This notice highlights some of the requirements for commercial mailers to provide Advance Electronic Data (AED) on all domestic and international mail destined to locations outside the U.S. Customs Territory (19 CFR §\u2009101.1), including certain required data elements and the need to use a Shipping Services File (SSF).
Note: Packages destined for the U.S. Customs Territory may fall under these same requirements in cases where they are shipped from a United States origination point that is outside of the U.S. Customs Territory (and a Customs Form is required), such as Army Post Office/Fleet Post Office/Diplomatic Post Office (APO/FPO/DPO) destinations.
In addition to complying with any other requirements of U.S. law, any USPS® authorized postage providers, third-party vendors, and commercial mailers sending a domestic or international item that requires a customs form must follow these procedures:
1. SSF. Commercial mailers must transmit the required electronic customs data to USPS via a SSF, and follow existing documentation and system specifications found in Publication 199, Intelligent Mail Package Barcode (IMpb) Implementation Guide for: Confirmation Services and Electronic Verification Systems (eVS) Mailers (Pub 199), Ver. 21, 1-26-20 (see Pub 199 at postalpro.usps.com/node/782):
a. The SSF structure and format can be found in Pub 199, Appendices B and C:
i. File Version 1.7: Appendix B
(postalpro.usps.com/node/329).
ii. File Version 2.0: Appendix C
(postalpro.usps.com/node/330).
b. The template for establishing and configuring a SSF Transmission Account can be viewed at postalpro.usps.com/node/889.
Note: SSF field names and meta-data tags, and the manner in which data elements are assembled and transmitted to USPS are defined in the links above. The mandatory elements described below are types of data that must be included for any item with a customs declaration consistent with U.S. export regulations.
2. Mandatory AED elements. The following elements are mandatory unless otherwise specified:
a. Tracking Number(s): A unique tracking number must be provided for each item in the mailing (either IMpb® for Domestic or 13-character for International):
i. For International products, this is the 13-character customs form barcode conforming to the Universal Postal Union (UPU) Technical Standard S10 barcode with syntax: 2-letter prefix, 9 numbers, and a 2-letter suffix (suffix is US when sent from the U.S.).
ii. For Domestic products, this is the Intelligent Mail® package barcode (IMpb).
b. Receptacle/Container Information (Required*): The receptacle number must be supplied for all containerized mailings (e.g., bagged and palletized). Enter the receptacle information in the Customer Reference ID field of the D1 section of the SSF.
c. Sender Information:
i. Sender Name or Sender’s Business Name: One or the other must be provided as described in Pub 199 at postalpro.usps.com/node/782.
Note: This is the U.S. Principal Party of Interest (USPPI), defined in U.S. Foreign Trade Regulations (FTR).
ii. Sender Address: The complete street, city, state, ZIP Code™ (5-digit), and country code as described in Pub 199 at postalpro.usps.com/node/782.
iii. Sender Phone Number may be required (Conditional): See Mailing Standards of the United States Postal Service, International Mail Manual (IMM®) and Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) at blue.usps.gov/cpim/manuals.htm for country restrictions and product restrictions (e.g., Priority Mail Express® requires phone number of sender).
d. Recipient Information:
i. Recipient Name or Recipient’s Business Name: One or the other must be sent as described in Pub 199 at postalpro.usps.com/node/782.
Note: This is the End User, defined by the U.S. Bureau of Industry and Security.
ii Recipient Address: The complete, correctly formatted delivery address of recipient.
(1) International Addressing – a full and complete address is required. Some fields may require null values if the destination country does not use all address elements, such as the Post Code system (see Pub 199 for instructions at postalpro.usps.com/node/782):
(a) Street Address or PO Box.
(b) City.
(c) State or Province (Conditional) – required where this governmental administrative division exists in destination addressing standards (mailer is responsible for correct address, in English, using the address format required by the destination country).
(d) Delivery Post Code (Conditional) – required if destination country uses Post Code in addressing.
(e) Delivery Country Code (Destination and Delivery country code) – defined by ISO 3166-1 (see iso.org/obp/ui/#search).
(2) Domestic Addressing – a full and complete address is required. Some fields may require null values if the destination does not use all address elements, such as the Post Code system (see Pub 199 for instructions at postalpro.usps.com/node/782). For assistance with Military Addressing Standards, see about.usps.com/publications/pub640/pub640_tech.htm. For specifics regarding Domestic addressing for the Possessions, Territories, and Freely Associated States, see pe.usps.com/text/dmm300/608.htm. Domestic addresses must include:
(a) Street Address or PO Box.
(b) City.
(c) State.
(d) ZIP Code.
(e) Country Code (US).
e. Package Information (section of SSF which describes each individual package):
i. Postage Paid: Mailers must complete fields in the SSF that reflect payment methods (see Pub 199 at postalpro.usps.com/node/782).
ii. Other Data Elements that may also be Required for Export and Import Customs Clearance:
(1) License field (Conditional) – requirements may apply depending upon U.S. export regulations or destination country import rules, transit laws, regulations, or policies. See destination country requirements at pe.usps.com/text/imm/ab_toc.htm.
(2) Harmonized System code (Conditional) – requirements may apply depending upon U.S. export regulations, destination country import rules, transit laws, regulations, or policies. See destination requirements at pe.usps.com/text/imm/ab_toc.htm.
(3) Automated Export System (AES) / Internal Transaction Number (ITN) Exemption – provide exemption or filing citation. See export requirements in Publication 699 at about.usps.com/publications/pub699.pdf.
(a) If exempt from filing, mailer must indicate the appropriate No Electronic Export Information (NOEEI) citation.
