Effective May 26, 2005, Chapter 2, Philately, of the
Postal Operations Manual (POM) is revised to reflect
changes to philatelic policies and procedures.
We will incorporate this revision into the next printed edition of the POM into the online version available on the
Postal ServiceTM PolicyNet Web site:
• Go to http://blue.usps.gov.
• Under "Essential Links" in the left-hand column, click
on References.
• Under "References" in the right-hand column, under
"Policies," click on PolicyNet.
• Click on MANUALS.
(The direct URL for the Postal Service PolicyNet Web
site is http://blue.usps.gov/cpim.)
Postal Operations Manual (POM)
* * * * *
2 Philately
[Revise chapter 2 to read as follows:]
21 Philatelic Policies and Procedures
211 Policy
Employees should familiarize themselves with the national
policies governing the release, sale, and discontinuance of
postage stamps and postal stationery. These policies are
established by Stamp Services at Headquarters. The policies governing philatelic products are also administered by
Stamp Services. Uniform application of these policies provides a high degree of integrity to the entire program. All
Postal Service employees and contractors must comply
with the policies and procedures in this chapter. The guidelines are as follows:
a. Postage stamps and postal stationery items depict
the cultural and historical heritage of the United
States. They describe the nation's achievements;
portray the country's natural wonders; instill pride in
America; and focus attention on causes, issues, and
interests of national concern. The Postal Service encourages the widespread use of these stamps and
stationery items to promote national ideals, progress,
and heritage.
b. Stamp products are designed and promoted to expand interest in both the use of the mail and the
hobby of philately (stamp collecting) by demonstrating the fun of stamp collecting and historic value of
stamps.
c. Postal Service employees should refrain from intentionally creating philatelic rarities.
212 Stamp and Stationery Subjects
212.1 Selection
Subjects for postage stamps and postal stationery items
may be proposed by the public through written correspondence to the Citizens' Stamp Advisory Committee (CSAC).
The committee is responsible for evaluating the merits of all
stamp proposals. CSAC is composed of individuals from
outside the Postal Service whose backgrounds reflect a
wide range of educational, artistic, historical, and professional expertise. CSAC members are appointed by the
postmaster general. After reviewing suggestions submitted
by the public, CSAC recommends both subjects and designs for stamps and postal stationery items to the postmaster general, who makes the final selections.
212.2 Criteria for Eligibility
The Postal Service and the members of the CSAC use the
following criteria to determine the eligibility of subjects for
commemoration on U.S. stamps and stationery items:
a. U.S. postage stamps and stationery items primarily
feature American or American-related subjects.
b. No living person is honored by portrayal on U.S.
postage.
c. Commemorative stamps or postal stationery items
honoring individuals usually are issued on or in conjunction with significant anniversaries of the individual's birth, but no postal item is issued sooner than
10 years after the individual's death. The only exception to the 10-year rule is the issuance of stamps honoring deceased U.S. presidents. They may be
honored with a memorial stamp on the first birth anniversary following death.
d. Events of historical significance are considered for
commemoration only on anniversaries in multiples of
50 years.
e. Only events and themes of widespread national
appeal and significance are considered for commemoration. Events or themes of local or regional significance may be recognized by a philatelic postmark,
which may be arranged through the local postmaster.
f. Stamps or stationery items are not issued to honor
fraternal, political, sectarian, or service and charitable organizations. Stamps or stationery items are not
issued to promote or advertise commercial
enterprises or products. Commercial products or
enterprises might be used to illustrate more general
concepts related to American culture.
g. Stamps or stationery items are not issued to honor
cities, towns, municipalities, counties, primary or secondary schools, hospitals, libraries, or similar institutions. Due to the limitations placed on annual Postal
Service programs and the vast number of such
locales, organizations, and institutions, it would be
difficult to single out any one program or locale for
commemoration.
h. Requests for observance of statehood anniversaries
are considered for commemorative postage stamps
only at intervals of 50 years from the date of the
state's first entry into the Union. Requests for observance of other state-related or regional anniversaries
are considered only as subjects for postal stationery,
and again only at intervals of 50 years from the date
of the event.
i. Stamps or stationery items are not issued to honor
religious institutions or individuals whose principal
achievements are associated with religious undertakings or beliefs.
j. Stamps or postal stationery items with added values,
referred to as semipostals, are issued in accordance
with federal law. Semipostals are not considered part
of the commemorative program and separate criteria
apply.
k. Requests for commemoration of universities and other institutions of higher education are considered
only for stamped cards and only in connection with
the 200th anniversaries of their founding.
l. No stamp will be considered for issuance if a stamp
treating the same subject has been issued in the past
50 years. The only exceptions to this rule are traditional themes such as national symbols and holidays.
212.3 Submission
Ideas for stamp and stationery subjects should be submitted at least 3 years in advance of the proposed date of
issue. This allows the committee enough time to consider
the idea and to design and produce the stamps, if the subject is approved. Send ideas for stamp subjects that meet
the criteria to the following address:
CITIZENS STAMP ADVISORY COMMITTEE
C/O STAMP DEVELOPMENT
US POSTAL SERVICE
1735 N LYNN ST RM 5013
ARLINGTON VA 22209-6432
212.4 Approval and Design
Once a subject is approved, the Postal Service relies on
design coordinators to help select artists who will then
execute the designs. The Postal Service does not review or
accept unsolicited artwork from the public.
213 Distribution and Requisition of Accountable
Paper
213.1 Stamp Distribution Offices
All Post Offices generally receive initial supplies of new
stamp issues without having to requisition them. Stamp
products, such as the annual commemorative stamp yearbooks and the Postal Service Guide to U.S. Stamps, are
generally distributed automatically to stamp distribution offices (SDOs). These distribution destinations must:
a. Establish a program for distributing new stamp products to associate Post Offices and replenishing existing stamp products.
b. Ensure that less-than-bulk quantities of stamps are
supplied to all Post Offices so the stamps can be
placed on sale in accordance with instructions issued
in the Postal Bulletin. SDOs requiring additional
stamp products should requisition them from their
accountable paper depository. All other Post Offices
should requisition stamp products from their SDO or
their usual source of supply for less-than-bulk orders.
