Effective July 5, 2011, the Postal Service™ will revise Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 705 and 707 to reflect a new authorization process for mailers wishing to mail under a special postage payment system, and to remove reference to fixed 2-year authorization periods.
In the past, a mailer requesting an authorization to mail under a special postage payment system was required to enter into a service agreement that was signed by the mailer and various representatives of the Postal Service. With this revision, mailers will be approved for use of a special postage payment system by means of an authorization letter instead of an approved service agreement. Express Mail Manifesting authorizations will continue to be approved through the current service agreement process. Current authorizations to use a special postage payment system are not affected by this change.
To eliminate repetitive authorization paperwork, the Postal Service removes reference to a mandatory 2-year renewal for several special postage payment systems and other authorizations. With this revision, these systems and authorizations will no longer have a predetermined expiration date, and continuation will be based on the customer’s ability to effectively maintain the terms of the authorization. The Postal Service also updates the position title of the USPS® official responsible for review of appeals under special postage payment systems and authorizations.
These new standards will be effective in the July 5, 2011, DMM online update, but the Postal Service will authorize requests for participation in special payment systems in accordance with the revised standards immediately.
Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)
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700 Special Standards
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705 Advanced Preparation and Special Postage Payment Systems
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2.0 Manifest Mailing System
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2.2 Basic Standards
2.2.1 Authorization Document
[Revise the introductory paragraph of 2.2.1 as follows:]
An MMS is established through a letter of authorization as follows:
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[Revise 2.2.1b as follows:]
b. An MMS approved by Business Mailer Support, as defined in 2.4.6b, is authorized with a letter signed by the mailer and the Business Mailer Support manager. The authorization letter contains provisions regarding mailer and USPS responsibilities, including document retention and quality control.
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2.4 Authorization
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2.4.4 Authorization Period
The authorization period for an MMS is as follows:
[Revise 2.4.4a as follows:]
a. An MMS, not approved to use the Minimum Volume Reduction Provision (MVRP) defined in Publication 401, and approved by the district as defined in 2.4.5a, remains in effect until such time as the district manager or the mailer cancels the authorization or agreement. If Postal Service periodic reviews or mailer-supplied information demonstrates a need for modification, the agreement or authorization will be modified with concurrence by the district manager and the mailer.
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[Revise 2.4.4c as follows:]
c. An MMS approved by Business Mailer Support as defined in 2.4.5b, remains in effect until such time as the Business Mailer Support manager or the mailer cancels the agreement or authorization. If Postal Service periodic reviews or mailer-supplied information demonstrates a need for modification, the agreement or authorization will be modified with concurrence by the Business Mailer Support manager and the mailer.
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2.4.6 Denial
If an MMS application is denied, the mailer may appeal the decision as follows:
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[Revise the second sentence of 2.4.6b as follows:]
b. ***This appeal is sent to the vice president, Mail Entry and Payment Technology, USPS Headquarters, who issues the final agency decision.
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2.5 Revocation
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2.5.4 Appeal of Revocation
The mailer may appeal following receipt of the notice of revocation and may continue to mail under the MMS during the appeal process. Appeals are handled as follows:
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[Revise 2.5.4b as follows:]
b. For MMS authorizations given final approval by the Business Mailer Support manager, the mailer has 15 days from the date of receipt of the notice to file a written appeal with the vice president, Mail Entry and Payment Technology, USPS Headquarters. The appeal must include the reason why the MMS authorization should not be revoked. The vice president, Mail Entry and Payment Technology, USPS Headquarters, issues the final agency decision. The final revocation takes effect 15 days after receipt by the mailer.
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2.8 Applications, Agreement Renewals, Modifications, Suspensions, and Cancellations
[Revise title and text of 2.8.5 as follows:]
2.8.5 Authorization Period
EMM agreements remain in effect until such time as the district manager or the mailer cancels the agreement. If Postal Service periodic reviews or mailer-supplied information demonstrates a need for modification, the agreement will be modified with concurrence by the district manager and the mailer.
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2.9 Electronic Verification System
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2.9.5 General Requirements
General requirements for participation are as follows:
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[Revise 2.9.5l as follows:]
l. Mailing Authorization. The mailer must have an eVS manifest mailing authorization or agreement with the Postal Service.
