DoD 4525.6-M, August 15, 2002

2 FOREWORD

3 FOREWORD

TABLE OF CONTENTS

Page

FOREWORD 2

TABLE OF CONTENTS 4

REFERENCES 11

DEFINITIONS 14

ABBREVIATIONS AND ACRONYMS 21

CHAPTER 1 - GENERAL INFORMATION 25

C1.1. MILITARY POST OFFICES (MPOs) 25

C1.2. THE POST OFFICES AT MILITARY INSTALLATIONS

SERVICED BY THE USPS

CHAPTER 2 - MILITARY POSTAL SERVICE (MPS) PLANNING 49

C2.1. PURPOSE 49

C2.2. GENERAL 49

C2.3. PRINCIPLES 49

C2.4. MPS CONCEPT OF CONTINGENCY SUPPORT 50

C2.5. CENSORSHIP 51

C2.6. DOMESTIC DISRUPTIONS 51

C2.7. PLANNING RESPONSIBILITIES 52

C2.8. FREE MAIL (FM) 55

C2.9. UNITED NATIONS (UN) OPERATIONS 56

C2.10. POSTAL SUPPORT FOR COALITION FORCES 57

C2.11. PEACETIME DEPLOYMENT AND EXERCISE PLANNING 58

C2.12. COMMAND POST EXERCISE (CPX) PLANNING 58

C2.13. TRANSPORTATION PLANNING 59

C2.14. MAIL DISRUPTIONS 59

C2.15. EVACUATION PLANNING 59

C2.16. EMERGENCY EVACUATION AND DESTRUCTION OF

POSTAL EFFECTS

C2.17. ACCEPTANCE, TREATMENT, AND HANDLING OF ENEMY

PRISONERS OF WAR/OTHER DETAINED PERSONNEL MAIL

DoD 4525.6-M, August 15, 2002

4 TABLE OF CONTENTS

CHAPTER 3 - PROCESSING, MAKEUP, AND DELIVERY OF MAIL 62

C3.1. COLLECTION, POSTMARKING, MAKEUP, AND DISPATCH

OF MAIL

C3.2. DELIVERY OF MAIL AT MILITARY POST OFFICES,

POSTAL SERVICE CENTERS, COMMUNITY OR

CONSOLIDATED MAILROOMS AND UNIT MAILROOMS

C3.3. MAIL DELIVERY RECEPTACLES 77

C3.4. DIRECTORY MAIL SERVICE 83

C3.5. PROCESSING OF BALLOTING MATERIAL 93

CHAPTER 4 - MILITARY POSTAL SERVICE (MPS) INFORMATION SYSTEMS 107

C4.1. SOURCES OF INFORMATION AND INSTRUCTIONS 107

C4.2. MANAGEMENT INFORMATION SYSTEMS (MIS) 110

CHAPTER 5 - SELECTION AND DESIGNATION OF MILITARY POST OFFICE (MPO)

PERSONNEL

113

C5.1. PURPOSE 113

C5.2. BACKGROUND 113

C5.3. QUALIFICATION, SELECTION, AND ASSIGNMENT OF POSTAL

PERSONNEL

113

C5.4. DESIGNATION PROCEDURES 114

C5.5. SPECIAL DESIGNATION OF MPO PERSONNEL IN AREAS

WHERE USPS OPERATES

116

C5.6. TERMINATING DESIGNATIONS 117

CHAPTER 6 - POSTAGE STOCK 125

C6.1. PURPOSE 125

C6.2. GENERAL 125

C6.3. FIXED CREDITS 131

C6.4. FLEXIBLE CREDITS 138

C6.5. CARE AND PROTECTION OF STOCK AND FUNDS 150

C6.6. SALE OF STOCK 151

C6.7. DAMAGED STOCK 152

C6.8. CASHING POSTAL MONEY ORDERS (MOs) 153

CHAPTER 7 - POSTAL METERS 160

C7.1. MILITARY POST OFFICE (MPO) POSTAGE METERS 160

C7.2. COMMERCIAL POSTAGE METERS 165

C7.3. POSTAGE VALIDATION IMPRINTERS (PVI) 174

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5 TABLE OF CONTENTS

CHAPTER 8 - MONEY ORDERS 182

C8.1. PURPOSE 182

C8.2. MONEY ORDER IMPRINTERS 182

C8.3. REQUISITIONING MO FORMS 182

C8.4. VERIFICATION OF REQUISITIONS AND ISSUANCE OF

MOs TO CLERKS

183

C8.5. CONTROL AND DISTRIBUTION OF MOs (FIXED AND

FLEXIBLE CREDIT)

184

C8.6. PROTECTION OF BLANK MO FORMS 185

C8.7. ISSUANCE OF MOs 186

C8.8. ERRORS AND CORRECTIONS ON MOs 188

C8.9. CASHING MOs AND U.S. TREASURY CHECKS 188

C8.10. PREPARATION OF MONEY ORDER BUSINESS (MOB) REPORTS 189

C8.11. PECULIAR OR ABNORMAL MOB SITUATIONS

(FIXED CREDIT)

193

C8.12. COMMINGLING OF FUNDS 196

C8.13. LOST, DESTROYED, MUTILATED, OR VOIDED MOs 197

C8.14. EXAMINATION OF MO RECORDS 197

CHAPTER 9 - REGISTERED MAIL PROCESSING AND TRANSPORTATION 204

C9.1. PURPOSE 204

C9.2. GENERAL 204

C9.3. REGISTRY SECTION 206

C9.4. RECEIPT OF REGISTERED MAIL 211

C9.5. REPORTING IRREGULARITIES IN RECEIPT OF REGISTERED MAIL 213

C9.6. PROCESSING INCOMING REGISTERED MAIL 215

C9.7. DISPATCHING REGISTERED MAIL 217

C9.8. TRANSPORTATION OF REGISTERED MAIL 221

CHAPTER 10 - GENERAL OPERATING PROCEDURES AT MILITARY POST

OFFICES (MPOs)

230

C10.1. PURPOSE 230

C10.2. STANDARD OPERATING PROCEDURES (SOP) 230

C10.3. CUSTOMER SERVICE 230

C10.4. ACCEPTANCE AND TREATMENT OF MAIL 233

C10.5. PROTECTION OF MAIL AND POSTAL EFFECTS 240

C10.6. CUSTOMS PROCEDURES AND REQUIREMENTS 245

C10.7. MAIL SECURITY 249

C10.8. REFUNDS OF POSTAGE AND RETAIL SERVICE FEES 257

C10.9. ACCEPTANCE OF PERSONAL CHECKS 257

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6 TABLE OF CONTENTS

CHAPTER 11 - MAIL TRANSPORTATION 260

C11.1. MAIL MOVEMENT PRINCIPLES 260

C11.2. MAIL TRANSPORTATION PROCEDURES 264

C11.3. CARRIER IRREGULARITIES AND REPORTING PROCEDURES 278

C11.4. SECURITY OF MAIL 279

C11.5. MAIL ROUTING FOR MOBILE OR DEPLOYED UNITS 282

CHAPTER 12 - AUDITS AND INSPECTIONS 292

C12.1. PURPOSE 292

C12.2. GENERAL 292

C12.3. AUDITS 293

C12.4. MPO INSPECTIONS 0

C12.5. PSC, CMR, AND UMR INSPECTIONS 301

CHAPTER 13 - MILITARY POSTAL SERVICES FACILITY STANDARDS 311

C13.1. PURPOSE 311

C13.2. APPLICABILITY 311

C13.3. EXPLANATION OF TYPES OF SUPPORT 311

C13.4. RESPONSIBILITIES 311

C13.5. SPACE CRITERIA FOR MILITARY POSTAL FACILITIES 312

C13.6. POSTAL FACILITY UPGRADE AND IMPROVEMENT 313

C13.7. POSTAL FACILITY STRUCTURAL CRITERIA 313

CHAPTER 14 - POSTAL OFFENSES AND LOSSES 318

C14.1. POSTAL OFFENSES 318

C14.2. POSTAL LOSSES 323

CHAPTER 15 - ADMINISTRATIVE SUPPORT GUIDELINES FOR POSTAL

SERVICE CENTER, COMMUNITY OR CONSOLIDATED MAILROOM

AND UNIT MAIL ROOM

330

C15.1. PURPOSE 330

C15.2. RESPONSIBILITIES 330

C15.3. QUALIFICATIONS OF MAIL CLERKS AND MAIL ORDERLIES 330

C15.4. DESIGNATION OF MAIL CLERKS, MAIL ORDERLIES, AND UNIT

POSTAL OFFICERS

331

C15.5. TRAINING REQUIREMENTS 331

C15.6. CONTROL AND MAINTENANCE OF DD FORMS 285 OR 2260 332

C15.7. RELIEF OF DESIGNATED PERSONNEL 332

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7 TABLE OF CONTENTS

C15.8. PSC, CMR, AND UMR INSPECTIONS 333

C15.9. PURCHASE OF USPS STAMPS AND MOs BY UNIT AND CMR

MAIL CLERKS AND MAIL ORDERLIES

333

C15.10. SECURITY OF MAIL 334

C15.11. MAIL BOMBS 337

C15.12. COMPLAINTS AND INQUIRIES 338

C15.13. USPS FORMS AND LABELS 338

C15.14. SERVICE STANDARDS 339

APPENDICES

AP1. USE OF THE MILITARY POSTAL SERVICE 340

AP2. MPS INSPECTION CHECKLIST 349

FIGURES

C3.F1. DD Form 2273 98

C3.F2. PS Form 3801 99

C3.F3. PS Form 3849 100

C3.F4. DD Form 2258 101

C3.F5. DD Form 2262 102

C3.F6. DD Form 2263 103

C3.F7. Rear View of Mail Receptacles 104

C3.F8. Receptacle Storage for Easy Retrieval 105

C3.F9. PS Form 3579 106

C5.F1. DD Form 2257 119

C5.F2. DD Form 285 120

C5.F3. DD Form 2257 121

C5.F4. PS Form 3369 122

C5.F5. DD Form 885 123

C5.F6. PS Form 1590 124

C6.F1. PS Form 17 154

C6.F2. PS Form 3295 155

C6.F3. Sample of PS Form 1412-A: Depicting Return of Stock 156

C6.F4. Sample of PS Form 1412-A: Depicting a PVI Sales and a Shortage 157

C6.F5. Sample of PS Form 1412-A: Depicting an Overage and Adjustment for

Previous Shortage in Credit

158

C6.F6. Sample of PS Form 8130: Vending Equipment Sales and Service Daily

Activity Log

159

C7.F1. Postage Meter Base 177

C7.F2. Postage Meter Head 178

C7.F3. Meter Setting Before Issue 179

C7.F4. Meter Setting After Issue 180

C7.F5. Sample of PS Form 3533 181

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8 TABLE OF CONTENTS

C8.F1. DD Form 885 198

C8.F2. PS Form 6019 199

C8.F3. PS Form 6019, Verification Tape, MO Vouchers, and File Copy 200

C8.F4. PS Form 6019, Consolidated MO Report and Recapitulation Tape 201

C8.F5. PS Form 6019, Verification Tape Depicting Sales from Different Series of MOs 202

C8.F6. USPS Facsimile MO Voucher 203

C9.F1. DD Form 2261 224

C9.F2. PS Form 3806 225

C9.F3. PS Form 3877 226

C9.F4. USPS Registered Jacket 227

C9.F5. PS Form 3854 228

C9.F6. PS Label 87 229

C11.F1. DD Form 1384 287

C11.F2. DD Form 1384 for Sealing Sea-Van Containers 288

C11.F3. DMS Container Dispatch Report Message 289

C11.F4. DMS Aircraft Carrier Mail Routing Instruction Message 290

C11.F5. DMS Ship's Operating With CV/CVN Mail Routing Message 291

C12.F1. Sample Audit of a Postal Clerk on PS Form 3294 (Page 1 of 4) 305

C12.F2. Sample Audit of a Completed Stock Inventory Sheet on PS Form 3294

(Page 2 of 4)

306

C12.F3. Sample Audit of a Completed Stock Inventory Sheet (Continuation) on

PS Form 3294 (Page 3 of 4)

307

C12.F4. Sample Audit of a Postal Clerk Completed Stock Inventory Sheet (Summary)

on PS Form 3294 (Page 4 of 4)

308

C12.F5. Sample Audit of a COPE/Finance Supervisor Sheet on PS Form 3294

(Page 1 of 4)

309

C12.F6. Sample of a COPE/Finance Supervisor Completed Stock Sheet (Summary)

on PS Form 3294 (Page 4 of 4)

310

TABLES

C3.T1. Treatment of Undeliverable as Addressed Express Mail, First-Class Mail,

Including Post Cards and Priority Mail

C3.T2. Treatment of Undeliverable as Addressed Periodicals 94

C3.T3. Treatment of Undeliverable as Addressed Standard Mail/Bulk Parcel Return

Service (BPRS)

C3.T4. Treatment of Undeliverable as Addressed Single-Piece Rate Standard

Mail (A)

C3.T5. Treatment of Undeliverable as Addressed Standard Mail (B) 96

C3.T6. Special Mail Handling Procedures 97

C6.T1. Addresses Used for Accountable Postmaster Procedures

(Not Serviced by a PFO)

153

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9 TABLE OF CONTENTS

C12.T1. How to Audit a Fixed Credit Account 302

C12.T2. How to Audit a Flexible Credit Account 303

C12.T3. How to Audit a Money Order Account 304

C12.T4. How to Audit a Postage Meter Account 304

C13.T1. Space Criteria Based on Population 316

C13.T2. Space Criteria Based on Number of Postal Finance Clerks 316

C13.T3. Receptacles Installed 317

C13.T4. Types of Intrusion Alarm Devices 317

C14.T1. Reporting Postal Offenses and Losses 328

C14.T2. Required Actions Involving Postal Offenses 329

DoD 4525.6-M, August 15, 2002

10 TABLE OF CONTENTS

REFERENCES

(a) DoD Directive 4525.6, "Single Service Manager for Military Postal Service," May 5,

1980

(b) Title 39, United States Code

(d) Title 31, United States Code

(e) DoD 5200.1-R, "Information Security Program," January 1997

(f) DoD 8910.1-M, "DoD Procedures for Management of Information Requirements,"

June 30, 1998

(g) U.S. Postal Service Publication 38, "United States Postal Service and Department of

Defense Postal Agreement," February 1980

(h) DoD Directive 8320.1, "DoD Data Administration," September 26, 1991

(i) DoD Instruction 7041.3, "Economic Analysis For Decision Making," November 7,

1995

(j) U.S. Postal Service Publication 247, USPS Material Equipment and Supply Catalog,"

October 1999

(k) U.S. Postal Service Publication 52, "Acceptance of Hazardous, Restricted, or

Perishable Matter," July 1999

(l) Executive Order 12556, "Mailing Privileges of Members of the Armed Forces of

the United States and of Friendly Foreign Nations," April 16, 1986

(m) DoD Directive 2310.1, "DoD Program for Enemy Prisoners of War (EPOW) and

Other Detainees," August 18, 1994

(n) U.S. Postal Service, "Postal Operations Manual (POM)," July 1998

(o) U.S. Postal Service, "Domestic Mail Manual (DMM)," January 2001

(p) U.S. Postal Service, "International Mail Manual (IMM)," January 2000

(q) U.S. Postal Service, "Administrative Support Manual (ASM)," July 2000

(r) U.S. Postal Service Postal Bulletin (PB), Biweekly Publication

(s) U.S. Postal Service Publication 4, "Import Animal and Plant Product Through

Overseas Military Postal Offices," February 1990

(t) U.S. Postal Service Publication 65A, "National ZIP Code and Postal Office

Directory," 2000

(u) U.S. Postal Service 223, "USPS Directives and Forms Catalog," June 1999

(v) U.S. Postal Service 514, "USPS Military Express Mail Handbook," June 1989

(w) U.S. Postal Service Transportation Handbook Series T-7, "Distribution, Dispatching,

and Transportation Military Mail By Air," September 1993

(x) U.S. Postal Service Handbook PO 502, "Container Methods," September 1992

(y) U.S. Postal Service Poster 51, "International Postage Rates and Fees," May 1999

DoD 4525.6-M, August 15, 2002

11 REFERENCES

(z) U.S. Postal Service Poster 74, "Packaging Pointers," January 1999

(aa) U.S. Postal Service Poster 76, "Some Things Were Never Meant To Be Mailed,"

January 1999

(ab) U.S. Postal Service Poster 113A, "Examine Empty Equipment," November 1988

(ac) U.S. Postal Service Poster 114A, "Identify Defective Sacks and Pouches,"

September 1992

(ad) U.S. Postal Service Poster 123, "Domestic Postage Rates and Fees," January 10,

1999

(ae) Military Post Office Location List (MPOLL), current edition

(af) Military Post Office Mail Distribution Scheme (MPOMDS), current edition

(ag) DoD 4500.32-R, Volume I, "Military Standard Transportation and Movement

Procedures (MILSTAMP)," March 1987

(ah) Official Airline Guide (OAG), March 15, 1999

(ai) Military Origin Destination Information System (MODIS) Users Manual, June 1997

(aj) Office of Management and Budget (OMB) Statistical Policy Handbook, Directive

#19, "Reports on the Department of Commerce on International Transactions," May

1978

(ak) Uniform Code of Military Justice, 1998

(al) Naval Warfare Publication (NWP) 4-01.4, "Replenishment at Sea Instructions,"

August 1996

(am) U.S. Postal Service Publication 2, "Packaging for Mailing," July 2000

(an) Federal Rule of Criminal Procedure, Rule 41

(ao) Manual for Courts Martial, current edition

(ap) Universal Postal Union, "Manual of the Universal Postal Convention," 1995

(aq) Standard NATO Agreement (STANAG 2109), "Postal Organization and Courier

Service for the NATO Forces," June 25, 1993

(ar) DoD 5200.8-R, "Security of DoD Installations and Resources," May 1991

(as) DoD Directive 1330.5, "American National Red Cross," August 16, 1969

(at) DoD Directive 1330.12, "United Service Organization, Inc. (USO)," November 1,

2000

(au) DoD Instruction 1000.10, "Procedures Governing Credit Unions on DoD

Installations," July 26, 1989

(av) DoD Directive 1000.11, "Financial Institutions on DoD Installations," June 9, 2000

(aw) DoD 7000.14-R, Vol. 11A, "Support International Military Activities," March 1997

(ax) DoD Instruction 4000.19, "Interservice and Intragovernmental Support," August 9,

1995

(ay) DoD Directive 1330.16, "United Seamen's Service," February 23, 1983

DoD 4525.6-M, August 15, 2002

12 REFERENCES

(az) DoD Instruction 1330.7, "Visits of Civilian Religious Leaders to Military

Installations in Overseas Areas," April 26, 1974

(ba) DoD Instruction 1330.13, "Armed Forces Professional Entertainment Program

Overseas," September 8, 1985

DoD 4525.6-M, August 15, 2002

13 REFERENCES

DL1.1. DEFINITIONS

DL1.1.1. Activity. Any DoD organization such as headquarters, agency, depot, or

unit.

DL1.1.2. Ancillary Service. Forwarding, return, or address correction service

included within a mail class. Depending on the mail class, these services are preformed

at a charge or at no additional charge, if and when the service is actually rendered.

DL1.1.3. Appropriated Fund Postage. Postage paid for with funds appropriated by

the United States Congress. The postage may be prepaid or penalty postage.

DL1.1.4. Black Box Payments. Payments pertaining to classified projects.

DL1.1.5. Business Reply Mail (BRM). Specially printed postcards, envelopes,

cartons, and labels that may be mailed without postage prepayment. Postage and fees

are collected when the mail is delivered back to the original sender. This domestic

service enables authorized mailers to receive First-Class Mail, without prepaid postage,

back from customers by paying the postage and fee on receipt of the mailpieces.

(Compare with courtesy reply mail, International Business Reply Service, and meter

reply mail.)

DL1.1.6. Certificate of Mailing. A supplemental mail service that provides a

receipt prepared by the mailer as proof of mailing.

DL1.1.7. Certified Mail. A special service that provides the sender with a receipt

at the time of mailing; a record of delivery is kept at the post office of address. This

type of mail must be sent at the regular First-Class Mail or Priority Mail rate. If sent

as First-Class Mail, it is dispatched and handled in transit as ordinary mail. There are

additional fees for return receipt. (Compare with Registered mail.) A record is not

kept at the post office where it is mailed. If lost, it cannot be traced.

DL1.1.8. Commercial Enterprise Publication. DoD installations or activities

Public Affairs office normally keep personnel informed about what is happening through

installation or activity newspapers. In some cases, the printing and distribution of these

newspapers has been contracted out to commercial enterprises. The latter sell

advertising in the paper to cover the printing and distribution costs.

DL1.1.9. Consolidated Mail. Two or more pieces of mail placed in one container

for direct mailing to one addressee, one installation, or more than one installation

served by the same mail center.

DoD 4525.6-M, August 15, 2002

14 DEFINITIONS

DL1.1.10. Container. A bag, an envelope, a box, a pouch, or similar items that will

hold two or more pieces of mail.

DL1.1.11. Distribution Case. The USPS' term for a group of boxes used to sort

mail by addressee. "Pigeon hole" is another name frequently used for these boxes.

DL1.1.12. Endorsement. A marking on a mailpiece that shows handling

instructions, a special service, or a request for an ancillary service.

DL1.1.13. Express Mail. A mail class that provides expedited USPS overnight

delivery service for mailable matter (up to 70 pounds), subject to certain standards. It

is available in five basic domestic service offerings (Same Day Airport Service, Custom

Designed Service, Post Office to Addressee Service, Post Office to Post Office

Service, and Military Service). In addition, Express Mail International Service is

available for foreign destinations. Express Mail is a USPS trademark.

DL1.1.14. First-Class Mail. A mail class that includes all matter wholly or partly

in handwriting or typewriting, all actual and personal correspondence, all bills and

statements of account, and all matter sealed or otherwise closed against inspection.

First-Class Mail comprises three subclasses: Post Cards and Stamped Cards, Letters

and Sealed Parcels, and Priority Mail. Any mailable matter may be sent as First-Class

Mail. First-Class Mail is a USPS trademark. (NOTE: Its use is mandatory for all

matter wholly or partly in handwriting or typewriting, all actual and personal

correspondence, all bills and statements of account. The Private Express Statutes cover

these items.

DL1.1.15. Flat. The general term for flat-size mail, since the large mail is sorted

without bending.

DL1.1.16. Flat-size Mail. A mail piece that exceeds one of the dimensions for

letter-size mail (11-1/2 inches long, 6-1/8 inches high, 1/4 inch thick), but that does

not exceed the maximum dimension for this mail processing category (15 inches long,

12 inches high, 3/4 inch thick). The dimensions are slightly different for automation

rate eligibility. It may be unwrapped, paper-wrapped, sleeve-wrapped, or enveloped.

DL1.1.17. Indicia. An imprinted designation on a mailpiece that denotes postage

payment (for example, a permit imprint in place of a postage stamp or a meter stamp).

DL1.1.18. Insured Mail. A special service to customers who pay a fee in advance

to obtain payment in the event that the mail is lost, rifled, or damaged. (See also

collect on delivery, Express Mail, and registered mail.) (NOTE: Insured mail is

DoD 4525.6-M, August 15, 2002

15 DEFINITIONS

available only on Standard Mail, or mail containing Standard Mail matter sent at the

First-Class or Priority Mail rates. It provides a receipt to the sender and a record of

delivery at the post office of delivery is kept for numbered insured, but not minimum

fee insured items. A record is not kept at the post office where mailed.) Express mail

is automatically insured for $500.00.

DL1.1.19. International Mail. Mail originating in one country and destinating in

another. It is classified as Postal Union Mail (that is, letters and cards (LC) and other

articles (AO), postal parcels, and Express Mail International Service. (NOTE: Mail to

and from MPOs is considered domestic mail, not international mail, as long as the

return address is an MPO or domestic addresses and the delivery address does not

include the name of a foreign city and country.)

DL1.1.20. Letter-size Mail. A mail processing category of mailpieces, including

cards, not exceeding any of the dimensions for letter-size mail (that is, 11-1/2 inches

long, 6-1/8 inches high, 1/4 inch thick). NOTE: It must be at least 5 inches long, 3 1/2

inches high, and 0.007 inches.

DL1.1.21. Library Rate. A Standard Mail subclass for items on loan from or

exchanged between academic institutions, public libraries, museums, and other

authorized organizations. NOTE: This is a congressionally subsidized rate. It is not

authorized for use by DoD activities.

DL1.1.22. Marking. A notation on a mailpiece showing the mail class or rate.

Generally defined as any notation or endorsement.

DL1.1.23. Merchandise Return Service. A special service that an authorized

company provides a customer with a special mailing tag or label to return a shipment

without postage prepayment. The company pays the return postage. See Business

Reply Mail.

DL1.1.24. Metered Postage. Postage printed by a mechanical or electronic

imprinter directly onto the mailpiece or onto gummed tape or labels affixed to the

mailpiece. It may be used on all mail classes except Periodicals.

DoD 4525.6-M, August 15, 2002

16 DEFINITIONS

DL1.1.25. Military Ordinary Mail (MOM). Official mail sent by Department of

Defense, posted at Periodicals requester publication rate, or Standard Mail postage

rates, which must have faster than sealift transportation service to, from, and between

overseas points, but does not require premium Priority service. It is moved by surface

transportation in the United States and by air on overseas portions of its trip. It

provides cheaper postage than Priority Mail. Delivery time to any MPO may be almost

as fast as Priority Mail and rarely exceeds 21 days.

DL1.1.26. Military Post Office (MPO). A branch of a designated USPS civilian

post office, which falls under the jurisdiction of the postmaster of either New York or

San Francisco. It is operated by the Department of Defense to serve military personnel

overseas or aboard ships where the USPS does not operate and a military situation

requires the service. It may be either an Army Post Office (APO) that serves the Army

or Air Force or a Fleet Post Office (FPO) that serves the Coast Guard, Navy, or Marine

Corps.

DL1.1.27. Mixed Classes of Mail. Two or more classes of mail combined into

one enclosure. Postage for the entire weight is charged at the higher-class rate.

DL1.1.28. Nonconveyable. Any item to be shipped via diplomatic pouch that

weighs over 40 pounds, or exceeds 62 inches in length and girth combined, or whose

longest dimension exceeds 24 inches.

DL1.1.29. Nonstandard Mail. First-Class mail weighing 1 ounce or less and

Standard Mail (A) weighing 2 ounces or less requires payment of a surcharge if it does

not have a standard aspect ratio of between 1.3 and 2.5. The standard aspect ratio is

determined by dividing the length by the height. The surcharge is also applicable if it

exceeds any of the following: height 6 1/8 inches; length 11 1/2 inches; thickness 1/4

inch.

DL1.1.30. Official Mail. Official matter mailed as penalty mail or with postage

and fees prepaid.

DL1.1.31. Official Matter. Any item belonging to or exclusively pertains to the

business of the U.S. Government.

DL1.1.32. Parcel Air Lift (PAL) Mail. Special postal services for parcels and

Periodicals rate publications mailed to military personnel overseas. It is not authorized

for use on official mail.

DoD 4525.6-M, August 15, 2002

17 DEFINITIONS

DL1.1.33. Penalty Postage. Penalty postage is paid for after mailing versus

prepaid postage that is paid for when obtained. Forms of penalty postage are

penalty-metered indicia, penalty permit indicia, penalty mail stamps, penalty business

reply and merchandise return indicia.

DL1.1.34. Periodicals. Magazines, journals, newspapers, digests, briefs, bulletins,

summaries, and similar items published on a recurring basis.

DL1.1.35. Periodicals Rate. The class of mail for printed periodical publications

including newspapers and requester publications.

DL1.1.36. Permit. Mail with imprinted indicia instead of a stamp or postage meter

imprint showing postage paid by the sender.

DL1.1.37. Postage Stamp. Includes both prepaid postage stamps sold by post

offices and penalty mail stamps.

DL1.1.38. Post Office. A post office operated by the USPS or an MPO.

DL1.1.39. Prepaid Postage. All forms of postage except penalty postage.

DL1.1.40. Priority Mail. First-Class Mail weighing more than 13 ounces.

DL1.1.41. Private Express Statutes. A group of Federal statutes that gives the

USPS the exclusive right, with certain exceptions, to carry letters for others. They are

based on the provision in the U.S. Constitution authorizing Congress to "establish Post

Offices and post roads."

DL1.1.42. Registered Mail. The most secure service the USPS offers. It

incorporates a system of receipts to monitor mail movement from the point of

acceptance to delivery.

DL1.1.43. Requester Publications Rate. A part of the Periodicals rate structure

used for periodicals with at least 24 pages, issued regularly four or more times a year,

circulated free or mainly free, and containing at least 25 percent nonadvertising.

DL1.1.44. Required Delivery Date (RDD). The date mail must reach its addressee.

DL1.1.45. Restricted Delivery. A service wherein mailer may direct delivery only

to the addressee or to an agent of the addressee specifically authorized in writing by the

addressee to receive his or her mail.

DoD 4525.6-M, August 15, 2002

18 DEFINITIONS

DL1.1.46. Return Receipt. A postal service available only on registered, certified,

or numbered insured mail. USPS Domestic Return Receipt (PS Form 3811) shows to

whom and when mail is delivered and is used only when the mailer must have proof of

delivery or date of delivery.

DL1.1.47. Secondary Unit Designator. Words such as apartment, suite, floor,

room, unit, stop, and department that are followed by a number. They normally are

placed on the same line as the street address. The secondary designator may be placed

on the line above the street address if the line would be too long when both are shown

on the same line.

DL1.1.48. Self-Mailer. Any mail piece (except parcels) that does not have an

outer cover, wrapping, or envelope in addition to the paper or material on which the

majority of the printing, drawing, or writing being transmitted is placed. Examples are

postcards, or a number of sheets, folded or unfolded, not necessarily of the same

material.

DL1.1.49. Single Manager (SM). The manager of MPS, designated to be the

Secretary of the Army. Military Postal Service Agency acts as the SM for the Secretary

of the Army.

DL1.1.50. Single Service Manager (SSM). The component command assigned by

the Combatant Commander to be the manager and point of contact (POC) on all postal

issues in the area of responsibility (AOR).

DL1.1.51. Small Volume Mailer. An activity with outgoing mail volume that is

too small to justify the cost of leasing and using any type of postage meter.

DL1.1.52. Space Available Mail (SAM). A special postal service for parcels and

publications mailed to military personnel overseas. It is not authorized for use on

official mail.

DL1.1.53. Standard Mail (A). Standard Mail that weighs less than 16 ounces. It

comprises the subclasses of Regular Standard Mail, Nonprofit Standard Mail, Enhanced

Carrier Route Standard Mail, Nonprofit Enhanced Carrier Route Standard Mail, and

Single-Piece Standard Mail. These subclasses include circulars, printed matter,

pamphlets, catalogs, newsletters, direct mail, and merchandise. Standard Mail (A) may

be sent at presorted rates and at automation rates. (NOTE: The Department of Defense

is not authorized to use the Nonprofit Standard Mail and Nonprofit Enhanced Carrier

Route Standard Mail rates; they are congressionally subsidized.)

DoD 4525.6-M, August 15, 2002

19 DEFINITIONS

DL1.1.54. Standard Mail (B). Usually Standard Mail that weighs 16 ounces or

more. It comprises four subclasses: Bound Printed Matter, Library Mail, Parcel Post,

and Special Standard Mail. (NOTE: The Department of Defense is not authorized to

use the Library Mail rate; it is a congressionally subsidized rate.)

DL1.1.55. Surcharges. Fees charged in addition to the normal postage on

nonstandard mail.

DoD 4525.6-M, August 15, 2002

20 DEFINITIONS

AL1. ABBREVIATIONS AND ACRONYMS

AL1.1.1. AAFES Army and Air Force Exchange Service

AL1.1.2. ADC Area Distribution Center

AL1.1.3. AIC Account Indicator Code

AL1.1.4. AIG Address Indicator Group

AL1.1.5. AMC Air Mobility Command

AL1.1.6. AMT Aerial Mail Terminals

AL1.1.7. AOR Area of Responsibility

AL1.1.8. APDS All Purpose Date Stamp

AL1.1.9. APO Army or Air Force Post Office

AL1.1.10. APOD Aerial Port of Debarkation

AL1.1.11. APOE Aerial Port of Embarkation

AL1.1.12. ASM Any Service Member

AL1.1.13. AWOL Absent Without Leave

AL1.1.14. BRM Business Reply Mailing

AL1.1.15. CASREP Casualty Reporting

AL1.1.16. CINC Commander-In-Chief

AL1.1.17. CMR Community or Consolidated Mail Room

AL1.1.18. COD Collect On Delivery

AL1.1.19. CONUS Continental United States

AL1.1.20. COPE Custodian of Postal Effects

AL1.1.21. CPX Command Post Exercise

AL1.1.22. CRAF Civil Reserve Air Fleet

AL1.1.23. CTUS Customs Territory of the United States

AL1.1.24. DAYSTAT Daily Mail Movement Status Report

AL1.1.25. DMM Domestic Mail Manual

AL1.1.26. DMO District Management Office

AL1.1.27. DoD Department of Defense

AL1.1.28. DoDDS Department of Defense Dependent School

AL1.1.29. DoS Department of State

AL1.1.30. DoT Department of Transportation

DoD 4525.6-M, August 15, 2002

21 ABBREVIATIONS AND ACRONYMS

AL1.1.31. DP Diplomatic Pouches

AL1.1.32. DRO Dependent Residing Overseas

AL1.1.33. DTS Defense Transportation System

AL1.1.34. DUSD(L) Deputy Under Secretary of Defense (Logistics)

AL1.1.35. EAR Electronic Accumulation Register

AL1.1.36. EFT Electronic Funds Transfer

AL1.1.37. ENTNAC Entrance National Agency Check

AL1.1.38. EPW/DP Enemy Prisoners of War/other Detained Personnel

AL1.1.39. ETD Estimated Time of Departure

AL1.1.40. FAA Federal Aviation Administration

AL1.1.41. FAM Financial Adjustment Memorandum

AL1.1.42. FFT For Further Transfer

AL1.1.43. FM Free Mail

AL1.1.44. FMC Fleet Mail Center

AL1.1.45. FMS Foreign Military Sales

AL1.1.46. FPO Fleet Post Office

AL1.1.47. FY Fiscal Year

AL1.1.48. GSA General Service Administration

AL1.1.49. HAZMAT Hazardous Material

AL1.1.50. HOLVOL Christmas Holiday mail Volume

AL1.1.51. HOR Home Of Record

AL1.1.52. HQ Headquarters

AL1.1.53. IAD Intrusion Alarm Device

AL1.1.54. IAMRU International Air Mail Reporting Unit

AL1.1.55. ICRC International Committee of the Red Cross

AL1.1.56. ID Identification

AL1.1.57. IDS Intra-theater Delivery Service

AL1.1.58. IEO International Exchange Office

AL1.1.59. IG Inspector General

AL1.1.60. IMM International Mail Manual

DoD 4525.6-M, August 15, 2002

22 ABBREVIATIONS AND ACRONYMS

AL1.1.61. IPP Irregular Parcels and Pieces

AL1.1.62. IRC International Reply Coupon

AL1.1.63. J-SIIDS Joint-Service Interior Intrusion

Detection System

AL1.1.64. JCS Joint Chiefs of Staff

AL1.1.65. JEM Joint Exercise Manual

AL1.1.66. JMPA Joint Military Postal Activity

(Atlantic or Pacific)

AL1.1.67. JTF Joint Task Force

AL1.1.68. LCM Letter Class Mail

AL1.1.69. LOC Line-Of-Communication

AL1.1.70. MACOM Major Command

AL1.1.71. MAMAS Military Automated Mail

Accounting System

AL1.1.72. MAO Mail Address Only

AL1.1.73. MCA Mail Control Activity

AL1.1.74. MIDAS Military and International Dispatch

and Accountability System

AL1.1.75. MILSTAMP Military Standard Transportation

and Movement Procedure

AL1.1.76. MMRS Mail Movement Reimbursement

System

AL1.1.77. MO Money Order

AL1.1.78. MOB Money Order Business

AL1.1.79. MODIS Military Origin Destination

Information System

AL1.1.80. MOID Money Order Identification Number

AL1.1.81. MOM Military Ordinary Mail

AL1.1.82. MPC Military Postal Clerk

AL1.1.83. MPO Military Post Office

AL1.1.84. MPOLL Military Post Office Location List

AL1.1.85. MPOMDS Military Post Office Mail Distribution

Scheme

AL1.1.86. MPS Military Postal Service

AL1.1.87. MPSA Military Postal Service Agency

AL1.1.88. MRI Mail Routing Instruct

AL1.1.89. MSC Military Sealift Command

AL1.1.90. MTE Mail Transport Equipment

DoD 4525.6-M, August 15, 2002

23 ABBREVIATIONS AND ACRONYMS

AL1.1.91. MTMC Military Traffic Management Command

AL1.1.92. NAC National Agency Check

AL1.1.93. NAF Non-Appropriated Fund

AL1.1.94. NATO North Atlantic Treaty Organization

AL1.1.95. NBC Nuclear, Biological, or Chemical

AL1.1.96. NCO Non-Commissioned Officer

AL1.1.97. NEO Non-combatant Evacuation Operation

AL1.1.98. NLT Not Later Than

AL1.1.99. NSF Non-Sufficient Funds

AL1.1.100. NWA No Witness Available

AL1.1.101. OAG Official Airline Guide

AL1.1.102. ODIS Origin Destination Information System

AL1.1.103. OID Office Identification number

AL1.1.104. OJT On-the-Job Training

AL1.1.105. OMAS Official Mail Accounting System

AL1.1.106. OPLAN Operations Plan

AL1.1.107. OSI Offices of Special Investigations

AL1.1.108. OSP Outside Piece

AL1.1.109. PAL Parcel Airlift

AL1.1.110. PB USPS Postal Bulletin

AL1.1.111. PC Postal Clerk

AL1.1.112. PCS Permanent Change of Station

AL1.1.113. PEP Personnel Exchange Program

AL1.1.114. PFO Postal Finance Officer

AL1.1.115. PNA Postal Net Alert

AL1.1.116. POC Point Of Contact

AL1.1.117. POM Postal Operations Manual

AL1.1.118. POP Postal Operating Plan

AL1.1.119. POV Privately Owned Vehicle

AL1.1.120. PSC Postal Service Center

DoD 4525.6-M, August 15, 2002

24 ABBREVIATIONS AND ACRONYMS

AL1.1.121. PULHES Physical Profile Serial Code

AL1.1.122. PVI Postage Validation Imprinter

AL1.1.123. RDD Required Delivery Date

AL1.1.124. RDM Rapid Delivery Mail

AL1.1.125. SACEUR Supreme Allied Commander Europe

AL1.1.126. SALTS Streamline Automated Logistics

Transmission System

AL1.1.127. SAM Space Available Mail

AL1.1.128. SECDEF Secretary of Defense

AL1.1.129. SNDL Standard Navy Distribution List

AL1.1.130. SOFA Status-of-Forces Agreement

AL1.1.131. SOP Standard Operating Procedures

AL1.1.132. SM Single Manager

AL1.1.133. SSM Single Service Manager

AL1.1.134. SSN Social Security Number

AL1.1.135. STANAGS Standard NATO Agreements

AL1.1.136. SVM Stamp Vending Machine

AL1.1.137. TAD Temporary Additional Duty

AL1.1.138. TC Transaction Counter

AL1.1.139. TCN Transportation Control Number

AL1.1.140. TDY Temporary Duty

AL1.1.141. TPFDL Time Phased Force Deployment List

AL1.1.142. UA Unauthorized Absence

AL1.1.143. UCMJ Uniform Code of Military Justice

AL1.1.144. UFN Until Further Notice

AL1.1.145. UIC Unit Identification Code

AL1.1.146. UMC Unit Mail Clerk

AL1.1.147. UMR Unit Mail Room

AL1.1.148. UN United Nations

AL1.1.149. UPU Universal Postal Union

AL1.1.150. USPS United States Postal Service

AL1.1.151. USTRANSCOM U.S. Transportation Command

AL1.1.152. WSP Weapon System Pouch

AL1.1.153. ZIP Zone Improvement Plan

DoD 4525.6-M, August 15, 2002

25 ABBREVIATIONS AND ACRONYMS

C1. CHAPTER 1

GENERAL INFORMATION

C1.1. MILITARY POST OFFICES (MPOs)

C1.1.1. Purpose. The Department of Defense (DoD) Postal Manual, per DoD

Directive 4525.6 (reference (a)), prescribes standard procedures and responsibilities

for the administration of the Military Postal Service (MPS). It also provides

instructions for the management and control of postal effects and for the processing,

dispatching, handling, transporting, and delivering of personal and official mail.

C1.1.2. Mission. The mission of the MPS is to provide postal service to the DoD

Components in support of DoD missions.

C1.1.3. Applicability

C1.1.3.1. This Manual applies to all military postal activities. All MPS

activities and Unit Mail Rooms (UMRs) must maintain access to a current copy of this

Manual.

C1.1.3.2. The instructions in this Manual do not apply to processing official

mail in official mail distribution centers. Personal mail entered into official mail

channels must be handled and protected per the policies and procedures in this Manual.

C1.1.4. Terms and Abbreviations. Appendix 1 contains terms and abbreviations

used in this Manual, the United States Postal Service (USPS), and other DoD

postal-related directives or regulatory documents.

C1.1.5. Policy

C1.1.5.1. The MPS operates as an extension of the USPS, consistent with

public law and Federal regulations. Appendix 2 contains the policies and procedures

governing the use of the MPS and is applicable to all DoD Components. The MPS

provides efficient and responsive postal services to authorized personnel and activities

overseas during both normal and contingency operations.

C1.1.5.2. The MPS will handle mail promptly, efficiently, and economically in

support of the DoD mission.

DoD 4525.6-M, August 15, 2002

26 CHAPTER 1

C1.1.5.3. Duplication of postal services by the Department of Defense and

USPS in the United States and its territories is not normally authorized. There must not

be an overlap of postal service between elements of the MPS and non-DoD courier or

Department of State (DoS) diplomatic mail or pouch systems. Military Post Offices

(MPOs) will not be authorized for areas serviced by the DoS pouch system, unless the

pouch system is determined to be inadequate. If this is the case, send a request for

postal service to the Military Postal Service Agency (MPSA) via Major Command

(MACOM) and Military Department Postal Representative.

C1.1.5.4. All classes of mail will be transported per reference (b) and 49

U.S.C. (reference (c)), this Manual, and USPS directives.

C1.1.5.5. Foreign commercial airlines or military airlift (Air Mobility

Command (AMC)), per reference (b), may be used to transport military mail when U.S.

commercial air carriers are unavailable or cannot provide timely delivery. Authority to

use foreign air carriers or military airlift requires the specific approval of the MPSA in

coordination with the USPS. Refer to Chapter 11 for transportation segment

procedures. See section C11.5. for mail routing for mobile or deployed units.

C1.1.5.6. Military Traffic Management Command (MTMC) contracts sealift

and surface transportation requirements.

C1.1.5.7. The Department of Defense pays for the transportation of mail

between the Continental United States (CONUS) gateways and overseas, and inter- and

intra-theater locations. The three Military Departments share the DoD transportation

costs. Fleet Post Office (FPO) mail transportation cost is billed to the Navy. Army or

Air Force Post Office (APO) mail transportation cost is billed to the Army and Air

Force on the basis of their agreement.

C1.1.5.8. U.S. Government Agencies and other organizations authorized the

use of the MPS must reimburse the Department of Defense for transportation costs per

31 U.S.C. 1535 (reference (d)).

C1.1.5.9. Whenever adequate service by scheduled commercial air carriers is

not available command transportation may be used. When there are special

circumstances requiring expedited transportation, overseas commands may transport

military mail.

C1.1.5.10. Classified material transmitted as registered mail transported

among the MPS activities must be transmitted per DoD 5200.1-R (reference (e))

security procedures, and Chapter 11.

DoD 4525.6-M, August 15, 2002

27 CHAPTER 1

C1.1.5.11. Mail security and accountability must be provided at all times to

prevent theft, damage, and the introduction of contraband and prohibited materials.

C1.1.5.12. USPS correspondence must be mailed with USPS indicia.

