Be Prepared — Election and Political Mail on the Rise
Many states nationwide have adopted policies such as “No Excuse Absentee Voting” and “Vote-by-Mail.” These alternatives to voting at a polling station on Election Day provide the Postal Service™ with an opportunity to increase First-Class Mail® volume and revenue, and enhance the value of mail.
Leading up to the general election on November 6, 2012, Vote-by-Mail ballots and other mail prepared by election officials will be entering the mailstream. Concurrently, there will be Political Campaign Mail promoting candidates, referendums, and issues. During this time, Postal Service employees need to watch for this important time-sensitive mail and do their part to ensure each mailing receives the highest level of service.
This article contains important requirements and tips about how to handle Official Election Mail and Political Campaign Mail. Employees can also find additional details about their role in Election 2012 online at http://blue.usps.gov/marketing/election.htm. This site is the single source for information about the Postal Service’s election-related responsibilities and what postal employees need to know about proper handling of both Official Election Mail and Political Campaign Mail.
To attract this new volume and retain it, employees must be ready to provide reliable service for this very important and time-sensitive mail.
Here’s what postal employees need to do:
n Be alert for the green Tag 191, Domestic and International Mail-In Ballots, which identifies ballot mail.
n Be alert for the Official Election Mail logo, which is used to identify individual pieces of election mail. The logo may be printed in black, blue, or red ink.
n Promptly handle all ballot and official election mailings. Refer to the standard operating procedures beginning on page 8.
Official Election Mail is any mailpiece created by an authorized election official that is mailed to or from a citizen of the United States for the purpose of participating in the voting process including:
n Vote-by-Mail ballots.
n Sample ballot materials.
n Voter registration cards.
n Absentee applications.
n Polling place notifications.
Postmasters and station managers should expect to be contacted by election officials asking for help with their mailings. Their guidance will ensure ballots and other mail this election season are processed in the most efficient and timely manner. Here are a few things everyone should know:
n For information on preparing and sending election mail, election officials can visit www.usps.com/gov-services/gov-services.htm
. This online resource is available to help plan and design Official Election Mail and provides links to:
1. Mailpiece design analysts who can provide guidance on designing outbound and return envelopes that meet postal standards and help construct mailing plans.
2. Publication 632, State and Local Election Mail — User’s Guide, designed to help election officials make decisions about mailpiece design, address-list cleansing, classes of mail, options for reply mail, and obtaining postage discounts.
3. Publication 631, Official Election Mail — Graphic Guidelines and Logos, provides detailed information on the print and color specifications for using the Official Election Mail logo. Only election officials can use this logo.
Free absentee ballots are balloting materials consisting of postcard applications, ballots, voting instructions, and envelopes that may be sent through the mail without prepayment of postage. The provisions for mailing without postage are in Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 703.8. Free absentee balloting materials may be sent to and from state and local election officials and sent to enable persons in the following categories to apply for registration and vote by absentee ballot:
n Members of the Armed Forces in active service, and their spouses and dependents.
n Members of the U.S. Merchant Marine, and their spouses and dependents.
n U.S. citizens residing outside the territorial limits of the United States and the District of Columbia, and their spouses and dependents residing with or accompanying them.
Free absentee ballots must bear the indicia “U.S. Postage Paid 39 USC 3406.” Mail bearing this indicia does not require postage, and is not shortpaid. Absentee ballots prepared in compliance with DMM 703.8 “must not be detained or held for postage payment” (Postal Operations Manual (POM) 171.3).
The only other election materials that may be mailed without postage are identified in DMM 703.5, Free Matter for the Blind and Other Physically Handicapped Persons. All other mail sent by an election official requires postage prior to mailing.
Use Tag 191 to identify trays and sacks containing domestic and international ballots. Each Post Office™ facility should maintain a sufficient supply of Tag 191 for local election officials. Order the tag from the Material Distribution Center (MDC) using the touch-tone order entry (TTOE) system: Call 800-273-1509.
Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order.)
Use the following information to order Tag 191:
PSIN: TAG191
PSN: 7690-10-000-0667
Unit of Measure: EA
Minimum Order Quantity: 250
Bulk Pack Quantity: 2000
Quick Pick Number: N/A
Price: $0.1248
Edition Date: 07/07
Military personnel in APO/FPO/DPO locations will be able to return absentee ballots via Express Mail® service using the Express Mail Label 11-DOD. This blue Express Mail label will be affixed to the top of the absentee ballot return envelope or flat. The absentee ballot return envelope may be as small as a #10 business-sized envelope or as large as a flat-sized envelope.
