FOREWORD This Manual is issued under the authority of DoD Instruction 4525.8. It prescribes uniform procedures and responsibilities for administering DoD official mail. This Manual updates procedures and responsibilities for DoD official mail. DoD 4525.8-M, "DoD Official Mail Manual," July 1987. 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 Chief's of Staff, the ombatant Commands, the Office of the Inspector General of the Department of Defense, the Defense Agencies, the DoD Held 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, and the Marine Corps. This Manual is effective immediately and is mandatory for use by all the DoD Components. The Heads of the DoD Components may issue supplementary instructions only when necessary to provide for unique requirements within their respective Components. All supplementary instructions shall be approved by the Executive Director, Military Postal Service Agency (MPSA), before publication. Two copies of any supplementary instructions shall be provided to the MPSA when they are published. Forward recommended changes to this Manual through channels to: DoD Official Mail Manager Military Postal Service Agency 2461 Eisenhower Avenue Suite 814 Alexandria, VA 22331-0006 Copies of this Manual may be obtained at http://www.dtic.mil/whs/directives. 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 http://www.usps.com or from the local post office. Record responsibility for this publication is assigned to the Executive Director, Military Postal Service Agency. TABLE OF CONTENTS Page FOREWORD2 TABLE OF CONTENTS3 FIGURES5 TABLES5 REFERENCES6 DEFINITIONS7 ABBREVIATIONS AND ACRONYMS13 CHAPTER 1 - MAIL PIECE PREPARATION15 C1.1. GENERAL15 C1.2. MAIL PIECE DESIGN15 C1.3. RESTRICTIONS ON USE OF APPROPRIATED FUND POSTAGE15 C1.4. UNAUTHORIZED USES OF APPROPRIATED FUND POSTAGE19 C1.5. COST REDUCTION TIPS22 C1.6. SELECTING A CARRIER23 C1.7. SELECTING CLASS OF MAIL24 C1.8. SELECTING SPECIAL MAIL SERVICES24 C1.9. MARKINGS28 C1.10. EXPRESS MAIL29 C1.11. REPLAY MAIL METHODS30 C1.12. DROP - SHIPMENT34 C1.13. INTERNATIONAL MAIL34 C1.14. NONPROFIT AND SUBSIDIZED RATES35 C1.15. REPORTING MISUSE OF APPROPRIATED FUND POSTAGE35 C1.16. FORMS OF POSTAGE35 C1.17. MAILING LISTS37 C1.18. RETURN AND DELIVERY ADDRESSES37 C1.19. ENVELOPES AND PACKAGING37 C1.20. ACCOUNTABLE AND OTHER IMPORTANT ITEMS41 CHAPTER 2 - MAIL CENTER OPERATIONS47 C2.1. PURPOSE47 C2.2. PLANNING47 C2.3. MAIL CENTER OPERATIONS48 C2.4. EMPLOYEES51 C2.5. ENVIRONMENT51 C2.6. POSTAGE AND FEES COMPUTATION52 C2.7. POSTAGE PROCUREMENT53 C2.8. SECURITY57 C2.9. DEALINGS WITH THE POST OFFICE58 C2.10. CONSOLIDATED MAIL60 C2.11. POSTAGE METERS63 C2.12. POSTAGE STAMPS AND PC POSTAGE66 C2.13. EMERGENCY DISPOSITION OF POSTAGE STAMPS AND METERS67 C2.14. POSTAGE DUE PENALTY MAIL67 C2.15. CHANGE OF ADDRESS69 C2.16. CONTRACTING - OUT69 C2.17. PERSONAL AND SOLICITATION MAIL70 C2.18. MAIL CENTER EQUIPMENT70 CHAPTER 3 - ADDRESSES81 C3.1. GENERAL81 C3.2. ADDRESS MANAGEMENT SYSTEM (AMS)81 C3.3. ASSIGNMENT OF ADDRESSES81 C3.4. USES OF ADDRESSES86 C3.5. VERIFYING ADDRESSES86 C3.6. ADDRESS FORMATS87 C3.7. PRINTING ADDRESSES89 C3.8. ADDRESS CHANGES90 C3.9. ZIP CODES AND BARCODES90 CHAPTER 4 - TERRORIST THREATS92 C4.1. GENERAL92 C4.2. MAIL BOMBS92 C4.3. PLACE BOMBS94 C4.4. BIOLOGICAL/CHEMICAL THREATS94 CHAPTER 5 - DoD DIPLOMATIC POUCH MAIL95 C5.1. PURPOSE95 C5.2. GENERAL95 C5.3. PREPARATION OF MAIL95 CHAPTER 6 - MAIL CENTER OPERATIONS - STARTING, ENDING, AND MOVING99 C6.1. PURPOSE99 C6.2. GUIDANCE FOR BEGINNING MAIL SERVICE99 C6.3. GUIDANCE FOR ACTIVITY DEACTIVATIONS AND INSTALLATION CLOSURES103 C6.4. GUIDANCE FOR ACTIVITY OR MAIL CENTER MOVEMENT OR NAME CHANGES105 C6.5. PLANNING THE NEW MAIL CENTER106 C6.6. DESIGNING THE MAIL CENTER109 C6.7. ESTABLISHING THE NEW MAIL CENTER110 APPENDICES APPENDIX 1 - AGREEMENT112 APPENDIX 2 - DIPLOMATIC POUCH MAIL117 FIGURES C1.F1. APPROPRIATED FUND POSTAGE USE DECISION TREE42 C1.F2. DD FORM 282543 C2.F1. PAYMENT METHODS FOR CUSTOMERS SERVED BY USPS OR MPO72 C2.F2. CCR REGISTRATION LIST, UNITED STATES POSTAL SERVICE73 C2.F3. USPS CORPORATE TREASURER'S LETTER TO POSTMASTER80 C5.F1. U.S. POSTAL SERVICE OFFICIAL ZONE CHART98 AP2.F1. ZIP+4 CODES FOR UNCLASSIFIED MAIL AND INNER WRAPPER ON CLASSIFIED DoD DIPLOMATIC POUCH MAIL120 TABLES C1.T1. DOMESTIC MAIL CLASSIFICATION SELECTION TABLE44 C1.T2. DOMESTIC MAIL CLASSES, ENDORSEMENTS, AND LEVELS OF SERVICE46 REFERENCES (a) DoD Instruction 4525.8, "DoD Official Mail Management," (b) Sections 401, 404, 601-606 of title 39, United States Code (c) Sections 1693-1699 of title 18, United States Code (d) Title 39, Code of Federal Regulations, Sections 310 and 320 (e) DoD 8910.1-M, "DoD Procedures for Management of Information Requirements," June 30, 1998 (f) United States Postal Service (USPS) Domestic Mail Manual, current edition (g) DoD Directive 1015.6, "Funding of Morale, Welfare, and Recreation Programs," August 3, 1984 (h) Section 1044 of title 10, United States Code (i) Comptroller General of the United States Decision B-249061, May 17, 1993 (j) DoD 7000.14-R, Volume 11A, "Reimbursable Operations, Policy and Procedures," March 1, 1997 (k) USPS International Mail Manual (IMM), current edition (l) Section 726 of title 40, United States Code (m) Comptroller General of the United States Decision, 58 Comptroller General 14 (1978) (n) DoD 5200.1-R, "DoD Information Security Program Regulation," January 14, 1997 (o) USPS Publication 25, "Designing Letter and Reply Mail," current edition (p) DoD 5400.7-R, "DoD Freedom of Information Act Program," September 4, 1998 (q) Article 27 of the Vienna Convention on Diplomatic Privileges and Immunities (r) USPS Publication 28, "Postal Addressing Standard," current edition DL1. 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. 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 a fee on receipt of the mail pieces. (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. It is dispatched and handled in transit as ordinary mail. There are additional fees for return receipt. (Compare with registered mail and Delivery Confirmation.) 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, envelope, box, pouch, or similar items, which 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 mail piece 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. These items are covered by the Private Express Statutes.) DL1.1.15. Flat. The general term for flat-size mail, so called because the large mail is sorted without bending it so it remains flat. 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 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 mail piece 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 address 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 mail pieces, 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 thick.) 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. Specifically, a notation on a mail piece that shows mail class or rate. In general, any notation or endorsement. DL1.1.23. Merchandise Return Service. A special service whereby 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. (Compare with business reply mail.) DL1.1.24. Metered Postage. Postage printed by a mechanical or electronic imprinter directly onto the mail piece or onto gummed tape or labels affixed to the mail piece. It may be used on all mail classes except Periodicals. DL1.1.25. Military Ordinary Mail. Official mail sent by the Department of Defense, posted at Periodicals requester publication rate, Standard Mail, or Parcel Services 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. 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 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 pertaining to the business of the U.S. Government. DL1.1.32. Parcel Air Lift Mail. Special postal service 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 giving 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." (See 39 U.S. 401, 404, 601-606; 18 U.S. C. 1693-1699; and 39 CFR Part 310 and 320 (references (b) through (d)).) 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. The date by which mail must reach its addressee. DL1.1.45. Restricted Delivery. A service by which a 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 Delivery Unit Designator. Secondary delivery unit designators are words such as apartment, suite, floor, room, unit, stop, and department. These words shall be 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 is 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. 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. DL1.1.50. Space Available Mail. A special postal service for parcels and publications mailed to military personnel overseas. It is not authorized for use on official mail. DL1.1.51. Standard Mail. Standard Mail matter 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. These subclasses include: circulars, printed matter, pamphlets, catalogs, newsletters, direct mail, and merchandise. (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.) DL1.1.52. Parcel Services. Usually items that weigh 16 ounces or more. It comprises four subclasses: Bound Printed Matter, Library Mail, Parcel Post, and Media Mail. (NOTE: The Department of Defense is not authorized to use the Library Mail rate; it is a Congressionally subsidized rate.) DL1.1.53. Surcharges. Fees charged in addition to the normal postage on nonstandard mail. AL1. ABBREVIATIONS AND ACRONYMS AL1.1.1. ADO Activity Distribution Office AL1.1.2. AMS (USPS') Address Management System AL1.1.3. ANMCS Anticipated Not Mission Capable Supply AL1.1.4. AOMM Assistant Official Mail Manager AL1.1.5. APO Army or Air Force Post Office AL1.1.6. BRM Business Reply Mail AL1.1.7. CASS Coding Accuracy Support System AL1.1.8. CONUS Continental United States AL1.1.9. DCS Defense Courier Service AL1.1.10. DMM Domestic Mail Manual AL1.1.11. DoD Department of Defense AL1.1.12. DoDIM Department of Defense Intratheater Mail AL1.1.13. DoS Department of State AL1.1.14. DPMD Diplomatic Pouch and Mail Division AL1.1.15. DPS Diplomatic Pouch Service AL1.1.16. FPO Fleet Post Office AL1.1.17. GSA General Services Administration AL1.1.18. IMM International Mail Manual AL1.1.19. JUMPS Joint Uniform Military Pay System AL1.1.20. MACOM Major Air Force or Army Command; Navy Level 1 Command AL1.1.21. MCM Mail Center Manager AL1.1.22. MOM Military Ordinary Mail AL1.1.23. MPS Military Postal Service AL1.1.24. MPO Military Post Office (APO or FPO) AL1.1.25. MPSA Military Postal Service Agency AL1.1.26. MRS Merchandise Return Service AL1.1.27. MWR Morale, Welfare, and Recreation AL1.1.28. NAFI Nonappropriated Fund Instrumentality AL1.1.29. OMC Official Mail Center AL1.1.30. OMCM Official Mail Center Manager AL1.1.31. OMP Official Mail Program AL1.1.32. OMM Official Mail Manager AL1.1.33. NMCS Not Mission Capable Supply AL1.1.34. PS Postal Service AL1.1.35. RDD Required Delivery Date AL1.1.36. STE Suite AL1.1.37. TA Trust Account AL1.1.38. UPS United Parcel Service AL1.1.39. USPS United States Postal Service AL1.1.40. ZIP Zone Improvement Plan C1. CHAPTER 1 MAIL PIECE PREPARATION C1.1. GENERAL This Chapter is designed to assist anyone who creates a mail piece or prepares one for mailing. It provides cost-effective policies and procedures for preparing items to be shipped via the United States Postal Service (USPS) and provides references to technical postal knowledge when needed. Topics include mail piece design, restrictions on the use of postage paid for with appropriated funds, cost reduction tips, carrier selection, selecting the proper mail class, special mail services, required postal markings, Express Mail, reply mail methods, drop-shipments, international mail, nonprofit and subsidized postage rates, reporting misuse of appropriated fund postage, forms of postage, mailing lists, return and delivery addresses, ZIP+4 Codes and barcodes, envelopes and packaging. All questions not answered by this Chapter are to be referred to the local official mail manager. C1.2. MAIL PIECE DESIGN Several things affect the design of a mail piece and must be considered before preparing the artwork and doing the printing. They include the form of outgoing postage, how postage will be paid on items the recipients are to return, postage discount requirements, and type of special service (e.g., registry). Contact the local official mail manager to make sure the selected form of postage is applicable and the necessary permits and postage funds are available before designing and printing mail pieces or address labels. Contact the USPS' Account Representative or the Mail Piece Design Specialist at the Postal Business Service Center for design assistance when needed. C1.3. RESTRICTIONS ON USE OF APPROPRIATED FUND POSTAGE Appropriated funds may be used to pay the postage for official mail relating solely to the business of the United States Government. Thus, appropriated funds may be used: C1.3.1. By the Army National Guard and Air National Guard only for mailings pertaining to Federal Government matters. C1.3.2. By an activity or activity commander for inviting non-DoD dignitaries to attend official social functions held in behalf of a DoD Component or sponsored in the name of a DoD Component. The official status of the function shall be clearly stated or readily apparent in the invitation. For example, an installation commander is authorized to use appropriated fund postage to invite community officials to an installation open house. C1.3.3. By retired members of a DoD Component for merchandise return or business reply items furnished to them by a DoD activity. C1.3.4. For mailing change-of-address cards only for changes of address resulting from carrying out written military orders. A copy of the orders must be presented with the cards. C1.3.5. For mailing bulk shipments of daily, weekly, housing and similar bulletins to supported installations and activities only. Less costly methods of shipment must be considered and used when feasible. C1.3.6. By contractors as