FIELD INFORMATION KIT

Shipment Confirmation Acceptance Notice (SCAN)

On November 10, 2006, the Postal Service™ plans to launch a new PC Postage® feature called "Shipment Confirmation Acceptance Notice" (SCAN). Mailers will use this feature to obtain an "Acceptance" event for packages shipped using PC Postage applications. When a customer goes online to ship packages, a PS Form 5630, Shipment Confirmation Acceptance Notice, is created at the end of the transaction. This form has one barcode associated with all of the packages in the shipment. The customer can give the packages to a letter carrier or bring the packages to the retail window or the back dock. When the Postal Service employee scans the barcode on PS Form 5630, every package in the shipment receives an "Acceptance" event from the Post Office™.

PS Form 5630 is designed to better meet customer needs around tracking and visibility. Our customers who ship online tell us they want better visibility on their package shipments. This program enables us to be more competitive in the marketplace because direct-to-consumer shippers need a way to show their customers that items have been shipped. It is important to note that items with online postage labels will show only the "Accepted" event scan by using PS Form 5630. This feature will help improve our strategy of being Quick, Easy, Convenient™ for our customers. With this feature, our customers will have a complete online solution for shipping expedited packages - online labels with postage, free packaging, free Delivery Confirmation™ service, free Carrier Pickup™ service, and, with SCAN, the ability to validate shipment acceptance.

SCAN will save time and money for both the customer and the Postal Service. It's just another way we are transforming our products and services to better meet the needs of our customers.

• More companies are selling direct to consumers through catalogs, direct mail, and the Internet. In 2006, online retail sales again outpaced growth for traditional retail. The majority of new jobs created in this country are from small businesses, and these companies rely on the Postal Service for shipping. The Postal Service is a favored choice for many shippers who value the quality and convenience we provide at the "first mile" and "last mile."

• Our research shows that our customers want greater visibility for their packages. SCAN will provide the end-to-end visibility that meets our customers' business needs.

• For more information on Delivery Confirmation service, just go to www.usps.com; click on All Products and Services and then on Delivery Confirmation.

This information kit is designed to inform Postal Service employees about the new procedures used with SCAN. The kit contains the following materials:

• Standard Operating Procedures - Acceptance and Scanning of PS Form 5630 for SCAN by Delivery Acceptance, Retail Acceptance, and Back Dock Acceptance.

• Postal Service FAQs About SCAN.

• Customer FAQs About SCAN.

• Standup Talk for Delivery Employees - SCAN for PC Postage Packages.

• Standup Talk for Retail Employees - SCAN for PC Postage Packages.

Standard Operating Procedures - Acceptance and Scanning of PS Form 5630 for SCAN by Delivery Acceptance, Retail Acceptance, and Back Dock Acceptance

General Information

On November 10, 2006, the Postal Service plans to launch a new PC Postage feature called "Shipment Confirmation Acceptance Notice" (SCAN). Customers using the Postal Service's Click-N-Ship® Web site or other USPS- authorized PC Postage/label printing solutions will have the ability to print a shipping notice - PS Form 5630 - that represents a group of online prepaid packages. This shipping notice contains a barcode that is linked to all packages with any type of delivery barcode prepared for that day's outgoing mail. Items that can be linked to the shipping notice barcode include Delivery Confirmation, Signature Confirmation™, Express Mail®, mail with extra services, and international mail.

PS Form 5630 will contain a barcode similar to the barcode shown in Exhibit 1. It will contain a "50" service type code.

Exhibit 1

The customer can give the packages to a letter carrier (either giving them to the carrier at the time of delivery or leaving them for the carrier at the time of a scheduled pickup) or can bring the packages to the retail window or the back dock. Regardless of how the customer submits the mail, Postal Service employees will accept the mailing and scan the barcoded PS Form 5630.

The following procedures discuss the various induction methods that a customer can use and the tasks of the Postal Service employees.

Delivery Acceptance

1. If the customer is personally presenting the packages, greet the customer.

2. When the customer presents PS Form 5630 (see Exhibit 1) and packages for acceptance, review the shipping labels to ensure that postage has been paid online. If postage has not been paid online with Click- N-Ship service or other PC Postage method, inform the customer that you can accept only prepaid items.

