FOREWORD This Manual is reissued under the authority of DoD Directive 4525.6, "Single Manager for Military Postal Service," May 5, 1980. It prescribes uniform procedures and responsibilities for the administration and operation of the Military Postal Service (MPS). The changes contained herein are considered too complex to be handled via page changes. Many portions have been completely revised and require the Manual to be reviewed in its entirety. DoD 4525.6-M, "DoD Postal Manual.” Volume I and II, December 28, 1989, is hereby canceled. The provisions of this Manual apply to the Office of the Secretary of Defense, the Military Departments, the Chairman of the Joint Chiefs of Staff, the Combatant Commands, the Office of the Inspector General of the Department of Defense, the Defense Agencies, the DoD Field Activities and all other organizational entities within the Department of Defense (hereafter referred to collectively as “the DoD Components”) and their Non-Appropriated Fund Activities. The term "Military Services," as used herein, refers to the Army, the Navy, the Air Force, the Marine Corps, and the Coast Guard. The term "major command," as used herein, refers to the subordinate commands of the Military Services having MPS support responsibility within an assigned area. This Manual is effective immediately and is mandatory for use by all DoD Components that operate and use the MPS. Supplementary instructions may only be issued when necessary to provide for unique requirements within their respective commands. The Executive Director, Military Postal Service Agency (MPSA) shall approve any supplementary instructions before publication. Two copies of any supplementary instructions shall be provided to MPSA. Forward recommended changes to the Manual through channels to: Executive Director Military Postal Service Agency ATTN: MPSA-ZB 2461 Eisenhower Avenue, Suite 814 Alexandria, VA 22331-0006 Copies of this Manual may be obtained at . All Department of Defense and Standard Forms prescribed for use, in this Manual, are available on the Internet under Defense Link Publications. The U.S. Postal Service publications and forms prescribed for use, in this Manual, are available on the Internet under or from the local post office. Record responsibility for this Manual is assigned to the Executive Director, Military Postal Service Agency. Diane K. Morales Deputy Under Secretary of Defense (Logistics and Materiel Readiness) TABLE OF CONTENTS Page FOREWORD2 TABLE OF CONTENTS4 REFERENCES11 DEFINITIONS14 ABBREVIATIONS AND ACRONYMS21 CHAPTER 1 - GENERAL INFORMATION25 C1.1. MILITARY POST OFFICES (MPOs)25 C1.2. THE POST OFFICES AT MILITARY INSTALLATIONS SERVICED BY THE USPS46 CHAPTER 2 - MILITARY POSTAL SERVICE (MPS) PLANNING49 C2.1. PURPOSE49 C2.2. GENERAL49 C2.3. PRINCIPLES49 C2.4. MPS CONCEPT OF CONTINGENCY SUPPORT 50 C2.5. CENSORSHIP51 C2.6. DOMESTIC DISRUPTIONS51 C2.7. PLANNING RESPONSIBILITIES52 C2.8. FREE MAIL (FM)55 C2.9. UNITED NATIONS (UN) OPERATIONS56 C2.10. POSTAL SUPPORT FOR COALITION FORCES57 C2.11. PEACETIME DEPLOYMENT AND EXERCISE PLANNING58 C2.12. COMMAND POST EXERCISE (CPX) PLANNING58 C2.13. TRANSPORTATION PLANNING59 C2.14. MAIL DISRUPTIONS59 C2.15. EVACUATION PLANNING59 C2.16. EMERGENCY EVACUATION AND DESTRUCTION OF POSTAL EFFECTS59 C2.17. ACCEPTANCE, TREATMENT, AND HANDLING OF ENEMY PRISONERS OF WAR/OTHER DETAINED PERSONNEL MAIL60 CHAPTER 3 - PROCESSING, MAKEUP, AND DELIVERY OF MAIL62 C3.1. COLLECTION, POSTMARKING, MAKEUP, AND DISPATCH OF MAIL62 C3.2. DELIVERY OF MAIL AT MILITARY POST OFFICES, POSTAL SERVICE CENTERS, COMMUNITY OR CONSOLIDATED MAILROOMS AND UNIT MAILROOMS 68 C3.3. MAIL DELIVERY RECEPTACLES77 C3.4. DIRECTORY MAIL SERVICE83 C3.5. PROCESSING OF BALLOTING MATERIAL93 CHAPTER 4 - MILITARY POSTAL SERVICE (MPS) INFORMATION SYSTEMS107 C4.1. SOURCES OF INFORMATION AND INSTRUCTIONS107 C4.2. MANAGEMENT INFORMATION SYSTEMS (MIS)110 CHAPTER 5 - SELECTION AND DESIGNATION OF MILITARY POST OFFICE (MPO) PERSONNEL113 C5.1. PURPOSE113 C5.2. BACKGROUND113 C5.3. QUALIFICATION, SELECTION, AND ASSIGNMENT OF POSTAL PERSONNEL113 C5.4. DESIGNATION PROCEDURES114 C5.5. SPECIAL DESIGNATION OF MPO PERSONNEL IN AREAS WHERE USPS OPERATES116 C5.6. TERMINATING DESIGNATIONS117 CHAPTER 6 - POSTAGE STOCK125 C6.1. PURPOSE125 C6.2. GENERAL125 C6.3. FIXED CREDITS131 C6.4. FLEXIBLE CREDITS138 C6.5. CARE AND PROTECTION OF STOCK AND FUNDS150 C6.6. SALE OF STOCK151 C6.7. DAMAGED STOCK152 C6.8. CASHING POSTAL MONEY ORDERS (MOs)153 CHAPTER 7 - POSTAL METERS160 C7.1. MILITARY POST OFFICE (MPO) POSTAGE METERS160 C7.2. COMMERCIAL POSTAGE METERS165 C7.3. POSTAGE VALIDATION IMPRINTERS (PVI)174 CHAPTER 8 - MONEY ORDERS182 C8.1. PURPOSE182 C8.2. MONEY ORDER IMPRINTERS182 C8.3. REQUISITIONING MO FORMS182 C8.4. VERIFICATION OF REQUISITIONS AND ISSUANCE OF MOs TO CLERKS183 C8.5. CONTROL AND DISTRIBUTION OF MOs (FIXED AND FLEXIBLE CREDIT)184 C8.6. PROTECTION OF BLANK MO FORMS185 C8.7. ISSUANCE OF MOs186 C8.8. ERRORS AND CORRECTIONS ON MOs188 C8.9. CASHING MOs AND U.S. TREASURY CHECKS188 C8.10. PREPARATION OF MONEY ORDER BUSINESS (MOB) REPORTS189 C8.11. PECULIAR OR ABNORMAL MOB SITUATIONS (FIXED CREDIT)193 C8.12. COMMINGLING OF FUNDS196 C8.13. LOST, DESTROYED, MUTILATED, OR VOIDED MOs197 C8.14. EXAMINATION OF MO RECORDS197 CHAPTER 9 - REGISTERED MAIL PROCESSING AND TRANSPORTATION204 C9.1. PURPOSE204 C9.2. GENERAL204 C9.3. REGISTRY SECTION206 C9.4. RECEIPT OF REGISTERED MAIL211 C9.5. REPORTING IRREGULARITIES IN RECEIPT OF REGISTERED MAIL213 C9.6. PROCESSING INCOMING REGISTERED MAIL215 C9.7. DISPATCHING REGISTERED MAIL217 C9.8. TRANSPORTATION OF REGISTERED MAIL221 CHAPTER 10 - GENERAL OPERATING PROCEDURES AT MILITARY POST OFFICES (MPOs)230 C10.1. PURPOSE230 C10.2. STANDARD OPERATING PROCEDURES (SOP)230 C10.3. CUSTOMER SERVICE230 C10.4. ACCEPTANCE AND TREATMENT OF MAIL233 C10.5. PROTECTION OF MAIL AND POSTAL EFFECTS240 C10.6. CUSTOMS PROCEDURES AND REQUIREMENTS245 C10.7. MAIL SECURITY249 C10.8. REFUNDS OF POSTAGE AND RETAIL SERVICE FEES257 C10.9. ACCEPTANCE OF PERSONAL CHECKS257 CHAPTER 11 - MAIL TRANSPORTATION260 C11.1. MAIL MOVEMENT PRINCIPLES260 C11.2. MAIL TRANSPORTATION PROCEDURES264 C11.3. CARRIER IRREGULARITIES AND REPORTING PROCEDURES278 C11.4. SECURITY OF MAIL279 C11.5. MAIL ROUTING FOR MOBILE OR DEPLOYED UNITS282 CHAPTER 12 - AUDITS AND INSPECTIONS292 C12.1. PURPOSE292 C12.2. GENERAL292 C12.3. AUDITS293 C12.4. MPO INSPECTIONS0 C12.5. PSC, CMR, AND UMR INSPECTIONS301 CHAPTER 13 - MILITARY POSTAL SERVICES FACILITY STANDARDS311 C13.1. PURPOSE311 C13.2. APPLICABILITY311 C13.3. EXPLANATION OF TYPES OF SUPPORT311 C13.4. RESPONSIBILITIES311 C13.5. SPACE CRITERIA FOR MILITARY POSTAL FACILITIES312 C13.6. POSTAL FACILITY UPGRADE AND IMPROVEMENT313 C13.7. POSTAL FACILITY STRUCTURAL CRITERIA313 CHAPTER 14 - POSTAL OFFENSES AND LOSSES318 C14.1. POSTAL OFFENSES318 C14.2. POSTAL LOSSES323 CHAPTER 15 - ADMINISTRATIVE SUPPORT GUIDELINES FOR POSTAL SERVICE CENTER, COMMUNITY OR CONSOLIDATED MAILROOM AND UNIT MAIL ROOM330 C15.1. PURPOSE330 C15.2. RESPONSIBILITIES330 C15.3. QUALIFICATIONS OF MAIL CLERKS AND MAIL ORDERLIES330 C15.4. DESIGNATION OF MAIL CLERKS, MAIL ORDERLIES, AND UNIT POSTAL OFFICERS331 C15.5. TRAINING REQUIREMENTS331 C15.6. CONTROL AND MAINTENANCE OF DD FORMS 285 OR 2260332 C15.7. RELIEF OF DESIGNATED PERSONNEL332 C15.8. PSC, CMR, AND UMR INSPECTIONS333 C15.9. PURCHASE OF USPS STAMPS AND MOs BY UNIT AND CMR MAIL CLERKS AND MAIL ORDERLIES333 C15.10. SECURITY OF MAIL334 C15.11. MAIL BOMBS337 C15.12. COMPLAINTS AND INQUIRIES338 C15.13. USPS FORMS AND LABELS338 C15.14. SERVICE STANDARDS339 APPENDICES AP1. USE OF THE MILITARY POSTAL SERVICE340 AP2. MPS INSPECTION CHECKLIST349 FIGURES C3.F1. DD Form 227398 C3.F2. PS Form 380199 C3.F3. PS Form 3849100 C3.F4. DD Form 2258101 C3.F5. DD Form 2262102 C3.F6. DD Form 2263103 C3.F7. Rear View of Mail Receptacles104 C3.F8. Receptacle Storage for Easy Retrieval105 C3.F9. PS Form 3579106 C5.F1. DD Form 2257119 C5.F2. DD Form 285120 C5.F3. DD Form 2257121 C5.F4. PS Form 3369122 C5.F5. DD Form 885123 C5.F6. PS Form 1590124 C6.F1. PS Form 17154 C6.F2. PS Form 3295155 C6.F3. Sample of PS Form 1412-A: Depicting Return of Stock156 C6.F4. Sample of PS Form 1412-A: Depicting a PVI Sales and a Shortage157 C6.F5. Sample of PS Form 1412-A: Depicting an Overage and Adjustment for Previous Shortage in Credit158 C6.F6. Sample of PS Form 8130: Vending Equipment Sales and Service Daily Activity Log159 C7.F1. Postage Meter Base177 C7.F2. Postage Meter Head178 C7.F3. Meter Setting Before Issue179 C7.F4. Meter Setting After Issue180 C7.F5. Sample of PS Form 3533181 C8.F1. DD Form 885198 C8.F2. PS Form 6019199 C8.F3. PS Form 6019, Verification Tape, MO Vouchers, and File Copy200 C8.F4. PS Form 6019, Consolidated MO Report and Recapitulation Tape201 C8.F5. PS Form 6019, Verification Tape Depicting Sales from Different Series of MOs202 C8.F6. USPS Facsimile MO Voucher203 C9.F1. DD Form 2261224 C9.F2. PS Form 3806225 C9.F3. PS Form 3877226 C9.F4. USPS Registered Jacket227 C9.F5. PS Form 3854228 C9.F6. PS Label 87229 C11.F1. DD Form 1384287 C11.F2. DD Form 1384 for Sealing Sea-Van Containers288 C11.F3. DMS Container Dispatch Report Message289 C11.F4. DMS Aircraft Carrier Mail Routing Instruction Message290 C11.F5. DMS Ship's Operating With CV/CVN Mail Routing Message291 C12.F1. Sample Audit of a Postal Clerk on PS Form 3294 (Page 1 of 4)305 C12.F2. Sample Audit of a Completed Stock Inventory Sheet on PS Form 3294 (Page 2 of 4)306 C12.F3. Sample Audit of a Completed Stock Inventory Sheet (Continuation) on PS Form 3294 (Page 3 of 4)307 C12.F4. Sample Audit of a Postal Clerk Completed Stock Inventory Sheet (Summary) on PS Form 3294 (Page 4 of 4)308 C12.F5. Sample Audit of a COPE/Finance Supervisor Sheet on PS Form 3294 (Page 1 of 4)309 C12.F6. Sample of a COPE/Finance Supervisor Completed Stock Sheet (Summary) on PS Form 3294 (Page 4 of 4)310 TABLES C3.T1. Treatment of Undeliverable as Addressed Express Mail, First-Class Mail, Including Post Cards and Priority Mail94 C3.T2. Treatment of Undeliverable as Addressed Periodicals94 C3.T3. Treatment of Undeliverable as Addressed Standard Mail/Bulk Parcel Return Service (BPRS)95 C3.T4. Treatment of Undeliverable as Addressed Single-Piece Rate Standard Mail (A)95 C3.T5. Treatment of Undeliverable as Addressed Standard Mail (B)96 C3.T6. Special Mail Handling Procedures97 C6.T1. Addresses Used for Accountable Postmaster Procedures (Not Serviced by a PFO)153 C12.T1. How to Audit a Fixed Credit Account302 C12.T2. How to Audit a Flexible Credit Account303 C12.T3. How to Audit a Money Order Account304 C12.T4. How to Audit a Postage Meter Account304 C13.T1. Space Criteria Based on Population316 C13.T2. Space Criteria Based on Number of Postal Finance Clerks316 C13.T3. Receptacles Installed317 C13.T4. Types of Intrusion Alarm Devices317 C14.T1. Reporting Postal Offenses and Losses328 C14.T2. Required Actions Involving Postal Offenses329 REFERENCES (a) DoD Directive 4525.6, "Single Service Manager for Military Postal Service," May 5, 1980 (b) Title 39, United States Code (c) Title 49, United States Code (d) Title 31, United States Code (e) DoD 5200.1-R, "Information Security Program," January 1997 (f) DoD 8910.1-M, "DoD Procedures for Management of Information Requirements," June 30, 1998 (g) U.S. Postal Service Publication 38, "United States Postal Service and Department of Defense Postal Agreement," February 1980 (h) DoD Directive 8320.1, "DoD Data Administration," September 26, 1991 (i) DoD Instruction 7041.3, "Economic Analysis For Decision Making," November 7, 1995 (j) U.S. Postal Service Publication 247, USPS Material Equipment and Supply Catalog," October 1999 (k) U.S. Postal Service Publication 52, "Acceptance of Hazardous, Restricted, or Perishable Matter," July 1999 (l) Executive Order 12556, "Mailing Privileges of Members of the Armed Forces of the United States and of Friendly Foreign Nations," April 16, 1986 (m) DoD Directive 2310.1, "DoD Program for Enemy Prisoners of War (EPOW) and Other Detainees," August 18, 1994 (n) U.S. Postal Service, "Postal Operations Manual (POM)," July 1998 (o) U.S. Postal Service, "Domestic Mail Manual (DMM)," January 2001 (p) U.S. Postal Service, "International Mail Manual (IMM)," January 2000 (q) U.S. Postal Service, "Administrative Support Manual (ASM)," July 2000 (r) U.S. Postal Service Postal Bulletin (PB), Biweekly Publication (s) U.S. Postal Service Publication 4, "Import Animal and Plant Product Through Overseas Military Postal Offices," February 1990 (t) U.S. Postal Service Publication 65A, "National ZIP Code and Postal Office Directory," 2000 (u) U.S. Postal Service 223, "USPS Directives and Forms Catalog," June 1999 (v) U.S. Postal Service 514, "USPS Military Express Mail Handbook," June 1989 (w) U.S. Postal Service Transportation Handbook Series T-7, "Distribution, Dispatching, and Transportation Military Mail By Air," September 1993 (x) U.S. Postal Service Handbook PO 502, "Container Methods," September 1992 (y) U.S. Postal Service Poster 51, "International Postage Rates and Fees," May 1999 (z) U.S. Postal Service Poster 74, "Packaging Pointers," January 1999 (aa) U.S. Postal Service Poster 76, "Some Things Were Never Meant To Be Mailed," January 1999 (ab) U.S. Postal Service Poster 113A, "Examine Empty Equipment," November 1988 (ac) U.S. Postal Service Poster 114A, "Identify Defective Sacks and Pouches," September 1992 (ad) U.S. Postal Service Poster 123, "Domestic Postage Rates and Fees," January 10, 1999 (ae) Military Post Office Location List (MPOLL), current edition (af) Military Post Office Mail Distribution Scheme (MPOMDS), current edition (ag) DoD 4500.32-R, Volume I, "Military Standard Transportation and Movement Procedures (MILSTAMP)," March 1987 (ah) Official Airline Guide (OAG), March 15, 1999 (ai) Military Origin Destination Information System (MODIS) Users Manual, June 1997 (aj) Office of Management and Budget (OMB) Statistical Policy Handbook, Directive #19, "Reports on the Department of Commerce on International Transactions," May 1978 (ak) Uniform Code of Military Justice, 1998 (al) Naval Warfare Publication (NWP) 4-01.4, "Replenishment at Sea Instructions," August 1996 (am) U.S. Postal Service Publication 2, "Packaging for Mailing," July 2000 (an) Federal Rule of Criminal Procedure, Rule 41 (ao) Manual for Courts Martial, current edition (ap) Universal Postal Union, "Manual of the Universal Postal Convention," 1995 (aq) Standard NATO Agreement (STANAG 2109), "Postal Organization and Courier Service for the NATO Forces," June 25, 1993 (ar) DoD 5200.8-R, "Security of DoD Installations and Resources," May 1991 (as) DoD Directive 1330.5, "American National Red Cross," August 16, 1969 (at) DoD Directive 1330.12, "United Service Organization, Inc. (USO)," November 1, 2000 (au) DoD Instruction 1000.10, "Procedures Governing Credit Unions on DoD Installations," July 26, 1989 (av) DoD Directive 1000.11, "Financial Institutions on DoD Installations," June 9, 2000 (aw) DoD 7000.14-R, Vol. 11A, "Support International Military Activities," March 1997 (ax) DoD Instruction 4000.19, "Interservice and Intragovernmental Support," August 9, 1995 (ay) DoD Directive 1330.16, "United Seamen's Service," February 