follows: C1.3.6.1. Contracts or purchase orders requiring DoD Components to pay the postage and fees shall require the use of mail classes and special postal services that will be at the lowest possible cost to DoD consistent with required delivery date (RDD), security, accountability, and USPS requirements. C1.3.6.2. Envelopes and labels used by a contractor shall bear the preprinted return address of the furnishing DoD activity and not that of a private person, concern, organization, or contractor. C1.3.6.3. When authorized, the appropriate type of special service shall be preprinted on the envelope or label in the manner required by USPS. Contractors shall not add markings for these services. C1.3.6.4. A DoD permit may be used for large mailings if USPS mailing requirements are met. Contractor use of permits must be approved by the DoD Component. Applications shall be submitted per Domestic Mail Manual (DMM) (reference (f)) P040 for prepaid postage. C1.3.6.5. Postage meters may be used when approved by the DoD Component. The meters shall be licensed to and under the control of the DoD Component concerned. C1.3.6.6. When the use of a permit or postage meter is not practical, contractors shall prepay the postage and fees and be reimbursed by including such costs as a separate item on the invoice. C1.3.7. For DoD Component authorized periodicals as follows: C1.3.7.1. Distribution mandated by DoD Component regulations or directives. C1.3.7.2. Individual copies to higher headquarters in the chain of command and other public affairs offices for administrative purposes. C1.3.7.3. Copies in bulk to subordinate units for distribution to the units' members. Other, less expensive transportation methods shall be used if they can provide the same or faster delivery time than mail. C1.3.7.4. A copy to a private person, firm, or organization in response to a specific, written, unsolicited request only if the periodical contains no advertising. The request shall be kept on file in the editor's office as long as the periodical continues to be mailed in response to that request. The mailing list shall be limited to the minimum consistent with the needs and best interests of the command and shall not include members of the audience the publication is designed to reach. C1.3.7.5. Copies to other Government Agencies and libraries, hospitals, or schools to promote the overall command public affairs program. C1.3.7.6. Copies of State-level Army National Guard and Air National Guard and U.S. Army Reserve Command command-level periodicals containing no advertising to the home address of individual members. These copies shall be mailed at the Standard Mail rate or appropriate Periodicals rate. The mailing of lower command-level periodicals is not authorized. C1.3.7.7. Commercial enterprise publications may be mailed only in accordance with paragraphs C1.3.7.1., C1.3.7.2., and as bulk shipments to deployed units when that is the most cost-effective way to ship them. Postage on such shipments must be applied by the DoD activity, not the commercial enterprise publisher. C1.3.8. By commanders per DoD Directive 1015.6 (reference (g)) to discharge their morale, welfare, and recreation (MWR) mission with the following restrictions: C1.3.8.1. Appropriated fund postage may be used to mail a consolidated packet containing information regarding the existence of all available MWR activities to personnel eligible to use them; however, the packet shall neither contain information on revenue producing items or events nor violate other parts of this Manual. A revenue producing item or event is one where the recipient or participant pays for all or part of the cost of the service or goods received. The category of the organization providing the goods or service is immaterial. C1.3.8.2. Appropriated fund postage shall not be used to mail personal correspondence. Individuals converting appropriated funds to their personal use, or the use of another person, may be charged under 18 U.S. Code 641 (reference (c)). The "or the use of another" applies to personnel making or authorizing policy. When this Manual was written, Section 641 read as follows: "Whoever embezzles, steals, purloins, or knowingly converts to his use or the use of another, or without authority, sells, conveys or disposes of any record, voucher, money, or thing of value of the United States or of any Department or Agency thereof, or any property made or being made under contract for the United States or any Department or Agency thereof; or whoever receives, conceals, or retains the same with intent to convert it to his use or gain, knowing it to have been embezzled, stolen, purloined or converted -- shall be fined under this title or imprisoned not more than ten years, or both; but if the value of such property does not exceed the sum of $1000, he shall be fined under this title or imprisoned not more than one year, or both. The word 'value' means face, par, or market value, or cost price, either wholesale or retail, whichever is greater." C1.3.9. By prisoners in a non-pay status for personal mail per DoD Component directives. C1.3.10. Official announcements of official retirement, promotion, award, change-of-command, and ship commissioning or decommissioning ceremonies. The location and time of a directly related reception may be noted if it does not result in any increase in cost to the Government, and the notation does not include advertisement for or endorsement of any enterprise. C1.3.11. Items associated with tax filing programs established by DoD Components under 10 U.S.C. 1044 (reference (h)). C1.3.12. Information that would otherwise be unofficial may be included in official command publications such as daily, weekly, housing, and family support group-type bulletins/newsletters when the local commander determines its dissemination will contribute to morale or esprit de corps. Such information may be included only if it is not otherwise prohibited by this manual, it does not exceed 20 percent of the printed space used for the official information, there will be no increase in cost to the Government, and it does not include personal wanted/for sale advertisements. C1.3.13. The consolidation of personnel offices and other functions has created the necessity to mail many transactions that were previously handled in person. The following, and similar items, may be mailed using appropriated fund postage. C1.3.13.1. Military/civilian retirement packages. C1.3.13.2. Items sent to various enlisted promotion boards and officer selection boards after the command sent the initial package. C1.3.13.3. Individual requests for microfiche copies of their military and civilian personnel file. C1.3.13.4. Changes to an individual's Thrift Savings Plan accounyt and Government-sponsored life/health insurance policy. C1.3.13.5. Requests by military personnel that they be added to the housing list at their next duty station. C1.3.13.6. Paperwork relating to Do-It-Yourself (DITY) moves and personal property damage claims resulting from permanent change of station (PCS) moves. C1.4. UNAUTHORIZED USES OF APPROPRIATED FUND POSTAGE Appropriated funds may be used only for official mail relating solely to the business of the United States Government. Thus appropriated funds may not be used to pay postage for: C1.4.1. Or in support of, Nonappropriated Fund Instrumentalities (NAF) or their functions. NAFIs exist for the purpose of providing support where appropriated funds are not available or are not adequate. Official mail centers may apply postage to mail of NAFIs of the Department of Defense providing the NAFI pays the USPS for the postage. Unless specifically otherwise authorized by the local commander, the NAFI must deposit the cost of the postage directly into the USPS-owned trust account specified by the official mail center. C1.4.2. Material not covered by the Private Express Statutes and delivered by a method other than the USPS, such as FEDEX, UPS, AIRBORNE and other private carriers. The appropriate postage shall be applied to items covered by the Private Express Statutes, before turning them over to a private carrier for delivery. (See DL1.1.41., above, for a list of the Private Express Statutes and exemptions/suspensions.) C1.4.3. Non-mailable items, such as items that are undersized and oversized, overweight, or explosive. Obtain information about items that are not mailable from the local post office. Also, contact private carriers to determine if they can accept items that are prohibited in the U.S. Mail. C1.4.4. Postcards, unless the cards are DoD or DoD Component-approved forms. C1.4.5. Information sent by DoD Components about non-mandatory events. Use the official mail center, the installation bulletin or newspaper, or other methods to distribute this type of information. C1.4.6. Invitations to social functions to satisfy personal social obligations, even if they are the result of an official position. For example, Christmas parties and receptions hosted by senior commanders are not official business. Appropriated fund postage shall not be used to mail invitations to these functions. C1.4.7. Personal congratulatory letters from one individual to another in a private capacity. This does not prohibit the use of appropriated fund postage by heads of staff agencies or commanders to fulfill their official morale and esprit de corps obligations to members of their organization or persons in their areas of technical responsibility. For example, sending congratulatory letters to people selected for advanced schooling, promotions, and letters of condolence are authorized. C1.4.8. Resumes and completed employment applications. Comptroller General of the United States Decision B-249061, May 17, 1993 (reference (i)), defines personal expenses as expenses "...necessary to qualify [an] employee for his or her job...." The submission of a job application is a personal expense as it is the first qualifier in attaining any job. C1.4.9. Personal mail, holiday and birthday greetings, unofficial retirement announcements, and similar material. However, activities may use appropriated fund postage for holiday greetings when international diplomacy dictates. C1.4.10. Correspondence from international commands such as North Atlantic Treaty Organization official correspondence. This mail normally must be prepaid in the country in which it is posted. When appropriated fund postage is provided, the administrative agent assigned by DoD Instruction 7000.14-R, Vol 11A (reference (j)) is responsible for procuring and monitoring its use. C1.4.11. Correspondence of foreign military personnel. Foreign military personnel who are required by regulations of their own government to file reports or otherwise correspond with their embassy or government shall do so at their expense. However, appropriated fund postage may be used if the parent U.S. Government activity determines the correspondence is official mail relating solely to the business of the U.S. Government. C1.4.12. Mail posted in foreign post offices shall bear the postage of the country where it is mailed unless there is a bilateral agreement that has special procedures for accepting DoD mail with U.S. postage. C1.4.13. Anything mailed by vendors or concessionaires or their employees. This does not preclude use authorized by paragraph C1.3.3., above. C1.4.14. Fund or other types of charity drives not officially endorsed by the Department of Defense or the DoD Component concerned. C1.4.15. Unofficial biographies and unit histories. C1.4.16. Dependent school year books, Navy Cruise Books, and other unofficial items such as announcement cards, thank you cards, memory albums, and biographies. C1.4.17. Announcements and attendance responses related to DoD Component branch anniversary parties and similar events. C1.4.18. Mailings by or for private associations, such as unit associations, wives clubs, Boy Scouts, Association of the United States Army, and the Air Force Association. C1.4.19. Mailing matter donated by individuals for donation to other individuals or charitable organizations. C1.4.20. Social events related to the reassignment or resignation of individuals not in command positions. C1.4.21. RSVP items. The rate of return on these items is too low to justify the expense of pre-paying the postage on each item. C1.4.22. Mailing costs associated with payment of Government travel credit card billings. Travelers are automatically reimbursed for these costs in the part of the per diem that covers incidental expenses. (NOTE: Refer people with questions about this to www.dtic.mil/perdiem/ and advise them to search on "card billings." C1.4.23. All other matters not related solely to the business of the Department of Defense. C1.4.24. Use the decision diagram at Figure C1.F1. to determine if appropriated fund postage may be used in cases not covered by this Manual. C1.5. COST REDUCTION TIPS C1.5.1. Ask the following about all mailings: C1.5.1.1. What will happen if the item is not mailed? C1.5.1.2. What will happen if the item is mailed less frequently? C1.5.1.3. Do all the addressees need to receive the item? C1.5.1.4. Can some other less expensive means of transporting the message or item be used? (For example: telephone call, electronic data transfer, the Internet or Web, E-mail, freight, small parcel carrier.) C1.5.1.5. Can it be combined or transported with something else? C1.5.1.6. Is it being mailed at the lowest postal rate legally possible that meets the required delivery date (RDD) and security requirements? C1.5.1.7. Can postage costs be reduced by reducing weight or size? Consider microform or CD-ROM alternatives for mailing publications and other items. Reduce weight by printing on both sides of paper, selecting the lightest weight paper, and using all available printing space. C1.5.1.8. Can postage costs be reduced by changing preparation methods? C1.5.2. Use standard, letter-size envelopes whenever possible to minimize postage