C1.1.5.13. Requests for exception to policy and procedures outlined in this

Manual, the USPS or other DoD postal regulatory documents must be submitted in

writing through the appropriate command postal operating element to the MPSA.

C1.1.6. Responsibilities

C1.1.6.1. The Deputy Under Secretary of Defense for Logistics shall:

C1.1.6.1.1. Provide broad policy guidance for the operation and use of

the MPS and maintain guidelines concerning use of the MPS by DoD Components, other

Government Agencies, and non-Government organizations.

C1.1.6.1.2. Serve as the final authority concerning requests for the

establishment or termination of DoD postal services, including the first opening and last

closure of an MPO in any country.

C1.1.6.1.3. Serve as the DoD representative for implementation and

administration of agreements with the USPS.

C1.1.6.1.4. Prepare DoD Directives and issue related publications

governing DoD postal services.

C1.1.6.2. The Secretary of the Army, as the designated Single Service

Manager (SSM) of the MPS shall:

C1.1.6.2.1. Establish and maintain the MPSA as a jointly staffed

headquarters (HQ) located in the National Capitol Region and establish other field

activities, when required.

C1.1.6.2.2. Designate a general officer (or equivalent civilian grade) to

be the Executive Director, MPSA.

C1.1.6.2.3. Provide legal advice and representation from the Army Legal

Services Agency on postal matters before the Postal Rate Commission, Department of

Transportation (DoT), and other regulatory organizations.

DoD 4525.6-M, August 15, 2002

28 CHAPTER 1

C1.1.6.3. The Secretaries of the Military Departments shall:

C1.1.6.3.1. Designate a Deputy Director to provide oversight and

management of the day-to-day operation of the MPS.

C1.1.6.3.2. Ensure their components request the establishment of MPOs

per this Manual.

C1.1.6.3.3. Maintain audit, inspection, advisor, and assistance

responsibilities for the MPS activities under their jurisdiction.

C1.1.6.3.4. Ensure postal operating elements provide the MPSA, through

the Joint Military Postal Activity (JMPA) Atlantic or Pacific, with information to allow

proper mail routing and dispatch instructions when their respective units change

location, activate, deactivate, inactivate, commission, decommission or rotate.

C1.1.6.3.5. Command postal operating elements in the theaters of

operations. The Combatant Commander has designated the responsibility for MPS.

See subparagraph C1.1.6.6., below.

C1.1.6.3.6. Provide recommendations to the Executive Director, MPSA,

concerning policies and procedures to be incorporated by the MPSA in carrying out

postal operations.

C1.1.6.3.7. Issue internal instructions for the control and use of official

mail entered in the USPS or the MPS.

C1.1.6.3.8. Provide the MPSA with information concerning postal

restrictions or policies affecting the MPS because of unique requirements. Provide

excerpts of the appropriate country-to-country agreements that affect the MPS.

C1.1.6.3.9. Plan, program, budget, and obligate funds for their overseas

military mail transportation requirements, in coordination with the MPSA.

C1.1.6.3.10. Coordinate all contingency and war planning involving MPS

matters with the MPSA.

C1.1.6.3.11. Provide the MPSA with information required to support the

MPSA management information systems, per DoD 8910.1-M (reference (f)).

DoD 4525.6-M, August 15, 2002

29 CHAPTER 1

C1.1.6.3.12. Assist the MPSA in resolving overlap or duplication of MPS

functions.

C1.1.6.3.13. Establish and operate MPOs for use by all authorized

organizations and personnel on their respective installation(s) overseas. The DoD

Components must be provided postal service on a non-reimbursable basis. MPOs may

be operated at locations overseas other than at a military installation, or at CONUS

military locations to meet an operational requirement of a Military Department.

C1.1.6.3.14. Ensure support services are provided to on-site military

postal activities; i.e., custodial, utilities, real property maintenance, and transportation,

on a non-reimbursable basis. This must include providing additional facilities,

supplemental transportation, and personnel augmentation in support of local postal

activities to eliminate mail backlogs created by emergency or seasonal increases in mail

volume.

C1.1.6.3.15. Provide the required military officer and enlisted personnel

to staff the MPSA, in the grade and occupational specialty specified by the applicable

Service manpower document and with a minimum tour length of 36 months.

C1.1.6.3.16. Eliminate military postal policy and management functions

at departmental HQ levels that duplicate the MPSA's DoD-wide responsibilities to

jointly manage the MPS.

C1.1.6.4. The Executive Director, Military Postal Service Agency shall:

C1.1.6.4.1. Operate the MPS under the direction and control of the

Secretary of the Army.

C1.1.6.4.2. Operate under the policy direction of the Deputy Under

Secretary of Defense for Logistics (DUSD(L)).

C1.1.6.4.3. Act as the DoD-wide functional director for the MPS, which

includes integrating postal transportation and routing procedures worldwide, and

implementing uniform worldwide postal practices and procedures, when possible. This

includes recommending policy and monitoring all overseas mail transportation costs,

and making recommendations to DUSD(L), as required, to ensure the proper

administration of the MPS.

C1.1.6.4.4. Act as the DoD Single Point of Contact (POC) concerning

military postal policy and operational affairs. Maintain direct working relationships

DoD 4525.6-M, August 15, 2002

30 CHAPTER 1

with USPS, U.S. Customs Service, DoT, and other Departments and Agencies of the

Federal Government .

C1.1.6.4.5. Recommend necessary changes to the USPS Publication 38

(reference (g)).

C1.1.6.4.6. Direct the operation of joint-Military Department staffs who

serve as liaisons to the USPS.

C1.1.6.4.7. Provide technical advice for postal operations of the Military

Departments.

C1.1.6.4.8. Coordinate with the jointly staffed inter-Service postal

school, managed by the U.S. Army Training and Doctrine Command, for training Military

Department postal personnel. This includes reviewing the integrated training

curriculum to ensure the adherence to DoD postal policy and doctrine.

C1.1.6.4.9. Develop procedures aimed at preventing postal offenses.

Develops procedures to supplement the USPS requirements for processing postal

claims and monitors and processes postal claims made against the Military Departments

by the USPS.

C1.1.6.4.10. Approve or disapprove the activation and/or deactivation of

MPOs.

C1.1.6.4.11. Ensure that MPOs for overseas land-based organizations

comply with postal arrangements made with sovereign foreign governments.

C1.1.6.4.12. Maintain direct working relationships with the DoD

Components to enable the MPSA to provide management and technical assistance on

postal matters; and actively monitor worldwide MPS postal transportation and operations.

C1.1.6.4.13. Monitor the responsiveness of the MPS and USPS, their

impact on performance standards, and their ability to take corrective action, as

required. Coordinate the compilation of statistics and perform any necessary analysis.

C1.1.6.4.14. Maintain liaison with the U.S. Transportation Command

(USTRANSCOM) and the DoD transportation operating agencies Military Traffic

Management Command (MTMC), Air Mobility Command (AMC), and the Military

Sealift Command (MSC).

DoD 4525.6-M, August 15, 2002

31 CHAPTER 1

C1.1.6.4.15. Publish a single DoD Postal Manual and develop other

technical directives and regulatory documents, as necessary, to be used by all DoD

Components in support of the MPS mission.

C1.1.6.4.16. Maintain liaison with Postal MACOMs within each

Combatant Command to aid in the effective operation of the MPS. Maintain liaison to

investigate and resolve postal problems.

C1.1.6.4.17. Process presidential, congressional, and other

correspondence pertaining to the MPS.

C1.1.6.4.18. Maintain and publish a consolidated list of military Zone

Improvement Plan (ZIP) Codes.

C1.1.6.4.19. Develop proposed DoD actions in response to proposed rule

making documents, published by any Federal Agency, that have a significant impact upon

DoD postal matters.

C1.1.6.4.20. Develop, establish, and operate information data systems to

support the mission of the MPSA and the DUSD(L) in its postal oversight role.

C1.1.6.4.21. Coordinate MPS support for contingency operations.

C1.1.6.4.22. Provide budget estimates to the Military Departments and

non-DoD Agencies concerning mail transportation costs.

C1.1.6.5. The Joint Military Postal Activity (Atlantic and Pacific)) shall:

C1.1.6.5.1. Act as a single POC for the MPSA with the USPS at the

designated airport gateways.

C1.1.6.5.2. Provide information to the USPS and postal activities to allow

proper distribution, dispatch, and transportation of military mail.

C1.1.6.5.3. Publish Military Massing and Labeling Instructions (MMLI).

C1.1.6.5.4. Monitor Financial Adjustment Memorandum (FAM).

C1.1.6.5.5. Provide major commands and Military Department Postal

Representatives with information on mail processing and irregularities.

DoD 4525.6-M, August 15, 2002

32 CHAPTER 1

C1.1.6.5.6. Work with USPS management at the gateway concerning

Military Mail Processing and Distribution in their Mail Processing Distribution

Automation Program.

C1.1.6.5.7. Work with USPS management at the gateway concerning

Military Finance and Transportation in their Information System Program.

C1.1.6.5.8. Maintain the Military ZIP Code database for the automated

dispatch of mail.

C1.1.6.5.9. Assist the U.S. Postal Inspection Service when requested, in

matters relating to the processing, distribution, dispatch, and transportation of military

mail.

C1.1.6.6. The Combatant Commander or Designated Representative shall:

C1.1.6.6.1. Be responsible for MPS support in area of command

including:

C1.1.6.6.1.1. Initial opening and the last closing of an MPO in any

country.

C1.1.6.6.1.2. Assigning and transferring operational control of

MPOs to and between Military Component Commands.

C1.1.6.6.1.3. Ensure sharing of resources between the Military

Components to avoid duplication of expenditures and effort, to include providing

military air and surface transportation support to move military mail when tendered by

the USPS or MPS.

C1.1.6.6.1.4. Provide the MPSA with postal and mail management

information per postal regulations and DoD Directive 8320.1 (reference (h)).

C1.1.6.6.2. Forward actions to the MPSA for consideration, as

appropriate, per this Manual.

C1.1.6.7. The Heads of the Military Components shall:

C1.1.6.7.1. Appoint a command postal representative.

DoD 4525.6-M, August 15, 2002

33 CHAPTER 1

C1.1.6.7.2. Provide resources to perform the MPS mission. Service

should be provided uniformly to all authorized users of the MPS.

C1.1.6.7.3. Review all contracts involving postal operational management.

C1.1.6.7.4. Ensure their postal activities develop comprehensive resource

protection plans to include not only facilities and postal effects, but also postal

personnel under all operating environments.

C1.1.6.7.5. Develop contingency plans for providing postal services in

support of command operational plans.

C1.1.6.7.6. Ensure the appropriate authorities inspect and audit postal

functions and activities.

C1.1.6.7.7. Request activation and deactivation of military ZIP Codes.

C1.1.6.7.8. Maintain liaison with host-government postal administrations.

C1.1.6.7.9. Determine mail transportation requirements and coordinate

with the appropriate authorities. See Chapter 11.

C1.1.6.7.10. Maintain liaison with postal officials of allied forces.

C1.1.6.7.11. Ensure postal irregularities and postal offenses are reported

to the appropriate levels.

C1.1.6.7.12. Ensure effective mail directory service.

C1.1.6.7.13. Develop and maintain a customers' service information

program.

C1.1.6.7.14. Develop procedures for addressing customer complaints,

inquiries, and suggestions.

C1.1.6.7.15. Identify deficiencies in the postal operating systems and take

appropriate corrective action.

C1.1.6.7.16. Make recommendations for improvements in the MPS to

the MPSA.

DoD 4525.6-M, August 15, 2002

34 CHAPTER 1

C1.1.6.7.17. Coordinate with the JMPAs and provide information to allow

proper mail routing.

C1.1.6.7.18. Review, approve, and disapprove all MPO facility designs and

modifications.

C1.1.6.7.19. Identify, consolidate, and monitor postal equipment and

supply requirements.

C1.1.6.7.20. Provide policy and oversight to non-DoD postal operations

within their area of command. Maintain Memoranda of Agreement (MOA) between

DoD Component Command and non-DoD units operating the postal facility that

identifies responsibilities, reimburseable funding, and basic support.

C1.1.6.7.21. Provide the following:

C1.1.6.7.21.1. A Postal Officer to manage the installation postal and

mail processing operations.

C1.1.6.7.21.2. Adequate postal facilities in accordance with Chapter

13 of this Manual.

C1.1.6.7.21.3. Dedicated telephone circuits, to include analog and

commercial capability, to operate and interface with USPS equipment.

C1.1.6.7.21.4. Authorized postal personnel access to all mail

handling facilities, ramps, and flightline area as well as equipment and transportation

conveyances to conduct surveys and inspections concerning mail movement in

accordance with Installation requirements.

C1.1.6.7.21.5. Additional facilities and supplemental transportation

to promptly eliminate mail backlogs as the postal activity chief requests. Personnel

augmentation, to include TDY/TAD/FAP personnel and equipment when necessary.

Tasking for support to other Military Departments and Agencies receiving mail support

through a mail facility.

C1.1.6.7.21.6. Sufficient vaults, safes and other adequate storage

facilities to safeguard registered mail, postal effects, and other appropriate support to

ensure compliance with the Postal Manual and directives.

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35 CHAPTER 1

C1.1.6.7.21.7. A trained postal clerk to act as an alternate clerk at

locations where the postal activity operates a one-person MPO.

C1.1.6.7.21.8. Armed guards or armed convoy protection, on request

for valuable mail shipments while in military postal channels within their areas. See

Chapter 9.

C1.1.6.7.21.9. Adequate funding for the postal activity to maintain

acceptable service levels.

C1.1.6.7.21.10. Review local details and exercise participation to

ensure taskings do not inadvertently curtail postal service and create mail delays.

C1.1.6.8. The Unit Commander shall:

C1.1.6.8.1. Assign a primary and alternate E-6 or senior or civilian (GS-6

or higher) as the Unit Postal Officer, to supervise the unit mail handling operation.

C1.1.6.8.2. Ensure unit personnel notify the UMR, Community or

Consolidated Mailroom (CMR) or Postal Service Center (PSC) of a change in status

that affects their mail delivery.

C1.1.6.8.3. Notify the local servicing post office as soon as possible

about a deployment and coordinates any required mail routing changes.

C1.1.6.9. The Postal Officer or MPO Supervisor (including

Detachment/Operating Location Chiefs/Supervisors, Postmasters or equivalent, and

Postal Officers) shall:

C1.1.6.9.1. Coordinate all public affairs releases that affect postal

matters with Public Affairs Representative before release.

C1.1.6.9.2. Provide security, including protection of mail and postal

effects, access to mail work areas, and mail transportation requirements.

C1.1.6.9.3. Ensure emergency destruction of mail and postal equipment

(overseas only).

C1.1.6.9.4. Deliver mail during field exercises.

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36 CHAPTER 1

C1.1.6.9.5. Ensure all postal-related correspondence for higher

headquarters is routed through the MACOM Postal Representative.

C1.1.6.9.6. Coordinate with their MACOM Postal Representative before

entering a formal support agreement for postal support.

C1.1.6.9.7. Ensure appropriate personnel maintain directory files and

mailroom records properly and perform directory service.

C1.1.6.9.8. Ensure all personnel understand and comply with current

postal directives.

C1.1.6.9.9. Conduct periodic, unannounced inspections of PSCs, UMRs,

CMRs, and mail handling areas using the checklist in Appendix 2.

C1.1.6.9.10. Ensure a DD Form 1115, "Mail Room Sign," is displayed

outside the entrance to PSCs, UMRs, or CMRs showing the times the mail is available.

C.1.1.6.9.11. Ensure a sample mail address (personal and official) is

prominently displayed.

C1.1.6.9.12. Notify appropriate command levels immediately of all

suspected or known postal offenses and losses.

C1.1.6.9.13. Restrict entry to all mail facilities to only authorized

personnel.

C1.1.6.9.14. Ensure the USPS equipment is used only for its intended

purpose.

C1.1.6.9.15. Ensure verification of accountable mail is received and

delivered. See Chapter 3.

C1.1.6.10. The Postal Clerks (PCs) and Unit Mail Clerks (UMCs), as

applicable, shall:

C1.1.6.10.1. Provide mail service and operate the MPO, UMR or CMR

per current regulations.

C1.1.6.10.2. Safeguard the mail at all times.

C1.1.6.10.3. Perform directory service. See Chapter 3.

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37 CHAPTER 1

C1.1.6.10.4. Deliver accountable mail and properly maintain accountable

mail records. See Chapter 3.

C1.1.6.10.5. Correct all discrepancies noted on inspections.

C1.1.6.10.6. Report known or suspected postal offenses to the

appropriate command levels.

C1.1.6.10.7. Pick up mail from the servicing post office.

C1.1.6.11. The Mail Orderlies shall:

C1.1.6.11.1. Pick up the mail at specified times.

C1.1.6.11.2. Safeguard the mail at all times.

C1.1.6.11.3. Deliver personal mail only to the actual addressee and

official mail (see Chapter 3) only to individuals authorized by the appropriate authority.

C1.1.6.11.4. Return undeliverable mail to the UMR, CMR, or MPO

daily. See Chapter 3. If undeliverable mail cannot be returned, it must be secured in a

designated, securely locked container. If returned to the UMR, CMR, or MPO, follow

the procedures in Chapter 3.

C1.1.6.11.5. Report any known or suspected postal offenses and

irregularities. See Chapter 14.

C1.1.7. Establishing or Opening a Military Post Office (MPO)

C1.1.7.1. The Combatant Command Actions for Establishing or Opening a

Military Post Office

C1.1.7.1.1. State whether the building meets the requirements. See

Chapter 13.

C1.1.7.1.2. State the method that shall be used to remit funds to the

USPS.

C1.1.7.1.3. Verify that a qualified, on-site military member shall

supervise the postal operations.

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38 CHAPTER 1

C1.1.7.2. The MPSA Requirements for Establishing or Opening a Military

Post Office (MPO). A request to establish an MPO in a country or on a ship, for the

first time, must contain the information in subparagraph C1.1.7.5.1. (as applicable).

C1.1.7.2.1. Establishing an MPO

C1.1.7.2.1.1. Include requirements listed in subparagraph C1.1.7.2.

C1.1.7.2.1.2. State the reasons why other means, such as,

international mail or DoS pouch system cannot be used. Include an economic analysis

per DoD Instruction 7041.3 (reference (i)).

C1.1.7.2.1.3. State the number of non-DoD users projected to be

provided service through the MPO.

C1.1.7.2.1.4. Provide one copy of the Status-of-Forces Agreements

(SOFAs) or any other agreements that authorizes the establishment.

C1.1.7.2.2. Opening an MPO

C1.1.7.2.2.1. State that conditions in subparagraph C1.1.7.1. have

been met.

C1.1.7.2.2.2. State the number of military personnel and family

members to be serviced by the MPO and any projected increases or decreases in the

strengths.

C1.1.7.2.2.3. State the number of authorized DoD civilian personnel

and family members to be serviced by the MPO and any projected increases or

decreases in the strengths.

C1.1.7.2.2.4. State the name and location of the installation or

activity.

C1.1.7.2.2.5. State the proposed opening date.

C1.1.7.2.2.6. State the amount of fixed and flexible stamp credit

requested. See Chapter 6.

C1.1.7.2.2.7. State whether Money Order (MO) Service is desired.

See Chapter 8.

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39 CHAPTER 1

C1.1.7.2.2.8. State the date by which postal supplies are required.

The USPS requires 60 days to assemble and ship initial supplies. Provide the address

to which the shipment will be made.

C1.1.7.2.2.9. Provide mailing instructions. Identify the

concentration point (first stop after Aerial Mail Terminal/Fleet Mail Center

(AMT/FMC)) or offload point (airstop).

C1.1.7.2.2.10. State the Unit Identification Code (UIC) (Navy and

Marine Corps only).

C1.1.7.2.2.11. State the PSC, UMR, CMR, Unit Number and Box

Range or Box Ranges, if a broken sequence, as applicable.

C1.1.7.2.2.12. State the number of non-DoD users projected to be

provided service through the MPO.

C1.1.7.2.3. Procedures for Submitting MPO Requests

C1.1.7.2.3.1. Requests for the initial establishment of an MPO shall

be submitted through the appropriate Combatant Command. The Combatant Command

shall designate the supporting Military Department and forward establishment

recommendations to the MPSA.

C1.1.7.2.3.2. Requests for opening additional MPOs will be

submitted directly to MPSA.

C1.1.7.2.3.3. Before submitting requests, non-DoD activities shall

obtain concurrence from their respective HQ, the responsible Combatant Command, and

the designated supporting Military Department. Requesting non-DoD activities must

include a statement in their request that they will assume responsibility for the

following:

C1.1.7.2.3.3.1. To provide qualified manpower to operate the

MPO.

C1.1.7.2.3.3.2. To provide funding for all training, travel

associated with postal inspections, and command visits.

C1.1.7.2.3.3.3. To safeguard mail at all times.

DoD 4525.6-M, August 15, 2002

40 CHAPTER 1

C1.1.7.2.3.3.4. To operate subject MPO in accordance with this

Manual, USPS and MACOM directives.

C1.1.7.2.3.4. The DoD Component activity requests for the opening

of additional MPOs shall be submitted through their MACOM to the MPSA for

consideration, when the requesting and supporting Military Department are the same.

C1.1.7.2.3.5. Approval authority for establishing the first MPO in a

country rests with the DUSD(L). These requests shall be routed to the MPSA for

referral to the DUSD(L).

C1.1.7.2.4. MPO Establishment Procedures

C1.1.7.2.4.1. When the MPO request is approved, the MPSA shall:

C1.1.7.2.4.1.1. Assign a ZIP Code.

C1.1.7.2.4.1.2. Provide a Personal Identification Number (PIN)

and a Federal Standard Requisitioning and Issue Procedure (FEDSTRIP) Account

Number.

C1.1.7.2.4.1.3. Notify the appropriate activities of opening.

C1.1.7.2.4.1.4. Coordinate mail transportation requirements.

C1.1.7.2.4.2. All required equipment, supplies, and personnel shall be

available before the MPO opens. Lead-time for ordering of the USPS equipment and

supplies is up to 6 to 9 months, and initial supplies require 60 to 90 days.

C1.1.7.2.5. Classification of MPOs. MPOs are classified into three

basic categories: active, inactive and contingency.

C1.1.7.3. Establishing a Mail Address Only (MAO)

C1.1.7.3.1. MAOs are ZIP Codes opened to serve as routing indicators

for mail separation and transportation purposes only. They will have a designated parent

MPO. MAOs will not be opened to avoid the requirements prescribed for the opening

of an MPO. See subparagraph C1.1.7.2.2.

C1.1.7.3.2. MAO Opening Procedures

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41 CHAPTER 1

C1.1.7.3.2.1. After reviewing the opening criteria, MACOMs shall

submit requests to the MPSA for approval as soon as possible prior to the proposed

effective date. A request to open an MAO must contain the following information:

C1.1.7.3.2.1.1. Estimate volumes of mail for the ZIP Code.

C1.1.7.3.2.1.2. State the parent MPO.

C1.1.7.3.2.1.3. State the number of military personnel and

family members to be serviced, by Military Department, including projected increases

or decreases in strength.

C1.1.7.3.2.1.4. State the number of authorized civilian personnel

and family members to be serviced, by agency, including projected increases or

decreases in strength.

C1.1.7.3.2.1.5. State the name and location of the installation or

activity.

C1.1.7.3.2.1.6. State the proposed opening date.

C1.1.7.3.2.1.7. State the PSC, UMR or CMR, and Unit Numbers

serviced by the MAO.

C1.1.7.3.2.2. If the request is approved, the MPSA will assign a ZIP

Code, notify appropriate activities, and coordinate appropriate transportation.

C1.1.7.4. Disestablishing or Closing an MPO or an MAO

C1.1.7.4.1. Postal Officer will initiate request for closure of MPOs and

MAOs to the MACOM who in turn will forward to MPSA, Operations Division.

C1.1.7.4.2. When approval is granted, take the following actions:

C1.1.7.4.2.1. The MPSA shall notify appropriate activities.

C1.1.7.4.2.2. The MACOM shall:

C1.1.7.4.2.2.1. Notify the MPSA and the servicing JMPA, by

message or alternate means, as far in advance of the actual closing date as possible.

Notification to the MPSA shall include:

DoD 4525.6-M, August 15, 2002

42 CHAPTER 1

C1.1.7.4.2.2.1.1. The ZIP Code, Naval Command and ship's

name, when applicable.

C1.1.7.4.2.2.1.2. The closing date.

C1.1.7.4.2.2.1.3. List of all organizations and activities that

used the MPO or MAO as their mailing address.

C1.1.7.4.2.2.1.4. The disposition instructions for mail.

C1.1.7.4.2.2.2. Request disposition instructions from the

appropriate JMPA for excess USPS equipment and supplies.

C1.1.7.4.2.2.3. Designate an MPO unit to which active postal

offense case files must be forwarded.

C1.1.7.4.2.3. The MACOM Postal Representative, through the MPO

Supervisor shall:

C1.1.7.4.2.3.1. Provide customers with at least a 90-day

termination notice.

C1.1.7.4.2.3.2. Transfer active postal offense case files to the

designated MPO.

C1.1.7.4.2.3.3. Refer to appropriate chapters for disposition

instructions for money orders, stamp stock, and meters. Additional instructions for

supplies and equipment can be found in USPS Publication 247 (reference (j)).

C1.1.7.4.2.3.4. Ensure an audit of accountable postal effects,

including equipment, is performed at the close of business on the last day of operation

or as soon thereafter as practical. Two postal officials appointed for this purpose must

conduct the audit. The custodian of postal effects (COPE) shall not be an auditor, but

must be present during the audit.

C1.1.7.4.2.3.5. Dispose of records. Comply with the

appropriate Military Department, the USPS, and the MPSA disposition instructions, as

applicable.

C1.1.7.4.2.3.6. Coordinate disposition of lockbox nests,

accountable equipment, and records prior to base closure.

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43 CHAPTER 1

C1.1.7.4.2.3.7. Coordinate new addresses and mail routing

instructions for all units relocating. Coordinate and publicize closure of MPO and

postal service center(s) to coincide with drawdown of personnel. Reduce services 30

days prior to closure.

C1.1.7.4.2.3.8. Submit requests to the MACOM to shortstop or

redirect surface mail at the gateway 90 days prior to base closure. Requests for all

other mail should be made 60 days prior to closure.

C1.1.7.5. Relocation, Reclassification, and Transfer of Operational Control of

MPOs

C1.1.7.5.1. When a permanent land-based MPO changes location, the

MACOM must send a message, per subparagraph C1.1.7.2.2., to the MPSA and the

servicing JMPA. When the relocation involves a change in the serviced units, such

information must be included in the request.

C1.1.7.5.2. An MPO may be reclassified as an MAO when mail service

levels no longer warrant MPO status. When this occurs, the MACOM must notify the

MPSA and the servicing JMPA by electronic correspondence with the following

information:

C1.1.7.5.2.1. The ZIP Code.

C1.1.7.5.2.2. Designation of the parent MPO, and who will assume

responsibility for claims, postal offense cases, and records.

C1.1.7.5.2.3. A statement that the MPO is reclassified as an MAO.

C1.1.7.5.2.4. The date financial operations will cease.

C1.1.7.5.2.5. The new instructions for the routing of mail, if

applicable.

C1.1.7.5.2.6. Request disposition instructions or explain the

disposition of USPS equipment, supplies, and postal effects, as applicable. (Include the

mailing date and the registry numbers for the articles, if applicable.)

C1.1.7.5.2.7. Comply with appropriate Military Department, USPS,

and MPSA disposition instructions, as applicable, for MOs, stamp stock, and meters.

DoD 4525.6-M, August 15, 2002

44 CHAPTER 1

C1.1.7.5.3. When reclassifying an MAO to MPO status, the MACOM

must submit to MPSA, by message, a request to open an MPO per subparagraph

C1.1.7.2.2.

C1.1.7.5.4. Upon the MACOMs' agreement and Military Department's

concurrence, notify the MPSA of any transfer between Military Departments of an MPO

or MAO.

C1.1.7.6. Activation and Deactivation of Contingency MPOs

C1.1.7.6.1. When activating a contingency MPO, the Military Component

Command must send a message to the Combatant Commander and SSM. This message

must be sent as soon as possible in advance of the operation. This message shall

include:

C1.1.7.6.1.1. A request to assign a contingency ZIP Code.

C1.1.7.6.1.2. A statement specifying if it is an MPO or an MAO. If

the operation is an MAO, provide the ZIP Code of the parent MPO.

C1.1.7.6.1.3. The mail routing instructions.

C1.1.7.6.1.4. Applicable restrictions.

C1.1.7.6.1.5. The proposed opening date.

C1.1.7.6.1.6. The unit(s) involved, if available.

C1.1.7.6.2. The deactivating message from the in-theater designee to the

SSM includes the following:

C1.1.7.6.2.1. The proposed closing date.

C1.1.7.6.2.2. The disposition instructions for mail received after the

closing date.

C1.1.7.6.3. The SSM shall verify the data, and coordinates with Combatant

Commander J-1 and forwards to the MPSA for action.

C1.1.7.7. Exercises

DoD 4525.6-M, August 15, 2002

45 CHAPTER 1

C1.1.7.7.1. When activating an exercise ZIP Code for a scheduled

exercise, the MACOM shall send a message to the MPSA as soon as possible prior to

the operation. This message shall include all items in subparagraph C1.1.7.6.1., except

it will be an exercise MPO or MAO and need not be coordinated with the SSM.

C1.1.7.7.2. The deactivation messages from the MACOM to the MPSA

contain the information in subparagraph C1.1.7.6.2., except it will be an exercise MPO

or MAO and need not be coordinated with the SSM.

C1.2. THE POST OFFICES AT MILITARY INSTALLATIONS SERVICED BY THE USPS

C1.2.1. Purpose. This section prescribes procedures for conducting postal

services at DoD installations and activities serviced by the USPS.

C1.2.2. Responsibilities

C1.2.2.1. Postal services at military installations located in areas where the

USPS operates are a joint responsibility per reference (g).

C1.2.2.2. The Military Departments shall:

C1.2.2.2.1. Develop inspection criteria.

C1.2.2.2.2. Liaison with the MPSA on DoD postal policy.

C1.2.2.2.3. Develop Military Department training standards.

C1.2.2.2.4. Develop manning authorizations.

C1.2.2.2.5. Develop and maintain MPO pre-pack embarkation sets of

USPS equipment, forms, and supplies for use by active and Reserve units designated to

deploy. In addition, develop inspection criteria to spot-check these pre-packs and sets

for readiness.

C1.2.2.2.6. Ensure technical proficiency of personnel in active Military

Department postal units is maintained through unit training programs.

C1.2.2.2.7. Ensure all postal activities are inspected. See Chapter 12.

C1.2.2.3. The MACOM shall:

DoD 4525.6-M, August 15, 2002

46 CHAPTER 1

C1.2.2.3.1. Appoint a Director of Postal Operations. This appointee

must be an E-9 or above or civilian equivalent.

C1.2.2.3.2. Oversee postal operations.

C1.2.2.3.3. Ensure all subordinate commands provide necessary

resources to perform the postal mission.

C1.2.2.3.4. Ensure DoD personnel and resources are not used to provide

postal service that the USPS is obligated, by law or agreement, to provide.

C1.2.2.4. The Director of Postal Operations for the MACOM shall:

C1.2.2.4.1. Manage all aspects of postal service in the command or area

of responsibility.

C1.2.2.4.2. Manage and coordinate postal policies and procedures

established by the MPSA and the Military Department, ensuring the MACOM staff and

installation postal officers efficiently perform duties.

C1.2.2.4.3. Submit to the MPSA recommended changes to DoD postal

service policies and procedures.

C1.2.2.4.4. Establish procedures for ordering mail transport equipment

on a quarterly basis.

C1.2.2.5. The Installation Commander shall:

C1.2.2.5.1. Appoint an installation postal officer.

C1.2.2.5.2. Coordinate with the servicing USPS postmaster to ensure

adequate and continuous postal support. Servicing postmaster's proposals that are not

concurred with by the installation commander shall be referred through command

channels to the MPSA for resolution.

C1.2.2.5.3. Ensure that DoD personnel and resources are not used to do

functions that USPS is obligated to do by law or agreement.

C1.2.2.5.4. Ensure that all personnel in-process and out-process through

their respective servicing postal unit.

C1.2.2.6. The Installation Postal Officer shall:

DoD 4525.6-M, August 15, 2002

47 CHAPTER 1

C1.2.2.6.1. Prepare standard operating procedures (SOPs) to prescribe

uniform secure mail handling procedures.

C1.2.2.6.2. Coordinate all postal functions of the installation or operating

location.

C1.2.2.6.3. Ensure unit postal officer and PSC supervisors are aware of

their duties and responsibilities.

C1.2.2.6.4. Ensure training is provided for mail clerks, mail orderlies,

volunteers, and alternates.

C1.2.2.6.5. Arrange mail service for incoming units.

C1.2.2.6.6. Ensure casualty mail for military personnel is properly

handled. See Chapter 3.

C1.2.2.6.7. Maintain a current record of installation units and those units

inactivated, redesignated, or permanently departed the previous year, and coordinates

changes with the servicing USPS postmaster.

C1.2.2.6.8. Ensure suspected cases of rifling, theft, destruction, and other

postal offenses are reported. See Chapter 14.

C1.2.2.6.9. Cooperate with U.S. Postal Inspectors regarding complaints,

inquiries, and claims.

C1.2.2.6.10. Conduct PSC, UMR, and CMR inspections.

C1.2.2.6.11. Respond to investigative reports, as necessary.

DoD 4525.6-M, August 15, 2002

48 CHAPTER 1

C2. CHAPTER 2

MILITARY POSTAL SERVICE (MPS) PLANNING

C2.1. PURPOSE

This Chapter contains the principles and concept of support for Military Postal Service

(MPS) contingency planning. It also provides specific instructions for planning postal

support during mobilization, deployments, domestic mail disruptions, and other

contingency situations requiring standardized planning actions.

C2.2. GENERAL

Conduct postal planning per DoD policy. Planning postal support is an essential

consideration for any military operation. Although the scope and substance of support

will vary, formal specifications of postal support in the planning stage of a military

operation are necessary at all levels. Combatant Commands and Component Commands

will ensure the preparation of postal plans for all major contingency, exercise, and

deployment plans. Postal service provides the commander with another

line-of-communication (LOC) that must be highlighted in terms of its impact on

logistical as well as morale support of the force as a whole. When properly

incorporated into the concept of wartime support, postal service provides an increased

operational readiness (morale) with a minimum of resources. If postal planning is not

incorporated into the joint-planning process, postal support requirements may divert

resources from other support requirements.

C2.3. PRINCIPLES

The following basic principles should be considered when planning and providing postal

support:

C2.3.1. The Combatant Commanders should develop an integrated Operations Plan

(OPLAN) utilizing all Military Department's postal resources. Move and process mail

in the theater of operations in order to reduce duplication of effort.

C2.3.2. The plan should relieve forward deployed postal units of mail processing to

the maximum extent.

DoD 4525.6-M, August 15, 2002

49 CHAPTER 2

C2.4. MPS CONCEPT OF CONTINGENCY SUPPORT

C2.4.1. The postal appendix to all plans will include assumptions and guidance as

to the levels of postal support expected during the execution of the plan. The stated

levels of service should go into effect upon implementation of the plan. The

Combatant Command shall notify the MPSA of the service levels, imposed theater

restrictions, inbound restrictions desired, and theater Aerial Ports of Embarkation

(APOEs) and Aerial Ports of Debarkation (APODs) locations.

C2.4.1.1. Appoint a single manager (SM).

C2.4.1.2. Embargoes. Embargoes will be necessary if the MPS network

cannot accommodate mail entering the system. The MPSA will forward the Combatant

Commander's requests for an embargo to the United States Postal Service (USPS).

Combatant Commanders will initiate overseas embargoes. The MPSA will pass

disposition instructions to the USPS and inform theater postal elements of the action.

A mail embargo may be initiated based on one or more of the following reasons:

C2.4.1.2.1. Transportation availability.

C2.4.1.2.2. Storage space.

C2.4.1.2.3. Tactical situation.

C2.4.1.2.4. Personnel staffing.

C2.4.1.3. Restrictions. Restrictions may be imposed due to:

C2.4.1.3.1. Transportation availability.

C2.4.1.3.2. Storage space.

C2.4.1.3.3. Personnel staffing.

C2.4.1.3.4. Host country restrictions.

C2.4.1.4. Official Mail. Official mail should not be restricted and will be

airlifted to overseas areas on a space-required basis.

C2.4.1.5. Personal Mail. Class and weight may restrict personal mail. The

Combatant Commander will submit restrictions for personal mail to the MPSA.

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50 CHAPTER 2

C2.4.2. The MPS elements will adhere to any international support agreements in

effect (i.e., North Atlantic Treaty Organization (NATO), Standard NATO Agreements

(STANAGs), bilateral agreements, etc.).

C2.4.3. DoD Directive 4525.6, enclosure 3 (reference (a)), details the

circumstances under which Free Mail (FM) may be authorized. All Combatant

Command postal plans shall provide procedures for requesting FM. This is critical

since the implementation of FM is not automatic and requires interagency

coordination. Generally, the Combatant Command will initiate the request for FM to

the MPSA. Requests will include geographic limits for the privilege. The MPSA will

submit the request to the DUSD(L) for Secretary of Defense action. The MPSA will

provide implementing instructions once the privilege is approved.

C2.4.4. Financial services are normally an integral part of postal operations.

However, when situations dictate (for example, during high-intensity combat operations

or short-term deployments), MPS financial services may be curtailed, suspended, or not

provided at all.

C2.4.5. Postal support of non-combatant evacuation operations (NEO) shall be in

the OPLAN. Specific procedures and restrictions on NEO mail privileges are in

reference (a).

C2.5. CENSORSHIP

With the exception of the provisions in section C2.17., there is no authority to conduct

mail censorship at any time.

C2.6. DOMESTIC DISRUPTIONS

The MPS is an extension of the USPS. Crises that affect USPS operations will also

have an impact on MPS operations. During times of national emergency, the

Postmaster General may impose certain restrictions on mail processing and delivery

that may adversely affect the MPS. The MPSA will coordinate with the USPS HQ to

ensure operational decisions regarding sortation, disposition, embargo, and restriction

of mail will have the least possible impact on the MPS. During U.S. domestic

disruptions, the MPSA, will consult with USPS, and coordinate with USPS on any

request for assistance.

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51 CHAPTER 2

C2.7. PLANNING SPONSIBILITIES

The following is an overview of the postal responsibilities within the Department of

Defense.

C2.7.1. The DUSD(L) will provide policy guidance and direction concerning the

MPS by the DoD Components, other Government Agencies, non-governmental

organizations, and personnel through MPSA.

C2.7.2. The Secretary of the Army is the SM of the MPS for the Department of

Defense.

C2.7.3. The Executive Director, MPSA, will issue policy and provide guidance and

technical assistance. The Executive Director, MPSA, exercises command and control

of the JMPA and is the single POC with the USPS. The MPSA and JMPA will:

C2.7.3.1. Coordinate with the Federal Aviation Administration (FAA) on any

restrictions that may be imposed requiring the screening of all mail.

C2.7.3.2. Coordinate with the USPS to obtain optimum support for the

Combatant Commander.

C2.7.3.3. Advise the USPS to implement mail embargo procedures as

requested by the Combatant Commander.

C2.7.3.4. Upon request from the Combatant Commander, initiate action to

obtain FM privileges and, if approved, promulgate implementing instructions.

C2.7.3.5. Upon request from the Combatant Commander, coordinate through

DoD Public Affairs Office, in conjunction with the USPS, the level of service that

personnel in the area of responsibility (AOR) will receive, to include Any Service

Member (ASM) Mail.

C2.7.3.6. Coordinate air and surface movement of military mail with the

USPS from the CONUS gateway to the APOEs.

C2.7.3.7. Recommend supporting Combatant Command any personnel

augmentation requirements for operation of MPOs.

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52 CHAPTER 2

C2.7.3.8. Pass mail routing, massing, labeling, and distribution information on

AOR APOs or FPOs from the Combatant Command designated executive agent to the

USPS.

C2.7.3.9. Initiate an on-going and, as needed, public information program in

conjunction with the USPS concerning mail service in the AOR.

C2.7.3.10. Review Combatant Command's postal plans, provide

recommendations, and coordinate.

C2.7.3.11. Assign contingency ZIP Codes. See Chapter 1.

C2.7.4. The Combatant Commander controls postal personnel and resources, and

will normally appoint a component command as SM and POC on all postal issues in the

AOR. The SM will work in concert with the Combatant Command staff. The

Combatant Command retains functional responsibility for theater postal operations and

may identify certain actions of the SM to be performed by the Combatant Command

designated executive agent.

C2.7.4.1. The Combatant Commander may request FM. The Combatant

Commander will evaluate the justification of FM to ensure compliance with Title 39

U.S.C. (reference (b)). The Combatant Commander then forwards the request to the

MPSA.

C2.7.4.2. The Combatant Commander may request ASM mail. The request

with any desired limitations is forwarded to the MPSA for action. It should not be

requested until all mission-essential personnel, supplies, and equipment have arrived in

theatre and an AOR transportation network is firmly established.

C2.7.5. The SM will implement postal operations throughout the AOR under the

authority of the Combatant Commander and serve as the liaison between the theater of

operations and the MPSA. The SM will:

C2.7.5.1. Establish joint-MPS policy in theater and assign responsibilities of

the Joint Task Force (JTF) component commands.

C2.7.5.2. Ensure that postal personnel, postal assets, and theater infrastructure

requirements are integrated into the Time Phased Force Deployment List (TPFDL) in

time to support the early flow of mail into theater.

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53 CHAPTER 2

C2.7.5.3. Coordinate with the JTF-designated executive agent to establish the

start of mail service. Mail service should be initiated as soon as possible, but only

after necessary postal personnel and assets have arrived in theater.

C2.7.5.4. Establish the priority of mail movement from the APOEs and/or

APODs into theater in coordination with the Combatant Commander's priority.

C2.7.5.5. Process exception to user policy requests for support to

international military commands, other U.S. Government Agencies, and

non-governmental organizations and forward to the MPSA. Follow guidelines for

processing these requests per section C2.10.

C2.7.5.6. Request the MPSA activate and deactivate contingency ZIP Codes.

C2.7.5.7. Coordinate mail movement within the AOR.

C2.7.5.8. Pass mail routing instructions to the MPSA.

C2.7.5.9. Develop procedures for handling contaminated mail per USPS

Publication 52 (reference (k)).

C2.7.5.10. Implement and establish mail-screening security procedures when

MPSA advises.

C2.7.6. The Combatant Commands shall implement all postal operations in the

AOR per guidance received through the SM. The designated executive agent will:

C2.7.6.1. Coordinate MPS operations at MPOs, MCAs, AMTs, FMCs, and

SMTs in the JTF AOR.

C2.7.6.2. Establish or request additional postal restrictions or embargo

procedures. This may be necessary if excessive mail volume is hampering the flow of

mission essential supplies and equipment into theater.

C2.7.6.3. Specify any restrictions for retrograde mail.

C2.7.6.4. Request FM privileges per references (a) and (b), if not previously

requested.

C2.7.6.5. Request ASM, if not previously requested and desired. Weigh this

decision against available airlift, ground transportation, manning, and postal system

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54 CHAPTER 2

throughput capability. ASM can have a positive impact on morale, especially for those

Service members who infrequently receive mail; however, it competes with normal mail

movement for limited transportation assets.

C2.7.6.6. Identify, confirm, and keep current the theater APOEs and Surface

Port of Embarkation (SPOE).

C2.7.6.7. Ensure individual Military Department components develop and

maintain casualty mail procedures and directory services.

C2.7.6.8. Provide MPS Postal Net Alerts, situation reports, and transit time

reports to MPSA, as required.

C2.7.6.9. Appoint, if desired, one of the JTF component commands as

Executive Agent to accomplish the above functions.

C2.7.6.10. Implement and establish mail-screening procedures when MPSA

advises.

C2.7.6.11. Maintain equipment for contingency operations, as required. This

equipment will accompany the initial contingency APO/FPO fixed credit.