23, 1983 (az) DoD Instruction 1330.7, "Visits of Civilian Religious Leaders to Military Installations in Overseas Areas," April 26, 1974 (ba) DoD Instruction 1330.13, "Armed Forces Professional Entertainment Program Overseas," September 8, 1985 DL1.1. DEFINITIONS DL1.1.1. Activity. Any DoD organization such as headquarters, agency, depot, or unit. DL1.1.2. Ancillary Service. Forwarding, return, or address correction service included within a mail class. Depending on the mail class, these services are preformed at a charge or at no additional charge, if and when the service is actually rendered. DL1.1.3. Appropriated Fund Postage. Postage paid for with funds appropriated by the United States Congress. The postage may be prepaid or penalty postage. DL1.1.4. Black Box Payments. Payments pertaining to classified projects. DL1.1.5. Business Reply Mail (BRM). Specially printed postcards, envelopes, cartons, and labels that may be mailed without postage prepayment. Postage and fees are collected when the mail is delivered back to the original sender. This domestic service enables authorized mailers to receive First-Class Mail, without prepaid postage, back from customers by paying the postage and fee on receipt of the mailpieces. (Compare with courtesy reply mail, International Business Reply Service, and meter reply mail.) DL1.1.6. Certificate of Mailing. A supplemental mail service that provides a receipt prepared by the mailer as proof of mailing. DL1.1.7. Certified Mail. A special service that provides the sender with a receipt at the time of mailing; a record of delivery is kept at the post office of address. This type of mail must be sent at the regular First-Class Mail or Priority Mail rate. If sent as First-Class Mail, it is dispatched and handled in transit as ordinary mail. There are additional fees for return receipt. (Compare with Registered mail.) A record is not kept at the post office where it is mailed. If lost, it cannot be traced. DL1.1.8. Commercial Enterprise Publication. DoD installations or activities Public Affairs office normally keep personnel informed about what is happening through installation or activity newspapers. In some cases, the printing and distribution of these newspapers has been contracted out to commercial enterprises. The latter sell advertising in the paper to cover the printing and distribution costs. DL1.1.9. Consolidated Mail. Two or more pieces of mail placed in one container for direct mailing to one addressee, one installation, or more than one installation served by the same mail center. DL1.1.10. Container. A bag, an envelope, a box, a pouch, or similar items that will hold two or more pieces of mail. DL1.1.11. Distribution Case. The USPS' term for a group of boxes used to sort mail by addressee. "Pigeon hole" is another name frequently used for these boxes. DL1.1.12. Endorsement. A marking on a mailpiece that shows handling instructions, a special service, or a request for an ancillary service. DL1.1.13. Express Mail. A mail class that provides expedited USPS overnight delivery service for mailable matter (up to 70 pounds), subject to certain standards. It is available in five basic domestic service offerings (Same Day Airport Service, Custom Designed Service, Post Office to Addressee Service, Post Office to Post Office Service, and Military Service). In addition, Express Mail International Service is available for foreign destinations. Express Mail is a USPS trademark. DL1.1.14. First-Class Mail. A mail class that includes all matter wholly or partly in handwriting or typewriting, all actual and personal correspondence, all bills and statements of account, and all matter sealed or otherwise closed against inspection. First-Class Mail comprises three subclasses: Post Cards and Stamped Cards, Letters and Sealed Parcels, and Priority Mail. Any mailable matter may be sent as First-Class Mail. First-Class Mail is a USPS trademark. (NOTE: Its use is mandatory for all matter wholly or partly in handwriting or typewriting, all actual and personal correspondence, all bills and statements of account. The Private Express Statutes cover these items. DL1.1.15. Flat. The general term for flat-size mail, since the large mail is sorted without bending. DL1.1.16. Flat-size Mail. A mail piece that exceeds one of the dimensions for letter-size mail (11-1/2 inches long, 6-1/8 inches high, 1/4 inch thick), but that does not exceed the maximum dimension for this mail processing category (15 inches long, 12 inches high, 3/4 inch thick). The dimensions are slightly different for automation rate eligibility. It may be unwrapped, paper-wrapped, sleeve-wrapped, or enveloped. DL1.1.17. Indicia. An imprinted designation on a mailpiece that denotes postage payment (for example, a permit imprint in place of a postage stamp or a meter stamp). DL1.1.18. Insured Mail. A special service to customers who pay a fee in advance to obtain payment in the event that the mail is lost, rifled, or damaged. (See also collect on delivery, Express Mail, and registered mail.) (NOTE: Insured mail is available only on Standard Mail, or mail containing Standard Mail matter sent at the First-Class or Priority Mail rates. It provides a receipt to the sender and a record of delivery at the post office of delivery is kept for numbered insured, but not minimum fee insured items. A record is not kept at the post office where mailed.) Express mail is automatically insured for $500.00. DL1.1.19. International Mail. Mail originating in one country and destinating in another. It is classified as Postal Union Mail (that is, letters and cards (LC) and other articles (AO), postal parcels, and Express Mail International Service. (NOTE: Mail to and from MPOs is considered domestic mail, not international mail, as long as the return address is an MPO or domestic addresses and the delivery address does not include the name of a foreign city and country.) DL1.1.20. Letter-size Mail. A mail processing category of mailpieces, including cards, not exceeding any of the dimensions for letter-size mail (that is, 11-1/2 inches long, 6-1/8 inches high, 1/4 inch thick). NOTE: It must be at least 5 inches long, 3 1/2 inches high, and 0.007 inches. DL1.1.21. Library Rate. A Standard Mail subclass for items on loan from or exchanged between academic institutions, public libraries, museums, and other authorized organizations. NOTE: This is a congressionally subsidized rate. It is not authorized for use by DoD activities. DL1.1.22. Marking. A notation on a mailpiece showing the mail class or rate. Generally defined as any notation or endorsement. DL1.1.23. Merchandise Return Service. A special service that an authorized company provides a customer with a special mailing tag or label to return a shipment without postage prepayment. The company pays the return postage. See Business Reply Mail. DL1.1.24. Metered Postage. Postage printed by a mechanical or electronic imprinter directly onto the mailpiece or onto gummed tape or labels affixed to the mailpiece. It may be used on all mail classes except Periodicals. DL1.1.25. Military Ordinary Mail (MOM). Official mail sent by Department of Defense, posted at Periodicals requester publication rate, or Standard Mail postage rates, which must have faster than sealift transportation service to, from, and between overseas points, but does not require premium Priority service. It is moved by surface transportation in the United States and by air on overseas portions of its trip. It provides cheaper postage than Priority Mail. Delivery time to any MPO may be almost as fast as Priority Mail and rarely exceeds 21 days. DL1.1.26. Military Post Office (MPO). A branch of a designated USPS civilian post office, which falls under the jurisdiction of the postmaster of either New York or San Francisco. It is operated by the Department of Defense to serve military personnel overseas or aboard ships where the USPS does not operate and a military situation requires the service. It may be either an Army Post Office (APO) that serves the Army or Air Force or a Fleet Post Office (FPO) that serves the Coast Guard, Navy, or Marine Corps. DL1.1.27. Mixed Classes of Mail. Two or more classes of mail combined into one enclosure. Postage for the entire weight is charged at the higher-class rate. DL1.1.28. Nonconveyable. Any item to be shipped via diplomatic pouch that weighs over 40 pounds, or exceeds 62 inches in length and girth combined, or whose longest dimension exceeds 24 inches. DL1.1.29. Nonstandard Mail. First-Class mail weighing 1 ounce or less and Standard Mail (A) weighing 2 ounces or less requires payment of a surcharge if it does not have a standard aspect ratio of between 1.3 and 2.5. The standard aspect ratio is determined by dividing the length by the height. The surcharge is also applicable if it exceeds any of the following: height 6 1/8 inches; length 11 1/2 inches; thickness 1/4 inch. DL1.1.30. Official Mail. Official matter mailed as penalty mail or with postage and fees prepaid. DL1.1.31. Official Matter. Any item belonging to or exclusively pertains to the business of the U.S. Government. DL1.1.32. Parcel Air Lift (PAL) Mail. Special postal services for parcels and Periodicals rate publications mailed to military personnel overseas. It is not authorized for use on official mail. DL1.1.33. Penalty Postage. Penalty postage is paid for after mailing versus prepaid postage that is paid for when obtained. Forms of penalty postage are penalty-metered indicia, penalty permit indicia, penalty mail stamps, penalty business reply and merchandise return indicia. DL1.1.34. Periodicals. Magazines, journals, newspapers, digests, briefs, bulletins, summaries, and similar items published on a recurring basis. DL1.1.35. Periodicals Rate. The class of mail for printed periodical publications including newspapers and requester publications. DL1.1.36. Permit. Mail with imprinted indicia instead of a stamp or postage meter imprint showing postage paid by the sender. DL1.1.37. Postage Stamp. Includes both prepaid postage stamps sold by post offices and penalty mail stamps. DL1.1.38. Post Office. A post office operated by the USPS or an MPO. DL1.1.39. Prepaid Postage. All forms of postage except penalty postage. DL1.1.40. Priority Mail. First-Class Mail weighing more than 13 ounces. DL1.1.41. Private Express Statutes. A group of Federal statutes that gives the USPS the exclusive right, with certain exceptions, to carry letters for others. They are based on the provision in the U.S. Constitution authorizing Congress to "establish Post Offices and post roads." DL1.1.42. Registered Mail. The most secure service the USPS offers. It incorporates a system of receipts to monitor mail movement from the point of acceptance to delivery. DL1.1.43. Requester Publications Rate. A part of the Periodicals rate structure used for periodicals with at least 24 pages, issued regularly four or more times a year, circulated free or mainly free, and containing at least 25 percent nonadvertising. DL1.1.44. Required Delivery Date (RDD). The date mail must reach its addressee. DL1.1.45. Restricted Delivery. A service wherein mailer may direct delivery only to the addressee or to an agent of the addressee specifically authorized in writing by the addressee to receive his or her mail. DL1.1.46. Return Receipt. A postal service available only on registered, certified, or numbered insured mail. USPS Domestic Return Receipt (PS Form 3811) shows to whom and when mail is delivered and is used only when the mailer must have proof of delivery or date of delivery. DL1.1.47. Secondary Unit Designator. Words such as apartment, suite, floor, room, unit, stop, and department that are followed by a number. They normally are placed on the same line as the street address. The secondary designator may be placed on the line above the street address if the line would be too long when both are shown on the same line. DL1.1.48. Self-Mailer. Any mail piece (except parcels) that does not have an outer cover, wrapping, or envelope in addition to the paper or material on which the majority of the printing, drawing, or writing being transmitted is placed. Examples are postcards, or a number of sheets, folded or unfolded, not necessarily of the same material. DL1.1.49. Single Manager (SM). The manager of MPS, designated to be the Secretary of the Army. Military Postal Service Agency acts as the SM for the Secretary of the Army. DL1.1.50. Single Service Manager (SSM). The component command assigned by the Combatant Commander to be the manager and point of contact (POC) on all postal issues in the area of responsibility (AOR). DL1.1.51. Small Volume Mailer. An activity with outgoing mail volume that is too small to justify the cost of leasing and using any type of postage meter. DL1.1.52. Space Available Mail (SAM). A special postal service for parcels and publications mailed to military personnel overseas. It is not authorized for use on official mail. DL1.1.53. Standard Mail (A). Standard Mail that weighs less than 16 ounces. It comprises the subclasses of Regular Standard Mail, Nonprofit Standard Mail, Enhanced Carrier Route Standard Mail, Nonprofit Enhanced Carrier Route Standard Mail, and Single-Piece Standard Mail. These subclasses include circulars, printed matter, pamphlets, catalogs, newsletters, direct mail, and merchandise. Standard Mail (A) may be sent at presorted rates and at automation rates. (NOTE: The Department of Defense is not authorized to use the Nonprofit Standard Mail and Nonprofit Enhanced Carrier Route Standard Mail rates; they are congressionally subsidized.) DL1.1.54. Standard Mail (B). Usually Standard Mail that weighs 16 ounces or more. It comprises four subclasses: Bound Printed Matter, Library Mail, Parcel Post, and Special Standard Mail. (NOTE: The Department of Defense is not authorized to use the Library Mail rate; it is a congressionally subsidized rate.) DL1.1.55. Surcharges. Fees charged in addition to the normal postage on nonstandard mail. AL1. ABBREVIATIONS AND ACRONYMS AL1.1.1. AAFES Army and Air Force Exchange Service AL1.1.2. ADC Area Distribution Center AL1.1.3. AIC Account Indicator Code AL1.1.4. AIG Address Indicator Group AL1.1.5. AMC Air Mobility Command AL1.1.6. AMT Aerial Mail Terminals AL1.1.7. AOR Area of Responsibility AL1.1.8. APDS All Purpose Date Stamp AL1.1.9. APO Army or Air Force Post Office AL1.1.10. APOD Aerial Port of Debarkation AL1.1.11. APOE Aerial Port of Embarkation AL1.1.12. ASM Any Service Member AL1.1.13. AWOL Absent Without Leave AL1.1.14. BRM Business Reply Mailing AL1.1.15. CASREP Casualty Reporting AL1.1.16. CINC Commander-In-Chief AL1.1.17. CMR Community or Consolidated Mail Room AL1.1.18. COD Collect On Delivery AL1.1.19. CONUS Continental United States AL1.1.20. COPE Custodian of Postal Effects AL1.1.21. CPX Command Post Exercise AL1.1.22. CRAF Civil Reserve Air Fleet AL1.1.23. CTUS Customs Territory of the United States AL1.1.24. DAYSTAT Daily Mail Movement Status Report AL1.1.25. DMM Domestic Mail Manual AL1.1.26. DMO District Management Office AL1.1.27. DoD Department of Defense AL1.1.28. DoDDS Department of Defense Dependent School AL1.1.29. DoS Department of