surcharges for size or weight and faster delivery. Use large envelopes only when folding the contents will damage them or the volume is too great for letter-size envelopes. C1.5.3. Limit use of merchandise return, business reply mail, and special services such as registered, certified, and insured. C1.5.4. Limit use of Express Mail per section C1.10., below. C1.5.5. Prepare items so they qualify for postage discounts when economically feasible. C1.5.6. Use post cards whenever possible. The postage on a post card is significantly less than a letter. DMM C100.2 (reference (f)) specifies post card dimensions and thickness. C1.5.7. Annually review recurring mailings for continued necessity. C1.5.8. Update mailing lists as changes occur. C1.5.9. Consolidate mailings to common addresses. Prepare according to the DMM C100.1.3. and C600.1.2. C1.5.10. Require adequate printing time to allow economical mail service. C1.5.11. Be sure that contracts for printing and distribution contain specifications for using the most economical mailing services consistent with the priority of the case. C1.5.12. Use computer output formats that make maximum use of available print space to reduce the weight of mailings. C1.5.13. Use drop-shipments for zone-rated mail when cost effective. C1.5.14. When possible, use FAX instead of mail for documents three pages in length or less. Mail documents addressed to multiple addressees when the labor to fax them is greater than preparing them for mailing. Mail copies of documents that are faxed only when an original signature is required for legal reasons. C1.6. SELECTING A CARRIER C1.6.1. "Letters," as defined by the Private Express Statutes, and those items listed in DMM G011.4, shall be transported via USPS unless they are covered by an exemption. (See DL1.1.41. for a list of the Private Express Statutes and exemptions/suspensions.) C1.6.2. All items not required to be shipped through the USPS (see paragraph C1.6.1., above) shall be shipped by the most cost-effective carrier meeting the RDD and security requirements. In addition to carriers' fees, consideration must be given to how much it costs to prepare the item for shipment via the various carriers and whether or not the carrier delivers the item directly to the addressee but charges for it. C1.6.3. When mailed, official matter shall move at the lowest postage and fees cost to meet the RDD, security, accountability, and Private Express Statutes requirements. C1.6.4. Use of USPS services shall be coordinated with local USPS account representatives, USPS Business Service Centers, or military post office (MPO). C1.7. SELECTING CLASS OF MAIL The "Domestic Mail Classification Selection Table," Table C1.T1., shall be used as a guide in selecting the correct mail class. The DMM (reference (f)) and International Mail Manual (IMM) (reference (k)) provide specific guidance for types of items that may be mailed under each class of mail. C1.8. SELECTING SPECIAL MAIL SERVICES. The Government Losses in Shipment Act (40 U.S.C. 726) (reference (l)) and the Government's general self-insurance policy prohibit Federal Agencies from using registered and insured mail for the sole or primary purpose of obtaining postal indemnity. Claims shall not be made against the USPS for indemnity on items lost or damaged in the mail. However, Comptroller General of the United States Decision, 58 Comptroller General 14 (1978), (reference (m)) allows the Government to use registered or numbered insured mail to obtain the "special" services they offer such as added protection or proof of delivery. Limit the use of the special services to when law or DoD Regulation requires them or when mission essential. Items listed below as authorized for a special service may be sent without the special service or by a less costly special service. However, a more costly special service shall not be used. (Example: An item authorized certified service shall not be sent by registered mail.) Internal receipts shall be used instead of PS Form 3811, "Return Receipt," or other special services whenever possible. The Heads of the DoD Components are authorized to approve the use of these services on an exception basis. This authority may not be delegated lower than installation or equivalent activity official mail manager (OMM). The following are DoD-wide authorized uses: C1.8.1. Registered. See the DMM S911 (reference (f)) for preparation, fees, etc. Official mail is registered for security, not indemnity. The full value must be declared on registered articles and the appropriate registration fee paid. Do not estimate a value for classified and other items not having intrinsic value. In these cases, pay the minimum registry fee. Waybills, invoices, etc shall be placed inside the package, not attached to the outside. Registered may be used for: C1.8.1.1. Criminal investigation evidence. C1.8.1.2. Cash, original vouchers (disbursing and collecting), and voided or canceled checks. C1.8.1.3. One-of-a-kind, irreplaceable, sensitive, controlled, rare, or pilferable items and items having a replacement cost in excess of $5,000. Such items include but are not limited to calibration equipment, supply items, historical matter (including film), library materials, original manuscripts and camera-ready mechanicals and art work. C1.8.1.4. Mailable shipments of Government-owned firearms. C1.8.1.5. Commercial transportation tickets, boarding passes, and Air Mobility Command authorizations when personal delivery or pickup is not possible. C1.8.1.6. Classified documents as required by DoD 5200.1-R (reference (n)) and DoD Component directives. C1.8.1.7. Accountable forms when addressed to military post office's (MPOs). C1.8.1.8. Environmental samples. C1.8.1.9. Notification of radiation exposure. C1.8.1.10. Mailing former evidence to its owner. C1.8.1.11. Mobilization preassignment orders to international addresses where this service is authorized. C1.8.1.12. Deceased personnel's personal effects having intrinsic value being sent to the next of kin. The value of the items must be declared. This is necessary for reimbursement in the event of loss or damage. Indemnity paid for loss or damage of personal effects shall be forwarded to the next of kin. C1.8.1.13. Other communications and parcels that by law, DoD Directive, or DoD Component directive must be registered. C1.8.2. Certified. See DMM S912 for definition, preparation, fees, etc. Certified may be used for: C1.8.2.1. Letters to establishments being declared "off limits." C1.8.2.2. Adverse enlisted and officer efficiency reports and other similar actions. C1.8.2.3. Controlled test material. C1.8.2.4. Instructional material marked "For Faculty Use Only." C1.8.2.5. Items requiring shipment by Priority Mail when the certified fee is less than the fee for other services that provide proof of delivery. C1.8.2.6. Equal employment opportunity case material mailed to complainants and their representatives. C1.8.2.7. Reduction-in-force notices sent to civilian employees on authorized absence. C1.8.2.8. Final decisions of a contracting officer issued under the dispute clause of a Government contract. C1.8.2.9. Show cause or cure notices issued under the default clause of a Government contract. C1.8.2.10. Claims and litigation proceedings documents. C1.8.2.11. Any other communication for which receipts are essential to create or preserve rights granted to the United States under a Government contract. C1.8.2.12. Debarment letters. C1.8.2.13. Delayed entry packets. C1.8.2.14. Summonses and subpoenas. C1.8.2.15. Adverse personnel actions for military and civilian personnel. C1.8.2.16. Illegally held identification cards. C1.8.2.17. Traffic or driving violations. C1.8.2.18. Letters of revocation or suspension of installation driving privileges. C1.8.2.19. Dishonored checks (not applicable to non-appropriated fund Instrumentalities). C1.8.2.20. Questionnaires to injured persons. C1.8.2.21. The following legal matters: C1.8.2.21.1. Records of trial for all Special and General Courts Martial. C1.8.2.21.2. Decisions of the courts of military review. C1.8.2.21.3. Officer elimination cases. C1.8.2.21.4. Any other communication, receipt of which is essential to create or preserve the rights granted to the U.S. Government in connection with criminal proceedings. C1.8.2.22. Other communications and parcels that by law, DoD Directive, or DoD Component directive must be certified. C1.8.3. Unnumbered insured mail is delivered as ordinary mail and shall not be used. No exceptions shall be granted. C1.8.4. Numbered insured mail may be used only: C1.8.4.1. For accountability reasons when proof of delivery is required for valuable administrative or logistical equipment, supplies, and printed matter. C1.8.4.2. To return borrowed library and similar items when required by the non-DoD lender. C1.8.5. Proof of Delivery. A PS Form 3811, "Return Receipt," or DD Form 2825, "Internal Receipt," may be used for proof of delivery. See Figure C1.F2., and paragraphs C1.8.5.1. and C1.8.5.2., below. C1.8.5.1. DD Form 2825 shall normally be used between DoD activities instead of PS Form 3811. When DD Form 2825 is used, the addressee shall immediately verify the contents are all there, sign the original copy, and return the original copy to the sender. The sending activity shall take follow up action to determine if the item was received if the DD Form 2825 is not returned within 14 workdays from the date of dispatch (unless the normal two-way transit time is longer). (NOTE: Delivery Confirmation may be more cost-effective where it is available.) C1.8.5.2. PS Forms 3811: C1.8.5.2.1. PS Forms 3811 show the date and to whom the item was delivered and the actual delivery address if it is different from the address used by the sender. PS Form 3811 may also be used to restrict an article's delivery to the addressee (or his or her agent) when proof is necessary that the addressee personally received the item. A PS Form 3811 may be used only on Express Mail, numbered insured, registered, and certified mail when the use of DD Form 2825 is not appropriate. PS Form 3811 shall not be used on articles enclosed in consolidated containers unless the postage and special service fee are prepaid on the item they are on. C1.8.5.2.2. See DMM R900 (reference (f)) for fees and DMM S911 (reference (f)) for preparation requirements. Since most of these items are delivered, it is much less expensive to pay the larger charge for PS Form 3811-A, "Request for Return Receipt (After Mailing)," on the few items not delivered than to pay for a PS Form 3811 on every item mailed. Extensive use of PS Forms 3811-A indicates a system problem needing correction. C1.8.5.3. PS Form 3804, "Return Receipt for Merchandise," is available only for merchandise sent at certain rates of postage. PS Form 3804 is less expensive than using PS Form 3811 and the insured, registered, or certified service, which must be used with it. However, a receipt is obtained every time this service is used. Filing such receipts is labor intensive and costly. See DMM R900 (reference (f)) for fees and Section S900 (reference (f)) for preparation requirements. C1.9. MARKINGS All mail, except letter-size First-Class Mail, shall be marked to show the mail class. Items mailed as Priority Mail must have either USPS Label 106 (Priority Mail Strip), Label 106-A (Priority Mail (tape)), Label 107 (Priority Mail Sticker), or Label 107-R (Priority Mail Sticker) attached. (See "Domestic Mail Classes, Endorsements, and Levels of Service Table" (Table C1.T2.). For International Mail, see section C1.13.) The markings shall be worded and placed as required by the DMM (reference (f)) and IMM (reference (k)) Official mail centers shall either return to the originator all mail, except letter-size First-Class Mail, that is not marked with a mail class or contact the originator to determine the contents so the appropriate mail class may be selected. C1.9.1. The class of mail endorsements (Priority, Standard, Special Standard, etc.) are placed about one-fourth of an inch below the postage meter imprint or postage stamp. They should be 1/4 to 1/2 inch high. C1.9.2. Place markings for special services (registered, certified, etc.) above the address and to the right of the return address. See DMM S911 (reference (f)). C1.10. EXPRESS MAIL C1.10.1. Express Mail and the overnight services offered by other carriers shall not be used: C1.10.1.1. To respond to directed actions or requests for information unless using it is the only way to meet a short suspense. In the event of a short suspense, call the one who established the suspense and request an extension. Extensions should be granted when possible. C1.10.1.2. For the purpose of correcting administrative oversights such as a late suspense when adequate time existed. C1.10.1.3. On days before weekends or holidays unless the sender has verified someone will be available to accept it and work on it during the weekend or holiday. This does not apply to activities having an MPO return address when Express Mail is the most cost-effective way to accomplish a mission within time, security and accountability requirements. C1.10.2. Installation OMMs or their equivalents are authorized to approve the use of overnight services. C1.10.3. Selection of Carrier C1.10.3.1. Express Mail shall be used only when the contents are covered by the Private Express Statutes or addressed to an MPO address or post office box address. C1.10.3.2. The General Services Administration's (GSA) contract carrier shall be used when the contract carrier can deliver the item in the required delivery time and at the contract price without violating the Private Express Statutes. The contract carrier shall not be used for items addressed to MPO addresses. C1.10.3.3. Other overnight carriers may be used only when the GSA contract carrier can not deliver the item on time or at the contract price. C1.10.4. Postage on Express Mail shall be paid by using postage