C2.8. FREE MAIL (FM)

C2.8.1. FM is authorized under 9 U.S.C. 3401(a) (reference (b)). Originally

authorized only by the President, the authority was delegated in Executive Order 12556

(reference (l)) to the Secretary of Defense in 1989 to expedite implementation.

C2.8.2. FM is limited by reference (b) to letter mail, sound or video recorded

communications having characteristics of personal correspondence and addressed to a

place within the delivery limits of the USPS or MPS. FM privileges do not apply to

mail delivered by a foreign postal administration.

C2.8.3. The Combatant Commander must request FM for those areas where the

Armed Forces of the United States are engaged in operations of a temporary nature

under arduous conditions or involving armed conflict with a hostile foreign force.

Request is submitted directly to the MPSA.

C2.8.4. MPSA forwards the request with its recommendation to the Secretary of

Defense through the DUSD(L).

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55 CHAPTER 2

C2.8.5. The DUSD(L) coordinates with the General Counsel, DoD, to confirm that

the request complies with the law. They then consult with the Department of State

(DoS) and the Postmaster General, USPS on the Secretary of Defense's intention to

authorize FM in the area requested.

C2.8.6. When approved by the Secretary of Defense, the MPSA releases detailed

implementing instructions to the Combatant Commander and USPS.

C2.9. UNITED NATIONS (UN) OPERATIONS

The UN is recognized as a formal postal administration. They have their own frank, as

well as UN stamps, which are honored by the USPS. Postal service during UN

operations is as follows:

C2.9.1. The UN provides FM service from the UN mission area to home countries

for individual military personnel of contingent units. This includes both personal and

official mail that must be franked with the UN impression. The FM service does not

apply from home countries to contingent units.

C2.9.2. All official mail from contingent units is delivered at the UN's expense.

C2.9.3. Only First Class letters and post cards, weighing 10 grams (0.35 ounces)

or less will be accepted as FM from members of a contingent unit. Individual members

are entitled to dispatch up to five free letters per week, including UN aerogrammes that

are provided at the UN's expense. The UN aerogrammes constitute the bulk of personal

correspondence. Issues to contingent units are based on an allocation of five

aerogrammes per person per week. No enclosures are permitted in aerogrammes.

C2.9.4. The UN mission post office is responsible for receiving bundles of FM

franked with the UN impression by contingent units, consolidate it in mailbags, and

dispatch it to postal authorities in the respective home countries. It is not to move

through MPS channels.

C2.9.5 Postal support for U.S. Forces is normally a U.S. responsibility when

significant U.S. Forces are deployed under the auspices of the UN.

C2.9.6. Organic MPS support is usually established when the United States

initiates military operations unilaterally. MPS support normally continues for U.S.

Forces when U.S. operations are transferred to UN control.

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56 CHAPTER 2

C2.10. POSTAL SUPPORT FOR COALITION FORCES

C2.10.1. Foreign military units serving with the U.S. Armed Forces, upon the

request of their government, may be authorized to move closed mail to and from their

home country through MPS channels when the international postal infrastructure is

inadequate. This mail must be transported at the requesting country's expense. Mail

for Coalition Forces is subject to the same restrictions as those applied to U.S. Forces,

though additional individual country restrictions may apply.

C2.10.2 Follow these procedures for requesting MPS support for Coalition Forces:

C2.10.2.1. The JTF Commander forwards a list of coalition countries

requesting MPS support to the Combatant Commander.

C2.10.2.2. The Combatant Command evaluates the request in collaboration

with legal counsel and makes appropriate recommendations to the MPSA.

C2.10.2.3. The MPSA coordinates implementation with applicable agencies

(e.g., USPS, Customs) and notifies the Combatant Command upon completion.

C2.10.2.4. The Combatant Command (J-1) contacts the senior U.S. Military

Liaison Officer in each of the coalition countries that have requested MPS support to

ensure each country agrees to pay transportation costs for their military mail. The

coalition country's postal administration must acknowledge they will reimburse the

Department of Defense for all costs related to mail transportation. Billing procedures

will be established prior to implementation.

C2.10.2.5. Upon approval by coalition countries, the Combatant Command will

coordinate start-up dates with the MPSA. The MPSA will verify with the USPS that

coalition governments and the USPS have established billing procedures prior to

establishing start-up date.

C2.10.3. Coalition Forces have options other than requesting MPS support, which

include using their own military postal systems, international mail, direct-air freight, or

their country's diplomatic pouch systems.

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57 CHAPTER 2

C2.11. PEACETIME DEPLOYMENT AND EXERCISE PLANNING

This section applies to routine deployments and field training exercises, during which

postal services are provided. When preparing plans for routine deployments, the

following guidance applies:

C2.11.1. Whenever U.S. Forces deploy, ensure the MPS is authorized to operate

in the host nation.

C2.11.2. The deploying forces coordinate MPS support with the supporting

command when developing the deployment plans. The supporting command is

responsible for issuing guidance and coordinating MPS support based on its capabilities.

C2.11.3. During deployment planning, the supporting command will select the

most appropriate MPS resources within its authority.

C2.11.4. The servicing JMPA is responsible for providing instructions to the USPS

for routing mail from the CONUS to the deploying force based on theater postal

planning inputs.

C2.11.5. The minimum service for a deploying force is receipt and dispatch of

personal letter mail and official mail.

C2.11.6. Service may be provided to deploying units by:

C2.11.6.1. Using an existing ZIP Code near the location of the deploying

force.

C2.11.6.2. Activating an MPO.

C2.11.6.3. Activating a Mail Address Only (MAO) number (to have total mail

separation) at an existing MPO near the location of the deploying force (larger

deployments).

C2.12. COMMAND POST EXERCISE (CPX) PLANNING

C2.12.1. The MPSA and MPS will routinely participate in joint and worldwide

CPXs directed and coordinated by the Joint Chiefs of Staff (JCS).

C2.12.2. The MPSA will staff an exercise response cell during appropriate JCS

exercises when postal scenarios are being evaluated. The response cell will include

exercise controllers to ensure the MPS exercise participation is per exercise directives.

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58 CHAPTER 2

C2.13. TRANSPORTATION PLANNING

C2.13.1. Transportation planning for mail movement to and from overseas in

peacetime is the responsibility of the MPSA and the servicing JMPA. During the

transition to contingency operations, the MPSA, supporting and supported commands,

USPS, and the USTRANSCOM coordinate mail transportation requirements.

C2.13.2. If the JCS directs the implementation of a major OPLAN, commercial

airlift can be placed into Government service via the Civil Reserve Air Fleet (CRAF),

which is controlled by the USTRANSCOM and AMC. The activation of CRAF can

impact commercial lift capability at the commercial gateways. However, if these

channels are unavailable, the MPSA will coordinate the routing of mail through military

channels.

C2.13.3. Restrictions and embargoes may limit MPS to air-eligible mail. The

MPSA will initiate action to transfer air-eligible mail to surface modes, or finally, to an

embargo status.

C2.14. MAIL DISRUPTIONS

When foreign civil actions or natural disaster affect mail movement, the MPSA will

issue specific instructions for the anticipated situation.

C2.15. EVACUATION PLANNING

Supported commands and their postal units are responsible for NEO plans. The

following procedures and guidance apply:

C2.15.1. Evacuation plans will provide for change of address notification.

C2.15.2 Requests to divert or embargo mail must be routed to the MPSA.

C2.16. EMERGENCY EVACUATION AND DESTRUCTION OF POSTAL EFFECTS

Evacuation and Destruction plans of all units operating a mail facility will include

instructions for disposing mail and equipment.

C2.16.1. When sufficient advance warning is received:

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59 CHAPTER 2

C2.16.1.1. Deliver to addressee or dispatch mail on hand to the nearest postal

facility by the safest and most expeditious means available.

C2.16.1.2. Suspend operations and transport postal effects and supplies to a

safe and secure location.

C2.16.2. When there is insufficient advance warning, emergency destruction of

mail and postal effects will take place in the following order:

C2.16.2.1. Official registered mail.

C2.16.2.2. Directory service information.

C2.16.2.3. Blank postal MO forms.

C2.16.2.4. Currency and coins.

C2.16.2.5. Postage stamps and stamped paper.

C2.16.2.6. Paid MOs and checks on hand.

C2.16.2.7. The MO imprinter.

C2.16.2.8. Other accountable mail.

C2.16.2.9. All remaining mail.

C2.16.2.10. All-purpose date and canceling stamps.

C2.16.2.11. All other records, equipment, mail sacks, and furniture.

C2.16.2.12. When possible the personnel conducting emergency destruction

should ensure there is a witness.

C.2.16.2.13. Personnel conducting emergency destruction will submit list of

items destroyed to the MACOM.

C2.17. ACCEPTANCE, TREATMENT, AND HANDLING OF ENEMY PRISONERS OF

WAR/OTHER DETAINED PERSONNEL (EPW/DP) MAIL

This section addresses general responsibilities pertaining to the EPW/DP mail program.

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60 CHAPTER 2

C2.17.1. The Geneva Convention designated the International Committee of the

Red Cross (ICRC) to negotiate specific details for handling mail. The United States

designated the DoS as its negotiating representative. MPS would not normally be

involved in this program, but MPS personnel need to be aware of the possibility of

handling mail.

C2.17.2. DoD Directive 2310.1 (reference (m)) designates the Secretary of the

Army as the Executive Agent to administer the EPW/DP program. This Manual does

not charge the MPS with specific responsibilities.

C2.17.3. In the event that MPS is tasked to provide support for this program MPSA

will provide instructions detailing MPS required actions.

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61 CHAPTER 2

C3. CHAPTER 3

PROCESSING, MAKEUP, AND DELIVERY OF MAIL

C3.1. COLLECTION, POSTMARKING, MAKEUP, AND DISPATCH OF MAIL

C3.1.1. Purpose. This Chapter outlines procedures for the processing and makeup

of mail at all military postal activities. Mail must be processed and prepared for

dispatch or delivery per the references and guidance from the appropriate JMPA.

C3.1.2. General

C3.1.2.1. The processing and makeup of mail is the first step in the mail

delivery cycle. This phase of operation involves collecting, postmarking, sorting,

pouching, sacking, and traying of mail for dispatch.

C3.1.2.2. References to MPOs throughout this Chapter include MAO

locations that process mail. All MPOs shall process mail per this Manual.

C3.1.2.3. The MPO locations should make mail available for customer pickup

6 days a week when resources are available. Postal activities tendering mail to or

receiving mail from air carriers must operate 7 days a week when resources are

available.

C3.1.3. Mail Processing

C3.1.3.1. Mail Collection

C3.1.3.1.1. Personal mail is collected from collection boxes by MPO

personnel, or accepted across postal finance windows. Mail deposited for mailing at

MPOs overseas bearing the return address of persons or activities not authorized MPS

privileges must be processed per Chapter 10. Official mail is collected from unit mail

clerks, mail orderlies, or other official mail distribution centers. Mail from collection

boxes must be picked up per local schedules as posted on the boxes. List collection

times on USPS Label 55-C, "Deposit Mail for Collection." Pickup may not be earlier

than posted times and not later than 20 minutes after the scheduled pickup. Collection

times must coincide with dispatch schedules to prevent unnecessary delay of mail.

Place on USPS Label 55 the location of the box used as the last pickup before dispatch.

C3.1.3.1.2. In addition to the appropriate collection label, mail collection

boxes must display the USPS Label 55-A, "U.S. Mail Emblem." See directions on cover

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62 CHAPTER 3

of label. Optional: when the MPO has scheduled box collection after last dispatch time

(i.e., truck dispatch is at 0900, last collection at 1500) the following annotation may be

placed when applicable on lower left half of USPS Label 55, "Mail deposited by (cut-off

time) will be dispatched same day. Mail deposited between (cut-off time) and (end of

day) will be postmarked the same day, but dispatched the following day."

C3.1.3.1.3. Official mail found in mail collection boxes must be turned

over to the local official mail center and/or site for disposition.

C3.1.3.1.4. Postal activities must provide proper security and

accountability for all keys to collection boxes. Control spare keys and combinations

for collection boxes. Immediately repair or replace faulty locks. Replace locks

immediately if keys are lost.

C3.1.3.1.5. When picking up mail from collection boxes, postal clerks

must take precautions to safeguard the mail at all times. Anchor or spot-weld

collections boxes to prevent theft.

C3.1.3.1.6. Collection boxes will be modified when directed by MPSA

per security measures.

C3.1.3.2. Postmarking

C3.1.3.2.1. Lobby and collection box notices showing the last collection

and dispatch time must state that mail deposited after the last collection time will not

be processed or postmarked until the following duty day. Include a statement for

weekend and holiday exceptions. Postmark and cancel mail per USPS "Postal

Operations Manual (POM)" (reference (n)) with the following exceptions:

C3.1.3.2.1.1. All mail and Intra-theater Delivery Service (IDS)

accepted and dispatched from a MPO must be postmarked to show the

acceptance/dispatch date.

C3.1.3.2.1.2. Do not use "AM" or "PM" in any postmarking devices.

C3.1.3.2.1.3. Bulk mailers, such as the Army and Air Force Exchange

Service (AAFES) warehouses, that prepare mail for dispatch on predetermined days,

must postmark the mail on the actual date of dispatch. For example, if a shipment is

being prepared on Tuesday, but the actual dispatch is not scheduled until Friday, the

postmark must reflect Friday's date.

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63 CHAPTER 3

C3.1.3.2.2. Mail posted at MPOs for direct dispatch to the United States

or other MPOs must bear the postmark number of the dispatching office.

C3.1.3.2.3. Honor requests for philatelic postmarks except when

precluded for security reasons (POM 443, reference (n )).

C3.1.3.2.4. Postmark missent mail on the back to indicate the date of

receipt before being redispatched to the end destination.

C3.1.3.2.5. Process domestic mail discovered with insufficient postage

per USPS "Domestic Mail Manual (DMM)" (reference (o)). Mail bearing an

international address without postage or insufficient postage shall be returned to the

sender per USPS "International Mail Manual (IMM)," part 420 (reference (p)).

C3.1.3.3. Sorting Mail. Sort outgoing mail per references. Determine the

design of sorting cases by the volume of mail generated by the postal activity and

MACOM directives. When letter mail volumes are not sufficient to be trayed follow

subparagraphs C3.1.3.4.1. through C3.1.3.4.3.

C3.1.3.4. Securing Direct Letter and Flat Bundles. Secure letters and flats

before pouching and sacking to ensure they remain intact and maintain their Zip Code

identity during transportation or as per JMPA instructions. The steps outlined below

will assist clerks in preparing letter and flat bundles correctly:

C3.1.3.4.1. Make bundles as large as one hand can hold easily,

approximately 4 inches thick.

C3.1.3.4.2. Secure all letter bundles with rubber bands.

C3.1.3.4.3. Secure flats and magazines with plastic banding or cotton

string, if rubber bands are too small. Place facing slips on top of flat bundles for easy

processing.

C3.1.3.5. Securing Working Bundles Containing Certified and Balloting

Material. Place certified, and balloting materials on top of working letter bundles.

Separate mail by rubber banding and placing the bundle in the front of the tray.

C3.1.4. Mail Makeup. The MPS must ensure mail is sorted, pouched, sacked, and

trayed per Air Mail Center schemes. Each JMPA will disseminate pouching, sacking,

and labeling instructions based upon information received from the serving USPS air

transportation office.

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64 CHAPTER 3

C3.1.4.1. Tray letter-class mail to the maximum extent possible to avoid

USPS processing delays. Contact serving AMT or Postal MACOM if you cannot tray

retrograde first-class mail. Use PS Tag 6, "First-Class Mail," if pouches are necessary.

C3.1.4.1.1. Bundle directorized mail separately from other mail in the

tray.

C3.1.4.1.2. When mail volume is less than 5 pounds or one-fourth pouch

for intra-theater destinations, dispatching clerks may commingle all classes of mail in

one pouch.

C3.1.4.2. Pouching, Sacking, and Traying Procedures. Each location is

responsible for preparing mail for dispatch. The first step of mail dispatch is correct

pouching or traying. Pouch, sack, or tray all mail by classification and service,

considering priorities, transportation policies, and cost. Dispatching locations will use

plastic inserts in mailbags and flat trays, letter trays are to be enclosed in a plastic

insert. Dispatching locations must follow the references and supporting JMPA

instructions. Use the following general guidelines when pouching or sacking mail:

C3.1.4.2.1. Dispatch zone-rated (Priority) mail in an orange U.S. MAIL

Priority Pouch and First-Class letter mail in letter trays (half or full).

C3.1.4.2.2. Dispatching agencies must not commingle First-Class or

Priority mail with other classes of mail without prior MPSA approval.

C3.1.4.2.3. Pouch all film mailers not being sent to commercial

processing laboratories and voice tape cassettes separately from air priority zone-rated

(Priority) and First-Class letter mail. When volume does not warrant separate pouching

of voice tape cassettes and film self-mailers, label the pouch, "Mixed States Working,"

and forward to the servicing AMT, MPO, or FMC for consolidation, when appropriate.

C3.1.4.2.4. Unless MACOMs direct otherwise, dispatch items that could

damage mailbags or other mail as outside pieces (OSPs). Do not pouch or sack parcels

that meet the criteria in DMM C050 (reference (o)) except for those locations that

cannot receive OSPs.

C3.1.4.2.5. Dispatch letter mail being returned to the sender with other

letter mail. Completely cover any barcodes that may be printed on the front and back of

the envelope.

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65 CHAPTER 3

C3.1.4.2.6. Mail endorsed "Return Service Requested," "Address Service

Requested," and "Forward Service Requested" shall be dispatched via Standard "A" Mail.

C3.1.4.2.7. Mail being dispatched under cover routing procedures (see

Chapter 11) shall be double-bagged and slide labeled to the servicing MPS activity.

Outside pieces will not be dispatched under cover routing.

C3.1.4.3. Affixing Tags and Labels to Pouches, Sacks, and Trays. Label, tag,

and seal the trays, pouches, and sacks properly. Since slide labels and tags are the only

external identifiers of end destinations for mail contained in the pouch, sack, or tray,

take extreme care to label all mail correctly before manifesting. Follow instructions

for the proper methods of labeling and tagging pouches, trays, or sacks for dispatch

provided by the supporting JMPA.

C3.1.4.4. Slide Label Application. Annotate the slide label with the date mail

leaves your facility. Annotate weight on flight tags (if mail is not being processed

through MIDAS) based on mode of dispatch as directed by MACOM Postal

Representative.

C3.1.4.5. Mailbag Equipment and Handling Procedures

C3.1.4.5.1. USPS Transport Equipment. The USPS furnishes transport

equipment for the exclusive use in transporting U.S. mail; therefore, do not use them for

any other purpose. Do not remove plastic Air Contract Transportation (ACT) tags from

pouches. Remove labels from the tags prior to placing pouches with empty equipment.

The MACOM must establish procedures for ordering mail transportation equipment on a

quarterly basis.

C3.1.4.5.1.1. Elbow or Cradle. Empty mailbags carefully after each

use to determine that no mail is left therein and that slide labels have been removed.

Hold the mouth of the bag wide open in good light and examine the whole interior

closely. Do not turn mailbags inside out. If mail is found in empty equipment,

complete a PS Form 5049, "Mail Found in Supposedly Empty Equipment." Stamp the

item "Mail Found in Empty Equipment" and deliver it to the patron.

C3.1.4.5.1.2. Return surplus bags frequently to mailbag

depositories. See Chapter 11. Before returning empty mail equipment, servicing

FMCs, AMTs, military mailbag depositories, MCAs, and MPOs must coordinate with

one another for intra-theater use of the mailbags.

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66 CHAPTER 3

C3.1.4.5.1.3. Inscribe the gross weight of mail equipment, in kilos

or pounds on slide labels or flight tags of all air transported mailbags. Do not enter the

weight on slide labels when the mailbags are bulk weighed in a container and are not

labeled beyond the U.S. gateway.

C3.1.4.5.1.4. Affix an anti-pilferage seal on all mail pouches/sacks

generated at MPOs that are to be transported by air.

C3.1.4.5.2. Diplomatic Pouch (DP) Service. (Use of the USPS mailbag

equipment flagged as DP is prohibited.) DPs cannot be sent through the MPS.

However, if DPs enter the MPS, do not open them under any circumstances while they

are in postal channels. The postal supervisor should notify the MACOM and the MPSA

and arrange the receipt of the DP through the MPS. The postal supervisor should

coordinate disposition of the DP with the sender.

C3.1.5. Dispatch of Mail Under Special Rules. Hazardous materials (HAZMAT)

may be mailed when they meet USPS criteria outlined in USPS Pubs 52 (reference

(k)). Mark or tag HAZMAT per DMM C021 (reference (o)) and reference (k). If all

DMM conditions are met, HAZMAT must be dispatched separately from ordinary mail,

when possible. HAZMAT needs a greater dispatch window; coordinate this with the air

carrier.

C3.1.6. Military Post Office (MPO) Irregularities

C3.1.6.1. Reporting Errors

C3.1.6.1.1. Report errors in the makeup and dispatch of mail on DD Form

2273, "Irregularities in Makeup and Dispatch of Mail." See Figure C3.F1. Report

USPS errors noted on DD Form 2273, electronically if available, to the servicing JMPA

via the MACOM. Send DD Forms 2273, which report irregularities between MPOs, to

the appropriate postal representative or postal officer. Report recurring errors by

separate correspondence to the MACOM for resolution and info MPSA.

C3.1.6.1.2. When MPOs report errors on DD Forms 2273, attach slide

labels, facing slips, and AV-8 Label/Tag, "Military and International Dispatching and

Accounting (MIDAS) Tags," as applicable, to the report. These items assist in isolating

errors and speeding corrective action. Show a concise explanation of the irregularity in

the "Remarks" section of the DD Form 2273.

C3.1.6.2. Missent Mail. When a noted irregularity involves missent mail, take

the following actions before dispatching:

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67 CHAPTER 3

C3.1.6.2.1. Postmark all missent letters and flats on the back and endorse

"Missent to MPO ______." Postmark parcels and publications on the address side.

Cross out old APO/FPO number and all bar codes on front and on the back of

letters/flats.

C3.1.6.2.2. Postmark all missent pouches on the back of the slide label.

C3.1.6.3. Excessive Transit Time Complaints. The MPS and USPS are

concerned with finding and eliminating the cause of mail delays. To provide a

systematic standard approach in solving mail delay problems, the transit time

measurement systems were developed. Collected data is used to develop mail delivery

standards and compare actual performance with those standards. Use the following

procedures when receiving complaints:

C3.1.6.3.1. When a customer questions excessive transit times, provide

normal delivery standards and goals established by the transit time measurement

systems. Also, explain any unusual factors that may have affected mail delivery for that

period, such as weather or strikes.

C3.1.6.3.2. If the customer desires to file a written mail delay complaint,

the customer should provide:

C3.1.6.3.2.1. The post office of origin and proof of mailing date of

the article. The customer should provide this proof to the MPO, using the wrapper

annotated with the date of receipt.

C3.1.6.3.2.2. If the wrapper is not available, attempt to obtain the

postmark date, date of receipt, and mailing office from the original post office.

C3.1.6.3.3. A single delayed mailing does not necessarily warrant

investigation; thus, the activity receiving the complaint must collect a representative

sampling of data that will support a mail delay. For this purpose, use pouch slide labels

and postmarks of mail contained in those pouches to support transit information.

Servicing JMPAs will coordinate with gateway mail processing facility personnel to

resolve complaints reported on DD Form 2273.

C3.2. DELIVERY OF MAIL AT MILITARY POST OFFICES, POSTAL SERVICE

CENTERS (PSCs), COMMUNITY OR CONSOLIDATED MAILROOMS (CMRs) AND

UNIT MAILROOMS (UMRs)

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68 CHAPTER 3

C3.2.1. Purpose. This section prescribes administrative and operational

procedures for the receipt and delivery of mail at MPOs, PSCs, CMRs, and UMRs.

C3.2.2. General. Collect on delivery (COD) services are not available at MPOs,

PSCs, CMRs, or UMRs. Postage due mail must be delivered as regular mail. Do not

collect the postage due.

C3.2.3. Mail Receipt and Distribution

C3.2.3.1. PSCs, CMRs, and UMRs must receive mail at the times designated

by the servicing postal activity.

C3.2.3.2. Before receipting for mail from the servicing postal activity, mail

clerks and mail orderlies must ensure that any damaged articles are endorsed properly

and rewrapped, if needed. Make every effort to match articles found loose with their

original envelopes or wrappers and return unmatched articles to the servicing post

office. If mail clerks and mail orderlies receive damaged articles in closed bags, repair

such articles and endorse them "Received in damaged condition." Include the date of

receipt and identify the unit repairing the article in the endorsement.

C3.2.3.3. Endorse unsealed First-Class Mail with "Received Unsealed." Affix

PS Label 21, "Officially Sealed," to the letter and initial it, except as indicated in

reference (o) before delivery.

C3.2.3.4. Mail opened by mistake shall be re-sealed, endorsed "Opened by

Mistake" dated and signed by the person who actually opened the mail piece. The mail

clerk or the mail orderly will then deliver the mail piece if the addressee is attached to

that unit, or return it to the servicing post office for forwarding to the correct address.

C3.2.3.5. Provide priority processing and delivery for balloting material.

C3.2.3.6. Report mail suspected of harmful contents immediately to the

servicing postal activity and bomb disposal unit, Explosive Ordinance Disposal (EOD)

team, or other unit trained in handling such material.

C3.2.3.7. Process mail addressed to postal clerks, unit mail clerks, and mail

orderlies the same as mail for other customers. Do not open, store, or dispose of such

mail in the mail work area.

C3.2.4. Definition of Official Mail. Consider mail as official if it includes a

name, rank, duty title, office symbol, or is addressed by title (such as Supply Officer or

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69 CHAPTER 3

1st Sergeant). Deliver mail addressed to "Commander of" an individual as official mail

for the commander. Installation commanders may issue additional guidance on

distinguishing between official and personal mail.

C3.2.5. Delivery of Personal Mail

C3.2.5.1. Do not use DoD personnel and resources to duplicate services that

the USPS, by law or agreement, is obligated to provide. Customers residing in on base

housing (family quarters or barracks) or residing off base where USPS provides delivery

service must receive personal mail at those locations.

C3.2.5.2. Military personnel, their family members, and DoD civilians

traveling under official orders may receive mail through the PSC, CMR, or UMR until a

permanent address has been established.

C3.2.5.3. Deliver mail personally to the addressee or through individual

receptacles. Receptacle delivery procedures are contained in section C3.3. Never

leave mail unprotected.

C3.2.5.4. If any addressee is not authorized MPO privileges, contact the

sponsor and advise that mail for unauthorized MPO users have been received. The

MPO supervisor, after contacting the sponsor, will determine the disposition of the

mail. If determination is made to return to sender, endorse "Addressee Not Authorized

MPO Privileges" and return to sender.

C3.2.5.5. Before releasing mail, identify the patron. Personal recognition

suffices when delivering non-accountable mail directly to patrons known by the military

postal clerk, postal clerk, mail clerk, or mail orderly. If the addressee is unknown, or

when delivering accountable mail, compare the name on the patron's Identification (ID)

card with the name of the addressee on the article. When UMCs or mail orderlies pick

up mail, check the DD Form 285, "Appointment of Military Postal Clerk, Unit Mail

Clerk or Mail Orderly," to verify the person is eligible to receive the mail.

C3.2.5.6. Any designated family member with a valid identification card may

receive mail for any family member, except mail reflecting restricted delivery.

C3.2.5.6.1. The sponsor may state in writing that family members cannot

have access to the sponsor's mail. The sponsor cannot, however, control the delivery of

mail addressed specifically to the spouse. It is suggested that MPO personnel

color-code the lockbox name label with a marker/tape indicating lockbox holder's mail

that may only be delivered to the sponsor.

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70 CHAPTER 3

C3.2.5.6.2. The sponsor may control delivery of minor family member's

mail per DMM D042 (reference (o)).

C3.2.5.6.3. The sponsor remains responsible for making delivery of mail

available to the spouse and family members.

C3.2.5.7. Customers can control the delivery of their mail (including

restricted delivery mail) by completing a PS Form 3801, "Standing Delivery Order," (see

Figure C3.F2.); PS Form 3849, "Delivery Notification/Reminder/Receipt" (see Figure

C3.F3.); DD Form 2258, "Temporary Mail Disposition Instructions" (see Figure C3.F4.);

or through written instructions. Overseas customers must only designate people

authorized MPO privileges by virtue of their own status to receive their mail. Keep

authorized agents to a minimum. Customers should not use this system for the

convenience of not retrieving their own mail from a PSC, CMR or UMR.

C3.2.5.8. Addressees can refuse mail they do not want to receive under the

provisions described in subparagraph C3.2.5.8.1., below. Request the addressee write

the word "Refused" on the front of the envelope or wrapper, sign it, and date it. If the

addressee declines to make the endorsement, the military postal clerk, mail clerk or

mail orderly must write the words "Refused by addressee," date it, and sign it. The mail

clerk will return mail refused by the addressee to the servicing post office for

disposition by its class. Endorse refused and return to sender.

C3.2.5.8.1. Patrons may refuse accountable mail at the time of delivery,

before receipting for the article. Endorse refused and return to sender. Ensure PS

Form 3849 is completed to indicate item was returned.

C3.2.5.8.2. Addressees may refuse non-accountable mail at the time of

delivery, if it is returned unopened. The endorsement "Return Service Requested" on

Standard Mail becomes void when the addressee opens the article. Even when an

attached, but separately sealed invoice is opened, the applicable return postage is void

and the addressee must pay postage to return the article to the sender.

C3.2.6. General Delivery. PSCs, CMRs, and UMRs that deliver mail through

receptacles must use general delivery service for TDY, TAD, and newly assigned

personnel until a permanent resident address is established, and permanently assigned

personnel when receptacles are not available. People entitled to USPS or MPS delivery

are not authorized general delivery service. Before placing mail in general delivery

case, check each piece of mail against directory ensuring the individual is assigned to

the general delivery section. Endorse each piece showing date received. Do not hold

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71 CHAPTER 3

mail addressed for general delivery more than 30 days unless information is available

indicating the individual is to arrive or otherwise instructed.

C3.2.7. Delivery of Accountable Mail (Registered, Numbered Insured, Certified,

and Express Mail Military Service (EMMS)

C3.2.7.1. The servicing post office must deliver accountable mail to the

addressee, authorized agent or properly appointed postal representative.

C3.2.7.1.1. Use PS Form 3849 for the initial receipt of accountable mail

notification. Prepare the form the day the article is sorted. Deliver the form with the

non-accountable mail.

C3.2.7.1.2. Mark the article with the preparation date on the notice and

store it separately from non-accountable articles.

C3.2.7.1.3. If the article has not been claimed within 5 days, prepare

another PS Form 3849, mark the form to show that it is the final notice, and annotate

the new date on the article. If the mail still has not been called for within 10 days of

the second or final notice, verify the addressee's status with their unit. Annotate

disposition of the mail per information received from the unit.

C3.2.7.1.3.1. Process accountable mail as follows:

C3.2.7.1.3.1.1. If the Express Mail has not been claimed by the

third day, prepare another 3849 (second and final notice) and place the form in the

individuals mail receptacle. If the Express Mail piece has not been called for after five

calendar days from the date of the final notice, annotate disposition of the mail per

information received from the unit.

C3.2.7.1.3.1.2. If the sponsor is on TDY, leave, hospitalized,

etc., annotate the PS Form 3849, "Delivery Notification/Reminder/Receipt," and the mail

being held, "HOLD UNTIL (DATE)." Place the form in the mailbox and leave the mail

in the storage location.

C3.2.7.1.3.1.3. If the mail is not picked up on 10 calendar days

after the "HOLD UNTIL (DATE)" and the form is still in the mailbox, contact the unit to

determine the sponsor's status. If the form is not in the mailbox, prepare another PS

Form 3849 and annotate it as "Final Notice" with original receipt date, storage area, and

current date.

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72 CHAPTER 3

C3.2.7.1.4. Hold accountable mail for a total of 15 days, unless

otherwise directed by the sponsor.

C3.2.7.1.5. Prepare a PS Form 3849 for each undeliverable accountable

article. Show the disposition on the back of the form. Sign and date the form.

C3.2.7.1.6. Store Registered mail in the Registry Section until delivered.

C3.2.7.1.7. Require customer identification before delivering accountable

mail. Government ID card or U.S. passport identifying the bearer by photograph and

signature is acceptable.

C3.2.7.1.8. The delivery clerk will sign their first initial and last name in

the "Delivered By" block of the PS Form 3849. If the delivery clerk's signature is

illegible, print delivery clerk's name.

C3.2.7.1.9. File PS Form 3849 numerically and annually by the last two

digits of the identifying article number. Establish a separate file for Registered mail if

volume warrants it. Retain all forms for 2 years.

C3.2.7.1.10. If a PS Form 3811, "Domestic Return Receipt," is attached to

accountable mail, the addressee or authorized agent must sign and date it. Check the PS

Form 3811 for a return address prior to releasing the article. Then return the receipt(s)

promptly to the source on the form.

C3.2.7.2. When personal accountable mail is received at an MPO for delivery

through a PSC, that is not a section of the MPO, the responsible delivery clerk must

prepare a PS form 3849.

C3.2.7.3. When official accountable mail is returned to the MPO after being

signed for by a unit mail clerk, the clerk must return this mail by preparing a PS Form

3883 or 3877.

C3.2.7.4. For returned articles forwarded to other than host base units,

indicate the disposition of the article to include the forwarding address. Larger MPOs

may use a separate PS Form 3883 book for returned articles, to facilitate processing

claims; this book will be marked "RETURNS." Example: Article 1234567 was

inadvertently delivered to Base Supply. This article was subsequently delivered to

AAFES on bill #86, dated 31 Jan 00.

C3.2.8. Delivery of Official Mail

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C3.2.8.1. Official "Restricted Delivery" mail can be delivered to the addressee

or the addressee's authorized agent.

C3.2.8.2. The MPO must prepare a PS Form 3883. The clerk receipts for and

delivers the mail article.

C3.2.9. Mail Service for Confined Personnel. Process mail for personnel

confined in a correctional facility per each Military Department's requirements. Return

addresses for confined personnel must show a post office receptacle number, building

number, or other identification that may be applicable. It must not, however, indicate

that the sender is confined. This also applies to mail forwarded to personnel in

confinement.

C3.2.10. Outgoing Mail

C3.2.10.1. The servicing post office must ensure that mail collection boxes

are located conveniently for authorized customers to deposit outgoing mail. These

collection boxes must conform to the FAA and DoD Security Agreement. The MPO

clerks must collect outgoing mail from collection boxes to meet dispatch schedules.

Unit mail clerks and mail orderlies are not allowed access to these boxes. However,

units that are isolated from the servicing postal activity may establish unit drop boxes

for outgoing mail. In these cases, unit mail clerks or mail orderlies must collect the

articles and deliver them to the servicing postal activity to meet dispatch schedules.

C3.2.10.2. Return outgoing mail to the sender if it is received without postage

affixed. Mail with no return address and no postage must be sent to the addressee

endorsed "postage due." If mail does not have postage, a return address, and is

undeliverable as addressed, it should be treated as "dead" mail. Endorse outgoing mail,

except international mail received without postage, return address or insufficient

postage, with "Postage Due" and dispatch. International mail with insufficient postage

must be returned to sender for additional postage, unless there is no return address.

International mail without a return address is not always treated as "dead" mail. Refer to

IMM, Section 420 (reference (p)).

C3.2.11. Intra/Inter-Theater Delivery Service (IDS) (Not Applicable in the United

States)

C3.2.11.1. IDS Introduction and Scope. Under the IDS, MPS provides

postage-free delivery of official, personal, organizational and commercial

correspondence and parcels that do not enter the USPS network within the United

States, its territories, or possessions. To use the IDS, both the sender and addressee

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74 CHAPTER 3

must be authorized to use the MPS, and in lieu of postage, the block letters "MPS" must

be marked on the envelope or parcel.

C3.2.11.2. IDS Policy. IDS is a significant quality of life service. All

authorized users as defined in Volume I, Appendix A, are authorized to use IDS to send

correspondence and parcels, at no cost to the sender, as long as it will not enter the

USPS system. Restrictions on use as defined in Volume I, Appendix A, apply to IDS

with additional restrictions as delineated in this Chapter. All size and weight

restrictions applicable to mail apply to IDS. The theater Commander in Chief (CINC)

may publish detailed IDS procedures and restrictions. These procedures cannot expand

use beyond those authorized in Volume I, Appendix A and must be submitted to MPSA

for concurrence. When published a copy of these procedures will be provided to all

CINCs that have MPS operations.

C3.2.11.3. IDS Correspondence and Parcels Are Not Mail. IDS

correspondence or parcels are not to be referred to as "mail" or "parcel post," nor

associated with any USPS accountable mail systems or services. Correspondence or

parcels cannot be sent to any non-military address.

C3.2.11.4. Same Requirements as Mail

C3.2.11.4.1. All IDS correspondence and parcels must meet all

requirements for mail, other than postage, including complete delivery and return

addresses. Always include the grade, full name, unit name, PSC/CMR/unit number,

lock-box number (if applicable), and MPO number. In lieu of a stamp, "MPS" must be

written in the upper right hand corner of the item. Commercial and private

organizations must use their organizational return address.

C3.2.11.4.2. Any envelope or container acceptable for U.S. mail is also

acceptable for IDS. Envelopes and containers will be sealed.

C3.2.11.4.3. Mail markings (those designating rate, class, handling,

content, or special services) are not permitted. Any previous marking on an

envelope/container to be reused must be completely obliterated. Paper, tape or heavy

marking pen must be used to completely cover all previous markings.

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75 CHAPTER 3

C3.2.11.5. Military Exchanges. Military exchanges, including Army and Air

Force Exchange Service (AAFES), Navy Exchange Service Command, and Marine Corps

Exchange System, as authorized users of the MPS, may use IDS for direct-to-individual

customer merchandise shipments. IDS will not be used for shipments to either

re-stock or transfer goods between exchange activities, auto parts stores, book stores,

etc.

C3.2.11.5.1. Military Exchange use of IDS for delivery of military

clothing items is authorized only between intra-theater Military Clothing and Sales

Stores.

C3.2.11.5.2. Military exchanges will have sole responsibility for lost or

damaged exchange items that are moved through the IDS.

C3.2.11.6. IDS Restrictions

C3.2.11.6.1. Sending or receiving items through the IDS to advertise

home businesses, to sell merchandise, or to conduct business or for commercial

purposes is prohibited. This resale prohibition applies whether sale is to authorized

MPS users or not, and regardless of the beneficiary of the proceeds; i.e., charitable

organizations or non-appropriated welfare fund activities.

C3.2.11.6.2. To prevent overburdening the MPS system, flyers, notices,

announcements, advertisements, etc., for on base personnel and activities will not be

sent IDS.

C3.2.11.6.3. Private and commercial organizations are limited to the

same restrictions as banking facilities and credit unions.

C3.2.11.6.4. Commercial advertisements will not be sent by IDS except

for commercial advertising enclosed with operational announcements, billings, or

statements.

C3.2.11.6.5. IDS may not be used for the purpose of restocking

distribution facilities.

C3.2.11.6.6. Use of IDS for transport of personal property in connection

with PCS/TDY moves, is prohibited, with the exception of uniforms and personal gear

required to perform official duties at next duty station.

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76 CHAPTER 3

C3.2.11.6.7. Special USPS services (e.g., insurance, registry, etc.) are not

authorized with personal use IDS. Patrons must pay postage and fees for these

services. Official mail may utilize registered/certified mail accountable procedures for

tracking purposes only.

C3.2.11.7. Prohibited Matter in IDS (Contents). Any material that is

prohibited from being mailed is likewise prohibited from being accepted in the IDS.

This includes matter that is illegal (drugs, pornography, weapons), as well as hazardous

materials.

C3.2.11.8. Provide directory service promptly for undeliverable IDS items.

Do not forward these items if the addressee has been transferred to CONUS or an MPO

that would require the item to transit the USPS mail system. All IDS items that cannot

be forwarded or returned shall be forwarded to the MACOM Dead Letter Office that has

been established specifically to handle these items. Do not send undeliverable IDS to

USPS Military Recovery Centers (MRCs).

C3.2.11.9. Audits and inspections required in Chapter 12, shall include

operation of IDS.

C3.3. MAIL DELIVERY RECEPTACLES

C3.3.1. Purpose. This section provides the procedures for the issuance,

maintenance, and withdrawal of mail delivery receptacles and guidance for mail delivery

through the receptacles.

C3.3.2. General. Personnel acting as USPS agents are bound by law to follow the

USPS regulations. Provisions of this part cannot be waived or supplemented if related

to mail delivery.

C3.3.3. Assignment of Receptacles

C3.3.3.1. In overseas areas, assign receptacles for the sponsor's exclusive use

and the delivery of matter. (See paragraph C3.3.7.) Do not issue receptacles to

official or quasi-official activities, except as noted. (See subparagraph C3.3.3.2.) Do

not charge for receptacles.

C3.3.3.2. In the United States, only assign receptacles to customers who do

not have mail delivery from the USPS at their quarters address. Installation and

separate operating location commanders may grant exceptions to this policy for those

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customers whom, because of their assignment, receive professional papers, journals, and

other job-related materials. Exceptions may also be granted if the customers' duties

prohibit receipt of daily mail at their quarters. These exceptions include, but are not

limited to, medical doctors, dentists, veterinarians, lawyers, chaplains, single members

of alert crews who reside off base, and public health officials. Certain offices that

receive privileged mail on a regular basis also may be assigned a receptacle. These

include the Inspector General, Military Department investigative agencies, chaplains, the

command surgeon, and the staff judge advocate. Receptacles cannot be used to conduct

private business under any circumstances.

C3.3.3.3. Do not assign a receptacle to more than one person. Consider a

sponsor and authorized family members as one person.

C3.3.3.4. When each member of a married couple has MPO privileges by their

military or civilian status, each may be assigned a separate receptacle even if the couple

is assigned to the same location. However, they must be encouraged to share a

receptacle.

C3.3.3.5. Rows of receptacles may be closed out if this simplifies casing the

mail and the receptacles are not needed. Normally, rows of receptacles are closed out

by attrition, rather than reassigning new boxes.

C3.3.3.6. Assign a receptacle that has been unused the longest, unless a

section or row of receptacles is being closed.

C3.3.3.7. Record the sponsor's name, date of receptacle issue, receptacle

combination, and the combination change date on a DD Form 2262, "Receptacle

Record." See Figure C3.F5. If the sponsor initiates a PS Form 3801, annotate the DD

Form 2262. This will aid in canceling the PS Form 3801 upon reassignment. An

automated version of the DD Form 2262 data may be maintained in a local computer

database if the data is protected under the conditions of the Privacy Act.

C3.3.3.8. Label the rear of each assigned receptacle with the sponsor's name.

If a family member living with a sponsor has a different last name, both the sponsor's

and the family member's name must be on the label.

C3.3.3.9. In overseas areas, receptacle numbers issued to retirees or restricted

services sponsors must contain the prefix or suffix "R." The "R" prefix or suffix must be

part of the address. Retirees must comply with local host-nation customs restrictions

and requirements for mail received through an MPO. When retirees are not authorized

MPO privileges or reside in the United States, they are not issued receptacles.

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78 CHAPTER 3

C3.3.3.9.1. U.S. military retirees authorized to receive mail must

complete a statement acknowledging understanding of their limited MPO privileges.

C3.3.3.9.2. The serving MPO will file this statement at the MPO files.

C3.3.3.10. Give the combination to the sponsor on DD Form 2263, "Mailing

Address/Combination Notice." See Figure C3.F6. Advise the sponsor to memorize

the combination and read the general instructions on the form.

C3.3.3.11. An advance receptacle box may be issued under the Sponsorship

Program if the incoming sponsor makes a formal request and sufficient receptacles are

available for issue. Do not assign the box earlier than 90 days prior to the first day of

the reporting month. Tag the receptacle with DD Form 2258. Annotate the form with

the name, unit, and telephone number of a POC. Show the due date and draw a red

diagonal line across the face of the form to indicate that the sponsor is due to arrive.

If the sponsor's assignment is canceled, reissue the receptacle. The combination does

not have to be changed if the combination was never given to the sponsor.

