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Contingency and Emergency Servicing

Effective April 28, 2005, contingency servicing is a new procedure for vending machine servicing during the scheduled or unscheduled absence of servicing personnel. Properly trained replacement servicing employees must utilize a separate vending credit to service machines during an absence. Detailed procedures for contingency servicing must be followed.

Emergency servicing has been redefined to include natural disasters and man-made hazards. Vending equipment is serviced only when vending personnel are able to maintain current safety policies and procedures. Specific procedures for retrieving accountability and restoring vending service must be followed.

We will incorporate these revisions into the next printed edition of Handbook PO-102 and into the next update of the online version accessible on the Postal ServiceTM PolicyNet Web site:

• Go to

• Under "Essential Links" in the left hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Then click on HBKs.

(The direct URL for the Postal Service PolicyNet Web site is

Handbook PO-102, Self Service Vending Operational and Marketing Program

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4 Servicing Self Service Vending Equipment

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43 Types of Servicing

431 Emergency Servicing

[Revise 431 to read as follows:]

Emergency servicing is defined as servicing due to fire, theft, natural disaster, safety, or anything that compromises the security of vending equipment, including man-made hazards. Emergency servicing can be scheduled or unscheduled.

Note: Vending equipment is serviced when vending personnel are able to maintain current safety policies and procedures. Emergency servicing should NOT be performed unless it is safe to do so.

[Add new 431.1 and 431.2 to read as follows:]

431.1 Suspending Vending Service

When emergency servicing is scheduled to suspend vending service and retrieve accountability before a pending event (e.g., flood or hurricane), vending machine credits must be secured individually with a separate PS Form 3293, Retail Vending Credit Examination, certifying stock and cash removed from each machine. When the assigned servicing employee is unavailable, a properly trained replacement servicing employee will use the following procedures:

1. Retrieve spare keys or combinations from the envelope labeled PS Form 2018, Duplicate Key, PIN & Combination Inventory.

2. Access the stock and funds from the vending machine.

3. Count the stamp stock and funds using PS Form 3293 and annotate "Emergency Servicing" on the form.

4. Deposit the excess funds to the bank and secure the remaining funds and stamp stock in a safe separate from the assigned vending credit.

431.2 Restoring Vending Service

When emergency servicing is performed to restore vending service, all efforts should be made to schedule the servicing employee. If the assigned servicing employee is scheduled to restore servicing and he or she performed the emergency servicing, no count is required of the stamp stock and funds retrieved. If a replacement employee performed the emergency servicing, the stamp stock and funds retrieved must be counted using PS Form 3293.

[Renumber current 432 and 433 as new 433 and 434. Add new 432 to read as follows:]

432 Contingency Servicing

Contingency servicing is defined as machine servicing, during the absence of the servicing employee, when the servicing frequency is greater than the length of the absence.

When the servicing employee is unavailable due to a scheduled or unscheduled absence, a properly trained replacement servicing employee with a witness must follow these procedures:

1. Retrieve spare keys or combinations from PS Form 2018 envelope.

2. Access the stock and funds from the "contingency stock".

3. Count the contingency stock and funds using PS Form 3293. If discrepancies exist, notify the immediate supervisor.

4. Service the vending machines and collect funds to be deposited.

5. Annotate stock and coins placed in the machine using PS Form 25, Trust Fund Account.

6. Return residual stamp stock to security container.

7. Count funds to be deposited to the bank.

8. Secure keys or combinations in PS Form 2018 envelope.





If a replacement employee performs the contingency service, the returning employee must perform a physical count of the contingency servicing stock and the vending machine stock of the vending machines serviced during the absence.

433 Full Servicing

[Revise 433 to read as follows:]

Full servicing for a self service vending machine includes the following:

a. Inspecting the machine.

b. Fully restocking the machine with prepackaged items, including new product lines.

c. Removing coins and bills.

d. Filling coin hoppers and coin mechanisms.

e. Performing accounting procedures.

f. Checking for equipment malfunctions.

g. Making simple repairs.

h. Cleaning bill validator.

i. Cleaning interior and exterior surfaces.

j. Performing coin/bill acceptance procedures.

k. Performing proper cleaning procedures as defined in the appropriate MS Handbook.