213.2 Accountable Paper Custodians
The accountable paper custodian or other individual in
charge of the stamp stock at each Post Office is responsible for requisitioning and maintaining an adequate inventory of stamps, postal stationery items, and other stamp
products required for efficient and effective operation. This
individual should periodically evaluate demand and, when
necessary, forward a requisition for additional stock to the
designated supply source. All requisitioning must be in accordance with the procedures given in Handbook F-1, Post
Office Accounting Procedures, section 420. When necessary, accountable paper custodians may reduce the quantity of stamps received automatically to reduce costly
overstocking and subsequent destruction. To request a
change for quantities of stamps, send a memorandum to
the designated SDO.
22 Retail Sales Policy
221 General
221.1 Sales Channels
Stamps, postal stationery items, and stamp products are
sold at Post Offices and various postal retail facilities described in this section. Most of these facilities have regular
stamp windows, and some are designated as philatelic
centers. Philatelic centers sell current stamps and philatelic
products. Some Post Offices provide specialized philatelic
services and sell the full range of stamps and philatelic
products offered by the Postal Service. These facilities, as
well as Stamp Fulfillment Services (SFS), are referred to
collectively as philatelic centers. SFS in Kansas City,
Missouri, is a central facility that services mail, telephone,
and Internet orders for postage stamps, including philatelic
quality stamps and other philatelic products.
221.2 First Day of Issue Sales
Only the Post Office or offices designated as official first
day of issue offices or as first day of sale offices may sell
new stamps and stationery items on the first day of sale.
New issues will be placed on sale nationwide on the next
business day following the first day of sale; although, there
are special cases where new issues are placed on sale nationwide on the first day of issue.
221.3 Withdrawal From Sale
Notices about the withdrawal of stamp, stationery items,
and philatelic products are published in the Postal Bulletin.
The notices give effective dates for removing the items
from sale.
221.4 Stamps for Philatelic Products
Stamps that are withdrawn from sale but are incorporated
into philatelic products, such as mint sets or stamp collecting kits, may be sold at philatelic windows, Postal Service
stores, philatelic centers, and SFS.
221.5 Exceptions to Sales Policies
Stamp Services may, at its discretion, establish exceptions
to the sales policies. Exceptions applicable to Postal
Service outlets are announced in the Postal Bulletin.
222 Regular Stamp Windows
222.1 Definition
Regular stamp windows are retail stations in Post Offices
that accept mail and sell stamps, stamped stationery, and
stamp-related products. They also may offer other services, such as money order sales, meter setting, and parcel
shipments.
222.2 Sales Policy
222.21 Commemorative Stamps
Commemorative stamps are printed in limited quantities,
and Postal Service outlets should strive to sell all commemorative stamp stock. Commemorative stamps may not remain on sale after the official date of withdrawal from sale.
Stamp Services announces withdrawal dates in the Postal
Bulletin.
222.22 Plate Number Blocks and Marginal Markings
(All Stamps)
222.221 Description
Plate number blocks are generally located on each corner
of a pane of stamps with a plate number or numbers printed
in the margin (selvage). Plate number blocks may include
as few as four stamps where a single number appears, or
as many as 20 where interest extends to other marginal
markings. Various kinds of markings may appear on the
selvage of stamps printed in sheets in addition to the plate
number, such as the Postal Service copyright notice, or other subject-related informational inscriptions or other Postal
Service slogans.
222.222 Setting Aside Plate Number Blocks
Retail associates must break panes of stamps for regular
sale purposes as follows:
a. Tear stamps from the edge of the pane farthest from
the plate number or marginal markings in order to
preserve the plate block for collectors. Whenever
possible, tear stamps from sheets of a single stamp
design on an as-needed basis, one at a time.
b. Set aside quantities of plate blocks or marginal markings as the panes are broken during regular sales
transactions, but do not set them aside in advance.
222.223 Minimum Purchase Requirements and Sales
Limitations
The following is a list of the minimum purchase requirements and sales limitations for plate number blocks and
marginal markings:
a. When the retail associate has a broken pane of
stamps from which the plate block or other marginal
marking has been sold and when no plate block or
other marginal marking has been set aside, the following minimum purchases must be made by
customers wanting the plate block or other marginal
marking:
Denomination
|
Minimum Purchase
|
1 cent to 50 cents
|
Full marginal strip of stamps
(two rows deep having all
marginal markings)
|
51 cents to 99 cents
|
Half marginal strip
|
$1.00 and above
|
Block of four stamps
|
Note: There are no minimum purchase requirements when a
retail associate has only full panes of the requested stamp in
stock or a broken pane that contains the plate block or other
marginal marking.
|
b. Limitations to sales are as follows: Each customer
for whom a pane is broken is limited to one marginal
strip ($0.01 to $0.50), a half marginal strip ($0.51 to
$0.99), or a block of four stamps ($1.00 and above)
for each stamp subject, per day. It is necessary to
place a limit on individual sales of plate blocks and
other marginal markings so that the philatelic stock
available at Post Office windows may accommodate
as many collectors as possible each day.
c. Customers requesting more than the maximum
permissible purchase in denominations of the single-
ounce, First-Class Mail rate and below or in denominations higher than the single-ounce, First-Class Mail
rate should be asked to inquire on another day or to
contact SFS (1-800- STAMP-24).
222.23 Coil Stamps
Regular retail windows should not open and break coils of
stamps, except for newly issued stamp coils, which may be
opened and sold in less-than-full coil quantities, subject to
the following limitations:
a. Sales of newly issued coil stamps in less-than-full
coils are restricted to a 1-month period beginning
with the authorized first day of sale for each particular
stamp issue.
b. These sales are further restricted to a single stamp
window at each location designated by the postmaster to conduct such sales.
c. Coil stamps bearing fractional denominations must
be sold in multiples that reach full-cent amounts.
d. Stamps remaining in partial coils after the sales period expires are sold at regular windows for postage.
222.24 Precanceled Stamps
Stamp collectors may buy precanceled postage for philatelic purposes. There is no limitation on the sale to collectors
of full coils of each of the precanceled denominations available. Purchases may be made in person or by mail by nonpermit holders for philatelic purposes only. Collectors may
not mail matter bearing precanceled postage if they do not
have a permit to use precanceled postage at the Post
Office where the mail is presented.