These Express Mail shipments will arrive from International Service Centers in Express Mail sacks and must remain in the Express Mail stream to the delivery unit. Both the “Waiver of Signature” request and “Guaranteed by End of Day” endorsement are printed on the blue label. No deviation for delivery by a specific time is necessary, and the shipments should always be delivered on the day they arrive at the delivery Post Office.
Express Mail postage will be paid by the federal government. No postage should be charged at the destination, regardless of the type of envelope or flat used — even if the original is a Business Reply Mail envelope or flat. Processing operations employees must ensure absentee ballot envelopes or flats with the Express Mail Label 11-DOD affixed at the top remain in the Express Mail stream and receive an Enroute scan event. Customer Service and Delivery employees must identify incoming absentee ballot envelopes or flats as Express Mail shipments and ensure they receive the appropriate scan events and are delivered as Express Mail.
Political Campaign Mail is any piece mailed for political campaign purposes by a registered political candidate, a campaign committee, or a committee of a political party to promote political candidates, referendums, or political campaigns. This mail may qualify for Nonprofit Standard Mail® prices (DMM 703). The following is further information on Political Campaign Mail:
n Mail meeting this definition is considered Political Campaign Mail regardless of whether the election is partisan or nonpartisan.
n A brochure promoting the candidacy of one or more registered candidates for elected offices on the local, state, or federal levels is a common example of a political campaign mailpiece.
n Political campaign mailpieces may bear an endorsement required by federal or state law that is similar to: “Paid for by the committee to elect John Smith and authorized by John Smith.”
n Specific responsibilities for handling political campaign mailings are detailed in POM 492.
n Mail from organizations, such as labor unions, religious groups, retiree organizations, and others that endorse specific candidates or political issues or engage in issue advocacy or voter mobilization is political message mail.
To improve internal tracking of political message mail, the U.S. Postal Service® is expanding the use of Tag 57 to include political message mailings from Political Action Committees (PACs), Super-PACs, or other organizations engaging in issue advocacy or voter mobilization. The Postal Service wants to ensure that this volume receives visibility within the mailstream.
The DMM will remain unchanged. Eligibility rules remain unchanged. Expanded use of Tag 57 is for operational purposes only.
Tag 57 can be used for any political campaign mailing by a registered political candidate, campaign committee, or committee of a political party, or political message mailing by a Political Action Committee (PAC), Super-PAC, or other organization engaging in issue advocacy or voter mobilization.
Tag 57 is a red container tag designed to provide visibility to Political Mail Campaign while it’s in the mailstream.
Specific responsibilities for handling political campaign mailings are detailed in POM 492.
Use Tag 57 to identify trays and sacks containing Political Campaign Mail. Each Post Office and mail acceptance unit should maintain a sufficient supply of Tag 57 for its local political campaign mailers. Order the tag from the Material Distribution Center (MDC) using the touch-tone order entry (TTOE) system: Call 800-273-1509.
Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order.)
Use the following information to order Tag 57:
PSIN: TAG57
PSN: 7690-02-000-9965
Unit of Measure: EA
Minimum Order Quantity: 100
Bulk Pack Quantity: 4000
Quick Pick Number: 454
Price: $0.0274
Edition Date: 03/77
The Postal Service is responsible for providing information to assist in the preparation and deposit of political campaign mailings, as well as for the proper acceptance, processing, delivery, and recording of these mailings. Our job is to ensure that each mailing is handled properly and with equal care and attention.
Be alert for the red Tag 57. Any political campaign mailing must be expedited through postal operations. Any delay in processing political campaign mailings must be documented. Here are some guidelines to follow:
Late Deposit
Inform mailers of the potential for late delivery when they attempt to deposit political campaign mailings that may be too late for delivery by the election date under Postal Service delivery objectives. Document and maintain this advice on the Late Arriving Mail Report (see page 13).
Report of Delays
Give immediate attention to any reported delay in processing or delivering political campaign mailings, and fully document inquiries made and subsequent action taken.
Handling of Undeliverable as Addressed Mail
If a significant amount of a campaign mailing is received that is undeliverable as addressed, postmasters must inform the applicable campaign office before taking any action to dispose of such mail. Postmasters should also coordinate any such situations with their area Political Campaign Mail coordinator.