434 Partial Servicing

434.1 Restocking

[Revise 434.1 to read as follows:]

Partial servicing is limited to removing bills and fully restocking items. Items to be replaced include the following:

a. Stamp coils.

b. Stamp booklets.

c. Prepackaged products, including new retail products.

d. Coins in a coin hopper or coin mechanism.

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5 Financial Control

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53 Self Service Products

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[Revise title and text of 533 to read as follows:]

533 Determination of Self Service Vending Credit

The amount of stamp stock necessary in a self service vending credit depends on the models of the vending machines being serviced. To determine the amount, first identify the types of self service vending machines being serviced and the total number of each type. Then refer to section 532 to determine the amount of stamp stock required.

533.1 Accountability

The accountability of each vending machine model must equal the amount of stamp stock needed to fully load the machine and the cash required to operate the machine, plus 1 month's average sales.

[Add new 533.2 to read as follows:]

533.2 Contingency Servicing Stock

Once the vending credit has been established, the contingency servicing credit (minimum amount to keep machines operational during an absence) must be secured using the procedures in part 561. This contingency servicing credit is part of the total amount of the self service vending credit.

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56 Security

561 Cash and Stamp Stock Security

[Revise 561 to read as follows:]

Between servicing visits, the servicing person keeps all cash and stamp stock locked in a safe. Day lock is not considered locked for self service vending accountabilities. The self service vending credit must be maintained separately from any other credit consigned to the servicing person or any other employee.

Vending credit for contingency servicing must be secured separately from all other vending accountable credits in an approved security container along with a PS Form 3293, Retail Vending Credit Examination, listing the exact types and amounts of stamp stock.

Note: Cash or stamp stock not loaded in self service vending equipment must not be stored in the machine or at the location.

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6 Examining Self Service Vending Credit

61 Procedure

[Revise introductory paragraph to read as follows:]

Supervisory personnel must examine the entire self service vending credit at least once every 4 months. Examinations must include ALL vending machines, the contingency servicing stock, and the stamp stock credit assigned to the servicing person. To avoid setting a pattern, examinations are unannounced and staggered.

- Retail Service Equipment,
Delivery and Retail, 4-28-05


Stamps by Mail - Brochure Ordering Information

The next deadline date for ordering Stamps at Your DoorTM (Stamps by Mail®, Stamps Delivered to Your Door) brochures is May 16, 2005. This print run will be for the year-round brochure design.

To order brochures, submit PS Form 3227-0, Stamps At Your Door Supply Order (February 2005), to Cyril-Scott Company:

PO BOX 627
LANCASTER OH 43130-0627

Telephone: 800-466-0455
Fax: 740-689-0210

You can find this form at; click on Forms, then select the form by number. A copy of this form appears on page 4 in this Postal Bulletin.

The cost per unit of 500 is $11.00. This cost includes overprinting the address of the fulfillment office placing the order. You may pay for orders with local IMPAC credit cards, checks, or money orders. However, Cyril-Scott Company cannot process the order until it receives payment. Local eBuy procedures may also apply (refer to local procurement procedures).





Postal ServiceTM Headquarters has funded a national procurement from this print run for 2 million brochures for the Stamps by Mail centralized computer processing sites.For the distribution amount for each site, see column H (2MM) of the centralized site address spreadsheet (previously distributed to each centralized site). These quantities are based on revenue generated by site. No local order placement is required to receive brochures from this distribution. However, centralized sites may order additional quantities from Cyril-Scott Company from local funds by following the ordering instructions in this article.

All other local Post OfficesTM should follow the ordering instructions in this article and use local funds.

Cyril-Scott Company will deliver orders within 35 calendar days after printing. Printing begins 1 week after the deadline date, and actual receipt of the order will depend on the ultimate destination and the corresponding delivery service standard. You should save copies of all orders placed at your local Post Office until the order has been received. Please ensure procedures are in effect locally for proper verification of receipt.

- Retail Marketing,
Service and Market Development, 4-28-05

PS Form 3227-O, February 2005 - Stamps At Your Door Supply Order.

Now you see them. Now you don't. A d-link is provided.