OSHA and other Web sites with information on emergency preparedness for all types of hazards, including biological and chemical terrorism (click on Useful Links).
- Safety Performance Management,
Employee Resource Management, 1-8-04
HANDBOOK REVISIONS
Effective January 8, 2004, Handbook F-15, Travel and Relocation, is revised to reflect changes in the reimbursement rates for travel and relocation. These rates also apply to bargaining unit relocation benefits under Handbook F-12, Relocation Policy.
We will incorporate these revisions into the next printed edition of Handbook F-15 and into the next update of the online version accessible on the Postal ServiceTM PolicyNet Web site at http://blue.usps.gov; click on More References, then HBKs.
Handbook F-15, Travel and Relocation
* * * * *
Appendix A, Travel Per Diem and Other Rates
Rates
A-1 Standard Mileage Rates
A-1.1 Mileage Rates
[Revise A-1.1 to read as follows:]
| Vehicle |
Cents per mile (Including Alaska) |
| Privately owned automobile | 37.5 |
| Privately owned motorcycle | 28.5 |
| Privately owned airplane | 99.5 |
A-1.2 Reimbursement for Postal Supervisors
[Revise the first sentence of A-1.2 to read as follows:]
Postal Service supervisors (see 5-5.2.1.2) will be reimbursed at the rate of $6.00 per day or 37.5 cents per mile, whichever is greater, when a privately owned vehicle is used.
* * * * *
Handbook F-12, Relocation Policy
* * * * *
Appendix B Reimbursement Rates
* * * * *
I. Mileage Rates
A. Standard mileage rates
[Revise item A to read as follows:]
| Vehicle |
Cents per mile (Including Alaska) |
| Privately owned automobile | 37.5 |
| Privately owned motorcycle | 28.5 |
| Privately owned airplane | 99.5 |
B. Relocation-related advance round trip and/or en route to new duty station
[Revise the first sentence of item B to read as follows:]
The allowable rate is 37.5 cents per mile.
* * * * *
- National Accounting,
Finance, 1-8-04
As a community service, the Postal ServiceTM offers pictorial cancellations to commemorate local events celebrated in communities throughout the nation. A list of events for which pictorial cancellations are authorized appears below. If available, the sponsor of the pictorial cancellation appears in italics under the date. Also provided, as space permits, are illustrations of those cancellations that were reproducible and available at press time.
People attending these local events may obtain the cancellation in person at the temporary Post OfficeTM station established there. Those who cannot attend the event, but who wish to obtain the cancellation, may submit a mail order request. Pictorial cancellations are available only for the dates indicated, and requests must be postmarked no later than 30 days following the requested pictorial cancellation date.
All requests must include a stamped envelope or postcard bearing at least the minimum First-Class Mail® postage. Items submitted for cancellation may not include postage issued after the date of the requested cancellation. Such items will be returned unserviced.
Customers wishing to obtain a cancellation should affix stamps to any envelope or postcard of their choice, address the envelope or postcard to themselves or others,insert a card of postcard thickness in envelopes for sturdiness, and tuck in the flap. Place the envelope or postcard in a larger envelope and address it to: PICTORIAL CANCELLATIONS, followed by the NAME OF THE STATION,ADDRESS, CITY, STATE, ZIP+4® CODE, exactly as listed below (using all capitals and no punctuation, except the hyphen in the ZIP+4 code).
Customers can also send stamped envelopes and postcards without addresses for cancellation, as long as they supply a larger envelope with adequate postage and their return address. After applying the pictorial cancellation, the Postal Service returns the items (with or without addresses) under addressed protective cover.
The following cancellation has been extended for 30 days.