222.25 Meter Postage
Customers may buy meter postage and postage-due meter
postage for philatelic purposes from Post Offices that have
been assigned postage meters. Meter postage and postage-due meter postage may not be issued for any amount
less than the First-Class Mail, single-piece rate. Postage
and mailing center (PMC) strips may be sold for philatelic
purposes at the current, First-Class Mail rate only. Postage
validate imprinter (PVI) strips are not meter stamps and
may not be sold for philatelic purposes.
223 Dedicated Philatelic Windows
223.1 Definition
A dedicated philatelic window is a lobby window designated
to sell stamps, stationery, and other related philatelic products. Other postal services are ordinarily not available at
these dedicated philatelic windows, which are to be identified as such, so that customers desiring other services are
directed to the appropriate windows. Many of the same
items sold at designated philatelic centers are also sold at
dedicated philatelic windows. For philatelic centers, see
part 224.
224 Philatelic Centers
224.1 Definition
Philatelic centers are retail areas or self-contained facilities
separate from the lobby window positions. These centers
display and sell, with a few exceptions, all current postage
stamps, stamped stationery, and related philatelic products, including commemorative stamps, definitives,
regular-issue stamps, coils, international rate stamps,
booklets and booklet panes, packets of stamped embossed
envelopes, postal cards, message reply cards, and aerogrammes. The SFS is also a philatelic center.
224.2 Sales Policy
224.21 Plate Number Blocks/Marginal Markings (All
Stamps)
The sales and disposition policies described in 222.22
apply except as follows:
a. Retail associates may sell to each customer one
matched set of four marginal strips for any stamp in
stock. There are no limitations on the sale of plate
blocks of stamps having denominations greater than
1 dollar.
b. SFS may, however, sell at face value any quantity of
marginal strips of stamp issues.
224.22 Coil Stamps
Philatelic centers may open coils of stamps as requested.
To guarantee receipt of a plate number on coils, the following minimum purchases are required:
a. Precanceled stamps: 25 stamps.
b. $1 denominations or greater: 5 stamps.
SFS may offer plate numbers on coil strips that vary from
the minimums noted above.
224.23 Precanceled Stamps
The sales policy described in 222.24 applies except that
coils of precanceled stamps may be opened for the sale of
individual stamps to collectors.
224.24 Meter Postage
Customers may buy meter postage and postage-due meter
postage for philatelic purposes from Post Offices that are
assigned meters. Meter postage and postage-due meter
postage may not be issued for any amount less than the
First-Class Mail, single-piece rate of postage. PMC strips
may be sold for philatelic purposes at the current
First-Class Mail rate only. PVI strips are not meter stamps
and may not be sold for philatelic purposes.
224.25 Stamp Credit (Accountability)
224.251 Stock Levels
Philatelic centers should maintain a good working level of
stamp stock, stationery, and stamp products to meet the
needs of collectors and to encourage interest in philately.
Therefore, postmasters may maintain a postage stock of up
to $125,000 for each philatelic outlet at their office. This
stock may be in excess of normal authorized stock limits.
This inventory level does not apply to SFS.
224.252 Special Authorization
Special authorization for postage stock exceeding
$125,000 requires these steps:
a. If operating requirements require postage stock in
excess of $125,000, written notification must be submitted to the appropriate area marketing or retail
manager, requesting special authorization.
b. The area marketing or retail manager, with concurrence of the local Inspector in Charge, may authorize
postage stock up to $250,000. The total amount of
annual sales at the philatelic outlet must be included
with any request for authorization to maintain a postage stock in excess of $125,000 for that outlet. Such
requests are approved only when the total sales justify the increase in stock level. If approved at the area
office level, the request should be forwarded to Headquarters for concurrence by the manager, Stamp
Distribution.
224.253 Stamp Credit
Responsibility for stamp credit is as follows:
a. All retail associates working in philatelic centers are
fully accountable for their own stamp credit.
b. Postmasters are responsible for providing adequate
security equipment for secure storage of these
credits at all times.
225 Temporary Philatelic Stations
225.1 Definition
Post Offices may establish temporary stations to provide
philatelic services and to sell stamps and stamp products.
These stations may include specially constructed counters
or mobile retail units. Temporary stations are most frequently located at stamp shows or exhibitions, stamp dedications, state fairs, conventions, parades, or other activity
sites of significant public or philatelic interest.
225.2 Requests for Temporary Stations
Requests for temporary Postal Service stations should be
made by the sponsors or organizers to the local
postmaster.
225.21 First Day of Issue Events
All first day of issue ceremonies are conducted under the
direction of Events and Promotions, Public Affairs and
Communications, Headquarters. Requests for first day of
issue or other special support that must come from the national level should be directed to Events and Promotions.
Once a postmaster has agreed to participate in an event, a
unilateral withdrawal from such a commitment may not be
made without the approval of Events and Promotions. Any
such withdrawal must be based upon a showing of good
cause.
225.3 Authorization
Temporary philatelic stations may be authorized by postmasters. Postmasters may participate at events where
admission fees are charged by the sponsor if the same pictorial postmark used at the event is available on request to
those not attending the event.
225.4 Ceremonies
Postmasters and other local officials are encouraged to
participate in opening ceremonies for stamp exhibitions or
other stamp ceremonies arranged by philatelic groups,
whether or not a temporary philatelic station is authorized.
225.5 Announcement and Publicity
225.51 Posters
An announcement of the temporary philatelic station and
any event postmark may be posted on the main Post Office
lobby bulletin board and may be posted in other Post
Offices within a 10-mile radius of the event so that collectors will be advised of the Postal Service's participation. For
larger events, the posting may occur throughout the district
or as requested by Headquarters. Posters should be
placed on display at least 15 days before the event but in
no case more than 30 days before the event. All announcements must emphasize the temporary philatelic station.
The announcements should mention the name of the
event, pictorial or standard postmark (if any), dates and
hours open to the public, and the location. Promotional
material for the event itself must not be incorporated.
225.52 Press Releases
The postmaster should also announce through press releases to local newspapers, the planned establishment of
the temporary philatelic station. The Post Office, however,
must not distribute free flyers to s, sell or distribute
tickets, exchange ticket coupons, or authorize the use of
Post Office facilities for direct event promotion.
