Effective immediately, chapter 3 of the Postal Operations Manual (POM) is revised to simplify regulations by rearranging them in logical order and to clarify the regulations to promote understanding. Section 125.22 is revised to reflect USPS® level of service on holidays. The revision also updates the POM with operational changes that have occurred since the last 2002 publication date.
The following changes will enhance the field’s use of the POM:
n Elimination of the local delivery collection box requirement at city delivery Post Offices™.
n Elimination of the requirement for Sunday and holiday collections.
n Definition of the establishment of pickup times as late in the day as possible for boxes outside city delivery Post Offices as follows:
n Within the hour prior to the last dispatch.
n Exceptions allowed for collections prior to 5:00 p.m.
n Definition of density test requirements as follows:
n Two-week time period.
n Allows for separately conducting four weekend density testings for Saturday collection in order to allow for exception to the Saturday pickup requirement.
n Requirement of 30-day notice on box prior to making changes in service.
n Reorganization of directives by location type such as residential boxes and business boxes for clarity.
n Keeping a 25-piece minimum justification for box removal.
n Keeping a 100-piece minimum for establishing business time decal boxes as follows:
n Business time decal boxes require pickup Monday through Friday at 5:00 p.m. or later.
n Business time decal boxes must meet a 50-piece Saturday average to require a 1:00 p.m. or later Saturday collection.
n Definition that business boxes, other than time decal boxes, do not have to be collected on Saturday.
n Information from part 327 moved to become subchapter 46 for a more logical organization.
Postal Operations Manual (POM)
1 Retail Management
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12 Retail Facility Management
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125 Lobby Management
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125.2 Service Levels
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125.22 National Holidays
[Revise 125.22 to read as follows:]
Post Offices are generally closed on holidays, except for specific facilities that include holiday service in their normal schedules (e.g., 24-hour retail offices and air mail facilities). Incoming mail may be distributed to Post Office boxes at some postal facilities. The Express Mail network is also adjusted for limited holiday operations. Collections are generally not performed on holidays, but Post Offices may empty collection boxes to avoid overflow conditions, to secure mail deposited in the box, or to advance collections for the next processing day. The Postal Service observes the following holidays:
a. New Year’s Day.
b. Martin Luther King, Jr.’s Birthday.
c. George Washington’s Birthday.
d. Memorial Day.
e. Independence Day.
f. Labor Day.
g. Columbus Day.
h. Veterans Day.
i. Thanksgiving Day.
j. Christmas Day.
Exhibit 125.22a Holiday Service Levels
Exhibit 125.22b Holidays Not Widely Observed
Holidays Not Widely Observed
Martin Luther King, Jr.’s Birthday, George Washington’s Birthday, and Columbus Day are all Monday holidays. Veterans Day is observed on November 11.
Use service levels for a Monday holiday on Veterans Day.
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Day of Week of Holiday
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Service Level
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Saturday
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Normal (if not Veterans Day holiday; Collection Schedule decal if Veterans Day holiday)
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Sunday
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Collection Schedule decal
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Monday
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Collection Schedule decal
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Note: Exceptions to these service levels must be approved by the appropriate functional manager at Postal Service Headquarters. Collections are made as shown on the collection schedule decal on each collection box, except as outlined below:
Local managers must assure that collections are made from all boxes as shown on the collection schedule decal. If necessary, Post Offices can make other collections to avoid overflow conditions, to secure mail deposited in the box, or to advance processing for the next day.
For territories with additional holidays, area and district managers will determine service levels for Post Offices within their jurisdiction.
Limited exceptions for modified collections on days adjacent to holidays when mail volume is expected to decline significantly (such as on Christmas Eve and New Year’s Eve) are allowed under the following conditions:
a Postal Service Headquarters issues national advice for field offices about changes to collection schedules.
b. A prominent notice is placed in postal lobbies approximately 2 weeks prior to the day that collection operations will be modified, showing the last scheduled collection for that day, and the location of the closest collection point or Post Office with a 5:00 p.m. or later last collection on that date.
Local print and broadcast media have been advised of the changes and are asked to provide information to the public about the changes to collection operations.
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Definition of Terms
Normal: Service normally provided on that particular day of the week.
Time Decal: Collections from boxes with last pickup-time decals identifying the boxes.
Limited: Service adjusted to meet the limited needs of a community on that particular day.
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3 Collection Service, National Service Standards
[Revise Chapter 3 to read as follows:]
31 Applicability and General Requirements
311 Applicability
These standards only apply to collection boxes at all city delivery offices. Collection boxes are large metal containers, dedicated to the collection of deposited mail by customers. Currently, collection boxes come in three separate sizes (i.e., standard, large, and jumbo) and may include collection boxes dedicated to a single type of mail (e.g., Express Mail). These boxes are under the direct control of the Postal Service. At noncity delivery offices, the district manager or designee determines the degree of application.
The types of collection boxes are the following:
a. Residential collection boxes: Boxes located in primarily residential addresses. Mail from these boxes is generally collected when mail is delivered.
b. Business area collection boxes: Boxes located in primarily business areas, such as downtown commercial areas, office parks, or industrial parks.
c. Arterial collection boxes: Boxes placed along major traffic thoroughfares, convenient to the greatest number of customers and placed to facilitate efficient and effective collections.
312 Local Postmark
312.1 Local Postmark Requirement
The local postmark must be made available in every community with a Post Office. While no exceptions are made to this policy, customers may need to contact postal officials in advance as provided in 312.2.
312.2 Local Postmark Requests
Customers may request a local postmark at the retail counter of any Post Office, classified station, or branch. Customers who want significant mail volumes (50 or more pieces) postmarked should contact the postmaster or other manager in advance to ensure that adequate resources are available to provide a local postmark.
313 Collection Requirements
313.1 Collection Schedules and Locations
The Postal Service is generally charged with providing prompt, economical, and efficient services; and these services must be responsive to the needs of the communities served by a Post Office. To meet these objectives, establish or modify collection schedules and locations, using the following criteria:
a. Arrange schedules based on efficient route planning and dispatches to the processing plant.
b. Balance collection locations and schedules according to the specific nature of customer and community needs (e.g., commercial centers, shopping centers, senior citizen housing, and public facilities), preparation of collection mail, and dispatches for timely processing of mail at the processing plant.
c. Collect mail shortly after posted pickup time (within approximately 20 minutes) and never before the posted collection time. Collections on a dedicated collection route should not be scheduled for earlier than noon.
d. Continually review collection operations. Make revisions as justified by such factors as changing conditions; the safety and security of employees, customers, and the public; and opportunities to implement more efficient and economical operations.
e. Where boxes are located in multiple units, collections must be scheduled from all boxes in the group. An exception is possible only if one of the boxes is a dedicated Express Mail collection box.
313.2 Collection Times
Collections must not be made prior to the posted time. Arrange schedules so that collections are made no later than approximately 20 minutes after the posted time, taking local conditions and traffic into consideration.
313.3 Collections From Small Post Offices and Airports
At small Post Offices and airports without Saturday afternoon collection service, the district manager may authorize service from nearby offices. The district manager may utilize highway contract route (HCR) carriers, rural carriers, or other carriers for collections from the box in front of small Post Offices or at airports. Post all collection times on the collection schedule decal.
For operational and security reasons, locate collection boxes at airports, ports, and public facilities outside of secure areas.
313.4 Establishment of and Changes in Collection Box Schedules and Locations
Decisions affecting collection schedules or locations of boxes must follow the criteria in 313.1. Such decisions must take into account and be consistent with the following:
a. The needs of affected customers and the community.
b. The safety and security of customers, employees, and the mail.
c. The volume of mail deposited in respective collection boxes.
d. The need to meet outgoing dispatch times.
e. Any transportation issues involved.
f. The timely processing of mail at each processing plant.
313.5 Exceptions to Mandated Service
313.51 General
Only the area manager, Delivery Programs Support (DPS) may authorize exceptions to collection standards. Any exceptions must be based on factors such as staffing, logistics, safety, security, volume declines or increases, operational limitations, or other circumstances that justify an exception. District personnel must submit a written request for an exception to the area manager, DPS, describing the specific circumstances that justify the exception. If related to community, historic, or municipal requirements, or those of federal, state, or municipal organizations, the area manager, DPS can approve exceptions to collection standards when a copy or description of the underlying requirements or requests are on file at the district office.
