DMM Revision: Changes in Application Procedures for Nonprofit Standard Mail Prices

As announced in “Advance Notice Optional Process for Nonprofit Standard Mail Authorization” in Postal Bulletin 22239 (8-14-08, pages 75–76), the Postal Service™ is revising the Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM^®) 703 to reflect changes now in effect in the application and authorization processes for Nonprofit Standard Mail^® prices. Previ­ously, approved Nonprofit Standard Mail mailers were required to submit a PS Form 3624, Application to Mail at Nonprofit Standard Mail Rates, at each Post Office™ where mailings at Nonprofit Standard Mail prices were to be made, or to file a PS Form 3623, Application for Non­profit Standard Mail Rates at Additional Mailing Office, at each additional location where an authorized nonprofit organization wishes to enter mail at the nonprofit prices.

A single authorization is now required to mail at the Non­profit Standard Mail prices throughout the United States. Once an organization is approved to mail at the Nonprofit Standard Mail prices, it may make mailings at those prices at any PostalOne!^® entry location. Mailers will continue to be responsible for the payment of applicable permit imprint or annual mailing fees at all entry locations.

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.

Nonprofit organizations will no longer be required to file requests to mail at nonprofit prices at additional office loca­tions through the use of PS Form 3623. However, autho­rized organizations will be required to submit revised and renamed PS Form 3623, Request for Confirmation of Authorization (or Pending Authorization) to Mail at Nonprofit Standard Mail Prices, to the postmaster at any entry Post Office that is not supported by PostalOne! before their mail­ings will be accepted at Nonprofit Standard Mail prices.

With this revision, applicants will also have the option to submit PS Form 3624, with supporting documentation, PS Form 3623, and PS Form 6015, Nonprofit Database Change Request, electronically through the PostalOne! system.

Organizations without PostalOne! accounts may obtain access through their local Post Office or business mail entry office. To apply for a PostalOne! account, the organi­zation can complete and submit the PostalOne! application for a sign-on ID and password at no charge. Upon receipt of the required documentation, the application coordinator for the district will send the applicant an e-mail message that will include a user ID and password, enabling the orga­nization to log into PostalOne! at the following address: www.uspspostalone.com/postal1.

Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)

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700 Special Standards 703 Nonprofit Standard Mail and Other Unique Eligibility 1.0 Nonprofit Standard Mail 1.1 Basic Standards

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[Revise title and text of 1.1.2 to reflect changes in nonprofit application processes, as follows:]

1.1.2 Authorization

Specific authorization is required to mail at Nonprofit Stan­dard Mail prices and may be used at any Post Office with PostalOne! access. Mailers are required to confirm autho­rization at non-PostalOne! Post Office locations before mailings will be accepted at Nonprofit Standard Mail prices.

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[Revise heading of 1.7, as follows:]

1.7 Authorization — Application 1.7.1 Filing

[Revise 1.7.1 to reflect changes in nonprofit application processes, as follows:]

An application on PS Form 3624, Application to Mail at Nonprofit Standard Mail Rates, must be filed by an organi­zation prior to being authorized to mail at Nonprofit Stan­dard Mail prices. The applicant must indicate on PS Form 3624 the qualifying category of organization under which it seeks authorization.

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[Renumber 1.7.3 and 1.7.4 to new numbers 1.7.4 and 1.7.5 and add new 1.7.3, as follows:]

1.7.3 Permits and Authorizations

Authorization to mail at Nonprofit Standard Mail prices does not relieve the mailer’s obligation to obtain mailing permits and pay the required fees for mailing at presorted prices.

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[Add new 1.7.6 to reflect changes in the nonprofit applica­tion processes, as follows:]

1.7.6 Nonprofit Standard Mail Authorization Number

Once an organization is authorized, it may mail at Nonprofit Standard Mail prices at any Post Office location that accepts presorted mailings within the United States. The Postal Service will issue a national Nonprofit Standard Mail authorization number to each organization authorized to mail at the Nonprofit Standard Mail prices. Authorized organizations must display this number in the appropriate space on each postage statement that accompanies a mailing at Nonprofit Standard Mail Prices.