3. Accept articles using existing Click-N-Ship/PC Postage procedures.

4. Scan the barcode on PS Form 5630 (see Exhibit 1) by using the "Scan Enter Label ID" screen on the mobile data collection device (MDCD handheld scanner).

Note: Existing procedures for expedited items remain in effect along with SCAN procedures.

5. When the "Shipment Complete" screen appears on the MDCD handheld scanner, select "1: YES" (as shown in Exhibit 2).

Exhibit 2

6. If the customer is present, thank the customer and return PS Form 5630 to the customer; if the customer is not present, place PS Form 5630 in the customer's mailbox.

7. Collect and dispatch the mail appropriately. All current collection and acceptance standard operating procedures (SOPs) still apply.

8. If the volume noted on PS Form 5630 is significantly different from the actual volume collected, notify your supervisor upon your return to the office. There is no requirement that the volume in each shipment be verified.

Retail Acceptance and Back Dock Acceptance

1. Greet the customer.

2. When the customer presents PS Form 5630 (see Exhibit 1) and packages for acceptance, review the shipping labels to ensure that postage has been paid online. If postage has not been paid online with Click- N-Ship service or other PC Postage method, inform the customer that you can accept only prepaid items.

3. Accept articles using existing Click-N-Ship/PC Postage procedures.

4. Scan the barcode on PS Form 5630 by using the "Scan Enter Label ID" screen on the mobile data collection device (MDCD handheld scanner).

Note: Use only the MDCD handheld scanner to scan the barcode on PS Form 5630 - POS ONE scanners are not yet programmed to accept this barcode.

Note: Existing procedures for expedited items remain in effect along with SCAN procedures.

5. When the "Shipment Complete" screen appears on the MDCD handheld scanner, select "1: YES" (as shown in Exhibit 2).

6. Thank the customer and return PS Form 5630 to the customer.

7. Collect and dispatch the articles appropriately. All current collection and acceptance SOPs still apply.

8. If the volume noted on PS Form 5630 is significantly different from the actual volume collected, notify your supervisor. There is no requirement that the volume in each shipment be verified.

Postal Service FAQs About SCAN

1. Why are we providing this new service?

Customers using online label printing and shipping solutions have told us that it is extremely important to have an initial scan or online indication of the pickup or induction of their items. The Postal Service also feels that greater levels of acceptance scanning increases the value of our products as well the ability to analyze service trends.

2. Are letter carriers required to do this on the street?

Yes, carriers will use their MDCD handheld scanners to scan PS Form 5630 at the time of pickup. Retail associates at the retail window or at the back dock will also perform these scans when mailings are presented to them, also using their MDCD handheld scanners.

3. What do I need to do when presented with these mailings?

Recognize PS Form 5630, Shipment Confirmation Acceptance Notice - also called the SCAN form. With the MDCD handheld scanner, scan the barcode on PS Form 5630 as "Accepted" and return the form to the customer. Dispatch all collected mail according to your local SOPs. Letter carriers and retail associates will be provided with standup talks and SOPs for guidance in this process.

4. How do customers get PS Form 5630?

The only way to receive PS Form 5630 is online through a PC Postage application such as Click-N-Ship, eBay, or one of the vendor's applications. This is an approved Postal Service form, but it cannot be ordered.

5. Will all of the forms used by customers look the same?

Yes. PS Form 5630 will be used by all customers that choose to use this service.

6. What do I do if the volume noted on PS Form 5630 is significantly different from the actual volume collected?

Scan PS Form 5630 and accept the mail. The counting of packages with each shipment is not required. If the volume on the preprinted form is significantly different than what is accepted, please notify your supervisor.

7. What services will be linked to PS Form 5630?

The form will support online barcodes created for such mail classes and services as Delivery Confirmation, Signature Confirmation, Express Mail, Priority Mail®, First-Class Mail®, Parcel Post®, insured mail, bound printed matter, library mail, Media Mail®, Global Express Guaranteed®, Global Express Mail®, Global Airmail® parcel post, Global Economy® parcel post, Global Airmail letter-post, and Global Economy letter-post.

8. What happens if the barcode doesn't scan?

If the barcode will not scan, key the barcode number into the MDCD handheld scanner.