313.52 Exception Documentation
All exceptions requested and granted must be documented in writing by the postmaster and/or district personnel involved. Copies of all written exception requests and approvals must be maintained at the office of the area manager, DPS. Documentation for all exceptions granted must be provided to the manager, Delivery, at Headquarters.
314 Collection Point Management System, Collection Tests, and Density Tests (Volume Reviews)
314.1 General
All collection points are required to be entered in the Collection Point Management System (CPMS) by the responsible district. All exceptions must be approved by the area manager, DPS, based on documentation why inclusion in CPMS is not feasible. Collection points are defined locations where a customer drops off mail for collection by the Postal Service. These can include mailchutes, receiving boxes, firm pickups, Automated Postal Center drops, lobby drops, and mail collection racks. Each collection point varies in the rules and procedures that it must adhere to. Collection boxes are a subset of collection points.
314.2 Collection and Density Tests
In any city delivery office lacking Internet access and any such office not using electronic collection management tools, the collection points collection process must be tested at least once each quarter, using plastic collection test card D-1148 and PS Form 3702, Test Mailing Record (Collection and Special Test Mailings), in accordance with Handbook M-39, Management of Delivery Services, part 133.
Density volume tests should be conducted at least once per year on all collection points.
314.3 Volume Density Tests
Estimates of collection box volumes should only be used for preliminary information, where no changes are considered, or to determine which boxes will have a density test performed. All determinations made under POM 315.4 or 322 (relocation/removal of boxes and time decal boxes) should use the following density-test process:
a. Use an actual count for letters or record a linear measurement of letters contained in the box.
b. Convert the linear measurement to pieces at 227 pieces per foot (or current conversion figure).
c. Add actual piece counts for flats and small parcels.
Density tests should be for a continuous 2-week period.
If the potential action under consideration involves Saturday collection alone, only collect data from four consecutive Saturdays.
Where multiple boxes are collected, mail volume from all boxes must be totaled. Use locally available tools (e.g., Excel) to generate density-test worksheets. Retain data locally until a subsequent density test is conducted. Provide feedback to the district collections coordinator as needed.
315 Collection Boxes
315.1 Appearance
All collection boxes must have a uniform appearance and indicia so that customers can readily identify the type of service provided at each box. All boxes must be maintained in good condition with a clean and legible collection schedule decal. Boxes must be painted in accordance with and have only the decals prescribed by Brand and Policy at Headquarters, and Handbook MS-22, Street Letter Box Maintenance.
315.2 Number and Types
Install a sufficient number and type of collection boxes (see 313.1, 322.22, and 323.3) within the city delivery area to handle mail volume.
315.3 Locations of Collection Boxes and Other Collection Points
315.31 General
District officials and postmasters should determine optimal locations and schedules for collection points, including collection boxes, in each community. Use all criteria outlined in this manual in determining appropriate locations and collection schedules.
315.32 At Postal Units
Provide a regulation collection box at all CAG A–K offices and at all classified stations and branches. Collection boxes or other alternatives for customers to deposit mail should also be provided at postal stores and all contract retail facilities.
At CAG L offices where a letter box is not supplied, a slot in the outer Post Office door or other mail receptacle may be provided.
The last collection at a Post Office, station, or branch should be within the hour prior to the last direct or indirect dispatch to the processing plant.
315.33 Residential Collection Boxes
In residential areas (see 311a), collections from residential collection boxes must not be made before the scheduled time and should be made approximately no later than 20 minutes after the posted time, if possible. If these boxes are located approximately 1 mile apart (unless geographic, population distribution, or other factors affect this measurement), the geographic distribution is generally considered adequate. This geographic standard need not be followed in areas that receive motorized delivery only to curbside boxes or centralized box units (CBUs).
315.34 Business Area Collection Boxes
In business areas (see 311b), install boxes where the greatest mail volume is generated and where boxes are convenient to the greatest number of businesses. A business area box that generates a daily average of 100 or more pieces on weekdays requires a 5:00 p.m. or later collection and must bear a last pickup time decal (see 322). For time decal boxes in business areas, a Saturday collection is required if the box averages 100 pieces per Saturday during the density test period. These collections should be as late in the day as possible in accordance with POM 313.1.
A Saturday collection is optional for business area collection boxes that are not time decal boxes. If a time decal business box receiving 100 or more pieces Monday through Friday is found, through a 4-week density analysis, to consistently receive fewer than 100 pieces on Saturdays, a Saturday collection is not mandatory. Business area boxes generating lower volumes should be reviewed periodically for relocation within the business area to a higher volume location.
315.35 Arterial Collection Boxes on Main Traffic Thoroughfares
Arterial collection boxes are located on main traffic thoroughfares to provide broad customer access and to facilitate efficient and effective collection, transportation, and processing of mail for the entire community (see 311c and 325).
315.4 Removal or Relocation
For all collection boxes that generate fewer than 25 pieces per day, conduct a density analysis review to determine if the box should be retained. Factors to consider include the following:
a. Volume of mail collected.
b. Type of mail collected.
c. Proximity of other publicly accessible collection points.
d. Needs of customers in the vicinity of the box.
e. Other factors as deemed appropriate by the postmaster or district.
Boxes adjacent to senior citizen housing, municipal and judicial buildings, and other public facilities are examples of the types of boxes that may be left in place even if fewer than 25 pieces per day are generated. Consideration should be given to relocating the box within the neighborhood or community to a potentially higher volume location for boxes receiving low volumes.
Volume density tests (see 314.2) should be conducted for a continuous 2-week period, avoiding holidays and periods with unusually high or low volumes. If the potential action is related only to Saturday collection services, utilize data from four consecutive Saturdays for the density analysis.
If a collection box will be removed or relocated, a notice to that effect for customers must be placed on the box 30 days prior to the removal or relocation showing the location(s) and collection schedule(s) for other collection points in the vicinity.
For removal or relocation of boxes on collection routes in business areas, consult Handbook M-39, section 234.3 for potential action.
316 Collection Schedule Decals
A correct and legible collection schedule decal, Decal 55B, displaying all scheduled collections must be affixed at each collection point. On regular collection boxes, the schedule must indicate the location of the nearest Express Mail collection box. If the collection box does not display a last pickup time decal (see 322 and 323), the schedule must indicate the location of the nearest collection point with a last pickup time decal where 5:00 p.m. (or later) collection service is available.
Those collection boxes displaying a last pickup time decal must indicate the location of the nearest postal facility that provides the last collection and dispatch in the area on weekdays and Saturdays. For collection schedule changes that eliminate a 5:00 p.m. or later last collection on weekdays or that eliminate a Saturday collection, post a notice on the box at least 30 days before any changes to inform affected customers, showing the location of the nearest collection point with a 5:00 p.m. or later collection and a Saturday collection. Retain a copy of the posted notice in the local files. Before any such action is taken on a collection box with a last pickup time decal, a request must be submitted through the district and approved by the area to justify the action.
317 Collection Box Records
317.1 General
All collection points, including all collection boxes, are required to be entered in an electronic collection point management system, such as CPMS, where Internet access is available. The information recorded in these systems must be accurate and complete, and the information must be reviewed at least annually to ensure accuracy. There are no exceptions to this requirement, except as defined in 313.51. These systems electronically verify collections, and any collection points recorded in these systems and receiving electronic scan data do not require additional manual testing except as specified in 314.2.
317.2 Scheduled Collections
All scheduled collections from any collection point must be recorded accurately in the CPMS system and displayed on the collection box schedule decal, whether collected by city carrier, rural carrier, contract delivery service carrier, collector, clerk, postal vehicle service (PVS), or HCR driver. No scheduled collection may be excluded from CPMS.
32 Types of Collection Boxes
321 Local Delivery
Collection boxes are no longer identified and utilized as “Local Delivery” collection boxes due to advances in mail processing equipment and procedures.
322 Time Decal Boxes, Boxes Displaying Last Pickup Time Decals, 30-Minute Time Increments
322.1 General
Collection boxes that generate a daily average of 100 or more pieces on weekdays and boxes needed to meet the requirements in 322.22 regardless of volume must have a last collection of 5:00 p.m. or later and must display a last pickup time decal. See 315.34 for business area collection box requirements. Collection boxes with a last collection earlier than 5:00 p.m. do not require a last pickup time decal.
