Historically, nonprofit organizations seeking Nonprofit Standard Mail privileges have been required to apply at their local Post Office™ using PS Form 3624, Application to Mail at Nonprofit Standard Mail® Rates. Upon approval, the organization was given a nonprofit authorization number. If that organization wished to mail at additional Post Office locations, it was required to file a separate PS Form 3623, Application for Nonprofit Standard Mail Rates at Additional Mailing Office, at each Post Office and obtain a separate additional office authorization number. If the organization wished to make changes to the information associated with its authorization record, PS Form 6015, Nonprofit Database Change Request, was used to make such changes.
Beginning August 24, 2008, the Postal Service™ is streamlining these processes to enable nonprofit organizations to apply for, update, and use Nonprofit Standard Mail through PostalOne!®
To gain access to these electronic forms, an interested nonprofit organization that does not already have PostalOne! access must first register for it by contacting its local postmaster or business mail entry unit and completing the PostalOne! Online Access Application. Customers can expedite this process by going online at http://www.usps.com/forms/allforms.htm to download and complete PS Form 1357-C, Customer Request for Web Access. With PostalOne!, an organization can prepare and submit postage statements online, pay for mailings, view its account history, track deposits, and view account balances.
To obtain an initial nonprofit authorization, a responsible official of the organization may complete PS Form 3624 online via PostalOne! The applicant follows the simple prompts under the “Submit-a-Form” menu and selects PS Form 3624. The applicant is prompted to provide general information about the organization and also is asked to provide supporting documentation demonstrating its nonprofit status. If that documentation is available in an electronic form, it may be uploaded and attached to the application. Those documents will be instantly transmitted to USPS® — there is no need to bring in or mail the documents. If the documents cannot be uploaded, the applicant will be prompted to submit by mail the supporting documentation to the local Post Office. The system has help buttons and links to resources to guide the applicant through the application process.
Once the system accepts the application, USPS processes it. If all the documentation is electronic, it is reviewed for completeness at the local Post Office and then is forwarded electronically to the Pricing and Classification Service Center (PCSC) for consideration. Hard copy documentation submitted to the local Post Office is reviewed for completeness and then mailed in to the PCSC.
When all the required documentation has been submitted and is accurate, the PCSC will typically issue a decision within 5 to 10 business days. If additional information is needed, the PCSC requests that information directly from the applicant. If the application is approved, the organization is issued a nonprofit authorization number.
Formerly referred to as a “primary” authorization number, starting August 24, 2008, this number is now considered a “nationwide” authorization number. An authorized nonprofit organization need only use this single nationwide Nonprofit Standard Mail authorization number to mail at Nonprofit Standard Mail prices. It will no longer need to apply for an additional office authorization number or numbers to mail at Post Office locations that have access to the PostalOne! system.
Each organization that is currently authorized to mail at multiple Post Office locations will receive a letter from the Post Office where its previous primary authorization or additional office authorization is held advising it of its nationwide authorization number, even if the Post Office of mailing does not have access to the PostalOne! system. An organization authorized Nonprofit Standard Mail privileges at only one Post Office location may contact that Post Office if it has questions about its nationwide authorization number.
When an organization wishes to mail at a Post Office other than the one where it received its original nationwide authorization, the applicant chooses the PS Form 3623 option (PS Form 3623 has been revised and renamed) from the “Submit-a-Form” menu on PostalOne! The applicant will be prompted to identify the Post Office at which it wishes to mail. If that Post Office has PostalOne! access, no additional action is needed. The mailer shall include the national nonprofit authorization number on the postage statement that it submits with its mailing. There is a box on the postage statement specifically for this authorization number.
If the Post Office does not have PostalOne! access, the applicant will be prompted to print a PS Form 3623, which it may file with the postmaster prior to, or at the time of, mailing. When authorization to mail at Nonprofit Standard Mail prices is confirmed by the PCSC, a copy of the confirmation notice will be mailed to the postmaster and the authorized nonprofit organization.
The new optional online system provides increased flexibility when making changes to organization contact information. PS Form 6015 can be accessed through the “Submit-a-Form” menu. Changes to general information such as mailing address or phone number will take place immediately. Changes to the organization’s authorized name require additional supporting documentation that must be submitted to the PCSC.
In summary, the new system provides increased benefits to nonprofit organizations including, but not limited to:
Nonprofit organizations may continue to apply for Nonprofit Standard Mail authorization using printed forms; however, the electronic method is preferred and is more efficient. Printed forms can be found at: http://www.usps.com/forms/allforms.htm.
For general information on Nonprofit Standard Mail, go to Postal Explorer® at http://pe.usps.com and view Quick Service Guide 703, Standard Mail Nonprofit Eligibility:
In the September 11, 2008, DMM update and Postal Bulletin, we will publish Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) revisions and an additional notice on this topic.
— Mailing Standards,
Pricing and Classification, 8-14-08