[Revise title of 1.8 to reflect changes in the nonprofit appli­cation processes, as follows:]

1.8 Confirmation of Authorization to Mail at Nonprofit Standard Mail Prices

[Revise 1.8.1 to reflect changes in the nonprofit application processes, as follows:]

1.8.1 Confirmation of Authorization Application Procedure

An authorized organization, or organization pending autho­rization, wishing to mail at a non-PostalOne! Post Office location must file PS Form 3623 with the postmaster prior to mailings being made at Nonprofit Standard Mail prices.

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[Delete section 1.8.3 and 1.8.6, renumber the current 1.8.4 and 1.8.5 as the new 1.8.3 and 1.8.4, and revise 1.8.4, as follows:]

1.8.4 Permits and Authorizations

Confirmation of authorization to mail at Nonprofit Standard Mail prices does not relieve the mailer’s obligation to obtain mailing permits and pay the required fees for mailing at pre­sorted prices.

1.9 Mailing While Application Pending 1.9.1 Approval

[Revise 1.9.1 to reflect changes in the nonprofit application processes, as follows:]

An organization may not mail at Nonprofit Standard Mail prices at a Post Office before PS Form 3624 or PS Form 3623, if required, is approved.

[Revise 1.9.2 to reflect changes in the nonprofit application process, as follows:]

1.9.2 Postage Record

While an application, or confirmation of authorization, is pending, postage must be paid at applicable First-Class Mail or Priority Mail prices, or at applicable Standard Mail prices. The USPS records the difference between postage paid at regular Standard Mail prices and the postage that would have been paid at Nonprofit Standard Mail prices. No record is kept if postage is paid at First-Class Mail or Priority Mail prices.

1.9.3 Refund

[Revise 1.9.3 to reflect changes in the nonprofit application processes, as follows:]

If an authorization, or confirmation of authorization, to mail at Nonprofit Standard Mail prices is issued, the mailer may be refunded the postage paid at the Post Office where pending mailings were made for any amount that exceeds the Nonprofit Standard Mail prices since the effective date of the authorization or confirmation. No refund is made:

a. If the application on PS Form 3624 is denied and no appeal is filed.

b. If postage was paid at First-Class Mail or Priority Mail prices.

c. For the period before the effective date of the authorization.

d. If confirmation of authorization using PS Form 3623 is denied.

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1.10 Ruling on Application 1.10.1 Additional Information

[Revise 1.10.1, as follows:]

The PCSC manager may request additional information or evidence to support or clarify the application or request for confirmation of authorization. Failure to provide such infor­mation is sufficient grounds to deny an application or request for confirmation of authorization.

1.10.2 Rulings

[Revise 1.10.2 to delete the word “applications”, as follows:]

The PCSC manager rules on PS Form 3624 and PS Form 3623 and notifies the applicant directly.

1.10.3 Appealing a Denial

[Revise 1.10.3 to reflect changes to the appeal procedures consistent with the new nonprofit application process, as follows:]

If the application on PS Form 3624 or PS Form 3623 is denied, the applicant may submit a written appeal within 15 days of the applicant’s receipt of the decision to the post­master of the facility where the application was filed. After reviewing the file, if the PCSC manager still believes that the organization does not qualify to be authorized at Non­profit Standard Mail prices, or if the request for confirma­tion of authorization is not able to be confirmed, the applicable appeal is forwarded to the manager of Mailing Standards (see 608.8.0 for address) who issues the final agency decision.

1.11 Revocation

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1.11.4 Revocation for Nonuse

[Revise 1.11.4 to reflect changes in the nonprofit applica­tion processes, as follows:]

The PCSC revokes an authorization to mail at Nonprofit Standard Mail prices if no Nonprofit Standard Mail price mailings are made by the authorized organization during a 2-year period. The PCSC notifies the organization of the revocation for nonuse.

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We will incorporate these revisions into the next printed version of the DMM and into the September update of the online DMM available via Postal Explorer^® at http://pe.usps.com.

— Mailing Standards,
Pricing, 9-11-08