322.2 Last Pickup Between 5:00 p.m. and 6:29 p.m. (Monday Through Friday)
322.21 Last Pickup Time Decals
These boxes should display 5:00 p.m., 5:30 p.m., or 6:00 p.m. decals, as appropriate.
322.22 Locations
Locate these boxes as follows:
a. Where needed in business areas or on main thoroughfares so that customers do not have to travel more than approximately 2 miles from their homes to a box displaying a last pickup time decal, unless geographic, population distribution, or other issues affect this calculation.
b. In front of Post Offices’ main offices, classified stations, and branches, except for locations where the district manager has determined that a 5:00 p.m. or later collection is not viable, due to unusual operational, logistics, or other community service reasons.
322.23 Collection Schedules
322.231 Monday Through Friday
If warranted by volumes or to prevent box overflow situations, boxes with 5:00 p.m. or later pickup times can have two or more daily collections. The last collection scheduled must be at 5:00 p.m. or later, unless an exception has been granted. See 313.5 for exception process information.
322.232 Saturday
Saturday collections for these boxes should be scheduled as late in the day as possible, but in no case earlier than 1:00 p.m., unless an exception has been granted under 313.5.
322.233 Sunday and National Holidays
Generally, scheduled collections are not provided on Sundays or national holidays, except at larger postal facilities and at locations where customers routinely deposit mail on Sundays and/or holidays. Local management determines if collections are needed from specific collection boxes to avoid any potential overflow conditions, to secure the mail, or as needed to advance collections for the next processing day.
When conducted, these collections should be conducted as late as possible, to ensure that the mail will connect with dispatches of value to meet established standards.
322.3 Last Pickup Between 6:30 p.m. and 8:00 p.m. (Monday Through Friday)
322.31 Last Pickup Time Decals
These boxes should display 6:30 p.m., 7:00 p.m., 7:30 p.m., or 8:00 p.m. decals, as appropriate.
322.32 Location
These boxes will be located at those offices where processing, either incoming or outgoing, is scheduled at the central processing plant during these evening hours or where the office has a late evening dispatch to the area processing plant. These boxes may be located in front of Post Offices, classified stations, or branches, and where needed in business areas or along main thoroughfares.
322.33 Number of Boxes
Local management must decide where the volume of mail justifies the placement of later pickup boxes in addition to those located at postal units.
322.34 Collection Schedules
322.341 Monday Through Friday
Collections should be as often as necessary based on volume. At a minimum, a collection shortly after 5:00 p.m. and a last collection between 6:30 p.m. and 8:00 p.m. is generally recommended. Schedules should provide an opportunity for late evening deposit of mail by customers to ensure next day delivery within the local area service plan. The last daily collection time should be established in conjunction with the operating plan of the subject plant’s 010 operation.
322.342 Saturday
Saturday schedules should include as many collections as necessary, with the last collection from each box scheduled as late as possible in the day, but in no case earlier than 3:00 p.m., unless an exception has been granted in accordance with 313.5. The last daily collection time should be established in conjunction with the operating plan of the subject plant’s 010 operation. In the case where a Saturday Area Mail Processing Plan has been established, the last daily collection time should be established in conjunction with the last dispatch of value in order to meet the operating plan of the subject plant’s 010 operation.
322.343 Sunday and National Holidays
Except at larger postal facilities, most collection boxes will not have scheduled collections on Sundays or national holidays. Local management determines if collections are necessary from specific collection boxes to avoid potential overflow conditions, to secure the mail, or as needed to prepare mail for later processing. Collection schedule decals should indicate holiday collections when scheduled collections are made from the box on holidays. Where conducted, these collections should be as late in the day as possible, to ensure that the mail will connect with dispatches of value to meet established standards.
323 Residential Collection Boxes
323.1 Identification
Residential collection boxes generally do not display last pickup time decals. However, as specified in 316, the collection schedule decal affixed must indicate the location of the nearest collection box with a last pickup time decal where 5:00 p.m. weekday (or later) and Saturday collection service is available.
323.2 Location
Residential collection boxes should be located throughout residential areas as needed for ready use by the public while ensuring that the density standard in 315.33 is met. Residential collection boxes are generally installed in neighborhoods receiving “park and loop” or “foot” or “other centralized” delivery. These boxes are not required in areas that receive motorized delivery only to curbside boxes, or CBUs, as these delivery types provide dedicated collection locations. If such delivery service is mixed with other delivery methods, the standard in 315.33 should be followed. Note: the inclusion of a small number of noncurb, CBU, or NDCBU deliveries would not invoke the standard in 315.33.
323.3 Number of Boxes
Local management will determine the number and location of boxes in each community. Each postmaster should consider the average volume of mail to be collected as well as community interests and specific neighborhood requests in making these decisions.
323.4 Collection Schedules
323.41 Monday Through Saturday
Carriers should collect mail from residential boxes during their normal delivery of mail to the residential neighborhood. Residential area collection boxes should have a posted pickup time approximately 20 minutes prior to the expected arrival time of the carrier serving the route in the area. If the foot or motorized carrier normally passes these boxes on return to the delivery unit, the pickup should be scheduled at the later time so as to allow the latest possible collection. Collection times should be scheduled as late in the day as possible consistent with efficiency; however, there are no specific collection time requirements for residential area collection boxes, other than last pickup time decal boxes subject to 322.
323.42 Sunday and National Holidays
Scheduled collection service from residential collection boxes is generally not provided on Sundays or national holidays. If needed to avoid overflow conditions, to secure the mail, or to advance collections for the next processing day, mail may be picked up without an entry on the collection schedule decal. If such an irregular advanced collection is provided, mail must still be collected at the posted collection time on the box.
323.43 Widely Observed Holidays
Some national holidays are widely observed, and customer demand deteriorates significantly on the day before the holiday. In such instances, usually on the eves before Christmas and New Year’s Day, where senior management determines that expected customer flows will be minimal, early retail closings and early collections may be authorized and implemented. When this occurs, senior management clearly signals these changes in holiday operations via letter. This information is also the subject of a press release for the specific holiday. It is important that each office publish this information in timely fashion through local news releases; radio and television notices; required postings on affected local collection boxes being collected early; and where appropriate, in Post Offices, stations, and branches. The district manager or a designee may make exceptions to provide collection services in instances where customer reaction or past history indicates a need to do so.
324 Business Area Collection Boxes
324.1 Identification
Local management determines, based on volumes, which business area boxes will display last pickup time decals. If a last pickup time decal is not displayed, or if Saturday collection service is not provided (see 323.4), the affixed collection schedule decal must indicate the location of the nearest collection point with a last weekday pickup of 5:00 p.m. or later and one with Saturday collection service.
324.2 Location, Relocation, and Removal
Local management determines where business area collection boxes can provide the most effective service to the business community. When business area boxes generate fewer than 100 pieces as a daily weekday average, local managers should periodically review these boxes to determine through density counts and customer comments if relocation of the box within the business area is appropriate. Box removals and relocations are still governed by the 25-piece minimum specified in 315.4.
324.3 Number of Boxes
Local management determines the number of business area boxes needed, and any changes to the number of boxes needed, using a 100-piece average daily collection volume as a basis for its analysis.
324.4 Collection Schedules
Local management establishes collection schedules for business area collection boxes based on volume (weekday and Saturday), carrier and/or collection route schedules, and applicable dispatch schedules. Last pickup time decal boxes and business area collection boxes receiving a daily weekday average of 100 or more pieces must be picked up at 5:00 p.m. or later Monday through Friday. Saturday collection service is based on accessibility and average volume received. If a last pickup time decal box located in a business area is not accessible to the public on Saturday, or if a Saturday specific 4-week density analysis reveals average volume of fewer than 100 pieces per Saturday, mail is not required to be collected from the collection box on Saturday.
325 Arterial Boxes Located on Major Traffic Thoroughfares
325.1 Identification
These boxes are located on major commercial streets where convenient to the greatest number of customers (see 311c). Larger volumes of collection mail are expected due to box location.
325.2 Location
Locate arterial boxes on main commercial thoroughfares and other locations on motorized collection routes that generally require no more than approximately 2 miles travel from customer homes to a collection point displaying a last pickup time decal.
325.3 Number of Boxes
Local management determines the number of boxes needed to provide effective service to the community.
325.4 Collection Schedules
Local management schedules collections to meet the requirements in 313.1, 322.23, and 323.4.