meter imprints, postage stamps, or by placing an Express Mail Corporate Account number in the customer number block on the Express Mail label. These accounts are only authorized at the user level. MACOM-wide or DoD Component-wide accounts defeat the decentralized budgeting and payment of postage policy and are not authorized. C1.10.5. Every piece of incoming Express Mail shall be examined to see if it meets delivery time guarantees. When it does not, send the mailer a copy of the addressee's copy of the Express Mail label and remind the mailer to request a refund. The mailer shall submit PS Form 3533, "Application and Voucher for Refund of Postage and Fees," when Express Mail items are not available when promised. PS Form 3533 is available from post offices. Establish local procedures to control refunds. C1.10.6. Express Mail service is not available to and from all MPOs. Contact the local post office for availability information. C1.10.7. Many Post Offices do not deliver to the addressee at DoD addresses, even when that service has been paid for. When that is true, use another carrier or Post Office to Post Office Service instead of the more costly Post Office to Addressee Service. Check with the addressee in advance to determine the best and most cost-efficient service to select. C1.11. REPLY MAIL METHODS C1.11.1. Courtesy Reply Mail C1.11.1.1. Courtesy reply mail consists of an envelope, card, or label bearing the correct preprinted delivery address, bar code, and Facing Identification Mark (FIM). The one placing the item in the mail provides the return address and postage. C1.11.1.2. Courtesy reply ensures use of the correct address. C1.11.1.3. Some suggested uses: C1.11.1.3.1. Many DoD activities have small, subordinate offices. Courtesy reply mail items provide a convenient method for the subordinate office to communicate with the main office. Items having preprinted addresses and bar codes also move through the mail faster. C1.11.1.3.2. Return of surveys and questionnaires. C1.11.1.3.3. Return of correspondence course-related items. C1.11.1.3.4. Internal receipts. C1.11.2. Pre-metered and Pre-stamped Reply Mail shall: C1.11.2.1. Be placed only on items for a known requirement. For example: If a mailing of 500 pieces is going to be made, place postage only on 500 pieces. C1.11.2.2. Be addressed to a DoD activity. C1.11.2.3. Be used only when all of the following conditions are met: C1.11.2.3.1. A reply is requested on official business from an activity or individual outside the U.S. Government who is not required by law to reply. C1.11.2.3.2. The receipt of the reply is in the best interest of the U.S. Government. C1.11.2.3.3. The cost is less than business reply mail or merchandise return service. Paragraph C1.11.3.1.7., below, explains how to calculate it. C1.11.2.4. Not be used for fund or other types of charity drives officially endorsed by the Department of Defense or the DoD Component concerned. C1.11.2.5. Pre-metered reply mail shall be prepared per the DMM P030.1.5 (reference (f)). C1.11.3. Merchandise Return and Business Reply Mail C1.11.3.1. Merchandise return service (MRS) and business reply mail (BRM) shall: C1.11.3.1.1. Be addressed to a DoD activity. C1.11.3.1.2. Be used only when a reply is requested on official business from an activity or individual outside the U.S. Government who is not required by law to reply and when the receipt of the reply is in the best interest of the U.S. Government. C1.11.3.1.3. Not be used to receive responses from DoD activities or personnel except retired personnel, Reservists not assigned to a unit, or when the activity OMM determines this is the most cost-effective method to return correspondence course materials. DoD activities can return these items at their own expense through their official mail center and save the U.S. Government the applicable accounting fee. These items should be placed in consolidated mail whenever possible. C1.11.3.1.4. Not be used for fund or other types of charity drives officially endorsed by the Department of Defense or the DoD Component concerned. C1.11.3.1.5. Shall be used only when it will likely be less expensive than providing pre-metered or pre-stamped postage or when the DMM P030.1.5 (reference (f)) does not allow use of pre-metered postage. The information given below can be used to determine whether or not to establish a permit or an account and whether or not to use BRM on a mailing even after a permit or permit/account has been established. C1.11.3.1.6. The cost for each method must be calculated to determine which method is less expensive for a particular mailing. The outcome is affected by the number of reply pieces sent out, the percentage of reply pieces expected back, the postage per piece returned, the amount of the permit or permit/account fee, whether the permit or permit/account fee has already been paid, and the amount of the accounting fee per item returned. C1.11.3.1.7. Compute the costs by using the formulas in this paragraph. C1.11.3.1.7.1. The symbols used in the formulas are defined as follows: A = Expected percentage of return for the mailing. D = Total cost for pre-metered or pre-stamped return postage. F = Flat fee for permit or permit/account. I = Accounting fee per piece returned. P1 = Postage cost per piece sent out. P2 = Postage cost per piece returned. R = Cost reduction created by using BRM/MRS. S = Number of reply pieces to be mailed out. T = Estimated total dollar cost for BRM/MRS. C1.11.3.1.7.2. Compute the pre-metered or pre-stamped dollar cost by using the formula D = P1*S. (NOTE: Enter the average cost if the postage is zone rated.) C1.11.3.1.7.3. The estimated total dollar cost for BRM/MRS is computed using the formula T = (((A/100)*S)*(P2+I))+F. (NOTE: Enter a zero if the permit/account fee has already been paid.) C1.11.3.1.7.4. The amount of cost reduction created by using BRM/MRS is calculated using the formula R = D - T. EXAMPLE: The following are given: Anticipated percentage of return for the mailing:emsp; A = 80% BRM permit fee and accounting fee: F =$400 Accounting fee per piece returned: I = $0.08 Postage cost per piece sent: P1 = $0.33 Postage cost per piece returned: P2 = $0.33 Number of reply pieces to be mailed out: S = 5,000 Using the formula in C1.11.3.7.2., above, the pre-metered or pre-stamped cost is $1,650.00. Using the formula in C1.11.3.7.3., above, the estimated total cost for BRM/MRS is $2,040.00. Using the formula in C1.11.3.7.4., above, the cost reduction by using BRM/MRS is -$390.00. (In this example, the cost to use BRM/MRS is $390.00 more than pre-metered or pre-stamped postage.) (NOTE: If the $400.00 BRM permit fee and accounting fee were previously paid for some other mailing, the cost to use BRM on this mailing is $10.00 less than the pre-metered or pre-stamped cost.) C1.11.3.2. BRM: C1.11.3.2.1. Is charged at the First-Class or Priority Mail rate plus a per-piece accounting fee. C1.11.3.2.2. The Qualified Business Reply Mail Rate shall be used whenever possible (see DMM R100 (reference (f)) for more information.). C1.11.3.2.3. Shall be prepared per the DMM S922.4 through S922.6 (reference (f)). C1.11.3.2.4. The card format shall be used when possible. C1.11.3.2.5. Art work for BRM pieces shall be coordinated with the post office to insure proper format prior to printing. C1.11.3.3. MRS: C1.11.3.3.1. Shall not be used until USPS assigns a permit number. C1.11.3.3.2. Is charged at the appropriate Priority or Standard Mail rate plus a per-piece accounting fee. C1.11.3.3.3. Shall be prepared per DMM S923.5 (reference (f)). C1.12. DROP-SHIPMENT Under a drop-shipment, the mailer enters the items into the USPS at the delivering post office rather than the mailer's post office. The mailer provides and pays for the transportation to move the items to the delivering post office and applies local zone postage. The transportation cost plus local zone postage can be less expensive than postage from the mailer to the addressee on zone-rated mail. The instructions for drop-shipments are found in various DMM sections. All drop-shipments of items addressed to MPOs shall be entered into the mail stream at a USPS operated facility, not a postal facility operated by the military. Such drop-shipments may be made to USPS facilities in the appropriate military post office gateway cities (New York, Miami, and San Francisco). C1.13. INTERNATIONAL MAIL C1.13.1. Postal Union mail: All official correspondence (letters and cards) may be sent as airmail. Packages containing official matter may be sent as airmail if the urgency in delivery justifies the costly airmail letter rates. C1.13.2. Parcel post shall be sent only as surface mail. C1.13.3. Special delivery may be used only for delivery in countries where special delivery is the only reliable means of ensuring prompt delivery. C1.13.4. Consult the IMM (reference (k)) or local post office for applicable postage, customs tags, special services, and restrictions before preparation for mailing. C1.14. NONPROFIT AND SUBSIDIZED RATES The Department of Defense is not authorized to send mail at nonprofit or subsidized rates (i.e., special bulk Standard rates, Library rates, and the following Periodicals rates; in country, special nonprofit classroom, science of agriculture, limited circulation, and limited circulation science of agriculture). C1.15. REPORTING MISUSE OF APPROPRIATED FUND POSTAGE Unauthorized use of appropriated fund postage shall be: C1.15.1. Reported to the commanders of the individuals involved for appropriate investigation. C1.15.2. Reviewed to determine any appropriate reimbursement of postage and fees. Legal or administrative action shall be taken to obtain reimbursement when appropriate. C1.16. FORMS OF POSTAGE. Some forms of postage affect how a mail piece is designed. Before designing and printing mail pieces or address labels, contact the local official mail manager to make sure the selected form of postage is applicable and that necessary permits and postage funds are available. The various forms of postage and their general applicability follow: C1.16.1. Permit C1.16.1.1. Permit mailings shall be used, when cost effective, on large volume mailings of identical size and weight. Contact your official mail manager prior to preparing any camera-ready copy or doing any printing. Permit formats and instructions are in DMM P040 (reference (f)) for prepaid postage. C1.16.1.2. Permit mail entered in the USPS on behalf of a DoD activity by a contractor shall bear the DoD activity's return address, not the contractors'. C1.16.1.3. USPS requires advance notice on all permit mailings. Postage and fees are recorded on the USPS forms presented with the mailing. C1.16.1.4. Manifest postage systems use a permit and are applicable where large volumes of parcels and letters are mailed. They need not be of a uniform size and weight. A computer is required. Contact your local USPS account representative or Business Service Center for details. C1.16.1.5. Permit mailings are not authorized at MPOs. C1.16.2. Metered Postage C1.16.2.1. Metered postage shall be used to the maximum extent possible on mail that cannot be sent under a permit. C1.16.2.2. Requests for permission to use logos and slogans on ad plates in postage meters shall be prepared and submitted according to DoD Component directive applying to logos and slogans. C1.16.2.3. Chapter 2 sets forth procedures for controlling and safeguarding postage meters. C1.16.3. PC Postage and Postage Stamps C1.16.3.1. Postage stamps or PC Postage shall be used by activities that do not generate enough mail to justify the leasing or purchasing of metering equipment and on items not qualifying for permit postage or pre-metered postage. C1.16.3.2. Chapter 2 sets forth procedures for ordering, controlling, and safeguarding these items. C1.16.4. BRM and MRS. These forms of postage have special design requirements. Contact your official mail manager prior to preparing any camera-ready copy or doing any printing. BRM formats and instructions are in DMM S922 (reference (f)) for prepaid postage. MRS formats and instructions are in DMM S923 (reference (f)) for prepaid postage. C1.16.5. DoD Official Intratheater Mail (DoDIM). Items mailed from one MPO to another MPO in the same theater shall have "DoD Official Intratheater Mail" or "DoDIM" typewritten, rubber stamped, or mechanically printed in the area where the postage and fees for special services normally would be placed on U.S. Mail. It can be used on all classes of mail. It will be treated and processed within the Military Postal Service as if postage and fees had been paid on it. Claims may be made and will be processed in accordance with normal procedures up to the point of making payments. Payments shall not be made for lost or damaged items or refunds of postage. Tell the claimants whether the item was signed out by the delivering MPO and who signed for it. In the case of registered mail, claimants shall be told where and when it was last signed for. C1.16.6. Postage Due Penalty Mail. DoD activities may be authorized to use Postage Due Penalty Mail under conditions specified in Chapter 2. Authorizations to use "Free Mail" (for personal mail) do not apply to Postage Due Penalty Mail. Postage Due Penalty Mail shall be prepared per the DMM E060.5.7 (reference (f)). Postage Due Penalty Mail SHALL NOT BE USED to notify next of kin of casualties. C1.17. MAILING LISTS C1.17.1. Update addresses in mailing lists as changes become known, and at least annually, to remove addressees no longer needing the material being mailed, to minimize delivery delays, and to avoid undeliverable mail that wastes postage and printing costs. C1.17.2. Effective July 1, 2002, all DoD-provided addresses and address lists shall be matched against appropriate USPS Address Management System files using Coding Accuracy Support System (CASS) software. Addresses that do not match shall be corrected or removed prior to delivering the address