225.6 Participation in Events
225.61 Planning
Postmasters should ensure that detailed planning begins
well in advance of the event so that participation brings
credit to the Postal Service and provides a wide range of
stamps and stamp products to collectors and other customers. Particular attention should be taken in selecting sales
personnel who are knowledgeable about philately and who
have retail experience. All retail associates should be fully
trained in stamp sales and pictorial postmark policies.
225.62 Stamp Stock
The postmaster should secure a wide range of stamp products and current postage, using the USA Philatelic catalog
as a guide. No stamps, stationery, or products that have
been withdrawn from sale may be sold. Sales withdrawals
are noted in the Postal Bulletin. Postmasters should requisition philatelic stock not already available in their Post
Office from their SDO or usual source of supply on PS
Form 17, Stamp Requisition/Stamp Return, indicating the
quantity required to sell at the stamp show, exhibition, or
other purpose as described in 225.1. For these events,
stamps with denominations greater than $1 may be requisitioned in plate blocks of four, as noted in 222.221. At the
conclusion of the event, excess philatelic stock, including
remainders from commemorative sheets, should be sold at
the regular stamp windows for postage purposes.
225.63 Philatelic Products
Postmasters should display, promote, and sell philatelic
products such as the commemorative stamp yearbooks,
the Postal Service Guide to U.S. Stamps, stamp collecting
keepsakes or kits, and topical stamp sets.
225.64 Sales Restrictions
The sales policies about plate blocks and marginal markings are described in 222.22.
225.65 Security and Facilities
Postmasters should ensure that sufficient security for the
stamp stock is provided at the event site and that all other
facilities are adequate.
225.66 Appearance
Postmasters should ensure that the appearance of the temporary philatelic station brings credit to the Postal Service
by using attractive signs and by having enough space for
satisfactory service. The hours that the station is open must
be posted.
225.67 Prompt Service
At exhibitions where a large number of collectors are expected, postmasters should consider using a speedy line,
distributing customer numbers that can be announced, or
employing another method that would provide quick service
to customers and reduce waiting.
225.68 Sales Report
An event sales report showing both gross and net revenue
must be submitted to the district manager or designee within 1 week of the close of every temporary philatelic station.
226 Mail Order
SFS handles mail, telephone, and Internet orders for postage stamps, philatelic quality stamps, and other philatelic
products. Customers may request a catalog listing items
available by calling 1-800-STAMP-24, or by writing to:
INFORMATION FULFILLMENT
DEPT 6270
PO BOX 219014
KANSAS CITY MO 64121-9014
Note: Post Offices may not fill mail orders for stamps and
other philatelic items other than mail orders under the
Stamps by Mail program and orders for local philatelic postmarks. Customers must furnish a self-addressed, stamped
envelope for return of precanceled stamps. Postmasters
may not order precanceled postmarking devices solely to
satisfy collector demands.
23 Philatelic Postmarks
231 General
231.1 Definition
A philatelic postmark, used for collecting purposes, is an official postal postmark that contains the Post Office name,
city, state, ZIP Code, and date (month, day, and year) of the
canceling Post Office that accepted custody of the mailpiece(s), except as provided in 231.61 and 231.7. Other
postal markings are made by validators, obliterators, or
special-purpose cancellers. Postmarking for philatelic purposes is provided at the request of collectors or philatelic
cover servicers for postmarking outside ordinary mail processing. This service requires special procedures and arrangements so that other Postal Service operations and
services are not disrupted. This service may entail hand-
stamping requests, either on a hand-back or mail-back
basis, and the holding of mail for postmarking.
231.2 Policy
231.21 Publicity
The Postal Service makes all philatelic postmarking services widely known to customers and collectors through
advance national publicity to avoid such postmarks being
available only to a small number of people.
231.22 Backdating and Predating
It is Postal Service policy to prohibit backdating of mail
except:
a. When Postal Service operating requirements and
public demand necessitate that postmarking operations commence before or continue after the date
contained in the postmark.
b. When replacements are made for damaged, defective, or missing postmarks.
c. When all requirements for postmarking are met by
customers, and postmarks are not applied because
of errors of Postal Service personnel.
d. As noted in references to first day of issue postmarks
provided in sections 231.4b, 231.63d, 231.7, and
232.4.
231.23 Retail Associate Availability and Training
A sufficient number of retail associates should be available
to provide speedy service. Retail associates should be
trained in advance to provide hand-stamped postmarks of
philatelic quality. Refer to 231.3 for philatelic postmarking
procedures.
231.3 Cooperation With Collectors
231.31 Postmarks
Employees should strive to furnish clear and legible postmarks to stamp collectors by ensuring that postmarking
machines and hand-stamp devices are properly inked.
Postal Service employees must give special attention to
mail bearing an endorsement that is of philatelic value or to
requests for light postmarks, and they should avoid canceling stamps by pen or illegible smudging. However, stamps
must be canceled sufficiently to protect Postal Service
revenue.
231.32 Special Attention
The Postal Service cannot provide special attention to a
philatelic cover if it has been routinely entered into the mailstream by the sender.
231.33 Postmarking Devices
Postmarking devices may be used only under the supervision of authorized Postal Service personnel.
231.34 Hand-Stamped Postmarks
All hand-stamped postmarks are made with black ink unless authorized by Stamp Services. For more information,
refer to Handbook PO-230, Pictorial Cancellations.
231.35 Philatelic Covers
Employees should exercise care in handling all philatelic
covers to ensure that they are not damaged in mail
handling. These covers are generally identifiable by a design (cachet) on the left side of the envelope.
231.36 Defacing Philatelic Covers
Postal Service employees should ensure that philatelic
covers are not over-canceled; back-stamped, marked "received this date," or otherwise defaced on front or back;
used as a top piece in a bundle for destination-package labeling purposes; or bent, folded, mutilated, or damaged by
rubber bands.
231.4 Hand-Back and Mail-Back Service
Postmarks, rather than other obliterations, should be used
to provide the following philatelic services whenever they
are available:
a. Hand-back service
(1) When a customer personally presents an addressed or unaddressed envelope, postal card,
or other item described in 231.63 to a Postal
Service clerk for postmarking with the current
day's postmark, the Post Office must postmark
the item and return it or hand it back to the
customer.
(2) The envelope, card, or other item does not enter
the mailstream. All such materials must bear uncanceled postage at the applicable First-Class
Mail rate.