C3.3.3.11.1. Issues mail receptacles only at the MPOs of assignment as

indicated on PCS orders or housing area assignment if access receptacles are available.

C3.3.3.11.2. When extenuating circumstances exist, the MPO may

approve exceptions. The patron must furnish a letter of justification to the MPO stating

the circumstances.

C3.3.3.12. Do not give the combination to anyone other than the sponsor or

authorized family members who have been designated as having access. Use this

procedure at PSCs, CMRs, and UMRs in the United States for sponsors residing in

dormitories or quarters not serviced by the USPS. Provide general delivery service for

those members not expected to reside in dormitories or quarters (i.e., married, senior

non-commissioned officers and officers), until a permanent quarters address is

established. Mail service may continue for a reasonable period, not exceeding 90 days,

after the residence is established.

C3.3.4. Maintenance of Receptacles and Receptacle Record Cards

C3.3.4.1. If possible number receptacles vertically, in rows of nine (for

example, 1 through 9 and 11 through 19) either left to right or right to left, per Figure

C3.F7.

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79 CHAPTER 3

C3.3.4.2. When installing receptacles, coordinate the new numbers with the

servicing postal activity. Make every effort to avoid duplicating receptacle numbers at

facilities serviced at the same MPO or MAO.

C3.3.4.3. Do not make major repairs to receptacles. Facility engineers are

responsible for repairs.

C3.3.4.4. When combination or keylock wheels become difficult to turn,

lubricate them by placing a small quantity of powdered or flaked graphite on the moving

parts of the lock.

C3.3.4.5. Spot-check the receptacle windows and doors daily for damage.

C3.3.4.6. If a receptacle cannot be secured and if it cannot be repaired within a

reasonable time, close it and issue another receptacle to the sponsor.

C3.3.4.7. Use Plexiglas windows when possible.

C3.3.4.8. Retain a separate DD Form 2262 for each receptacle, or separate

data entries when computerized.

C3.3.4.8.1. File forms for assigned receptacles numerically in an active

file.

C3.3.4.8.2. File forms for unassigned receptacles chronologically by

closure date in an inactive file.

C3.3.4.8.3. File forms for unassigned receptacles, being closed out,

numerically in a file marked "Do Not Issue."

C3.3.5. Checking Assigned Receptacles

C3.3.5.1. Check each assigned receptacle at least monthly for excessive mail

accumulation, old mail, or non-use. If mail is accumulating in a receptacle and a DD

Form 2258 has not been filled out, contact the sponsor or the sponsor's commander to

determine the individual's status.

C3.3.5.2. If the sponsor is temporarily or permanently absent, prepare a DD

Form 2258 indicating this status. If the status is received from a source other than the

sponsor (i.e., unit commander, 1st Sergeant, etc.), enter the name and phone number of

this source in the "Special Instructions" block. Hold the mail until the sponsor provides

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80 CHAPTER 3

instructions. Annotate the mail directory card and forward or dispose of the mail

accordingly.

C3.3.5.3. If the sponsor does not have a commander or unit and mail is

unclaimed after 30 days, return the mail to the sender endorsed "Unclaimed." Close the

receptacle, annotate the directory card and all mail received after that point "Moved -

Left no Address," and return it to the sender. Do not reissue a receptacle to the former

sponsor unless proof of MPO privilege status is established. Once reestablished, if the

sponsor continually fails to claim mail from the receptacle, close the receptacle and

provide the mail through general delivery. When providing general delivery service,

advise the individual that the mail must be returned to the sender as "Unclaimed" if it is

not picked up within 30 days of receipt at the servicing postal activity.

C3.3.6. Keys and Combinations

C3.3.6.1. Change the keylock cylinder or combination any time a key or

combination is believed to be compromised, and when a receptacle is withdrawn.

C3.3.6.2. Record the serial number of the key or the combination on the DD

Form 2262.

C3.3.6.3. Supervisors must ensure that an adequate supply of keylock

cylinders is retained, where key-type receptacles are installed. Cylinders may be

rotated with other separate nests of receptacles; however, do not use a cylinder removed

from a nest of receptacles, in the same nest again for at least 3 months.

C3.3.6.4. Activities issuing the receptacle must replace worn, lost, or broken

keys to the receptacle without charge to the customers. Retain at least two duplicate

keys for each receptacle. The combination entered on the DD Form 2262 is the only

combination retained. Keep duplicate keys and combinations in a safe place out of

patrons' reach.

C3.3.7. Delivery of Mail through the Receptacles

C3.3.7.1. Only place matter bearing postage, official postal notices, or other

matter authorized by the MPSA or the MACOM in mail delivery receptacles. Items

presented to the PSC must be properly addressed and presorted for delivery in

receptacle sequence.

C3.3.7.2. Compare the name on the mail with the name label on the receptacle

before placing the mail in the receptacle. When names do not match, route the mail to

the Directory Section for processing. Do not deliver mail addressed to "Occupant" or

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81 CHAPTER 3

"Resident" of a receptacle number. Endorse it with "Insufficient Address" and return the

mail to the servicing post office for proper handling. Mail addressed to "Commander

of" an individual must be delivered as official mail to the commander. Mail addressed

to "Commander of a receptacle number," that does not contain an addressee name or unit

designation, must be endorsed with "Insufficient Address" and returned to the sender (per

official mail procedures).

C3.3.7.3. When delivering non-accountable articles that are too large to fit in

a receptacle, store them for easy retrieval. See Figure C3.F8. Use PS Form 3907,

"Post Office Box Mail Pickup Notice," to notify customers of this mail. Prepare the

form the same day the article is sorted for delivery. Enter the storage area, receptacle

number, date, and last name of the addressee on the form. In order to conserve forms,

clerks may laminate them. Line through previous entries before reusing the forms.

Postal activities may use substitute forms or alternate means to notify customers of

oversized mail. Postal activities may also overprint the form with customer service

hours, etc.

C3.3.7.4. Use DD Form 2258 for marking receptacles of sponsors who are

temporarily absent for any reason. Sponsors must sign this form, when possible, to

show that the forwarding address or instruction for disposition of mail was provided. If

a change of status is received from a source other than the sponsor, note the source on

the form. Mail must be held for sponsors who are absent temporarily. The sponsor

may request in writing that the mail be forwarded or delivered to an agent. The agent

must be an authorized MPO user. If the mail accumulates and will not fit in the

receptacle, bundle the overflow together for handling. See subparagraph C3.3.7.3.

C3.3.7.5. Handle mail for customers who are in confinement, AWOL, or

casualties per this Chapter, as applicable. Use DD Form 2258 to mark the receptacle,

indicating the sponsor's status until the receptacle is closed or the sponsor's status

changes.

C3.3.7.6. Place mail in receptacles in the following order: First-Class and

Priority; Periodicals (magazines and newspapers); and, Standard B; and Standard A.

C3.3.8. Withdrawal of Receptacles

C3.3.8.1. Remove all mail from the receptacle and route it to the Directory

Section.

C3.3.8.2. Remove the name label and block the rear of the receptacle with PS

Item 0-53A, "Closures, Lockbox, Number 1" or other suitable device.

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82 CHAPTER 3

C3.3.8.3. Remove the DD Form 2262 from the active file and record the date

of the receptacle closure.

C3.3.8.4. Change the keylock cylinder or combination and record the key

serial number or new combination and the date of the change on the DD Form 2262.

C3.4. DIRECTORY MAIL SERVICE

C3.4.1. Purpose. This section prescribes procedures for developing and

maintaining postal directory files and processing undeliverable as addressed mail.

C3.4.2. General

C3.4.2.1. All postal activities providing mail delivery services to authorized

patrons must maintain a directory file for personnel receiving mail through their

facility. The file must include all personnel serviced including those on TDY or TAD,

scheduled to arrive, and permanently departed. The directory must not be used as a post

or base locator. In addition, postal activities must not release address information to

anyone without the sponsor's authorization, except as specified in Chapter 10.

Commanders may establish area or central directories, and MPOs will normally maintain

postal directory cards for personnel who are serviced through an MAO or subordinate

UMR.

C3.4.2.2. The Official Mail Manager must properly process all undeliverable

as addressed official mail. The Official Mail Manager experiencing recurring problems

with official mailers not using correct mailing addresses should report the problem to

the MACOM Official Mail Manager. If problems are not resolved with the command,

forward them to the Military Department's Official Mail Manager for resolution.

C3.4.2.3. Postal activities must honor DoD Agency's requests for separate

address correction service and must not honor non-DoD agency's requests. Postal

activities must return all fees received with requests for service to the sender. In the

case of non-DoD agencies, provide a cover letter explaining this service is not available

at MPOs, PSCs, CMRs, or UMRs. "On piece" requests for address correction must be

treated per Tables C3.T1. through C3.T6.

C3.4.3. Postal Directory

C3.4.3.1. Postal activities must arrange the directory alphabetically, by last

name, in one file, regardless of status or rank.

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83 CHAPTER 3

C3.4.3.2. Postal directory information for personnel currently serviced must

contain, as a minimum, their name (last, first, and middle initial), grade, organization, and

mailing address (PSC, receptacle number, and unit). Annotate the directory card with

the entitled-to-service family member's first name and middle initial, and, when

differing from the sponsor, the last name.

C3.4.3.3. Additionally, if a sponsor has family members with a different last

name, prepare and file a separate card for that family member. The postal activity must

cross-reference this card with the sponsor's card and maintain it in an identical manner.

Follow this procedure for personnel who have a name change.

C3.4.3.4. Postal directory information for departed personnel must include

the date departed, purge date, forwarding address, and a projected reporting (arrival)

date. Departing personnel must not provide a separation or transfer point as a

forwarding address, except U.S. Army soldiers who do not have a direct assignment and

are assigned to an overseas replacement activity. Forward their mail to the appropriate

casual mail directory.

C3.4.3.5. When the postal activity no longer services the sponsor, code the

directory card for destruction in 12 months. For example, if a sponsor departs in July

1998, code the directory file for destruction in August 1999. If a sponsor was a

student or patient for 6 months or less and was temporarily assigned as a projected gain,

code the directory card for destruction in 6 months, upon cancellation of the

assignment. For example, if the sponsor has a May departure, code the card for

destruction in December.

C3.4.3.6. During the first workweek of each month, the postal activity must

screen the directory file and remove and destroy all expired cards.

C3.4.3.7. The postal activity may use computer listings or electronic storage

instead of card files. The postal activity must follow the previously prescribed

procedures, except computerized database directories, with search-by-name capacity, do

not need to be filed alphabetically. The postal activity must post changes daily. If

computers are used for directory service, data must be backed up on a regular basis.

Recommend weekly backup.

C3.4.3.8. Postal Directories may not be used as a Military Department locator

per DMM F010.3.0 (reference (o)).

C3.4.4. Mail Not Entitled to Directory Service. Postal activities receiving

First-Class mail from one mailer in quantities of 20 or more simply to obtain directory

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84 CHAPTER 3

service must return the mail to the sender endorsed "Insufficient Address." The address

is insufficient or wrong if it contains an obvious incorrect or identical receptacle

number. Postal activities receiving mail from mailers who continuously mail quantities

of less than 20 letters simply to circumvent this paragraph, must follow the same

procedures. This does not apply to official mail. If there are recurring problems with

official mailers, report them through the MACOM to the Military Department's official

mail manager for resolution.

C3.4.5. Directory Mail

C3.4.5.1. Directory Mail. Mail that is undeliverable as addressed, because of

an incomplete or incorrect mailing address.

C3.4.5.2. The Directory Clerks shall:

C3.4.5.2.1. Write in omitted elements of the name, if known.

C3.4.5.2.2. Directorize and deliver EMMS immediately.

C3.4.5.2.3. Directorize First-Class/priority mail within 24 hours of

receipt.

C3.4.5.2.4. Directorize mail received on weekends or holiday no later

than the next duty day.

C3.4.5.2.5. Completely cover any barcode that may be printed on the

front of the envelope.

C3.4.5.2.6. Make endorsements neat and legible, using the minimum

space required. Use rubber stamps or gummed labels, if available, for endorsements.

C3.4.5.2.7. Place endorsements on the front of mail, when possible. Put

the initial forwarding address below and to the right of the original address. After using

all available space on the front of the mail, write "Over" on the front and place additional

endorsements on the back. Do not write, stamp, or cover the name of the addressee.

C3.4.5.2.8. Include an "arrival date" if the sponsor departed on permanent

change of station (PCS) and mail is being forwarded using a military unit as the

forwarding address.

C3.4.5.2.9. Date-stamp the back of each piece of mail receiving directory

service to indicate the date of receipt. If directory mail is not processed on the date of

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85 CHAPTER 3

receipt, annotate the date forwarded or returned to the sender. If processing a large

volume of directory mail, postmark it on the reverse side of the address by machine

instead of manually back stamping. If the computerized directory database annotates the

date directory service was provided on the gummed label, date stamping on the back of

the piece of mail is not required.

C3.4.5.3. MPO. The MPO personnel must monitor directory mail being

returned by unit mail clerks to ensure neat and proper endorsement. After briefing the

unit mail clerk on correct directory procedures, notify the unit commander or postal

officer if illegible or incorrect endorsements occur frequently. Unit mail clerks must

return processed directory mail to the servicing postal activity separately from

uncanceled mail.

C3.4.5.4. Postal Activities. Postal activities must provide priority directory

service for mail addressed for "General Delivery." Endorse each piece showing the

date received. Do not hold mail addressed for general delivery more than 30 days

unless information indicates the person is due to arrive. See subparagraph C3.4.6.4.

C3.4.6. Processing Instructions for Undeliverable as Addressed Mail

C3.4.6.1. Postal activities must forward all single-rate Priority, First-Class,

Express, Standard Mail, and Package Services, that is annotated with either "Address

Service Requested" or "Forwarding Service Requested," as applicable. For Standard Mail

and Package Service, endorse it with a forwarding address and forward to the addressee.

Also endorse Priority, Standard Mail and Package Services with "Change of Address

Due to Official Orders." If the mail has an endorsement that restricts forwarding,

return it to the sender. Do not forward mail for military retirees unless the retiree

requests termination of MPO privileges.

C3.4.6.2. PS Form 3579 can be completed for the first copy of a periodical

(newspaper) received after an individual's departure, and for copies received after the

60-day forwarding period has expired. The following additional instructions apply:

C3.4.6.2.1. Postal activities must forward all Periodical Mail for 60 days

upon the sponsor's departure. Directory clerks must endorse this mail, "Advise Your

Correspondent or Publisher of Your Correct Mailing Address," and, "Change of Address

Due to Official Orders."

C3.4.6.2.2. Postal activities must follow these procedures when handling

the first copy of undeliverable Periodical Mail:

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86 CHAPTER 3

C3.4.6.2.2.1. Complete PS Form 3579, "Undeliverable Standard (A)

and (B) and Special Standard Mail (B)" listing the forwarding address and marked "Not

Deliverable as Addressed - Unable to Forward." See Figure C3.F9. The PSCs, CMRs

and UMRs serviced directly by the USPS must return the publication to the servicing

post office for processing. List the new address as close to the old address on the

periodical.

C3.4.6.2.2.2. At MPOs, detach the portion of the publication,

wrapper, or envelope containing the old address and mail it with the completed PS Form

3579, in a USPS envelope, to the sender, with postage due for each form, at least

weekly. More than one form may be mailed to the same addressee in one envelope;

however, the postage due must be rated per form.

C3.4.6.2.2.2.1. Mail PS Forms 3579 for Periodical matter,

published in overseas areas and mailed at an MPO, to the home office of the publication

in the United States.

C3.4.6.2.2.2.2. Forward Non-U.S. magazines (published in a

foreign country) received for reassigned personnel for a period of 60 days upon the

sponsor's departure. Directory clerks must endorse this mail, "Change of Address Due

to Official Orders," and, "Advise Your Correspondent or Publisher of Your Correct

Mailing Address."

C3.4.6.2.2.2.3. Prepare a record of PS Form 3579. Put the

name of the publication and date of notification on the directory card, computer file, or

log to prevent sending duplicate notifications to publishers.

C3.4.6.2.2.2.4. The MPOs must dispose of publications

received after the expiration of the 60-day forwarding period. After notification to the

publishers (see subparagraph C3.4.6.2.), the postal activity may distribute the

publications to military hospitals, chaplains, dormitories, recreation services, turn them

over to the nearest DoD property disposal office as salvage paper, or treat them as

waste. Remove address labels before releasing them. The PSCs, CMRs and UMRs

serviced directly by USPS must return such publications to the servicing post office.

Endorse them with, "Forwarding Period Expired - Undeliverable as Addressed."

C3.4.6.3. Postal activities must hold mail for Service members who are

AWOL for 30 days. The clerk must wait until the member is officially declared a

deserter, at that point the clerk must:

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87 CHAPTER 3

C3.4.6.3.1. Endorse First-Class, Priority and Standard Mail, "Moved, Left

No Address," and return it to the sender. Do not mark this type of mail as "Change of

Address Due to Official Orders."

C3.4.6.3.2. Prepare a PS Form 3579 for each Periodical publication.

Endorse the form "Moved, Left No Address," and forward it, with the address label, to

the publisher, or return the publication with the PS Form 3579 affixed, to the servicing

post office. See subparagraph C3.4.6.2.

C3.4.6.4. Handling Standard Mail. (See Tables C3.T3., C3.T4., and C3.T5.)

C3.4.6.4.1. If there are return receipts, leave the receipts attached to the

article.

C3.4.6.4.2. Show the reason for nondelivery on the return receipt, then

initial and postmark the card.

C3.4.6.5. Clerks who handle mail addressed for sponsors due to arrive must:

C3.4.6.5.1. Hold the mail for 15 days past the anticipated arrival date. If

mail is unclaimed at that time, determine the sponsor's status by contacting the gaining

unit or the military or civilian personnel office, and make disposition of the mail

accordingly. If there is no status change, return the mail to sender endorsed "Attempted

- Not Known."

C3.4.6.5.2. If there is no indication of a due in date, but there is reason to

believe the individual is due to arrive, for example, the mail is being forwarded, the

sender has the same last name, or some other similar reason, hold the mail for 30

days. If the mail is still unclaimed at that time, attempt to determine the sponsor's

status through the appropriate channels and dispose of the mail accordingly. If mail is

still undeliverable, return it to the sender endorsed "Attempted - Not Known."

C3.4.6.5.3. Screen mail being held for personnel against the directory, at

least weekly.

C3.4.6.6. MPOs must not hold mail, received from unit mail clerks endorsed

"Attempted - Not Known," unless their records indicate the sponsor is due to arrive. If

the addressee is due to arrive, clerks must endorse the mail with the arrival date and

return it to the appropriate UMR or CMR.

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88 CHAPTER 3

C3.4.6.7. Military Post Offices must follow these procedures for mail that

cannot be delivered, forwarded, returned to sender, or mail that becomes "dead" for any

reason.

C3.4.6.7.1. MPOs must forward all Express, First-Class (including

stamped cards and postcards), and Standard Mail, which cannot be forwarded or returned,

to the accountable postmaster's Mail Recovery Center for disposition per POM 692

(reference (n)). Complete a PS Form 3849 showing the disposition of accountable

mail.

C3.4.6.7.2. Handle Periodical Mail. See subparagraph C3.4.6.2.

C3.4.6.7.3. Handle Standard Mail per Tables C3.T3., C3.T4., and C3.T5.

C3.4.6.7.4. The UMRs or CMRs serviced by MPOs and PSCs in the

United States must return all such mail to the servicing post office endorsed "No

Record."

C3.4.6.8. Postal activities must return mail to the sender if it is addressed to

personnel or elements at overseas locations that are not authorized MPO privileges

(including mail addressed in care of an authorized user). Endorse the mail, "Addressee

Not Authorized MPO Privileges." If the mail is addressed in care of an authorized

sponsor, notify the sponsor prior to returning it to sender.

C3.4.6.9. Postal activities must provide voting and balloting material directory

service immediately. If the material is undeliverable, and a forwarding address is not

known, annotate the reason for nondelivery on the material and return it to the sender.

Do not hold this type of mail for personnel due to arrive, unless they are due within 30

days of receiving the material. Tie or tray all returned or forwarded balloting material

on top of letter bundles or in front of a tray.

C3.4.6.10. Postal activities must follow these procedures when disposing of

undeliverable catalogs:

C3.4.6.10.1. If overseas, remove and destroy the wrapper, label, or both.

(This also applies to catalogs bearing the endorsement "Return Service Requested.")

Then give the catalog to any authorized patron or place it in the MPO lobby for patron

use.

C3.4.6.10.2. The Postmaster has discretion to decide disposition of

undeliverable catalogs.

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89 CHAPTER 3

C3.4.6.11. Postal activities must release undeliverable income tax packages

that cannot be delivered by the postal activity of address to the local staff office

responsible for distributing tax packages. Remove all address labels before releasing

the packages. Postal bulletins pertaining to non-release of income tax packages do not

apply to overseas MPOs.

C3.4.6.12. Postal activities must dispose of perishable items that carry a

Required Delivery Date (RDD) and cannot be forwarded or returned before spoiling as

waste. Also dispose of any perishables obviously spoiled upon receipt. Always destroy

perishables in the presence of a witness. Notify the sender and addressee via command

letter concerning the disposal and retain a copy of the notification in the office files.

C3.4.7. Mail for Units Returned to the United States and Inactivated Units. (This

does not apply to contingency MPOs.)

C3.4.7.1. Responsible commanders must notify the servicing JMPA of dates

to discontinue dispatching mail and the forwarding addresses of the units returning to

the United States.

C3.4.7.2. Postal activities must provide directory service at the MPO of

address for personal mail received after departure or inactivation of the unit.

C3.4.7.3. Postal activities must forward official mail, personal parcels, and

First-Class mail, for personnel who departed with the unit. When volume warrants,

make up the mail into direct ties, bag it without individual readdressing, and label it for

direct mailing to the unit. Each parcel must be readdressed to preclude Customs from

reintroducing it back into the system and the mail being sent to the mailing address.

C3.4.7.4. Postal activities must readdress accountable mail individually to the

servicing post office at the unit's new installation.

C3.4.7.5. Postal activities must dispose of Periodical Mail and Standard

printed matter. See subparagraphs C3.4.6.2. and C3.4.6.4.

C3.4.8. Mail Directory Service for Decommissioned Ships and Disestablished

Stations

C3.4.8.1. The administrative commander for ships or the installation

commander for any shore-based MPO must designate an activity to do directory service

for a decommissioned or disestablished activity. Directory service must be done by the

designated activity for a 60-day period after the decommissioning or disestablishment.

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90 CHAPTER 3

During that time, forward personal mail, and open and screen official mail for necessary

action or other disposition. Return mail, received after the 60-day mail directory

service expires, to the sender after endorsing it "Decommissioned/Disestablished."

C3.4.8.2. Postal activities must not forward unopened official mail, addressed

to a U.S. ship, to the new title of that ship when it has been stricken from the Standard

Navy Distribution List (SNDL) and transferred to a foreign government or to merchant

marine service. (NOTE: Personnel currently assigned as clerks, mail orderlies, or

other duties involving the receipt and delivery of unopened mail, must not be assigned

duties involving the opening and screening of official mail.)

C3.4.8.3. Commanding officers of ships and activities being decommissioned

or disestablished must furnish the designated postal activity with a complete directory of

all personnel, showing the new duty station, or, in the case of those separated from the

Military Department, the forwarding address furnished by the member. The designated

activity must destroy this directory information upon completion of the 60-day directory

service.

C3.4.8.4. The decommissioned or disestablished, ship or unit must inform the

mail routing authority or postmaster of the date desired for routing the mail to the unit

that will provide directory service for the decommissioned or disestablished, ship or

unit.

C3.4.9. Handling Mail for Casualties (Deceased, Missing, Captured, and

Hospitalized)

C3.4.9.1. Verification. Under no circumstances is mail for casualties

returned to sender or forwarded to next of kin until absolute verification is obtained that

the next of kin has been notified. Postal activities can obtain this information from the

summary court officer (USAF), casualty mail section (USA and USMC), or command

element (USN). Hold the mail as long as necessary to prevent inadvertent disclosure

of the casualty. Once the appropriate Military Department officially notifies the next

of kin, return the mail to the sender or forward it to the next of kin with an authorized

endorsement. See subparagraph C3.4.9.2.6. Deliver jointly addressed mail, as

addressed by the sender, when one of the addressees can receive it at the place of

address. Postal activities may deliver, to the executor or administrator, jointly

addressed mail not deliverable at the place of address, as well as other mail addressed

to the deceased. Such mail is then considered delivered to the addressee and is subject

to the disposition of the executor or administrator. (Exception: Return Federal

Government checks to the sender.)

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91 CHAPTER 3

C3.4.9.2. Casualty Endorsement. The servicing postal activity or Casualty

Mail Section must endorse mail for casualties. See subparagraph C3.4.9.2.6. If the

UMR or CMR endorses the mail, the mail clerk must return it to the MPO. Overseas

MPOs receiving such mail must check it as follows:

C3.4.9.2.1. Ensure the format of the endorsement is correct, and

back-stamp each article to indicate the date forwarded.

C3.4.9.2.2. If the mail is endorsed to a specific hospital, utilizing ward

number when known will ensure clerks send it as direct ties, bag if warranted, and

dispatch directly to the hospital.

C3.4.9.2.3. If the mail is endorsed "Search" send it to the Casualty Mail

Section for verification, if not found, return it to the sender.

C3.4.9.2.4. Casualty Mail Sections. Casualty Mail Sections must

maintain directory cards on personnel reported as deceased, missing, captured, or

injured. Casualty Mail Sections must obtain information, required for maintaining these

cards, from any source available for keeping them accurate and current.

C3.4.9.2.5. Hospital Mail Sections. Hospital Mail Sections must

maintain directory cards on all admitted patients and evacuees per paragraph C3.4.3.

C3.4.9.2.6. Casualty Endorsements. The authorized endorsements for

casualty are:

C3.4.9.2.6.1. "Deceased." The sponsor died and the appropriate

Military Department officially notified the next of kin.

C3.4.9.2.6.2. "Search." The sponsor's status is unknown and the

postal activity is forwarding the mail to the MPO or Casualty Mail Section.

C3.4.9.2.6.3. "Patient." The sponsor is in the hospital and the postal

activity knows which hospital (also include the current hospital address).

C3.4.9.2.6.4. "Hospital Search." The medical channels are

evacuating the sponsor to an unknown hospital. (Forward this mail to a Casualty Mail

Section.)

C3.4.9.2.6.5. Endorsements such as "Missing," "Killed in Action," or

"Wounded" is not to be placed on casualty mail.

DoD 4525.6-M, August 15, 2002

92 CHAPTER 3

C3.5. PROCESSING OF BALLOTING MATERIAL

The right to vote is one of our most important rights as U.S. Citizens. Your customers

are making sacrifices to preserve this right. Every individual must be given the

opportunity to vote. Personnel shall be sensitive to the timely processing of all voting

material. Processing of absentee ballots must be given special attention. Not only

must absentee ballots be legibly postmarked, they must be processed in a timely

manner. The handling of balloting material is addressed in subparagraphs C3.1.3.5.,

C3.2.3.5. and paragraph C10.4.9. of this Manual.

DoD 4525.6-M, August 15, 2002

93 CHAPTER 3

Table C3.T1. Treatment of Undeliverable as Addressed Express Mail, First-Class Mail

Including Postcards and Priority Mail

RULE MAILER ENDORSEMENT MILITARY POSTAL DIRECTORY SERVICED BY THE MPS SHALL:

1 NO ENDORSEMENT Forward.

(For Priority Mail: When forwarding Prioritv Mail, Endorse with

"CHANGE OF ADDRESS DUE TO OFFICIAL ORDERS")

If a forwarding address is unknown return to sender endorsed

"ATTEMPTED NOT-KNOWN."

2 ADDRESS CORRECTION

REQUESTED

3 FORWARDING SERVICE

REQUESTED

4 RETURN SERVICE

REQUESTED

Return to sender with new address or reason for nondelivery.

5 CHANGE SERVICE

REQUESTED

Do not forward or return. Destroy and dispose of this piece.

Table C3.T2. Treatment of Undeliverable as Addressed Periodicals

RULE MAILER

ENDORSEMENT

MILITARY POSTAL DIRECTORY SERVICED BY THE MPS SHALL:

1 NO

ENDORSEMENT

Forward all Periodicals for a period of 60 days (for newspapers, see 'Note'

below.) Endorse each copy "CHANGE OF ADDRESS DUE TO OFFICIAL

ORDERS" and "ADVISE YOUR CORRESPONDENT OR PUBLISHER OF

YOUR CORRERCT MAILING ADDRESS."

After 60 days, or if a forwarding address is unknown, attach a completed PS

Form 3579 to the portion of the wrapper, cover, or envelope and place in an

USPS envelope and address to the publisher. Compute the postage for

each form enclosed.

NOTE: Newspapers are forwarded for personnel reassigned in an area

served by the same postmaster for 60 days. For example: APO AE 09xxx to

APO AE 09xxx, APO AP 9xxxx to APO AP 9xxxx, or CONUS to CONUS.

If newspapers are received for individuals assigned to area not served by the

same postmaster (for example, APO AE 09xxx to CONUS or APO AE 09xxx to

APO AP 9xxxx). They will not be forwarded. They will be treated as waste.

Attach a completed PS Form 3579 to the portion of the wrapper or cover and

place in an USPS envelope and address to the publisher. Compute the

postage for each form enclosed.

2 ADDRESS

SERVICE

REQUESTED

FORWARD FOR FIRST 60 DAYS. AFTER 60 DAYS OR IF UNDELIVERABLE;

RETURNED PIECE WITH NEW ADDRESS OR REASON FOR NONDELIVERY

AND POSTAGE DUE.

DoD 4525.6-M, August 15, 2002

94 CHAPTER 3

Table C3.T3. Treatment of Undeliverable as Addressed Standard Mail/Bulk Parcel Return Service

(BPRS)

RULE MAILER ENDORSEMENT MILITARY POSTAL DIRECTORY SERVICED BY THE MPS SHALL:

1 NO ENDORSEMENT DO NOT forward or return. Destroy and dispose of this piece.

2 CHANGE SERVICE

REQUESTED

3 ADDRESS SERVICE

REQUESTED

Forward and endorse "CHANGE OF ADDRESS DUE TO OFFICIAL

ORDERS." If undeliverable; return to sender with reason for nondelivery

and "POSTAGE DUE."

4 FORWARDING SERVICE

REQUESTED

5 RETURN SERVICE

REQUESTED

Return the piece to sender with new address or reason for nondelivery

and "POSTAGE DUE."

Table C3.T4. Treatment of Undeliverable as Addressed Single-Piece Rate Standard Mail (A)

RULE MAILER

ENDORSEMENT

MILITARY POSTAL DIRECTORY SERVICED BY THE MPS SHALL:

1 NO ENDORSEMENT Forward. Endorse mail with "CHANGE OF ADDRESS DUE TO OFFICIAL

ORDERS". If undeliverable; return to sender with reason for nondelivery

and "POSTAGE DUE." Return the piece to sender with new address or

reason for nondelivery and POSTAGE DUE.

2 ADDRESS SERVICE

REQUESTED

3 FORWARDING

SERVICE

REQUESTED

4 RETURN SERVICE

REQUESTED

5 CHANGE SERVICE

REQUESTED

Do not forward or return. Destroy and dispose of this piece.

DoD 4525.6-M, August 15, 2002

95 CHAPTER 3

Table C3.T5. Treatment of Undeliverable as Addressed Standard Mail (B)

RULE MAILER ENDORSEMENT MILITARY POSTAL DIRECTORY SERVICED BY THE MPS

SHALL:

1 NO ENDORSEMENT Forward. Endorse mail with "CHANGE OF ADDRESS

DUE TO OFFICIAL ORDERS."

If a forwarding address is unknown, return the piece to

sender endorsed "UNDELIVERABLE AS ADDRESSED"

and "POSTAGE DUE," but do not compute the postage.

2 ADDRESS CORRECTION

REQUESTED

3 FORWARDING AND RETURN

POSTAGE GUARANTEED

4 FORWARDING AND RETURN

POSTAGE GUARANTEED, ADDRESS

CORRECTION REQUESTED

5 DO NOT FORWARD, ADDRESS

CORRECTION REQUESTED,

RETURN POSTAGE GUARANTEED

Return the piece to sender endorsed "UNDELIVERABLE

AS ADDRESSED" and "POSTAGE DUE," but do not

compute the postage.

6 DO NOT FORWARD Endorse each piece as "UNDELIVERABLE AS

ADDRESSED," and forward to the appropriate Mail

Recovery Center for disposition.

DoD 4525.6-M, August 15, 2002

96 CHAPTER 3

C3.T6. Special Mail Handling Procedures

RULE IF THE MAIL IS: THEN ENDORSE MAIL: AND:

1 Missent Missent to (include your unit/MPO

number)

Forward to

Addressee

2 Opened by mistake Opened by Mistake. (If possible

have the person who opened the

mail sign their name next to the

endorsement.)

Forward to

Addressee

3 Balloting material Proper Endorsement See

subparagraph

C3.4.6.9.

4 Addressed illegibly Illegible Return to Sender

5 Addressed to a receptacle number not

assigned the MPO, and correct number

is not known.

No Such Number Return to Sender

6 Fails to bear a receptacle number or

unit designation, and correct address

is not known.

Insufficient Address Return to Sender

7 Refused by addressee "Refused" or "Refused by Addressee" Return to Sender

8 Abandoned. (General Delivery not

called for in 30 days/Receptacle mail

not called for [see subparagraph

C3.3.5.3]

Unclaimed Return to Sender

9 "Undeliverable as Addressed."

Standard Mail bearing the

endorsement, "Return Postage

Guaranteed"

"Undeliverable as Addressed" and

"Postage Due"

Return to Sender

10 Addressed to, "Commander of" a

receptacle number, but does not

contain the addressee's name or unit

designation.

Insufficient Address Return to Sender

DoD 4525.6-M, August 15, 2002

97 CHAPTER 3

Figure C3.F1. DD Form 2273

DoD 4525.6-M, August 15, 2002

98 CHAPTER 3

Figure C3.F2. PS Form 3801

DoD 4525.6-M, August 15, 2002

99 CHAPTER 3

Figure C3.F3. PS Form 3849

DoD 4525.6-M, August 15, 2002

100 CHAPTER 3

Figure C3.F4. DD form 2258

DoD 4525.6-M, August 15, 2002

101 CHAPTER 3

Figure C3.F5. DD Form 2262

DoD 4525.6-M, August 15, 2002

102 CHAPTER 3

Figure C3.F6. DD Form 2263

DoD 4525.6-M, August 15, 2002

103 CHAPTER 3

Figure C3.F7. Rear View of Mail Receptacles

DoD 4525.6-M, August 15, 2002

104 CHAPTER 3

Figure C3.F8. Receptacle Storage for Easy Retrieval

DoD 4525.6-M, August 15, 2002

105 CHAPTER 3

Figure C3.F9. PS Form 3579

DoD 4525.6-M, August 15, 2002

106 CHAPTER 3

C4. CHAPTER 4

MILITARY POSTAL SERVICE (MPS) INFORMATION SYSTEMS

C4.1. SOURCES OF INFORMATION AND INSTRUCTIONS

C4.1.1. Purpose. Section C4.1. of this chapter provides guidance on the sources

of information each type of postal activity must maintain, and includes a brief

description of required publications.

C4.1.2. General. Procurement and maintenance of postal publications and related

materials are essential to the mission accomplishment of the MPS.

C4.1.3. Publication Requirements for Military Post Offices

C4.1.3.1. Publications. Maintain copies of publications and visual aids

according to the current version of the MACOM Postal Publications and IRT Update

memorandum. If postal activities have reliable access to electronic copies of the

required publications via Internet or CD-ROM, paper copies of the publications are not

required.

C4.1.3.1.1. USPS "Domestic Mail Manual (DMM)." The DMM

(reference (o)) is the primary USPS manual used in post office operations. It contains

regulations of direct interest to mailers such as postage rates, mail classification, and

mail preparation requirements.

C4.1.3.1.2. USPS "International Mail Manual (IMM)." The IMM

(reference (p)) contains regulations, classification, and other requirements for mailing

between the United States and other countries.

C4.1.3.1.3. USPS "Postal Operations Manual (POM)." The POM

(reference (n)) contains the internal operations procedures for post offices. It includes

retail services, mail processing, transportation, delivery services, and fleet management.

C4.1.3.1.4. USPS "Administrative Support Manual (ASM)." The ASM

(reference (q)) contains information pertaining to postal organization, inspection

service, directives and forms management, Government relations, facilities and

equipment, and support services.

DoD 4525.6-M, August 15, 2002

107 CHAPTER 4

C4.1.3.1.5. USPS Postal Bulletin (PB). The PB (reference (r)) contains

instructions and information relating to postal service. This semi-monthly publication

announces interim changes to references (n) through (p), respectively.

C4.1.3.1.6. USPS Publication 4, "Import Animal and Plant Products

through Overseas Military Post Offices." Publication 4 (reference (s)) contains

information on products that may or may not be imported into the United States.

C4.1.3.1.7. USPS Publication 52, "Acceptance of Hazardous, Restricted,

or Perishable Matter." Publication 52 (reference (k)) contains information on

acceptance procedures for hazardous, restricted, and perishable materials for mailing.

C4.1.3.1.8. USPS Publication 65A, "National ZIP Code and Post Office

Directory." Publication 65A (reference (t)) contains the most current ZIP Code

number for any postal address in the United States, overseas Army and Air Force Post

Office (APO), and Fleet Post Office (FPO).

C4.1.3.1.9. USPS Publication 223, "USPS Directives and Forms Catalog."

Publication 223 (reference (u)) lists all of the USPS forms and directives.

C4.1.3.1.10. USPS Publication 247, "USPS Material Equipment and

Supply Catalog." Publication 247 (reference (j)) contains a list of postal supply items.

C4.1.3.1.11. USPS Publication 514, "USPS Military Express Mail

Handbook." Publication 514 (reference (v)) contains procedural guidelines for

accepting, processing, dispatching, and delivering military express mail.

C4.1.3.1.12. USPS Transportation Handbook Series T-7, "Distribution,

Dispatching, and Transporting Military Mail by Air." Handbook Series T-7 (reference

(w)) contains information for processing, dispatching, handling, and transporting military

mail to and from the United States and between military postal activities overseas. This

reference is used by any activity that dispatches mail directly to air carriers or AMC.

C4.1.3.1.13. USPS Handbook PO 502, "Container Methods" (reference

(x)).

C4.1.3.2. Posters. The following minimum USPS posters are maintained at

military postal activities:

C4.1.3.2.1. USPS Poster 51, "International Rates and Fees" (optional for

those not providing financial services) (reference (y)).

DoD 4525.6-M, August 15, 2002

108 CHAPTER 4

C4.1.3.2.2. USPS Poster 74, "Packaging Pointers" (reference (z)).

C4.1.3.2.3. USPS Poster 76, "Some Things Were Never Meant to be

Mailed" (reference (aa)).

C4.1.3.2.4. USPS Poster 113A, "Examine Empty Equipment" (reference

(ab)).

C4.1.3.2.5. USPS Poster 114A, "Identify Defective Sack and Pouch"

(reference (ac)).

C4.1.3.2.6. USPS Poster 123, "Domestic Postage Rates and Fees"

(optional for those not providing financial services) (reference (ad)).

C4.1.3.3. DoD Publications and Automated Listings. The following minimum

DoD Publications and Automated Listings are maintained at military post offices.

C4.1.3.3.1. DoD 4525.6-M, "DoD Postal Manual." This Manual contains

policies and procedures issued by the MPSA for the administration and operation of the

MPS.

C4.1.3.3.2. "Military Post Office Location List (MPOLL)." The MPOLL

(reference (ae)) contains a listing of all MPO numbers.

C4.1.3.3.3. "Military Post Office Mail Distribution Scheme

(MPOMDS)." The MPOMDS (reference (af)) contains a numerical and alphabetical

listing of all authorized units.

C4.1.3.3.4. DoD 4500.32-R, "Military Standard Transportation and

Movement Procedures (MILSTAMP)." The MILSTAMP (reference (ag)) contains

policies and procedures required to manage and control the movement of mail through

the DoD transportation system. It will be maintained by any activity that dispatches or

receives mail from any transportation network.

C4.1.3.3.5. "Official Airline Guide (OAG)." The OAG (reference (ah))

contains a complete listing of airline schedules for flights to and from the United States

and between overseas locations. This is a privately printed publication and will be

maintained by any activity, as deemed necessary by the MACOM that dispatches or

receives mail from a commercial airline.

DoD 4525.6-M, August 15, 2002

109 CHAPTER 4

C4.1.3.3.6. "Military Origin Destination Information System (MODIS)

User's Manual." Those locations on MODIS (reference (ai)) will maintain a copy of the

Manual.

C4.1.4. Procurement Procedures

C4.1.4.1. Current DoD postal publications are available through distribution

channels from each Military Department's publication distribution center. Procure DoD

publications per each Military Department's publication distribution system

requirements.

C4.1.4.2. Requisition USPS publications, forms, and posters per USPS

Publication 223 (reference (u)).

C4.1.4.3. MPOLL and MPOMDS (references (ae) and (af)) are provided

quarterly.

C4.1.4.4. Obtain privately printed publications (such as reference (ah)) through

command funds or local procurement channels.

C4.2. MANAGEMENT INFORMATION SYSTEMS (MIS)

C4.2.1. Purpose. This section describes MIS developed to support the MPS,

including the definitions and uses for component systems.

C4.2.2. General. The MIS is designed to provide timely and useful information

derived from data generated through the MPS functions of transporting mail and

operating MPOs.

C4.2.3. Data Collection Requirements. MPS managers at all levels must follow

data collection requirements and procedures contained in this part.

C4.2.4. Reporting Requirements for Automated Accounting System and Mail

Movement Reimbursements. The following data collection systems are used by MPSA

for measuring and monitoring volume and associated costs for reimbursement of mail

movement.

C4.2.4.1. Military Automated Mail Accounting System (MAMAS). MAMAS

is designed to provide the volume and transportation costs of mail moving between the

U.S. gateway cities and overseas locations, and among overseas locations. It provides

DoD 4525.6-M, August 15, 2002

110 CHAPTER 4

segment volumes and associated transportation costs for mail moved by U.S. or foreign

commercial air carriers, MSC, and AMC.

C4.2.4.2. Mail Movement Reimbursement System (MMRS) for Non-DoD

Agencies. This data is designed to calculate the Non-DoD cost for MPS usage.

Non-DoD Agencies are billed annually with appropriate disbursements made to each of

the Military Departments.

C4.2.5. Postal Commerce Report. The Department of Defense is congressionally

mandated to report international payments and receipts to appropriate U.S. Government

statistical agencies. The Office of Management and Budget (OMB) Directive #19

(reference (aj)) establishes this reporting requirement for all international transactions

for inclusion in the U.S. International Accounts. MPSA complies with this policy by

preparing and forwarding the Commerce Report to the Department of Commerce

Bureau of Economic Analysis. Each MACOM will consolidate data received from their

MPO/MAO's reports, review it for accurancy and completeness, and mail it to the MPSA

not later than 15 working days after the end of the reqporting quarter. Data reported on

the Postal Commerce Report will consist of the following:

C4.2.5.1. APO/FPO Number.

C4.2.5.2. Geographical Location.

C4.2.5.3. Value of Meter Sales.

C4.2.5.4. Value of Stamp Sales.

C4.2.5.5. Value of Money Order Sales.

C4.2.5.6. Value of Money Orders Cashed.

C4.2.6. Transit Time Information Systems. USPS and the Department of Defense

for measuring and monitoring military mail movement use the following data collection

systems:

C4.2.6.1. Origin Destination Information System (ODIS). The ODIS is a

USPS system by which mail volume, service analysis, and other mail characteristics data

are collected, developed, and presented in a variety of reports to postal management.

The ODIS testers, USPS employees, collect information by sampling live mail at

delivery units. Tests are conducted every day of the year at randomly selected units.

The data is processed and formatted into reports that basically reflect the overall

performance of mail delivery.