December 1, 2003
Postal Service
DOMESTIC VIOLENCE INSTITUTE STATION
POSTMASTER
PO BOX 9998
SIOUX FALLS SD 57104-9998
| December 1-January
2, 2004 City of Allentown LIGHTS IN THE PARKWAY STATION POSTMASTER PO BOX 9998 ALLENTOWN PA 18101-9998 |
| December 11-13, 2003
Mifflinburg Heritage n Revitalization Association MIFFLINBURG STATION POSTMASTER PO BOX 9998 MIFFLINBURG PA 17844-9998 |
| December 22, 2003
Postal Service SESQUICENTENNIAL STATION POSTMASTER 600 PRINCESS ANNE ST FREDERICKSBURG VA 22401-9998 |
| January 2, 2004
Postal Service CENTENNIAL STATION POSTMASTER CO WINDOW SERVICES 29 JAY ST SCHENECTADY NY 12305-9998 |
| January 4, 2004
Rochester Sesquicentennial Committee HOST TO MILLIONS STATION POSTMASTER PO BOX 9998 ROCHESTER MN 55901-9998 |
| January 8, 2004
10TH ANNIVERSARY STATION POSTMASTER 100 PLAZA CT GROTON CT 06340-9998 |
| January 8-11, 2004
Florida United Numismatists 49TH ANNIVERSARY CONVENTION STATION POSTMASTER 10401 POST OFFICE BLVD ORLANDO FL 32862-9998 |
| January 13, 2004
BADCOCK FURNITURE AND MORE STATION POSTMASTER 2000 MULFORD RD MULBERRY FL 33860-9998 |
| January 21, 2004
50TH ANNIVERSARY LAUNCHING STATION POSTMASTER 100 PLAZA CT GROTON CT 06340-9998 |
| January 23-24, 2004
York Stamp Club YORCOPEX STATION POSTMASTER 200 SOUTH GEORGE ST YORK PA 17405-9998 |
- Stamp Services,
Government Relations, 1-8-04
On December 31, 2003, the United States District Court for the District of Columbia issued its decision in Initiative and Referendum Institute v. United States Postal Service. The case challenged the constitutionality of the Postal Service'sTM prohibition against solicitation of signatures for petitions, polls, and surveys on Postal Service property (see POM 124.54a). The court found that the prohibition was constitutional. Therefore the prohibition is in full force and effect. The court's decision was conditioned on publication of clarifying information about the regulation, in accordance with the Postal Service's previous offer to do so.
Postmasters and other installation heads are reminded about their obligations regarding enforcement of the Postal Service's regulations governing conduct on Postal Service premises with respect to activities in support of ballot initiatives and public referenda.
Please note that Postal Service regulations regarding conduct on Postal Service property prohibit the solicitation of signatures on petitions, polls, and surveys on Postal Service property. This prohibition extends only to efforts to have members of the public provide signatures on Postal Service premises, and not to communications that promote the signing of petitions, polls, and surveys somewhere other than on Postal Service premises. The regulations do not prohibit members of the public from engaging in other forms of expressive activities on the exterior areas of Postal Service property that are open to the public. For example, leafleting, distributing literature, picketing, and demonstrating by members of the public are prohibited only in lobbies and other interior areas of Postal Service property that are open to the public. These activities are not prohibited on exterior areas of Postal Service property, such as Postal Service sidewalks and parking lots.
Thus, if a petition circulator wishes to collect signatures for a petition, poll, or survey, he or she would not be prohibited from standing on exterior parts of Postal Service property that are open to the public and passing out informational leaflets, holding up a sign, or both. The leaflet or sign could provide relevant information about the petition, poll, or survey, and direct Postal Service customers to nearby non-Postal Service property, that is, property not under the Postal Service's charge and control, where they can sign the petition, poll, or survey, if they so desire.
These activities, however, are still subject to other provisions in the regulations pertaining to all parts of Postal Service property, such as those prohibiting disturbances, soliciting contributions or collecting private debts, campaigning for public office, vending, commercial advertising, impeding ingress and egress, depositing or posting literature, and setting up tables, stands, or other structures.
These regulations do not apply to municipal or other public perimeter sidewalks, even if the Postal Service's property line extends onto such a sidewalk, or even if there is some obligation on the part of the Postal Service to maintain the city sidewalk, such as by removing snow. The beginning of Postal Service-controlled space must be easily distinguishable to members of the public by means of some physical feature. For example, a Postal Service sidewalk that is perpendicular to the city sidewalk would indicate to members of the public that they are entering onto Postal Service property, as would stairs leading up to the entrance of a Post OfficeTM.
Please refer to POM section 124, Conduct on Postal Property, and Poster 7, Rules and Regulations Governing Conduct on Postal Property, to review these regulations in their entirety. If you have questions regarding this article, the conduct regulations in general, or the application of a specific conduct regulation, please contact your Field Legal Office for advice.