(3) This service may be provided for special die hub
or regular machine postmarks only when the
particular postmarking machine is readily accessible to the Postal Service clerk, and only when
providing such service does not interfere with
other sales or mail processing operations and
does not inconvenience other customers.
b. Mail-back service
Mail-back service refers to pictorial postmark service
for stamp dealers and philatelic cover servicers that
permits envelopes, cards, or other items submitted
for servicing to be returned in bulk through the mail.
Mail-back service is not to be provided for special die
hub or regular machine postmarks.
231.5 Permissible Postmarking Devices
231.51 Hand-Stamped Postmarking for Collectors
The postmark devices shown in Exhibit 231.51 may be
used to provide hand-stamped postmarks for collectors.
Exhibit 231.51
Hand-Stamped Postmarks
231.52 Obliterators
The devices (obliterators) shown in Exhibit 231.52 may be
used for philatelic postmarking when the postmarks or
postmarking devices described in 231.51 are not available.
Exhibit 231.52
Obliterators
231.6 Philatelic Postmark Policy
231.61 Date and Place of Postmarking
Post Offices may provide postmarking for philatelic purposes before the actual date of the postmark and may continue after that date when demand, processing capability, or
other requirements of the Postal Service dictate. However,
under no circumstances may any postmarked materials be
released before the date of the postmark. The manager,
Customer Service, or designee, may determine that local
processing capability requires philatelic postmarking services be performed at an office other than the Post Office of
the official postmark. In this case, all materials to be postmarked must be received at or deposited in the Post Office
where the postmark is being used or at the office designated by the manager, Customer Service, or designee.
231.62 Preparation Requirements
Postcards, postal cards, and envelopes submitted through
the mail must bear postage at the applicable First-Class
Mail first-ounce rate and complete addresses, except as
provided in 231.4. Materials submitted for hand-back service need not be addressed.
231.63 Special Materials on Which Postmarks May
Be Requested
Photographs, postcards, or other materials having a
glossy-coated or hard-calendered surface, or any material
that does not readily accept ink, are submitted for pictorial
postmarks at the customer's risk. The Postal Service is not
responsible for smudged postmarks or offsetting where the
impression appears on the preceding item. The following
materials may be canceled as indicated:
a. Plain Cards, Slips of Paper, and Blank Envelopes.
Postal Service employees may not place postmarks
for customers on plain slips of paper, plain cards, or
blank envelopes without unused postage equaling or
exceeding the First-Class Mail first-ounce rate.
b. Picture Postcards (Maximum Cards). Picture postcards with the stamp placed on the face of the card
rather than on the address side are known as maximum cards. Minimum First-Class Mail postage must
be placed on the address side. Postmasters may
cancel these cards and hand them back to the person presenting them. For mail-back service, refer to
231.4b.
c. Posters, Portfolios, and Other Memorabilia. These
items with the stamps placed thereon may be canceled when presented in person for hand-back service. Submittal and return through the mail is not
permitted, except as provided in 231.4b.
d. Previously Canceled Stamps and Multiple Pictorial
Postmarks. Items bearing previously canceled
stamps and postmarks are acceptable for additional
postmarks when uncanceled postage equaling or exceeding the First-Class Mail first-ounce rate is affixed. Return under separate cover is allowed only as
specified in 241 and 243. First day of issue
postmarks may not be provided on a hand-back
basis after the first day of issuance. Mint stamps to
cover the First-Class Mail first-ounce rate must be affixed for each postmark. Any covers submitted for
servicing and return through the mailstream will not
be entered into the mailstream until the date appearing on the postmark.
e. Currency. Currency bearing unused postage stamps
of First-Class value or items bearing currency with
stamps affixed or adjacent thereto may be canceled
when presented in person for hand-back service.
Submittal and return through the mail is not permitted. The Postal Service does not accept responsibility for currency in its possession in conjunction with
philatelic services.
f. Backs of Envelopes. Post Offices may cancel unused
stamps when they are affixed to the reverse side of
envelopes bearing already canceled stamps. This
service is available only for envelopes presented for
hand-back service. They may not be returned
through the mail even when outer envelopes are provided. Such a pictorial postmark denotes only that
the item was presented to the Post Office for postmarking on that date; it does not denote that the envelope was carried by the Postal Service.
g. Foreign Postage Stamps. Unused foreign postage
stamps may be canceled with a U.S. Postal Service
postmark only when unused First-Class Mail first-
ounce U.S. postage is canceled with the same
stroke. The only exception is when contractual
agreements are made with the postal administrations
of other countries.
231.7 Holding the Mail
Post Offices may hold mail to comply with customers' requests that the mail be postmarked on a specified date.
Post Offices may not, however, hold mail for an event
where the date of occurrence is not certain or where it is
subject to change or for postmarking on a day when the office will be closed, except as authorized by the manager,
Stamp Services. In these latter instances, the envelopes
submitted should be returned to the customer unserviced
and in an outer envelope with an explanation of why the requested service cannot be provided. No more than 50
covers per customer may be held for pictorial postmarks.
231.8 Machine Postmarks
Post Offices must not machine-cancel mail with the regular
postmark when the envelopes are unaddressed or when
the customer requests hand-back service, except as
provided in 231.4. Bulk orders requesting mail-back service
is not provided, but pictorial postmarks may be provided on
addressed envelopes or postal cards that are mailed to the
addressee.
231.9 Hand-Stamped Postmarks
Circular hand-stamped postmarks with or without killer bars
may be provided upon request at Post Offices, stations,
and branches. These postmarks are available each day
that the office is open for business. No slogan or pictorial
material may be included. Requests made by mail for these
postmarks must be at the Post Office offering the service
on the date of the postmark to qualify for service.
232 First Day of Issue
232.1 First Day of Issue Sales Policy
A particular Post Office or Postal Service facility is usually
designated to have the exclusive sale of a new issue stamp
or stationery item on the day that it is being issued. No other Postal Service facility may sell the new issue until the following business day unless otherwise authorized by the
manager, Stamp Services. For purposes of this section, the
word "issue" means postage stamp, stamp booklet, booklet
pane, postal card, postal stationery, stamped envelope, or
aerogramme.
232.2 Notification
New stamps and other issues are announced by notices
displayed in Post Office lobbies, in the Postal Bulletin,
through news releases distributed to the press and philatelic periodicals, and by print, radio, and television
advertising.