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111 CHAPTER 4

C4.2.6.2. Military and International Dispatch and Accountability System

(MIDAS). The MIDAS is a USPS automated processing and billing system for military

and international airmail. The MIDAS process generates a bar-coded flight tag for the

mail container, reflecting the weight, origin, destination, and dispatch date of the

container. The MIDAS:

C4.2.6.2.1. Assesses air carrier performance.

C4.2.6.2.2. Provides a management information database that monitors,

tracks, and researches billing processes and inquiries.

C4.2.6.2.3. Maintains an up-to-date schedule of overseas outbound

carriers.

C4.2.6.2.4. Generates documents associated with outbound military and

international mail.

C4.2.6.3. Military Origin Destination Information System (MODIS). The

MODIS comprehensively measures the transit time of U.S.-origin mail sent to U.S.

military post offices overseas. USPS, in cooperation with the MPSA, developed the

MODIS. It is designed as a cost-effective, labor-saving method of combining data

available from two USPS information systems. Additional data is obtained by scanning

labels at selected MPOs. The MODIS uses a scanner combined with a hand-held

computer to collect data on a daily basis at overseas MPOs.

C4.2.6.4. Standard Military Postal System (STAMPS). The STAMPS is an

MPSA interactive management information system. This system provides data

management for MAMAS, MPOMDS, and MPOLL.

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112 CHAPTER 4

C5. CHAPTER 5

SELECTION AND DESIGNATION OF MILITARY POST OFFICE (MPO) PERSONNEL

C5.1. PURPOSE

This Chapter provides procedural guidance and policy for the selection, designation, and

termination of MPO personnel, including instructions on the direct hire of U.S. and

Local National civilians for overseas MPOs.

C5.2. BACKGROUND

Title 39, U.S.C. (reference (b)) requires that Armed Forces personnel be designated to

perform postal duties. To satisfy this requirement, all personnel working in a postal

activity must be designated as a Military Postal Clerk (MPC), Custodian of Postal

Effects (COPE), Postal Finance Officer (PFO), or Postal Officers. An on-site military

person shall supervise each MPO.

C5.3. QUALIFICATION, SELECTION, AND ASSIGNMENT OF POSTAL PERSONNEL

C5.3.1. Personal Attributes. Personnel who perform postal duties must be loyal,

trustworthy, and honest. By agreement between the USPS and the Department of

Defense, personnel of questionable integrity may not be assigned to duties in MPOs,

mailrooms, mail terminals, or other postal facilities.

C5.3.2. Qualifications. Personnel designated as MPCs, COPEs, or PFOs must

meet the following qualifications:

C5.3.2.1. They must have no record of:

C5.3.2.1.1. Conviction of a crime involving theft or moral turpitude.

C5.3.2.1.2. Disciplinary actions reflecting unfavorably upon their integrity.

C5.3.2.1.3. History of psychiatric disorder, alcoholism, or drug abuse,

unless a medical evaluation determines the condition no longer exists.

C5.3.2.2. They must possess high moral standards.

C5.3.2.3. They must be financially responsible.

DoD 4525.6-M, August 15, 2002

113 CHAPTER 5

C5.3.2.4. They must have or obtain a valid driver's license.

C5.3.2.5. They must not have been previously relieved from military postal

duties for cause or criminal convictions.

C5.3.2.6. Military personnel must be U.S. citizens and have a favorable

Entrance National Agency Check (ENTNAC), or National Agency Check (NAC) on file

if required to handle, process, or delivery registered mail. Civilian personnel must

meet this requirement if they are required to handle official registered mail.

C5.3.2.7. They cannot have permanent physical restrictions prohibiting duty

involving prolonged standing, walking, or lifting of weights up to 70 pounds.

C5.3.2.8. They must have a physical profile serial code (PULHES) of at least

211221.

C5.4. DESIGNATION PROCEDURES

C5.4.1. Designation of PCs, MPCs, COPEs, and PFOs. Responsible commanders

with Uniform Code of Military Justice (UCMJ) (reference (ak)) authority must

designate MPCs, COPEs, and PFOs per section C5.3. Commanders may authorize

Postal Officers to sign DD Form 285, "Appointment of Military Postal Clerk, Unit Mail

Clerk or Mail Orderly," and DD Form 2257, "Designation/Termination

MPC-FPC-COPE-PFO." Designated personnel must be informed of their

responsibilities, obligations, and liabilities in handling postal funds and mail. PS Form

8139, "Your Role in Protecting the U.S. Mail," is required for all personnel handling

mail. The original PS Form 8139 remains in MPO files.

C5.4.1.1. Designation. Document the designation on DD Form 2257,

"Designation/Termination MPC-FPC-COPE-PFO." See Figure C5.F1. A change from

one designation to another, such as from MPC to COPE, requires redesignation. If

designated personnel are not located at the same place as the responsible commander,

the designation may be completed administratively through the mail. The designee must

sign the acknowledgment and forward the DD Form 2257 to the commander for

approval and signature. The DD Form 2257 must be completed and additional copies

made for distribution per subparagraphs C5.4.1.4. and C5.4.1.5. Additional copies and

distribution instructions may be issued by MACOMs. Postal personnel performing

staff functions who do not handle postal funds or mail do not require a DD Form

2257. Augmentees must have "Augmentee" typed next to the designation on the DD

Form 2257.

DoD 4525.6-M, August 15, 2002

114 CHAPTER 5

C5.4.1.2. Designee. Each designee must be issued a single DD Form 285,

"Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly" (see Figure

C5.F2.), identifying them as an MPS member. The responsible commander signs the

form, and copies are distributed per subparagraphs C5.4.1.4. and C5.4.1.5. For

additional U.S. Navy (USN) and U.S. Marine Corps (USMC) requirements, see paragraph

C5.4.2. The DD Form 285 must be postmarked in Block 10 with the all-purpose date

stamp (APDS) from the MPO where the individual is assigned. The responsible

commander signs the DD Form 285 for subordinate personnel. The "Mail Authorized

to Receive" block on the Local National's DD Form 285 must contain: "EXCEPT

OFFICIAL REGS" to preclude their unauthorized receipt of Registered mail. In Block 6

of DD Form 285 type "Augmentee," if applicable.

C5.4.1.3. An Augmentee (detailed or volunteer) is any individual, military or

civilian, who assists an MPO in the processing of mail. Augmentees may be designated

on DD Forms 2257 and/or 285. Annotate the top of "Appointee" block as "Augmentee."

Augmentees will not be issued financial accounts or be permitted to handle funds. See

subparagraph C5.4.1.4. for distribution of DD forms.

C5.4.1.4. Distribution of DD Forms 2257 and 285 for MPCs

C5.4.1.4.1. File the original DD Forms 2257 and 285 in the postal

activity (USA, USAF, Local Nationals and augmentees). (USN and USMC see paragraph

C5.4.2.)

C5.4.1.4.2. Give a copy of the DD Form 285 to the individual. (All

Military Departments, Local Nationals and augmentees.)

C5.4.1.5. Distribution of DD Forms 2257 and 285 for COPEs and PFOs. (All

Military Departments.) (Local Nationals cannot be COPEs or PFOs.)

C5.4.1.5.1. File the original in the postal activity.

C5.4.1.5.2. Give a copy of DD Form 285 to the individual.

C5.4.1.5.3. Give a copy to the source of accountable paper (DD Form

2257 only).

C5.4.2. Designation of USN and USMC Personnel. The USN and USMC postal

designations must be retained and carried forward for each reenlistment and must remain

in effect during the Service member's entire period of continuous active duty unless

otherwise revoked. However, DD Form 285 must be issued by the command to which

DoD 4525.6-M, August 15, 2002

115 CHAPTER 5

the member is assigned and must be revoked when the Service member is reassigned to

a new duty station. USN and USMC personnel meeting all career field requirements

must have their postal designations documented as follows:

C5.4.2.1. USN. A Page 13 entry must be made to show the designee,

designating official, and effective date.

C5.4.2.2. The Page 13 entry and the original copy of DD Form 2257 must be

filed in the Service member's field service record.

C5.4.3. Designation of Temporary COPEs and PFOs.

C5.4.3.1. Fixed Credits. If the COPE is temporarily absent (greater than 5

consecutive working days, but less than 31 total days), designate another qualified

person, by issuance of DD Form 2257, as a temporary COPE. See Figure C5.F3.

Complete sufficient copies of the DD Form 2257 for distribution per subparagraph

C5.4.1.5. Exchange the PS Form 3369, "Consigned Credit Receipt" (see Figure

C5.F4.), for stamps and funds; DD Form 885, "Money Order Control Record" (see

Figure C5.F5.), for MOs; and PS Form 1590, "Supplies and Equipment Receipt" (see

Figure C5.F6.), between the two members. Retain the original PS Form 2257

temporary designation in the activity's file. When the COPE returns, terminate the

temporary designation and repeat the exchange of the PS Forms 3369 and 1590, and DD

Form 885.

C5.4.3.2. Flexible Credits. If the COPE or PFO is absent from 3 to 5

consecutive days, forward a message to the appropriate JMPA to notify the accountable

postmaster that no requisitions or remittances will be forwarded during the specified

time frame. If the absence is greater than 5 consecutive workdays, designate a new

COPE or PFO.

C5.5. SPECIAL DESIGNATION OF MPO PERSONNEL IN AREAS WHERE USPS

OPERATES

C5.5.1. The COPEs, MPCs, and PCs may be selected and designated to operate

postal finance units at U.S. land-based postal activities and other areas where the USPS

operates. The following procedures and limitations apply:

C5.5.1.1. Submit requests to operate a military postal unit in writing to the

MPSA for further coordination with the USPS.

C5.5.1.2. The purpose of the request must be one or more of the following:

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116 CHAPTER 5

C5.5.1.2.1. Augmenting the USPS for short periods when unusual

circumstances prevail and USPS cannot provide adequate service.

C5.5.1.2.2. Assisting in providing postal operations involving maneuvers

and field exercises in isolated locations where the USPS cannot provide adequate

service.

C5.5.1.2.3. On-the-job training (OJT) for personnel assigned to military

postal units subject to deployment.

C5.5.2. Approval to operate military training postal units in areas where the USPS

operates is necessary for each installation. Authority, once granted, remains effective

indefinitely at the installation, provided:

C5.5.2.1. The installation retains the mission to train military postal personnel.

C5.5.2.2. Personnel selected for such training are qualified members of the

military postal activities.

C5.5.3. A COPE is designated per section C5.4. when postal financial transactions

are conducted.

C5.6. TERMINATING DESIGNATIONS

C5.6.1. The responsible commander must terminate individual designations using

the original designating DD Form 2257 for the following reasons:

C5.6.1.1. A change from one designation to another, such as from MPC to

COPE (USA, USMC, and USAF only) or from COPE to PFO.

C5.6.1.2. Reassignment to a new duty location, if the ZIP Code changes (USA

and USAF).

C5.6.1.3. Reassignment to duties other than postal.

C5.6.1.4. Termination of enlisted military service.

C5.6.1.5. Conviction of a crime such as theft, or an offense of moral turpitude.

C5.6.1.6. Disciplinary actions reflecting unfavorably upon their integrity.

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117 CHAPTER 5

C5.6.1.7. Relief from postal duties for cause; e.g., loss of postal effects

through fraud or intent to defraud, negligence, mismanagement, or other serious

irregularities.

C5.6.2. The responsible commander may terminate designations for the following

reasons:

C5.6.2.1. Consistent overages or shortages in account audits.

C5.6.2.2. Failure by the member to show required progress in training

programs established by each Military Department.

C5.6.3. Procedures and authority for, and distribution of, termination actions must

be per paragraph C5.6.1. and section C5.4. Retain the MPO copy in the MPO files for

2 years from the termination date; then destroy it. Withdraw and destroy the member's

DD Form 285 immediately.

C5.6.4. Military or civilian personnel who are relieved for reasons provided in

subparagraphs C5.6.1.5. and C5.6.1.6. must not be considered eligible for further postal

assignments or positions.

C5.6.5. Postal personnel who are relieved for cause will not perform duties after

the effective date of the revocation.

C5.6.6. If it becomes necessary to terminate a COPE and no qualified replacement

is immediately available to continue operation of the post office, the responsible

commander must appoint a responsible individual to assume custody of the postal

effects and funds. In addition, operations must be suspended until a designated

replacement COPE in position. If possible, the COPE being relieved must be provided

receipts to document the transfer.

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118 CHAPTER 5

Figure C5.F1. DD Form 2257

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Figure C5.F2. DD Form 285

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Figure C5.F3. DD Form 2257

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Figure C5.F4. PS Form 3369

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Figure C5.F5. DD Form 885

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Figure C5.F6. PS Form 1590

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124 CHAPTER 5

C6. CHAPTER 6

POSTAGE STOCK

C6.1. PURPOSE

This Chapter prescribes the policy and procedures for the procurement, sale, and

accountability of postage stamps and stamped paper.

C6.2. GENERAL

The following is general information concerning postage stock:

C6.2.1. Stamp Stock. Stamp stock is advanced by either a fixed or flexible credit

account from the accountable postmaster or Postal Finance Officer (PFO). The USPS

accountable postmasters advance stock to PFOs on a flexible credit basis. (See section

C6.4.) Accountable postmasters and PFOs may advance stock on a fixed credit (see

section C6.3.) to a custodian of postal effects (COPE). PFOs and COPEs/Finance

Supervisors receiving stock directly from an accountable postmaster must order stock

from their respective source of supply (APOs 09XXX and 34XXX, NY, Postmaster; and

96XXX, SF, Postmaster). As a general guide for establishing a PFO account or

COPE/Finance Supervisors account issued by an accountable postmaster, calculate a

minimum of $25 per sponsor served plus 50 percent. Initial establishment of a PFO

account or COPE/Finance Supervisors account extended from an accountable

postmaster must be routed through the MACOM for approval of credit limit. The PFO

must notify the MACOM of all issued accounts with ZIP Code, custodian, and amount.

C6.2.2. Remittances. Throughout this Chapter, the term "remittances" refers to a

method of payment.

C6.2.2.1. Below is a List of Methods for Remitting Funds:

C6.2.2.1.1. Check issued by a recognized check-issuing activity.

C6.2.2.1.2. No-fee postal MO. See Chapter 8.

C6.2.2.1.3. Non-postal MO.

C6.2.2.1.4. Paid USPS MO.

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125 CHAPTER 6

C6.2.2.1.5. Traveler's Checks. See paragraph C6.2.7.

C6.2.2.1.6. Personal Checks. See paragraph C6.2.6.

C6.2.2.1.7. Cash (if checks and MOs are not available).

C6.2.2.1.8. International Reply Coupon (IRC). See paragraph C6.2.9.

C6.2.2.1.9. Redemption's and Exchanges. See paragraph C6.2.8.

C6.2.2.1.10. Electronic Funds Transfer.

C6.2.2.2. Submit all remittances via Electronic transmission or using

registered USPS indicia mail (if Electronic transmission or Registered mail is not

available remit by certified mail with return receipt). In order to identify the remitting

post office, postmark remittance checks legibly on the reverse side per banking

instructions.

C6.2.2.3. Do not send remittances containing cash to any USPS activity. See

Chapter 8. Cash can only be remitted by those locations unable to obtain a check or

MO. Submit cash or paid USPS MO using Registered USPS indicia mail. All cash

remittances must be witnessed; file copies must include the printed name and signature

of the witness. Double wrap the remittances, and tape loose coins to paper or

cardboard. Mark the inner envelope with the amount of cash enclosed and with "OPEN

IN THE PRESENCE OF A WITNESS." Retain a copy of PS Form 17, "Stamp

Requisition," in the MPO files until the signed copy, accompanied by the filled

requisition, is returned. Verify in the presence of a witness that the returned stock is

correct, file the returned PS Form 17 in MPO files, and destroy the suspense copy.

C6.2.3. Requisitions. Throughout this Chapter the term "requisition" refers to the

method for replenishing stamp stock.

C6.2.3.1. Requisition stamp stock using PS Form 17. See paragraph C6.3.2.

for fixed credit and paragraph C6.4.10. for flexible credit.

C6.2.3.2. Submit requisitions from MPOs serviced directly by a USPS

accountable postmaster. See Table C6.T1.

C6.2.4. Witnesses. The term "witness" refers to an individual who serves as a

verification source for actions pertaining to postage stock, money orders and meter

accounts. Postal activities that are permanently operated by one clerk will make prior

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126 CHAPTER 6

arrangements with their responsible postal officer or commander, or their local unit to

provide a witness. The responsible commander or postal officer can give permission

for the use of "no witness available" (NWA) on a case-by-case basis when a postal

activity has an unusual occurrence that does not allow for a witness. This approval must

be in writing.

C6.2.5. Determining Amount of Initial MPO Credit

C6.2.5.1. Transit times between the MPO and the source of supply.

C6.2.5.1.1. Availability of a postage meter machine.

C6.2.5.1.2. Fluctuations in population serviced, such as mobile units and

temporary duties (TDYs and TADs).

C6.2.5.1.3. At-sea operations.

C6.2.5.2. If a meter is not available, establish a minimum credit of $5,000 for

the COPE/Finance Supervisor. This amount must provide stamp stock of various

denominations. A smaller amount may be authorized if determined appropriate by the

responsible commander.

C6.2.5.3. Holiday Stock. Each year during the September - October time

frame, USPS announces availability and sale dates of holiday stamps in the Postal

Bulletins (PBs). PFOs and COPEs/Finance Supervisor may order available holiday

stock from their servicing accountable postmaster or PFO.

C6.2.5.3.1. PFOs must establish policy regarding the issue of holiday

stock for the MPOs they serve.

C6.2.5.3.2. If a fixed credit needs to be increased to accommodate

additional holiday stock, submit the request to the source of supply. Submit the

request as soon as the PB announcement or direction from the PFO is received. See

subparagraph C6.3.3.3. and paragraph C6.4.3. Decrease the credit to the normal stock

level before the 31st of January each year.

C6.2.6. Acceptance of Personal Checks. If check cashing is authorized by the

individual Military Departments, and implemented by the MACOM, clerks may accept

personal checks for the purchase of all postal services except MOs. The MACOM

postal representative will request the regional AAFES or NEX offices to send them the

bad check register automatically through distribution.

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127 CHAPTER 6

C6.2.6.1. Check Limits. The MACOMs should establish minimum limits for

check acceptance at their postal activities. The MACOMs must ensure postal activities

display this information at their finance windows. The amount of the check must not

exceed the amount of the purchase. DO NOT ACCEPT SECOND PARTY CHECKS.

C6.2.6.2. Payable. Make checks payable to the "Accountable Postmaster."

C6.2.6.3. Sponsor's Information. Clerks are responsible to ensure the

following information about the sponsor is recorded on the front of the check.

Sponsor's:

C6.2.6.3.1. Name.

C6.2.6.3.2. Rank.

C6.2.6.3.3. Organization.

C6.2.6.3.4. Mailing Address.

C6.2.6.3.5. Duty Phone.

C6.2.6.3.6. Home phone, if not active duty.

C6.2.6.4. Clerks may be held pecuniarily liable for the value of the check if

they fail to do so.

C6.2.6.5. Personal Check Procedures. Prior to accepting parcels or selling

postage, the PC must ask the patron if they are paying by check. If the purchase is to be

made by check, the clerk must ask the patron for identification (ID). The PC checks the

SSN on the ID against the bad check registers. If the patron's SSN is not on the

Government ID card and are on DoD official orders, may present a U.S. passport for

ID. Enter the passport number on the reverse side of the check. The clerk accepting

checks must endorse the reverse side of the check in the appropriate area, with:

C6.2.6.5.1. The following words: "For deposit only to the account of

(list either Postmaster, NY, or Postmaster, SF)."

C6.2.6.5.2. The account number of the accountable postmaster.

C6.2.6.5.3. An imprint from the all-purpose date stamp (APDS).

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128 CHAPTER 6

C6.2.6.5.4. The clerk's initials near the APDS impression.

C6.2.6.6. Submission and Accounting for Personal Checks

C6.2.6.6.1. At the end of the business day, the clerk will transfer all

checks to the COPE. Clerks will use personal checks to account for postage meter

sales first. If checks exceed the amount required for meter sales, the clerk will list the

excess checks on PS Form 17 to requisition postage stock from the COPE.

C6.2.6.6.2. The COPE will prepare a calculator tape or IRT-generated

electronic tape listing all personal checks. The COPE must stamp the top of the list

with the APDS and initial it.

C6.2.6.6.3. The COPEs serviced by the Postmaster, NY, must use

personal checks to account (to the maximum extent) for postage meter sales. Include

these checks in the daily postage meter remittance. If the total dollar amount of

personal checks exceeds the total of the meter remittance, the COPE must retain only

that amount that exceeds the meter remittance and submit these checks with the next

day's meter remittance. Submit the following items via registered USPS indicia (if

Registered mail is not available remit by certified mail with return receipt) to the

accountable postmaster:

C6.2.6.6.3.1. PS Form 3602-PO, "Postage Collected Through Post

Office Meter."

C6.2.6.6.3.2. Calculator tape listing or IRT-generated electronic tape.

C6.2.6.6.3.3. Copy of bank deposit slip.

C6.2.6.6.4. The COPEs and PFOs serviced by the Postmaster, SF, must

forward the following items:

C6.2.6.6.4.1. PS Form 3602-PO.

C6.2.6.6.4.2. Personal checks.

C6.2.6.6.4.3. Traveler's checks.

C6.2.6.6.4.4. U.S. Treasury and Military Banking Facility (MBF)

checks.

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129 CHAPTER 6

C6.2.6.6.4.5. Calculator tape or IRT-generated electronic tape

listing. The total value of PS Form 3602-PO, personal checks, and traveler's checks,

must be included in the amount reflected in the Account Indicator Code (AIC) 752,

Cash Remitted, on PS Form 1412-A, "Daily Financial Report."

C6.2.7. Acceptance of Traveler's Checks. If the individual Branch of Service

authorizes the cashing of traveler's checks, clerks may accept traveler's checks issued by

established American firms or banks in payment for all postal charges and services as

long as sufficient funds are available to provide change to the patron. If funds are not

available, advise the patron to cash it at an Open Mess (officer/noncommissioned

officers club), military exchange, or MBF, or to return at a later time when funds may

be available.

C6.2.7.1. Acceptance. Follow these procedures to accept traveler's checks:

C6.2.7.1.1. The value of the traveler's check may not be more than 50

percent of the total purchase.

C6.2.7.1.2. Accepting clerk must ensure:

C6.2.7.1.2.1. The patron is authorized MPO services.

C6.2.7.1.2.2. The patron makes traveler's checks payable to

"Disbursing Officer, U.S. Postal Service."

C6.2.7.1.2.3. The patron's SSN or, for authorized personnel without

ID cards, the U.S. passport number, is entered on the front side of the check.

C6.2.7.1.2.4. The reverse side of the check is endorsed "For Deposit

to Disbursing Officer, U.S. Postal Service." Clerks must stamp the check with the

APDS and initial next to the stamp.

C6.2.7.2. Processing. Process traveler's checks as follows:

C6.2.7.2.1. At the end of the business day clerks will:

C6.2.7.2.1.1. Use traveler's checks to the maximum extent possible

to account for MO sales.

C6.2.7.2.1.2. Use any remaining traveler's checks to account for

meter sales or to requisition postage stock from the COPE.

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130 CHAPTER 6

C6.2.7.2.1.3. Second-party traveler checks will not be accepted.

C6.2.8. Redemption and Exchanging Stock. When returning stock for redemption

and exchange, prepare four copies of PS Form 17. Place two copies of PS Form 17 in

an envelope and attach to the outside of the package containing the return stock.

Forward one copy of PS Form 17, covering the returned stock, by First-Class USPS

indicia mail or official mail to the source for accountable stock. Retain one copy in

the MPO file pending receipt of the exchange stock. Submit requisitions for

replenishment of stock separately from requisitions for redemption and exchange.

Redemption Stock is returned to the Accountable Paper Depository on the schedule

prescribed by the Accountable Postmaster.

C6.2.9. Check "return stock" block on PS Form 17, list IRCs by value (see Figure

C6.F1.), and forward per Table C6.T1.

C6.3. FIXED CREDITS

C6.3.1. Administration

C6.3.1.1. Administer fixed credits per USPS directives as supplemented by

this Chapter and instructions by the responsible commander.

C6.3.1.2. The responsible commander must authorize, in writing, window

clerks to retain fixed credits in excess of $1,000.

C6.3.1.3. When conditions do not allow the COPE/Finance Supervisor to

properly protect postal effects, such as shipboard operations, the responsible

commander will designate, in writing, a reserve custodian. In such cases, the COPE

must prepare a PS Form 3369, "Consigned Credit Receipt," in duplicate to reflect the

amount of fixed credit to be transferred to the reserve custodian. Indicate "Reserve

Custodian" next to "Stamp Credit" block. The responsible commander, based on stock

required to conduct day-to-day operations, must decide the amount of credit the COPE

will retain. The reserve custodian must sign both copies of the PS Form 3369, retain a

copy, and return the original to the COPE as a receipt. When this procedure is

necessary, the portion of the account retained by the COPE must be considered as a

working fixed credit. (See subparagraph C6.3.6.1.5.) However, a separate PS Form

3369 is not required. Audits must be performed at least once monthly and more often

as needed. See Chapter 12.

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131 CHAPTER 6

C6.3.1.4. When a COPE or clerk is relieved of an account, the full amount of

fixed credit must be produced in stock, funds, evidence of requisitions in transit, or

receipts for funds and stock extended. Audit the account and submit any overages from

the COPE or clerk stock. Restitution of shortages must be made at the time of the

audit. Upon closure of a contingency MPO, send the following to the servicing PFO or

COPE: DD Forms 2257 terminating the COPE designation, DD Forms 885, 2259, PS

Forms 3295 and 3368.

C6.3.1.5. Clerks must be temporarily relieved of their accounts if projected

absence is more than 5-consecutive workdays, but less than 31 total consecutive days.

The COPE must audit the account and retain it. The COPE will return their fixed credit

receipt (PS Form 3369). If temporary, after the clerk receives the fixed credit back for

the same amount turned in, PS Form 3369 will be returned to the COPE. The COPE

must also retain any overage within tolerance limits and reissue it to the clerk upon

return. Always receipt for the action when taking or returning accounts, whether

temporarily or permanently. Any shortage requires restitution at the time of the audit.

If immediate restitution is not made, see Chapter 14.

C6.3.2. General Guidelines for Requisitioning and Replenishing Stock

C6.3.2.1. Requisition stamp stock on PS Form 17 and begin with number "1"

each new fiscal year (FY) (i.e., 1-97, 2-97). Naval activities must include their office

ID and MPO number at the top of the PS Form 17. Requisitions from ships must show

the ship's name.

C6.3.2.2. The COPE or clerks may not replenish their stock from other than

the primary source of supply, except in an emergency, or unless the ship is deployed.

C6.3.2.3. When payment is by check or MO, the COPE or clerk annotates the

PS Form 17 with the serial number and the value. If cash is the method of payment, list

the denominations and amounts.

C6.3.2.4. Prepare the PS Form 17 in the presence of a witness who must sign

the MPO's copy. Open returned requisitions and verify contents in the presence of a

witness. When the requisition is for establishment or increase of a fixed credit, resolve

any discrepancies before signing the enclosed PS Form 3369. If a command has a

reserve custodian, the reserve custodian will act as the witness for all stamp

requisitions.

C6.3.2.5. If there is an error in the returned requisition, bring it to the

attention of the source of supply immediately and resolve it. If a shortage exists that

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132 CHAPTER 6

cannot be adjusted immediately through coordination with the source of supply, an

investigation must be conducted. See Chapter 14.

C6.3.2.6. If the requisition is not received within the normal transit time,

notify the source of supply. In the case of the PFO, notify the source of supply through

the servicing JMPA. If the source of supply acknowledges shipment of the requisition,

but it is not received after a reasonable transit time, request initiation of tracer actions.

C6.3.2.7. The COPEs will requisition new stock listed in the PBs after

coordinating with their servicing PFO. The PBs periodically announces new stock,

indicating an effective date of sale. When requisitioning these items, use a separate PS

Form 17 for stock of each different effective date.

C6.3.2.8. COPEs, and clerks must requisition every 7 days or when cash on

hand exceeds 25 percent of account value. Clerks who do not use their account during

a given week (i.e., backup clerk, leave, TAD, TDY, on quarters, etc.) do not requisition

every 7 days.

C6.3.3. Procedures Between the COPE and Accountable Postmaster

C6.3.3.1. Initial Fixed Credit. Submit initial request through MPSA. This

request should include the amount of the fixed credit as determined by the responsible

commander. In addition:

C6.3.3.1.1. Submit two copies of PS Form 17 in the amount requested in

the initial request letter and one copy of DD Form 2257, "Designation/Termination

MPC-FPC-COPE-PFO." See Chapter 5.

C6.3.3.1.2. After acknowledging the fixed credit and filling the stock

request, the accountable postmaster will initial and forward two copies of the PS Form

3369 to the COPE. The COPE must verify receipt of the correct stock, sign the PS

Form 3369, return the original form to the accountable postmaster (see Table C6.T1.)

and file the duplicate in the MPO file. The COPE must resolve any discrepancies

before signing the PS Form 3369.

C6.3.3.1.3. Transfer an established fixed credit to a new COPE. The

outgoing and incoming COPEs must perform the audit unless supplemented by service

audit. If a reserve custodian maintains a portion of the stock, they must also participate

in the audit.

C6.3.3.2. Replenishing Stock. Submit requisitions. See paragraph C6.3.2.

Prepare an original requisition and three copies. Send the original and one copy with

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133 CHAPTER 6

the remittance to the source of accountable paper. One copy is forwarded to the

accountable postmaster's account office. SeeTtable C6.T1. Retain one copy at the

MPO in a suspense file until the signed copy accompanying the filled requisition is

returned. Verify the stock is correct and file the returned PS Form 17 in MPO files.

Destroy the suspense copy.

C6.3.3.3. Increasing or Decreasing Fixed Credits

C6.3.3.3.1. Submit all requests in letter format to the MACOM for

concurrence. MACOM will send all approved request to the Postmaster. All request

for increases or decreases must be in multiples of $500.

C6.3.3.3.2. Increases (see reference (p)). A letter requesting the

increase should state the new fixed credit amount, the reason for the increase, and the

date additional stock is needed.

C6.3.3.3.2.1. Three copies of PS Form 17 listing the quantities and

denominations of credit. Forward the original and one copy to the accountable

postmaster. Retain one copy in the suspense file.

C6.3.3.3.2.2. Three copies of PS Form 3369. Form should reflect

the new fixed credit. Forward two copies to the accountable postmaster who signs and

returns both copies with the increase. Retain one copy in the suspense file.

C6.3.3.3.3. Upon receipt of the increase or decrease, the COPE verifies

that it is correct, signs the PS Form 3369, returns the original to the accountable

postmaster, and files the duplicate in the MPO files. Resolve any discrepancies before

signing the PS Form 3369.

C6.3.3.3.4. Decreases. When the request is to decrease the fixed credit,

make checks payable to Postmaster, NY, or Postmaster, SF. See Table C6.T1. When

returning stock for a reduction in fixed credit, prepare three copies of PS Form 17,

listing the stock returned. Forward the original and one copy of the PS Form 17 with

the returned stock by registered USPS indicia mail to the address listed in Table C6.T1.

Retain one copy of the PS Form 17 and registry receipt in the MPO files pending

receipt of PS Form 3369 and PS Form 17 for the new fixed credit from the accountable

postmaster. Unless circumstances require otherwise, do not remit accountable paper

to reduce a fixed credit.

C6.3.4. Procedures Between the COPE and PFO

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134 CHAPTER 6

C6.3.4.1. Establishing a Fixed Credit. Establish a fixed credit per section

C6.3. except exchange the correspondence between the COPE and the servicing PFO.

C6.3.4.2. Increasing and Decreasing Fixed Credits

C6.3.4.2.1. The COPEs must request increases and decreases from the

servicing PFO. The requirement to increase or decrease in recommended multiples of

$500 does not apply.

C6.3.4.2.2. Increase and decrease fixed credits. See subparagraph

C6.3.3.3.3., except that all correspondence must be between the COPE and servicing

PFO. The PFO must provide instructions on how to return stock.

C6.3.5. Procedures Between MPCs and COPEs

C6.3.5.1. Establishing Fixed Credits

C6.3.5.1.1. To extend initial fixed credits to designated MPC or PCs the

COPE:

C6.3.5.1.1.1. Prepares two copies of PS Form 3369 in the amount

of the fixed credit and stamps them with the APDS.

C6.3.5.1.1.2. Prepares two copies of PS Form 17, and indicates the

amounts and denominations of stock issued.

C6.3.5.1.1.3. Extends fixed credits in the amount shown on the PS

Form 3369.

C6.3.5.1.1.4. Obtains the signature of the clerk on PS Forms 17 and

3369.

C6.3.5.1.1.5. Prepares an account folder for each clerk with extended

fixed credit, and uses these folders to file all documentation pertaining to the account.

C6.3.5.1.2. The MPCs and PCs must physically count all stamps, stamped

papers, and funds before receipting for fixed credits on PS Forms 17 and 3369.

C6.3.5.1.3. The COPE must keep the original PS Forms 3369 and 17; the

clerk must retain the duplicates.

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135 CHAPTER 6

C6.3.5.1.4. Although the COPE must administer all fixed credits, it is

permissible to issue another person a fixed credit to be used to replenish the stock of

clerks conducting window business. Refer to this credit as a "filler stock." Do not use

this fixed credit for daily window sales. If it is necessary for the person with the filler

stock to conduct window business, the COPE must issue a separate account for that

purpose.

C6.3.5.1.5. The COPEs may issue themselves a separate fixed credit

when necessary to conduct window business. Maintain an account folder and handle this

account as any other extended fixed credit, except that it only needs auditing when the

master COPE account is audited. See Chapter 12. At one-person MPOs serviced by a

PFO, a separate account is not needed to conduct window business. Establish a single

(COPE or window) account with a tolerance limit based on the total fixed credit account.

C6.3.5.2. Replenishing Stock

C6.3.5.2.1. At the close of any business day when cash on hand (including

IRCs) exceeds 25 percent of the extended credit, clerks must requisition to replenish

the stamp stock on a separate PS Form 17.

C6.3.5.2.2. An alternate method of replenishment used to reduce

workload is to issue fixed credit accounts to primary window clerks in an amount up to

one month's expected sales. The responsible commander must approve any extended

credit in excess of $l,000. See subparagraph C6.3.1.2. At the close of business each

day, the clerk must prepare PS Form 1096, "Cash Receipt," in duplicate and submit all

funds that exceed the authorized $50 change fund. See subparagraph C6.3.5.2.3. For

example, at the end of a business day a clerk has $400.00 in cash; the clerk must prepare

a PS Form 1096 for $350.00 or more and retain the balance as a change fund. The

COPE or filler stock custodian must receipt for the funds, return the original PS Form

1096 to the clerk, and retain the duplicate

C6.3.5.2.3. Clerks are authorized to retain up to $50 of their fixed credit

in cash as a change fund. When sources of change are not readily available, window

clerks may be authorized to retain a $100 change fund. Change funds are not included

as a portion of the 25 percent restriction.

DoD 4525.6-M, August 15, 2002

136 CHAPTER 6

C6.3.5.2.4. When practical, the clerk remitting the requisition must

hand-carry it to the COPE. When hand-carrying requisitions, complete them in

duplicate. The COPE must retain the original and the clerk must retain the copy. A

witness is not required to sign the PS Form 17 if the requisition is filled when the

receiving clerk is physically present.

C6.3.5.2.5. When mailing the requisitions, prepare them in triplicate.

The clerk must retain the third copy until receipt of the filled requisitions. Forward the

original and a copy to the COPE, who will return the copy with the filled requisition.

Endorse the inner envelope containing the requisition in the lower left corner, with, "To

Be Opened By the COPE In the Presence of a Witness." Dispatch the requisitions by

registered USPS indicia mail.

C6.3.5.2.6. When damaged stamp stock is returned, itemize remittances

on the PS Form 3238 and check "returned stock." If mailing the damaged stock, a

witness must verify all entries.

C6.3.5.3. Increasing and Decreasing Fixed Credits. Increase or decrease fixed

credits extended by a COPE as necessary.

C6.3.5.3.1. Increases. When an increase is necessary, the clerk must

prepare two copies of PS Form 17 indicating the amounts and denominations of stock

needed to increase the credit. The COPE must prepare a new PS Form 3369 in

duplicate, showing the total amount of the new fixed credit, extend the increase, and

obtain the signature of the clerk on PS Forms 17 and 3369. After verifying that the

issued stock is correct, the clerk must sign the PS Forms 17 and 3369. The COPE

must retain the originals and give the duplicates, along with the previous original PS

Form 3369 indicating the prior extended credit, to the clerk. The responsible

commander must approve any extended credit in excess of $1,000. See subparagraph

C6.3.1.2.

C6.3.5.3.2. Decreases. When a decrease is necessary, prepare a new PS

Form 3369 in duplicate, showing the total amount of the new fixed credit. Prepare PS

Form 1096 in the amount of the decrease (cash, check, or MO), and submit to the

COPE. The COPE must verify that the amount is correct, sign for the funds on PS

Form 1096, sign the PS Form 3369, retain the original PS Form 3369, and return the

duplicate to the clerk. The COPE must also return the PS Form 3369 to the clerk that

was on file for the clerk's previous credit.

C6.3.6. Receiving and Filling Requisitions by PFOs and COPEs

DoD 4525.6-M, August 15, 2002

137 CHAPTER 6

C6.3.6.1. When a PFO or COPE receives stamp requisitions, they open the

requisition in the presence of a witness and verify the contents to determine if the

requisition and remittance are equal. After verifying and filling the requisition, the PFO

or COPE must make appropriate entries on PS Form 3958, "Daily Record of Stamps,

Stamped Paper, and Non-postal Stamps on Hand." See Figure C6.F2. The PFO or

COPE, and witness must sign and date the PS Form 17. The PFO or COPE must retain a

copy of the PS Form 17 and, if mailing the filled requisition, enter the registered

number used in the appropriate section. The PFO, or COPE, must sign, date, and enter

the registered number on the duplicate copy, and enclose it in the requisition. Securely

pack the stock and transmit it by registered USPS indicia mail. Attach the registry

receipt to the original PS Form 17 as proof of dispatch and file. When using PS Form

3877, "Firm Mailing Book for Accountable Mail," reflect the registered number under

which the requisition is dispatched in the appropriate space of PS Form 17. Maintain

PS Form 3958 on all stock used to fill requisitions and bulk sales. One-person

locations do not need to use PS Form 3958.

C6.3.6.2. If an error in the remittance is made, immediately bring it to the

attention of the originator of the requisition and resolve it.

C6.3.6.3. The PFO, or COPE/Finance Supervisor, must open stock received

from accountable postmasters in the presence of a witness. They must verify that the

stock received agrees with the items requisitioned and those listed as shipped on the

duplicate PS Form 17. If no discrepancies are noted, file the duplicate copy and

destroy the suspense copy. If a shortage in the shipment occurs, notify the source of

supply and the responsible commander. Notify the source of supply by letter. State

the circumstances and request replacement of the short items. Enclose a copy of the

PS Form 17 and have the person who witnessed the opening of the requisition endorse

the letter. Retain the wrapper or shipping case in which the requisition was received

until the matter is adjusted. Record the actual amount of stock received on PS Form

3958. Receiving units can assume sealed packages of stamps are correct. Only count

them with a witness, when seal is broken.

C6.3.6.4. If a later shortage is discovered (such as a book of stamps missing

upon opening a sealed container), submit a letter per subparagraph C6.3.6.3. Also,

postmark the container with the APDS and return it as an enclosure to the letter. Do

not adjust the PS Form 3958. A copy of the letter relating to the shortage will satisfy

audit purposes.

C6.4. FLEXIBLE CREDITS

DoD 4525.6-M, August 15, 2002

138 CHAPTER 6

C6.4.1. Administration. The PFOs and COPEs/Finance Supervisors must

administer flexible credits under the same general guidelines established for fixed

credits. The primary differences are in the methods of establishment and requisitioning

procedures. The flexible accounting system provides more latitude in stamp

requisitioning because funds are not submitted with requisitions to obtain stamps and

stamped paper. This system reduces the PFOs and COPEs/Finance Supervisors

accountability for stamps and stamped paper, based on stamp sales remittances, and

increases their accountability upon receipt of stamp requisitions.

C6.4.2. Establishment

C6.4.2.1. The PFO and COPE/Finance Supervisor must submit the following

documentation to the ACCOUNTABLE POSTMASTER, with the letter-requesting

establishment of the MPO.

C6.4.2.1.1. Three copies of PS Form 17, in the amount requested in the

letter.

C6.4.2.1.2. One copy of DD Form 2257, designating the accountable PFO

or COPE/Finance Supervisor. (See Chapter 5.)

C6.4.2.2. The accountable postmaster will forward the following for

administering the flexible account, upon receipt of information and documentation. See

subparagraph C6.4.2.1.

C6.4.2.2.1. Stock in the requested amount of flexible credit.

C6.4.2.2.2. Two copies of the PS Form 3369, which the designated PFO

or COPE/Finance Supervisor will sign and validate with the APDS.

C6.4.2.2.3. A PS Form 1412-A-A for Flexible Account Units that do not

transmit financial data to the accountable postmaster.

C6.4.2.2.4. Bank deposit slips that reflect the account code used to

conduct transactions with the accountable postmaster.

C6.4.2.2.5. A PS Form 3602-PO if the MPO received authorization for

using a postage meter. (See Chapter 7.)

C6.4.2.3. Upon receiving the initial flexible credit and after verification in the

presence of a witness, the custodian must complete the provided PS Form 1412-A.

DoD 4525.6-M, August 15, 2002

139 CHAPTER 6

Submit the original PS Form 1412-A and two signed copies of PS Form 3369 to the

accountable postmaster. See Table C6.T1. Type the entries on PS Form 1412-A-A.

The accountable postmaster will validate PS Form 3369 and return the duplicate copy to

the PFO/COPE/Finance Supervisor.

C6.4.3. Increasing or Decreasing Flexible Accounts. Flexible credits increase or

decrease automatically through receipt of requisitions and submission of remittance,

without any other action. However, when a significant increase or decrease is required,

submit a letter of justification to the accountable postmaster. See Table C6.T1.

Normally, a significant increase or decrease in the number of patrons serviced or a

significant change in Registered mail transit time would cause this.

C6.4.3.1. The PFO or COPE requests an increase in the flexible credit amount

from the accountable postmaster or postal office responsible for the postal unit. The

request is in letter format stating the amount desired and the reason for the request.

Letters requesting increases must reflect the date additional stock is needed. Enclose

three copies of PS Form 17, listing the quantities and denominations of stock desired to

make up the increase of credit.

C6.4.3.2. Decreasing the flexible credit may occur by submitting remittances

and not ordering replacement stock or ordering lesser amounts of replacement stock.

Only full sheets of stamps, boxes of books, or envelopes may be returned to the

accountable postmaster. See Table C6.T1. Make every effort to sell excess stock to

other MPOs, but if stock must be returned, coordinate the entire process with the

serving Postmaster and the JMPA.

C6.4.4. Change of PFO or COPE

C6.4.4.1. When the PFO (or COPE) changes, the incoming and outgoing PFO

(or COPE) must conduct a joint audit prior to the incoming PFO (or COPE) assuming

the duties. A change of COPEs does not require a new PS Form 3369 for credits

extended to clerks.

C6.4.4.2. Upon completion of the audit, the incoming PFO or COPE must

prepare DD Form 2257, and PS Forms 3369 and 1590, "Supplies and Equipment

Receipt." Forward one copy of DD Form 2257 and two copies of PS Forms 3369 and

1590 to the accountable postmaster (see Table C6.T1.) with a copy of the completed

audit and PS Form 1412-A, which is the last report for the outgoing PFO or COPE.

Show the amount indicated on the PS Form 3369 as "Stamp Credit Amount" on the first

PS Form 1412-A submitted by the new PFO or COPE as the "Opening Balance" AIC 840.

DoD 4525.6-M, August 15, 2002

140 CHAPTER 6

C6.4.4.3. Handle temporary absences of the PFO or COPE per subparagraph

C6.3.1.5.