State AL1.1.30. DoT Department of Transportation AL1.1.31. DP Diplomatic Pouches AL1.1.32. DRO Dependent Residing Overseas AL1.1.33. DTS Defense Transportation System AL1.1.34. DUSD(L) Deputy Under Secretary of Defense (Logistics) AL1.1.35. EAR Electronic Accumulation Register AL1.1.36. EFT Electronic Funds Transfer AL1.1.37. ENTNAC Entrance National Agency Check AL1.1.38. EPW/DP Enemy Prisoners of War/other Detained Personnel AL1.1.39. ETD Estimated Time of Departure AL1.1.40. FAA Federal Aviation Administration AL1.1.41. FAM Financial Adjustment Memorandum AL1.1.42. FFT For Further Transfer AL1.1.43. FM Free Mail AL1.1.44. FMC Fleet Mail Center AL1.1.45. FMS Foreign Military Sales AL1.1.46. FPO Fleet Post Office AL1.1.47. FY Fiscal Year AL1.1.48. GSA General Service Administration AL1.1.49. HAZMAT Hazardous Material AL1.1.50. HOLVOL Christmas Holiday mail Volume AL1.1.51. HOR Home Of Record AL1.1.52. HQ Headquarters AL1.1.53. IAD Intrusion Alarm Device AL1.1.54. IAMRU International Air Mail Reporting Unit AL1.1.55. ICRC International Committee of the Red Cross AL1.1.56. ID Identification AL1.1.57. IDS Intra-theater Delivery Service AL1.1.58. IEO International Exchange Office AL1.1.59. IG Inspector General AL1.1.60. IMM International Mail Manual AL1.1.61. IPP Irregular Parcels and Pieces AL1.1.62. IRC International Reply Coupon AL1.1.63. J-SIIDS Joint-Service Interior Intrusion Detection System AL1.1.64. JCS Joint Chiefs of Staff AL1.1.65. JEM Joint Exercise Manual AL1.1.66. JMPA Joint Military Postal Activity (Atlantic or Pacific) AL1.1.67. JTF Joint Task Force AL1.1.68. LCM Letter Class Mail AL1.1.69. LOC Line-Of-Communication AL1.1.70. MACOM Major Command AL1.1.71. MAMAS Military Automated Mail Accounting System AL1.1.72. MAO Mail Address Only AL1.1.73. MCA Mail Control Activity AL1.1.74. MIDAS Military and International Dispatch and Accountability System AL1.1.75. MILSTAMP Military Standard Transportation and Movement Procedure AL1.1.76. MMRS Mail Movement Reimbursement System AL1.1.77. MO Money Order AL1.1.78. MOB Money Order Business AL1.1.79. MODIS Military Origin Destination Information System AL1.1.80. MOID Money Order Identification Number AL1.1.81. MOM Military Ordinary Mail AL1.1.82. MPC Military Postal Clerk AL1.1.83. MPO Military Post Office AL1.1.84. MPOLL Military Post Office Location List AL1.1.85. MPOMDS Military Post Office Mail Distribution Scheme AL1.1.86. MPS Military Postal Service AL1.1.87. MPSA Military Postal Service Agency AL1.1.88. MRI Mail Routing Instruct AL1.1.89. MSC Military Sealift Command AL1.1.90. MTE Mail Transport Equipment AL1.1.91. MTMC Military Traffic Management Command AL1.1.92. NAC National Agency Check AL1.1.93. NAF Non-Appropriated Fund AL1.1.94. NATO North Atlantic Treaty Organization AL1.1.95. NBC Nuclear, Biological, or Chemical AL1.1.96. NCO Non-Commissioned Officer AL1.1.97. NEO Non-combatant Evacuation Operation AL1.1.98. NLT Not Later Than AL1.1.99. NSF Non-Sufficient Funds AL1.1.100. NWA No Witness Available AL1.1.101. OAG Official Airline Guide AL1.1.102. ODIS Origin Destination Information System AL1.1.103. OID Office Identification number AL1.1.104. OJT On-the-Job Training AL1.1.105. OMAS Official Mail Accounting System AL1.1.106. OPLAN Operations Plan AL1.1.107. OSI Offices of Special Investigations AL1.1.108. OSP Outside Piece AL1.1.109. PAL Parcel Airlift AL1.1.110. PB USPS Postal Bulletin AL1.1.111. PC Postal Clerk AL1.1.112. PCS Permanent Change of Station AL1.1.113. PEP Personnel Exchange Program AL1.1.114. PFO Postal Finance Officer AL1.1.115. PNA Postal Net Alert AL1.1.116. POC Point Of Contact AL1.1.117. POM Postal Operations Manual AL1.1.118. POP Postal Operating Plan AL1.1.119. POV Privately Owned Vehicle AL1.1.120. PSC Postal Service Center AL1.1.121. PULHES Physical Profile Serial Code AL1.1.122. PVI Postage Validation Imprinter AL1.1.123. RDD Required Delivery Date AL1.1.124. RDM Rapid Delivery Mail AL1.1.125. SACEUR Supreme Allied Commander Europe AL1.1.126. SALTS Streamline Automated Logistics Transmission System AL1.1.127. SAM Space Available Mail AL1.1.128. SECDEF Secretary of Defense AL1.1.129. SNDL Standard Navy Distribution List AL1.1.130. SOFA Status-of-Forces Agreement AL1.1.131. SOP Standard Operating Procedures AL1.1.132. SM Single Manager AL1.1.133. SSM Single Service Manager AL1.1.134. SSN Social Security Number AL1.1.135. STANAGS Standard NATO Agreements AL1.1.136. SVM Stamp Vending Machine AL1.1.137. TAD Temporary Additional Duty AL1.1.138. TC Transaction Counter AL1.1.139. TCN Transportation Control Number AL1.1.140. TDY Temporary Duty AL1.1.141. TPFDL Time Phased Force Deployment List AL1.1.142. UA Unauthorized Absence AL1.1.143. UCMJ Uniform Code of Military Justice AL1.1.144. UFN Until Further Notice AL1.1.145. UIC Unit Identification Code AL1.1.146. UMC Unit Mail Clerk AL1.1.147. UMR Unit Mail Room AL1.1.148. UN United Nations AL1.1.149. UPU Universal Postal Union AL1.1.150. USPS United States Postal Service AL1.1.151. USTRANSCOM U.S. Transportation Command AL1.1.152. WSP Weapon System Pouch AL1.1.153. ZIP Zone Improvement Plan C1. CHAPTER 1 GENERAL INFORMATION C1.1. MILITARY POST OFFICES (MPOs) C1.1.1. Purpose. The Department of Defense (DoD) Postal Manual, per DoD Directive 4525.6 (reference (a)), prescribes standard procedures and responsibilities for the administration of the Military Postal Service (MPS). It also provides instructions for the management and control of postal effects and for the processing, dispatching, handling, transporting, and delivering of personal and official mail. C1.1.2. Mission. The mission of the MPS is to provide postal service to the DoD Components in support of DoD missions. C1.1.3. Applicability C1.1.3.1. This Manual applies to all military postal activities. All MPS activities and Unit Mail Rooms (UMRs) must maintain access to a current copy of this Manual. C1.1.3.2. The instructions in this Manual do not apply to processing official mail in official mail distribution centers. Personal mail entered into official mail channels must be handled and protected per the policies and procedures in this Manual. C1.1.4. Terms and Abbreviations. Appendix 1 contains terms and abbreviations used in this Manual, the United States Postal Service (USPS), and other DoD postal-related directives or regulatory documents. C1.1.5. Policy C1.1.5.1. The MPS operates as an extension of the USPS, consistent with public law and Federal regulations. Appendix 2 contains the policies and procedures governing the use of the MPS and is applicable to all DoD Components. The MPS provides efficient and responsive postal services to authorized personnel and activities overseas during both normal and contingency operations. C1.1.5.2. The MPS will handle mail promptly, efficiently, and economically in support of the DoD mission. C1.1.5.3. Duplication of postal services by the Department of Defense and USPS in the United States and its territories is not normally authorized. There must not be an overlap of postal service between elements of the MPS and non-DoD courier or Department of State (DoS) diplomatic mail or pouch systems. Military Post Offices (MPOs) will not be authorized for areas serviced by the DoS pouch system, unless the pouch system is determined to be inadequate. If this is the case, send a request for postal service to the Military Postal Service Agency (MPSA) via Major Command (MACOM) and Military Department Postal Representative. C1.1.5.4. All classes of mail will be transported per reference (b) and 49 U.S.C. (reference (c)), this Manual, and USPS directives. C1.1.5.5. Foreign commercial airlines or military airlift (Air Mobility Command (AMC)), per reference (b), may be used to transport military mail when U.S. commercial air carriers are unavailable or cannot provide timely delivery. Authority to use foreign air carriers or military airlift requires the specific approval of the MPSA in coordination with the USPS. Refer to Chapter 11 for transportation segment procedures. See section C11.5. for mail routing for mobile or deployed units. C1.1.5.6. Military Traffic Management Command (MTMC) contracts sealift and surface transportation requirements. C1.1.5.7. The Department of Defense pays for the transportation of mail between the Continental United States (CONUS) gateways and overseas, and inter- and intra-theater locations. The three Military Departments share the DoD transportation costs. Fleet Post Office (FPO) mail transportation cost is billed to the Navy. Army or Air Force Post Office (APO) mail transportation cost is billed to the Army and Air Force on the basis of their agreement. C1.1.5.8. U.S. Government Agencies and other organizations authorized the use of the MPS must reimburse the Department of Defense for transportation costs per 31 U.S.C. 1535 (reference (d)). C1.1.5.9. Whenever adequate service by scheduled commercial air carriers is not available command transportation may be used. When there are special circumstances requiring expedited transportation, overseas commands may transport military mail. C1.1.5.10. Classified material transmitted as registered mail transported among the MPS activities must be transmitted per DoD 5200.1-R (reference (e)) security procedures, and Chapter 11. C1.1.5.11. Mail security and accountability must be provided at all times to prevent theft, damage, and the introduction of contraband and prohibited materials. C1.1.5.12. USPS correspondence must be mailed with USPS indicia. C1.1.5.13. Requests for exception to policy and procedures outlined in this Manual, the USPS or other DoD postal regulatory documents must be submitted in writing through the appropriate command postal operating element to the MPSA. C1.1.6. Responsibilities C1.1.6.1. The Deputy Under Secretary of Defense for Logistics shall: C1.1.6.1.1. Provide broad policy guidance for the operation and use of the MPS and maintain guidelines concerning use of the MPS by DoD Components, other Government Agencies, and non-Government organizations. C1.1.6.1.2. Serve as the final authority concerning requests for the establishment or termination of DoD postal services, including the first opening and last closure of an MPO in any country. C1.1.6.1.3. Serve as the DoD representative for implementation and administration of agreements with the USPS. C1.1.6.1.4. Prepare DoD Directives and issue related publications governing DoD postal services. C1.1.6.2. The Secretary of the Army, as the designated Single Service Manager (SSM) of the MPS shall: C1.1.6.2.1. Establish and maintain the MPSA as a jointly staffed headquarters (HQ) located in the National Capitol Region and establish other field activities, when required. C1.1.6.2.2. Designate a general officer (or equivalent civilian grade) to be the Executive Director, MPSA. C1.1.6.2.3. Provide legal advice and representation from the Army Legal Services Agency on postal matters before the Postal Rate Commission, Department of Transportation (DoT), and other regulatory organizations. C1.1.6.3. The Secretaries of the Military Departments shall: C1.1.6.3.1. Designate a Deputy Director to provide oversight and management of the day-to-day operation of the MPS. C1.1.6.3.2. Ensure their components request the establishment of MPOs per this Manual. C1.1.6.3.3. Maintain audit, inspection, advisor, and assistance responsibilities for the MPS activities under their jurisdiction. C1.1.6.3.4. Ensure postal operating elements provide the MPSA, through the Joint Military Postal Activity (JMPA) Atlantic or Pacific, with information to allow proper mail routing and dispatch instructions when their respective units change location, activate, deactivate, inactivate, commission, decommission or rotate. C1.1.6.3.5. Command postal operating elements in the theaters of operations. The Combatant Commander has designated the responsibility for MPS. See subparagraph C1.1.6.6., below. C1.1.6.3.6. Provide recommendations to the Executive Director, MPSA, concerning policies and procedures to be incorporated by the MPSA in carrying out postal operations. C1.1.6.3.7. Issue internal instructions for the control and use of official mail entered in the USPS or the MPS. C1.1.6.3.8. Provide the MPSA with information concerning postal restrictions or policies affecting the MPS because of unique requirements. Provide excerpts of the appropriate country-to-country agreements that affect the MPS. C1.1.6.3.9. Plan, program, budget, and obligate funds for their overseas military mail transportation requirements, in coordination with the MPSA. C1.1.6.3.10. Coordinate all contingency and war planning involving MPS matters with the MPSA. C1.1.6.3.11. Provide the MPSA with information required to support the MPSA management information systems, per DoD 8910.1-M (reference (f)). C1.1.6.3.12. Assist the MPSA in resolving overlap or duplication of MPS functions. C1.1.6.3.13. Establish and operate MPOs for use by all authorized organizations and personnel on their respective installation(s) overseas. The DoD Components must be provided postal service on a non-reimbursable basis. MPOs may be operated at locations overseas other than at a military installation, or at CONUS military locations to meet an operational requirement of a Military Department. C1.1.6.3.14. Ensure support services are provided to on-site military postal activities; i.e., custodial, utilities, real property maintenance, and transportation, on a non-reimbursable basis. This must include providing additional facilities, supplemental transportation, and personnel augmentation in support of local postal activities to eliminate mail backlogs created by emergency or seasonal increases in mail volume. C1.1.6.3.15. Provide the required military officer and enlisted personnel to staff the MPSA, in the grade and occupational specialty specified by the applicable Service manpower document and with a minimum tour length of 36 months. C1.1.6.3.16. Eliminate military postal policy and management functions at departmental HQ levels that duplicate the MPSA's DoD-wide responsibilities to jointly manage the MPS. C1.1.6.4. The Executive Director, Military Postal Service Agency shall: C1.1.6.4.1. Operate the MPS under the direction and control of the Secretary of the Army. C1.1.6.4.2. Operate under the policy direction of the Deputy Under Secretary of Defense for Logistics (DUSD(L)). C1.1.6.4.3. Act as the DoD-wide functional director for the MPS, which includes integrating postal transportation and routing procedures worldwide, and implementing uniform worldwide postal practices and procedures, when possible. This includes recommending policy and monitoring all overseas mail transportation costs, and making recommendations to DUSD(L), as required, to ensure the proper administration of the MPS. C1.1.6.4.4. Act as the DoD Single Point of Contact (POC) concerning military postal policy and operational affairs. Maintain direct working relationships with USPS, U.S. Customs Service, DoT, and other Departments and Agencies of the Federal Government . C1.1.6.4.5. Recommend necessary changes to the USPS Publication 38 (reference (g)). C1.1.6.4.6. Direct the operation of joint-Military Department staffs who serve as