Processing and Delivery Records
Managers, Business Mail Entry, and postmasters must keep documented records of all political campaign mailings that are deposited or received at their offices, with particular attention to those deposited or received too late for timely delivery.
At a minimum, the documented records must include the following:
n The name of the mailer.
n A sample, photocopy, or description of the mailing.
n The date and time the mailing was received for dispatch or delivery.
n The Election Day deadline and, if applicable, the date of requested delivery.
n If applicable, the approximate number of pieces not delivered before the Election Day deadline and/or the date of requested delivery and the reasons why delivery was not timely.
n The approximate volume of any Standard Mail items consigned to waste as instructed by the mailer.
PostalOne! Sites
There is a feature in PostalOne!® for acceptance clerks to tag all political mailings.
When processing a postage statement for political mailings, select the required “Yes” box for “This is a political campaign mailing” question. Checking the box is critical, as it will allow the Postal Service to extract data on political mailings. In addition to this feature, employees must maintain a manual Log for Official Election Mail and Political Campaign Mail (see page 11).
Refer to the standard operating procedures on pages 8–9.
From now until the November election, postmasters and station managers can expect to receive inquiries concerning the use of Postal Service lobbies and grounds for election-related activities. It is critical that all employees communicate the same message to prevent any negative impact on the Postal Service.
Do not allow the following items to be placed or collected in a Post Office lobby, or anywhere on Postal Service property:
n Ballot boxes/receptacles.
n Voter registration materials, including absentee ballot applications.
n Freestanding signs or other structures, including tables, chairs, or furniture of any kind.
Do not allow the following materials to be deposited, posted, or displayed in a Post Office lobby, or anywhere on Postal Service property:
n Nonpostal flyers, pamphlets, signs, and other unauthorized literature, including partisan materials featuring photographs of elected officials, candidates, or political party symbols.
Note: Lobby bulletin boards are reserved solely for display of official postal and other approved governmental announcements. (See Handbook PO-209, Retail Operations Handbook, section 13-6.5).
Do not allow the following activities to take place in a Post Office lobby, or anywhere on Postal Service property (except for street frontage perimeter sidewalks that are not physically distinguishable from adjacent municipal or other public sidewalks):
n Any activity conducted in support of a campaign for election of an individual to any public office including depositing, posting, displaying, or distributing campaign literature; asking for or collecting signatures to put a candidate on an election ballot; or asking for or collecting contributions for a partisan organization or cause.
Note: Refer any questions about these prohibited activities, including the exception for street frontage perimeter sidewalks that are not physically distinguishable from adjacent public sidewalks, to the Law Department field office in your area.
These activities may be allowed in a Post Office lobby with the following limitations:
n Voter registration. Voter registration activities, if conducted in accordance with requirements contained in 39 C.F.R. § 232.1(h)(4).
Note: Refer any requests by any organization to conduct voter registration activities on Postal Service property to the Law Department field office in your area.
n Photography/Filming. Any kind of audio or visual recording of the interior of a Post Office or Postal Service building conducted for news, advertising, or commercial purposes requires prior permission from the Postal Service.
The Hatch Act — Permitted and Prohibited Political Activities of Employees
The Hatch Act is a federal law that restricts the political activity of federal employees (including Postal Service employees).
Under the Hatch Act, Postal Service employees may:
n Be candidates for public office in nonpartisan elections.
n Register and vote as they choose.
n Assist in voter registration drives.
n Express opinions about candidates and issues.
n Contribute money to political organizations.
n Attend political fundraising functions.
n Attend and be active at political rallies and meetings.
n Join and be an active member of a political party or club.
n Sign nominating petitions.
n Campaign for or against referendum questions, constitutional amendments, and municipal ordinances.
n Campaign for or against candidates in partisan elections.
n Make speeches for candidates in partisan elections.
n Distribute campaign literature in partisan elections.
n Hold office in political clubs or parties.
Postal Service employees may not:
n Use official authority or influence to interfere with an election.
n Solicit, receive, or collect political contributions unless both individuals are members of the same federal labor organization or employee organization, and the one solicited is not a subordinate employee.
n Knowingly solicit or discourage the political activity of any person who has business before the agency.
n Engage in political activity (including wearing political buttons or clothing) while on duty, wearing an official uniform, using a government vehicle, or in any government office.
n Be candidates for public office in partisan elections.
n Wear political buttons on duty.