- Office of the General Counsel
and Delivery and Retail, 1-8-04
POP goes 2004 The New Year drive period continues through March 31. Retail employees are reminded to display all new point of purchase (POP) elements according to planograms included in POP kits. It's important to note that despite the moratorium on the sale of the Breast Cancer Research semipostal stamp, the existing counter card promoting all three semipostal stamps - Breast Cancer Research, Heroes of 2001, and Stop Family Violence - should remain on display.
Remember: There are no queue panels in the New Year POP kits. It's the "standee" near the door. See all elements of the New Year campaign by going to blue.usps.gov/marketing, then click on the advertising link in the current ad campaign area. The focus is on small business and building awareness for Priority Mail® bundles, Click-N-Ship® service, and USPS.com.
Phone through April The "$3 off" promotion on the 120-minute Capital Dome FIRSTCLASS PHONECARD® is under way. This promotion also includes any 100-minute Teddy Bear phone cards that offices may have remaining. The Teddy Bear phone cards can no longer be ordered. This promotion continues through April 2.
OLRP catalog The Winter/Love Official Licensed Retail Product (OLRP) program catalogs have been mailed. Be sure to check out the new OLRP business products featured on page 5. And be sure to double-check the details when placing eBuy orders for OLRP items. Due to the cost of processing returns, effective Jan. 1, 2004, returns of OLRP products due to incorrect ordering by offices will not be accepted.
Reminder: Offices are not authorized to contract directly with licensed vendors to produce customized merchandise for resale. All requests must go through Headquarters, Retail Marketing.
Valentine ReadyPost Get ready for the Valentine season with ReadyPost. There are three love-themed designs - Soft Red, Traditional Rose, and Hearts - with coordinating mailing labels. Only category 3 offices may order these love-themed designs. Call 800-711-0428 or fax 816-545-0589. Each order must be at least $50 (wholesale prices).
Love-themed decorative product order forms were mailed to every category 3 office in November 2003. View product designs and download forms at http://retail.usps.gov/readypost.html.
Feedback Send comments and questions to:
WHATS IN STORE
US POSTAL SERVICE
1735 N LYNN ST RM 6042
ARLINGTON VA 22209-6057
Retail Coaches
Corner
This month's edition has information about the importance of properly secured packages; specifically, powders and liquids.
When handling fragile, liquid, and perishable items deemed nonhazardous by our customers, we are responsible for their proper packaging. Proper packaging provides customers and fellow employees peace of mind as these packages travel through the mailstream to be delivered by our trusted carriers.
Our security is no longer taken for granted. The country's new preparedness means that as Postal ServiceTM workers, we must be aware of proper packaging of items containing powders and liquids. Even harmless packages that emit powder or leak do not provide customers and Postal Service workers with the confidence that the mail with which they come in contact is safe.
Security costs money. False alarms caused by harmless powders escaping must be thoroughly investigated by dispatching specially trained teams of professionals whose job is to keep us safe.
To prevent costly false alarms, associates must ascertain what our customers are mailing. Using the Mystery Shopper question on HAZMAT helps make sure packages are properly secured. Once the associates know what the customer is mailing, they must make the customer aware of proper packaging for that type of item.
Powders that could cause damage, discomfort, destruction, or soiling if allowed to escape from their containers must either be packed in sift-proof containers or in other containers sealed in durable sift-proof outer containers.
Liquids and semisolids that may liquefy under normal conditions and are otherwise mailable must be adequately prepared for mailing.
• Containers of liquid with only friction-top closures are generally not acceptable.
• The primary receptacle must have a screw cap (with minimum of one-and-one-half turns), soldering clips, or other means of secure closure.
• Containers of liquid must be cushioned, with material sufficient to absorb all leakage in case of breakage, inside a sealed, waterproof container.
• Sufficient cushioning material must surround the primary receptacle to absorb shock and any potential leakage and to prevent damage.
• Strong outer packaging that is capable of firmly and securely holding the primary receptacle, cushioning material, and/or secondary packaging is required and must be marked to show the liquid nature of the contents.
• Steel pails and drums with carrying handles and positive closures, such as locking rings or recessed spouts under screw-cap closures, may be accepted without additional packing.
The Domestic Mail Manual (DMM) C010 2.0 to 6.0 details the kind of container to use for a parcel and proper ways to seal and reinforce mailpieces.