or list to the requestor. USPS Account representatives and Postal Business Service Centers can provide more information on how to have addresses and lists matched. C1.18. RETURN AND DELIVERY ADDRESSES Incorrect and unreadable addresses are the same as no address. They waste postage and delay the ultimate delivery of the item being shipped. The item being shipped may neither be delivered nor returned to the sender when both the return and delivery addresses are incorrect, unreadable, or missing. See Chapter 3 for information on the assignment, format, printing, and uses of addresses within the Department of Defense. C1.19. ENVELOPES AND PACKAGING C1.19.1. General C1.19.1.1. All matter shall be packaged and marked in accordance with the requirements of the DMM C010 (reference (f)). See DMM C020 (reference (f)) for information on the shipment of perishables, hazardous materials, restricted matter and non-mailable articles and substances. If in doubt, consult the local post office, account representative, or Postal Business Service Center. C1.19.1.2. Envelopes, mailing tubes, and other containers shall: C1.19.1.2.1. Be only slightly larger than the material being mailed to minimize movement within the envelope or container. The more the contents can move, the greater the chances for damage to the contents or containers. C1.19.1.2.2. Large enough for adequate cushioning on all sides of fragile contents. C1.19.1.2.3. Bear only those logos, markings, slogans, or designs supporting an activity or its program authorized in accordance with DoD Component directives covering such items and the DMM P030.4.13 (reference (f)). When authorized, these items shall be placed and printed in a manner that does not interfere with automated mail processing. C1.19.1.3. Does the envelope or address label: C1.19.1.3.1. Contain complete delivery and return addresses with ZIP+4 Codes? C1.19.1.3.2. Have the proper mail classification endorsement and appropriate special service marking been correctly placed on the mail piece or address label? C1.19.2. Letters and Flats C1.19.2.1. All self-mailers shall be coordinated with the OMM and USPS Business Service Center to make sure the DMM (reference (f)) requirements for automated mail processing are met. Improperly prepared self-mailers catch on automated mail processing equipment resulting in damage to the self-mailer, other mail, and the equipment. C1.19.2.2. Envelopes C1.19.2.2.1. Uses: C1.19.2.2.1.1. Letter-size envelopes can hold six sheets of paper and shall be used whenever possible. Letter-size envelopes are defined in the DL1.1.20. C1.19.2.2.1.2. Envelopes printed with airmail (red and white candy striped) markings shall be used only for international mail. These envelopes should be purchased only by activities frequently using large amounts of international airmail. C1.19.2.2.1.3. Flat-size envelopes are defined in the DL1.1.16. Use flats only when: C1.19.2.2.1.3.1. The envelope and its contents weigh more than one ounce when First-Class or Standard Mail is used. A surcharge must be paid on such items weighing one ounce or less. C1.19.2.2.1.3.2. The contents will be damaged by folding. C1.19.2.2.1.3.3. The thickness of the contents and envelope would exceed 1/4 inch if folded and placed in a letter-size envelope. C1.19.2.2.1.4. Those activities with a recurring need for First-Class flats should use envelopes with a green diamond border. Limit their use to items authorized First-Class service. USPS employees recognize the green diamond border as First-Class Mail and treat it accordingly. C1.19.2.2.2. Specifications: C1.19.2.2.2.1. White envelope material shall be selected when that choice is available. When white material is not available, the lightest shade available shall be used. See U.S. Postal Service Publication 25, "Designing Letter and Reply Mail," (reference (o)) for additional requirements. C1.19.2.2.2.2. Use only black or dark blue ink for printing on envelopes. The ink shall not be fluorescent or phosphorescent. See U.S. Postal Service Publication 25 (reference (o)) for additional requirements. C1.19.2.2.2.3. Most automatic sealing or metering machines cannot seal envelope flaps extending more than 3 inches from the fold and flaps on the ends of envelopes. V-shaped flaps work best. Purchase only envelopes the machine can seal. C1.19.2.2.2.4. Envelopes with clasps, staples, strings, buttons, or similar securing devices shall not be used as they frequently jam automated mail processing equipment, injure employees, or damage other mail. C1.19.2.2.2.5. Windows in envelopes shall be placed so the longest dimension of the window is parallel to the longest dimension of the envelope. (Windows placed so the longest dimension of the window is parallel to the shortest dimension of the envelope automatically result in a nonstandard mail piece and a surcharge must be paid. Nonstandard is defined in DL1.1.29.) Items placed in window envelopes shall be prepared so that only the address is visible through the window and shall be large enough so they do not move around in the envelope. See USPS Publication 25 (reference (o)) for additional requirements concerning opacity of the inserts and relationship of the address to the window. C1.19.3. Parcels C1.19.3.1. Use mailing tubes only when no other container will protect the item being mailed. Mailing tubes are heavy, hard to handle, and expensive to buy and mail. C1.19.3.2. Is the carton or shipping container: C1.19.3.2.1. Inexpensive and light weight? C1.19.3.2.2. In good, sturdy condition without tears or holes? C1.19.3.2.3. Strength, as indicated by the manufacturer's seal, suitable for the weight of the item to be shipped? C1.19.3.2.4. Are the contents adequately cushioned with light-weight material so they do not move when the carton is shaken? C1.19.3.2.5. Is the package properly closed with pressure sensitive, filament-reinforced tape? Do not use cellophane or masking tape. C1.19.3.2.6. Not wrapped with brown paper or anything else? (Doing so is labor intensive and the wrappings are frequently damaged or destroyed during automated mail processing.) C1.19.3.3. Are shipboard boxes packed in a sturdier outer container? C1.19.3.4. Is the address label: C1.19.3.4.1. Placed on the top of the package? C1.19.3.4.2. Easily readable from a distance of 30 inches? C1.19.3.5. Does the address label: C1.19.3.5.1. Contain complete delivery and return addresses with ZIP+4 Codes? C1.19.3.5.2. Have the proper mail classification endorsement and appropriate special service marking in the correct place? C1.19.3.5.3. Have the delivery point barcoded when authorized by section C3.9.? C1.20. ACCOUNTABLE AND OTHER IMPORTANT ITEMS C1.20.1. This includes classified material and other items whose distribution needs to be controlled. C1.20.1.1. The transfer of these items directly between offices of the same activity is encouraged. When that is not cost effective, or the items are for external activities, the items may be transferred through the official mail center (OMC). C1.20.1.2. Classified items shall be controlled, marked, packaged, and shipped as required by DoD 5200.1-R (reference (n)). C1.20.2. Items being transferred through the OMC shall be placed in sealed containers (envelopes, boxes, sacks, etc). C1.20.3. The originator of the shipment shall prepare and affix to each item a Postal Service (PS) PS Label 200-A or 200-B (Registered Mail), PS Form 3800 (Receipt for Certified Mail), or PS Form 3813-P (Receipt for Insured Mail, Domestic or International). PS Form 3811 (Return Receipt) shall not be used on these items as the required fee is not paid and they cannot be traced. Figure C1.F1. Appropriated Fund Postage Use Decision Tree Figure C1.F2. DD Form 2825 Table C1.T1. Domestic Mail Classification Selection Table RULE A If matter is B And is mailed C Then it 1 Letter mail and other First-Class matter weighing 13 ounces or less Within CONUS; to, from, or between MPOs, Shall be sent First-Class or Express Mail (see note 1). 2 Letter mail and other First-Class matter, consolidated mailings, or Joint Uniform Military Pay System (JUMPS) pouches weighing over 13 ounces Shall be sent Priority or Express Mail (see note 1). 3 High priority logistics shipments, such as not mission capable supply (NMCS) and anticipated not mission capable supply (ANMCS) May be sent Priority, First-Class, or Express Mail. 4 DoD transportation Priority 1 shipments May be sent Priority or First-Class (see note 2). 5 DoD transportation Priority 2 and 3 shipments Shall be sent Standard Mail, Parcel Services or Standard Mail MOM or Parcel Services MOM (see note 3). 6 Non-MILSTRIP parcels (for example unaccompanied baggage, reference documents or equipment for inspection or assistance teams, etc.) Within CONUS and speed is needed to meet RDD, May be sent First-Class if 13 ounces or less; or Priority if over 13 ounces (see note 2). 7 Non-MILSTRIP parcels to, from, or between MPOs and speed is needed to meet RDD, May be sent First-Class, Priority, Standard Mail MOM or Parcel Services MOM. 8 All other non-MILSTRIP matter not covered by rules 6 and 7 above Within CONUS; to, from, or between MPOs, Shall be sent Standard Mail or Parcel Services. 9 Bulk distribution of classified, accountable, critical to flying or marine safety; communications systems publications; immediate action regulations or directives, or emergency publications or forms requisitions (see notes 4 and 5) Within CONUS, May be sent First-Class or Priority (see note 5). 10 Bulk distribution of publications (including regulations, manuals, directives, and instructions) and blank forms not covered in rule 11 Within CONUS; to, from, or between MPOs, Shall be sent freight, Standard Mail, Standard Mail Bulk Rate, or Media Mail. Table C1.T1. Domestic Mail Classification Selection Table--Continued RULE A If matter is B And is mailed C Then it 11 Bulk distribution of classified, accountable, critical to flying or marine safety; communications systems publications to, from, or between MPOs, May be sent First-Class or Priority (see note 5). 12 Bulk distribution of immediate action regulations or directives, or emergency publications or forms requisitions May be sent First-Class, Priority, or Standard Mail MOM or Parcel Services MOM. 13 Bulk distribution of periodicals and newspapers Within CONUS; to, from, or between MPOs, Shall be sent Periodicals, Standard Mail, or Special Standard Mail (see note 6). 14 Single copies of periodicals described in rule 13 and sent directly to individuals or organizations Shall be sent Publications Rate or Standard Mail. (See section C1.13. for International Mail) NOTES 1. These items are covered by the Private Express Statutes. 2. Regardless of service paid, USPS generally moves mail by surface to addressees within 200 miles of point of origin. Standard Mail postage with "Special Handling" may be less expensive than First-Class or Priority mail and provides preferential handling to the extent practical in dispatch and transportation. See DMM S930 (reference (f)) 3. Military Ordinary Mail (MOM) service is available only on mail addressed to or sent from an MPO. 4. Other publications or blank forms shall not be included as filler. 5. Material shall be prepared for mailing in accordance with DoD 5200.1-R and appropriate DoD Component directives. 6. The Heads of the DoD Components may approve exceptions to use MOM on shipments from the continental United States (CONUS) to overseas active duty target audience addresses after determining the material is time sensitive and faster delivery is needed to support an internal information program. First-Class and Priority mail shall not be used. Table C1.T2. Domestic Mail Classes, Endorsements, and Levels of Service A B C D E Approx. Transit Time (days) ITEM Classification Endorsement Mode of Transportation Domestic To and from MPOs 1 Express Mail None, USPS Express Mail Label is used Airlift Overnight 2 to 3 (where available) 2 First-Class (1 through 13 ounces) First-Class Airlift (see note 1) 3 7 3 First-Class (over 13 ounces) Priority (See note 2) 3 7 4 Requester Periodical (see DMM E212.4) Surface 8 30 5 Requester Periodical MOM (see note 3) Surface and airlift (see note 2) NA 10 6 Standard Mail Standard Mail Surface 8 30 7 Special Standard Mail Special Standard Mail 8 Standard Mail MOM Standard Mail MOM Surface and airlift (see note 2) NA 10 9 Special Standard Mail MOM Special Standard Mail MOM NOTES 1. Normally, by surface to destinations within 200 miles from point of origin or point of entry into the USPS from an MPO. 2. Items endorsed MOM move by surface transportation in the United States and by air on overseas portions of the trip. The postage paid on MOM is less than Priority Mail; however, the transportation charge for the overseas portions of its trip is the same as Priority Mail. Delivery time to any MPO may be almost as fast as Priority Mail and rarely exceeds 10 days. Whenever possible, MOM shall be used instead of Priority Mail for other than First-Class matter. MOM is available only to, from, and between MPOs. MOM is not available within or between Alaska, Hawaii, Kwajalein, Wake Island, Johnston Island, Puerto Rico, and CONUS but is available between these locations and MPOs. 3. See DMM E010.3 (reference (f)). C2. CHAPTER 2 MAIL CENTER OPERATIONS C2.1. PURPOSE This Chapter sets forth the policies and procedures for the operation of official mail centers. It includes planning, mail processing, employees, postage procurement, security, dealings with the post office, consolidated mail, postage meters, postage stamps, emergency disposition of postage stamps and meters, postage due penalty mail, change of address, contracting out, personal and unsolicited mail. C2.2. PLANNING C2.2.1. Five-Year Plan. Each mail center shall have a 5-year plan that includes a vision statement regarding what the official mail center will look like and what functions it will perform each year for the following 5 years. The plan shall