liaisons to the USPS. C1.1.6.4.7. Provide technical advice for postal operations of the Military Departments. C1.1.6.4.8. Coordinate with the jointly staffed inter-Service postal school, managed by the U.S. Army Training and Doctrine Command, for training Military Department postal personnel. This includes reviewing the integrated training curriculum to ensure the adherence to DoD postal policy and doctrine. C1.1.6.4.9. Develop procedures aimed at preventing postal offenses. Develops procedures to supplement the USPS requirements for processing postal claims and monitors and processes postal claims made against the Military Departments by the USPS. C1.1.6.4.10. Approve or disapprove the activation and/or deactivation of MPOs. C1.1.6.4.11. Ensure that MPOs for overseas land-based organizations comply with postal arrangements made with sovereign foreign governments. C1.1.6.4.12. Maintain direct working relationships with the DoD Components to enable the MPSA to provide management and technical assistance on postal matters; and actively monitor worldwide MPS postal transportation and operations. C1.1.6.4.13. Monitor the responsiveness of the MPS and USPS, their impact on performance standards, and their ability to take corrective action, as required. Coordinate the compilation of statistics and perform any necessary analysis. C1.1.6.4.14. Maintain liaison with the U.S. Transportation Command (USTRANSCOM) and the DoD transportation operating agencies Military Traffic Management Command (MTMC), Air Mobility Command (AMC), and the Military Sealift Command (MSC). C1.1.6.4.15. Publish a single DoD Postal Manual and develop other technical directives and regulatory documents, as necessary, to be used by all DoD Components in support of the MPS mission. C1.1.6.4.16. Maintain liaison with Postal MACOMs within each Combatant Command to aid in the effective operation of the MPS. Maintain liaison to investigate and resolve postal problems. C1.1.6.4.17. Process presidential, congressional, and other correspondence pertaining to the MPS. C1.1.6.4.18. Maintain and publish a consolidated list of military Zone Improvement Plan (ZIP) Codes. C1.1.6.4.19. Develop proposed DoD actions in response to proposed rule making documents, published by any Federal Agency, that have a significant impact upon DoD postal matters. C1.1.6.4.20. Develop, establish, and operate information data systems to support the mission of the MPSA and the DUSD(L) in its postal oversight role. C1.1.6.4.21. Coordinate MPS support for contingency operations. C1.1.6.4.22. Provide budget estimates to the Military Departments and non-DoD Agencies concerning mail transportation costs. C1.1.6.5. The Joint Military Postal Activity (Atlantic and Pacific)) shall: C1.1.6.5.1. Act as a single POC for the MPSA with the USPS at the designated airport gateways. C1.1.6.5.2. Provide information to the USPS and postal activities to allow proper distribution, dispatch, and transportation of military mail. C1.1.6.5.3. Publish Military Massing and Labeling Instructions (MMLI). C1.1.6.5.4. Monitor Financial Adjustment Memorandum (FAM). C1.1.6.5.5. Provide major commands and Military Department Postal Representatives with information on mail processing and irregularities. C1.1.6.5.6. Work with USPS management at the gateway concerning Military Mail Processing and Distribution in their Mail Processing Distribution Automation Program. C1.1.6.5.7. Work with USPS management at the gateway concerning Military Finance and Transportation in their Information System Program. C1.1.6.5.8. Maintain the Military ZIP Code database for the automated dispatch of mail. C1.1.6.5.9. Assist the U.S. Postal Inspection Service when requested, in matters relating to the processing, distribution, dispatch, and transportation of military mail. C1.1.6.6. The Combatant Commander or Designated Representative shall: C1.1.6.6.1. Be responsible for MPS support in area of command including: C1.1.6.6.1.1. Initial opening and the last closing of an MPO in any country. C1.1.6.6.1.2. Assigning and transferring operational control of MPOs to and between Military Component Commands. C1.1.6.6.1.3. Ensure sharing of resources between the Military Components to avoid duplication of expenditures and effort, to include providing military air and surface transportation support to move military mail when tendered by the USPS or MPS. C1.1.6.6.1.4. Provide the MPSA with postal and mail management information per postal regulations and DoD Directive 8320.1 (reference (h)). C1.1.6.6.2. Forward actions to the MPSA for consideration, as appropriate, per this Manual. C1.1.6.7. The Heads of the Military Components shall: C1.1.6.7.1. Appoint a command postal representative. C1.1.6.7.2. Provide resources to perform the MPS mission. Service should be provided uniformly to all authorized users of the MPS. C1.1.6.7.3. Review all contracts involving postal operational management. C1.1.6.7.4. Ensure their postal activities develop comprehensive resource protection plans to include not only facilities and postal effects, but also postal personnel under all operating environments. C1.1.6.7.5. Develop contingency plans for providing postal services in support of command operational plans. C1.1.6.7.6. Ensure the appropriate authorities inspect and audit postal functions and activities. C1.1.6.7.7. Request activation and deactivation of military ZIP Codes. C1.1.6.7.8. Maintain liaison with host-government postal administrations. C1.1.6.7.9. Determine mail transportation requirements and coordinate with the appropriate authorities. See Chapter 11. C1.1.6.7.10. Maintain liaison with postal officials of allied forces. C1.1.6.7.11. Ensure postal irregularities and postal offenses are reported to the appropriate levels. C1.1.6.7.12. Ensure effective mail directory service. C1.1.6.7.13. Develop and maintain a customers' service information program. C1.1.6.7.14. Develop procedures for addressing customer complaints, inquiries, and suggestions. C1.1.6.7.15. Identify deficiencies in the postal operating systems and take appropriate corrective action. C1.1.6.7.16. Make recommendations for improvements in the MPS to the MPSA. C1.1.6.7.17. Coordinate with the JMPAs and provide information to allow proper mail routing. C1.1.6.7.18. Review, approve, and disapprove all MPO facility designs and modifications. C1.1.6.7.19. Identify, consolidate, and monitor postal equipment and supply requirements. C1.1.6.7.20. Provide policy and oversight to non-DoD postal operations within their area of command. Maintain Memoranda of Agreement (MOA) between DoD Component Command and non-DoD units operating the postal facility that identifies responsibilities, reimburseable funding, and basic support. C1.1.6.7.21. Provide the following: C1.1.6.7.21.1. A Postal Officer to manage the installation postal and mail processing operations. C1.1.6.7.21.2. Adequate postal facilities in accordance with Chapter 13 of this Manual. C1.1.6.7.21.3. Dedicated telephone circuits, to include analog and commercial capability, to operate and interface with USPS equipment. C1.1.6.7.21.4. Authorized postal personnel access to all mail handling facilities, ramps, and flightline area as well as equipment and transportation conveyances to conduct surveys and inspections concerning mail movement in accordance with Installation requirements. C1.1.6.7.21.5. Additional facilities and supplemental transportation to promptly eliminate mail backlogs as the postal activity chief requests. Personnel augmentation, to include TDY/TAD/FAP personnel and equipment when necessary. Tasking for support to other Military Departments and Agencies receiving mail support through a mail facility. C1.1.6.7.21.6. Sufficient vaults, safes and other adequate storage facilities to safeguard registered mail, postal effects, and other appropriate support to ensure compliance with the Postal Manual and directives. C1.1.6.7.21.7. A trained postal clerk to act as an alternate clerk at locations where the postal activity operates a one-person MPO. C1.1.6.7.21.8. Armed guards or armed convoy protection, on request for valuable mail shipments while in military postal channels within their areas. See Chapter 9. C1.1.6.7.21.9. Adequate funding for the postal activity to maintain acceptable service levels. C1.1.6.7.21.10. Review local details and exercise participation to ensure taskings do not inadvertently curtail postal service and create mail delays. C1.1.6.8. The Unit Commander shall: C1.1.6.8.1. Assign a primary and alternate E-6 or senior or civilian (GS-6 or higher) as the Unit Postal Officer, to supervise the unit mail handling operation. C1.1.6.8.2. Ensure unit personnel notify the UMR, Community or Consolidated Mailroom (CMR) or Postal Service Center (PSC) of a change in status that affects their mail delivery. C1.1.6.8.3. Notify the local servicing post office as soon as possible about a deployment and coordinates any required mail routing changes. C1.1.6.9. The Postal Officer or MPO Supervisor (including Detachment/Operating Location Chiefs/Supervisors, Postmasters or equivalent, and Postal Officers) shall: C1.1.6.9.1. Coordinate all public affairs releases that affect postal matters with Public Affairs Representative before release. C1.1.6.9.2. Provide security, including protection of mail and postal effects, access to mail work areas, and mail transportation requirements. C1.1.6.9.3. Ensure emergency destruction of mail and postal equipment (overseas only). C1.1.6.9.4. Deliver mail during field exercises. C1.1.6.9.5. Ensure all postal-related correspondence for higher headquarters is routed through the MACOM Postal Representative. C1.1.6.9.6. Coordinate with their MACOM Postal Representative before entering a formal support agreement for postal support. C1.1.6.9.7. Ensure appropriate personnel maintain directory files and mailroom records properly and perform directory service. C1.1.6.9.8. Ensure all personnel understand and comply with current postal directives. C1.1.6.9.9. Conduct periodic, unannounced inspections of PSCs, UMRs, CMRs, and mail handling areas using the checklist in Appendix 2. C1.1.6.9.10. Ensure a DD Form 1115, "Mail Room Sign," is displayed outside the entrance to PSCs, UMRs, or CMRs showing the times the mail is available. C.1.1.6.9.11. Ensure a sample mail address (personal and official) is prominently displayed. C1.1.6.9.12. Notify appropriate command levels immediately of all suspected or known postal offenses and losses. C1.1.6.9.13. Restrict entry to all mail facilities to only authorized personnel. C1.1.6.9.14. Ensure the USPS equipment is used only for its intended purpose. C1.1.6.9.15. Ensure verification of accountable mail is received and delivered. See Chapter 3. C1.1.6.10. The Postal Clerks (PCs) and Unit Mail Clerks (UMCs), as applicable, shall: C1.1.6.10.1. Provide mail service and operate the MPO, UMR or CMR per current regulations. C1.1.6.10.2. Safeguard the mail at all times. C1.1.6.10.3. Perform directory service. See Chapter 3. C1.1.6.10.4. Deliver accountable mail and properly maintain accountable mail records. See Chapter 3. C1.1.6.10.5. Correct all discrepancies noted on inspections. C1.1.6.10.6. Report known or suspected postal offenses to the appropriate command levels. C1.1.6.10.7. Pick up mail from the servicing post office. C1.1.6.11. The Mail Orderlies shall: C1.1.6.11.1. Pick up the mail at specified times. C1.1.6.11.2. Safeguard the mail at all times. C1.1.6.11.3. Deliver personal mail only to the actual addressee and official mail (see Chapter 3) only to individuals authorized by the appropriate authority. C1.1.6.11.4. Return undeliverable mail to the UMR, CMR, or MPO daily. See Chapter 3. If undeliverable mail cannot be returned, it must be secured in a designated, securely locked container. If returned to the UMR, CMR, or MPO, follow the procedures in Chapter 3. C1.1.6.11.5. Report any known or suspected postal offenses and irregularities. See Chapter 14. C1.1.7. Establishing or Opening a Military Post Office (MPO) C1.1.7.1. The Combatant Command Actions for Establishing or Opening a Military Post Office C1.1.7.1.1. State whether the building meets the requirements. See Chapter 13. C1.1.7.1.2. State the method that shall be used to remit funds to the USPS. C1.1.7.1.3. Verify that a qualified, on-site military member shall supervise the postal operations. C1.1.7.2. The MPSA Requirements for Establishing or Opening a Military Post Office (MPO). A request to establish an MPO in a country or on a ship, for the first time, must contain the information in subparagraph C1.1.7.5.1. (as applicable). C1.1.7.2.1. Establishing an MPO C1.1.7.2.1.1. Include requirements listed in subparagraph C1.1.7.2. C1.1.7.2.1.2. State the reasons why other means, such as, international mail or DoS pouch system cannot be used. Include an economic analysis per DoD Instruction 7041.3 (reference (i)). C1.1.7.2.1.3. State the number of non-DoD users projected to be provided service through the MPO. C1.1.7.2.1.4. Provide one copy of the Status-of-Forces Agreements (SOFAs) or any other agreements that authorizes the establishment. C1.1.7.2.2. Opening an MPO C1.1.7.2.2.1. State that conditions in subparagraph C1.1.7.1. have been met. C1.1.7.2.2.2. State the number of military personnel and family members to be serviced by the MPO and any projected increases or decreases in the strengths. C1.1.7.2.2.3. State the number of authorized DoD civilian personnel and family members to be serviced by the MPO and any projected increases or decreases in the strengths. C1.1.7.2.2.4. State the name and location of the installation or activity. C1.1.7.2.2.5. State the proposed opening date. C1.1.7.2.2.6. State the amount of fixed and flexible stamp credit requested. See Chapter 6. C1.1.7.2.2.7. State whether Money Order (MO) Service is desired. See Chapter 8. C1.1.7.2.2.8. State the date by which postal supplies are required. The USPS requires 60 days to assemble and ship initial supplies. Provide the address to which the shipment will be made. C1.1.7.2.2.9. Provide mailing instructions. Identify the concentration point (first stop after Aerial Mail Terminal/Fleet Mail Center (AMT/FMC)) or offload point (airstop). C1.1.7.2.2.10. State the Unit Identification Code (UIC) (Navy and Marine Corps only). C1.1.7.2.2.11. State the PSC, UMR, CMR, Unit Number and Box Range or Box Ranges, if a broken sequence, as applicable. C1.1.7.2.2.12. State the number of non-DoD users projected to be provided service through the MPO. C1.1.7.2.3. Procedures for Submitting MPO Requests C1.1.7.2.3.1. Requests for the initial establishment of an MPO shall be submitted through the appropriate Combatant Command. The Combatant Command shall designate the supporting Military Department and forward establishment recommendations to the MPSA. C1.1.7.2.3.2. Requests for opening additional MPOs will be submitted directly to MPSA. C1.1.7.2.3.3. Before submitting requests, non-DoD activities shall obtain concurrence from their respective HQ, the responsible Combatant Command, and the designated supporting Military Department. Requesting non-DoD activities must include a statement in their request that they will