9. What happens if the customer has more than one PS Form 5630 per day?

Each PS Form 5630 must be scanned. If this situation continues, please notify your supervisor.

10. Does SCAN count toward Del Con scores?

Although PC Postage items are not included in any Pay for Performance measurements, they are measured and require the same levels of scan and service performance as all products.

11. How will rural carriers be compensated?

For items accepted by rural letter carriers via the Carrier Pickup program, rural carriers will be compensated in accordance with the Memorandum of Understanding between the U.S. Postal Service® and the National Rural Letter Carriers' Association (NRLCA) dated 04/08/04.

For items not accepted via the Carrier Pickup program, rural carriers will receive credit during mail count for scanning PS Form 5630 at the rate of 18 seconds per PS Form 5630 scanned. All mailpieces accepted or collected will be credited in accordance with Handbook PO-603, Rural Carrier Duties and Responsibilities, section 535.12n-p.

12. How similar is PS Form 5630 to PS Form 8125?

PS Form 8125, Plant-Verified Drop Shipment (PVDS) Verification and Clearance, is a drop shipment verification form that the customer must fill out for clearance and verification of drop shipments. When there is a discrepancy with the mail submitted with PS Form 8125, the Postal Service does not accept the mail until the problem is resolved. PS Form 5630 is automatically printed complete when a customer finishes the shipping order. The customer needs only to submit the form with the items. It's a much easier process with PS Form 5630.

13. Does a copy of PS Form 5630 go back to the office?

No. Employees return PS Form 5630 to the customer or place it in the customer's mailbox after completing the scan.

Customer FAQs About SCAN

1. How do I get the form?

When you go online to ship packages via a PC Postage application such as Click-N-Ship or eBay, you will have the option of associating your labels with PS Form 5630, Shipment Confirmation Acceptance Notice - also called the SCAN form. At the end of the process, you will be able to close out your form and print it.

2. What scan events would I be able to see on usps.com?

You will be able to view the "Acceptance" event by entering the label barcode number on usps.com or your PC Postage vendor's site. (Do not use the barcode number on PS Form 5630.) All other tracking events will be product-specific.

3. Is there a limit on how many packages can be linked to PS Form 5630?

No.

4. Do I need PS Form 5630 if I have only one package that I want scanned at acceptance?

Yes.

5. Will PS Form 5630 list the number of packages by product type and number?

PS Form 5630 will categorize mail into four groups consistent with the Carrier Pickup product breakdowns: "Priority Mail," "Express Mail," "International Mail," and "Other."

6. How does SCAN work with Click-N-Ship?

Click-N-Ship and other PC Postage applications provide the ability to generate the SCAN form as part of their service offering. It will not be required but will be available for customers who desire indication of package pickup and acceptance by the Postal Service.

7. Do I have to wait in line to have PS Form 5630 scanned at retail?

You will be able to tender mail to your carrier, drop it at the back dock, or bring it to retail or other acceptance point. If you bring it to retail, you must wait for next available retail associate unless instructed otherwise by the local office.

8. Will one SCAN form - i.e., one barcode number - work as a scan for all my packages?

Yes. All packages properly linked to PS Form 5630 barcode will receive the acceptance event once the barcode has been scanned.

9. Do I need to notify the carrier ahead of time (via Carrier Pickup service) that I will be manifesting for several packages?

If you would like your items picked up by the Postal Service, we encourage you to use Postal Service pickup services. However, Carrier Pickup or Pickup on Demand services are not required.

10. Once I close out a shipping order and print my SCAN form, can I go back and add items to it?

No. You may begin a new process for shipping packages and create a new SCAN form that will include the added items. However, please make every effort to provide only one PS Form 5630 per day.

11. Do items need to be shipped on the same date as the SCAN form date?

Yes, PS Form 5630 for a particular ship date must be closed out and printed in time to be inducted into that day's mailstream. If PS Form 5630 isn't printed by midnight on that day, it will automatically close and no longer be available for printing.

12. Why does the Postal Service allow the SCAN form to be printed until midnight before closing it? Isn't that too late?

In most cases, yes; however, some facilities - such as at airports - are open 24/7.

13. What similarities, if any, are required for packages associated with a particular SCAN form?

All labels for the same PS Form 5630 must have the same shipping-from ZIP Code™ and shipping date.