Ignorance of the law is not an excuse. Get more information on the Hatch Act at http://www.osc.gov/hatchact.htm.
The Anti-Lobbying Act is a federal law that prohibits Postal Service officers and employees acting in their official capacity from engaging in grassroots lobbying campaigns that directly or indirectly encourage the public to contact government officials in support of, or in opposition to, proposed or pending legislation. The Act only applies to the use of postal resources, and therefore does not apply to employees acting in their personal capacity.
Under the Act, a Postal Service employee acting in an official capacity may not participate in a press conference organized by a nongovernmental advocacy group called to criticize a legislative proposal and encourage the public to contact Congress to oppose the proposal. Nor may an employee acting in an official capacity ghostwrite statements for a grassroots lobbying campaign.
The Anti-Lobbying Act also prohibits the direct or indirect use of Postal Service funds to pay for grassroots lobbying materials intended to influence a member of Congress, a jurisdiction, or an official of any government to support or oppose any legislation, law, ratification, policy, or appropriation. A series of letters on official stationery sent to mass mailers urging them to write to their elected representative to support specific legislation would constitute a prohibited direct expenditure under the Anti-Lobbying Act.
The provision of facilities, equipment, telephones, and other postal resources, to a private lobbying group for a grassroots lobbying campaign supporting specific legislation would also constitute a prohibited indirect expenditure under the Anti-Lobbying Act.
Advice concerning the Anti-Lobbying Act is available to Postal Service employees by calling their local Law Department field office.
For Political Campaign Mail, POM 492 defines the responsibilities of the marketing manager (and staff). POM 492.32 states that marketing managers are responsible for ensuring that proper premailing assistance is provided to all committees of political parties, all candidates for public office, and all candidate campaign committees within their jurisdiction. Although not specifically addressed in the POM, Official Election Mail also deserves prompt attention during processing.
The marketing manager (or designee) must do the following:
n Provide information to Processing and Distribution managers; postmasters; and the managers, Post Office Operations, on customer issues or mailing circumstances that may affect their operations.
n Monitor compliance of Business Mail Entry, Consumer Affairs, and the Business Service Network in meeting their responsibilities as listed in these standard operating procedures.
The manager, Business Mail Entry, and the Business Mail Entry Unit (BMEU) personnel must do the following:
n Ensure all mailing supplies (e.g., trays, sacks, labels, tags, and postage statements) requested by political parties, Political Action Committees (PACs), Super-PACs, Nonprofit/527s, candidates, and election officials to prepare their mail are available and provided promptly.
n Ensure all Business Mail Entry personnel are up to date with the information and procedures on Political Campaign Mail in POM 492, DMM 703.1.3, and Handbook DM-109, Business Mail Acceptance.
n Ensure prompt acceptance of Political Campaign Mail and Official Election Mail presented to the BMEU, as far as practicable.
n Ensure all trays, sacks, and containers containing Political Campaign Mail are identified with red Tag 57.
n Ensure all trays and sacks containing Official Ballot Mail are identified with green Tag 191.
n At PostalOne! sites, ensure that each political campaign mailing and official election mailing accepted in the BMEU is properly identified as a political mailing by clicking the “Yes” box to the question “This is a political campaign mailing”. This action does not negate the need to enter the mailing on the Log for Official Election Mail and Political Campaign Mail.
n Ensure that all mailings eligible for Tag 57 and all Official Ballot mailings accepted in the BMEU/DMU are entered on the Log for Official Election Mail and Political Campaign Mail.
n Ensure each accepted political campaign mailing and official election mailing is placed in a designated container that is then placed in an area designated only for these types of mailings.
n Immediately call or otherwise notify the processing supervisor after the accepted Political Campaign Mail or Official Election Mail is placed in the designated staging area.
n Record the time of the call or notification and the name of the processing supervisor notified on the Log for Official Election Mail and Political Campaign Mail.
n Enter the time the mail is picked up by processing personnel from the designated staging area on the Log for Official Election Mail and Political Campaign Mail.
n Observe the designated, segregated staging area for accepted political campaign mailings and official election mailings, on a continual basis, and make sure that the mail is promptly handled.
n Publicize the schedule of mail preparation seminars in the district to all candidates, political mailers, and election officials; schedule additional seminars as needed and ensure that all Political Campaign Mail signage is posted in the BMEU or shared with mail preparers.
n Monitor the political campaign mailings and official election mailings accepted, and report any preparation problems by completing the Issue Report (see page 12). Send copies to the manager, Business Mail Entry, and the designated district political mail coordinator.