326 Motorist Mailchute (Snorkel) Boxes
326.1 General
Whenever these boxes are in use, properly identify them in postal box records to reflect the level and type of service intended. Snorkel boxes may include the following box types:
a. Snorkel — Standard blue box with a snorkel attachment for driver’s deposit of mail.
b. Large Snorkel — Larger capacity blue box with a snorkel for driver’s deposit of mail. The box holds two tall bins for deposit of mail.
c. Jumbo Snorkel — Extremely large capacity blue container with a snorkel for driver’s deposit of mail. The box holds Item 1046, a large hamper, for easy mail removal.
326.2 Express Mail or Priority Mail
Snorkel boxes may also be dedicated to Express Mail or Priority Mail where significant daily volumes are received consistently.
326.3 Location
Always place snorkel boxes in accordance with guidelines in Handbook MS-22, Street Letter Box Maintenance, guidelines including height-from-curb requirements and all safety requirements in places where customers may approach the box in their vehicle in a safe and legal manner. Adhere to any state or local traffic regulations concerning placement of these boxes.
327 Express Mail Collection Boxes
327.1 Identification
Mark these boxes with the appropriate Express Mail decals and Express Mail Collection Times decal (Decal 54D)/customer information as prescribed in Handbook MS-22.
327.2 Location
Separate, designated boxes may be provided at all offices that accept Express Mail Next Day Service shipments. The requirements for the location of individual Express Mail boxes will be determined by the district manager or his or her designee.
327.3 Number of Boxes
The district manager or designee must decide where there is a need for Express Mail boxes (locations inside buildings and external street locations) in addition to determining the need for local or area-wide collection service.
327.4 Express Mail Box coverage
Express Mail is a premium service. It is expected that every large community will have a dedicated Express Mail collection box to encourage public exposure to and utilization of this premium product.
327.5 Collection Schedules
Collection schedules must be set to provide the latest possible collection consistent with local acceptance and dispatch capabilities. Express Mail shipments deposited into Express Mail collection boxes before the posted collection time receive a Next Day or Second Day Express Mail service guarantee. No product differentiation exists between shipments placed in an Express Mail collection box and those accepted at a retail counter at the same time.
33 Mail Deposit and Collection
331 Collection Times
Mail is collected in residential and business areas served by city carriers at times scheduled to connect with mail dispatches. Mail is also collected in business areas at periodic intervals to keep boxes from becoming overloaded and to provide an even flow of mail to the Post Office. Offices should consider installing larger capacity boxes where overflow situations occur on a regular basis.
332 Ordinary Deposit of Mail
332.1 Post Office Lobby
Letter drops are provided in lobbies of all Post Offices for the deposit of ordinary mail (see exception in 315.32). If the facility is provided with an Automated Postal Center (APC), the lobby will also be provided with an APC drop for the acceptance of small packages. This may be a wall drum, or a free-standing receptacle.
332.2 Collection Boxes
Collection boxes for the deposit of ordinary mail are placed at convenient points in areas served by city carriers, at noncity delivery offices in front of postal retail units, and in other locations as determined by local management.
332.3 Rural and Contract Delivery Service Boxes
Mail on which postage is paid may be deposited for collection in mailboxes located on rural and Contract Delivery Service (CDS) routes in rural style, postmaster general–approved mailboxes. The customer should raise the flag to indicate that outgoing mail has been deposited.
332.4 Vertical Improved Mail (VIM) and Firm Mailrooms
At vertical improved mail (VIM) and firm mailrooms, mail may be deposited in bundle mail drops where provided. Otherwise, mail may be left with the carrier on duty when the VIM call window is open.
332.5 Deposit of Mail With Employees in Mobile Units
The following types of mail may be handed for dispatch to employees on duty in mobile units or transfer offices and at airport mail facilities:
a. First-Class Mail on which postage is paid. Package Services mail presented by representatives of manufacturers or distributors of medicines or serums when endorsed: “Emergency — This package has been weighed and bears necessary postage. Any additional postage found to be due is guaranteed by sender.” Package Services mail, except that described, and mail to be sent Registered, Insured, or COD, is not mailable with employees in mobile units.
b. Unless acceptance is prearranged and previously authorized by the postmaster, only parcels that may be opened for postal inspection in the presence of the mailer to determine mailability of contents may be accepted at airport mail facilities.
333 Mailchutes and Receiving Boxes
333.1 General
Mailchutes and receiving boxes are not collection boxes and are not subject to the policies spelled out in other sections of this chapter. Mailchutes and receiving boxes are nonetheless viable collection points that may be utilized by the public in the deposit of mail, which carriers are then obligated to collect.
333.2 Use
333.21 Determination of Installation
Mailchutes and receiving boxes may be placed, at the expense of the owner, in public buildings, railroad stations, hotels, and business or office buildings of not less than four stories and apartment houses of not less than 40 residential apartments. Buildings with receiving boxes must be open to the general public, without restrictions, during the hours specified by local postal management for mail collections. Building management must be prepared to allow for access during extended periods when weather is inclement, or collection times may be restricted to normal business hours. Keytainers should be considered when lobby hours are inadequate to provide required access. If the owner of a building does not want to install a mailchute and receiving box, a receiving box may be installed only if the postmaster determines it is necessary and approves its installation.
333.22 Purpose
Mailchutes and receiving boxes are intended for the deposit of First-Class Mail. Standard Mail may not be deposited in mailchutes and receiving boxes.
333.3 Installation, Specification, and Maintenance
Requests for the installation of mailchutes and receiving boxes must be approved by the postmaster, and he or she must be furnished the contract and specifications for any proposed chute and box. The specifications for mailchutes and maintenance procedures are covered in Publication 16, Mail Chutes, Receiving Boxes, and Auxiliary Collection Boxes: Regulations and Specifications. All maintenance is done by and at the expense of the owner.
Cooperative mailing racks may be installed by building managers in the lobbies of office buildings. All mail rack locations and equipment must be approved by the local postmaster. The Postal Service does not provide nor maintain such equipment.
333.4 Schedules
All mailchutes, receiving boxes, and mailing racks are collection points and therefore must be included in the national electronic collection point management database. Schedules must be included for each of these collection points and should be posted on or near the collection point. It is expected that all mailchutes, receiving boxes, and mailing racks will be picked up by the regular carrier during the delivery of mail to the building. Any collection of these collections points on collection runs is at the discretion of local postal management and is based on consistent collection volume and building accessibility. Twenty-four hour accessibility or the use of keytainers is recommended.
333.5 Bulk Mailings
Mailings under permit indicia or in bulk must be deposited at times and places designated by the postmaster. These mailings are prohibited from deposit in collection boxes, mailchutes, receiving boxes, or other mail collection receptacles or points because permit or bulk mailings must be verified to ensure proper acceptance.
4 Mail Processing Procedures
* * * * *
45 Distribution Routing
* * * * *
[Renumber 46 as 459 to read as follows:]
459 Dispatch and Routing Concepts
Distribution Networks is required to provide a minimum of two dispatches for each destination made:
a. An advance dispatch is used to send a volume of mail to the destination office as an accommodation to allow advance distribution and prevent an excessive volume of mail from being received at the critical entry time.
b. A dispatch of value, or a “last chance” routing, reflects the latest time at which mail can be dispatched from the originating facility and arrive at the destinating facility prior to the appropriate critical entry time.
c. Additional dispatches will be provided when justified by volume or other operational considerations. National Air and Surface System (NASS) produces a variety of reference and operation reports. NASS products used by a facility depend on type, size, and function. The supervisor, Networks at Distribution Networks, with the manager of In-Plant Support, Operations Support, at the mail processing facility, will determine the type of NASS reports to be used. The manager of Distribution Networks at the area, together with the plant manager of the P&DC, is responsible for resolving all disagreements between transportation, distribution networks, and mail processing facilities.
d. Further information is available in Postal Service, Handbook M-22, Dispatch and Routing Policies.
[Replace 46 with text from 327 and renumber accordingly as follows:]
46 Plant Load Operations
461 Definitions
461.1 Plant Loading
Plant loading is an operation in which the Postal Service receives mail at a mailer’s plant and transports it to bypass handling that otherwise would be required at one or more Postal Service facilities. Plant loads are authorized when they benefit the Postal Service (see 463).