(b) If not exempt, AES/ITN is required for export; mailer must provide the complete ITN.
(4) Category of Goods – in the “Description of Package” field of the SSF, mailers must indicate all applicable categories of items in a package:
(a) “1” = Merchandise.
(b) “2” = Gift.
(c) “3” = Document.
(d) “4” = Commercial Sample.
(e) “5” = Returned Goods.
(e) “6” = Other (explanation is required in the “Content Comments” field).
(f) “7” = Humanitarian Donations.
(g) “8” = Dangerous Goods – this category must be selected when shipping any dangerous goods that are approved for mailing. For information about shipping and packing requirements, see Publication 52, Hazardous, Restricted, and Perishable Mail (pe.usps.com/cpim/ftp/pubs/Pub52/pub52.pdf) or the IMM (pe.usps.com).
Note: The “Content Comments” field of the SSF is Conditional. The mailer must provide further description of the contents when “6” = Other is selected.
iii. Total Package Value: Total value of all items in an individual package.
(1) Total Package Weight (Net): Weight in ounces or pounds of contents only; no more than 15 oz. may be entered in the ounces field. Weights over one pound may not be indicated only in ounces (e.g., 32 oz. must be entered as 2 pounds, 0 ounces).
(2) Total Quantity: Number of items contained in the package.
(3) Customs Content description: Detailed description of each item (e.g., “men’s cotton shirts”). General descriptions, such as “samples,” “food,” or “toiletries” are not acceptable. Use of general descriptions may result in delays due to additional customs inspection or return to sender.
Note: See SSF specifications for information about which special characters are acceptable.
3. AED Transmission. To ensure receipt of required electronic data, the SSF must be transmitted to USPS no less than two hours before presenting a shipment for induction at a USPS facility. Mailings that fail to meet AED transmission requirements may be subject to refusal.
Note: The above requirements apply to:
a. International mail pieces requiring a Customs Form.
b. Domestic mail destined to a location outside of the U.S. Customs Territory (see DMM 608.2.1 and 608.2.2), including:
i. Overseas APO/FPO/DPO destinations.
ii. The United Nations, NY, U.S. territories and possessions, and, Freely Associated States.
iii. Items destined for the U.S. Customs Territory may fall under these same requirements in cases where they are shipped from a United States origination point that is outside of the U.S. Customs Territory (and a Customs Form is required), such as APO/FPO/DPO destinations.
This notice clarifies certain elements that must be provided by USPS authorized postage providers, third-party vendors, and commercial mailers, and clarifies that the SSF must be used to satisfy AED procedures.
Effective January 1, 2021, USPS must collect 100 percent AED for any item with goods (international or domestic) that is mailed from the U.S. Customs Territory per the Synthetics Trafficking and Overdose Prevention Act (STOP Act), 2018. Mailings that fail to meet AED requirements may be subject to refusal.
This notice is intended to clarify certain data elements required for AED compliance, and clarifies that the SSF must be required in communication of said mandatory data. It does not necessarily provide a comprehensive list of data that must be provided to the Postal Service for each mailing. Mailers must also consult existing requirements in the IMM and DMM (see pe.usps.com/), and Pub 199 (see postalpro.usps.com/node/782), which offer further guidance as to which data elements commercial mailers must provide.
Note: Items destined for the U.S. Customs Territory may fall under these same requirements in cases where they are shipped from a United States origination point, which is outside of the U.S. Customs Territory (and a Customs Form is required), such as APO/FPO/DPO destinations.
No, this notice specifically pertains to commercial mailers who use the SSF to transmit AED. USPS retail facilities, approved Contract Postal Units, and other commercial agents and partners authorized to accept international and domestic packages use systems to fulfill the AED requirements. However, many of the data elements required are the same, and retail mailers must also review and comply with all applicable laws.
Yes. Mailers are responsible for complying with all applicable laws, regardless of whether or how they are outlined in this notice. For example, shipments sent from the United States and its possessions or territories are subject to federal export laws and regulations that may require approval for, or that may otherwise restrict, what can be sent to certain countries, individuals, and entities. These regulations are designed to protect U.S. national security, foreign policy, and economic interests. Failure to comply with these federal regulations can result in civil and criminal penalties.
Primarily, there are three U.S. Government agencies that may require your shipment to have an export license:
n Department of Commerce, Bureau of Industry and Security (BIS).
n Department of Treasury, Office of Foreign Assets Control (OFAC).
n Department of State (State Department).
For more information about non-Postal Service export regulations, see IMM, Chapter 5 (pe.usps.gov/text/imm/immc5_001.htm) and Publication 699, Special Requirements for Shipping Internationally (about.usps.com/publications/pub699.pdf). In addition, new federal laws will be promulgated in the future, including new federal regulations issued by U.S. Customs and Border Protection, and mailers will be required to comply with all such applicable regulations at the time of mailing.
Destination countries further define which items are prohibited or restricted, and provide additional guidelines regarding import documentation (e.g., commercial invoices and import permits) and data elements. A mailer must consult the Individual Country Listings in the IMM for country-specific prohibitions and restrictions (see pe.usps.com/text/imm/ab_toc.htm). Other information, even if not required by law, may be requested to help facilitate the delivery of items, such as recipient phone numbers and email addresses for certain countries and certain products.
According to the Code of Federal Regulations, Title 19 — Customs Duties, Volume 1, 2008-04-01, Section §101.1 – Definitions, “Customs territory of the United States” includes only the States, the District of Columbia, and Puerto Rico.”
USPS works with the U.S. Customs and Border Protection to ensure that any items sent beyond the defined territory adhere to requirements for data and documentation.
— Trade Policy and Process,
International Processing Operations, 7-16-20.