assume responsibility for the following: C1.1.7.2.3.3.1. To provide qualified manpower to operate the MPO. C1.1.7.2.3.3.2. To provide funding for all training, travel associated with postal inspections, and command visits. C1.1.7.2.3.3.3. To safeguard mail at all times. C1.1.7.2.3.3.4. To operate subject MPO in accordance with this Manual, USPS and MACOM directives. C1.1.7.2.3.4. The DoD Component activity requests for the opening of additional MPOs shall be submitted through their MACOM to the MPSA for consideration, when the requesting and supporting Military Department are the same. C1.1.7.2.3.5. Approval authority for establishing the first MPO in a country rests with the DUSD(L). These requests shall be routed to the MPSA for referral to the DUSD(L). C1.1.7.2.4. MPO Establishment Procedures C1.1.7.2.4.1. When the MPO request is approved, the MPSA shall: C1.1.7.2.4.1.1. Assign a ZIP Code. C1.1.7.2.4.1.2. Provide a Personal Identification Number (PIN) and a Federal Standard Requisitioning and Issue Procedure (FEDSTRIP) Account Number. C1.1.7.2.4.1.3. Notify the appropriate activities of opening. C1.1.7.2.4.1.4. Coordinate mail transportation requirements. C1.1.7.2.4.2. All required equipment, supplies, and personnel shall be available before the MPO opens. Lead-time for ordering of the USPS equipment and supplies is up to 6 to 9 months, and initial supplies require 60 to 90 days. C1.1.7.2.5. Classification of MPOs. MPOs are classified into three basic categories: active, inactive and contingency. C1.1.7.3. Establishing a Mail Address Only (MAO) C1.1.7.3.1. MAOs are ZIP Codes opened to serve as routing indicators for mail separation and transportation purposes only. They will have a designated parent MPO. MAOs will not be opened to avoid the requirements prescribed for the opening of an MPO. See subparagraph C1.1.7.2.2. C1.1.7.3.2. MAO Opening Procedures C1.1.7.3.2.1. After reviewing the opening criteria, MACOMs shall submit requests to the MPSA for approval as soon as possible prior to the proposed effective date. A request to open an MAO must contain the following information: C1.1.7.3.2.1.1. Estimate volumes of mail for the ZIP Code. C1.1.7.3.2.1.2. State the parent MPO. C1.1.7.3.2.1.3. State the number of military personnel and family members to be serviced, by Military Department, including projected increases or decreases in strength. C1.1.7.3.2.1.4. State the number of authorized civilian personnel and family members to be serviced, by agency, including projected increases or decreases in strength. C1.1.7.3.2.1.5. State the name and location of the installation or activity. C1.1.7.3.2.1.6. State the proposed opening date. C1.1.7.3.2.1.7. State the PSC, UMR or CMR, and Unit Numbers serviced by the MAO. C1.1.7.3.2.2. If the request is approved, the MPSA will assign a ZIP Code, notify appropriate activities, and coordinate appropriate transportation. C1.1.7.4. Disestablishing or Closing an MPO or an MAO C1.1.7.4.1. Postal Officer will initiate request for closure of MPOs and MAOs to the MACOM who in turn will forward to MPSA, Operations Division. C1.1.7.4.2. When approval is granted, take the following actions: C1.1.7.4.2.1. The MPSA shall notify appropriate activities. C1.1.7.4.2.2. The MACOM shall: C1.1.7.4.2.2.1. Notify the MPSA and the servicing JMPA, by message or alternate means, as far in advance of the actual closing date as possible. Notification to the MPSA shall include: C1.1.7.4.2.2.1.1. The ZIP Code, Naval Command and ship's name, when applicable. C1.1.7.4.2.2.1.2. The closing date. C1.1.7.4.2.2.1.3. List of all organizations and activities that used the MPO or MAO as their mailing address. C1.1.7.4.2.2.1.4. The disposition instructions for mail. C1.1.7.4.2.2.2. Request disposition instructions from the appropriate JMPA for excess USPS equipment and supplies. C1.1.7.4.2.2.3. Designate an MPO unit to which active postal offense case files must be forwarded. C1.1.7.4.2.3. The MACOM Postal Representative, through the MPO Supervisor shall: C1.1.7.4.2.3.1. Provide customers with at least a 90-day termination notice. C1.1.7.4.2.3.2. Transfer active postal offense case files to the designated MPO. C1.1.7.4.2.3.3. Refer to appropriate chapters for disposition instructions for money orders, stamp stock, and meters. Additional instructions for supplies and equipment can be found in USPS Publication 247 (reference (j)). C1.1.7.4.2.3.4. Ensure an audit of accountable postal effects, including equipment, is performed at the close of business on the last day of operation or as soon thereafter as practical. Two postal officials appointed for this purpose must conduct the audit. The custodian of postal effects (COPE) shall not be an auditor, but must be present during the audit. C1.1.7.4.2.3.5. Dispose of records. Comply with the appropriate Military Department, the USPS, and the MPSA disposition instructions, as applicable. C1.1.7.4.2.3.6. Coordinate disposition of lockbox nests, accountable equipment, and records prior to base closure. C1.1.7.4.2.3.7. Coordinate new addresses and mail routing instructions for all units relocating. Coordinate and publicize closure of MPO and postal service center(s) to coincide with drawdown of personnel. Reduce services 30 days prior to closure. C1.1.7.4.2.3.8. Submit requests to the MACOM to shortstop or redirect surface mail at the gateway 90 days prior to base closure. Requests for all other mail should be made 60 days prior to closure. C1.1.7.5. Relocation, Reclassification, and Transfer of Operational Control of MPOs C1.1.7.5.1. When a permanent land-based MPO changes location, the MACOM must send a message, per subparagraph C1.1.7.2.2., to the MPSA and the servicing JMPA. When the relocation involves a change in the serviced units, such information must be included in the request. C1.1.7.5.2. An MPO may be reclassified as an MAO when mail service levels no longer warrant MPO status. When this occurs, the MACOM must notify the MPSA and the servicing JMPA by electronic correspondence with the following information: C1.1.7.5.2.1. The ZIP Code. C1.1.7.5.2.2. Designation of the parent MPO, and who will assume responsibility for claims, postal offense cases, and records. C1.1.7.5.2.3. A statement that the MPO is reclassified as an MAO. C1.1.7.5.2.4. The date financial operations will cease. C1.1.7.5.2.5. The new instructions for the routing of mail, if applicable. C1.1.7.5.2.6. Request disposition instructions or explain the disposition of USPS equipment, supplies, and postal effects, as applicable. (Include the mailing date and the registry numbers for the articles, if applicable.) C1.1.7.5.2.7. Comply with appropriate Military Department, USPS, and MPSA disposition instructions, as applicable, for MOs, stamp stock, and meters. C1.1.7.5.3. When reclassifying an MAO to MPO status, the MACOM must submit to MPSA, by message, a request to open an MPO per subparagraph C1.1.7.2.2. C1.1.7.5.4. Upon the MACOMs' agreement and Military Department's concurrence, notify the MPSA of any transfer between Military Departments of an MPO or MAO. C1.1.7.6. Activation and Deactivation of Contingency MPOs C1.1.7.6.1. When activating a contingency MPO, the Military Component Command must send a message to the Combatant Commander and SSM. This message must be sent as soon as possible in advance of the operation. This message shall include: C1.1.7.6.1.1. A request to assign a contingency ZIP Code. C1.1.7.6.1.2. A statement specifying if it is an MPO or an MAO. If the operation is an MAO, provide the ZIP Code of the parent MPO. C1.1.7.6.1.3. The mail routing instructions. C1.1.7.6.1.4. Applicable restrictions. C1.1.7.6.1.5. The proposed opening date. C1.1.7.6.1.6. The unit(s) involved, if available. C1.1.7.6.2. The deactivating message from the in-theater designee to the SSM includes the following: C1.1.7.6.2.1. The proposed closing date. C1.1.7.6.2.2. The disposition instructions for mail received after the closing date. C1.1.7.6.3. The SSM shall verify the data, and coordinates with Combatant Commander J-1 and forwards to the MPSA for action. C1.1.7.7. Exercises C1.1.7.7.1. When activating an exercise ZIP Code for a scheduled exercise, the MACOM shall send a message to the MPSA as soon as possible prior to the operation. This message shall include all items in subparagraph C1.1.7.6.1., except it will be an exercise MPO or MAO and need not be coordinated with the SSM. C1.1.7.7.2. The deactivation messages from the MACOM to the MPSA contain the information in subparagraph C1.1.7.6.2., except it will be an exercise MPO or MAO and need not be coordinated with the SSM. C1.2. THE POST OFFICES AT MILITARY INSTALLATIONS SERVICED BY THE USPS C1.2.1. Purpose. This section prescribes procedures for conducting postal services at DoD installations and activities serviced by the USPS. C1.2.2. Responsibilities C1.2.2.1. Postal services at military installations located in areas where the USPS operates are a joint responsibility per reference (g). C1.2.2.2. The Military Departments shall: C1.2.2.2.1. Develop inspection criteria. C1.2.2.2.2. Liaison with the MPSA on DoD postal policy. C1.2.2.2.3. Develop Military Department training standards. C1.2.2.2.4. Develop manning authorizations. C1.2.2.2.5. Develop and maintain MPO pre-pack embarkation sets of USPS equipment, forms, and supplies for use by active and Reserve units designated to deploy. In addition, develop inspection criteria to spot-check these pre-packs and sets for readiness. C1.2.2.2.6. Ensure technical proficiency of personnel in active Military Department postal units is maintained through unit training programs. C1.2.2.2.7. Ensure all postal activities are inspected. See Chapter 12. C1.2.2.3. The MACOM shall: C1.2.2.3.1. Appoint a Director of Postal Operations. This appointee must be an E-9 or above or civilian equivalent. C1.2.2.3.2. Oversee postal operations. C1.2.2.3.3. Ensure all subordinate commands provide necessary resources to perform the postal mission. C1.2.2.3.4. Ensure DoD personnel and resources are not used to provide postal service that the USPS is obligated, by law or agreement, to provide. C1.2.2.4. The Director of Postal Operations for the MACOM shall: C1.2.2.4.1. Manage all aspects of postal service in the command or area of responsibility. C1.2.2.4.2. Manage and coordinate postal policies and procedures established by the MPSA and the Military Department, ensuring the MACOM staff and installation postal officers efficiently perform duties. C1.2.2.4.3. Submit to the MPSA recommended changes to DoD postal service policies and procedures. C1.2.2.4.4. Establish procedures for ordering mail transport equipment on a quarterly basis. C1.2.2.5. The Installation Commander shall: C1.2.2.5.1. Appoint an installation postal officer. C1.2.2.5.2. Coordinate with the servicing USPS postmaster to ensure adequate and continuous postal support. Servicing postmaster's proposals that are not concurred with by the installation commander shall be referred through command channels to the MPSA for resolution. C1.2.2.5.3. Ensure that DoD personnel and resources are not used to do functions that USPS is obligated to do by law or agreement. C1.2.2.5.4. Ensure that all personnel in-process and out-process through their respective servicing postal unit. C1.2.2.6. The Installation Postal Officer shall: C1.2.2.6.1. Prepare standard operating procedures (SOPs) to prescribe uniform secure mail handling procedures. C1.2.2.6.2. Coordinate all postal functions of the installation or operating location. C1.2.2.6.3. Ensure unit postal officer and PSC supervisors are aware of their duties and responsibilities. C1.2.2.6.4. Ensure training is provided for mail clerks, mail orderlies, volunteers, and alternates. C1.2.2.6.5. Arrange mail service for incoming units. C1.2.2.6.6. Ensure casualty mail for military personnel is properly handled. See Chapter 3. C1.2.2.6.7. Maintain a current record of installation units and those units inactivated, redesignated, or permanently departed the previous year, and coordinates changes with the servicing USPS postmaster. C1.2.2.6.8. Ensure suspected cases of rifling, theft, destruction, and other postal offenses are reported. See Chapter 14. C1.2.2.6.9. Cooperate with U.S. Postal Inspectors regarding complaints, inquiries, and claims. C1.2.2.6.10. Conduct PSC, UMR, and CMR inspections. C1.2.2.6.11. Respond to investigative reports, as necessary. C2. CHAPTER 2 MILITARY POSTAL SERVICE (MPS) PLANNING C2.1. PURPOSE This Chapter contains the principles and concept of support for Military Postal Service (MPS) contingency planning. It also provides specific instructions for planning postal support during mobilization, deployments, domestic mail disruptions, and other contingency situations requiring standardized planning actions. C2.2. GENERAL Conduct postal planning per DoD policy. Planning postal support is an essential consideration for any military operation. Although the scope and substance of support will vary, formal specifications of postal support in the planning stage of a military operation are necessary at all levels. Combatant Commands and Component Commands will ensure the preparation of postal plans for all major contingency, exercise, and deployment plans. Postal service provides the commander with another line-of-communication (LOC) that must be highlighted in terms of its impact on logistical as well as morale support of the force as a whole. When properly incorporated into the concept of wartime support, postal service provides an increased operational readiness (morale) with a minimum of resources. If postal planning is not incorporated into the joint-planning process, postal support requirements may divert resources from other support requirements. C2.3. PRINCIPLES The following basic principles should be considered when planning and providing postal support: C2.3.1. The Combatant Commanders should develop an integrated Operations Plan (OPLAN) utilizing all Military Department's postal resources. Move and process mail in the theater of operations in order to reduce duplication of effort. C2.3.2. The plan should relieve forward deployed postal units of mail processing to the maximum extent. C2.4. MPS CONCEPT OF CONTINGENCY SUPPORT C2.4.1. The postal appendix to all plans will include assumptions and guidance as to the levels of postal support expected during the execution of the plan. The stated levels of service should go into effect upon implementation of the plan. The Combatant Command shall notify the MPSA of the service levels, imposed theater restrictions, inbound restrictions desired, and theater Aerial Ports of Embarkation (APOEs) and Aerial Ports of Debarkation (APODs) locations. C2.4.1.1. Appoint a single manager (SM). C2.4.1.2. Embargoes. Embargoes will be necessary if the MPS network cannot accommodate mail entering the system. The MPSA will forward the Combatant Commander's requests for an embargo to the United States Postal Service (USPS). Combatant Commanders will initiate overseas embargoes. The MPSA will pass disposition instructions to the USPS and inform theater postal elements of the action. A mail embargo may be initiated based on one or more of the following