232.3 First Day of Issue Postmarks
This type of postmark is provided by the Post Office when a
new stamp or stationery item is first placed on sale. The
postmark reflects the issuance date and location. First day
of issues postmarks may be either metal die, rubber composition, or digitally produced in color and the words "First
Day of Issue" appear in the postmark design. Requests for
first day of issue postmarks must be postmarked no later
than the date specified in the Postal Bulletin to qualify for
service, except in the case of the digitally produced color
version of the first day of issue postmark. This product may
only be purchased through SFS. Customer-provided covers will not be serviced with this postmark. Bull's-eye postmarks are used when the conventional first day of issue
postmark cannot cancel all the unused stamps on an item
presented for postmarking.
232.4 Ordering Procedures
All covers must bear addresses to the right side of the envelope and at least 5/8 inch up from the bottom of the envelope. Requests must be postmarked no later than the date
specified in the media announcement (see 232.2) to qualify
for postmark service. As a free service, this is limited to 50
postmarks, except for covers presented in person by the
customer in first day of issue cities. Customers who want
first day of issue postmarks of new stamps have two additional options:
a. They may buy stamps at local Post Offices, affix the
stamps to their own envelopes, and mail them to the
postmaster at the city of issuance for postmarking.
Envelopes submitted by collectors must be of ordinary letter size and must be properly addressed. Collectors should place a filler of postal card thickness in
each envelope and either turn in or seal the flap.
b. They may order first day covers without cachets by
mail, telephone, facsimile, and Internet, through SFS.
Each cover will have an individual catalog number
and will be offered in the USA Philatelic catalog produced by Stamp Services. Item numbers and ordering instructions will also be provided in news releases
announcing the new stamps. The price of the Postal
Service's first day covers will vary with the denomination and number of stamps affixed. Remittance for
mail orders should be made by money order or a
cashier's, certified, or personal check made payable
to the U.S. Postal Service or by credit card as indicated in the USA Philatelic catalog. Cash must not be
sent. Neither postage stamps nor foreign coins and
currency are accepted. Any orders containing such
remittance will be returned unserviced. Covers remain on sale for at least 1 year after a stamp is
issued.
232.5 Bulk Orders
The Post Office that services first day covers will accept
only stamp-affixed envelopes.
232.6 Hand-Stamped Postmarks
Hand-stamped postmarks are applied on covers at the
location of the first day ceremony and at the designated first
day Post Office, as well as on covers that cannot be fully
canceled by Postal Service postmarking machines. In all
other cases, machine postmarks are supplied, except as
provided in subchapter 25.
232.7 Hand-Back Service
Hand-back service for first day postmarks is limited to the
first day of issue. Material to be canceled must be
presented to the designated first day Post Office or ceremony location.
232.8 Unacceptable Covers
The issuing Post Office must not provide postmarking service on covers submitted through the mail that are unaddressed, bear stamps issued after the requested postmark
date, or bear only previously canceled stamps; nor may the
Post Office provide hand-back service on any items presented after the first day of issuance.
232.9 Mail Orders for Mint Stamps
The first day Post Office may not accept mail order requests for uncanceled stamps from customers outside its
service area, except for philatelic cover servicers as provided in subchapter 25.
232.10 Postmarking Deadlines
Deadlines for submitting covers for first day of issue postmarks are established by Stamp Services. Any exceptions
to these deadline dates must be authorized.
232.11 Unofficial First Day Covers
Stamps acquired at the first day Post Office may be canceled at any Post Office. Envelopes containing new stamps
canceled on the first day of sale at a Post Office other than
the issuing office are known as "unofficial first day covers."
233 Pictorial Postmarks
Pictorial postmarks are offered by the Postal Service to
commemorate local events celebrated in communities
throughout the nation. These postmarks contain the name
of a temporary philatelic station, city, state, ZIP Code, and
month, day, and year of the postmark. These postmarks
may also feature wording and/or graphics relating to fairs,
conventions, or other various types of local celebrations.
233.1 Sponsors
Pictorial postmarks are requested by sponsors or organizers of local events and are authorized to be used only at
temporary philatelic stations and at other philatelic outlets.
233.2 Postmarking Methods
Devices used for pictorial celebrations are generally hand
stamps, except when volume requires the use of a machine
postmarking. There is no charge to the sponsor for the production of the hand stamp or for the Postal Service's staffing of the temporary station. For assistance in machine
postmarking, contact the manager, SFS.
233.3 Criteria
Collectors may obtain pictorial postmarks at a temporary
philatelic station established at an event or at a philatelic
outlet, on the actual date of the requested postmark. Additionally, such postmarks may be requested by mail. Mail-in
requests must be postmarked no later than 30 days
following the requested postmark date to qualify for this
service. Any exceptions beyond the 30 days must be approved by Stamp Services.
233.4 Authorization
Postmasters may request authority from the district manager or designee to provide postmarking service at temporary
philatelic stations. Only the standard circular postmark will
be provided unless the sponsors or organizers apply to the
postmaster for use of a pictorial postmark at least 10 weeks
before the event. The sponsors or organizers must also
propose a design and finished artwork for a pictorial postmark. Both the postmark service at temporary philatelic stations and pictorial postmark design require the approval of
the postmaster and the district manager or designee. Different postmarks for each day of an event are permitted
only for international philatelic exhibitions. Any exceptions
must be authorized by Stamp Services.
233.5 Requirements
233.51 Required Information and Dimensions
All postmarks must carry the name of the temporary station
(the name of the exhibition or event, followed by the word
"Station" or "Sta."), month, day, year, and city, state, and
ZIP Code of the actual location of the temporary philatelic
station. Overall dimensions must not exceed 4 inches horizontally and 2 inches vertically.
233.52 Approved Subject Matter
Illustrations, wording, and designs featured on pictorial
postmarks must directly reflect the event to be commemorated. Postmarks that promote the sale or use of private,
nonpostal products or that endorse or involve the ideals,
policies, programs, products, campaigns, or candidates of
religious, antireligious, commercial, political, fraternal,
trade, labor, public interest, or special interest organizations may not be approved. However, postmarks may be
approved that recognize events such as meetings, exhibitions, or conventions sponsored by or involving such organizations, provided that their designs do not include words,
symbols, or illustrations referring to ideals, policies, programs, products, campaigns, or candidates. If there is
doubt about whether a proposed postmark meets these requirements, Stamp Services should be consulted before
granting approval.
