All postal retail units must submit foreign-issued (exchanged) International Reply Coupons (IRCs) accepted through December 31, 2016, to the Kansas City Stamp Fulfillment Service center as follows:
Kansas City SFS (282473-0000)
KANSAS CITY SFS
STAMP FULFILLMENT SERVICES
IRC RETURN
8300 NE UNDERGROUND DRIVE, PILLAR 225
KANSAS CITY, MO 64162-9998
SDOs listed below will NOT accept redeemed or exchanged IRCs:
n San Juan SDO (428460-0000)
Caribbean
n Honolulu SDO (142400-0000)
Honolulu
Foreign-issued (exchanged) IRCs (pictured below) with an expiration date of December 31, 2017, are the only version that will be accepted by SFS.
SFS will begin accepting exchanged IRCs starting January 1, 2017. The due date for submission by postal retail units is January 31, 2017.
n The redemption rates for all foreign-issued exchanged IRCs with an expiration date of December 31, 2017, are based on the round date stamp (on the right hand side of the coupon) and are acceptable for return to the SFS.
Do not send in any IRCs with an expiration date of December 31, 2013 or earlier to SFS for any reason. Follow the procedures below:
n Expiration dates are printed on the back of the IRCs.
n IRCs with an expiration date on or before December 31, 2013, that were not returned as advised in past Postal Bulletin articles, must be removed from the unit inventory, destroyed locally (no value), and posted as a shortage (AIC 767) to the unit reserve stock inventory. RSS units must enter a count in the “Count Inventory and Cash” workflow; select “Close Credit/Transfer to Another Employee”.
n Unit reserve custodians may submit a claim for loss to the District Finance Manager following procedures in Handbook F-101, Field Accounting Procedures, subchapter 8-7, Claim for Loss. Upon receipt of an approved claim for loss, clear the stamp credit shortage (AIC 367) and offset to AIC 633, Claim for Loss; use Reason Code 10, Uncollectible Employee Items.
n Bind exchanged foreign-issued IRCs in bundles of 100 or less.
n Bind U.S.-issued refunded IRCs in packages of 100 or less (separate from exchanged foreign-issued IRCs).
n Prepare PS Form 17 (May 2007) in triplicate and annotate “IRC Return.”
n Include a shipment number or the shipment will be returned to the originating unit. Include the Destruction SFS finance number (receiving unit location ID).
n Submit copies 1 and 2 with the stock. File copy 3 with supporting documentation locally.
n Use only one PS Form 17 for all your IRCs. It is not necessary to attach the PS Form 17 on the outside of the return. The office should write “IRC” on the outside of the return package.
n Ship Priority Signature confirmation to:
KANSAS CITY SFS
STAMP FULLFILMENT SERVICES
IRC RETURN
8300 NE UNDERGROUND DRIVE, PILLAR 225
KANSAS CITY, MO 64162-9998
Migratory Bird stamps or any other stock will not be accepted at this time; stock will only be accepted during your regular destruction schedule. IRCs need to be sent in separately.
SFS will be responsible for the consolidation and batching of the IRCs from the PRUs. SFS will send via email a notice of the IRCs to be exchanged to the St. Louis ASC International Accounting Branch (IAB) by February 28 of each calendar year.
The IRC notice will be sent to the International Accounting Management Team at the following email address: IAMgmt@usps.gov.
The notice will provide the quantity of IRCs to be exchanged and the number of boxes to be returned to the UPU International Bureau. SFS will be responsible for the shipment of the exchanged IRCs to the UPU International Bureau.
Once the completed IRC Cover Letter, CN 03 form, and the Shipping Information packing list is received from the St. Louis ASC International Accounting Branch, SFS will prepare the IRCs to be exchanged for shipment.
The IRCs will be shipped Priority Mail Express International® with Customs Declaration, PS Form 2976-B, Priority Mail Express International Shipping, and PS Form 2865, Return Receipt for International Mail.
The IRCs will be returned in accordance with the Letter Post Manual, International reply coupons, currently Article RL 146 of the 2014-2017 Letter Post Manual.
The IRCs will be shipped to the following address (Addressee’s Information):
UPU INTERNATIONAL BUREAU
INTERNATIONAL REPLY COUPONS
PO BOX 312
3000 BERNE 15
SWITZERLAND
The Cover Letter, CN 03 in duplicate, and the Shipping Information packing list will be enclosed in box labeled as Box 1 of X.
The return address for this shipment will be the following (Sender’s Information):
INTERNATIONAL ACCOUNTING BRANCH
UNITED STATES POSTAL SERVICE
PO BOX 80408
SAINT LOUIS, MO 63180-0408
USA
SFS will use their USPS Corporate Account Number as the method of payment.
The St. Louis ASC International Accounting Branch will prepare the following forms and return the completed forms to SFS via email to the following email address: SFS_OPERATIONS@usps.gov.
1. IRC Cover Letter, signed by the Manager, International Accounting Branch.
2. CN 03 form completed with the quality of IRCs to be returned, signed by the Manager, International Accounting Branch. The value of the reply coupon is provided in the Letter Post Manual, International reply coupons, currently Article RL 146 of the 2014-2017 Letter Post Manual.
3. Shipping Information packing list completed with IRC quantity and the number of boxes to be returned.
When IAB receives the returned CN 03 form from the UPU International Bureau, the document is given to the settlement group leader. The settlement group leader will look for the payment to be reported as received as international funds from Switzerland on the Cash Position Report emailed from Corporate Treasury. Once the funds have been identified, IAB will create a manual invoice.
Once the manual invoice is created in accordance with IAB procedures, settlement will clear the receipt.
Handbook F-101, Field Accounting Procedures, is available on the Postal Service™ PolicyNet website:
n Go to http://blue.usps.gov.
n In the left-hand column, under “Essential Links,” click PolicyNet.
n Click HBKs.
The direct URL for Handbook F-101 is http://blue.usps.gov/cpim/ftp/hand/f101.pdf.
— Revenue and Field Accounting,
Controller, 12-22-16