reasons: C2.4.1.2.1. Transportation availability. C2.4.1.2.2. Storage space. C2.4.1.2.3. Tactical situation. C2.4.1.2.4. Personnel staffing. C2.4.1.3. Restrictions. Restrictions may be imposed due to: C2.4.1.3.1. Transportation availability. C2.4.1.3.2. Storage space. C2.4.1.3.3. Personnel staffing. C2.4.1.3.4. Host country restrictions. C2.4.1.4. Official Mail. Official mail should not be restricted and will be airlifted to overseas areas on a space-required basis. C2.4.1.5. Personal Mail. Class and weight may restrict personal mail. The Combatant Commander will submit restrictions for personal mail to the MPSA. C2.4.2. The MPS elements will adhere to any international support agreements in effect (i.e., North Atlantic Treaty Organization (NATO), Standard NATO Agreements (STANAGs), bilateral agreements, etc.). C2.4.3. DoD Directive 4525.6, enclosure 3 (reference (a)), details the circumstances under which Free Mail (FM) may be authorized. All Combatant Command postal plans shall provide procedures for requesting FM. This is critical since the implementation of FM is not automatic and requires interagency coordination. Generally, the Combatant Command will initiate the request for FM to the MPSA. Requests will include geographic limits for the privilege. The MPSA will submit the request to the DUSD(L) for Secretary of Defense action. The MPSA will provide implementing instructions once the privilege is approved. C2.4.4. Financial services are normally an integral part of postal operations. However, when situations dictate (for example, during high-intensity combat operations or short-term deployments), MPS financial services may be curtailed, suspended, or not provided at all. C2.4.5. Postal support of non-combatant evacuation operations (NEO) shall be in the OPLAN. Specific procedures and restrictions on NEO mail privileges are in reference (a). C2.5. CENSORSHIP With the exception of the provisions in section C2.17., there is no authority to conduct mail censorship at any time. C2.6. DOMESTIC DISRUPTIONS The MPS is an extension of the USPS. Crises that affect USPS operations will also have an impact on MPS operations. During times of national emergency, the Postmaster General may impose certain restrictions on mail processing and delivery that may adversely affect the MPS. The MPSA will coordinate with the USPS HQ to ensure operational decisions regarding sortation, disposition, embargo, and restriction of mail will have the least possible impact on the MPS. During U.S. domestic disruptions, the MPSA, will consult with USPS, and coordinate with USPS on any request for assistance. C2.7. PLANNING SPONSIBILITIES The following is an overview of the postal responsibilities within the Department of Defense. C2.7.1. The DUSD(L) will provide policy guidance and direction concerning the MPS by the DoD Components, other Government Agencies, non-governmental organizations, and personnel through MPSA. C2.7.2. The Secretary of the Army is the SM of the MPS for the Department of Defense. C2.7.3. The Executive Director, MPSA, will issue policy and provide guidance and technical assistance. The Executive Director, MPSA, exercises command and control of the JMPA and is the single POC with the USPS. The MPSA and JMPA will: C2.7.3.1. Coordinate with the Federal Aviation Administration (FAA) on any restrictions that may be imposed requiring the screening of all mail. C2.7.3.2. Coordinate with the USPS to obtain optimum support for the Combatant Commander. C2.7.3.3. Advise the USPS to implement mail embargo procedures as requested by the Combatant Commander. C2.7.3.4. Upon request from the Combatant Commander, initiate action to obtain FM privileges and, if approved, promulgate implementing instructions. C2.7.3.5. Upon request from the Combatant Commander, coordinate through DoD Public Affairs Office, in conjunction with the USPS, the level of service that personnel in the area of responsibility (AOR) will receive, to include Any Service Member (ASM) Mail. C2.7.3.6. Coordinate air and surface movement of military mail with the USPS from the CONUS gateway to the APOEs. C2.7.3.7. Recommend supporting Combatant Command any personnel augmentation requirements for operation of MPOs. C2.7.3.8. Pass mail routing, massing, labeling, and distribution information on AOR APOs or FPOs from the Combatant Command designated executive agent to the USPS. C2.7.3.9. Initiate an on-going and, as needed, public information program in conjunction with the USPS concerning mail service in the AOR. C2.7.3.10. Review Combatant Command's postal plans, provide recommendations, and coordinate. C2.7.3.11. Assign contingency ZIP Codes. See Chapter 1. C2.7.4. The Combatant Commander controls postal personnel and resources, and will normally appoint a component command as SM and POC on all postal issues in the AOR. The SM will work in concert with the Combatant Command staff. The Combatant Command retains functional responsibility for theater postal operations and may identify certain actions of the SM to be performed by the Combatant Command designated executive agent. C2.7.4.1. The Combatant Commander may request FM. The Combatant Commander will evaluate the justification of FM to ensure compliance with Title 39 U.S.C. (reference (b)). The Combatant Commander then forwards the request to the MPSA. C2.7.4.2. The Combatant Commander may request ASM mail. The request with any desired limitations is forwarded to the MPSA for action. It should not be requested until all mission-essential personnel, supplies, and equipment have arrived in theatre and an AOR transportation network is firmly established. C2.7.5. The SM will implement postal operations throughout the AOR under the authority of the Combatant Commander and serve as the liaison between the theater of operations and the MPSA. The SM will: C2.7.5.1. Establish joint-MPS policy in theater and assign responsibilities of the Joint Task Force (JTF) component commands. C2.7.5.2. Ensure that postal personnel, postal assets, and theater infrastructure requirements are integrated into the Time Phased Force Deployment List (TPFDL) in time to support the early flow of mail into theater. C2.7.5.3. Coordinate with the JTF-designated executive agent to establish the start of mail service. Mail service should be initiated as soon as possible, but only after necessary postal personnel and assets have arrived in theater. C2.7.5.4. Establish the priority of mail movement from the APOEs and/or APODs into theater in coordination with the Combatant Commander's priority. C2.7.5.5. Process exception to user policy requests for support to international military commands, other U.S. Government Agencies, and non-governmental organizations and forward to the MPSA. Follow guidelines for processing these requests per section C2.10. C2.7.5.6. Request the MPSA activate and deactivate contingency ZIP Codes. C2.7.5.7. Coordinate mail movement within the AOR. C2.7.5.8. Pass mail routing instructions to the MPSA. C2.7.5.9. Develop procedures for handling contaminated mail per USPS Publication 52 (reference (k)). C2.7.5.10. Implement and establish mail-screening security procedures when MPSA advises. C2.7.6. The Combatant Commands shall implement all postal operations in the AOR per guidance received through the SM. The designated executive agent will: C2.7.6.1. Coordinate MPS operations at MPOs, MCAs, AMTs, FMCs, and SMTs in the JTF AOR. C2.7.6.2. Establish or request additional postal restrictions or embargo procedures. This may be necessary if excessive mail volume is hampering the flow of mission essential supplies and equipment into theater. C2.7.6.3. Specify any restrictions for retrograde mail. C2.7.6.4. Request FM privileges per references (a) and (b), if not previously requested. C2.7.6.5. Request ASM, if not previously requested and desired. Weigh this decision against available airlift, ground transportation, manning, and postal system throughput capability. ASM can have a positive impact on morale, especially for those Service members who infrequently receive mail; however, it competes with normal mail movement for limited transportation assets. C2.7.6.6. Identify, confirm, and keep current the theater APOEs and Surface Port of Embarkation (SPOE). C2.7.6.7. Ensure individual Military Department components develop and maintain casualty mail procedures and directory services. C2.7.6.8. Provide MPS Postal Net Alerts, situation reports, and transit time reports to MPSA, as required. C2.7.6.9. Appoint, if desired, one of the JTF component commands as Executive Agent to accomplish the above functions. C2.7.6.10. Implement and establish mail-screening procedures when MPSA advises. C2.7.6.11. Maintain equipment for contingency operations, as required. This equipment will accompany the initial contingency APO/FPO fixed credit. C2.8. FREE MAIL (FM) C2.8.1. FM is authorized under 9 U.S.C. 3401(a) (reference (b)). Originally authorized only by the President, the authority was delegated in Executive Order 12556 (reference (l)) to the Secretary of Defense in 1989 to expedite implementation. C2.8.2. FM is limited by reference (b) to letter mail, sound or video recorded communications having characteristics of personal correspondence and addressed to a place within the delivery limits of the USPS or MPS. FM privileges do not apply to mail delivered by a foreign postal administration. C2.8.3. The Combatant Commander must request FM for those areas where the Armed Forces of the United States are engaged in operations of a temporary nature under arduous conditions or involving armed conflict with a hostile foreign force. Request is submitted directly to the MPSA. C2.8.4. MPSA forwards the request with its recommendation to the Secretary of Defense through the DUSD(L). C2.8.5. The DUSD(L) coordinates with the General Counsel, DoD, to confirm that the request complies with the law. They then consult with the Department of State (DoS) and the Postmaster General, USPS on the Secretary of Defense's intention to authorize FM in the area requested. C2.8.6. When approved by the Secretary of Defense, the MPSA releases detailed implementing instructions to the Combatant Commander and USPS. C2.9. UNITED NATIONS (UN) OPERATIONS The UN is recognized as a formal postal administration. They have their own frank, as well as UN stamps, which are honored by the USPS. Postal service during UN operations is as follows: C2.9.1. The UN provides FM service from the UN mission area to home countries for individual military personnel of contingent units. This includes both personal and official mail that must be franked with the UN impression. The FM service does not apply from home countries to contingent units. C2.9.2. All official mail from contingent units is delivered at the UN's expense. C2.9.3. Only First Class letters and post cards, weighing 10 grams (0.35 ounces) or less will be accepted as FM from members of a contingent unit. Individual members are entitled to dispatch up to five free letters per week, including UN aerogrammes that are provided at the UN's expense. The UN aerogrammes constitute the bulk of personal correspondence. Issues to contingent units are based on an allocation of five aerogrammes per person per week. No enclosures are permitted in aerogrammes. C2.9.4. The UN mission post office is responsible for receiving bundles of FM franked with the UN impression by contingent units, consolidate it in mailbags, and dispatch it to postal authorities in the respective home countries. It is not to move through MPS channels. C2.9.5 Postal support for U.S. Forces is normally a U.S. responsibility when significant U.S. Forces are deployed under the auspices of the UN. C2.9.6. Organic MPS support is usually established when the United States initiates military operations unilaterally. MPS support normally continues for U.S. Forces when U.S. operations are transferred to UN control. C2.10. POSTAL SUPPORT FOR COALITION FORCES C2.10.1. Foreign military units serving with the U.S. Armed Forces, upon the request of their government, may be authorized to move closed mail to and from their home country through MPS channels when the international postal infrastructure is inadequate. This mail must be transported at the requesting country's expense. Mail for Coalition Forces is subject to the same restrictions as those applied to U.S. Forces, though additional individual country restrictions may apply. C2.10.2 Follow these procedures for requesting MPS support for Coalition Forces: C2.10.2.1. The JTF Commander forwards a list of coalition countries requesting MPS support to the Combatant Commander. C2.10.2.2. The Combatant Command evaluates the request in collaboration with legal counsel and makes appropriate recommendations to the MPSA. C2.10.2.3. The MPSA coordinates implementation with applicable agencies (e.g., USPS, Customs) and notifies the Combatant Command upon completion. C2.10.2.4. The Combatant Command (J-1) contacts the senior U.S. Military Liaison Officer in each of the coalition countries that have requested MPS support to ensure each country agrees to pay transportation costs for their military mail. The coalition country's postal administration must acknowledge they will reimburse the Department of Defense for all costs related to mail transportation. Billing procedures will be established prior to implementation. C2.10.2.5. Upon approval by coalition countries, the Combatant Command will coordinate start-up dates with the MPSA. The MPSA will verify with the USPS that coalition governments and the USPS have established billing procedures prior to establishing start-up date. C2.10.3. Coalition Forces have options other than requesting MPS support, which include using their own military postal systems, international mail, direct-air freight, or their country's diplomatic pouch systems. C2.11. PEACETIME DEPLOYMENT AND EXERCISE PLANNING This section applies to routine deployments and field training exercises, during which postal services are provided. When preparing plans for routine deployments, the following guidance applies: C2.11.1. Whenever U.S. Forces deploy, ensure the MPS is authorized to operate in the host nation. C2.11.2. The deploying forces coordinate MPS support with the supporting command when developing the deployment plans. The supporting command is responsible for issuing guidance and coordinating MPS support based on its capabilities. C2.11.3. During deployment planning, the supporting command will select the most appropriate MPS resources within its authority. C2.11.4. The servicing JMPA is responsible for providing instructions to the USPS for routing mail from the CONUS to the deploying force based on theater postal planning inputs. C2.11.5. The minimum service for a deploying force is receipt and dispatch of personal letter mail and official mail. C2.11.6. Service may be provided to deploying units by: C2.11.6.1. Using an existing ZIP Code near the location of the deploying force. C2.11.6.2. Activating an MPO. C2.11.6.3. Activating a Mail Address Only (MAO) number (to have total mail separation) at an existing MPO near the location of the deploying force (larger deployments). C2.12. COMMAND