C6.4.5. Numbering Sequence

C6.4.5.1. For units operating on "fixed credit account," number PS Forms 17

and 1412 consecutively, beginning with number "1" each new FY. Place this number in

the upper right corner of the PS Form 1412-A and in the finance block of PS Form 17.

When you have a change of custody, these numbers continue in sequence and do not

start over at "1."

C6.4.5.2. Bank deposit slips must reflect the same number as the PS Form

1412-A that identifies the funds being remitted. Place the number in the upper right

corner of the deposit slip.

C6.4.6. Account Indicator Code. The AICs (see Figure C6.F3.) identify the funds

entered on PS Form 1412-A. Identify all financial entries on PS Form 1412-A with an

AIC.

C6.4.7. Bank Deposit Slips. The slips are coded individually to denote each

flexible account. Obtain the bank deposit slips by submitting a letter to the accountable

postmaster. (See Table C6.T1.) Indicate the code assigned to the PFO or COPE

account in the letter. The code is not interchangeable with other PFO or COPE

accounts. Use only pre-printed bank deposit slips to submit remittances.

C6.4.8. Bank Deposits

C6.4.8.1. Prepare bank deposit slips in triplicate and PS Form 1412-A-A in

duplicate, submitting remittances and documentation every second working day when

flexible. An exception may be requested from the Accountable Postmaster in writing.

If approved, maintain on file at the MPO for audit and inspection purposes. For COPEs

located where there is no disbursing officer or check-issuing facility, submit

remittances as approved by the accountable postmaster. Send original of the checklist

with all check amounts, the original of bank deposit slip, and the remittance to the bank.

C6.4.8.2. Forward one copy of the deposit slip with the original PS Form

1412-A to the accountable postmaster. See Table C6.T1.

C6.4.8.3. Retain one copy of the deposit slip with the duplicate copy of PS

Form 1412-A in the PFO or COPE files. The copy of the deposit slip must reflect the

check or MO number and the date forwarded.

DoD 4525.6-M, August 15, 2002

141 CHAPTER 6

C6.4.9. Carry-over of Funds. The COPEs located where there is no disbursing

officer or check-issuing facility, but situated near an agent officer, must make

arrangements to convert cash into U.S. Treasury checks in the amount that the agent

officer is permitted to issue. Carry forward the remaining amount as "Cash Retained

Today," Code 753, and identify it on the next report as "Cash Retained Previous Report,"

Code 353, on PS Form 1412-A.

C6.4.10. Requisitions

C6.4.10.1. To obtain stock, prepare PS Form 17 in quadruplicate and submit

per Table C6.T1. Submit regular requisitions once a month.

C6.4.10.1.1. The PFOs or COPEs serviced by Postmaster, NY, must

forward the original and one copy to the Accountable Paper Depository, and one copy to

the Military Auditing Unit. This instruction is done when a unit is on a flexible credit

without using the Unisys III.

C6.4.10.1.2. The PFOs or COPEs serviced by Postmaster, SF, must

forward the original and two copies of the form to the Accountable Paper Depository.

C6.4.10.2. Retain a copy of the PS Form 17 in the PFO or COPE files,

pending receipt of the filled requisition.

C6.4.10.3. Do not submit funds for stock requisitioned.

C6.4.10.4. Upon receipt of the filled requisitions, verify, with a witness, the

quantity of stock received and record the value of the stamps and stamped paper in AIC

841 on PS Form 1412-A. Forward the original PS Form 1412-A to the address shown

in Table C6.T1. and retain the duplicate in the PFO or COPE files. If a subsequent

shortage is discovered (such as a book of stamps missing upon opening a sealed

container), follow procedures in subparagraphs C6.3.6.3. and C6.3.6.4. Do not make an

adjustment on PS Form 1412-A, as the letter explaining the discrepancy will suffice for

audit purposes.

C6.4.10.5. The PFOs or COPEs may request automatic distribution of

commemorative stamps by submitting a letter to the appropriate Accountable Paper

Depository, stating the quantity desired on a recurring basis. The PFOs (or COPEs)

alternatively may order specific commemorative stamps by submitting a separate PS

Form 17. The PFO or COPE must enter the value of commemorative stamps received

in AIC 841 on PS Form 1412-A.

DoD 4525.6-M, August 15, 2002

142 CHAPTER 6

C6.4.11. Redeemed or Damaged Stock. Return redeemed or damaged stock to the

servicing Accountable Paper Depository by preparing PS Form 3238 in quadruplicate

immediately. Forward the redeemed or damaged stock with the original and one copy

of PS Form 3238 by registered USPS indicia mail. Place the PS Forms 3238 in an

envelope and attach the envelope to the outside of the package containing the returned

stock. Forward one copy of the PS Form 3238 to the accountable postmaster at the

address outlined in Table C6.T1. and retain one copy in the PFO or COPE files. Check

the "Return Stock" block and list each stamp item individually, by value, on the form.

Enter the value of the stamp items on PS Form 1412-A in the AIC column as "848."

Requisition replacement stamps or stamped paper. See reference (p).

C6.4.12. International Reply Coupons (IRCs). Upon receipt of IRCs, the PFO or

COPE remitting to accountable postmaster enters the value in the "Received" column of

a PS Form 3295 and Line 5 of PS Form 3958, "Main Stock (or Unit Reserve Stock)

Transaction Record." Return IRCs to the accountable postmaster's Accountable Paper

Depository by preparing PS Form 17 in quadruplicate and forwarding the IRCs with the

original and one copy of PS Form 17 by registered USPS indicia mail. Place the PS

Forms 17 and the coupons in an envelope. Endorse the outside of the envelope "IRC" in

the lower left corner. If the quantity of IRCs is too large to fit in an envelope, place

them in a package, place only the PS Forms 17 in the envelope and attach it to the

outside of the package containing the IRCs. Forward one copy of the PS Form 17 with

the PS Form 1412-A that reflects the return to the accountable postmaster to the

address in Table C6.T1. Retain one copy in the PFO (or COPE) files. Check the

"Return Stock" block on PS Form 17 and list the IRCs by value. Submit U.S.-issued

IRCs on a PS Form 17 separate from that used for foreign-issued IRCs to the

accountable postmaster at the address in Table C6.T1. Annotate the PS Form 17,

"Flexible Credit - Do Not Return Stock." Enter the amount of IRCs sent in the "Issued"

column of PS Form 3295, Line 9 of PS Form 3958, and enter in the AIC column of PS

Form 1412-A, "848." See Figure C6.F3.

C6.4.13. Shortages. When a shortage in an account occurs and the responsible

person does not make restitution, see Chapter C14 and prepare PS Form 1412-A. See

Figure C6.F4. Fill out PS Form 1412-A as follows:

C6.4.13.1. Enter under "Disbursement" Section the words, "Flexible Account

Shortage," "AIC 767," the amount of the shortage and the name and grade of the person

responsible for the shortage.

C6.4.13.2. Under AIC 090 enter the total postal sales (to include the

shortage).

DoD 4525.6-M, August 15, 2002

143 CHAPTER 6

C6.4.13.3. The total dollar amount under AIC 852 should be equal to the total

shown in AIC 090.

C6.4.14. Overages

C6.4.14.1. Report overages discovered during audits of flexible accounts of

PFOs and COPEs on the unit 1412. The COPEs with fixed credit accounts or PCs that

are over the allowable tolerance limits for fixed credit accounts extended by a PFO or

COPE/Finance Supervisor flexible account (see Chapter 12), must report the overage

on PS Form 1412-A. Enter on the left side of the form, AIC "057," and the amount.

See Figure C6.F5. Submit such overages on the next PS Form 1412-A after the

overage has been detected. Attach a letter to the PS Form 1412-A reflecting the name

and grade of each person from whom an overage was collected and the amount of each

overage.

C6.4.14.2. If an overage is submitted in error, submit a letter requesting a

refund to the address shown in Table C6.T1. The letter must provide justification for

the request. It must relate the request for the refund to a previous overage. Do not

enter the amount requested in AIC "750" until the accountable postmaster instructs the

action on PS Form 1412-A.

C6.4.14.3. Identify funds submitted as restitution for previous shortages on PS

Form 1412-A under the AIC column as 367. See Figure C6.F5. Enclose a letter

reflecting the name and grade of each person for whom the restitution is to be credited.

C6.4.15. Postage Meters. Chapter 7 contains general guidelines pertaining to

procurement and use of postage meters. The major difference is in the submission of

funds when the COPE has a flexible credit and is serviced through the accountable

postmaster. In that instance, the following applies:

C6.4.15.1. Submit the amount of funds derived from the use of USPS postage

meters operated at MPOs at the same interval and as a part of the remittance of postage

sales. Submit the original PS Form 3602-PO and any unused meter tapes with the

original of PS Form 3533, "Application and Voucher for Refund of Postage and Fees,"

when applicable, to the accountable postmaster as part of the documentation submitted

with the PS Form 1412-A. On the PS Form 1412-A, enter "110" in the AIC column and

the total amount of meter sales, the total amount of unused tapes, or the amount

claimed when a letter is submitted because tapes are not available in the "Amount"

column. See Chapter 7. Enter AIC 536 on the disbursement side of the PS Form

1412-A to reflect the dollar amount claimed on PS Form 3533. The PS Forms 3533

DoD 4525.6-M, August 15, 2002

144 CHAPTER 6

completed by patrons for refunds, including those for official mail and DoD contractor

meters, are not repeated on PS Forms 1412. For processing patron refund see Chapter

10.

C6.4.15.2. To prepare PS Form 1412-A, enter:

C6.4.15.2.1. Under the "Receipt" section in the "Description" column of

PS Form 1412-A, on the first blank line, the words "Postage Meters."

C6.4.15.2.2. The number "110" in the AIC column.

C6.4.15.2.3. The total amount of all funds derived from the use of

postage meters at the MPO in the "Amount" column.

C6.4.15.3. Reflect shortages in postage meter funds in the "Receipt" section

of PS Form 1412-A, entering "761" in the AIC column in the same manner as shortages

in the flexible credit, except that the words "Postage Meter Shortage" and the postage

meter number are reflected in the blank spaces provided.

C6.4.16. DoD Contractor Postage Meters. Chapter 7 contains general guidelines

for administration of these postage meters. Remittance of funds derived from setting

DoD contractor postage meters under the flexible accounting system must be

accomplished as follows:

C6.4.16.1. Submit the funds derived from setting the DoD contractor postage

meter with the next remittance on PS Form 1412-A.

C6.4.16.2. Submit a duplicate copy of the PS Form 3603, "Receipt for

Postage Meter Settings," to the accountable postmaster as a part of the documentation

submitted with PS Form 1412-A. Prepare PS Form 1412-A as follows:

C6.4.16.2.1. Under the "Receipt" section in the "Description" column, in a

blank space, enter "Customer Postage Meters."

C6.4.16.2.2. Under the AIC column, enter the code "111."

C6.4.16.2.3. Under the "Amount" column, enter the exact amount of funds

set on the meter.

C6.4.16.2.4. Add the amount of the check covering funds placed on the

postage meter to the total amount entered on the bank deposit slip.

DoD 4525.6-M, August 15, 2002

145 CHAPTER 6

C6.4.17. Local Purchase of Supplies and Repair of Equipment. USPS funds

generated from the sale of stamp stock may be used for the local purchase of certain

supplies and for payment for repairs to postal equipment. (See USPS Publication 247,

"USPS Material Equipment and Supply Catalog" (reference (j)).) The COPEs and PFOs

authorized by the MACOM postal representative to expend funds for this purpose must

obtain a paid receipt with the vendor's signature. Items that are out of stock or not

available through USPS supply sources or military supply channels may be procured

locally. Only items required to sustain an operation or mail service may be bought

using these funds. Maintain accountability as follows:

C6.4.17.1. Procedures for Postmaster, San Francisco. Funds expended for

local purchases from Flexible Accounts issued by Postmaster, San Francisco must be

submitted on PS Form 7381 (requisition for supplies, services or equipment) prior to

the purchase. The 7381 is to be forwarded to JMPA-Pacific for review and submission

to the San Francisco Accounting Office for signature. The signed 7381 will be

returned to the COPE/PFO. The COPE/PFO will enter the purchase on PS Form

1412-A-A and attach a copy of the receipt for the item purchased and a copy of the

signed 7381. Forward the package to the Accounting Office - San Francisco.

C6.4.17.2. Procedures for Postmaster, New York. Requests to expend funds

for local purchases from Flexible Accounts issued by Postmaster, New York must be

submitted on PS Form 7381 (requisition for supplies, services or equipment) prior to

the purchase. The 7381 with justification will be forwarded to JMPA-Atlantic for

review and submission to the New York District Finance Manager for approval. The

approved PS Form 7381 will be returned to the COPE/PFO and the local purchase

completed. The COPE/PFO will enter the purchase on PS Form 1412-A and attach a

copy of the receipt for the item purchased and a copy of the approved PS Form 7381.

The COPE/PFO will forward the package to the Accounting Office - New York.

C6.4.17.3. The COPEs and PFOs having flexible accounts with an accountable

postmaster must report local purchases of supplies and payments for equipment repair

on the next submission of PS Form 1412-A. The original copy of the paid receipt must

accompany the PS Form 1412-A. Attach a duplicate copy of the receipt to the file copy

of the PS Form 1412-A.

C6.4.17.3.1. Local Supply Purchases. Submit your local supply

information under the "Disbursements" section of PS Form 1412-A. In a blank space

under the "Description" column, enter "Postal Supplies." Under the AIC column, enter

"546." The "Amount" column must reflect the total amount of all paid receipts

submitted.

DoD 4525.6-M, August 15, 2002

146 CHAPTER 6

C6.4.17.3.2. Equipment Repairs. Submit your equipment repair

information under the "Disbursements" section of PS Form 1412-A. In a blank space

under the "Description" column, enter "Maintenance Services." Under the AIC column,

enter "583." The "Amount" column must reflect the total amount of all paid receipts

submitted.

C6.4.17.4. The COPEs with fixed credits extended by a servicing PFO must

submit the original and a duplicate copy of the signed paid receipt obtained from the

vendor with the next submission of PS Form 17. Use the receipt to document and

account for the funds expended that do not need to cover the entire amount of the

requisition. For example, a requisition for $200 could be accompanied by a $50 receipt

and a $150 check. A third copy of the paid receipt must be filed with the MPO copy of

the PS Form 17. Upon receipt of the requisition, the PFO accounts for the expended

funds. See subparagraph C6.4.17.1.

C6.4.17.5. The COPEs with fixed credits extended by an accountable

postmaster may not submit supply and repair receipts directly to accountable postmaster

using PS Form 17. These COPEs must submit the PS Form 17 to an appropriate PFO,

who in-turn submits, receipts for credit to accountable postmaster using the PS Form

1412-A. The COPE must seek approval from the MACOM prior to purchasing supplies

or repairs.

C6.4.17.6. The COPEs and PFOs submitting vendor receipts to an accountable

postmaster must retain a record of the Foreign Currency Exchange Rate at the time of

payment to the vendor. This does not apply for billing invoices prepared for payment in

U.S. dollars.

C6.4.18. U.S. Customs Collections . Customs duties are in Chapter 10. The

COPEs and PFOs with flexible credits must account for funds derived from the

collection of U.S. Customs duties on PS Form 1412-A. Submit this form, with the

original CF Form 3419-A, "Mail Entry-Customs," to the accountable postmaster. Make

sure to add the amount of funds collected for U.S. Customs duties to the total amount

entered on the bank deposit slip. Fill out PS Form 1412-A as follows:

C6.4.18.1. Under the "Receipt" section, in the "Description" column enter

"Custom Collection" in a blank space.

C6.4.18.2. Under the AIC column, enter the code "054."

C6.4.18.3. Under the "Amount" column, enter the exact amount of funds

collected for U.S. Customs duties.

DoD 4525.6-M, August 15, 2002

147 CHAPTER 6

C6.4.18.4. Unit operating the Unisys III, will enter the amount collected in

AIC "054."

C6.4.19. Stamp Vending Machines (SVM) for MPOs

C6.4.19.1. Responsibilities. Each activity chief will follow the provisions of

this Manual and conduct periodic checks to ensure compliance.

C6.4.19.2. Procedures

C6.4.19.2.1. Location. Install SVMs in lobbies of MPOs and outlying

units (in PSCs) or in customer service facilities secure enough for postal operations

(i.e., clubs, AMC terminals, billeting offices, and other secure areas).

C6.4.19.2.2. Issuing Fixed Credits. The COPE issues the MPC or PC

responsible for the SVM a fixed credit on PS Form 3369. Place the PO number,

followed by the serial number of the applicable SVM and its location on the PS Form

3369. Console SVMs may be issued as one account on PS Form 3369. The COPE

will audit SVM accounts at least monthly.

C6.4.19.2.3. Audits

C6.4.19.2.3.1. The COPE will be audited at least quarterly. During

inspections or staff assistance visits, the team will audit selected SVMs. Follow parent

MACOM audit procedures for the model SVM used. Record the audits on PS Form

3368, "Stamp Credit Examination Record," and on PS Form 3294, "Cash and Stamp Stock

Count and Summary" for each SVM account audited. Enter the serial number of the

applicable SVM in the "Remarks" section of the PS Form 3294. Console SVMs can be

audited as one account versus three separate accounts when issued on one PS Form

3369. SVMs digital counters may be used to conduct audits.

C6.4.19.2.3.2. If an overage is discovered during an audit, the COPE

should hold the overage for 5 workdays before remitting to the PFO or accountable

postmaster. This procedure allows customers who may be due a refund time to request

reimbursement. If a customer requests a refund, annotate the PS Form 3294 as such,

and subtract the amount from the total overage amount. If an overage exists after 5

workdays see subparagraph C6.4.19.2.7.

C6.4.19.2.3.3. If a shortage is discovered during an audit see

reference (p).

DoD 4525.6-M, August 15, 2002

148 CHAPTER 6

C6.4.19.2.4. Requisitioning Stamp Stock. Replenish stock by submitting

a separate requisition on PS Form 17 for each SVM. This will allow tracking of

business conducted by each SVM. List the applicable SVM serial number in the

registered number block.

C6.4.19.2.5. Account Folder. Prepare an account folder for each fixed

and flexible credit. Use these folders to file all documentation pertaining to the

account. See subparagraph C6.3.5.1.

C6.4.19.2.6. Tolerance. There is a tolerance of $20.00.

C6.4.19.2.7. Submitting Reports of Shortages and Overages. If the

COPE is supported by a PFO, the COPE will submit all shortages and overages to the

PFO, who, in turn, will submit them with the PS Form 1412-A to the accountable

postmaster. If the accountable postmaster supports the COPE, then the shortages and

overages must be submitted on PS Form 1412-A to the accountable postmaster.

C6.4.19.2.7.1. Report shortages up to $49.99 in the "Disbursements"

section of PS Form 1412-A. Type "Vending Machine Shortages" in the "Description"

column and "621" in the AIC column. Submit a letter of explanation for the shortages

with the amount, name of employee, serial number, and location of the SVM, and

include a completed PS Form 17. Check the "Return Stock" block of the PS Form 17

and list the shortage letter as a reference and the amount of shortage in the SVM. The

"Scheduled Order" block of the PS Form 17 must be checked and list replacement stock

equal to the shortage in the SVM. Use this procedure to return foreign coins. Send

the coins and list of the value of the coins by registered USPS indicia mail. The PFO

uses the PS Form 17 to forward stamp stock to replace the SVM shortage. Units that

are operating the Unisys III will enter the shortage amount into the MISC AIC "621".

This Amount will be recorded on the Unit 1412 and transmitted with the next electronic

transmission to the accountable postmaster.

C6.4.19.2.7.2. Report overages of any amount on PS Form 1412-A in

the "Receipt" section. Type "Vending Machine Overage," in the "Description" column and

enter "175" in the AIC column. Submit a letter of explanation for the overage including

the amount, name of the employee, and location of the SVM.

C6.4.19.2.7.3. Report shortages of $50 or more in the

"Disbursements" section of PS Form 1412-A. Type "Vending Machine Shortages" in the

"Description" column and "761" in the AIC column. Submit a letter of explanation for

the shortage including the amount, name of employee, serial number, and location of the

DoD 4525.6-M, August 15, 2002

149 CHAPTER 6

SVM, and include a completed PS Form 17. Check the "Return Stock" block of the PS

Form 17 and list the shortage letter as a reference and the amount of shortage in the

SVM. Check the "Scheduled Order" block of the PS Form 17 and list replacement stock

equal to the shortage in the SVM. Use this procedure for returning foreign coins.

Send the coins and a list with the value of the coins by registered USPS indicia mail.

The PFO uses the PS Form 17 to forward the stamp stock to replace the SVM shortage.

C6.4.19.2.7.4. If the loss was the result of theft, embezzlement, etc.,

on the part of the employee, report the shortage to the MPSA (see Chapter 14), and

also inform the MACOM.

C6.4.19.2.8. Refunds. If a customer deposits money in an SVM, but does

not receive change, stamps, or return of the deposited money, a refund is due to the

customer as soon as possible. Obtain a receipt from the customer on PS Form 1096.

Indicate on the PS Form 1096 the malfunction, SVM location, and serial number, and

amount of the refund. An audit of the fixed credit is not required. The supervisor

must approve refunds exceeding $2.00.

C6.4.19.3. Maintenance and Repair

C6.4.19.3.1. Do not attempt any self-repairs. Immediately contact your

PFO for assistance.

C6.4.19.3.2. Ensure the posting of proper publicity or signs to indicate

the SVM is "Out of Service," and provide the location of another SVM or window where

stamp purchases are available.

C6.4.19.3.3. Contact your servicing JMPA for disposition instructions.

C6.4.20. Reporting sales from Stamp Vending Machines. Complete the Vending

Equipment Sales and Service Daily Activity Log report each USPS accounting period as

prescribed by the serving JMPA. A copy of the report is provided in Figure C6.F6.

C6.5. CARE AND PROTECTION OF STOCK AND FUNDS

C6.5.1. Protection. Give stock and funds the best protection possible against loss

or theft. The stock and funds in the possession of each person must be kept separate

from that held by other persons. The person to whom the stock is assigned is the only

person allowed access to that stock except personnel conducting audits and

inspections. See Chapter 12. Do not use USPS funds for personal use. Do not

commingle funds from individual fixed credits with any other funds, unless authorized

DoD 4525.6-M, August 15, 2002

150 CHAPTER 6

by the MACOM. See Chapter 8. For purposes of this Manual, consider stock and

postage meter funds as belonging to the same credit. There is no separating of funds

for Units that are operating the Unisys III that are transmitting data via Electronic means.

C6.5.2. Security. Provide safes, lockable counter drawers, and cash boxes to

clerks to ensure security of stock and funds at all times. Do not store personal

property in safes or containers used for postage stock or funds. Place duplicate keys,

or copies of combinations of containers and safes used to store stocks or funds

overnight, in PS Form 3977, "Duplicate Key Inventory (Envelope)." Handle sealed

envelopes per Chapter 10. Check envelopes during audits of the COPE and during

MPO inspections for evidence of tampering. Only the person whose name appears on

the front of the envelope must receipt for the envelope. Lock counter drawers when

not in use and keep funds out of reach of customers. Clerks can ensure proper

protection of funds and stock by storing them in a safe or vault during their absence

from the post office. When a safe or vault is not available to individual clerks, comply

with procedures in Chapter 10. Clerks having custody of funds can be held liable for

their loss when these instructions are not adhered to.

C6.5.3. Change Safe or Lock Combinations:

C6.5.3.1. When the safe or lock is initially received.

C6.5.3.2. Because of compromise of the combination.

C6.5.3.3. When a PFO, COPE, MPC, or PC with knowledge of combinations

transfers out of the activity or is relieved of credit.

C6.5.3.4. Annually.

C6.6. SALE OF STOCK

C6.6.1. Stock. Sell stock for cash, personal checks, traveler's checks, or in

exchange for IRCs. Exchange IRCs for postage per IMM (reference (p)). Stock and

meter funds need not be separated during the business day. U.S. Treasury checks may

not be cashed using stock and meter funds. Do not sell stock on credit.

C6.6.1.1. Non-Appropriated Fund (NAF). NAF activities may use checks

drawn on U.S. banking facilities to purchase stamps. Submit checks from NAF

activities to the PFO or accountable postmaster as appropriate with other remittance

when requisitioning stamp stock.

DoD 4525.6-M, August 15, 2002

151 CHAPTER 6

C6.6.1.2. Private Associations. Private associations (Boy Scouts, Girl Scouts,

and other locally authorized clubs and organizations) may use checks drawn on U.S.

banking facilities to purchase stamp stock, if they are authorized to use the MPS and

approval to accept checks from that activity is granted by the appropriate MACOM.

C6.6.2. Stamped Envelopes. Sale of stamped envelopes must be at retail value,

except when purchased in multiples of 500 at discount prices. Compute discounts per

DMM R000.1.0 (reference (o)). Report discount sales with PS Form 3220, "Claim For

Stamped Envelope Discount." Adjust credit for selling envelopes at discount prices by

listing discount sales on PS Form 3220. The COPEs with fixed credits must submit a

copy of PS Form 3220 with PS Form 17 for the remittance. The COPE must retain a

suspense copy of PS Form 3220 until receipt of the credit from the source of supply.

C6.6.3. Funds Handling. Clerks may not act as agents for any person or firm, and

they must not handle funds other than for meter, postal MO, or stock accounts.

However, MPOs located within the customs territory of the United States, including

ships afloat, must handle U.S. Customs funds. See Chapter 10.

C6.6.4. Affixing Stamps. Clerks must not affix stamps to an article after accepting

it for mailing; mailers must personally affix postage stamps to all mail matter. Postage

must be affixed to mail per reference (o), P022. When using an address label on a

parcel, the postage will overlap the upper right corner of the label. Give patrons as few

stamps as necessary to complete the transaction. The accepting clerk must cancel

stamps on parcels in full view of the mailer immediately upon acceptance.

C6.6.5. Non-Postal Stamps. The MPOs may not handle non-postal stamps (for

example, Migratory Bird Stamps).

C6.6.6. Foreign Stamps. The MPOs cannot sell stamps issued by foreign postal

administrations.

C6.6.7. Commemoratives. The MPOs must make commemorative stamps

available. Sale dates are announced in the USPS PB (reference (r)). Do not place

these stamps on sale before those dates.

C6.7. DAMAGED STOCK

C6.7.1. Redemption. Patrons may redeem damaged stock per reference (o), P014.

DoD 4525.6-M, August 15, 2002

152 CHAPTER 6

C6.7.2. Return. Return damaged stamp stock to the source from which received

immediately. The MPOs with fixed credits issued by an accountable postmaster must

follow the procedures in subparagraph C6.3.5.2.6. Those MPOs maintaining flexible

credits issued by accountable postmasters must comply with paragraph C6.4.11.

C6.8. CASHING POSTAL MONEY ORDERS (MOs)

Postal MOs may be cashed from available funds. The clerk must see identification.

See Chapter 8. If the MACOM does not authorize the commingling of funds. See

Chapter 8, exchange paid MOs for cash from the MO account, when the funds are

available.

Table C6.T1. Addresses Used for Accountable Postmaster Procedures (Not Serviced by a PFO)

Postmaster, NY with NY post:

RULE IF YOU ARE: THEN SUBMIT PAPERWORK TO:

1 Establishing, increasing, or decreasing an

account or changing the PFO/COPE

Military Auditing Unit

General Accounting Office, Room 3110

New York, NY 10199-9511

2 Submitting a requisition (see notes 1 and 2) Control Desk

General Accounting Office, Room 3110

New York, NY 10199-9511

3 Returning stock or IRCs (see notes 1 and 2) Postmaster

Accountable Paper Depository, Room 3129

New York, NY 10199-9615

Postmaster, San Francisco with SF post:

RULE IF YOU ARE: THEN SUBMIT PAPERWORK TO:

4 Changing the PFO/COPE. Military Auditing Unit

General Accounting Office

1300 Evans Avenue, Box 882166

San Francisco, CA 94188-2166

5 Submitting a requisition or establishing,

increasing, or decreasing an account.

(see note 3)

Postmaster

Accountable Paper Depository, P & DC

1300 Evans Avenue, Room 104, Box 881210

San Francisco, CA 94188-1210

6 Returning stock or IRCs. (see note 3) Postmaster

Accountable Paper Depository, P & DC

1300 Evans Avenue, Room 104, Box 881210

San Francisco, CA 94188-1210

Note 1. Submit one copy of all transactions to the address listed in Rule 1.

Note 2. Submit all requisitions containing Treasury, Travelers, MBF checks or "No-Fee" MOs by registered

USPS indicia mail.

Note 3. Submit one copy of all transactions to the address listed in Rule 4.

DoD 4525.6-M, August 15, 2002

153 CHAPTER 6

Figure C6.F1. PS Form 17

DoD 4525.6-M, August 15, 2002

154 CHAPTER 6

Figure C6.F2. PS Form 3295

DoD 4525.6-M, August 15, 2002

155 CHAPTER 6

Figure C6.F3. Sample of PS Form 1412-A: Depicting Return of Stock

DoD 4525.6-M, August 15, 2002

156 CHAPTER 6

Figure C6.F4. Sample of PS Form 1412-A: Depicting PVI Sales and a Shortage

DoD 4525.6-M, August 15, 2002

157 CHAPTER 6

Figure C6.F5. Sample of PS Form 1412-A: Depicting an Overage and Adjustment for Previous

Shortage in Credit

DoD 4525.6-M, August 15, 2002

158 CHAPTER 6

Figure C6.F6. Sample of PS Form 8130: Vending Equipment Sales and Service Daily Activity Log

DoD 4525.6-M, August 15, 2002

159 CHAPTER 6

C7. CHAPTER 7

POSTAGE METERS

C7.1. MILITARY POST OFFICE (MPO) POSTAGE METERS

C7.1.1. Purpose. This section, in conjunction with the USPS "Domestic Mail

Manual (DMM)," P030 (reference (o)), establishes policies and procedures for

conducting postage meter operations at MPOs. Specific instructions are provided for

the procurement, disposition, control, and operation of postage meters, including

remittance of funds and reports to the USPS.

C7.1.2. General

C7.1.2.1. Postage meters are furnished to MPOs primarily to provide a means

of selling larger denominations of postage instead of stamps. Imprints made on

gummed tape by postage meters or printed directly on article are placed on articles

being mailed as evidence of postage and fees payment. A postage meter consists of a

head and a base that are used together. The meter head prints the value of postage on a

special tape designed for this purpose. The base operates the meter head. See Figure

C7.F1. for meter base components and Figure C7.F2. for meter head components.

C7.1.2.2. An MPO can request postage meters if parcel mail volume

warrants. Postage meters and dies shall be procured through the USPS Publication 247

(reference (j)). Postage meter equipment is assigned to a specific post office or

finance unit; do not transfer it to another post office without the approval of the

accountable postmaster via the JMPA. Repair or exchange malfunctioning meters per

reference (j). Do not turn in functioning meters to the accountable postmaster without

prior approval from the JMPA, since another activity (possibly another Military Service)

may need them. Activities wishing to turn in excess functioning meters shall send a

message to the servicing JMPA to request disposition instructions.

C7.1.2.3. The PFO and COPE uses either PS Form 3602-PO, "Postage

Collected Through Post Office Meter," or IRT generated PS Form PS Form 1412 to

report meter sales to the accountable postmaster. PS Form 3602-PO is issued in a

book/100 3-part triplicate sets numbered consecutively. Requisition these forms

through normal postal supply channels. Use a separate book for each meter assigned to

MPOs. If a form set is spoiled in any manner, mark all three copies with "Void" and

forward the original to the accountable postmaster. Retain the duplicate copy, in the

book, and destroy the triplicate copy.

DoD 4525.6-M, August 15, 2002

160 CHAPTER 7

C7.1.3. Custody of Meters

C7.1.3.1. The designated COPE at activities with postage meter equipment is

responsible for maintenance and properly securing meters, meter setting keys, meter

tools, operating lever keys, manufacturer's meter seals, sealing presses, and PS Forms

3602-PO.

C7.1.3.2. Two keys for unlocking the operating lever of the meter base is

furnished with each meter. Make one key available to the operating clerk during each

business day. The COPE shall retain the other key in a sealed envelope (PS Form 3977)

"Duplicate Key Inventory Envelope," bearing the signatures of the COPE and the MPO

supervisor. Write the meter number, which the key belongs to on the outside of the

envelope.

C7.1.3.3. When not in use, meter heads, keys, seals, and tools shall be

properly secured. Meter heads should be packed in their equipment cases when not in

use.

C7.1.3.4. Primary and alternate meter custodians should be designated in

writing by responsible commanders. In remote locations, or in one-station MPOs, a

commissioned, warrant, or non-commissioned officer may be designated as meter

custodian. Designated meter custodians shall follow the operating instructions and

accounting procedures for COPEs per this Chapter; they are not authorized to set or

operate meters. See subparagraph C7.1.8.1.

C7.1.3.5. When away from their stations during short absences, meter

operators are responsible for locking the meters and securing the keys. In instances

where the clerks are relieved (i.e., lunch), meters may be transferred to the relief clerk

using the following procedures:

C7.1.3.5.1. Write the ascending and descending register readings on the

reverse of the triplicate copy of PS Form 3602-PO and have both clerks verify and

initial it. The relieved clerk will maintain the initialed triplicate copy with the account.

C7.1.3.5.2. The relieved clerk shall obtain a PS Form 1096, "Cash

Receipt," for any cash that may be turned over to the relief clerk for making change.

"Change funds" are to be limited to $50.00.

C7.1.3.5.3. When the relieved clerk returns, note and verify the register

readings in the same manner. Subtract the ascending and descending meter readings to

determine the amount of meter sales for which the relief clerk is responsible.

DoD 4525.6-M, August 15, 2002

161 CHAPTER 7

C7.1.3.5.4. The relief clerk shall turn over all funds received from meter

sales during operation and any change fund to the relieved clerk.

C7.1.3.5.5. The relief clerk shall obtain a receipt on PS Form 1096 for

any cash turned over to the relieved clerk. Retain this until after the day's meter

business is verified and remitted.

C7.1.3.6. Meter operators are responsible for all postage printed while the

meter is in their custody.

C7.1.3.7. Disposition of meters and associated records is per DMM P030

(reference (o)).

C7.1.4. Issuing Meters for Business

C7.1.4.1. The COPE or meter custodian shall:

C7.1.4.1.1. Enter the unit, meter manufacturer, meter number, date, and

the beginning ascending and descending register readings on the PS Form 3602-PO.

Ensure copies are legible. If errors are made, void all copies, and start with the very

next set.

C7.1.4.1.2. Verify the entries on the PS Form 3602-PO with the clerk

accepting the meter and change the date on the postage meter die. The COPE initials

the PS Form 3602-PO form set on the "Supervisor" line.

C7.1.4.1.3. Release the meter head and operating lever-locking key to the

meter operator.

C7.1.4.2. The meter operator accepting the meter head shall:

C7.1.4.2.1. Verify the entries on the PS Form 3602-PO with the readings

of the beginning ascending and descending meter registers.

C7.1.4.2.2. Initial the PS Form 3602-PO on the "Meter Operator" line of

the form set.

C7.1.4.2.3. Retain the triplicate copy of the PS Form 3602-PO. The

original and duplicate copies of the PS Form 3602-PO remain in the booklet.

DoD 4525.6-M, August 15, 2002

162 CHAPTER 7

C7.1.4.2.4. Before opening for business, the meter operator will issue a

zero tape to verify the date and legibility of the print. Affix tape to the triplicate copy

of PS Form 3602-PO.

C7.1.5. Meter Operations

C7.1.5.1. Meter is primary source for postage.

C7.1.5.2. Clerks must affix the meter tape to parcels or letters in the

presence of the patron at the time of the transaction.

C7.1.5.3. Spoiled or unused meter tapes are disposed of in accordance with

DMM, P014.3.0 (reference (o)).

C7.1.6. Close-out of Daily Meter Business

C7.1.6.1. At the close of the business day, the meter operator shall:

C7.1.6.1.1. Return the meter head, the operating lever-locking key, funds

for postage sold during the business day and the unused/spoiled meter tapes to the

COPE or meter custodian.

C7.1.6.1.2. Verify the COPE's entries on PS Form 3602-PO against the

ending ascending and descending meter register readings.

C7.1.6.1.3. Sign and print name the PS Form 3602-PO on the "Meter

Operator" line.

C7.1.6.2. The COPE or meter custodian shall:

C7.1.6.2.1. Reinsert the meter operator's (triplicate) copy of the PS

Form 3602-PO into book. Record the ending ascending and descending meter readings

on the PS Form 3602-PO for that day. Total both columns (they both should balance).

All cash, checks, and unused meter tapes totalling daily meter business will be turned in.

C7.1.6.2.2. The Cope will verify and total all entries made on the PS

Form 3602-PO and sign on the "Supervisor" line.

DoD 4525.6-M, August 15, 2002

163 CHAPTER 7

C7.1.6.2.3. Prepare a PS Form 1096, in duplicate, for all funds received

from the meter operator. Give the original PS Form 1096 and the completed triplicate

copy of the PS Form 3602-PO to the meter operator. Ensure the form is signed and

legible.

C7.1.7. Remittance of Funds

C7.1.7.1. The COPE should remit postage meter check to the accountable

postmaster by registered (if registered mail is not available remit by certified with

return receipt) USPS indicia mail on a daily basis. See Chapter 6 for flexible credit

submissions. The remittance check should be accompanied by the original PS Forms

3602-PO, the original of any voided PS Forms 3602-PO, personal checks, and the

unused meter tapes. A letter stating the circumstances shall be submitted with any tapes

not printed due to a malfunctioning meter.

C7.1.7.2. Use U.S. Treasury checks, military banking facility checks, personal

checks, electronic funds transfer or no-fee MOs for the purpose of remitting postage

meter funds to USPS. Never send cash to the USPS without prior approval by the

MPSA. Checks and no-fee MOs shall be payable to the accountable postmaster.

C7.1.7.2.1. The COPEs with flexible credits shall submit PS Form

3602-PO and PS Form 1412-B, "Daily Financial Report" together.

C7.1.7.2.2. See Chapter 6 for remittance submission procedures if the

flexible credit is issued by an accountable postmaster.

C7.1.8. Setting MPO Postage Meters

C7.1.8.1. Only the COPE is authorized to set the meter. The COPE shall set

the meter at least once every 6 months or whenever the "Descending" register becomes

less than $100 on a business day, whichever occurs sooner. Postage meters descending

registers are normally set between $5,000.00 - $10,000.00 depending on previous sales

and/or size of population served (meters can be set as high as $99,999.99).

DoD 4525.6-M, August 15, 2002

164 CHAPTER 7

C7.1.8.2. To lessen the possibility of error in the amount of postage expended

and reported, set the meter at the beginning of the business day, before completion of

the top portion of PS Form 3602-PO and issuance to the meter operator. See Figure

C7.F3. If necessary, the COPE may set the meter during the workday, but should avoid

this whenever possible. See Figure C7.F4. Setting the meter during the day can be

avoided by COPEs closely monitoring the descending register balances. The

procedures for setting the meter are explained in the instruction book furnished by the

accountable postmaster at the time the meter was issued to the MPO.

C7.1.8.3. Refer to DMM P030 (reference (o)) for further information

concerning the operation and maintenance of postage meters.

C7.1.9. Repair of Defective Postage Meters and Bases. Contact the MACOM

supply manager for repairs.

C7.2. COMMERCIAL POSTAGE METERS

C7.2.1. General

C7.2.1.1. Leasing of Commercial Postage Meters. Overseas DoD activities,

all other Federal Agencies, and other properly authorized activities may lease postage

meters, by agreement with the USPS, from authorized meter manufacturers in the United

States. Prior to the delivery of a postage meter to the servicing MPO, the manufacturer

will provide written notice to the servicing MPO stating the manufacturer will perform

an on-site inspection of the meter annually. The following manufacturers are presently

authorized to lease meters to USPS customers:

C7.2.1.1.1. Francotyp-Postalia, INC.

1980 University Lane

Lisle, IL 60532-2152

C7.2.1.1.2. Friden Neopost

30955 Huntwood Ave.

Hayward, CA 94544-7005

C7.2.1.1.3. Pitney Bowes, INC.

1 Elmcroft Road

Stamford, CT 06926-0700

DoD 4525.6-M, August 15, 2002

165 CHAPTER 7

C7.2.1.1.4. ASCOM Hasler Mailing System, INC.

19 Forest Parkway

Shelton, CT 06484-0903

C7.2.1.2. Licensing a Commercial Postage Meter. Overseas DoD activities

and other authorized Federal Agencies shall obtain a meter license from the accountable

postmaster to use commercial postage meters and to have the meter set at an MPO.

Activities shall submit PS Form 3601-A to obtain the required license. More than one

meter may be assigned to one license at a given ZIP Code location. MPOs are not

authorized to issue licenses, but shall maintain a supply of PS Forms 3601-A on hand

should they be required by a local activity. MPOs that receive completed PS Forms

3601-A will mail them immediately to the accountable postmaster for action.

C7.2.1.2.1. Activities serviced by Postmaster, New York:

U.S. Postal Service

Office of Mail Requirements

ATTN: Meter Section

JAF Building, Room 3220

New York, NY 10199-9651

C7.2.1.2.2. Activities serviced by Postmaster, San Francisco:

U.S. Postal Service

Office of Mail Requirements

ATTN: Meter Section

1300 Evans Ave., Room 303

San Francisco, CA 94188-9651

C7.2.1.3. Issuance. Upon issuance of a license, the accountable postmaster

will furnish copies of the license to the licensee, the MPO where the meter is to be set,

and the USPS HQ. Upon receipt of the issued license from the accountable postmaster,

the licensee will furnish a copy, along with the covering purchase order, to the

manufacturer who will then provide the meter. The manufacturer will notify, in writing,

the licensee, the MPO, and the accountable postmaster when the meter is shipped.

C7.2.1.4. Records. The COPEs and PFOs shall maintain PS Forms 3610 for

all commercial postage meters leased to activities they service. They shall also provide

a quarterly report to the accountable postmaster, containing the location and serial

number of each meter. Attach a copy of the PS Form 3610, with a line drawn below the

last setting and the total dollar amount of settings for the appropriate quarter to the

quarterly report.

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166 CHAPTER 7

C7.2.1.5. Transfer of Commercial Postage Meters

C7.2.1.5.1. Commercial postage meters may be transferred to another

MPO APO/FPO location under the same license only if they are to be used by the same

activity to which the license was issued. The activity shall notify, by letter, the

accountable postmaster, both the gaining and losing MPOs, and the meter manufacturer

prior to moving the meter.

C7.2.1.5.1.1. When notified in writing that a meter currently being

set by the MPO is moving to another MPO under the same license, the COPE currently

resetting the meter shall:

C7.2.1.5.1.1.1. Notify the using activity to present the meter for

examination. When presented, without checking the meter out of service, annotate the

original PS Form 3610 being maintained by the setting MPO with the register readings

at the time of transfer and the address of the MPO that will make future settings. Draw

a horizontal line under the last entry, and retain the PS Form 3610 for 2 years. Send a

copy of the PS Form 3610 to the accountable postmaster.

C7.2.1.5.1.1.2. Prepare a new PS Form 3610 with the license

number, name of activity, and control totals, and send it via USPS indicia mail to the

MPO that will make future settings. The new PS Form 3610 shall have one entry

identifying the MPO that previously reset the meter prior to transfer.

C7.2.1.5.1.2. Do not transfer meters between licensees.

C7.2.1.6. Cancellation or Revocation of a Meter License. A license to

operate a commercial postage meter may be canceled at the request of the activity

licensed or revoked by action initiated by the USPS.

C7.2.1.6.1. When an activity requests to cancel a meter license, the

COPE and PFO shall:

C7.2.1.6.1.1. Verify that all meters being operated under that license

have been checked out of service.

C7.2.1.6.1.2. Prepare PS Form 3604 in four copies. Send the

original to the appropriate address in subparagraph C7.2.1.2. and the second copy to the

appropriate address in paragraph C7.2.6. Give the activity the third copy and retain the

fourth copy for the MPO files.

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167 CHAPTER 7

C7.2.1.7. When advised of action by the USPS to revoke a license for cause

per DMM P030 (reference (o)), the MPO supervisor shall contact the MACOM postal

HQ for guidance.