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2.9.9 Authorization
Mailers must be authorized to participate in eVS according to the following procedures:
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[Revise 2.9.9c as follows:]
c. After receiving final authorization, the USPS representative will provide a signed authorization letter. The authorization letter contains provisions regarding mailer and USPS responsibilities, including electronic documentation, document retention, quality control, and the duration of the authorization.
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2.9.11 Revocation
The Business Mailer Support manager may revoke authorization for eVS participation for any of the following reasons:
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[Revise 2.9.11c and 11d as follows:]
c. A mailer does not produce mailings meeting eVS criteria established by this standard or in the mailer’s eVS manifest mailing authorization.
d. A mailer does not present mailings using eVS for more than 2 years (except as noted in the authorization or service agreement).
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3.0 Optional Procedure Mailing System
3.1 Basic Information
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[Revise title and text of 3.1.4 as follows:]
3.1.4 Authorization Letter
An authorization letter (or previously approved service agreement) must be presented to the mailer, and copies provided to the postmaster and district manager, before the date of the first Optional Procedure mailing. Before an authorization is provided, the mailer must submit an Optional Procedure Mailing System application, and that application must be approved under the procedures in 3.2. The authorization must set forth, among other things, the mailing information described in 3.2.3 and 3.2.5.
3.2 Authorization
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3.2.3 Approval
[Revise 3.2.3 as follows:]
When the application is approved, an authorization letter (or previously approved service agreement) is provided to the mailer. The letter (or agreement) specifies the types of mailings that may be mailed under the Optional Procedure Mailing System (e.g., the classes of mail, processing categories, permit numbers to be used, and whether the mailer is authorized to mail identical-weight and/or nonidentical-weight pieces).
3.2.4 Authorization Period
[Revise 3.2.4 as follows:]
Authorization remains in effect until such time as the Business Mailer Support manager or the mailer cancels the authorization or agreement. If Postal Service periodic reviews or mailer-supplied information demonstrates a need for modification, then the authorization or agreement will be modified with concurrence by the Business Mailer Support manager and the mailer.
3.2.5 Denial
[Revise the last sentence of 3.2.5 as follows:]
***If the manager determines that the application should be denied, the file is forwarded to the vice president, Mail Entry and Payment Technology, USPS Headquarters, who will issue the final agency decision to the mailer.
3.2.6 Changes
[Revise the first sentence of 3.2.6 as follows:]
If a mailer proposes to change the method of presenting or documenting mailings from the method specified in the authorization or agreement, or the mailer is no longer able to comply with applicable standards or terms of the authorization or agreement, the mailer must immediately notify the Business Mailer Support manager, through the postmaster of the administering Post Office.***
[Revise the title of 3.2.7 as follows:]
3.2.7 Additions or Modifications
[Revise the first and last sentences of 3.2.7 as follows:]
If the mailer requests additional options or modifications to an Optional Procedure authorization or service agreement, the mailer must submit a written request to the Business Mailer Support manager stating the requested change or modification and full documentation supporting each change or modification. ***Changes cannot be made until the Business Mailer Support manager has notified the mailer in writing that the changes or modifications have been approved and an addendum is added to the Optional Procedure authorization or service agreement.
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3.2.10 USPS Cancellation
The USPS may cancel an Optional Procedure Mailing System authorization if:
[Revise 3.2.10a and b as follows:]
a. The mailer provides misleading or incorrect data to avoid paying postage, makes no mailings under the Optional Procedure authorization or service agreement during any consecutive 12-month period, or fails to comply with the terms of the authorization or service agreement or the standards applicable to the Optional Procedure Mailing System.
b. A periodic review or audit reveals that the Optional Procedure Mailing System authorization or service agreement should be discontinued or the mailer is not complying with the terms of the authorization or service agreement.
3.2.11 Cancellation Notice and Appeal
[Revise the last sentence of 3.2.11 as follows:]
***If the Business Mailer Support manager does not uphold the appeal, the appeal letter, additional information, and the complete record underlying the decision to cancel the authorization are forwarded to the vice president, Mail Entry and Payment Technology, USPS Headquarters, who issues the final agency decision to the mailer.