233.53 Publicity
The district manager or designee must submit a PS Form
413, Pictorial Postmark Announcement/Report, which includes a reproducible copy of the pictorial postmark (actual
size), to Stamp Services, so that national publicity may be
arranged. The use of standard circular postmarks at temporary stations must also be reported. All reports should include the dates that the temporary philatelic station is to be
open, the sponsor's name, name of the temporary philatelic
station, a complete mailing address for customers requesting the pictorial postmark by mail, and a reproducible copy
of the pictorial postmark. PS Form 413, along with copies of
pictorial postmarks, must be submitted to Stamp Services
2 months prior to the postmarking date, by the first day of
each month. Any exceptions to the 2-month notice must be
approved by Stamp Services. See Handbook PO-230 for
more information.
233.54 Equipment
Pictorial and standard postmarks should be applied by rubber hand stamps purchased by the host Post Office or
district office.
233.55 Service Limitations
Hand-stamping as a free service is limited to 50 postmarks
for any single individual or group, except for postmarks at
first day of issue events. The sponsor may also obtain any
reasonable amount of hand-backs free of service charge
for its members and special folders or programs prepared
by the sponsor may be canceled and made available at the
opening of the show. Other individuals or groups not in attendance at the first day ceremony or at the first day Post
Office who require more than 50 hand-stamped postmarks
may obtain this service only by paying a special fee. Written
application for 50 or more postmarks must be made in advance to the postmaster.
233.56 Use and Disposition of Hand Stamps
Pictorial postmark hand stamps, like other canceling devices, may be used only under the supervision of authorized Postal Service personnel and must be returned by the
postmaster to the district manager or designee, 65 days after close of the event, allowing enough time to handle replacement requests. The district manager or designee
must destroy the postmarking device upon receipt.
233.57 Special Requests to Retain Hand Stamps
Requests from sponsors to retain pictorial postmark hand
stamps for purposes of placement in a museum, historical
site, or for any other appropriate use, must be approved by
the district manager. Before release to the sponsor, the
hand stamp must be defaced in such a way that it can be
recognized if used improperly. Copies of the original and
defaced postmark designs must be kept on file in the local
or district office.
234 Special Die-Hub Mail Processing Postmarks
Special die-hub postmarks are cancellations in which a slogan or message publicizing an event is engraved on a die
hub. These postmarks are applied by machine to live mail.
Bulk requests for mail-back service cannot be provided, but
postmarks can be provided on addressed envelopes or
postal cards that are delivered to the addressee or addressees through mail delivery. Postmarks of philatelic
quality are often not possible. All envelopes must be addressed. Any quantity of envelopes may be submitted, but
they are not returned in bulk. See chapter 4 for more
information regarding the criteria and use of these mail
processing postmarks.
235 Other Special Philatelic Postmarks
235.1 Military Post Offices
Military Post Offices, including Army Post Offices (APOs)
and Fleet Post Offices (FPOs), may hand stamp covers
both on a hand-back basis and on a mail-order request in
conformance with all policies and in accordance with all
conditions and procedures stated in this section, except
that:
a. The postal chief at each such installation may establish the maximum number of covers individual collectors or dealers may submit.
b. Military Post Offices may establish temporary philatelic stations or provide pictorial postmarks. Requests to establish temporary philatelic stations must
be sent at least 90 days in advance of the commemorative event to the responsible postmaster (New York
City or San Francisco) for approval and coordination
with Stamp Services.
235.2 Special Requests
Requests for postmarks at Postal Service facilities that normally do not cancel mail must be made in writing to the appropriate district manager, at least 60 days in advance to
permit area manager authorization and appropriate national publicity. These requirements also apply to requests for
postmarks at offices that are inaccessible to the public or to
requests for postmarking at any office on dates when mail
is not normally canceled (for example, Sundays and holidays). Cover servicers, as described in subchapter 25,
must submit their requests for pictorial postmarking to the
manager, Stamp Fulfillment Services.
24 Autographs
241 General
Postal Service employees may, at their discretion, accept
or refuse requests for autographs. Employees should exercise fairness in handling such requests. Nothing of value
may be accepted or requested in exchange for autographs.
25 Philatelic Cover Servicers and Cachet Makers
251 Authorization
Philatelic cover servicers and cachet makers that regularly
submit 50 or more envelopes or other items for identical
postmarking may contact SFS and request information on
how to become a registered dealer.
252 First Day Cover Service
Philatelic cover servicers may purchase mint stamps by
mail from the first day of issue Post Office or from SFS on
the date of issuance. Postmarks are provided only when
stamp-affixed envelopes are submitted.
253 Mail-Back Service
253.1 Service Charges
Mail-back postmarking service for philatelic cover servicers
and cachet makers is subject to a service charge established by SFS, which must be paid by check, credit card, or
money order before the mail is processed.
253.2 Payment Requirements
Mail-back service or return under cover in bulk are available to registered dealers only when return postage and all
other applicable fees are paid to the postmaster at the
place of postmarking. Requests that do not include such
payment are held until the proper amount is received.
253.3 Acceptable Items
Mail-back service is generally permitted on first day of issue, pictorial, or standard philatelic postmarks on the following materials: envelopes, postal cards or maximum
cards, postal stationery, posters, portfolios, or other memorabilia. The Postal Service will not accept for first day of issue postmarking covers that bear stamp(s) issued after the
requested date of the postmark.
254 Damaged or Missing Covers
254.1 Requests for Replacements
Requests for replacement of first day postmarks, pictorial
postmarks, and standard philatelic postmarks may be accepted at the appropriate Post Office up to 60 days from the
actual postmark date. All claims for nonreceipt of covers
submitted for servicing by the Postal Service must be sent
to the appropriate Post Office no later than 60 days from the
date of postmark or from the date postmarks were last applied. Claims for replacement postmarks filed after that time
will not be honored and are returned to the customer with a
short explanation on why the request cannot be honored.
254.2 Criteria
Replacements are made for poor quality postmarks, damage to the envelope, or other similar defects. Replacements are not made, however, in cases where envelopes
were marked on the back by letter-sorting machine code
numbers as they moved through the mail system.
254.3 Procedures
The customer must return the unsatisfactory cover or covers to the appropriate Post Office for replacement.