461.2 Expedited Plant-Load Shipment
An expedited plant-load shipment is an operation in which an authorized plant-load mailer receives additional authorization to transport a plant-loaded shipment at the mailer’s expense to destination Postal Service facilities where the mail is deposited. Under an expedited plant-load shipment authorization, the Postal Service verifies the mail for presort and postage at the mailer’s plant, and postage is calculated from and paid at the Post Office where the mailer is authorized to plant load. DMM 705.15.4 contains mailer instructions for obtaining an expedited plant-load shipment authorization.
461.3 Collection
Collection of mail is an operation in which the Postal Service transports mail from a mailer’s plant or other authorized non–Postal Service location to the local Post Office or other designated local acceptance point. Unlike plant-loaded mail, collection of mail generally does not include any mail that bypasses a handling or requires a postage statement, except under 462.
461.4 Mailer’s Plant and Mailings
461.41 Mailer’s Plant
The mailer’s plant is the non–Postal Service location where the mail is loaded onto transportation provided by the Postal Service.
461.42 Detached Mail Unit
A detached mail unit is an area in a mailer’s facility where Postal Service employees perform mail verification, acceptance, dispatch, and other Postal Service functions.
461.43 Plant-Loaded Mailings
Plant-loaded mailings consist of mail from one mailer or the combined mailings of two or more mailers loaded into one or more vehicles and accepted by the Postal Service at the mailers’ plants when:
a. A single postage statement is prepared and submitted by the mailers if required for each mailing;
b. Proper postage is affixed to each item; or
c. An alternative method of paying postage using a permit imprint (e.g., manifest mailing) is used, and a single postage statement and a manifest covering the mailing are prepared and submitted by the mailer.
461.44 Mixed Classes of Mail
A mailer may combine Periodicals, Standard Mail, and Package Services in a single vehicle if the mailings are physically separated, a postage statement is submitted for each mailing, and the service standards are met for each class of mail combined in the vehicle or trailer.
461.5 Transportation Service Area
461.51 First-Class Mail
The service area for plant-loaded First-Class Mail is the service area of the sectional center facility (SCF) in which the mailer’s plant is located.
461.52 Periodicals
The service area for plant-loaded Periodicals is the service area of the SCF or area distribution center (ADC) in which the mailer’s plant is located.
461.53 Standard Mail and/or Package Services
The service area for plant-loaded Standard Mail and/or Package Services is the service area of the network distribution center (NDC) or auxiliary service facility (ASF) in which the mailer’s plant is located.
461.54 Intra-District Area Plant Loads
Intra-district area plant loads are vehicle movements of mail that originate at the mailer’s plant and destinate to a Postal Service facility located within the district serving the mailer’s plant. Handling at the local Post Office or other local acceptance facility is bypassed.
461.55 Inter-District Area Plant Loads
Inter-district area plant loads are vehicle movements of mail that originate at the mailer’s plant and destinate to a mail processing facility located outside the service area of the district serving the mailer’s plant. Handling at one or more intermediate processing facilities is bypassed.
461.6 Transportation Equipment
461.61 Highway Transportation Vehicle
A highway transportation vehicle is a vehicle owned or leased for any term by the Postal Service or provided by a Postal Service highway transportation contractor for the transportation of mail exclusively over highways.
461.62 Rail Transportation Vehicle
A rail transportation vehicle is a vehicle provided by a Postal Service rail transportation contractor for the transportation of mail in whole or in part by rail.
461.7 Transportation Definitions
461.71 Bobtailing
Bobtailing is the movement of a tractor without a trailer to or from a mailer’s plant.
461.72 Deadheading
Deadheading is the movement of a highway or rail transportation vehicle to or from a mailer’s plant without transporting any mail.
461.73 Waiting/Holding
Waiting/holding occurs when a vehicle waits or is held at a mailer’s plant for mail to be loaded into the vehicle.
461.74 Spotting
Spotting is the activity of a driver with a truck-tractor, other than delivery or pickup, to reposition trailers to and from loading docks on the mailer’s premises.
462 Procedures for Authorization of Plant Loads
462.1 Filing Application
A mailer requesting plant load must complete PS Form 3815, Plant-Load Authorization Application, Worksheet, and Agreement, and submit it to the postmaster of the Post Office serving the mailer’s plant. The local postmaster reviews the application, completes the applicable sections, and forwards it to the district manager, Customer Service and Sales.
462.2 Action by District
462.21 General
Each district manager, Customer Service and Sales, must establish a cross-functional district plant-load committee to review plant-load applications and to address plant-load issues within the district.
462.22 Intra-District Area
After either approving or disapproving the application, the district manager sends a copy to the area manager, Distribution Networks, as information only. The district manager approves an application for an intra-district area plant load if:
a. It meets the requirements listed in 462.1.
b. The manager, Distribution Networks, confirms that transportation equipment is available in accordance with 463.12.
462.23 Inter-District Area
After recommending either approval or disapproval of the application, the district manager forwards the application to the area manager, Distribution Networks, for action. The district manager should recommend approval of an application for an inter-district area plant load if:
a. It meets the requirements of 462.32.
b. The manager, Distribution Networks, confirms that transportation equipment is available in accordance with 463.12.
462.3 Action by Area Manager, Distribution Networks
462.31 Intra-District Area
The area manager, Distribution Networks, reviews information copies of intra-district area plant-load applications authorized by district managers, Customer Service and Sales, to ensure compliance with Postal Service standards and to ensure the most efficient transportation is used. Any noncompliance with Postal Service standards must be brought to the attention of the district manager who approved the application.
462.32 Inter-District Area
The area manager, Distribution Networks, who serves the area where the mailer’s facility is located approves an application for an inter-district area plant load if it meets the requirements in 463.2. The authorizing manager must notify the destination area manager, Distribution Networks, of the approval in writing. The application is denied if the requirements of 463.2 are not met.
462.4 Notification of Action to Mailer
462.41 General
Each official who acts on an application must do so within 5 business days of receipt. The district manager must promptly notify the mailer in writing of the final action taken. If the application is denied, the manager must notify the mailer, specifying the reasons for the denial and informing the mailer of the right to appeal the denial.
462.42 Appeal Rights
The applicant has appeal rights. The applicant must be notified in the letter of denial of the right and procedures to appeal the decision. If an application for plant load is denied and it is subsequently determined that the denial is due to errors in the original application, the mailer may appeal to the authorizing official in writing. The authorizing official may require the mailer to complete a new application or submit the corrected information in writing as an addendum to the original. The mailer may also appeal to and work with the authorizing officials to correct any deficiency and thus justify reconsideration and/or approval of the plant-load application within applicable standards and guidelines.
462.43 Appeal to Higher Authority
If the area manager, Distribution Networks, or district manager, Customer Service and Sales, denies the application, the mailer may appeal in writing through their local postmaster to the vice president, Area Operations, for the area office in which the mailer’s plant is located. A mailer may also appeal a decision of a field manager to revoke an existing plant-load agreement. Such an appeal must be filed with the postmaster, within 10 business days of the date of the mailer’s receipt of the notice of denial. The mailer must specify in the appeal the reasons why the application should be approved. The postmaster sends the file and all pertinent information relating to the respective appeal to the vice president, Area Operations, for review. The decision of the vice president, Area Operations, must be promptly transmitted in writing to the mailer and copied to the district manager, Customer Service and Sales. The decision of the vice president, Area Operations, is final and binding.
462.5 Commencement of Operations
The application is approved if it meets all the requirements in 463 for either intra-district or inter-district area plant loads. If the application is approved and the mailer wants plant-load operations, the mailer must enter into a plant-load agreement with the Postal Service. Plant-load operations may begin as specified in the agreement once the application is approved and the mailer enters into the agreement.
462.6 Failure to Meet Requirements
The local postmaster of the Post Office serving the mailer’s plant is responsible for monitoring plant-load operations and coordinating with the district plant-load committee. If a mailer fails to meet the terms agreed to in the plant-load agreement, the district plant-load committee must reevaluate the plant-load authorization. See Handbook PO-512, Plant Loading Authorization and Procedures Guidelines.
463 Requirements for Approval of Plant-Load Applications
463.1 Intra-District Area
463.11 General
An application for an intra-district area plant load is approved by the district manager if transportation equipment is available (see 463.12) and a net cost-savings to the Postal Service is demonstrated under Alternative 1 (see 463.13a), Alternative 2 (see 463.13b), or Alternative 3 (see 463.13c).