include a cost-effective investment strategy that supports the activity's mission, reduces manual processing, replaces worn-out equipment, helps maintain the mail center's customer satisfaction, improves operational efficiencies, and reaps postage discounts. It shall be updated annually. C2.2.2. Business Recovery Plan. Each mail center shall have a business recovery plan and update it annually. A copy of the plan shall be stored outside the building housing the mail center (e.g., the installation's emergency operation center). As a minimum, the plan shall discuss actions to be taken when some or all employees are absent, part or all of the mail center is unusable, some or all of the equipment is defective or destroyed, necessary utilities are not available, and carriers or vendors are unable to provide supplies or services when needed. Also, include things such as emergency meeting locations for employees; alternate mail center locations and equipment; emergency evacuation procedures; procedures for handling terrorist threats; emergency employee recall procedures; and procedures for notifying emergency services such as fire, police, and medical. All employees shall be familiar with the plan. C2.2.3. Operation, Contingency, Exercise, and Similar Plans. These plans shall include provisions for adequate personnel, postage, equipment, and vehicles for official mail center operations in the area involved. The official mail centers shall support all DoD activities in their area regardless of the DoD Component to whom the activity belongs. C2.2.4. Security Plan. Each mail center shall have a security plan that incorporates appropriate information from this Chapter, Chapter 4, and other appropriate information. The security plan shall be coordinated with local security officials. C2.3. MAIL CENTER OPERATIONS C2.3.1. Centralized Processing. Outgoing and internal mail preparation procedures and processing shall be integrated across DoD activity and DoD Component lines to ensure optimum use of personnel, equipment, and postage cost reduction practices such as consolidated mailings, discounts, permit mailings, and drop-shipments when the volume of mail is adequate to make them cost-effective. The use of vendors to prepare mail for postage discounts is authorized when cost-effective. Maximum cooperation with other Federal Agencies is encouraged. C2.3.2. Incoming Mail: C2.3.2.1. Carriers should deliver incoming items to the addressee or the addressees' offices unless access is denied for security reasons. United States Postal Service (USPS) mail deliveries are made as agreed to in the DoD/USPS Agreement and agreements with local postal officials. C2.3.2.2. Incoming mail the USPS has sorted to delivery point sequence shall be delivered as sorted. Do not go through the mail to check for mis-sorted mail prior to delivery. C2.3.3. Distribution cases in official mail centers shall be labeled with the street addresses and, when appropriate, the secondary designators. This is not applicable to deployed units. C2.3.4. Secure undelivered certified, registered, and Express Mail; items shipped through the General Services Administration's overnight contract carrier; items bearing DoD accountable container numbers; and similar items in a container approved for storing Secret material. C2.3.5. Customer Information C2.3.5.1. Operation schedules. Official mail centers (OMCs) shall provide their customers hours the OMC operates, distribution trip schedules, close-out time for outgoing mail, etc. C2.3.5.2. Addresses served. OMCs shall: C2.3.5.2.1. Give customers a list of installations/organizations to which consolidated mail is sent. C2.3.5.2.2. Send a list of the addresses they serve to activities sending them consolidated mail. C2.3.5.3. The above should be available on local area networks. C2.3.5.4. Contact the official mail manager (OMM) at receiving activities every 6 months to make sure the address for the consolidated mailing is still correct. C2.3.6. Processing Accountable Items. OMCs shall treat anything they must sign for from the originator or a carrier as an accountable item and obtain a receipt for it. C2.3.6.1. Use automated tracking systems to control accountable mail and other important items whenever cost-effective. An automated tracking system eliminates hand-written logs and reliance on paper files for tracking or proof of delivery. It can automatically sort items by route and delivery stop. It can then generate delivery manifests that sequence the mail for delivery and provide a place for the recipients to sign. This significantly reduces processing time and provides legible, easy-to-read records. Instant searches and look-ups are possible. The available information can provide data for charge-back to expense codes and productivity analysis of mail clerks. Carrier delivery times, delivery commitments not met, and refund information can be easily obtained. Most systems include a report writer able to produce just about any desired report. C2.3.6.2. Incoming and Internal Items C2.3.6.2.1. Check each item by its registered, insured, certified, Express Mail, or carrier's number to make sure everything is present before signing for it. Sign PS Forms 3811 and return them to the USPS (see paragraph C2.10.4.4. for exceptions). C2.3.6.2.2. Prepare a separate PS Form 3883 (Firm Delivery Receipt for Accountable and Bulk Delivery Mail), or electronic equivalent, in triplicate for each office to which accountable items are to be delivered. (PS Form 3883 is a three-part form.) When receiving the items, the delivering courier signs Part 2 - Office, and leaves it with the official mail center's accountable mail clerk. The courier obtains a signature from the receiving office on Part 1 - Delivery and Part 3 - Customer. The courier gives Part 3 to the office receiving the items. The courier returns Part 1 to the official mail center's accountable mail clerk and receives Part 2. C2.3.6.3. Outgoing accountable items shall be consolidated when possible and cost-effective. Items bearing PS Label 200-A (Registered Mail), PS Form 3800 (certified mail label), and Postal Service (PS) Form 3813-P (U.S.Mail Insured) may be placed in consolidated containers. Postage and fees are not required on each individual item, only the consolidated container. C2.3.6.3.1. The consolidated container must be registered if it contains an item with PS Label 200-A. C2.3.6.3.2. If the consolidated container does not contain an item with PS Label 200-A, it must be certified if it contains an item with PS Form 3800. C2.3.6.3.3. If the consolidated container does not contain an item with PS Label 200-A or PS Form 3800, it must be insured if it contains an item with PS Form 3813-P. C2.3.6.3.4. Inquiries on the individual items in a consolidated mailing must be sent to the receiving mail center, not the USPS because the USPS will have no record of these items. C2.3.6.3.5. PS Form 3811 (Return Receipt) is not authorized on the individual items in a consolidated mailing (see paragraph C2.10.4.4.). C2.3.6.3.6. Consolidated containers containing items with PS Label 200-A, PS Form 3800, or PS Form 3813-P shall also contain a PS Form 3854 (Manifold Registry Dispatch Book) or an automated tracking system-generated manifest showing these items. C2.3.6.3.7. The originating OMC shall use PS Form 3877 if three or more consolidated containers or other items are mailed at the same time. C2.3.6.3.8. When a consolidated container is received, the receiving OMC and/or activity shall: C2.3.6.3.8.1. Verify the contents against the enclosed PS Form 3845 or manifest and notify the originating OMC if all the listed items are not present. C2.3.6.3.8.2. List the items on PS Form 3883 (Firm Delivery Receipt for Accountable and Bulk Delivery Mail), PS Form 3849 (Delivery Notice/Reminder/Receipt), or an automated tracking system generated receipt and obtain a signature. C2.4. EMPLOYEES C2.4.1. Employee Qualifications. Mail center employees must: C2.4.1.1. Possess a high degree of honesty and be trustworthy. C2.4.1.2. Never have been convicted of crimes involving theft. C2.4.1.3. Not have been previously removed for cause from work in a postal, mail, or other communications activity. C2.4.1.4. Not have physical restrictions prohibiting duty involving prolonged standing, walking, or lifting weights up to and including the maximum weight for a mail piece. C2.4.1.5. Possess a valid civilian driver's license when duties may require driving. C2.4.1.6. Have an Interim Secret clearance or be eligible for a Secret clearance based on having a favorable Entrance National Agency Check (ENTNAC) or National Agency Check (NAC) on file. C2.4.2. Temporary Hires. Temporary employees such as summer student hires may be used in a limited role. These employees normally do not have a security clearance; therefore, they shall not handle accountable items (including overnight shipments) or open regular First-Class or Priority Mail. They must work under the physical supervision of a regular mail center employee at all times. C2.4.3. Employee Training. Mail center managers shall establish and carry out a program to train all mail center employees to perform all mail center functions and to maintain their proficiency in those functions. C2.5. ENVIRONMENT A mail center having a pleasant, business-like appearance helps create a happy work environment, good morale, and quality work. The following contribute to the desired environment: C2.5.1. Adequate ventilation, heating, and cooling are essential for good health and moral as well as quality work. C2.5.2. Nicely decorated walls and ceilings help employee morale and production. C2.5.3. Well-lighted mail processing areas reduce eye fatigue and improve work quality. C2.5.4. Use cushion mats in areas where employees must stand for prolonged periods of time. When possible, arrange for employees to be seated while working. It reduces foot and leg problems and need not decrease production. C2.5.5. A clean mail processing area free of excess supplies, equipment, clothing, and other matter looks better and reduces the chances for loss, misplacement, and theft of mail. C2.5.6. Proper kinds and quantities of equipment and supplies are essential. Mechanize and automate procedures whenever cost-effective. C2.5.7. Clean and properly maintained equipment works and looks better. Operators can clean most equipment and perform many minor adjustments. Consult the equipment operator's manual or service representative for information and instructions. C2.5.8. Every week, look at the materials stored in the mail center to make sure they are neatly stored and the quantity on hand is neither excessive nor inadequate for current needs. Is the mail center clean? Is all equipment functional and needed? How long has equipment been inoperable and why? C2.6. POSTAGE AND FEES COMPUTATION C2.6.1. Domestic mails' postage and fees shall be computed according to the Domestic Mai1 Manual (DMM) (reference (f)) and changes announced in the USPS Postal Bulletin. USPS Poster 123-L or 123-S (Postal Rates and Fees) provides the information in convenient, easy-to-use form. USPS Poster 123L or 123S must be used with the Postal Zone Chart for the post office where the item will be mailed. C2.6.2. International mails' postage and fees shall be computed according to the International Mail Manual (IMM) (reference (k)) and changes announced in the USPS Postal Bulletin. C2.6.3. Electronic scales, when properly programmed, may be used to meet the requirements of paragraphs C2.6.1. and C2.6.2. C2.6.4. "DoD Official Intratheater Mail" shall be legibly entered in the area where the postage normally would be placed on items mailed from one military post office (MPO) to another MPO in the same theater. C2.6.5. The weight of PS Form 3811, "Domestic Return Receipt," shall not be included when calculating the amount of postage required. See the DMM, Section S915 (reference (f)). C2.7. POSTAGE PROCUREMENT C2.7.1. All DoD activities shall use only prepaid postage. C2.7.1.1. Postage shall be paid for on receipt. Do not ask postmasters or MPOs to advance postage pending receipt of funds. Any USPS or MPO employee advancing postage is personally liable for the amount of postage advanced and may be disciplined for doing so. C2.7.1.2. Pay for all purchases by using either a credit card or an electronic funds transfer (EFT). The chart, PAYMENT METHODS ACCEPTED BY THE U.S. POSTAL SERVICE FOR COMMERCIAL (PREPAID) POSTAGE, at Figure C2.F1. explains what may be purchased with each payment option. C2.7.1.2.1. A Centralized Account Processing System (CAPS) or commercial meter, remotely set (CMRS) trust account shall be used for all transactions possible. C2.7.1.2.2. The General Service Administration (GSA) Smart Pay credit cards shall be used for all transactions for which the USPS accepts them. Exception: Use the CAPS or CMRS trust account instead of a GSA Smart Pay card when there is a choice. C2.7.1.2.3. Trust accounts at local post offices may be used only when one of the preceding methods cannot be used. C2.7.1.3. Deposits into trust accounts shall normally be via an overnight Automated Clearing House (ACH) transaction. Fedwire transactions are much more expensive and shall be used only in an emergency. C2.7.2. Electronic funds transfer (EFT) Transactions. The USPS offers both debit and credit type ACH transactions. Currently, the Department of Defense is limited to using ACH credit transactions to trust accounts (TA) in USPS-owned bank accounts. A separate SF 1034 (PUBLIC VOUCHER FOR PURCHASES AND SERVICES OTHER THAN PERSONAL) is required for each USPS facility. A separate SF 1034 is also required for each type of transaction. These procedures are not applicable to penalty postage or payments to military post offices. The required DUNNS Numbers and CAGE Codes for the appropriate USPS offices are listed in the CCR Registration List, United States Postal Service at Figure C2.F2. C2.7.2.1. Deposits to the Computerized