C7.2.1.8. Repairs to Postage Meters. The manufacturer's meter repair

facilities in the United States shall perform all repairs.

C7.2.1.9. Loss, Theft, Capture, Destruction or Misplacement of Commercial

Postage Meters. Activities shall report any occurrences of loss, theft, capture,

destruction, or misplacement of commercial meters to their servicing MPO. The

COPE and PFO immediately notifies the accountable postmaster (who notifies the

Inspector-in-Charge), MACOM postal HQ, and the manufacturer's U.S. HQ.

C7.2.1.10. Checking Commercial Postage Meters In and Out of Service

C7.2.1.10.1. A meter shall be checked into service only at the MPO

authorized to set it. When presented for the initial setting, the descending register shall

be "0" or to the lock out descending balance.

C7.2.1.10.2. When the use of a meter is terminated for any reason,

including replacement, the meter shall immediately be checked out of service at the

appropriate MPO and immediately returned to the manufacturer in the United States by

registered USPS indicia mail.

C7.2.1.10.3. If financial transactions at an MPO are discontinued, all

commercial meters licensed for operation at that MPO shall be checked out of service.

C7.2.1.11. Payment for Postage. All postage set on commercial meters by

MPOs shall be paid for via cash, U.S. Treasury check, or bank draft at the time the

postage meter is set. The use of advance deposit trust accounts is strictly prohibited.

C7.2.2. Initial Setting and Resetting of a Meter

C7.2.2.1. Initial Setting of a Meter. The manufacturer will ship the meter to

the servicing MPO. When a meter is received from a manufacturer to be initially set,

the accompanying documentation will identify the activity to which the meter is to be

delivered. Upon receipt the COPE and PFO shall:

C7.2.2.1.1. Verify that the identified activity has a valid meter license, the

postmark die in the meter identifies the correct ZIP Code, and the descending registers

read "0" or to the lock out descending balance.

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168 CHAPTER 7

C7.2.2.1.2. Examine the meter per DMM P030 (reference (o)). If

discrepancies are not found, notify the activity the meter has arrived and request cash,

U.S. Treasury check, or a bank draft for the initial setting.

C7.2.2.1.3. When the activity presents the cash or check, set the meter

for the amount of postage purchased per the manufacturer's instructions and complete

PS Form 3603. Use separate receipt pads for commercial and penalty postage meters.

A separate PS Form 3603-receipt pad is not required for each commercial meter being

set under the same license; however, the MPO shall maintain a separate pad of PS

Forms 3603 for each activity licensed at the MPO. Check the box provided on PS Form

3603 to indicate the first setting for the meter.

C7.2.2.1.4. Complete PS Form 3610. Ensure the meter license number

is entered on this form and maintain the form in the MPO files.

C7.2.2.1.5. Give the activity representative the original PS Form 3603.

Forward the second copy to the appropriate accountable postmaster. (See paragraph

C7.2.6.) Retain the third copy in the receipt pad.

C7.2.2.1.6. Provide the activity representative with PS Form 3602-A.

Tell the activity representative to maintain the record pad on a daily basis and present it

to the PFO and COPE at the time of each subsequent setting. Also tell the activity to

retain the meter record pads for 1 year after the final entry is made.

C7.2.2.2. Subsequent Setting of Meters. When an activity representative

presents a meter for resetting, the PFO and COPE shall follow these procedures:

C7.2.2.2.1. Retrieve the PS Form 3610 that matches the meter serial

number of the meter to be set from the MPO files.

C7.2.2.2.2. Set the meter for the amount of postage purchased per the

manufacturer's setting instructions and complete PS Form 3603. Ensure the meter

registers equal the control total. If not, follow the procedures in DMM P030

(reference (o)). Do not check the box on PS Form 3603 indicating first setting.

C7.2.2.2.3. Complete the PS Form 3610 to reflect the amount of postage

purchased.

DoD 4525.6-M, August 15, 2002

169 CHAPTER 7

C7.2.2.2.4. Give the activity representative the original PS Form 3603.

Forward the second copy with other financial documents and daily financial reports to

the appropriate accountable postmaster (see paragraph C7.2.6.) and retain the third copy

in the receipt pad.

C7.2.3. Refunding Spoiled Postage Meter Tape Postage

C7.2.3.1. Claim. Claim credit for spoiled commercial postage meter postage

per DMM P014.3.0 (reference (o)).

C7.2.3.2. Process. When presented with spoiled commercial meter postage,

the COPE:

C7.2.3.2.1. When serviced by a Postal Finance Officer, shall:

C7.2.3.2.1.1. Complete PS Form 3533 in triplicate and refund the

appropriate amount with a no-fee MO made payable to the licensee. Use funds from

the COPE's fixed credit account to purchase the no-fee MO. Forward the original and

duplicate copy of the PS Form 3533, along with the spoiled meter postage, to the

servicing PFO as part of the payment for the stamps.

C7.2.3.2.1.2. The PFO will remit the orginal PS Form 3533 to the

accountable postmaster on PS Form PS Form 1412-B, AIC 536 (Refund of Postage and

Fees).

C7.2.3.2.2. When serviced directly by the Postmaster, New York, or San

Francisco, follow instructions per subparagraph C7.3.3.2.1., except submit the original

PS Form 3533 with the spoiled meter postage to the accountable postmaster as part of

the payment for the next stamp requisition submitted.

C7.2.4. Transfer of Funds and Postage from One Meter to Another

C7.2.4.1. Transferring Funds. When an activity requests to transfer

commercial postage meter funds from one meter to another, transfer per subparagraph

C7.2.4.2. These instructions do not apply to meters checked out of service due to a

question of accurate registration (i.e., the control total of the register readings of the

meter exceeds the control total of the meter on the PS Form 3610, or it is determined

the meter is malfunctioning). The accountable postmaster shall make the refund in

these instances.

C7.2.4.2. Transferring Postage

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170 CHAPTER 7

C7.2.4.2.1. If the activity wishes to transfer the remaining postage to

another meter already in service with the same activity, the COPE shall annotate and

maintain, at the MPO, the original PS Form 3610 for the meter being discontinued.

Annotate the PS Form 3610 with the MPO, the register reading at the time of transfer,

and the serial number of the license number of the meter to which the postage is being

transferred. Draw a single horizontal line under the last entry.

C7.2.4.2.2. The PFO and COPE shall add the amount of the postage being

transferred into the meter already in service and enter the amount of the transferred

postage on the original PS Form 3610 being maintained for the second meter. Annotate

on the next unused line, "The postage was transferred from meter serial number ___ ,

license number ___ ."

C7.2.4.2.3. If an activity wishes to transfer postage from one meter to

another without checking the first meter out of service, follow procedures. See

subparagraphs C7.2.4.2.1. and C7.2.4.2.2. It is not necessary to advise the accountable

postmaster of the postage transfer, but appropriate entries shall be made on the PS

Form 3610.

C7.2.4.3. Discontinued Meters. When the use of a meter is discontinued and

the activity does not desire to transfer the remaining postage to another active meter, or

a replacement meter, complete PS Form 3533 to obtain a refund.

C7.2.5. Checking a Meter Out of Service. Activities shall bring a postage meter to

the MPO where it is normally set whenever the meter's mechanism becomes defective.

The COPE will then check the meter out of service. Activities may also bring in meters

and check them out of service if they no longer desire to use them. Activities should

notify the meter manufacturer of this action. The MPO shall send the checked out

meter to the manufacturer by registered USPS indicia mail; do not return it to the

activity.

C7.2.5.1. Canceling a Meter. A meter will be checked out when the using

activity no longer needs the meter or when the meter is getting replaced due to a

question of accurate registration, mechanical defect, maintenance rotation, or other

reasons. Within the MPS, the following procedures shall be used if the activity wants

the remaining postage on the meter refunded, instead of transferring it to another meter

in service with the same activity. (Transfer postage to another meter per subparagraph

C7.2.4.2.) When canceling a meter the PFO and COPE shall:

C7.2.5.1.1. Complete PS Form 3533.

DoD 4525.6-M, August 15, 2002

171 CHAPTER 7

C7.2.5.1.2. Verify the control total against the control total entered on

the PS Form 3610 for the meter.

C7.2.5.1.2.1. If the total readings (control total) of the ascending and

descending registers are equal to the control total recorded on the PS Form 3610 for

the meter, the COPE shall:

C7.2.5.1.2.1.1. Advise the activity that the accountable

postmaster will make the refund.

C7.2.5.1.2.1.2. Record the register readings for the meter on PS

Form 3610. Indicate on the form the reason for the check out, and the disposition of

the meter. Draw a horizontal line under the entry. Retain the PS Form 3610 for 2

years.

C7.2.5.1.2.1.3. Reset the descending register of the postage

meter to "0" or as close as possible to "0."

C7.2.5.1.2.1.4. Enter "0" or the lock out descending balance on

the PS Form 3533 as the final reading for the descending register.

C7.2.5.1.2.1.5. Enter the reason for check out on PS Form

3533. See Figure C7.F5.

C7.2.5.1.2.1.6. Forward the completed PS Form 3533 to the

appropriate accountable postmaster for the refund. See paragraph C7.2.6.

C7.2.5.1.2.2. If the control total of the meter register readings is

not equal to the control total of the meter recorded on the PS Form 3610 for the meter,

or the meter mechanism is believed to be malfunctioning, the COPE shall advise the

activity representative and the meter manufacturer's home office, that the accountable

postmaster will determine the amount of the refund due, if any. The COPE shall also:

C7.2.5.1.2.2.1. Tell the activity representative to retain the PS

Form 3602-A for 2 years.

C7.2.5.1.2.2.2. Record the register readings for the meter on

the PS Form 3610. Indicate on the form the disposition of the meter. Draw a

horizontal line under this entry. Retain the PS Form 3610 for 2 years.

DoD 4525.6-M, August 15, 2002

172 CHAPTER 7

C7.2.5.1.2.2.3. Reset the descending register of the meter to "0"

or as close to "0" as the register can be set.

C7.2.5.1.2.2.4. Enter "0" or the lock out descending balance as

the final reading for the descending register on the PS Form 3533.

C7.2.5.1.2.2.5. Enter the reason for the check out on the PS

Form 3533.

C7.2.5.1.2.2.6. Provide a copy of the detailed statement to the

manufacturer per DMM P030 (reference (o)) to the accountable postmaster accounting

unit explaining why the meter failed to function properly, and provide a recommendation

for the appropriate postage adjustment. Also provide the meter manufacturer a copy of

the activity's PS Form 3602-A, a copy of the most recent PS Form 3603, and a copy of

PS Form 3610 maintained for the meter in question.

C7.2.5.1.2.2.7. Forward the completed PS Form 3533 with a

letter to the appropriate accountable postmaster (see paragraph C7.2.6.) stating that the

meter manufacturer has been asked to forward the statement required by DMM P030

(reference (o)), immediately.

C7.2.5.2. Replacing a Meter

C7.2.5.2.1. Check out the old meter (see paragraph C7.2.5.), and process

a refund request for any postage remaining on the meter at the time of check out. See

subparagraph C7.2.5.1.1.

C7.2.5.2.2. Check in the replacement meter. See subparagraphs C7.2.2.1

through C7.2.2.1.4.

C7.2.5.3. Returning Meters. MPOs shall return meters, which have been

checked out of service, to the meter manufacturer to an address the manufacturer

specifies by registered USPS indicia mail. Attach the mailer's copy of the PS Form

3806 to the PS Form 3610 pertaining to the meter being returned to the manufacturer.

C7.2.6. Returning Meter Transactions. Submit all documentation pertaining to

commercial postage meter transactions to:

DoD 4525.6-M, August 15, 2002

173 CHAPTER 7

C7.2.6.1. Activities Serviced by Postmaster, New York

Military Auditing Unit

General Accounting Office

J. A. Farley Building, Room 3110

New York, NY 10199-9531

C7.2.6.2. Activities serviced by Postmaster, San Francisco

General Accounting Office

1300 Evans Ave.,

P.O. Box 886000

San Francisco, CA 94188-6000

C7.3. POSTAGE VALIDATION IMPRINTERS (PVI)

C7.3.1. Purpose. This section establishes policies and procedures for conducting

postage validation imprinter operations at MPOs. Specific instructions are provided

for the procurement, disposition, control, and operation of postage validation imprinters

including remittance of funds.

C7.3.2. General

C7.3.2.1. The Postage Validation Imprinter (PVI) is used to print

USPS-approved thermal, self-adhesive postage labels, barcode labels, postage barcode

labels and POSTNET barcode labels. These postage labels may contain ZIP Code,

destination ZIP Code, PVI serial number, Clerk ID, current date, POSTNET barcode, and

USPS postage charges. The PVI connects to the USPS Intergrated Terminal (IRT), and

is controlled by the IRT system. Connect the PVI/IRT interface cable to Port 4 on the

back of the IRT.

C7.3.2.2. The PVI records information in both the ascending electronic

accumulation register (EAR) and the tranaction counter register (TC). The EAR

records the total value of all labels produced since the PVI was put into service. The

TC records the total number of transactions since the PVI was put into service.

C7.3.2.3. The PVI works only with an IRT. Since the IRT and the PVI are

connected, the postage amount is transferred automatically from the IRT to the PVI.

The automatic transfer eliminates any possibility of entering one amount in the IRT and

different amount in the PVI. Mail bearing PVI labels should not be placed in collection

boxes.

DoD 4525.6-M, August 15, 2002

174 CHAPTER 7

C7.3.2.4. The supervisor shall control blank rolls of PVI labels. Labels

should be kept in a climate-controlled area to avoid damaging from excess heat or

humidity. All PVIs assigned to MPOs will be entered onto the Supervisor's Disk.

C7.3.3. PVI and Clerk Accountability

C7.3.3.1. At any time it is possible for a Clerk Disk to accept entries to AIC

110, Post Office Meter or AIC 109, Postage Validation Imprinter but not both at the

same time. The AIC used depends on whether there is a PVI attached to the IRT. One

difference between AIC 109 and AIC 110 is that the error correct function cannot be

used with AIC 109 on the Clerk Disk. For disposition of discrepancies (i.e.,

spoiled/misprinted labels, jammed labels, no label printed, etc.). See subparagraph

C7.3.4.4.

C7.3.3.2. Each time the IRT is "booted," the IRT checks to see whether there is

a PVI attached and makes the decision whether to use AIC 109 or AIC 110. If the clerk

switches during the day from working with a PVI to working with a postage meter, there

will be data recorded in both AICs 109 and 110 on the clerk's 1412.

C7.3.3.3. If a PVI shall be removed from service for any reason after the day's

business has begun, START OF DAY shall be pressed and the IRT turned off. This

procedure will always be followed before removing PVIs.

C7.3.4. Conducting the Day's Business

C7.3.4.1. Verify that your PVI is on, then turn on the IRT, if the PVI is

operational one blank label will eject from the PVI. After removing the label, press the

mode button three times then press paper feed. Five labels will dispense from the PVI

(Label #1 is a blank; #2 is used for letters; #3 is used for parcels; #4 is used for flats;

and #5 is for future use). Check the information on the labels for accuracy (i.e., EAR,

TC, Post Office, Clerk #, and Clerk's Name). Place the second, third or fourth label on

the reverse side of the Start of Day Tape. Once all information is verified and PVI and

IRT numbers match, business can be conducted. The information is also very important

in instances where there may be power outages, disk crashes, etc.

C7.3.4.2. There is no need to transfer paperwork between clerks for relief

purposes. If a clerk needs to be relieved during the day, they will do so by pressing the

Start of Day button and removing their disk. The relief clerk can then log on using their

assigned disk and password then continue conducting business. (Reminder: clerks shall

always press start of day when leaving their IRT area to protect their accountability.)

DoD 4525.6-M, August 15, 2002

175 CHAPTER 7

C7.3.4.3. PVI is primary source for postage. Clerks shall affix the PVI labels

to parcels or letter in the presence of the patron at the time of the transaction.

C7.3.4.4. Unused/Damaged PVI Labels

C7.3.4.4.1. Spoiled PVI Labels are labels that cannot be used for

postage. Some reasons for spoiled labels are due to clerk error, equipment

malfunction, customer changing their minds or not able to pay, or disk crashes.

C7.3.4.4.2. Unlike postage meter sales, PVI labels are not transferable to

other packages. If a PVI label cannot be used for any reason, the clerk shall complete

PS Form 3533 (Application and Voucher for Refund of Postage and Fees) attaching the

unused label (if available) to the form immediately. Clerks will enter totals for

unused/damaged PVI Labels into AIC 536. The PS Form(s) 3533 is/are turned in with

the end of day's business. All printed PVI labels are accountable postage therefore they

shall be processed as soon as possible if they cannot be used.

C7.3.4.5. Closeout of Daily Business

C7.3.4.5.1. At the end of the business day clerks will check the total of

PVI sales in AIC 109 on their preliminary PS Form 1412. Any adjustments not entered

earlier to AIC 536, will be done at this time. After all totals are verified and necessary

adjustments are made (if needed) clerks will then print a Final PS Form 1412. Upon

completion of PS Form 1412, clerks will remit funds and all PS Form(s) 3533 to

supervisor. Once all totals are verified and any additional adjustments made (if

needed), the COPE can then consolidate the clerks' disks for future day's business.

C7.3.4.5.2. The COPE will follow their normal procedures for remitting

funds to USPS.

C7.3.4.6. Checking a PVI Out of Service. The COPE will remove the

unserviceable PVI from the Supervisor's Disk and coordinate with their servicing JMPA

for return.

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176 CHAPTER 7

Figure C7.F1. Postage Meter Base

DoD 4525.6-M, August 15, 2002

177 CHAPTER 7

Figure C7.F2. Postage Meter Head

DoD 4525.6-M, August 15, 2002

178 CHAPTER 7

Figure C7.F3. Meter Setting Before Issue

DoD 4525.6-M, August 15, 2002

179 CHAPTER 7

Figure C7.F4. Meter Setting After Issue

DoD 4525.6-M, August 15, 2002

180 CHAPTER 7

Figure C7.F5. PS Form 3533

DoD 4525.6-M, August 15, 2002

181 CHAPTER 7

C8. CHAPTER 8

MONEY ORDERS

C8.1. PURPOSE

This Chapter, in conjunction with the USPS DMM (reference (o)) and the USPS IMM

(reference (p)), establishes policies and procedures for conducting MO transactions at

MPOs. Specific instructions are provided for the procurement, control, sale, and

payment of MOs, including the remittance of funds and reports to the USPS.

C8.2. MONEY ORDER IMPRINTERS

C8.2.1. Issuing. MO imprinters are the only authorized method of issuing MOs.

Do not hand write or type MOs under any circumstances. If an imprinter fails to

function properly, submit a request for maintenance or replacement to the servicing

JMPA, who will provide disposition instructions. The COPE should not return damaged

imprinters to maintenance facilities without prior approval from the servicing JMPA.

C8.2.2. MO Identification Number (MOID). The six-digit MOID identifies the

postal activity issuing MOs. The first five digits of the MOID consist of the activity's

MPO number for the Army (USA), Air Force (USAF), Navy (USN) and Marine Corps

(USMC). The USPS added the last digit (always a "9") for computer processing

purposes. If there is more than one imprinter at an activity, all equipment shall have the

same MOID. If an imprinter is transferred to another activity, the MOID will be all

zeros prior to shipment.

C8.3. REQUISITIONING MO FORMS

C8.3.1. Normal Requisitions. Requisition MO forms by completing four copies

of PS Form 17, "Stamp Requisition," at least 45 days before reaching the minimum

supply level. Submit the original, second and third copies of the form to the source of

supply, which is the accountable postmaster or PFO. The requesting MPO retains the

fourth copy. Upon receipt of the forms, destroy the fourth copy of PS Form 17 and

return the original to the source of supply and retain the second copy for the COPE.

The PFO filling the requisition shall annotate the inclusive serial numbers mailed to the

COPE in the "Value" column of the PS Form 17. The PFOs will maintain the third copy

as the suspense copy. The COPEs receiving MOs directly from an accountable

postmaster shall order from the designated source of supply per Table C6.T1.

DoD 4525.6-M, August 15, 2002

182 CHAPTER 8

C8.3.2. Sustain Service. MO units shall order from the servicing MPO as required

to sustain service. The responsible officer determines the number of MOs that the MO

units shall maintain.

C8.3.3. Forms Supply. Land-based MPOs shall maintain at least a 3-month supply

of MO forms. Mobile, shipboard, and contingency MPOs shall maintain a 5-month

supply. All MPOs, however, are restricted to a maximum of a 12-month supply of MO

forms.

C8.3.4. Emergency Requisitions

C8.3.4.1. If a situation arises and the supply of blank MO forms is depleted

appreciably, the PFO (in cases where there are no PFOs assigned the COPE with the

approval of the responsible officer) may request an emergency requisition to the

accountable postmaster. Units on Flexible Credit shall notify Finance New York or San

Francisco.

C8.3.4.1.1. Number of forms on hand and normal monthly usage.

C8.3.4.1.2. Number of forms required to sustain sales until a normal

requisition can be obtained.

C8.3.4.1.3. Name of nearest MPO to the requester that can fill the

requisition, if that information is known

C8.4. VERIFICATION OF REQUISITIONS AND ISSUANCE OF MOs TO CLERKS

C8.4.1. The COPE or unit MO clerk, together with a witness (see Chapter 6 for

procedures at one person postal activities), shall verify the entries on the PS Form 17

by annotating each copy of the form with the date received, registry number, and

signature of each person. The COPE will fill the requisition and send the original and

one copy to the MO clerk.

C8.4.2. The original and one copy of PS Form 17, listing the inclusive serial

numbers of MO forms, shall accompany shipment.

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183 CHAPTER 8

C8.4.3. The seal on packages of MOs shall not be broken and packages will not be

opened until they are made available for sale by clerks. Only then will MO clerks open,

check, and verify a package of blank MOs, and only in the presence of a witness, to

ensure the correct quantity of MOs are in the package, in correct sequence by individual

serial number, and that there are no missing, duplicate, or mutilated MOs in the package.

C8.4.4. If two MO forms are received with the same serial number, cancel one of

them by writing across the face "Number Duplicated." Submit the canceled MO with the

next MO business (MOB) report listed as "Spoiled" (see paragraph C8.8.2.) and explain it

in the "Remarks" section of PS Form 6019. Units using UIII a memorandum will be use

to report duplicate MO. Mail memorandum to Money Order Division Blank Stock PDC

USPS P.O. Box 1475, St. Louis, MO 63182-412.

C8.4.5. Treat MOs received in defective or mutilated condition as "Spoiled." See

paragraph C8.8.2. If large shipments of damaged blank MO forms are received, notify

the MACOM for instructions.

C8.4.6. An MPO that receives blank MO sets intended for another MPO shall send

them by registered USPS indicia mail or official Registered mail to the proper MPO and

notify the supplier.

C8.5. CONTROL AND DISTRIBUTION OF MOs (FIXED AND FLEXIBLE CREDIT)

C8.5.1. Record all blank MO forms received on DD Form 885, "Money Order

Control Record." When a Finance Supervisor, COPE, or unit supervisor obtains MO

sets from any source, including those previously issued that are returned at the end of a

business day for overnight storage, the MOs shall be recorded on the master DD Form

885 for that series. See Figure C5.F5. Use DD Form 885 to document the current

change of custody of MO form, (i.e., issued, transferred, or mailed to clerks at MPOs

or units). The MO clerk shall prepare DD Form 885 if blank MO sets are transferred

from a block received. Record all MO transfers between clerks, including temporary

transfers for lunch, on DD Form 885. See Figure C8.F1. When transferring MO sets,

prepare DD Form 885 in duplicate. The original form documents the history of the

unused MO sets and shall be filed at the unit where the MOs were sold. The duplicate

form shall be a receipt for the clerk relinquishing the MO sets. Upon change of a

Finance Supervisor, or COPE, the new Finance Supervisor or COPE shall sign the

master DD Form 885 acknowledging receipt for the blank MO forms currently retained

by the outgoing Finance Supervisor or COPE. Once the MO series is exhausted, file all

DD Forms 885 together with the original PS Form 17 used to order MOs. Only one

DoD 4525.6-M, August 15, 2002

184 CHAPTER 8

DD Form 885 is required at 1-person MPOs. Unisys III transmitting Units issuing

domestic money orders, the MO data will also be entered on the Supervisor Clerk Disk

when issued to the clerk. Each clerk will be issued 100 MOs each time a requition is

filled. Under no circumstance will clerks exchange MOs among themselves.

Temporary relief of clerks for lunch does not require a transfer of MOs; each clerk

maintain his/her own MOs.

C8.5.2. Distribute MO forms with the lowest serial numbers first to the clerks.

Newly requisitioned MOs may not be issued until former supplies are depleted.

Distribute MO forms in sealed packages of 100. Unless a special circumstance exists,

do not break the seals for odd lot disbursement. If conditions warrant odd lot

distribution, the custodian and MO clerk shall verify, by serial number, each individual

MO form. Break and distribute packages of 100 within the same issuing unit only.

C8.5.3. Local conditions will determine the frequency and quantity of MOs

supplied to clerks.

C8.5.4. Distribute MO forms by mail to units conducting MOB away from the

parent office, by registered USPS indicia mail or official Registered mail. Prepare PS

Form 17 in triplicate for each mailing. A witness shall verify the shipment and sign the

PS Form 17. Two copies of the PS Form 17 shall accompany the shipment; the third

copy, as a suspense shall be attached to the MPO copy of DD Form 885 on which the

shipment was recorded. The receiving unit shall follow verification procedures. See

Chapter 4. Upon receipt of the signed PS Form 17 from the unit, the Finance

Supervisor or COPE shall destroy the suspense copy and replace it with the signed

copy. MPOs using domestic MOs, the issuance of MOs from a source other than the

designated source of supply is prohibited.

C8.6. PROTECTION OF BLANK MO FORMS

C8.6.1. Store MO forms in a vault, a three-position combination safe, or a place of

comparable security to which the accountable person has exclusive access. Lock

containers when not under direct control of the responsible individual. Protect

duplicate keys and combinations. See Chapter 10.

C8.6.2. Provide MO clerks with individual metal cash boxes, drawers, or safes

equipped with suitable locking devices for the purpose of safeguarding blank forms.

Only the responsible clerk has access to their storage container.

C8.6.3. The MPOs shall not transfer unused MO forms from the issuance control

of one operational MPO to another without prior consent of the servicing Postmaster.

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185 CHAPTER 8

This restriction also applies to an MPO that has closed or reverted to MAO status. If

the servicing Postmaster declines the request, or the MPO does not want to transfer the

MO forms, the Finance Supervisor or COPE shall dispose of unused MO set per the

servicing Postmaster's direction.

C8.7. ISSUANCE OF MOs

C8.7.1. Purchasing MOs. Patrons may purchase MOs with U.S. dollar currency

and coins, and traveler's checks. Purchase of MOs by a traveler's check shall account

for at least 50 percent of the value of the traveler's check so as to deter patrons from

purchasing MOs only to cash traveler's checks. Do not accept personal checks and U.S.

Treasury checks as payment.

C8.7.2. Maximum Account. The MO clerks may issue MOs for any amount, not to

exceed the limit per DMM S020 (reference (o)) for payment in the United States, its

possessions, or territories. No customer can buy more than $10,000 in any single day,

even in different post offices. Any customer whose daily total of purchased MOs

ranges between $3,000 and $10,000, inclusive, shall complete PS Form 8105-A, "Funds

Transaction Transfer Report," and show identification bearing the purchaser's photograph,

name, and address. Send PS Form 8105 separately from the MO vouchers, to Money

Order Branch, St. Louis Information Service Center, St. Louis, MO 63810-9521. No

U.S. domestic MO or Military MOs forms are accepted by foreign banking

administrations (IMM, reference (p)). To issue a MO for payment in Canada see

reference (p) for correct preparation, and the USPS Postal Bulletins (PBs) (reference

(r)) for the most current conversion tables. Extract the conversion tables from the PBs,

retain them for ready reference, and replace them when updated.

C8.7.3. International MOs. The MPOs cannot issue international MOs. Advise

patrons desiring an international MO to purchase it at a host-country post office or

banking facility.

C8.7.4. Fees. The fee for a postal military MO is shown in DMM S020 (reference

(o)).

C8.7.4.1. Overseas and shipboard MPOs that are financial branches of New

York or San Francisco shall charge this fee.

C8.7.4.2. For domestic MOs issued at CONUS-based post offices, refer to

the DMM (reference (o)) for MO fees.

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186 CHAPTER 8

C8.7.5. No-Fee MO. The MPOs may issue no-fee MOs for remitting funds for

stamp stock and postage meter accounts. See Figure C8.F2. In the "Remarks" section

of the PS Form 6019, indicate the purpose of the no-fee MO (i.e., stamp stock or

postage meter remittance). The MPOs may also issue no-fee MOs to replace spoiled

or incorrectly prepared MOs. See paragraph C8.8.2. Units transmitting via Unisys III

shall issue No-Fee MOs using the Alpha and Money Order Keys. The Unisys II screen

will display AIC # 100 No-Fee Money Order.

C8.7.6. Issuing. Follow these step-by-step procedures to issue a MO:

C8.7.6.1. Determine patron's eligibility for service (i.e., military ID card or

passport).

C8.7.6.2. Verify the dollar amount of the MO desired.

C8.7.6.3. Select the next blank MO in numerical sequence.

C8.7.6.4. Set the MO imprinter for the correct date and amount desired.

C8.7.6.5. Process the MO through the imprinter, remove the imprinted form

set, and return the amount keys of the imprinter back to their asterisk positions.

C8.7.6.6. Examine the MO to ensure the date, MPO number, and amount are

legible on all copies of the MO set.

C8.7.6.7. Detach and file the voucher (middle copy) in numerical sequence

with the lowest number on top, taking care not to bend, fold or mutilate the document.

Vouchers shall accompany the MOB report. See subparagraph C8.10.3.4. Retain the

carbon copies until the MOB report is verified at the end of the day, then discard it if no

problems are noted. Unisys III transmitting MPOs will maintain the vouchers on file

for 4 years at the MPO.

C8.7.6.8. Collect the amount of the MO, plus the fee, from the patron.

C8.7.6.9. Give the patron the rest of the form set (patron's receipt, and MO).

Advise the patron to retain the receipt.

C8.7.6.10. Advise the patron to complete the "Pay To" and "Purchased By"

blocks immediately and avoid writing on or attaching anything to the top third portion of

the MO.

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187 CHAPTER 8

C8.8. ERRORS AND CORRECTIONS ON MOs

C8.8.1. General. Do not make any alterations, changes, or erasures, either in

words or figures, on any part of the MO form set.

C8.8.2. Spoiled or Incorrectly Prepared MOs. Process spoiled or incorrectly

prepared MOs per DMM S020 (reference (o)). If the patron requests replacement

after the date of issue, comply with reference (o) and forward the processed receipt

with that day's MOB report. Do not collect a fee for the replacement MO. See

section C8.11.9. and Figure C8.F2. If the patron does not have the receipt, cash the

MO and charge a fee for the replacement.

C8.8.3. Issued Out of Sequence. When a MO clerk inadvertently issues MOs out

of sequence, do not recall them. The issuing clerk shall return to the proper sequence

as soon as the error is noticed. See paragraph C8.11.2.

C8.9. CASHING MOs AND U.S. TREASURY CHECKS

C8.9.1. The MO clerks shall maintain a listing of missing, lost or stolen MOs from

the current USPS PB (reference (r)). Check these listings prior to cashing MOs. The

MO clerks shall cash only USPS MOs, MOs issued by countries listed in IMM 391

(reference (p)), and Canadian MOs drawn on the United States. Pay MOs at face value,

and per reference (o). If the MO is altered or bears erasures, attempt to keep it by

obtaining the cooperation of the patron, notify the local supporting investigating agency

and submit a postal offense report. See Chapter 14. Do not cash international MOs

issued in foreign currency (IMM 391, reference (p)). An ID card is required to cash

MOs. Annotate the Social Security Number on the back of the MO. The ID card shall

identify the bearer by photograph and signature. When authorized personnel are not

issued official Government ID cards, U.S. passports may be used for identification. In

this case, annotate the payee's passport number on the reverse side of the cashed MO

instead of the Social Security Number. Unisys III units transmitting daily will enter

their cashed MO under checks received.

C8.9.2. Do not cash U.S. Treasury checks at MPOs. This would result in a lack of

funds needed to cash MOs and conduct postal business. Only cash MOs from MO

funds generated that day. If funds are not available, ask patrons to return later or

recommend they use local banking or club facilities.

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188 CHAPTER 8

C8.10. PREPARATION OF MONEY ORDER BUSINESS (MOB) REPORTS

C8.10.1. The Finance Supervisor or COPE is responsible for ensuring reports are

prepared and submitted for each day MOB is conducted. When a COPE performs duties

as the primary MO clerk, the Finance Supervisor or COPE shall not verify the report.

The Finance Supervisor, COPE, or designated verifying official shall review and verify

reports before submission. Verifying officials shall be appointed in writing and a copy

of the designation kept on file at the postal unit. However, Finance Supervisors or

COPEs, MPO supervisors, and USN or USMC disbursing officers, by virtue of their

positions, may act as verifying officials without being specifically appointed in writing.

C8.10.1.1. The MO clerk prepares the MOB report on PS Form 6019 per

Figure C8.F2. Ensure the OID number and unit number appear in the designated block

on the PS Form 6019. The COPE assigns a unit number for each financial unit

conducting MOB. The first unit is designated as the parent and each additional unit is

numbered consecutively starting with "1." Additionally, the MOID number should be

included in all correspondence pertaining to the MO account.

C8.10.1.2. Prepare peculiar or abnormal MOB reports per section C8.11.

C8.10.2. The report shall contain the complete and accurate record of all MOB

that took place that day. MO reports will be computer generated if the MPO has PC

and software capability or typewritten. If a PC or typewriter is not available, then the

MO clerk shall legibly print the information onto the MO report in ink. Unysis III

transmitting units MO business report will be a part of the unit daily 1412 report.

C8.10.3. The MO Clerk shall:

C8.10.3.1. Count the number of MOs sold (excluding "No-Fee" MOs) and

multiplies that number by the current fee to arrive at the total fees collected. Using

the total fees, MO vouchers, and when applicable, spoiled and paid MOs, traveler checks,

prepare two original detailed verification tapes or IRT equivalent per PS Form 6019.

See Figure C8.F3. Provide one tape to the verification official Finance Supervisor

COPE to be forward to: USPS Money Orders, CITIBANK (Nevada), Lock Box

Operation-Zone 1127, P.O. Box 504339, The Lakes, NV 88905-4339. Retain the

second tape for the unit files. Unysis III transmitting units will verify the daily MOB.

The MO funds will be deposited in units Bank account assigned by their respective

Postmasters.

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189 CHAPTER 8

C8.10.3.2. Count the cash on hand. The total should match the total cash

shown on the tape. If it does not, and the discrepancy cannot be rectified, refer to

section C8.11. for proper accounting. The MO units using a Fixed Credit and are

physically separated from their parent MPO should obtain a check for the cash when a

check-issuing activity is available. If a check-issuing activity is not available, see

subparagraph C8.10.3.4.2.

C8.10.3.3. Prepare PS Form 6019. Ensure there is one copy for each

physically separated location that handles the report; i.e., the unit (if physically separated

from the parent MPO), the MPO, the USPS MO Division, and any other intermediate

point). If checks are not available at a unit and cash is submitted with the report to the

verifying official, annotate on PS Form 6019, Section III, Item 10, with the word "Cash,"

and record the amount in the appropriate space. Units Transmitting shall deposit

monies in it's designated Postal Bank account or obtain a check for mailing to a

designated Postal Bank account.

C8.10.3.3.1. When two or more clerks sell MOs on the same day, list the

name of the clerk(s) who did not prepare the report as well as the inclusive number(s)

of MO(s) sold by the clerk(s) in the "Remarks" section of the PS Form 6019.

C8.10.3.3.2. When all MOB transactions cannot fit on one PS Form

6019, indicate in the "Remarks" section that continuations are on the reverse side of the

form. Indicate "Total Credits" for the day in Section III, line 14, of the first page of PS

Form 6019.

C8.10.3.4. Ensure MO vouchers are arranged in the sequence sold, retaining

spoiled MOs, if any, in their normal voucher sequence. Do not use staples, paper clips,

or rubber bands to hold the vouchers together. All vouchers, spoiled MOs, paid MOs,

funds, traveler's checks, the verification tape, and PS Form 6019, shall be personally

delivered or sent by registered USPS indicia mail or official Registered mail, to the

designated verifying official or COPE.

C8.10.3.4.1. If personally delivering the report to the verifying official or

Finance Supervisor or COPE, obtain a PS Form 1096, "Cash Receipt," for the funds,

travelers checks, and paid MOs left in the verifying official's or COPE's custody.

Prepare two copies of the PS Form 1096. The MO clerk retains the original. The

duplicate is attached to the verifying official's copy of the MOB report.

C8.10.3.4.2. When submitting cash to a parent MPO, always prepare and

submit reports in the presence of a witness. Cash should only be submitted if checks

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190 CHAPTER 8

are not available. The report is sent by registered USPS indicia mail or official

Registered mail and the registry receipt serves as the receipt for the report and other

contents. A witness shall sign the report in the "Remarks" section of PS Form 6019 and

certify that the contents are intact at the time it is registered. See Chapter 6 for

procedures at one-person postal activities. Both members shall initial across the flap

intersections of the MOB report envelope or package. The witness shall also verify the

Registered mail dispatch. When the report is dispatched by Registered mail, annotate

the registry number in the appropriate block on the unit file copy of PS Form 6019. In

this instance, double wrap the report and enclosures and annotate the inner wrapper

"OPEN IN THE PRESENCE OF A WITNESS." Prepare the shipment per Chapter 6.

C8.10.3.5. When extenuating circumstances exist, the issuing authority may

authorize the MO clerk to hold the MO report, related vouchers, paid MO tapes, and

funds overnight.

C8.10.4. The Designated Verifying Official or Finance Supervisor or COPE shall:

C8.10.4.1. Ensure all items pertaining to the report are received from the MO

clerk preparing the report. If the report is received by Registered mail, open and verify

it in the presence of a witness. When the report is delivered personally by the MO

clerk, verify that all paid MOs, funds, and traveler's checks listed on PS Form 1096 are

received before signing the receipt and returning it to the MO clerk.

C8.10.4.2. Verify that the serial number of the first MO, issued on the report

day, numerically follows the number of the last MO, issued the preceding MOB day.

Use the previous day's PS Form 6019 and master DD Form 885 to verify the numerical

sequence of issued MOs. File a copy of the clerk's completed DD Form 885 with the

master DD Form 885 for that series of MOs.

C8.10.4.3. Examine, by numerical sequence, the MO vouchers to determine

that all used and spoiled MOs have been accounted for.

C8.10.4.4. Prepare a verification detail tape (see subparagraph C8.10.3.1. and

Figure C8.F3.), and attach it to the verifying official's file copy of the PS Form 6019.

Separate the spoiled MOs from the vouchers and place them in an envelope in numerical

sequence behind the vouchers.

C8.10.4.5. Verify the completed PS Form 6019 for accuracy and

completeness and sign all copies. Ensure clerks issue blank MO sets in the proper

sequence.

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191 CHAPTER 8

C8.10.4.6. Remit all funds via electronic funds transfer (EFT) or to the

appropriate check-issuing agency immediately upon tape verification, or not later than

the next work day of the check-issuing agency. Notify the check-issuing agency to

make checks payable to "Disbursing Officer, U.S. Postal Service." Obtain a receipt if a

check is not issued at the time of the presentation of funds. Funds may be entrusted to

another postal clerk for delivery to the check-issuing agency. Always obtain a receipt

(PS Form 1096) when funds are exchanged personally between clerks, the COPE, and

verifying official.

C8.10.4.7. Immediately upon receipt of the check, make remittance in a sealed

envelope, and postmark the back with the all purpose date stamp (APDS). Submit the

report and remittance, along with the appropriate enclosures, by registered USPS indicia

mail or official Registered mail to: USPS Money Orders, CITIBANK (Nevada), Lock

Box Operation-Zone 1127, P.O. Box 504339, The Lakes, NV 88905-4339. Include

your MOID number on the lower left-hand side of the envelope or outer wrapper.

Maintain file copies of reports forwarded to the Money Order Division.

C8.10.4.8. Never remit cash to the USPS MO Division. If checks are not

available, the responsible commander shall designate the servicing PFO or another MPO

to monitor the report and obtain checks. If this is the case:

C8.10.4.8.1. The submitting MPO shall dispatch the report to the

monitoring PFO, Finance Supervisor or COPE by registered USPS indicia mail or

official Registered mail. Double wrap the report and endorse the inner-wrapper with,

"OPEN IN THE PRESENCE OF A WITNESS." A witness shall certify the registration

and dispatch of the report. See Chapter 6 for procedures at one-person postal activity.

C8.10.4.8.2. The receiving PFO, Finance Supervisor or COPE shall open

and verify the contents in the presence of a witness. Identify PFO's Finance

Supervisor's or COPE's witness in the remark section of the MOB report. Annotate the

reverse side of the check with the MPO number of the MPO that actually sold the MOs.

C8.10.5. The COPE with MO units shall prepare a consolidated MOB report (see

Figure C8.F4.) when a separate check is not obtained for each individual unit report.

Prepare consolidated reports only when the remittance of two or more MO reports is

combined, and only one check is obtained for the total deposit. When a check has been

obtained for an individual unit report, do not include that report in the consolidated

report. Remit it as a separate report to the MO Division. Use these procedures to

prepare a consolidated report:

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192 CHAPTER 8

C8.10.5.1. The COPE or verifying official shall verify each MO report.

C8.10.5.2. Upon verification of all MO reports received for that day, the

COPE or verifying official shall:

C8.10.5.2.1. Prepare a consolidated tape and PS Form 6019 in duplicate.

See Figure C8.F4. The tape is a recapitulation of totals in Section III of all reports to

be consolidated. The completed tape provides all of the entries necessary to complete

the consolidated report. The consolidated report (PS Form 6019) is also a

recapitulation of totals; all entries are made in Section III with the exception of the

serial number, symbol number, and the amount and total of the check obtained by the

COPE for remittance of funds. These entries shall be made in Section II ("Checks")

with the total carried over to Block 9 of Section III.

C8.10.5.2.2. Remit all funds to the appropriate check-issuing activity

immediately after tape verification. Instruct the check-issuing activity to make the

check payable to: "Disbursing Officer, U.S. Postal Service." Obtain a receipt if a check

is not issued at the time the funds are presented. Funds may be entrusted to another

postal clerk for delivery to the check-issuing activity. Always obtain a receipt (PS

Form 1096) when funds are exchanged personally between clerks, the COPE, and the

verifying official.

C8.10.5.2.3. Assemble the consolidated report starting with the parent

followed by the unit reports in numerical order. Arrange the reports and vouchers,

maintaining individual unit identity, and assemble the package for easier handling and

verification by the MO Division.

C8.10.5.2.4. Submit the original copies of MOB reports, remittance, and

appropriate enclosures via registered USPS indicia or official Registered mail to the

MO Division.

C8.10.5.2.5. Record the registry number on the duplicate copy of the

consolidated report. Retain this copy and the duplicates of the parent and unit reports

in the COPE's files.

C8.10.5.2.6. Preparing Money Order Reports. (For units transmitting

daily financial reporting on the Unit Final 1412 and transmitted to the designated

Finance Districts.)

C8.11. PECULIAR OR ABNORMAL MOB SITUATIONS (FIXED CREDIT)

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193 CHAPTER 8

C8.11.1. Issued From Different Series Same Day. When MOs are issued from

two or more different series on the same day, list separate totals for each series on the

verification tape and Section I, PS Form 6019. See Figure C8.F5.

C8.11.2. Issued Out of Sequence. List the serial numbers of the MOs issued out

of sequence as a break in series, under Section I, PS Form 6019 as if it were a split

series entry. Make a notation that the MOs were issued out of sequence in the

"Remarks" section. A sample remark for MOs issued out of sequence is, "MOs ___

through ___ were issued out of sequence are reflected herein. Return to the proper

sequence was not possible before the close of business." On the date the break in

sequence is reached, list the serial numbers of the MOs issued on that date as a break in

series under Section I, PS Form 6019, and make a notation in the "Remarks" section. An

example is, "MOs ___ through ___ were issued out of sequence and reported on the

MOB report for [indicate date of the report when the MOs were issued out of sequence

and reported].