463.12 Transportation Availability
As determined by the manager, Transportation and Networks, transportation equipment must be available to transport the mail to the NDC, ASF, ADC, or SCF in the service area of the mailer’s plant. Authorizations will not be granted unless transportation is available.
463.13 Net Cost-Savings
The plant load must result in a net cost-savings to the Postal Service. A net cost-savings can be demonstrated under Alternative 1, Alternative 2, or Alternative 3.
a. Alternative 1: Minimum Volume and Maximum Mileage. The volume of mail to be plant loaded must be at least 50 percent of a vehicle’s capacity by weight or cube (a minimum of 23,000 pounds or 1,600 cubic feet), and the mileage from the mailer’s plant to the destination Postal Service facility must be 150 miles or less in one direction. For mail verified and accepted at a mailer’s plant, the Postal Service may allow mailings verified at the plants of two or more mailers located in the same service area to be combined to meet the minimum volume requirement. For mail verified and accepted at the business mail entry unit of the origin office the minimum volume requirement must be met by the mailings of only one mailer. (See 464.23 for requirements for verification at a Postal Service facility.)
b. Alternative 2. If the mailer does not meet the criteria in Alternative 1, a net cost-savings to the Postal Service must be demonstrated using the cost analysis worksheet on PS Form 3815.
c. Alternative 3. If the mailer does not satisfy the criteria in either Alternative 1 or Alternative 2, the plant-load criteria may still be met if the local origin Postal Service facility is operating at or near its mail processing capacity for the type of mail to be plant loaded. The local manager, Transportation and Networks, after consulting with In-Plant Support, determines whether a facility is at or near its mail processing capacity and recommends whether to approve the plant load in such cases.
463.14 Periodic Review
Intra-district plant-load authorizations must be reviewed every 4 years to determine whether a net cost-savings to the Postal Service is still demonstrated under Alternative 1 (see 463.13a), Alternative 2 (see 463.13b), or Alternative 3 (see 463.13c). If the plant load is authorized under Alternative 3 and it is subsequently determined that the local origin facility is operating below its mail processing capacity for the class or type of mail to be plant loaded, the district manager must rescind the plant-load authorization.
463.2 Inter-District Area
463.21 General
An application for an inter-district area plant load is approved by the area manager, Distribution Networks, if transportation equipment is available (see 463.22) and a net cost-savings to the Postal Service is demonstrated under Alternative 1 (see 463.313a), Alternative 2 (see 463.13b), or Alternative 3 (see 463.13c).
463.22 Transportation Availability
Transportation must be available to transport the mail to the NDC, ASF, ADC, or SCF outside the Postal Service facility’s service area in which the mailer’s plant is located. The application must not be granted until additional transportation is obtained.
463.23 Net Cost-Savings
The plant load must result in a net cost-savings to the Postal Service. A net cost-savings can be demonstrated under Alternative 1 (see 463.23a), Alternative 2 (see 463.23b), or Alternative 3 (see 463.23c).
a. Alternative 1: Minimum Volume and Maximum Mileage.
1. Minimum Volume: The volume of mail to be plant loaded must be at least 60 percent of a vehicle’s capacity by weight or cube (a minimum of 28,000 pounds or 2,000 cubic feet). Mailings of two or more mailers located in the same service area may be combined in the same vehicle to make up the minimum volume.
2. Maximum Mileage for Highway
a. If the plant-loaded transportation is by highway and bypasses the origin SCF and at least one NDC, ASF, or ADC, the distance from the mailer’s plant to the destination Postal Service facility must be 275 miles or less in one direction.
b. If the plant-loaded transportation is by highway and bypasses only the origin SCF, the distance from the mailer’s plant to the destination Postal Service facility must be 150 miles or less in one direction.
c. There is no mileage criterion for plant-loaded transportation by railroad or water.
b. Alternative 2. If the mailer does not meet the criteria in Alternative 1, a net cost-savings to the Postal Service must be demonstrated using the cost analysis worksheet on PS Form 3815.
c. Alternative 3. If the mailer does not satisfy the criteria in either Alternative 1 or Alternative 2, the plant-load criteria may still be met if the local origin Postal Service facility is operating at or near its mail processing capacity for the type of mail to be plant loaded. The local manager, Transportation and Networks, after consulting with In-Plant Support, determines whether a facility is at or near its mail processing capacity and recommends whether to approve the plant load in such cases.
463.24 Periodic Review
Inter-district plant-load authorizations must be reviewed every 4 years to determine whether a net cost-savings to the Postal Service is still demonstrated under Alternative 1 (see 463.23a), Alternative 2 (see 463.23b), or Alternative 3 (see 463.23c). If the plant load is authorized under Alternative 3 and it is subsequently determined that the local origin facility is operating below its mail processing capacity for the class or type of mail to be plant loaded, the area manager, Distribution Networks, must rescind the plant-load authorization.
464 Verification and Collection of Postage
464.1 General
All plant-loaded mail must be verified, and postage and fees must be collected in accordance with DMM and POM standards, Handbook DM-109, Business Mail Acceptance, and Handbook DM-103, Official Mail.
464.2 Verification of Intra-District Area Plant Loads
464.21 General
Intra-district area plant-loaded mail must be verified at the mailer’s plant or at a Postal Service facility within the origin district as authorized by the district manager.
464.22 Verification at the Mailer’s Plant
Intra-district area plant-loaded mail must be verified at the mailer’s plant by a clerk qualified to do verification and acceptance unless authorization to verify mail at a Postal Service facility within the origin district is granted under 464.1.
464.23 Verification at Postal Facility
Authorization to verify mail at the origin NDC, ASF, or SCF may be granted only if all the following conditions are met:
a. There is no detached mail unit (DMU) at the mailer’s plant.
b. The mailer is located within the service area of the NDC, ASF, or SCF where verification is to take place.
c. Each vehicle contains the mail of only one mailer.
d. Each vehicle contains no more than five mailings, and each mailing is physically separated.
e. If a postage statement must be completed, the original must accompany the corresponding mailing in the vehicle. Where a single mailing is contained in more than one vehicle, a separate original postage statement must accompany each vehicle for the segment of the mailing contained in each vehicle.
f. If an alternative method of paying postage using permit imprint (e.g., manifesting) is used, an original of the proper postage statement and a manifest must accompany each vehicle if there is only one mailing in the vehicle or one manifest for each mailing segment in the vehicle. Where a single mailing is contained in more than one vehicle, a separate original postage statement and manifest must accompany each vehicle for each mailing segment.
g. The mailer must keep a plant-load control log containing the following information:
1. Copy of each postage statement (sequentially numbered) accompanying plant-loaded mail.
2. Number for each vehicle transporting mail.
3. Name of NDC, ASF, or SCF verifying mail.
h. The mail can be physically verified at the NDC, ASF, or SCF. Therefore, the mailing cannot be shrinkwrapped, stretchwrapped, or otherwise prepared so that a presort verification cannot be done.
464.24 Placarding Requirements for Verification at Postal Facility
If mail is to be verified at the origin NDC, ASF, or SCF, the following requirements apply:
a. Before the vehicle leaves the mailer’s plant, the mailer must place on the inside wall near the right rear door of the trailer a distinctive placard provided by the Postal Service to indicate that verification is required. The manager, Distribution Networks, or designee must notify the driver not to pick up the trailer unless this placard is in the vehicle. The mailer may place a second placard on the outside of that trailer door.
b. The requirements of this section and corrective actions must be met to ensure revenue protection and collection of postage and fees prior to the vehicle being transported from the mailer’s plant, except as provided for official mail in the DMM. Exhibit 464.24 provides an example of a placard that can be used for this purpose. Reproduce the placard locally as required.
Exhibit 464.24 Sample Verification Required Placard
464.25 Corrective Action
If intra-district area plant-loaded mail fails verification at a Postal Service facility, the mailer has the following two options:
a. The mailer pays the applicable next-higher rate on that portion of the mailing estimated to be improperly prepared.
b. Within 24 hours, the mailer either transports the mailing or arranges for the Postal Service to transport the mailing to the mailer’s plant, at the mailer’s expense (see 466). The mail must be reworked to comply with the applicable mailing standards for its class. If the mailer does not transport the mail or request transportation for it within 24 hours, the mailer must reimburse the Postal Service for detention in accordance with 466.
464.3 Verification of Inter-District Area Plant Loads
Inter-district plant-loaded mail must be verified, sealed, placarded, and recorded in accordance with Handbook PO-512 at the mailer’s plant in a Postal Service–approved DMU by a clerk qualified to do verification procedures.