Meter Resetting System (CMRS). The SF 1034 must contain the following information. C2.7.2.1.1. Enter the following in the PAYEE'S NAME AND ADDRESS block: DUNNS CAGE ACH CCD+/CTX US Postal Service (Meter Vendor Name) National Lock Box Program Manager 475 L'Enfant Plaza, SW Washington DC 20260-5130 C2.7.2.1.2. Enter the following in the ARTICLES OR SERVICES block: Mail services for (your activity's name) LEAVE A BLANK LINE CMRS Account Number: xxxxxxxxx (Note: Use number assigned by vendor) LEAVE A BLANK LINE GOV TO GOV. PAY IMMEDIATELY. LEAVE A BLANK LINE Other: (This line is optional. List any information necessary for your activity, like 3rd Quarter Fiscal Year 2000) C2.7.2.2. Deposits to Centralized Account Processing System (CAPS). The SF 1034 must contain the following information: C2.7.2.2.1. Enter the following in the PAYEE'S NAME AND ADDRESS block: DUNS 00-326-1245+0005 CAGE 1RD41 ACH CCD USPS CAPS Service Center 2700 Campus Drive San Mateo, CA 94497-9223 C2.7.2.2.2. Enter the following in the ARTICLES OR SERVICES block: For mail services to (your activity's name on CAPS) LEAVE A BLANK LINE CAPS Account Number: CTASXXXXX (Note: Use CTAS and 5 digit number--NO spaces) LEAVE A BLANK LINE GOV TO GOV. PAY IMMEDIATELY. LEAVE A BLANK LINE Other: (This line is optional. List any information necessary for your activity, like 3rd Quarter Fiscal Year 2000) C2.7.2.3. Recurring Payments and Deposits to local Post Offices. This includes permit fees and permit postage not payable via CAPS, deposits to trust accounts such as Permit Imprint (PI), Postage Due (PD), Business Reply Mail (BRM) and Merchandise Return Service (MRS), Express Mail Corporate Account (EMCA), and Periodicals Requestor Rate (PRR). Local post offices do not have bank accounts. Therefore, the ACH transaction must be made to a bank account belonging to the USPS District to which the local post office belongs. Obtain the USPS District's name and current address from the post office. The SF 1034 must contain the following information. C2.7.2.3.1. Enter the following in the PAYEE'S NAME AND ADDRESS block: DUNNS CAGE ACH CCD+/CTX USPS (District Office Name) Street Address City, State, Zip+4 Code C2.7.2.3.1. Enter the following in the ARTICLES OR SERVICES block: For mail services to (your activity's name) USPS' facility's name where Account is held (Only one facility per SF 1034) (Street Address) (City, State, ZIP+4 Code) 1234 BRM 123456 NOTE: This line consists of three fields separated by a space. The left field contains the USPS facility 4-digit Standard Field Account Number (SFA) of the post office that is to receive the money. The center field contains one of the types of transaction abbreviations from paragraph C2.7.2.3. (Note: ONLY one transaction type per SF 1034.) The right field contains the trust account number. A sample line follows: LEAVE A BLANK LINE GOV TO GOV. PAY IMMEDIATELY. LEAVE A BLANK LINE Other: (This line is optional. List any information necessary for your activity, like 3rd Quarter Fiscal Year 2000) C2.7.2.4. Deposits to Stamps-by-Phone Trust Accounts. The SF 1034 must contain the following information. C2.7.2.4.1. Enter the following in the PAYEE'S NAME AND ADDRESS block: DUNNS 88-396-9412 CAGE Code: 1Q588 ACH CCD+/CTX USPS Stamp Fulfillment Services 8300 NE Underground Drive Pillar 210 Kansas City, MO 64144-0001 C2.7.2.4.2. Enter the following in the ARTICLES OR SERVICES block: For mail services to (your activity's name) LEAVE A BLANK LINE Stamps-by-Phone Account Number: xxxxxx LEAVE A BLANK LINE GOV TO GOV. PAY IMMEDIATELY. LEAVE A BLANK LINE Other: (This line is optional. List any information necessary for your activity, like 3rd Quarter Fiscal Year 2000) C2.7.2.5. When applying for a permit, send a copy of the USPS Corporate Treasurer's letter (Figure C2.F3.) to the post office along with your permit application. After receiving the permit number and the post office's Standard Field Account (FSA) number from the post office, pay the permit fee and postage by following the instructions in paragraph C2.7.2.3. (NOTE: If your activity has a USPS CAPS account and the post office has the USPS' computerized Permit System, immediately ask the CAPS Service Center to link the permit to your CAPS account. When the CAPS account is established and linked to the permit, deposit the money for postage in your CAPS account instead of a trust account at the post office. Deposit the money for postage by following the instructions in paragraph C2.7.2.2. The initial permit fee must be paid to the local post office. It cannot be paid out of the CAPS account.) C2.7.3. Standard Form 3881 (ACH VENDOR/MISCELLANEOUS PAYMENT ENROLLMENT FORM) is not required. C2.7.4. Verify receipt of the deposit by using the procedures provided by the USPS or your vendor. Your vendor will also provide written verification of the deposit's date and amount. C2.7.5. Monthly, the OMM or OMCM shall reconcile the balance in all TAs. C2.8. SECURITY C2.8.1. Know the employees. Do not hire anyone to handle your postage without first determining his or her background. C2.8.2. Secure the mail center against access by unauthorized persons. Keep it locked up whenever possible, especially when no one is on duty. C2.8.3. Limit mail center access to mail center employees. All others must be escorted. Consider having a sign-in sheet for persons entering and leaving the mail center, including times of arrival and departure. C2.8.4. Keep accountable items separate from other items. Document each transfer of accountable items by requiring the receiving party to sign for custody. Automate this process when cost-effective. C2.8.5. If funds are handled as part of the mail center operation, establish adequate controls to fix individual responsibility for any losses that may occur. Do not keep postage stamps in an unlocked drawer. C2.8.6. Keep the postage meter locked when not in use. Check outgoing metered mail at least weekly to determine if the correct postage is being applied and only official business items receive postage. C2.8.7. Establish procedures to account for valuable items that were mailed, but for some reason were returned. C2.8.8. On parcels, place postage so it overlaps the upper right corner of the address label or tag. This is a deterrent to theft by "overlabeling," a technique to divert the parcel to a name and address controlled by the thief. C2.8.9. Vary times and routes of travel between post office and mail center if currency or other valuable mail is regularly sent or received. Check periodically to determine if mail messengers are making unauthorized stops or are leaving mail unattended in unlocked vehicles. C2.8.10. Employees suspected of stealing shall be removed from duties pertaining to mail until the matter has been investigated. C2.8.11. Restrict dock parking to authorized vehicles. C2.9. DEALINGS WITH THE POST OFFICE C2.9.1. Cooperation and good relations with your post office's representatives are essential. C2.9.1.1. Contact your post office representatives frequently. If you do not need their assistance, find some reason to visit or call them occasionally so they will know who you are when you do need their assistance. Do not hesitate to ask for their advice or assistance, especially when designing forms or a large mailing. The more familiar they are with your operation the better they can help you get the most per postal dollar. C2.9.1.2. The postmasters and the head of postal facilities on DoD installations provide a service that is vital to the successful accomplishment of the installations' missions and the morale and welfare of all personnel living and working on the installations. Installation commanders are encourage to invite their postmaster and the head of the postal facility located on the installation to attend social functions and at least once a quarter to attend a staff meeting. C2.9.2. Appeal disagreements with the local post office rulings or interpretations of the DMM (reference (f)) through the USPS chain of command. Forward through the DoD chain of command requests to change USPS policy (local post offices have no authority to change USPS policy). C2.9.3. When asked to modernize a retail store, the local post office representatives may say they do not have the necessary resources. The necessary resources are controlled at the USPS District level or higher. Find out who controls the resources and then sell them on your request. C2.9.4. USPS Delivery Policy C2.9.4.1. There are three basic types of residential delivery: door-to-door (most expensive), curb-side, and cluster box (least expensive). C 4.9.4.2. Postmasters are not allowed to change the type of delivery for existing residential areas without the landowners' permission. Consider the installation commander to be the landowner. All new residential developments receive only curb-side or cluster box type delivery. NOTE: When existing buildings are demolished and replaced with new structures the area is considered to be a new residential area. When buildings are vacated, remodeled inside, and re-occupied the area is entitled to the same type of delivery it had previously. C2.9.4.3. Installation commanders shall not agree to USPS' request for changes to a lesser expensive type of delivery without negotiating for delivery to unaccompanied personnel and business addresses. C2.10. CONSOLIDATED MAIL C2.10.1. General. Consolidated mailings shall be made when they are cost-effective. Consolidated mailings are a reliable way to ship administrative and operational communications and logistical items between headquarters, depots, contractors, installations, and operational units. They remain intact while in transit and reduce the number of times the contents are sorted. Most importantly, they reduce costs because postage is paid on the total weight of the single consolidated container and its contents, rather than separately on each piece within the container. Under the postage rate structure, the first one or two pounds are the most expensive. As weight increases, the cost per pound decreases. The cost and weight of the container and any package material must be considered in the mailing cost. C2.10.2. Containers C2.10.2.1. The proper selection of the container is critical to the success of consolidated mailings. See Chapter 1 and the DMM (reference (f)) for tips on package preparation. USPS-owned Priority Mail and Express Mail envelopes, boxes, and pouches must be used whenever possible. When USPS products are not suitable the products listed below have been successfully used. C2.10.2.2. Carton, 11 1/4 by 8 3/4 by 4 inches. Stock number 8115-00-861-1574. C2.10.2.3. Carton, 12 by 10 by 8 inches. Stock number 8115-00-179-0575. C2.10.2.4. Plastic envelopes, lightweight, heat-sealed. C2.10.2.5. Shrink-wrap plastic. C2.10.2.6. Sack, shipping 10 1/2 by 16 inches. Stock number 8105-00-145-0444. C2.10.2.7. Sack, shipping 14 1/2 by 20 inches. Stock number 8105-00-145-0446. C2.10.3. Preparation C2.10.3.1. Package consolidated mail shipments as required by the DMM (reference (f)) for the appropriate class of mail and applicable special services such as registered. C2.10.3.2. Address Labels. Use USPS Label 228C on Priority Mail consolidated mail shipments. The USPS provides these labels with the to and from address already printed. They are free and can be obtained by calling the USPS at 1-800-610-7833 to set up a customer account. A similar label is available for repetitive Express Mail shipments. C2.10.3.3. Non-First-Class Mail may be combined with First-Class Mail only when cost-effective. C2.10.3.4. Large paper envelopes or cartons may have the address and postage placed on the container or on an address label. If a label is used, the postage meter tape or postage stamps shall overlap the upper right edge of the label. Consolidated Mail or CM shall be placed immediately below the return address. These containers are to be opened and sorted in the addressee's official mail center. C2.10.3.5. Two or more parcels may be fastened together and mailed as one piece. See the DMM C600.1.2. (reference (f)) for information. C2.10.4. Special Services C2.10.4.1. When an item requiring a special service such as registered, certified, numbered insured, or Return Receipt for Merchandise is placed in a consolidated mailing the whole mailing shall be registered, certified, numbered insured, or be Return Receipt of Merchandise as appropriate. The appropriate PS Form 200-A, 3800, 3813-P, or 3811 must be placed only on the outside of the consolidated mailing. Reason: The addressee signs for only the PS Form pertaining to the consolidated container, not those on individual items in it. Therefore, USPS can not trace those on the individual items. The dispatching mail center shall prepare and include DD Form 2825 (see Figure C1.F2.) in these shipments. C2.10.4.2. Items requiring registered service shall not be placed in certified or numbered insured consolidated mailings because they are not signed for each time they change hands. However, certified or numbered insured items may be placed in a registered consolidated mailing when cost-effective. C2.10.4.3. Items requiring certified service shall not be placed in numbered insured consolidated mailings. These items may contain classified material and numbered insured is not sealed against inspection. C2.10.4.4. When items with PS Form 3811 attached are placed in a consolidated mailing, the PS Forms 3811 attached to the individual pieces shall be removed and destroyed or returned to the sender. When an official mail center receives a consolidated mailing containing items bearing PS Form 3811, the official mail center shall remove and destroy the PS Forms 3811 attached to the individual pieces. REASON: A fee must be paid for each PS Form 3811. Those fees are not paid when the items are consolidated. C2.10.5. Dispatch. The OMM shall establish and publish the dispatch schedule for consolidated mailings. It shall be based on user requirements, normal