The manager, Business Mail Entry, who oversees the mailing requirements personnel must do the following:
n Ensure all mailing requirements personnel are up to date with the information and procedures on Political Campaign Mail in POM 492, DMM 703.1.3, and Handbook DM-109.
Personnel at Convenience Deposit Point (CDP) acceptance locations must do the following:
n Follow all existing procedures for receiving mailings at the CDP for transport to the BMEU.
n Ensure all containers (trays and sacks) of Political Campaign Mail are identified with red Tag 57.
n Ensure all containers (trays and sacks) of political message mail are identified with red Tag 57 (new procedure).
n Ensure all containers (trays and sacks) of ballot mail are identified with green Tag 191. Note: Tag 191 is to be used only to identify ballot mail. It should not be used to identify containers of other types of Official Election Mail, such as polling place notices, voter registration notices, or other ballot-related materials.
n Place political campaign mailings and official election mailings received at the CDP in a separate transport container or cart.
n Place a red Tag 57 or green Tag 191, as appropriate, on the outside of the transport cart along with the orange unverified permit mail tag.
n Place transport containers with political campaign mailings and official election mailings on the earliest available dispatch.
n Keep records of political campaign mailings and official election mailings received and dispatched from the CDP to the BMEU on the Log for Official Election Mail and Political Campaign Mail.
n Document any inquiries and actions taken in response to delayed processing or delivery of Political Campaign Mail or Official Election Mail on the Issue Report.
n Notify the district Election 2012 coordinator of any delays or processing issues with Political Campaign Mail or Official Election Mail on the Issue Report.
1. Will the Postal Service’s network consolidations affect delivery of political or election mail?
No. Due to the volume of high-priority mail predicted for the election as well as the holiday mailing seasons, no consolidating activities will be conducted from September through December 2012.
Any planned consolidations will have no impact on the delivery of election-related or political mail for the November elections.
Nearly all consolidating activities in 2012 will occur in August and will be somewhat modest in nature.
2. Registrars of voters generally sweep Postal Service facilities to pick up completed ballots that arrive close to the voting deadline on Election Day. Will these pick-up activities be impacted by network consolidations?
No. Postal Service officials at the district level are in regular communications with the registrars of voters and will coordinate the handling of completed ballots on Election Day.
1. What is Official Election Mail?
Official Election Mail is any mailpiece created by an authorized voting registration official that is mailed to or from a citizen of the United States for the purpose of participating in the voting process. It includes mail-in ballots, absentee ballots, balloting materials, voter registration cards, absentee applications, and polling place notifications.
2. Is political mail sent by candidates running for elected offices considered to be Official Election Mail?
No. Official Election Mail does not include Political Campaign Mail.
3. What is Tag 191?
Tag 191, Domestic and International Mail-In Ballots, is a green container tag used since November 2007. It may be used by elections officials to identify trays and sacks of their ballot mail destined for either domestic or international addresses. The tag provides greater visibility to ballot mail during Postal Service handling.
4. Can Tag 191 be used on any mailpiece that displays the Official Election Mail logo?
No. The green Tag 191 may be used only to identify ballots addressed for domestic or international delivery. The tag is not to be used to identify containers of other types of Official Election Mail, such as polling place notices, voter registration notices, or other ballot-related materials. Tag 191 also may not be used by organizations or individuals to send materials that promote political candidates, referendums, or political campaigns. To identify Political Campaign Mail, registered campaign mailers may continue to use the red Tag 57, Political Campaign Mailing.
5. Is Tag 191 required to be on containers of ballots and balloting materials?
No. The use of Tag 191 is recommended, but not required.
6. Is Tag 191 reusable?
Yes. Once containers ballots or balloting materials have been emptied, Tag 191 should be removed from the trays and sacks and retained by Postal Service employees for reuse.
7. Since election officials are not supposed to use Tag 191 on nonballot mail such as polling place notices and voter registration forms, can they use Tag 57 to identify their mailing containers?
No. Tag 57 is only to be used to identify trays and sacks of Political Campaign Mail sent by a registered political candidate, campaign committee, or committee of a political party to promote political candidates, referendums, or political campaigns (partisan or nonpartisan). New this year: Tag 57 also can be used to identify political message mail.