3.3 Records
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3.3.3 Contents
[Revise 3.3.3 as follows:]
Each mailing record must contain a sample of the mailpiece, the corresponding postage statement, and source documents required for the audit trail as specified in the mailer’s Optional Procedure authorization or service agreement.
4.0 Alternate Mailing System
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4.2 Authorization
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4.2.2 Conditions
The conditions of authorization are:
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[Revise 4.2.2b and c as follows:]
b. Authorization to use AMS must include a signed AMS authorization letter (or previously approved service agreement).
c. An AMS authorization or agreement must specify the terms and conditions of the AMS.
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[Revise 4.2.2e as follows:]
e. There must be no additional cost to the USPS for an AMS beyond the costs of current mail acceptance procedures for the mail in question.
[Revise the second sentence of 4.2.2f as follows:]
f. ***The authorization or service agreement must include details of this program.***
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4.2.4 Approval
[Revise 4.2.4 as follows:]
If the application is approved, an authorization letter (or previously approved service agreement) is provided to the mailer.
4.2.5 Authorization Period
[Revise 4.2.4 as follows:]
Authorizations remain in effect until such time as the Business Mailer Support manager or the mailer cancels the authorization or agreement. If Postal Service periodic reviews or mailer-supplied information demonstrates a need for modification, then the authorization or service agreement will be modified with concurrence by the Business Mailer Support manager and the mailer.
4.2.6 Denial
[Revise 4.2.4 as follows:]
If the application is denied, the mailer may file a written appeal within 15 days from the receipt of the notice, including additional evidence explaining why the AMS request should be approved, to the vice president, Mail Entry and Payment Technology, USPS Headquarters, who reviews the appeal and issues the final agency decision.
4.2.7 Revocation
The Business Mailer Support manager may revoke an AMS authorization if the mailer:
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[Revise 4.2.7c and 7d as follows:]
c. No longer meets the criteria established by standard or the AMS.
d. Does not present mailings under AMS for more than 6 months (except under the authorization or service agreement).
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4.2.9 Appeal
[Revise the third sentence of 4.2.9 as follows:]
***The appeal must be filed with the Business Mailer Support manager for referral to the vice president, Mail Entry and Payment Technology, USPS Headquarters, who issues the final agency decision.***
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5.0 First-Class Mail or Standard Mail Mailings With Different Payment Methods
5.1 Basic Provisions
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5.1.9 Authorization Period
[Revise 5.1.9 as follows:]
Authorizations remain in effect until such time as the Business Mailer Support manager or the mailer cancels the authorization or agreement. If Postal Service periodic reviews or mailer-supplied information demonstrates a need for modification, then the authorization or service agreement will be modified with concurrence by the Business Mailer Support manager and the mailer.
5.1.10 Denial
[Revise 5.1.10 as follows:]
If an application is denied, the mailer may, within 15 days from receipt of the notice, file a written appeal, including additional evidence explaining why the request should be approved, to the vice president, Mail Entry and Payment Technology, USPS Headquarters, who issues the final agency decision.
5.1.11 Suspension
[Revise the first two sentences of 5.1.11 as follows:]
The Business Mailer Support manager may suspend a combined mailing system authorization or agreement at any time, pending investigation, if the manager finds that postage is not being fully paid or mail is not being prepared according to standards. The decision to suspend the agreement may be appealed to the vice president, Mail Entry and Payment Technology, USPS Headquarters, within 15 days of the receipt of the notice, by submitting a written appeal with explanation.***
5.1.12 Cancellation by USPS
The USPS may cancel an authorization to prepare combined mailings at any time if the mailer:
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[Revise 5.1.12b and c as follows:]
b. Makes no combined mailings under the authorization (or previously approved agreement) during any consecutive 12-month period.
c. Fails to comply with applicable standards or terms of the authorization (or agreement), including required quality control procedures, and does not make changes to comply after USPS notification.
5.1.13 Cancellation Procedure
[Revise the last sentence of 5.1.13 as follows:]
***If the manager denies the appeal, both the appeal and the additional information are sent to the vice president, Mail Entry and Payment Technology, USPS Headquarters, who issues the final agency decision.