transit times, the recipient's normal business days, and mail volumes. Schedule dispatches so the consolidated mail would normally be delivered on days when the addressee is usually open for business. For example, the normal transit time between A and B is 3 days. Consolidated mail dispatched on Wednesday and Thursday would normally be available for delivery on Saturday and Sunday, days the addressee is usually closed. It would actually be delivered on Monday. These items would still be delivered on Monday if held and dispatched on Friday. And, the cost per pound may be less because the consolidated mail shipment may contain additional items and be heavier. Consolidated mail shipments may be made any time the shipment equals the maximum allowable weight or size for a single mail piece. C2.10.6. Monitoring. The installation or equivalent OMM shall monitor and encourage the use of consolidated mail. To do this the OMM shall: C2.10.6.1. Manage the consolidated mail service for the entire installation or equivalent. C2.10.6.2. Establish consolidated mail service to activities that continually receive large quantities of mail from the installation and advertise the service. C2.10.6.3. Coordinate the establishment of consolidated mail service with receiving installations/activities and monitor and exchange transit time information. C2.10.6.4. Make sure consolidated mail is properly prepared, has the correct amount of postage, has the correct address, and contains only items the addressee can deliver. C2.10.6.5. Report to the sender any irregularities in the preparation or receipt of consolidated mail. Also, the sending OMM shall take action to prevent the irregularities in the future. C2.11. POSTAGE METERS C2.11.1. Only commercial meters, remotely set (CMRS) shall be leased by DoD activities. C2.11.2. License C2.11.2.1. Postage meter licenses are required and are obtained by submitting PS Form 3601-A, "Application or Update for a License to Lease and Use Postage Meters," per instructions in the DMM P030.2 (reference (f)). The DMM, P030.2.6 (reference (f)), contains responsibilities of the license holder. NOTE: Applicants planning to use a commercial postage meter at an MPO shall follow the instructions contained in the AGREEMENT CONCERNING COMMERCIAL POSTAGE METER USE AT MILITARY POST OFFICE ADDRESSES at Appendix 1. Contact the MPO if further assistance is needed. C2.11.2.2. Licenses shall be canceled when no longer needed. C2.11.2.3. Notify the licensing post office whenever the name, address, or telephone number on a PS Form 3601-A changes. C2.11.3. Setting, Payments, and Refunds C2.11.3.1. Meters shall be immediately checked in service upon receipt and out of service when defective, no longer needed, or the licensee moves to a different post office. (NOTE: All AE and AA MPOs are branches of the New York City Post Office and all AP MPOs are branches of the San Francisco Post Office.) See the DMM, section P030.2.8 (reference (f)) and Appendix 1 for instructions. Establish procedures to make sure refunds are received and properly accounted for on postage remaining on defective or no longer needed meters when they are checked out of service. (NOTE: Under certain conditions, the post office is unable to determine how much money is left on a defective meter when it is checked out of service. In this case, a refund is made after the meter is inspected at the manufacturer's facility.) C2.11.3.2. Each meter shall be reset each quarter for the estimated amount of postage to be used on that meter during the quarter. Reset the meter for a zero amount of postage if additional postage is not needed. When commercial meters, remotely set, are set at least every 90 days they need not be taken to the post office for physical inspection. Backup meters should have only the minimum amount of postage needed to prevent work stoppages. C2.11.3.3. When a meter is set or reset, the OMM shall verify the meter was actually set for the desired amount of postage. C2.11.4. Daily Record of Meter Register Readings C2.11.4.1. PS Form 3602-A, "Daily Record of Meter Register Readings," shall be maintained for each meter. Licensees using metering systems that record these readings electronically may use system-generated printed records of the preceding 12 months of meter activity as a substitute for manual entry of daily ascending and descending readings on Form 3602-A. See the DMM P030.2.6 (reference (f)). C2.11.4.2. When the meter is set, or reset, add the amounts appearing in the ascending and descending registers before the meter is used. The resulting sum becomes a control number. At the close of business each day these two registers shall be added together. If their sum is not the same as the control number, the meter may have malfunctioned. The serving vendor shall be contacted before the meter is used again. C2.11.4.3. To determine the amount of postage used on any given day, subtract the descending register reading for the day from the descending register reading for the previous day. C2.11.4.4. The post office keeps a PS Form 3610, "Record of Postage, Meter Setting," for each postage meter licensed at the post office. The post office records the amount of the postage added to the meter on this form. Even though PS Form 3610 is for internal USPS use the license holders may review them. NOTE: PS Form 3610 will not show settings on remotely set meters. C2.11.5. Spoiled or Incorrect Meter Postage C2.11.5.1. Requests for refunds shall be submitted when authorized. DMM, section P014.3 (reference (f)) explains the conditions and procedures to be followed. C2.11.5.2. Equipment malfunctions causing spoiled meter postage shall be immediately reported to the manufacturer's representative. C2.11.5.3. OMMs shall ensure that spoiled meter postage is minimal and properly accounted for. C2.11.6. Metered Mail Preparation C2.11.6.1. The meter imprint acts as a postmark and allows mail to skip the canceling process so be sure it is bright and clear, has the correct date, and florescent ink is used. C2.11.6.2. All addresses must face the same way, and five or more pieces of metered mail must be bundled with rubber bands or paper straps. Large volumes of metered mail shall be placed in the appropriate size tray or flat container. Trays and similar items are usually provided free of charge by USPS and shall not be used for other purposes. C2.11.7. Postage Management Systems (when available) C2.11.7.1. Postage management systems are a useful tool for managing metered postage and for charging the postage back to the user. They record various types of data about metered mail such as the amount of postage, date, mail class, and mail volume by user, function, or task. C2.11.7.2. The record of postage used shall be analyzed by the OMM at regular intervals (weekly for most installations and activities). Information in the analysis shall be used to identify large volume mailers and users of large amounts of certain classes of mail or special postal services. Their mailings shall be periodically analyzed to see if the items can be shipped more economically by other means. C2.11.8. Meter Security C2.11.8.1. Meters C2.11.8.1.1. Remove the meter and place it in a locked safe, file cabinet, or in a locked room overnight and any other time the operator is temporarily absent and adequate surveillance cannot be maintained to prevent unauthorized use of the meter. Exceptions: Meters requiring a code or password for operation need not be removed during temporary absences of the operator. Meters that lock in place on mailing machines need not be removed from the mailing machine at night as long as the mailing machine is in a secured area. C2.11.8.1.2. Immediately report the loss, theft, and recovery of a lost or stolen meter to the local post office, the equipment vender, and through command channels to DoD Official Mail Manager, Military Postal Service Agency, 2461 Eisenhower Ave, STE 812, Alexandria, VA 22331-0006 or dodomm@hqda.army.mil. Reports shall include the meter make, model, and serial number; the date, location, and details of the loss, theft, or recovery; and a copy of the police report when applicable. C2.11.8.2. Meter Keys and Combinations C2.11.8.2.1. The Department of Defense (except MPOs) is not authorized to have a copy of the key or any other device or code necessary to open and/or reset the meter. Any activity receiving such keys or devices shall immediately give them to the post office responsible for the meter. C2.11.8.2.2. The OMCM shall: C2.11.8.2.2.1. Turn over these duties to the OMM or assistant official mail manager (AOMM) when the OMCM is absent or is a meter operator. C2.11.8.2.2.2. Keep extra keys and current meter combinations in secure envelopes. The meter operator and the OMCM shall sign on the seal of the envelopes to validate the security of the keys/combinations. The envelopes shall be stored in a secure, locked receptacle. The OMM or AOMM shall sign the envelopes when the meter operator and the OMCM is the same person. C2.11.8.2.2.3. Maintain a meter key/combination log to account for all keys and or combinations on hand, in use, or issued, and who has each key or combination. It shall show the dates an operator received the key or combination and the date the key was returned or the combination was changed. C2.11.8.2.2.4. Limit the number of people having a key or combination to those who have need to use them. C2.11.8.2.2.5. Change the meter's combination or obtain meter keys from a meter operator when the meter operator permanently stops being a meter operator or when the meter operator will be temporarily absent 1 week or longer. C2.12. POSTAGE STAMPS AND PC POSTAGE C2.12.1. Who May Use. Postage stamps and PC Postage are intended for use by small volume mailers throughout the Department of Defense with outgoing mail volume too low to justify postage meters and for special projects such as "Black Box Payments." Activities without a backup metering system may maintain no more than a 10-day emergency supply of postage stamps or PC Postage to be used only when metering equipment is not operational. Also, deployable units may maintain a 60-day stock of postage stamps or PC Postage for use when deployed to areas without meters. Small volume mailers' inventories shall not exceed a 90-day supply. Postage stamps and PC Postage shall be centralized and closely controlled by the activity OMM. The advantages of permit and consolidated mailings must be maintained. C2.12.2. Purchasing. Only deployable units, activities without a backup metering system and those small volume mailers that have been authorized by their installation may purchase postage stamps or PC postage. OMMs shall verify quantities of postage received. Prepaid postage stamps may be purchased from the local post office, by mail through the Stamps By Mail program or through the Stamps By Phone program. Contact your USPS account representative or Postal Business Center for details. (NOTE: PC postage may be used only when payment for postage is made directly to the USPS and not to a vendor who then pays the USPS.) C2.12.3. Postage Stamp Security. All personnel are responsible for preventing the theft, misuse, waste, or loss of postage stamps, stamped envelopes, and postal cards. The inventory shall be centralized and closely controlled by the activity OMM. It shall be secured in locked containers (safes, file cabinets, desk drawers, etc.) or a locked room. C2.13. EMERGENCY DISPOSITION OF POSTAGE STAMPS, METERS, AND PC POSTAGE DEVICES C2.13.1. If conditions permit, follow normal procedures for checking a meter out of service and returning the meter to USPS, or the MPO, or the manufacturer (as appropriate). C2.13.2. If capture or loss of meters or PC Postage devices is imminent, record make, model, and serial number and destroy them if possible. Report destruction, capture, or loss per the instructions in paragraph C2.11.8.1.2. of this Manual. C2.13.3. When use of postage stamps is no longer possible, transfer existing inventory to another location for safe keeping or use. Destroy postage stamps when capture is imminent. C2.14. POSTAGE DUE PENALTY MAIL Postage Due Penalty Mail was created by the USPS so DoD activities engaged in hostile operations or operating under arduous conditions can send official matter through the USPS when postage is not available. The postage is collected from the addressee. C2.14.1. Postage Due Penalty Mail shall be prepared per the DMM E0605.7 (reference (f)). C2.14.2. The lack of adequate funding is not a valid reason for its use. C2.14.3. Postage due penalty mail SHALL NOT BE USED to notify next of kin of casualties, to send items to addressees outside the Department of Defense, or to international mail addresses. C2.14.4. DoD addressees shall pay the postage due when the item is delivered. Only postage stamps, postage meter strips, or cash are acceptable. C2.14.5. Theater Commanders-in-Chief may authorize some or all DoD activities in the theater to use Postage Due Penalty Mail for periods not exceeding 120 days. Theater Commanders-in-Chief shall notify the DoD Official Mail Manager that Postage Due Penalty Mail is being used not later than the second business day after use begins. The DoD Official Mail Manager shall notify the USPS General Manager, Official and International Mail Accounting Division, not later than the third business day after use begins. The policies listed below apply: C2.14.5.1. The "DoD Official Intra-theater Mail" procedures outlined in paragraph C1.16.5. continue to apply to mail remaining in the same overseas theater. It also applies between adjacent theaters (e.g., United States European Command (EUCOM) and United States Central Command (CENTCOM)) where there is no chance the mail will transit the United States Postal Service domestic system. C2.14.5.2. For all other mail leaving the theater, continue using postage stamps, PC postage, and postage meters as long as possible before switching to