Standup Talk for Delivery Employees - SCAN for PC Postage Packages

[Please read this stand-up talk to all delivery employees and then post copies on employee bulletin boards.]

On November 10, 2006, the Postal Service™ plans to launch a new PC Postage feature called "Shipment Confirmation Acceptance Notice" (SCAN). Customers using the Postal Service's Click-N-Ship® Web site or other USPS- authorized PC Postage/label printing solutions will have the ability to print a shipping notice - PS Form 5630 - that represents a group of online prepaid packages. This shipping notice contains a barcode that is linked to all packages with any type of delivery barcode prepared for that day's outgoing mail. Items that can be linked to the shipping notice barcode include Delivery Confirmation™, Signature Confirmation™, Express Mail®, mail with extra services, and international mail.

The customer can give the packages to a letter carrier (either giving them to the carrier at the time of delivery or leaving them for the carrier at the time of a scheduled pickup) or can bring the packages to the retail window or the back dock. Regardless of how the customer submits the mail, Postal Service employees will accept the mailing and scan the barcoded PS Form 5630.

What do you need to do?

• Recognize PS Form 5630, Shipment Confirmation Acceptance Notice - also called the SCAN form.

• Use the MDCD handheld scanner to scan the barcode on PS Form 5630 as "Accepted."

• Give PS Form 5630 back to the customer or place it in the customer's mailbox after completing the scan.

• Collect and dispatch mail in accordance with your local collection SOP.

• If an item requires any expedited scanning and handling (such as an Express Mail item), also do this according to local SOP.

What to avoid?

• Multiple forms: The customer should have only one PS Form 5630 per day. If more than one form is presented, scan all forms and dispatch all items accordingly. Please notify your supervisor, who should inform the customer that only one form is required each day.

Remember:

• Scanning PS Form 5630 is the only way to ensure that all items tendered by the customer will receive the "Acceptance" event from the Post Office™. This SCAN feature is designed to better meet customer needs around tracking and visibility.

• The Postal Service employee accepting the shipment must scan the barcode at the time the mail is collected. There is no need to bring PS Form 5630 back to the Post Office.

• PS Form 5630 can be used for single or multiple package shipments, as well as domestic and international.

• Customers may give these items to their letter carriers or take them to the Post Office.

For further information about this new service, please refer to the SOP beginning on page 1 and the FAQs beginning on page 3.

Standup Talk for Retail Employees - SCAN for PC Postage Packages

[Please read this stand-up talk to all retail employees and then post copies on employee bulletin boards.]

On November 10, 2006, the Postal Service™ is launching a new service for Click-N-Ship®, eBay, and other PC Postage® customers - it's called "Shipment Confirmation Acceptance Notice" (SCAN). Mailers will use this feature to obtain an "Acceptance" event for packages shipped using PC Postage applications. When a customer goes online to ship packages, a PS Form 5630 is created at the end of the transaction. This form has one barcode associated with all of the packages in the shipment. The customer can give the packages to a letter carrier or bring the packages to the retail window or the back dock. When the Postal Service employee scans the barcode on PS Form 5630, every package in the shipment receives an "Acceptance" event from the Post Office™.

Note: Barcodes on guaranteed packages still need to be scanned to start the clock.

What do you need to do?

• Recognize PS Form 5630, Shipment Confirmation Acceptance Notice - also called the SCAN form.

• Use the MDCD handheld scanner to scan the barcode on the PS Form 5630 as "Accepted."

• Give PS Form 5630 back to the customer.

• Collect and dispatch all items in accordance with your local collection SOP.

• If an item requires any expedited scanning and handling (such as an Express Mail® item), also do this according to local SOP.

Remember:

• The SCAN form can be used for single or multiple package shipments, as well as domestic and international.

• The counting of packages with each shipment is not required. If the volume on the preprinted form is significantly different than what is accepted, notify your supervisor.

• After scanning the PS Form 5630, your MDCD handheld scanner will display the "Shipment Complete" screen - select "1: YES," and dispatch all the items as appropriate.

This is just another way we are transforming our products and services to better meet the needs of our customers

For further information about this new service, please refer to the SOP beginning on page 1 and the FAQs beginning on page 3.

— Package Services,
Product Development, 10-26-06