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6.0 Combining Mailings of Standard Mail, Package Services, and Parcel Select Parcels
6.1 Basic Standards for Combining Parcels and NFMs
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6.1.2 Postage Payment
[Revise the second sentence of the introductory paragraph of 6.1.2 as follows:]
***The applicable system authorization must include procedures for combined mailings approved by Business Mailer Support.***
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6.1.4 Authorization
[Revise 6.1.4, starting with the third sentence, as follows:]
***Business Mailer Support will review documentation and provide written authorization, which will remain in effect until such time as the Business Mailer Support manager or the mailer cancels the authorization. A mailer may terminate an authorization at any time by written notice to the postmaster of the office serving the mailer’s location. Business Mailer Support may terminate an authorization, by written notice, if the mailer does not meet standards or the terms of the authorization.
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7.0 Combining Package Services and Parcel Select Parcels for Destination Entry
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7.5 Authorization
[Revise 7.5, starting with the third sentence, as follows:]
***Business Mailer Support will review documentation and provide written authorization. Authorizations remain in effect until such time as the Business Mailer Support manager or the mailer cancels the authorization or agreement. A mailer may terminate an authorization at any time by written notice to the postmaster of the office serving the mailer’s location. Business Mailer Support may terminate an authorization, by written notice, if the mailer does not meet the standards or the terms of the authorization.
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16.0 Plant-Verified Drop Shipment
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16.2 Program Participation
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16.2.2 Verification at Mailer’s Plant
[Revise the first sentence of 16.2.2 as follows:]
Before PVDS verification can be performed at the mailer’s plant, the mailer must have either a USPS plant load authorization for that plant or a special postage payment authorization (or agreement) with the USPS that establishes a detached mail unit (DMU) at that plant.***
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20.0 Postage Due Weight Averaging Program
20.1 Basic Information
20.1.1 Description
[Revise the second sentence of 20.1.1 as follows:]
***This program, subject to application, approval, and authorization, is available for customers who receive a minimum of 50,000 combined postage due parcels and flats, Merchandise Return Service (MRS) pieces, or Bulk Parcel Return Service (BPRS) pieces.***
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[Delete 20.1.4, Service Agreement, in its entirety.]
20.2 Authorization
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20.2.2 Approval
[Revise 20.2.2 as follows:]
The Business Mailer Support manager, USPS Headquarters, approves or denies applications for PDWA systems. Approved mailers are provided an authorization letter (or previously approved service agreement) specifying, among other things, the customer’s quality control procedures and procedures for handling missorted and accountable mail.
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20.2.4 Authorization Period
[Revise the second sentence of 20.2.4 as follows:]
***If Postal Service periodic reviews or customer-supplied information indicates a need for modification, then the authorization or service agreement will be amended with concurrence of the Business Mailer Support manager and the customer.
20.2.5 USPS Suspension
[Revise 20.2.5 as follows:]
The Business Mailer Support manager may suspend a PDWA at any time if the authorization or service agreement does not provide adequate revenue protection, or the customer (or agent) fails to meet the criteria established by the agreement.
20.2.6 Mailer Cancellation
[Revise 20.2.6 as follows:]
The customer may cancel a PDWA authorization (or service agreement) by writing to the Business Mailer Support manager (see DMM 608.8.0 for address).
21.0 Optional Combined Parcel Mailings
21.1 Basic Standards for Combining Parcel Select, Package Services, and Standard Mail Parcels
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21.1.2 Postage Payment
[Revise the second sentence of 21.1.2 as follows:]
***The MMS must include procedures for combined mailings approved by Business Mailer Support.***
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707 Periodicals
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27.0 Combining Multiple Editions or Publications
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27.2 Authorization
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27.2.3 Termination
[Revise 27.2.3 as follows:]
An authorization will remain in effect until such time as the Business Mailer Support manager or the mailer cancels the authorization. If Postal Service periodic reviews or mailersupplied information demonstrates a need for modification, the authorization will be modified with concurrence by the Business Mailer Support manager and the mailer.
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We will incorporate these revisions into the next montly update of the online DMM, which is available via Postal Explorer® at http://pe.usps.com.
— Product Classification,
Pricing, 6-2-11