8. How do Post Offices get a supply of Tag 191?
Post Offices can order Tag 191 from the Material Distribution Center (MDC) using normal ordering procedures (see page 4). Post Offices should maintain a sufficient supply of Tag 191 to meet the needs of their local election officials.
9. What is the Official Election Mail logo?
The Official Election Mail logo is a registered trademark image that may only be used by elections officials. The logo design features an interpretation of the stars and stripes of the American flag and the words “Official Election Mail” and “Authorized by the U.S. Postal Service.” The design, color, and placement specifications for the logo are detailed in Publication 631, Official Election Mail Graphic Guidelines and Logos, which is available online at http://about.usps.com/publications/pub631.pdf.
10. Why was the Official Election Mail logo created?
The logo was created by the Postal Service in cooperation with the Joint Election Official Liaison Committee to help federal, state, and local elections officials carry out their responsibilities under the National Voter Registration Act of 1993.
11. Who can use the Official Election Mail logo?
The Official Election Mail logo can be used on any mailpiece created by an elections official that is mailed to or from a citizen of the United States for the purpose of participating in the voting process. Official Election Mail includes balloting materials, voter registration cards, absentee applications, polling place notifications, and voter reply mail. Use of the logo must comply with the design specifications in Publication 631.
12. Are elections officials required to use the Official Election Mail logo?
No. Use of the logo is not required, but the Postal Service does encourage election officials to use the logo on their Official Election Mail materials. Use of the Official Election Mail logo helps recipients recognize a mailpiece as important and distinct from other mail. The logo also serves to identify Official Election Mail to Postal Service workers and distinguish it from the thousands of other mailpieces that are processed daily.
13. Does use of the Official Election Mail logo provide upgraded service for Official Election Mail during Postal Service processing?
No. Use of the logo is not intended to upgrade the level of service paid for or be a substitute for required postage.
14. Are there any Postal Service publications to help elections officials with preparing their mail?
Yes. Publication 632, State and Local Election Mail User’s Guide, is designed to help elections officials make decisions involving the design of their mailpiece, address list cleansing, class of mail, options for reply mail, and obtaining postage discounts. Publication 632 recommends that elections officials consult with the local mailpiece design analyst (MDA) before mailing and includes a checklist that elections officials can follow to help them achieve a successful mailing. Quick Service Guides (series 240 for Standard Mail letters and 340 for Standard Mail flats), available at http://pe.usps.com, are also helpful for mail preparation guidelines.
15. Can all ballots be mailed free of postage?
No. Only balloting materials consisting of postcard applications, ballots, voting instructions, and envelopes may be sent through the mail without prepayment of postage to enable persons in the following categories to apply for registration and vote by absentee ballot (in federal elections only) when absent from the place of voting residence and otherwise eligible to vote as an absentee:
a. Members of the Armed Forces in active service and their spouses and dependents.
b. Members of the U.S. Merchant Marine and their spouses and dependents.
c. U.S. citizens residing outside the territorial limits of the United States and the District of Columbia, and their spouses and dependents residing with or accompanying them.
All other types of ballots and balloting materials must bear postage using a permit imprint, postage meter, adhesive stamp, or other acceptable method of postage payment prior to mailing.
However, short-paid and unpaid absentee balloting materials must never be returned to the voter for additional postage. Postage is collected from the election office upon delivery or at a later date.
16. Are there requirements for mailpieces prepared as free absentee ballots?
Yes. To be mailable without prepayment of postage, mailpieces must bear the “U.S. Postage Paid 39 USC 3406” format under DMM 703.8.0. In addition, these balloting materials must be deposited at a U.S. Post Office, an overseas U.S. military post office, or an American Embassy or American Consulate.
17. When I see the indicia that reads, “U.S. Postage Paid, 39 USC 3406,” does that mean the mailpiece only has 39-cent postage?
No. That statement refers to Title 39 of the United States Code, which is a federal statute requiring the Postal Service to provide free mail service for absentee balloting materials for active military, merchant marines, U.S. citizens living overseas, and eligible spouses and dependents (see DMM 703.8.0). These mailpieces are not short-paid, and no additional postage is needed.
18. Are there mailpiece design requirements for free absentee ballots?
Yes. Qualifying mailpieces must be formatted to meet the design requirements in DMM 703.8.2.
19. Can absentee ballots for state or local elections be mailed free?
No. The provisions in DMM 703.8.0 for mailing free absentee balloting materials only apply to ballot materials for federal elections.