464.31 Detached Mail Unit Requirements
The DMU must be separate from the mailer’s activities, in an enclosed, secure, and safe work area with a telephone. The Postal Service must approve the DMU work area.
464.4 Payment of Postage and Fees
The mailer must pay postage and fees for plant-loaded mail to the origin Post Office before the vehicle is transported from the mailer’s plant, except under 464 and current DMM policy.
465 Preparation Requirements for Plant-Loaded Vehicles
465.1 Intra-District Area Plant Loads
Intra-district area plant-loaded vehicles must fill 50 percent or more of a vehicle’s capacity by weight or cube (a minimum of 23,000 pounds and/or 1,600 cubic feet).
465.2 Inter-District Area Plant Loads
465.21 Vehicles Containing One Mailing
Mailers must prepare inter-district area plant-loaded vehicles containing one mailing under the following requirements for the proper class or type of mail:
a. First-Class Mail and Periodicals
1. When there is enough mail to fill 60 percent or more of a vehicle’s capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same SCF service area, the mailer must prepare a direct vehicle for that SCF.
2. When, after making up all possible SCF vehicles, there is enough mail to fill 60 percent or more of a vehicle’s capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same area distribution center (ADC) service area, the mailer must prepare a direct vehicle for that ADC.
3. The Postal Service transports all mail remaining, using appropriate transportation to the facility selected by Distribution Networks.
4. The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatching of mail in accordance with Handbook PO-512.
b. Standard Mail and Package Services
1. When there is enough mail to fill 60 percent or more of a vehicle’s capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same SCF service area, the mailer must prepare a direct vehicle for that SCF.
2. When, after making up all possible SCF vehicles, there is enough mail to fill 60 percent or more of a vehicle’s capacity by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet) addressed to the same NDC or ASF service area, the mailer must prepare a direct vehicle for that NDC or ASF.
3. All mail remaining after all the above preparation requirements are met is transported by the Postal Service, using appropriate transportation, to the Postal Service facility selected by Distribution Networks.
4. The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatch of mail in accordance with Handbook PO-512.
465.22 Vehicles Containing Two or More Mailings
Mailers must prepare inter-district plant-loaded vehicles containing two or more mailings under the following requirements for the proper class or type of mail:
a. Two or more mailings, which independently have insufficient volume to require destination vehicles to be prepared, may be combined to make up an origin vehicle without meeting the requirements of 465.22b.
b. Two or more mailings, which independently have sufficient volume to require destination vehicles to be prepared, must meet the preparation requirements described below when combined.
1. When there is enough mail to fill 60 percent or more of a vehicle’s capacity, by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet), addressed to the same ADC service area, the mailer must prepare a direct vehicle for the ADC.
2. When there is enough mail to fill 60 percent or more of a vehicle’s capacity, by weight or by cube (a minimum of 28,000 pounds and/or 2,000 cubic feet), addressed to the same NDC or ASF service area, the mailer must prepare a direct vehicle for that NDC or ASF.
3. The mailer agrees to withhold all mail for local processing and to comply with local instructions for loading and dispatch of mail in accordance with Handbook PO-512.
4. The Postal Service transports the remaining mail, using appropriate transportation, to the facility selected by Distribution Networks.
465.3 Determination of Vehicle Makeup Requirements
The makeup requirements for plant-loaded vehicles are determined by the destination of the mailings accepted by the Postal Service at the mailer’s plant. When possible, mailers should combine mailings in vehicles as a means of preparing the finest destination vehicles possible.
465.4 Corrective Action
If a plant-loaded mailing does not meet the vehicle preparation requirements for plant-loaded vehicles as required in 465.21 or 465.22, the mailer has the following two options:
a. Rework the mailing so that it complies with the applicable make-up requirements for plant-loaded vehicles as required in 465.21 or 465.22. If the mailing is verified for presort, mail makeup, and postage payment purposes and is accepted as mail at the mailer’s plant, and then it is determined that the vehicle preparation requirements were not met, the mailer must choose this option and rework the mailing. Vehicles must not be dispatched from the plant until the vehicle preparation requirements are met.
b. Transport the mailing at the mailer’s expense to a Postal Service facility within the origin service area designated by the origin postmaster and with the capability to process that class of mail. If this option is chosen, all applicable postage statements must be submitted with the mailings. The origin postmaster must notify the designated Postal Service facility in advance that the mailer has chosen to transport the mail at its own expense and is to enter the mailing at that facility. The mailing must be verified at the designated Postal Service facility for proper presort and mail makeup for the class of mail and for postage payment purposes. The designated Postal Service facility completes the Post Office part of the postage statements after the mailing is verified and accepted and returns the postage statements to the origin Post Office, where postage and fees must be paid.
466 Reimbursement for Non-Postal Services
466.1 General
The Postal Service must obtain reimbursement from mailers for non-postal services furnished by the Postal Service in providing plant-load service only as authorized in 466.2 through 466.5.
466.2 Detention of Trailers
466.21 General
The Postal Service must obtain reimbursement under 466.22 through 466.25 from plant-load mailers when trailers furnished by the Postal Service to provide plant-load service are detained by some action by the mailer.
466.22 Request to Detain Trailers
The procedure for making a request to detain trailers is as follows:
a. Plant-load mailers wanting to detain trailers longer than the time necessary to load them must make a request to the Postal Service at least 24 hours in advance of the requested date and time of the trailer’s arrival. The mailer must agree to reimburse the Postal Service for the cost of detaining the trailers. The Postal Service must approve the request to detain trailers before the trailers are sent to the mailer’s plant.
b. If the mailer does not submit a timely request to detain trailers but detains them longer than the time necessary to load them, the mailer must reimburse the Postal Service for the cost of detaining the trailers.
466.23 Nonreimbursable Detention Period
Mailers who submit timely requests to detain trailers may do so for 24 hours without reimbursing the Postal Service for detention. The nonreimbursable period begins when the trailer arrives at the mailer’s plant or at the date and time at which the mailer requested the trailer to arrive, whichever is later. The nonreimbursable period ends 24 hours later, excluding Saturdays, Sundays, and holidays. For example, if a trailer arrives at 5:00 p.m. on Friday, the nonreimbursable period ends 5:00 p.m. on Monday, or 5:00 p.m. on Tuesday if Monday is a holiday.
466.24 Determination of Reimbursable Detention Period
The guidelines for determining the reimbursable detention period are:
a. If the plant-load mailer has submitted timely requests to detain trailers, the reimbursable detention period begins at the expiration of the nonreimbursable detention period.
b. If the mailer did not submit timely requests to detain trailers, the reimbursable detention period begins at the date and time the trailer arrives at the plant, or at the date and time at which the mailer requested the trailer to arrive, whichever is later.
c. The reimbursable period ends when the trailer is ready for dispatch and the mailer so notifies the Postal Service.
466.25 Calculation of Reimbursement
Reimbursement is made for each 24 hours, or fraction thereof, of the reimbursable detention period that a trailer is detained. After the nonreimbursable detention period ends, Saturdays, Sundays, and holidays are included in the calculation of detention reimbursement. Calculations for highway and rail transportation reimbursement are made as follows:
a. Reimbursement for each highway transportation trailer is equal to the actual daily cost to the Postal Service for leasing the trailer, multiplied by the number of detention periods determined per 466.24.
b. Reimbursement for each rail transportation trailer is equal to the demurrage or detention charge payable by the Postal Service under the rail transportation contract under which the trailer is furnished to the Postal Service by the railroad.
466.3 Bobtailing, Deadheading, and Waiting/Holding Charges
Plant-load mailers must reimburse the Postal Service for bobtailing, deadheading, or waiting/holding when the Postal Service incurs such charges due to some action by the mailer. Reimbursement is equal to the service charge paid by the Postal Service under the transportation contract.
466.4 Damage Charges
Plant-load mailers are responsible for reimbursement to the Postal Service for charges, including but not limited to, damages to Postal Service–furnished equipment caused by the mailer or the mailer’s employees or agents.
466.5 Spotting Charges
The Postal Service allows free of charge to the mailer one round trip per vehicle to the mailer’s plant for loading and from the mailer’s plant as a dispatch to a destination Postal Service facility. In cases where a mailer makes an advance request to detain vehicles, the mailer may also accrue a spotting charge for the transportation expenses to position the vehicle for preloading at the mailer’s plant.