POST EXERCISE (CPX) PLANNING C2.12.1. The MPSA and MPS will routinely participate in joint and worldwide CPXs directed and coordinated by the Joint Chiefs of Staff (JCS). C2.12.2. The MPSA will staff an exercise response cell during appropriate JCS exercises when postal scenarios are being evaluated. The response cell will include exercise controllers to ensure the MPS exercise participation is per exercise directives. C2.13. TRANSPORTATION PLANNING C2.13.1. Transportation planning for mail movement to and from overseas in peacetime is the responsibility of the MPSA and the servicing JMPA. During the transition to contingency operations, the MPSA, supporting and supported commands, USPS, and the USTRANSCOM coordinate mail transportation requirements. C2.13.2. If the JCS directs the implementation of a major OPLAN, commercial airlift can be placed into Government service via the Civil Reserve Air Fleet (CRAF), which is controlled by the USTRANSCOM and AMC. The activation of CRAF can impact commercial lift capability at the commercial gateways. However, if these channels are unavailable, the MPSA will coordinate the routing of mail through military channels. C2.13.3. Restrictions and embargoes may limit MPS to air-eligible mail. The MPSA will initiate action to transfer air-eligible mail to surface modes, or finally, to an embargo status. C2.14. MAIL DISRUPTIONS When foreign civil actions or natural disaster affect mail movement, the MPSA will issue specific instructions for the anticipated situation. C2.15. EVACUATION PLANNING Supported commands and their postal units are responsible for NEO plans. The following procedures and guidance apply: C2.15.1. Evacuation plans will provide for change of address notification. C2.15.2 Requests to divert or embargo mail must be routed to the MPSA. C2.16. EMERGENCY EVACUATION AND DESTRUCTION OF POSTAL EFFECTS Evacuation and Destruction plans of all units operating a mail facility will include instructions for disposing mail and equipment. C2.16.1. When sufficient advance warning is received: C2.16.1.1. Deliver to addressee or dispatch mail on hand to the nearest postal facility by the safest and most expeditious means available. C2.16.1.2. Suspend operations and transport postal effects and supplies to a safe and secure location. C2.16.2. When there is insufficient advance warning, emergency destruction of mail and postal effects will take place in the following order: C2.16.2.1. Official registered mail. C2.16.2.2. Directory service information. C2.16.2.3. Blank postal MO forms. C2.16.2.4. Currency and coins. C2.16.2.5. Postage stamps and stamped paper. C2.16.2.6. Paid MOs and checks on hand. C2.16.2.7. The MO imprinter. C2.16.2.8. Other accountable mail. C2.16.2.9. All remaining mail. C2.16.2.10. All-purpose date and canceling stamps. C2.16.2.11. All other records, equipment, mail sacks, and furniture. C2.16.2.12. When possible the personnel conducting emergency destruction should ensure there is a witness. C.2.16.2.13. Personnel conducting emergency destruction will submit list of items destroyed to the MACOM. C2.17. ACCEPTANCE, TREATMENT, AND HANDLING OF ENEMY PRISONERS OF WAR/OTHER DETAINED PERSONNEL (EPW/DP) MAIL This section addresses general responsibilities pertaining to the EPW/DP mail program. C2.17.1. The Geneva Convention designated the International Committee of the Red Cross (ICRC) to negotiate specific details for handling mail. The United States designated the DoS as its negotiating representative. MPS would not normally be involved in this program, but MPS personnel need to be aware of the possibility of handling mail. C2.17.2. DoD Directive 2310.1 (reference (m)) designates the Secretary of the Army as the Executive Agent to administer the EPW/DP program. This Manual does not charge the MPS with specific responsibilities. C2.17.3. In the event that MPS is tasked to provide support for this program MPSA will provide instructions detailing MPS required actions. C3. CHAPTER 3 PROCESSING, MAKEUP, AND DELIVERY OF MAIL C3.1. COLLECTION, POSTMARKING, MAKEUP, AND DISPATCH OF MAIL C3.1.1. Purpose. This Chapter outlines procedures for the processing and makeup of mail at all military postal activities. Mail must be processed and prepared for dispatch or delivery per the references and guidance from the appropriate JMPA. C3.1.2. General C3.1.2.1. The processing and makeup of mail is the first step in the mail delivery cycle. This phase of operation involves collecting, postmarking, sorting, pouching, sacking, and traying of mail for dispatch. C3.1.2.2. References to MPOs throughout this Chapter include MAO locations that process mail. All MPOs shall process mail per this Manual. C3.1.2.3. The MPO locations should make mail available for customer pickup 6 days a week when resources are available. Postal activities tendering mail to or receiving mail from air carriers must operate 7 days a week when resources are available. C3.1.3. Mail Processing C3.1.3.1. Mail Collection C3.1.3.1.1. Personal mail is collected from collection boxes by MPO personnel, or accepted across postal finance windows. Mail deposited for mailing at MPOs overseas bearing the return address of persons or activities not authorized MPS privileges must be processed per Chapter 10. Official mail is collected from unit mail clerks, mail orderlies, or other official mail distribution centers. Mail from collection boxes must be picked up per local schedules as posted on the boxes. List collection times on USPS Label 55-C, "Deposit Mail for Collection." Pickup may not be earlier than posted times and not later than 20 minutes after the scheduled pickup. Collection times must coincide with dispatch schedules to prevent unnecessary delay of mail. Place on USPS Label 55 the location of the box used as the last pickup before dispatch. C3.1.3.1.2. In addition to the appropriate collection label, mail collection boxes must display the USPS Label 55-A, "U.S. Mail Emblem." See directions on cover of label. Optional: when the MPO has scheduled box collection after last dispatch time (i.e., truck dispatch is at 0900, last collection at 1500) the following annotation may be placed when applicable on lower left half of USPS Label 55, "Mail deposited by (cut-off time) will be dispatched same day. Mail deposited between (cut-off time) and (end of day) will be postmarked the same day, but dispatched the following day." C3.1.3.1.3. Official mail found in mail collection boxes must be turned over to the local official mail center and/or site for disposition. C3.1.3.1.4. Postal activities must provide proper security and accountability for all keys to collection boxes. Control spare keys and combinations for collection boxes. Immediately repair or replace faulty locks. Replace locks immediately if keys are lost. C3.1.3.1.5. When picking up mail from collection boxes, postal clerks must take precautions to safeguard the mail at all times. Anchor or spot-weld collections boxes to prevent theft. C3.1.3.1.6. Collection boxes will be modified when directed by MPSA per security measures. C3.1.3.2. Postmarking C3.1.3.2.1. Lobby and collection box notices showing the last collection and dispatch time must state that mail deposited after the last collection time will not be processed or postmarked until the following duty day. Include a statement for weekend and holiday exceptions. Postmark and cancel mail per USPS "Postal Operations Manual (POM)" (reference (n)) with the following exceptions: C3.1.3.2.1.1. All mail and Intra-theater Delivery Service (IDS) accepted and dispatched from a MPO must be postmarked to show the acceptance/dispatch date. C3.1.3.2.1.2. Do not use "AM" or "PM" in any postmarking devices. C3.1.3.2.1.3. Bulk mailers, such as the Army and Air Force Exchange Service (AAFES) warehouses, that prepare mail for dispatch on predetermined days, must postmark the mail on the actual date of dispatch. For example, if a shipment is being prepared on Tuesday, but the actual dispatch is not scheduled until Friday, the postmark must reflect Friday's date. C3.1.3.2.2. Mail posted at MPOs for direct dispatch to the United States or other MPOs must bear the postmark number of the dispatching office. C3.1.3.2.3. Honor requests for philatelic postmarks except when precluded for security reasons (POM 443, reference (n )). C3.1.3.2.4. Postmark missent mail on the back to indicate the date of receipt before being redispatched to the end destination. C3.1.3.2.5. Process domestic mail discovered with insufficient postage per USPS "Domestic Mail Manual (DMM)" (reference (o)). Mail bearing an international address without postage or insufficient postage shall be returned to the sender per USPS "International Mail Manual (IMM)," part 420 (reference (p)). C3.1.3.3. Sorting Mail. Sort outgoing mail per references. Determine the design of sorting cases by the volume of mail generated by the postal activity and MACOM directives. When letter mail volumes are not sufficient to be trayed follow subparagraphs C3.1.3.4.1. through C3.1.3.4.3. C3.1.3.4. Securing Direct Letter and Flat Bundles. Secure letters and flats before pouching and sacking to ensure they remain intact and maintain their Zip Code identity during transportation or as per JMPA instructions. The steps outlined below will assist clerks in preparing letter and flat bundles correctly: C3.1.3.4.1. Make bundles as large as one hand can hold easily, approximately 4 inches thick. C3.1.3.4.2. Secure all letter bundles with rubber bands. C3.1.3.4.3. Secure flats and magazines with plastic banding or cotton string, if rubber bands are too small. Place facing slips on top of flat bundles for easy processing. C3.1.3.5. Securing Working Bundles Containing Certified and Balloting Material. Place certified, and balloting materials on top of working letter bundles. Separate mail by rubber banding and placing the bundle in the front of the tray. C3.1.4. Mail Makeup. The MPS must ensure mail is sorted, pouched, sacked, and trayed per Air Mail Center schemes. Each JMPA will disseminate pouching, sacking, and labeling instructions based upon information received from the serving USPS air transportation office. C3.1.4.1. Tray letter-class mail to the maximum extent possible to avoid USPS processing delays. Contact serving AMT or Postal MACOM if you cannot tray retrograde first-class mail. Use PS Tag 6, "First-Class Mail," if pouches are necessary. C3.1.4.1.1. Bundle directorized mail separately from other mail in the tray. C3.1.4.1.2. When mail volume is less than 5 pounds or one-fourth pouch for intra-theater destinations, dispatching clerks may commingle all classes of mail in one pouch. C3.1.4.2. Pouching, Sacking, and Traying Procedures. Each location is responsible for preparing mail for dispatch. The first step of mail dispatch is correct pouching or traying. Pouch, sack, or tray all mail by classification and service, considering priorities, transportation policies, and cost. Dispatching locations will use plastic inserts in mailbags and flat trays, letter trays are to be enclosed in a plastic insert. Dispatching locations must follow the references and supporting JMPA instructions. Use the following general guidelines when pouching or sacking mail: C3.1.4.2.1. Dispatch zone-rated (Priority) mail in an orange U.S. MAIL Priority Pouch and First-Class letter mail in letter trays (half or full). C3.1.4.2.2. Dispatching agencies must not commingle First-Class or Priority mail with other classes of mail without prior MPSA approval. C3.1.4.2.3. Pouch all film mailers not being sent to commercial processing laboratories and voice tape cassettes separately from air priority zone-rated (Priority) and First-Class letter mail. When volume does not warrant separate pouching of voice tape cassettes and film self-mailers, label the pouch, "Mixed States Working," and forward to the servicing AMT, MPO, or FMC for consolidation, when appropriate. C3.1.4.2.4. Unless MACOMs direct otherwise, dispatch items that could damage mailbags or other mail as outside pieces (OSPs). Do not pouch or sack parcels that meet the criteria in DMM C050 (reference (o)) except for those locations that cannot receive OSPs. C3.1.4.2.5. Dispatch letter mail being returned to the sender with other letter mail. Completely cover any barcodes that may be printed on the front and back of the envelope. C3.1.4.2.6. Mail endorsed "Return Service Requested," "Address Service Requested," and "Forward Service Requested" shall be dispatched via Standard "A" Mail. C3.1.4.2.7. Mail being dispatched under cover routing procedures (see Chapter 11) shall be double-bagged and slide labeled to the servicing MPS activity. Outside pieces will not be dispatched under cover routing. C3.1.4.3. Affixing Tags and Labels to Pouches, Sacks, and Trays. Label, tag, and seal the trays, pouches, and sacks properly. Since slide labels and tags are the only external identifiers of end destinations for mail contained in the pouch, sack, or tray, take extreme care to label all mail correctly before manifesting. Follow instructions for the proper methods of labeling and tagging pouches, trays, or sacks for dispatch provided by the supporting JMPA. C3.1.4.4. Slide Label Application. Annotate the slide label with the date mail leaves your facility. Annotate weight on flight tags (if mail is not being processed through MIDAS) based on mode of dispatch as directed by MACOM Postal Representative. C3.1.4.5. Mailbag Equipment and Handling Procedures C3.1.4.5.1. USPS Transport Equipment. The USPS furnishes transport equipment for the exclusive use in transporting U.S. mail; therefore, do not use them for any other purpose. Do not remove plastic Air Contract Transportation (ACT) tags from pouches. Remove labels from the tags prior to placing pouches with empty equipment. The MACOM must establish procedures for ordering mail transportation equipment on a quarterly basis. C3.1.4.5.1.1. Elbow or Cradle. Empty mailbags carefully after each use to determine that no mail is left therein and that slide labels have been removed. Hold the mouth of the bag wide open in good light and examine the whole interior closely. Do not turn mailbags inside out. If mail is found in empty equipment, complete a PS Form 5049, "Mail Found in Supposedly Empty Equipment." Stamp the item "Mail Found in Empty Equipment" and deliver it to the patron. C3.1.4.5.1.2. Return surplus bags frequently to mailbag depositories. See Chapter 11. Before returning empty mail equipment, servicing FMCs, AMTs, military mailbag depositories, MCAs, and MPOs must coordinate with one another for intra-theater use of the mailbags. C3.1.4.5.1.3. Inscribe the gross weight of mail equipment, in kilos or pounds on slide labels or flight tags of all air transported mailbags. Do not enter the weight on slide labels when the mailbags are bulk weighed in a container and are not labeled beyond the U.S. gateway. C3.1.4.5.1.4. Affix an anti-pilferage seal on all mail pouches/sacks generated at MPOs that are to be transported by air. C3.1.4.5.2. Diplomatic Pouch (DP) Service. (Use of the USPS mailbag equipment flagged as DP is prohibited.) DPs cannot be sent through the MPS. However, if