Replacement covers must be returned to the customer in a
Postal Service postage-paid envelope so that a stale postmark does not appear in the mailstream. Damaged covers
must be disposed of in accordance with Handbook F-1,
Post Office Accounting Procedures, 450.
254.4 Exceptions
The Postal Service does not replace missing or unsatisfactory die-hub machine postmarks or special die-hub
postmarks because these postmarks are made in the
course of live mail processing.
254.5 Damaged or Loss of Cachet Covers
The Postal Service is not responsible for damage or loss of
cachet covers or of other items of value.
26 Philatelic Products
261 Special Philatelic Products
Special philatelic products produced by the Postal Service
for first day Postal Service ceremonies are permitted for
major postal events only, such as the opening of a new philatelic center, postal store, or a dedicated philatelic window.
All such products must be approved at least 3 months before the event by the appropriate area and Headquarters
organizations.
27 Promotions or Presentations
271 General
To obtain canceled or uncanceled stamps, postal stationery
items, or philatelic products for information, official Postal
Service business, or Postal Service presentations, district
managers or postmasters must submit a funded PS Form
7381, Requisition for Supplies, Services, or Equipment, or
an eBuy request to the appropriate stock source as defined
below. The form must identify the delivery address, contact
name and telephone number, item number, quantity, description, amount, and the purpose or justification for the
promotion or presentation. The postmaster or district manager must also enter account number 52325, Advertising
and Sales Promotion, the finance number, and the account
identifier code (AIC) 596, Miscellaneous Advertising Expense, on PS Form 7381 or the eBuy request. Account
number 52325 shows as a transaction to line 34, Services,
on the requesting office's Financial Performance Report
(FPR). The postmaster or district manager has the option of
obtaining stock locally or through SFS. Stock requested
from SFS must be a minimum of $1,000 face value. Either
request requires PS Form 7381 or the eBuy request.
272 Obtaining Stock Locally
To obtain stock locally, the postmaster or district manager
authorizes and signs the completed PS Form 7381 or eBuy
request. The form is submitted to the retail associate servicing the same finance number shown on the PS Form
7381 or eBuy request. The retail associate fulfills items as
requested and retains the PS Form 7381 or eBuy request
for submission with PS Form 1412-A, Daily Financial
Report, as support for AIC 596. The retail associate records
the transaction on PS Form 1412-A and enters the amount
in AIC 596, with an offsetting entry to AIC 090, Postage
Stock Sales, or AIC 092, Philatelic Product Sales. The PS
Form 7381 or eBuy request supports the entry to AIC 596.
Offices that use standard field accounting procedures
should submit the PS Form 7381 or eBuy request to the appropriate district accounting offices. Statement of account
offices should retain this form locally. The accounting office
verifies the submitted PS Form 7381 or eBuy request for
completeness and retains it as support for AIC 596 on the
Statement of Account.
273 Obtaining Stock Through Stamp Fulfillment
Services
Stock that is not available locally may be available through
SFS. To obtain stock through SFS, a minimum $1,000 face
value is required. A completed and signed PS Form 7381
or eBuy request for the face value amount of stock requested and appropriate postage and handling fees must
be sent to:
MANAGER
STAMP FULFILLMENT SERVICES
8300 NE UNDERGROUND DRIVE PILLAR 210
KANSAS CITY MO 64144-0001
The postmaster makes no entries to the cash book. SFS
fulfills and mails the stock to the delivery address on the PS
Form 7381 or eBuy request. SFS enters the amount shown
on the order form to AIC 596, with offsetting entries to AIC
090 or AIC 092, and AIC 114, Postage Due Invoices, for the
postage and handling charges. SFS accesses the Journal
Voucher Transfer System through the Financial Accounting
Control Tracking System (FACTS) and enters the account
number 52325 and the finance number indicated on the PS
Form 7381 or eBuy request. The account number shows as
a transaction to line 34, Services, on the postmaster's
Postal System Financial Report (PSFR). The postmaster or
district manager then sees an adjustment to either the prior
period or the current period.
28 Copyright of Stamp Designs
281 Policy
The designs of postage stamps, stamped envelopes,
stamped stationery, stamped cards, aerogrammes, souvenir cards, and other philatelic items are copyrighted by the
U.S. Postal Service in accordance with Title 17 of the
United States Code.
282 Permission for Use
No written permission is required to reproduce the copyrighted stamp images in hard copy printed matter for the
following purposes:
a. In editorial matter in newspapers, magazines, and
journals for news reporting purposes.
b. In advertising matter, circulars, or price lists for the
sale of the postage stamps or philatelic items
illustrated.
c. In advertising matter, circulars, or price lists for the
sale of philatelic magazines, journals, books, philatelic catalogs, philatelic albums containing illustrations
of philatelic designs of the stamp images for sale of
the postage stamps or philatelic items illustrated.
d. For incidental, background, nonfeatured use in motion picture films. No print or other reproduction from
such films, slides, or tapes may be made except for
the uses permitted above.
e. Noncommercial, educational uses limited to classroom instruction.
Note: For uses covered above, users must cite the source
of the stamp image, the United States Postal Service, and
include language such as: "© United States Postal
Service." All permitted uses covered above must consist of
the unaltered, original stamp image as issued by the U.S.
Postal Service. Any modification or alteration to the stamp
image constitutes an unauthorized use.
For uses not covered above, a license from the Postal
Service is required. Further digital or electronic reproduction of stamp images for posting on the Internet or in any
other electronic forum is not allowed without a license from
the U.S. Postal Service.
283 Reproduction of Designs
Illustrations permitted by 282 may be in color or in black
and white and may depict items as uncanceled or canceled. When depicting uncanceled items in color, illustrations must be less than 75 percent or more than 150
percent (in linear dimension) of the size of the design of the
philatelic items as issued. Color illustrations of canceled
items and black and white illustrations of uncanceled or
canceled philatelic items may be any size.
284 Requests for Licenses
The U.S. Postal Service may grant licenses for the use of
illustrations of its copyright designs outside the scope of the
above permission. Requests for such licenses should be
addressed to:
LICENSING
US POSTAL SERVICE
475 LENFANT PLAZA SW RM 10-523
WASHINGTON DC 20260-3100
* * * * *
- Stamp Services,
Government Relations, 5-26-05
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