466.6 Nonreimbursable Charges
466.61 Detention
The Postal Service does not obtain reimbursement from plant-load mailers for the detention of trailers that results from an action by the Postal Service.
466.62 Other Operations
The Postal Service does not obtain reimbursement from plant-load mailers where bobtailing, deadheading, or waiting/holding charges are incurred by an action by the Postal Service.
467 Mailer Expedited Plant-load Shipment
467.1 Definition
Under an expedited plant-load shipment authorization, the Postal Service verifies the mail for presort and proper preparation at the mailer’s plant. Postage is paid at the Post Office where the mailer is authorized plant-load privileges. The mailer then transports the expedited plant-load shipment at the mailer’s expense to destination Postal Service facilities where the shipment is deposited and accepted into the mailstream. Only plant-load mailers authorized to do so may transport expedited plant-load shipments at their own expense under the conditions in 467.2 through 467.6.
467.2 Authorization
The procedure for obtaining authorization for expedited plant-load shipments is as follows:
a. An authorized plant-load mailer may seek authorization to transport expedited plant-load shipments by submitting a written request to the district manager. The mailer’s request must describe, for each destination where mail is to be transported, the material to be deposited as an expedited plant-load shipment (e.g., the class, characteristics, and quantity), the frequency of mailing, and whether the request is for one or for a series of mailings. No form is provided for this purpose.
b. The district manager reviews the mailer’s request, ensures the availability of Postal Service resources (e.g., detached mail unit staff), provides the mailer with a written decision, and sends a copy of the written decision to the manager, Distribution Networks. If the request is approved, the authorization is for a mailing or group of mailings and for a time period not to exceed 2 years, after which a new request must be submitted. If the request is denied, a written response explaining the reasons for denial must be provided to the mailer. A denial is a classification decision and may be appealed under current DMM policy.
c. The mailer’s request for expedited plant-load shipment authorization may be approved when it is in the best interest of the Postal Service, and the mailer is in compliance with the requirements for a plant-load operation.
d. If the expedited plant-load shipment request is approved for more than one-time use, the plant-load agreement must be amended by attaching a completed and signed PS Form 8026, Expedited Shipment Agreement for Plant-Load Mailings, and including additional documents detailing the material to be prepared as expedited plant-load shipments.
467.3 Mailer Responsibilities
Mailers who are authorized to have mail verified in their plant and paid for at the Post Office serving the mailer’s plant (plant-load authorization) and to transport that mail at their own expense for deposit at a destination Postal Service facility (or facilities) must adhere to the following requirements before expedited plant-load shipments can be deposited at destination Postal Service facilities:
a. The Postal Service facility (or facilities) where the mail is to be deposited must be one that processes the class of mail to be deposited.
b. All the mailpieces in each expedited plant-load shipment must have a destination within the service area of the Postal Service facility where the shipment is deposited and accepted. For example, if an expedited plant-load shipment is deposited at an NDC, all the pieces in the shipment must be for addresses within the service area of that NDC.
c. The mailer must contact each Postal Service facility where the expedited plant-load shipment is to be deposited to arrange and obtain approval for a time and location to deposit the expedited plant-load shipment.
d. When a vehicle contains more than one expedited plant-load shipment to be drop-shipped to a single destination Postal Service facility, each shipment must be physically separated. When a vehicle contains mailings or mailing segments for more than one destination facility, the mail must be physically separated by destination, and then within each destination the mail must be physically separated by mailing or mailing segment.
e. When the vehicle used for expedited plant-load shipment also contains other material carried as freight, the mailer must load all freight in the nose (front) of the vehicle, clearly marked and separated from the expedited plant-load shipment. The mailer must ensure that the separation method prevents the freight and expedited plant-load shipment from becoming mixed in transit.
f. When the vehicle is loaded to make multiple stops, the mailer must ensure that only the appropriate shipment is removed at each stop, that no other material (mail or freight) is added, and that any remaining shipments are kept separate from any other freight remaining on the vehicle.
g. The mailer must present the required postage statements and documentation to the DMU for each mailing.
h. At destination, the mailer must provide the necessary documentation (provided by the Postal Service) to prove the required postage was paid for the expedited plant-load shipment.
i. The mailer must meet the requirements that apply to any presort or automation-based rates claimed on the mailing being prepared as an expedited plant-load shipment. Note: Expedited plant-load shipments are not eligible for destination entry rates.
467.4 Verification and Collection of Postage
All expedited plant-load shipment mailings must be verified and have postage and fees collected according to the class of mail as required in this manual, Handbook DM-109, and Handbook DM-103 before it is loaded into mailer-supplied transportation and dispatched. The plant-load requirements in 464.21, 464.22, 464.3, and 464.4 must be met.
467.41 Detached Mail Unit Responsibilities
When mailers are authorized to transport an expedited plant-load shipment at their own expense to a destination Postal Service facility, the DMU employees assigned to the mailer’s plant must verify those mailings as they would all other mail to be accepted under the plant-load authorization. Before the dispatch of an expedited plant-load shipment, DMU employees must complete the following additional activities for mail loaded onto mailer-provided transportation:
a. Complete a PS Form 8017, Expedited Plant Load Shipment Record, for each destination. Place the form on the inside rear sidewall of the vehicle. Completion of more than one PS Form 8017 is required for mail to be deposited at multiple Postal Service facilities.
b. Ensure that any material carried as freight on the same vehicle as an expedited plant-load shipment is confined to the nose (front) of the vehicle, is separated by a clearly marked separation, and is loaded to avoid becoming mixed with the expedited plant-load shipment in transit.
467.42 Destination Postal Facility Responsibilities
Destination Postal Service facilities have the following responsibilities:
a. Upon receipt of PS Form 8017, verify that the office receiving the shipment is the correct destination office. Check that PS Form 8017 is complete, signed, and round-stamped by the origin Post Office.
b. After the shipment is unloaded, complete the applicable blocks on PS Form 8017.
c. Retain PS Form 8017 for 1 year.
d. Additional mail for downstream Postal Service facilities must not be loaded onto the mailer’s vehicle by any Postal Service facility at which the mailer has deposited an expedited plant-load shipment.
467.5 Liability
The mailer assumes all liability and responsibility for any loss or damage to the expedited plant-load shipment before it is deposited in and accepted at a destination Postal Service facility regardless of whether a third party is used to transport it. The Postal Service is not liable or responsible for any loss or damage to an expedited plant-load shipment, except after accepted and deposited at a destination Postal Service facility as provided for in the DMM.
467.6 Refunds
The Postal Service does not refund postage for any failure to provide service caused in whole or in part by any event occurring before the shipment is deposited in and accepted at a destination Postal Service facility, except in accordance with the provisions of the refund standards in current DMM policy.
468 Transportation
468.1 Selection of Mode of Transportation
Distribution Networks selects the least-costly mode of transportation that meets the service objectives for the class of mail. The mode of transportation is not changed at the request of the mailer.
468.2 Mailer Transportation
Mailers may transport their own plant-loaded mail when there is a highway contract between the Postal Service and the mailer or when the mailer is authorized to transport plant-verified mail under 468 and has entered into an expedited plant-load shipment agreement with the Postal Service. The awarding of a highway contract to the mailer or authorization under 468 is not a factor in deciding whether to authorize the plant load. Any net cost-savings that result from an expedited plant-load shipment authorization may not be included in the cost-savings analysis for initial plant-load authorization or renewal.
468.3 Holding, Storing, or Delaying Dispatch
The Postal Service does not hold, store, or otherwise delay the dispatch of plant-loaded mail except as provided for under the plant-load agreement with the mailer.
468.4 Relocation of Trailers
The Postal Service does not relocate trailers at a mailer’s plant.
468.5 Service Objectives
The service objectives that apply to the class of mail being transported apply to the plant-loaded mail. Plant-loaded mail may have deferred service objectives, if provided for in the plant-load agreement.
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We will incorporate this revision into the next printed version of the POM and also into the online version available on the Postal Service PolicyNet website:
n Go to http://blue.usps.gov.
n Under “Essential Links” in the left-hand column, click References.
n Under PolicyNet, click Manuals.
(The direct URL for the Postal Service™ PolicyNet website is http://blue/usps.gov/cpim.)
— City Delivery,
Delivery & Post Office Operations, 6-16-11