DPs enter the MPS, do not open them under any circumstances while they are in postal channels. The postal supervisor should notify the MACOM and the MPSA and arrange the receipt of the DP through the MPS. The postal supervisor should coordinate disposition of the DP with the sender. C3.1.5. Dispatch of Mail Under Special Rules. Hazardous materials (HAZMAT) may be mailed when they meet USPS criteria outlined in USPS Pubs 52 (reference (k)). Mark or tag HAZMAT per DMM C021 (reference (o)) and reference (k). If all DMM conditions are met, HAZMAT must be dispatched separately from ordinary mail, when possible. HAZMAT needs a greater dispatch window; coordinate this with the air carrier. C3.1.6. Military Post Office (MPO) Irregularities C3.1.6.1. Reporting Errors C3.1.6.1.1. Report errors in the makeup and dispatch of mail on DD Form 2273, "Irregularities in Makeup and Dispatch of Mail." See Figure C3.F1. Report USPS errors noted on DD Form 2273, electronically if available, to the servicing JMPA via the MACOM. Send DD Forms 2273, which report irregularities between MPOs, to the appropriate postal representative or postal officer. Report recurring errors by separate correspondence to the MACOM for resolution and info MPSA. C3.1.6.1.2. When MPOs report errors on DD Forms 2273, attach slide labels, facing slips, and AV-8 Label/Tag, "Military and International Dispatching and Accounting (MIDAS) Tags," as applicable, to the report. These items assist in isolating errors and speeding corrective action. Show a concise explanation of the irregularity in the "Remarks" section of the DD Form 2273. C3.1.6.2. Missent Mail. When a noted irregularity involves missent mail, take the following actions before dispatching: C3.1.6.2.1. Postmark all missent letters and flats on the back and endorse "Missent to MPO ______." Postmark parcels and publications on the address side. Cross out old APO/FPO number and all bar codes on front and on the back of letters/flats. C3.1.6.2.2. Postmark all missent pouches on the back of the slide label. C3.1.6.3. Excessive Transit Time Complaints. The MPS and USPS are concerned with finding and eliminating the cause of mail delays. To provide a systematic standard approach in solving mail delay problems, the transit time measurement systems were developed. Collected data is used to develop mail delivery standards and compare actual performance with those standards. Use the following procedures when receiving complaints: C3.1.6.3.1. When a customer questions excessive transit times, provide normal delivery standards and goals established by the transit time measurement systems. Also, explain any unusual factors that may have affected mail delivery for that period, such as weather or strikes. C3.1.6.3.2. If the customer desires to file a written mail delay complaint, the customer should provide: C3.1.6.3.2.1. The post office of origin and proof of mailing date of the article. The customer should provide this proof to the MPO, using the wrapper annotated with the date of receipt. C3.1.6.3.2.2. If the wrapper is not available, attempt to obtain the postmark date, date of receipt, and mailing office from the original post office. C3.1.6.3.3. A single delayed mailing does not necessarily warrant investigation; thus, the activity receiving the complaint must collect a representative sampling of data that will support a mail delay. For this purpose, use pouch slide labels and postmarks of mail contained in those pouches to support transit information. Servicing JMPAs will coordinate with gateway mail processing facility personnel to resolve complaints reported on DD Form 2273. C3.2. DELIVERY OF MAIL AT MILITARY POST OFFICES, POSTAL SERVICE CENTERS (PSCs), COMMUNITY OR CONSOLIDATED MAILROOMS (CMRs) AND UNIT MAILROOMS (UMRs) C3.2.1. Purpose. This section prescribes administrative and operational procedures for the receipt and delivery of mail at MPOs, PSCs, CMRs, and UMRs. C3.2.2. General. Collect on delivery (COD) services are not available at MPOs, PSCs, CMRs, or UMRs. Postage due mail must be delivered as regular mail. Do not collect the postage due. C3.2.3. Mail Receipt and Distribution C3.2.3.1. PSCs, CMRs, and UMRs must receive mail at the times designated by the servicing postal activity. C3.2.3.2. Before receipting for mail from the servicing postal activity, mail clerks and mail orderlies must ensure that any damaged articles are endorsed properly and rewrapped, if needed. Make every effort to match articles found loose with their original envelopes or wrappers and return unmatched articles to the servicing post office. If mail clerks and mail orderlies receive damaged articles in closed bags, repair such articles and endorse them "Received in damaged condition." Include the date of receipt and identify the unit repairing the article in the endorsement. C3.2.3.3. Endorse unsealed First-Class Mail with "Received Unsealed." Affix PS Label 21, "Officially Sealed," to the letter and initial it, except as indicated in reference (o) before delivery. C3.2.3.4. Mail opened by mistake shall be re-sealed, endorsed "Opened by Mistake" dated and signed by the person who actually opened the mail piece. The mail clerk or the mail orderly will then deliver the mail piece if the addressee is attached to that unit, or return it to the servicing post office for forwarding to the correct address. C3.2.3.5. Provide priority processing and delivery for balloting material. C3.2.3.6. Report mail suspected of harmful contents immediately to the servicing postal activity and bomb disposal unit, Explosive Ordinance Disposal (EOD) team, or other unit trained in handling such material. C3.2.3.7. Process mail addressed to postal clerks, unit mail clerks, and mail orderlies the same as mail for other customers. Do not open, store, or dispose of such mail in the mail work area. C3.2.4. Definition of Official Mail. Consider mail as official if it includes a name, rank, duty title, office symbol, or is addressed by title (such as Supply Officer or 1st Sergeant). Deliver mail addressed to "Commander of" an individual as official mail for the commander. Installation commanders may issue additional guidance on distinguishing between official and personal mail. C3.2.5. Delivery of Personal Mail C3.2.5.1. Do not use DoD personnel and resources to duplicate services that the USPS, by law or agreement, is obligated to provide. Customers residing in on base housing (family quarters or barracks) or residing off base where USPS provides delivery service must receive personal mail at those locations. C3.2.5.2. Military personnel, their family members, and DoD civilians traveling under official orders may receive mail through the PSC, CMR, or UMR until a permanent address has been established. C3.2.5.3. Deliver mail personally to the addressee or through individual receptacles. Receptacle delivery procedures are contained in section C3.3. Never leave mail unprotected. C3.2.5.4. If any addressee is not authorized MPO privileges, contact the sponsor and advise that mail for unauthorized MPO users have been received. The MPO supervisor, after contacting the sponsor, will determine the disposition of the mail. If determination is made to return to sender, endorse "Addressee Not Authorized MPO Privileges" and return to sender. C3.2.5.5. Before releasing mail, identify the patron. Personal recognition suffices when delivering non-accountable mail directly to patrons known by the military postal clerk, postal clerk, mail clerk, or mail orderly. If the addressee is unknown, or when delivering accountable mail, compare the name on the patron's Identification (ID) card with the name of the addressee on the article. When UMCs or mail orderlies pick up mail, check the DD Form 285, "Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly," to verify the person is eligible to receive the mail. C3.2.5.6. Any designated family member with a valid identification card may receive mail for any family member, except mail reflecting restricted delivery. C3.2.5.6.1. The sponsor may state in writing that family members cannot have access to the sponsor's mail. The sponsor cannot, however, control the delivery of mail addressed specifically to the spouse. It is suggested that MPO personnel color-code the lockbox name label with a marker/tape indicating lockbox holder's mail that may only be delivered to the sponsor. C3.2.5.6.2. The sponsor may control delivery of minor family member's mail per DMM D042 (reference (o)). C3.2.5.6.3. The sponsor remains responsible for making delivery of mail available to the spouse and family members. C3.2.5.7. Customers can control the delivery of their mail (including restricted delivery mail) by completing a PS Form 3801, "Standing Delivery Order," (see Figure C3.F2.); PS Form 3849, "Delivery Notification/Reminder/Receipt" (see Figure C3.F3.); DD Form 2258, "Temporary Mail Disposition Instructions" (see Figure C3.F4.); or through written instructions. Overseas customers must only designate people authorized MPO privileges by virtue of their own status to receive their mail. Keep authorized agents to a minimum. Customers should not use this system for the convenience of not retrieving their own mail from a PSC, CMR or UMR. C3.2.5.8. Addressees can refuse mail they do not want to receive under the provisions described in subparagraph C3.2.5.8.1., below. Request the addressee write the word "Refused" on the front of the envelope or wrapper, sign it, and date it. If the addressee declines to make the endorsement, the military postal clerk, mail clerk or mail orderly must write the words "Refused by addressee," date it, and sign it. The mail clerk will return mail refused by the addressee to the servicing post office for disposition by its class. Endorse refused and return to sender. C3.2.5.8.1. Patrons may refuse accountable mail at the time of delivery, before receipting for the article. Endorse refused and return to sender. Ensure PS Form 3849 is completed to indicate item was returned. C3.2.5.8.2. Addressees may refuse non-accountable mail at the time of delivery, if it is returned unopened. The endorsement "Return Service Requested" on Standard Mail becomes void when the addressee opens the article. Even when an attached, but separately sealed invoice is opened, the applicable return postage is void and the addressee must pay postage to return the article to the sender. C3.2.6. General Delivery. PSCs, CMRs, and UMRs that deliver mail through receptacles must use general delivery service for TDY, TAD, and newly assigned personnel until a permanent resident address is established, and permanently assigned personnel when receptacles are not available. People entitled to USPS or MPS delivery are not authorized general delivery service. Before placing mail in general delivery case, check each piece of mail against directory ensuring the individual is assigned to the general delivery section. Endorse each piece showing date received. Do not hold mail addressed for general delivery more than 30 days unless information is available indicating the individual is to arrive or otherwise instructed. C3.2.7. Delivery of Accountable Mail (Registered, Numbered Insured, Certified, and Express Mail Military Service (EMMS) C3.2.7.1. The servicing post office must deliver accountable mail to the addressee, authorized agent or properly appointed postal representative. C3.2.7.1.1. Use PS Form 3849 for the initial receipt of accountable mail notification. Prepare the form the day the article is sorted. Deliver the form with the non-accountable mail. C3.2.7.1.2. Mark the article with the preparation date on the notice and store it separately from non-accountable articles. C3.2.7.1.3. If the article has not been claimed within 5 days, prepare another PS Form 3849, mark the form to show that it is the final notice, and annotate the new date on the article. If the mail still has not been called for within 10 days of the second or final notice, verify the addressee's status with their unit. Annotate disposition of the mail per information received from the unit. C3.2.7.1.3.1. Process accountable mail as follows: C3.2.7.1.3.1.1. If the Express Mail has not been claimed by the third day, prepare another 3849 (second and final notice) and place the form in the individuals mail receptacle. If the Express Mail piece has not been called for after five calendar days from the date of the final notice, annotate disposition of the mail per information received from the unit. C3.2.7.1.3.1.2. If the sponsor is on TDY, leave, hospitalized, etc., annotate the PS Form 3849, "Delivery Notification/Reminder/Receipt," and the mail being held, "HOLD UNTIL (DATE)." Place the form in the mailbox and leave the mail in the storage location. C3.2.7.1.3.1.3. If the mail is not picked up on 10 calendar days after the "HOLD UNTIL (DATE)" and the form is still in the mailbox, contact the unit to determine the sponsor's status. If the form is not in the mailbox, prepare another PS Form 3849 and annotate it as "Final Notice" with original receipt date, storage area, and current date. C3.2.7.1.4. Hold accountable mail for a total of 15 days, unless otherwise directed by the sponsor. C3.2.7.1.5. Prepare a PS Form 3849 for each undeliverable accountable article. Show the disposition on the back of the form. Sign and date the form. C3.2.7.1.6. Store Registered mail in the Registry Section until delivered. C3.2.7.1.7. Require customer identification before delivering accountable mail. Government ID card or U.S. passport identifying the bearer by photograph and signature is acceptable. C3.2.7.1.8. The delivery clerk will sign their first initial and last name in the "Delivered By" block of the PS Form 3849. If the delivery clerk's signature is illegible, print delivery clerk's name. C3.2.7.1.9. File PS Form 3849 numerically and annually by the last two digits of the identifying article number. Establish a separate file for Registered mail if volume warrants it. Retain all forms for 2 years. C3.2.7.1.10. If a PS Form 3811, "Domestic Return Receipt," is attached to accountable mail, the addressee or authorized agent must sign and date it. Check the PS Form 3811 for a return address prior to releasing the article. Then return the receipt(s) promptly to the source on the form. C3.2.7.2. When personal accountable mail is received at an MPO for delivery through a PSC, that is not a section of the MPO, the responsible delivery clerk must prepare a PS form 3849. C3.2.7.3. When official accountable mail is returned to the MPO after being signed for by a unit mail clerk, the clerk must return this mail by preparing a PS Form 3883 or 3877. C3.2.7.4. For returned articles forwarded to other than host base units, indicate the disposition of the article to include the forwarding address. Larger MPOs may use a separate PS Form 3883 book for returned articles, to facilitate processing claims; this book will be marked "RETURNS." Example: Article 1234567 was inadvertently delivered to Base Supply. This article was subsequently delivered to AAFES on bill #86, dated 31 Jan 00. C3.2.8. Delivery of Official Mail C3.2.8.1. Official "Restricted Delivery" mail can be delivered t