20. If ballots are found in the mailstream without postage or with insufficient postage, should the normal procedures for short-paid mail be followed?
No. Short-paid and unpaid absentee balloting materials must never be returned to the voter for additional postage. Postage is collected from the election office upon delivery or at a later date. Do not delay delivery of balloting materials. Uniformed (military) and overseas absentee ballots bearing an indicia “U.S. Postage Paid 39 USC 3406” are not short-paid, and no additional postage is needed. DMM 703.8.0
21. Do all ballot mailings bear an address correction service request endorsement? If so, how is this handled?
There is no requirement for election mail to use an address correction service request endorsement. Election offices may use one, if desired, to obtain a notice that a voter has submitted a change of address for the purpose of mail forwarding. This would allow the election office to contact the voter to determine if they have actually moved or if they are simply having mail forwarded for a reason not related to a move.
If the election office does not request an address correction service, then they may not learn that a voter may have moved for as much as 1 year after the move, during which time the Postal Service forwards the mail to a new address.
22. The local elections office asked our Post Office if they could place one of their ballot collection receptacles in our lobby. The ballots dropped into the receptacle would not have postage affixed and would not enter the mailstream. The elections official would retrieve the receptacle on Election Day. Can we allow the elections office to place their ballot collection receptacle in our lobby as a convenience to voters?
No. Postal Service policy does not permit placement of an elections office ballot collection receptacle in a Post Office lobby.
23. What election-related materials are allowed to be placed in Postal Service lobbies?
Postal Service policy does not permit placement of election-related materials in Post Office lobbies or anywhere on Postal Service property.
24. Is there a website where elections officials can get information on mailing?
Yes. Direct election officials to the Elections Officials’ Mailing Resource site at www.usps.com/electionmail.
1. What is Political Campaign Mail?
Political Campaign Mail is defined as materials mailed at commercial First-Class Mail or Standard Mail prices for political campaign purposes by a registered political candidate, campaign committee, or committee of a political party. This includes any public election — partisan or nonpartisan — for which there is a ballot.
2. A lot of mail looks like Political Campaign Mail. What kinds of pieces are not considered to be Political Campaign Mail?
Mail from organizations, such as labor unions, religious groups, retiree associations, and others that endorse specific candidates or political issues is not Political Campaign Mail. However, this mail is considered “political message mail” and can be identified with Tag 57 for processing.
3. What is Tag 57?
Tag 57 is a red container tag designed to provide visibility to political campaign mail while it’s in the mailstream.
4. What kind of mail can Tag 57 be used for?
Tag 57 can be used for any political campaign mailing by a registered political candidate, campaign committee, or committee of a political party. A change for this year now allows and encourages use of Tag 57 on political message mailings by Political Action Committees (PACs), Super-PACs, or other organizations engaged in issue advocacy or voter mobilization.
5. Will the Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM) or eligibility rules for Political Campaign Mail change?
No. The DMM will not change, nor will eligibility rules. The expanded use of Tag 57 is for operational purposes only.
6. Why is the Postal Service expanding use of Tag 57?
The Postal Service is expanding use of Tag 57 to improve visibility of political message mail in the network so that we can more efficiently track revenue and volume. This also will help the Postal Service better plan for the next election cycle.
7. Is the use of Tag 57 required on all containers of Political Campaign Mail?
No. The use of Tag 57 is optional, but the Postal Service does encourage mailers to use the tag to identify trays and sacks of Political Campaign Mail and political message mail while it’s in the mailstream.
8. Is Tag 57 reusable?
Yes. Once containers of Political Campaign Mail and political message mail have been emptied, Tag 57 should be removed from the trays and sacks and retained by Postal Service employees for reuse.
9. How do Post Offices get a supply of Tag 57?
Post Offices can order Tag 57 from the Material Distribution Center (MDC) using normal ordering procedures (see page 6). Post Offices should maintain a sufficient supply of Tag 57 to meet their local needs.
10. Are the handling procedures for partisan and nonpartisan Political Campaign Mail different?
No. Nonpartisan political campaign mailings must receive the same treatment as partisan political campaign mailings.
11. Where can I find the Postal Service procedures for handling Political Campaign Mail?
Specific responsibilities for handling political campaign mailings are detailed in Postal Operations Manual (POM) 492.
— Transactions and Correspondence,
Domestic Products, 7-26-12