C8.11.3. Missing MO Form Set. When a MO form set is missing and has not been

previously reported, the clerk shall enter in the "Remarks" section a statement of

circumstances on all copies of the PS Form 6019. List the MOs used as separate

series. If it has been reported previously, follow the procedures in paragraph C8.4.3.

C8.11.4. Missing Voucher. When an issued MO voucher is missing, follow these

procedures:

C8.11.4.1. Remit any overage in the MO cash related to the loss of

voucher(s), with that day's business, on PS Form 6019, Section III, Item 4, labeled

"Remarks."

C8.11.4.2. Write the words "Missing Voucher" on the related verification tape,

in the space that normally would show the amount. Also list all missing vouchers by

number in the "Remarks" section of the PS Form 6019.

C8.11.4.3. The Finance Supervisor or COPE shall prepare a MO facsimile per

Figure C8.F6. and mail it directly to: USPS Money Orders, CITIBANK (Nevada), Lock

Box Operation-Zone 1127, P.O. Box 504339, The Lakes, NV 88905-4339. Do not

send the facsimile with the MOB report. The MO facsimiles are unnumbered USPS

forms and, therefore, shall be locally reproduced.

C8.11.5. No-Business Days and Suspended Service. The MOB reports shall

provide continuity of reporting. Therefore, prepare MOB reports to cover no-business

days and suspended-service periods as follows:

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194 CHAPTER 8

C8.11.5.1. Report the days MOB was not conducted inclusively with the first

business report following the resumption of business. On the day MOB is resumed,

make an entry in the "No Business was Conducted" block to account for the entire

period that no MOB was conducted. Enter in the "From Block" the first date that MOB

was not conducted, and in the "To Block" the day before business was resumed.

C8.11.5.2. When a MO unit operates only on a temporary basis (such as

paydays or deployments), write "Business Suspended" in the "Remarks" section of PS

Form 6019 on the last day of business. On the first MOB day following the suspension

of business, write "Business Resumed" in the "Remarks" section of PS Form 6019.

Make an entry in the "No Business was Conducted" block to account for the dates that

no business was conducted. Change to read, "Upon the conclusion of a deployment or

exercise then "Business Suspended" is used; if MOs are sold every payday or

sporadically "No Business was Conducted" is used." When you use the "Business

Suspended" it informs the process chain not to expect anymore reports from that

location. "No Business was Conducted" lets the process chain know it is a routine, but

not daily.

C8.11.5.3. The MO units that do not conduct MOB on normal operating days

shall notify the COPE on each day that business is not conducted.

C8.11.6. MO Sales Totaling Less Than $100. When the amount of cash derived

from the sale of MOs is less than $100, it may be carried forward to the next report.

However, if MOs are sold, prepare a PS Form 6019 and submit it without remittance.

Amounts of less than $100 shall be entered in Section III, Item 13. Whenever the total

in this item reaches $100, submit the remittance with the report.

C8.11.7. Checks Issued By Agent Officers. The Finance Supervisor or COPE

located at military installations having no disbursing officer or check-issuing activity,

but situated near an agent officer, shall make arrangements to convert cash into

denomination of U.S. Treasury checks in the amount the agent officer is permitted to

issue. The remaining amount shall be carried forward as cash balance in Section III,

Item 13, on the PS Form 6019. The amount carried forward shall not exceed $100.

Notify the responsible commander if this condition exists.

C8.11.8. Balance Carried Forward. When a balance is carried forward in Section

III, Item 13, on the PS Form 6019, the next MOB should reflect this in Section III, Item

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195 CHAPTER 8

C8.11.9. Clerk Errors or Spoilage By Patrons. When a MO contains an error made

by the issuing clerk, or has been spoiled by the patron and is returned with the receipt

after the date of issue, the replacement MO shall be shown on the MOB report as a "No

Fee" MO. See Figure C8.F2. For the reissued MO, see paragraph C8.8.2., annotate the

verification tape "No Fee." (See Figure C8.F2.)

C8.11.10. Reporting Shortages. Report shortages in MO accounts on the same

business day the shortage is discovered and, if warranted, initiate an investigation. See

Chapter 14. Do not show the shortage on later reports. If a shortage occurs because

of accepting counterfeit currency, see Chapter 14.

C8.11.11. Reporting MO Account Items Held For Investigative Reasons. When

investigative action is necessary and MO account items (i.e., blank MO sets, cashed

MOs, cash, or cash equivalents) shall be retained, follow these procedures:

C8.11.11.1. The Finance Supervisor or COPE or reserve custodian shall retain

MO account items pending investigative findings, if necessary. Obtain a receipt for any

transfer of such to investigating agencies. The agency shall have a search and seizure

warrant taking custody of the items.

C8.11.11.2. Prepare PS Form 6019 for the day on which MO account items

are held and submit it to the MO Division.

C8.11.11.3. Make a statement in the "Remarks" section of the PS Form 6019

relating the known facts regarding the shortage and justifying retention of the MO

account items. For example, "Five consecutively numbered $20.00 bills are suspected

of being counterfeit when turned in for a check. They are being retained for analysis by

the local OSI. Receipt was obtained."

C8.11.11.4. When the investigation and legal actions are completed, submit

the MO account items with the next MOB report. List cash as an overage. Identify the

overage and refer to the report that originally reflected the shortage. For example:

"The suspected counterfeit $20.00 bills reported on the 21 May 97 report proved to be

good currency and audit is included in this report."

C8.12. COMMINGLING OF FUNDS

C8.12.1. The MACOMs may authorize the commingling of MO funds with USPS

stamp and meter funds. However, do not commingle funds of one person with those of

another. Maintain individual financial responsibility in all postal financial transactions.

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196 CHAPTER 8

Where commingling of funds is authorized, the MACOM shall issue supplemental

instructions to ensure funds are accounted for in the following order:

C8.12.1.1. Money orders.

C8.12.1.2. Postage meter.

C8.12.1.3. Stamp stock.

C8.12.2. Audit Procedures. See Chapter 12.

C8.12.3. If commingling of funds is not authorized, a MO change fund up to $50

may be issued from the COPE's stamp fund, provided the transfer is documented on PS

Form 3369, "Consigned Credit Receipt," or PS Form 1096.

C8.13. LOST, DESTROYED, MUTILATED, OR VOIDED MOs.

Process applications for a lost, destroyed, mutilated, or voided MO per DMM S020

(reference (o)).

C8.14. EXAMINATION OF MO RECORDS

C8.14.1. Do not disclose information regarding MO transactions to any official,

DoD Component, or Federal Agency, except as authorized by USPS regulations. The

officials or the DoD Components desiring to examine USPS records retained at MPOs

during an official investigation shall be in accordance with current laws and directives.

Refer to paragraph C10.7.6. for the issuance of search warrants. If additional guidance

is required contact local USPS Postal Inspector.

C8.14.2. Postal personnel may testify and disclose information pertaining to MO

transactions before civil and military courts when directed by the proper authority.

However, immediately upon receipt of a request for disclosure, and prior to testifying,

postal personnel shall coordinate any possible disclosure with the appropriate MACOM

postal representative who will coordinate with the legal authority.

DoD 4525.6-M, August 15, 2002

197 CHAPTER 8

Figure C8.F1. DD Form 885

DoD 4525.6-M, August 15, 2002

198 CHAPTER 8

Figure C8.F2. PS Form 6019, Tape Listing

DoD 4525.6-M, August 15, 2002

199 CHAPTER 8

Figure C8.F3. PS Form 6019, Verification Tape, MO Vouchers and File Copy

DoD 4525.6-M, August 15, 2002

200 CHAPTER 8

Figure C8.F4. PS Form 6019, Consolidated MO Report and Recapitulation Tape

DoD 4525.6-M, August 15, 2002

201 CHAPTER 8

Figure C8.F5. PS Form 6019, Verification Tape Depicting Sales From Different Series of MOs

DoD 4525.6-M, August 15, 2002

202 CHAPTER 8

Figure C8.F6. USPS Facsimile MO Voucher

DoD 4525.6-M, August 15, 2002

203 CHAPTER 8

C9. CHAPTER 9

REGISTERED MAIL PROCESSING AND TRANSPORTATION

C9.1. PURPOSE

This Chapter, the USPS Domestic Mail Manual (DMM) (reference (o)), and the USPS

Transportation Handbook Series T-7 (reference (w)), prescribe policy and procedures

for the processing and transportation of Registered mail within the MPS. Chapter 3

lists delivery procedures to units and addressees.

C9.2. GENERAL

C9.2.1. Accountability. Take precise care in the receipt, documentation, handling,

delivery, and dispatch of Registered mail. Give Registered mail the highest security at

all times and keep it under direct and constant surveillance by MPC or PC or secure it

properly in an approved safe or other secure area while in custody of the MPS.

C9.2.2. Transferring Accountability. Maintain an unbroken chain of receipts for

Registered mail at all times while in the MPS channels.

C9.2.2.1. When transferring accountability for Registered Mail with another

agency or person, use PS Forms 3854, "Manifold Registry Dispatch Book" and 3883,

"Firm Delivery Book," DD Forms 1384, "Transportation Control and Movement

Document," and 1385, "Cargo Manifest," or OPNAV Form 5110/9, "Mail Manifest."

C9.2.2.2. Dispatching activities may use PS Form 3830-A, "Registry Dispatch

Record," when dispatching Registered mail in closed-body type vehicles. Use PS Forms

3830-A or 3854 with PS Form 2942-A, "Military Mail -- AV-7 Delivery List," PS Form

3877, "Firm Mailing Book," PS Form 3854 with DD Form 1372, "Mail Manifest," and PS

Form 3854 for accountability.

C9.2.3. Classified Material. To maintain proper security, MPCs and PCs shall

always assume that official Registered mail contains classified material up to and

including SECRET. Refer to DoD 5200.1-R, "Information Security Program" (reference

(e)), for guidance.

C9.2.4. Registry Clerks. Registry clerks include all postal clerks and military

postal clerks with the responsibility for Registered mail.

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204 CHAPTER 9

C9.2.5. Coded (High Value) Shipments. Coded shipments are Registered mail

consisting of one or more pieces transported together whose total value is $250,000 or

more. These shipments shall receive armed protection while in military postal

channels. Postal activities shall take these actions and follow these rules when

transporting coded shipments:

C9.2.5.1. Arrange for armed escorts through the local military law

enforcement agency to accompany the mailings transported between postal activities.

C9.2.5.2. Ensure local mailers do not enter high value mailings into postal

channels until after the postal activity makes the necessary security arrangements.

C9.2.5.3. Require mailers to erase or otherwise blot out any information on

mailings that would indicate its value or the necessity for armed protection.

C9.2.5.4. Notify postal personnel at en route points so they can make

arrangements for appropriate security while the mailings are in their area of

responsibility.

C9.2.5.5. Some locations are fully operational on weekends and holidays.

Coordinate with destination MPOs on delivery schedules.

C9.2.5.6. Notify the appropriate U.S. terminal managers by telephone when

dispatching the mailings on CONUS-destined flights, and conduct a follow-up

confirmation. Notify the terminal managers early enough for them to make proper

security arrangements before the aircraft arrives. Information shall include the number

of pieces, origin, destination, carrier, flight number, date and time of shipment, and

container number(s). Notify the U.S. terminal manager of any flight delays or

cancellations as expeditiously as possible.

C9.2.5.7. Treat information regarding coded shipments as "For Official Use

Only."

C9.2.6. Distribution of Registered Mail Labels (Label 200-A "Registered Mail").

Give the DoD Components and other mailers who frequently mail Registered articles a

quantity of labels proportionate to their annual usage. Issue additional quantities as

required. The labels are not an accountable item and do not require a record of transfer.

DoD 4525.6-M, August 15, 2002

205 CHAPTER 9

C9.2.7. Personnel Requirements. Postal personnel assigned as registry clerks in

AMTs, FMCs, or MPOs shall be U.S. citizens and eligible for a SECRET clearance. A

favorable Entrance National Agency Check (ENTNAC) or National Agency Check

(NAC) shall shall be on file.

C9.2.8. Witnesses. When one clerk operates the postal activity actions on

Registered mail require a witness, make prior arrangements with a local unit or

installation commander to provide such a witness. Only when approved by the

responsible commander, in writing, will the MPO postal activity use the phrase "No

Witness Available" (NWA).

C9.3. REGISTRY SECTION

C9.3.1. Designation. MPOs that handle and store Registered mail shall designate

a secure area or Registry Section for this purpose. The Registry Section for land-based

permanent structure MPOs shall be constructed and equipped properly to provide

appropriate security and suitable protection for Registered mail. Separate the Registry

Section from the rest of the work areas by a wire partition extending to the ceiling, if

the top is not self-contained. See Chapter 13 for detailed instructions on the

construction of registry cages. Small land-based MPOs operated by one or two

personnel and shipboard MPOs may be exempt from the requirements to construct a

separate Registry Section. Exceptions apply where lack of floor space or other

physical constraints make it impracticable or impossible. Send exception to policy

requests to the MPSA.

C9.3.2. Security of the Registry Cage. Secure the registry cage by a General

Service Administration (GSA)-approved, three-position, dial-type combination lock for

the storage of official Registered mail and the use of a GSA-approved, three-position,

changeable combination padlock to secure the container. To maintain proper security,

comply with the following policies at all times:

C9.3.2.1. Do not use official Registered mail containers to store postal

effects or personal property.

C9.3.2.2. During business hours, secure the container and the Registry Section

when not in direct control of the registry clerk(s).

C9.3.2.3. After business and during non-duty hours, store official Registered

mail in an authorized secure container within the Registry Section, if possible. Secure

oversize pieces in the registry cage.

DoD 4525.6-M, August 15, 2002

206 CHAPTER 9

C9.3.2.4. Document the opening and closing of registry safes and cages and

conduct a security review at the close of the registry business each day.

C9.3.2.5. Use the following procedures when securing the registry cage:

C9.3.2.5.1. The clerk going off duty shall obtain a tin band seal, PS Item

0-817C or 0-817A, and place the seal number in the "Remarks" section of the DD Form

2261, "Registered Mail - Balance and Inventory." See Figure C9.F1. File the DD Form

2261 in a secure place other than the registry cage.

C9.3.2.5.2. After securing the registry cage with a common knowledge

combination lock, place the seal through both the door hasp and the lock to prevent its

removal without breaking the seal.

C9.3.2.5.3. When the next registry clerk requires access to the registry

cage, the clerk shall compare the seal on the door with the number shown in the

"Remarks" section of the DD Form 2261.

C9.3.2.5.4. Physically verify by tugging sharply that the locking

mechanism of the seal has not been tampered with.

C9.3.2.6. If the number matches, the clerk and witness can enter the registry

cage and immediately inventory on-hand registered items. After conducting the

inventory, the new registry clerk shall sign Part III of the previous registry clerk's DD

Form 2261 acknowledging receipt of all registered items listed in the inventory. If

same registry clerk from previous balance report, Part III, assumes responsibility, no

signature is required.

C9.3.2.7. If the seal number does not match, the clerk cannot enter the

registry cage until the clerk responsible for affixing the seal is contacted. If this

individual cannot be contacted, the registry clerk requiring access may do so only when

accompanied by the MPO supervisor, FMC, or AMT chief. Conduct an inventory

immediately and if on-hand registered items are accounted for, the new registry clerk

shall sign PART III of the previous registry clerk's DD Form 2261 acknowledging

receipt of all registered items listed in the inventory. However, if a shortage is

discovered, follow the procedures in subparagraphs C9.3.5.9. and C9.3.5.10.

C9.3.3. Access to Work Areas. Only registry clerks, witnesses, the section

supervisor, and personnel authorized to inspect and audit DoD postal facilities are

allowed entry to the registry work areas. The on-duty registry clerk(s) shall control

access to the area.

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207 CHAPTER 9

C9.3.4. Recording and Storing Combinations. Record and store combinations to

Registry Sections and containers per Chapter 10.

C9.3.5. Handling Procedures. Accept, process, and handle Registered mail as

follows:

C9.3.5.1. Place the Registered mail label (200-A) above the address and to

the right of the return address; the top edge of the label should be flush with the upper

edge of the article. If this placement is not possible, place the label anywhere on the

address side of the article.

C9.3.5.2. Accept personal items as Registered mail through the MPO on PS

Form 3806, "Receipt for Registered Mail." See Figure C9.F2. Prepare the form in

duplicate. The full value of the article shall be declared and endorsed on PS Form 3806

in the space provided. Do not use the letters "NV" (no value) in the declared value

space on PS Form 3806, unless the article contains papers or written matter on which

the patron places no monetary value. Rate the article for postage and fees and other

required services and enter the amount in the appropriate blocks on PS Form 3806.

Give the original to the patron and file the duplicate in numerical sequence. The

package shall meet all mailing requirements. The mailer is responsible for the proper

packaging and sealing of the item. For withdrawal or recall procedures, see DMM

D030 or S911 (reference (o)). If mail is withdrawn or recalled, do not refund postage

and fees.

C9.3.5.3. Volume mailers provided Registered mail labels shall prepare a PS

Form 3877, "Firm Mailing Book for Accountable Mail," in duplicate. Mailers may use

special firm mailing bills or forms that contain all necessary postal information instead

of PS Form 3877. The mailer shall enter the registered number for each article. The

accepting clerk shall check the articles against the entries on the form and complete the

form per Figure C9.F3. The accepting clerk shall keep the original bill and give the

duplicate to the mailer. If the mailer insists, the clerk may place an original signature

on the duplicate. Treat errors during the preparation of PS Form 3877 or substitute

forms as follows:

C9.3.5.3.1. Do not change the registered numbers on the form. If a

mistake is made, place a line through the entry, initial it, and start again.

C9.3.5.3.2. If an error is detected in the numbers after acceptance and the

patron has departed the facility, do not prepare a new form. Explain the error on the bill

and correct the information.

DoD 4525.6-M, August 15, 2002

208 CHAPTER 9

C9.3.5.4. Postmark letters twice on the back at the crossing of the upper and

lower flaps, or if using return receipts, postmark partially on the receipt and partially on

the flaps of the letter. Postmark packages, sealed with paper strips, across opposite

edges of the strips. Use additional postmarks if this would make detecting rifling

easier. If paper strips are not used, postmark all seams on the wrapping. When large

mailings consist of letters containing written or printed matter of little value, postmark

the envelopes once on the back by running them through a canceling machine. Cancel

the postage stamp using the All Purpose Date Stamp (APDS).

C9.3.5.5. If the acceptance window is a separate operation from the Registry

Section, use PS Form 3854 to make the transfer to the Registry Section.

C9.3.5.6. Use a PS Form 3854 or DD Form 2261 to transfer accountability

between registry clerks upon change of shifts or when a registry clerk surrenders

custody of registered items. Transfer of accountability is not required when two clerks

are working in the registry cage at the same time. However, enter the name of the

second clerk in the "Remarks" section of the DD Form 2261. See Figure C9.F1. If the

responsible clerk in Part III of the previous DD 2261 departs for the day, transfer

accountability using the DD Form 2261.

C9.3.5.7. The Registry Section shall close during periods of temporary

absence(s) of the clerk. If closure is not possible, temporarily transfer the registry

account to another clerk. Complete PS Form 3854 in two copies, numbering the bills

consecutively, starting with number 1 in January each year and retain the original in the

book. The clerk being relieved shall retain the second copy. When the regular clerk

returns, repeat the procedure. Use a single PS Form 3854 book for these transfers.

C9.3.5.8. At the close of business each day or at each shift change, as

applicable, the registry clerk shall conduct an audit by completing DD Form 2261.

Retain the DD Form 2261 with backup documentation. In one-person MPOs or postal

units operated by only one clerk at locations separated from the postal facility, make

prior arrangement with appropriate authorities to provide a verifying official. The

verifying official does not have to be a clerk. If desired by the MPO supervisor, clerks

may retain this documentation in the registry cage until they conduct the first balance

and inventory on the first workday of each month. In this case transfer the previous

month's DD Form 2261 to the MPO supervisor or designated representative for their

files. At one- and two-person MPOs that do not have a separate Registry Section or

cage do not complete a DD Form 2261 on days registry business is not conducted.

DoD 4525.6-M, August 15, 2002

209 CHAPTER 9

C9.3.5.8.1. A DD Form 2261 is not required if there is no Registered

mail left from the previous day and no Registered mail accepted during the duty day; i.e.,

receipt and (or) dispatch.

C9.3.5.8.2. Enter "No business conducted between (dates involved)" in the

"Remarks" section on the DD Form 2261, on the first day a registry transaction is

accomplished.

C9.3.5.9. Complete the entries, which are self-explanatory, on DD Form

2261. In the "Remarks" section, enter the name of each clerk working in the Registry

Section during the period and comment on significant actions occurring. Include the

names of witnesses who signed documentation during that day. Do not correct errors,

unless it is in the heading, Part III, or Part IV of the form. Prepare a new form if an

error is made. If the number of items on hand exceeds the number of lines in Part IV,

use the back of as many forms as needed and staple them together for filing. When a

balance cannot be attained, recheck the computations of each entry against the related

forms processed during the period. Confirm that a form is on hand for each transaction

performed. If necessary, go back to the previous balance and inventory and crosscheck

the numbers for each transaction since that time. The process of verifying the

disposition of each item should identify the article causing the accounting error.

C9.3.5.10. If, after performing a recheck, the balance and inventory still

reveals a missing registered item, take the following steps:

C9.3.5.10.1. Identify the number of the missing item and the source from

which it was supposedly received.

C9.3.5.10.2. If the sender is locally available notify them that the article

is missing and determine if it was returned accidentally. If the response is negative,

contact all units or activities to which articles were dispatched during the period to

determine if the item(s) was included in a pouch, but not listed, or if the item was

accepted in error.

C9.3.5.10.3. If the sender is serviced by another post office, send a letter

or electronic message to the accountable postmaster or postal activity of dispatch with

instructions to notify the sender of the possible loss. In addition, request the following

information:

C9.3.5.10.3.1. The name and address of the sender and addressee.

C9.3.5.10.3.2. The contents of the item.

DoD 4525.6-M, August 15, 2002

210 CHAPTER 9

C9.3.5.10.3.3. The classification, if official.

C9.3.5.10.3.4. Any evidence that the addressee has or has not

received the item.

C9.3.5.11. Maintain complete supporting documentation for registry

transactions at all times. To fulfill this requirement, follow these procedures:

C9.3.5.11.1. File PS Form 3849, "Delivery

Notification/Reminder/Receipt" (see Figure C3.F3.), used to deliver Registered mail,

numerically by the last two digits of the accountable mail number.

C9.3.5.11.2. Retain the PS Forms 3854 used in dispatches.

C9.3.5.11.3. File duplicate copies of PS Form 3806 in numerical

sequence by the last two digits in MPO files.

C9.3.5.11.4. Retain the following documents with the completed DD

Form 2261, in the MPO files:

C9.3.5.11.4.1. PS Form 3877.

C9.3.5.11.4.2. Incoming inside bills (PS Form 3854).

C9.3.5.11.4.3. Incoming and outgoing manifests.

C9.3.5.11.4.4. Incoming and outgoing truck bills (PS Form 3854)

returned by addressees.

C9.3.5.11.4.5. Evidence of items received from other sources.

C9.3.5.11.4.6. Incoming and outgoing, delivery and receipt records

(PS Form 3883). PS Form 3883, "Firm Delivery Book" may be kept separate from the

DD Form 2261.

C9.4. RECEIPT OF REGISTERED MAIL

DoD 4525.6-M, August 15, 2002

211 CHAPTER 9

C9.4.1. From a Source Other Than Air Carrier. Immediately upon receipt, verify

the numbered seal of each security container or pouch and the registration numbers of

the outside pieces (OSPs) with those listed on the appropriate documentation that

accompanies the Registered mail. Report irregularities. See section C9.5. If no

irregularities are discovered, take the following actions:

C9.4.1.1. From Individuals. When receipting for registered items on PS Form

3854, the registry clerk shall sign all copies to acknowledge receipt. The receiving

postal activity shall retain the original for its records and the individual shall retain the

duplicate as a receipt.

C9.4.1.2. From a Sealed, Closed-Body Type Vehicle. When receipting for

Registered mail from a sealed, closed-body type vehicle, take the following actions:

C9.4.1.2.1. Verify seal number on the tin band seal securing the door.

Physically verify by tugging sharply that the locking mechanism of the seal has not been

tampered with.

C9.4.1.2.2. The registry clerk and a witness shall sign all copies of PS

Form 3854 to acknowledge receipt. Retain the original at the receiving activity as a

file copy and return the duplicate to the dispatching activity by First-Class USPS indicia

mail.

C9.4.1.3. At-Sea Transfers. When receipting for Registered items during

transfers at sea and circumstances prevent an exchange of receipts, the receiving ship

shall acknowledge receipt by electronic message. Forward the normal receipt as soon

as practical.

C9.4.2. From an Air Carrier (Commercial or AMC)

C9.4.2.1. Loose Pouches and OSPs. Follow the procedures in reference

(w). For AMC aircraft, sign the dispatch documents, keep the original, and give a copy

to the AMC representative.

C9.4.2.2. Containerized Shipment. Examine and test the seal to determine if

it is intact. If the seal is intact, check the seal number against the number shown on PS

Forms 3830-A or 3854. Complete the dispatch receipt portion of PS Form 3830-A or

the duplicate PS Form 3854 and return it promptly to the dispatching unit. Report

irregularities. See section C9.5., below.

DoD 4525.6-M, August 15, 2002

212 CHAPTER 9

C9.5. REPORTING IRREGULARITIES IN RECEIPT OF REGISTERED MAIL

C9.5.1. Irregularities in Receipt of Registered Mail from other than an Air Carrier

C9.5.1.1. If all Registered mail listed on the dispatch bill is not received,

contact the dispatching activity immediately to determine if the item was actually

dispatched.

C9.5.1.1.1. If it was not sent, write "not received" opposite the entry on

the dispatch bill and the source of the information, annotate the coupon to reflect the

shortage, and return it to the dispatching activity.

C9.5.1.1.2. If it was sent, initiate a postal offense investigation; write,

"not received" opposite the entry on the dispatch bill, and annotate and return the coupon

to the dispatching activity. Retain the pouch, container, or jacket label, and lock or seal

the item until the discrepancy is explained satisfactorily or other instructions are

received.

C9.5.1.2. For articles received, but not listed on the dispatch bill, enter the

article number on the bill with a note of explanation, immediately contact the

dispatching activity by phone or message, fill out the coupon with the details of the

discrepancy, and return it to the dispatching activity.

C9.5.1.3. If the dispatch bill is prepared improperly, make corrections on the

bill and return the coupon explaining the discrepancy to the dispatching activity.

C9.5.1.4. When Registered mail is received erroneously, immediately contact

the intended destination by phone, facsimile, or message and inform the originating

postal activity about the items involved and the plans for dispatch.

C9.5.1.5. When Registered mail is found in ordinary mail, see subparagraph

C9.5.2.6.

C9.5.2. Irregularities in Receipt of Registered Mail from Air Carriers

C9.5.2.1. If a postal activity does not receive all Registered mail listed on PS

Form 3854, PS Form 3830-A, DD Form 1384, or DD Form 1385, comply with

reference (w) and take the following actions:

DoD 4525.6-M, August 15, 2002

213 CHAPTER 9

C9.5.2.1.1. Inform the air carrier of the irregularity and allow 24 hours

for the carrier to check other stops along its route to locate the missing Registered

mail.

C9.5.2.1.2. Immediately contact all military postal activities at scheduled

stops along the carrier route to determine if such mail was short-shipped or

over-shipped.

C9.5.2.1.3. Request the air carrier conduct a search of its terminal

facilities, including the non-Registered mail holding areas.

C9.5.2.1.4. Begin monitoring later incoming flights of the air carrier

involved, including both all-cargo and passenger flights.

C9.5.2.1.5. Advise the dispatching activity immediately of all details,

including the following:

C9.5.2.1.5.1. Flight, date, and time when Registered mail should have

been received.

C9.5.2.1.5.2. Bill and line number from the pouch or OSP dispatched.

C9.5.2.1.5.3. Seal number of registered pouch or registration number

of OSP not received.

C9.5.2.1.5.4. Seal number affixed to the container, if a piece is

missing from a container.

C9.5.2.2. If Registered mail is not recovered after the above actions, report

the matter as a postal offense.

C9.5.2.3. If dispatched from a U.S. postal activity, the servicing JMPA shall be

advised if the missing registered item is not located within 24 hours. For missing U.S.

outbound registers, the JMPA shall:

C9.5.2.3.1. Relay the information to the Inspector-in-Charge requesting

verification of dispatch particulars (ASM, reference (q)).

C9.5.2.3.2. Forward the information received from the

Inspector-in-Charge to the overseas postal activity by message.

DoD 4525.6-M, August 15, 2002

214 CHAPTER 9

C9.5.2.3.3. Request the postal activity ascertain whether the item was

received or delivered under abnormal circumstances. The postal activity shall report

findings to the JMPA.

C9.5.2.3.4. Immediately notify all concerned when a missing item has

been located.

C9.5.2.4. When Registered mail is received erroneously at a postal activity.

C9.5.2.5. If a Registered item is received without a PS Form 2942-A from an

U.S. commercial air carrier, the receiving activity shall immediately prepare a substitute

PS Form 2942-A and a PS Form 3854 with the endorsement "DUPLICATE - ORIGINAL

NOT RECEIVED."

C9.5.2.6. When a Registered article is found in ordinary mail, start

accountability procedures. Prepare a PS Form 3854 in duplicate, with "FOUND IN

ORDINARY MAIL AT (location)" on the front of the bill. Immediately contact point of

origin to advise of receipt. Forward the duplicate copy of the bill to the office of

origin.

C9.5.2.7. If the seal is not intact on a containerized shipment or if there

appears to be evidence of tampering, immediately call a supervisor to witness further

checking of the dispatch. If the seal number shown on the dispatch document agrees

with the number on the seal, complete the dispatch receipt to show the exact nature of

the irregularity, such as "seal not closed." If the numbers on the seal and dispatch

document do not agree, show the discrepancies on the receipt portion of the form.

Record the exact nature of any irregularity on the bill portion of the dispatch

document. Promptly send the receipt portion to the dispatching unit. Cut the seal and

check the contents in the presence of the supervisor. If there are any irregularities or

discrepancies in the contents as billed, report them on the bill coupon to the dispatching

office. Both the opening clerk and the supervisor shall sign the bill coupon. If there is

evidence of tampering, theft or loss of contents see subparagraphs C9.5.2.1. through

C9.5.2.3.

C9.6. PROCESSING INCOMING REGISTERED MAIL

C9.6.1. Open and Verify. Open each Registered pouch and verify the contents

individually in the presence of a witness. Do not discard the seal and slide label until

completing a check of the contents and finding no discrepancies.

DoD 4525.6-M, August 15, 2002

215 CHAPTER 9

C9.6.2. Document. After verifying the contents, the registry clerk and witness

shall sign (first initial and last name is sufficient) the manifold dispatch bill (inside

bill). Preceding the signature of the witness write "WITNESS" or "WIT." At one-clerk

locations, when no witness is available, annotate the bill with "NWA." See paragraph

C9.2.8. Enter a clear impression with the APDS on each Registered article received and

the incoming Registered bill to show the office and date of receipt.

C9.6.3. Report. Report discrepancies and irregularities as follows:

C9.6.3.1. In cases involving damaged Registered mail, if there is no evidence

of depredation, repair the article, annotate the wrapper, bill, and coupon "Received in

Damaged Condition" and return the coupon to the dispatching activity.

C9.6.3.2. In cases when items are loose in a sack or pouch and there is only

one damaged article, assume that the loose items, in the absence of evidence to the

contrary, relate to the damaged article. Place the loose contents in the damaged

package, rewrap, and annotate the wrapper appropriately.

C9.6.3.3. If loose items are in a sack or pouch without an envelope or other

container, note all particulars on the bill and coupon, postmark, and sign the statement

and have a witness sign. Return the coupon to the dispatching office and notify the

servicing JMPA.

C9.6.3.4. If in doubt as to the name and address of the person for whom the

article is intended or of the owner, report the facts to the servicing JMPA, who notifies

the accountable postmaster's Inspector-in-Charge. The postal activity will hold the

matter pending receipt of instructions.

C9.6.3.5. When depredation is suspected, initiate a postal offense

investigation. Have the addressee inventory any contents in an attempt to determine if

they are intact. Summarize the extent of the damage on the bill and coupon, and return

the coupon to the dispatching activity. Process the article per instructions received

from the JMPA.

C9.6.3.6. If pieces received do not agree with the inside bill, contact the

office sealing the pouch immediately by phone or message. If the pouch originated in

the United States, notify the servicing JMPA.

C9.6.3.7. If the article received is not listed on the bill, see subparagraph

C9.5.1.4.

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216 CHAPTER 9

C9.6.3.8. For bills improperly prepared, see subparagraph C9.5.1.3.

C9.6.3.9. When a bill is missing, prepare a new bill in duplicate and send the

copy to the dispatching activity indicated on the slide label. The original dispatching

activity compares the duplicate with its file copy. If the bills agree, they are filed

together. If discrepancies exist that cannot be reconciled, notify the receiving activity

to follow procedures in section C9.5.

C9.6.3.10. If official Registered mail is received in damaged condition and

actual or possible compromise of classified information is apparent, report the incident

per each Military Department's security procedures. When only the outer wrapper is

damaged and there is no possibility that the contents were disclosed, and when personal

Registered mail is received in damaged condition, rewrap and endorse the envelope or

wrapper and the bill with "Received in Damaged Condition." Then postmark and sign the

bill and send the coupon to the originating office.

C9.6.3.11. Report all discrepancies or irregularities of Registered mail

indicating evidence of depredation per Chapter 14. When irregularities in the

preparation or acceptance of Registered articles are detected, notify the accepting post

office by PS Form 3826, "Registry Irregularity Report." Keep a copy of this form with

the balance and inventory for that day.

C9.7. DISPATCHING REGISTERED MAIL

C9.7.1. Secure Mailbags. Secure mailbags used to dispatch Registered mail with

PS Item 0-817C, "Numbered Tin Band Seal for Registered Mail," and account for them

by the serial number. This number shall be on all bills and manifests.

C9.7.2. Accessibility to Unauthorized Persons. Postal activities that use PS Item

0-817A, "Seal, Car Door, Tin or Electro-Galvanized, Number," or PS Item 0-817C shall

ensure they never place them near doors or service windows, or any other areas

accessible to unauthorized personnel. Seals may not be used for other than their

intended purpose.

C9.7.3. Defective Mailbag. Never dispatch Registered mail in torn or defective

mailbag equipment. Examine the bags used for dispatch of Registered mail to ensure

that such equipment is not torn or otherwise defective. Receiving activities shall

immediately examine mailbags that are torn or otherwise defective, for possible loss or

tampering of Registered pieces.

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217 CHAPTER 9

C9.7.4. Avoid OSP. To preclude handling as ordinary mail, avoid the dispatch of

Registered articles as OSPs, when possible. Make every effort to enclose all parcels in

pouches.

C9.7.5. Prepare Registered Mail for Dispatch

C9.7.5.1. Separate Registered mail by destination and tie letters and flats in

bundles.

C9.7.5.2. Use a separate book of PS Form 3854 for registry jackets.

Complete the PS Form 3854 in duplicate, showing each registered item included in the

jacket. See Figure C9.F5. Once completed, the registry clerk shall sign the bill.

After verifying the contents and entries, the witness shall sign after the annotation

"WITNESS" or "WIT." At one-clerk locations, if no witness is available, annotate the

bill "NWA." See paragraph C9.2.8. Place the original PS Form 3854 inside the jacket

with the coupon attached and keep the duplicate inside the book. The registry jacket

then becomes a Registered item to be sacked and listed on the inside manifold dispatch

bill for the Registered pouch.

C9.7.5.3. Use a separate book for inside bills. Prepare the bill for the

Registered pouch per Figure C9.F5. The office of origin is required for individual

Registered pieces.

C9.7.5.4. In the presence of the witness, the registry clerk shall place the

original inside bill with the items being dispatched. Retain a copy of the bill in the

manifold dispatch book or in the MPO files. In the presence of the witness, the clerk

shall then close and secure the pouch with a numbered tin band seal in the following

manner:

C9.7.5.4.1. Thread the small plain end of the seal, with the number down,

through the bottom of the staple toward and through two or three grommets of the

pouch.

C9.7.5.4.2. Bend the seal back and thread the plain end through the head

of the seal so the number appears on the outside of the seal.

C9.7.5.5. When dispatching Registered mail by truck, use a separate book for

outside bills. Complete the PS Form 3854, original and two duplicates, to reflect each

Registered pouch and OSP being dispatched. Follow the completion and disposition

instructions. (See paragraph C9.7.10.)

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218 CHAPTER 9

C9.7.5.6. Prepare the PS Form 3854 with a ballpoint pen. If an error is made

during preparation of the bill, the registry clerk shall draw a single line through the entry,

initial it, and begin again on the following line.

C9.7.5.7. If it is necessary to dispatch a Registered piece as an OSP, affix

completed PS Label 87, "Registered Outside" (see Figure C9.F6.), for air shipments.

Place the appropriate label on the address side of the article. Take care not to conceal

any portion of the registry number.

C9.7.6. Dispatch of Registered Mail Directly to U.S Commercial and Military Air

Carriers as Individual Pieces (Pouches, Sacks, or OSPs)

C9.7.6.1. Documentation (Outside Bill). The dispatching activity shall

enclose the original and the third copy of the PS Form 3854 (outside bill) and a

pre-addressed return envelope, in the EP-9 envelope, and affix the EP-9 to the final

pouch. If a pouch is not included in the dispatch, use an EP-11 (Outside Registry Bill

Envelope). Hold the duplicate copy of the PS Form 3854 in the book as a suspense

copy until the receiving activity returns the third copy. At that time, file the third copy

with the DD Form 2261 that was prepared the day of dispatch, and destroy the suspense

copy. These instructions do not apply to shipments dispatched on AMC aircraft using

DD Form 1384.

C9.7.6.2. Although a separate PS Form 2942-A is not required when tendering

Registered mail directly to U.S. commercial air carriers, turn over all Registered mail

separately at the time of dispatch, allowing the carrier to provide such mail proper

security.

C9.7.7. Procedures for Containerization. When using PS Form 3830-A, postal

activities shall establish a suspense file using the soft copy (white tissue) for the

purpose of matching the receipted copy (Part B of PS Form 3830-A). The postal

activity may destroy this copy upon receipt of the hard copy per reference (w).

C9.7.8. Documentation for Military Aircraft. Postal activities that dispatch

Registered mail directly to AMC or command-owned aircraft shall follow the

procedures per subparagraph C9.7.6.1. In addition, prepare DD Form 1384. The USN

and USMC activities may use OPNAV Form 5110/9 instead of the DD Form 1384.

When using DD Form 1384 to dispatch Registered mail on command-owned aircraft, do

not forward it through AMC channels for billing.

C9.7.8.1. The DD Forms 1384 should reflect each seal and OSM number.

When dispatching more than 14 pieces of Registered mail, initiate another DD Form

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219 CHAPTER 9

1384 with a new transportation control number (TCN) and, file the copy of DD Form

1384 with the DD Form 2261. When someone other than the registry clerk delivers the

mail to the AMC, they shall sign a suspense copy of the form and return the AMC signed

form to the registry clerk. The registry clerk returns the suspense copy to the

individual at that time.

C9.7.8.2. Dispatching locations that manifest intra-theater destined Registered

mail to the AMC should not complete a PS Form 3854 (outside bill) if the same action

is completed on the DD Form 1384. If dispatching U.S.-destined Registered mail to the

AMC, continue to complete both forms. This procedure does not apply to Registered

mail dispatched to U.S. commercial carriers.

C9.7.8.3. File signed outgoing DD Forms 1384 and incoming AMC manifests

daily with the DD Forms 2261. List the pieces of mail in Part One of DD Form 2261

or in Block 4 or 11, whichever is applicable. Ensure AMC agents or postal clerks sign

and date the DD Form 1384 and AMC computer printout, respectively, when they accept

registry shipments.

C9.7.9. Tendering Mail Direct. When tendering mail directly to another postal

activity, use the PS Form 3854 to account for each pouch and OSP. In addition, take

the following actions:

C9.7.9.1. The receiving postal clerk shall present a DD Form 285 authorizing

receipt before being allowed to accept Registered mail. The clerk shall sign as the

receiving "Postmaster" on the triplicate bill and indicate the total number of pieces

received in the appropriate space to the left of the signature. Retain the triplicate copy

in the manifold registry dispatch book.

C9.7.9.2. Give the original and duplicate bill to the receiving clerk for

delivery to the receiving postal activity.

C9.7.9.3. The registry clerk of the receiving postal activity shall postmark and

receipt for the mail by signing the original and duplicate bill. Give the duplicate bill to

the delivering clerk as a receipt.

C9.7.9.4. Retain the original bill with the balance sheet for that particular tour

or day.

C9.7.9.5. Report discrepancies and irregularities. See section C9.5.

C9.7.10. Dispatch by Sealed Closed-Body Type Vehicles. Take the following

actions when dispatching Registered mail by sealed, closed-body type vehicles:

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220 CHAPTER 9

C9.7.10.1. Prepare a PS Form 3854 in triplicate. Indicate the seal number of

the truck (PS Item 0-817 A or C) as "Seal No. _____"; list the pouch seal numbers and

outside pieces being transported on all three copies of the bill. Once completed, the

registry clerk shall sign the bill.

C9.7.10.2. Place the original and duplicate copy of the bill in an EP-9

(Registry Mail Jacket) and attach it securely to the outside of the last registry pouch. If

there are no pouches in the shipment, use an EP-11 and attach it to the last piece in the

shipment.

C9.7.10.3. Retain the triplicate copy of the bill in the dispatch book.

C9.7.10.4. Upon receipt of the signed PS Form 3854, file it with the DD Form

2261 prepared the day of dispatch.

C9.7.11. Tracer Action

C9.7.11.1. Dispatching Activities. Whenever dispatching Registered mail on

U.S. commercial and military air carriers, retain office suspense copies of PS Forms

3854 (outside bill) and 3830-A for a period equal to the normal two-way transit time.

If, after that period, the signed duplicate PS Form 3854 or 3830-A (Part B) has not been

returned, take the following actions:

C9.7.11.1.1. Prepare a duplicate copy of the applicable form, mark it

"Duplicate-Original Not Received," and forward it to the receiving activity.

C9.7.11.1.2. If the tracer is not returned within the normal two-way

transit time, inform the servicing JMPA or MACOM, as applicable.

C9.7.11.2. Receiving Activities. Upon receipt of the applicable form,

immediately determine if the Registered mail was received. If it was, sign the form and

return it. If not, follow the instructions in subparagraphs C9.5.2.1. through C9.5.2.3.

C9.8. TRANSPORTATION OF REGISTERED MAIL

C9.8.1. Dispatch by Air

C9.8.1.1. To maintain proper security, overseas postal activities shall dispatch

official Registered mail only on designated scheduled commercial, non-stop, cargo,

passenger or cargo with passenger flights operated by U.S. carriers, or on DoD aircraft.

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221 CHAPTER 9

Official mail containing stamp stock may be dispatched on foreign passenger or cargo

carriers after approval from the MPSA. Approval letter outlines the proper

implementing procedures. If slide labels are not marked "PERSONAL," dispatch them

as official Registered mail.

C9.8.1.2. To maximize security, reduce handling, and speed delivery to final

destination, dispatching activities shall containerize Registered mail to the greatest

extent possible. Take the following actions:

C9.8.1.2.1. Personal Registered mail may be loaded in the same container

with First-Class and Priority mail and dispatched on U.S. commercial passenger flights.

However, it is essential that Registered mail be clearly separated from other mail in a

container. It should be loaded last to allow it to be unloaded and accounted for first at

the destination. Accomplish this by placing a divider between the Registered and other

mail. Registered mail, other than OSPs, may not be included in residue mail that cannot

be containerized. Any residual mail after filling the container should consist only of

non-Registered mail.

C9.8.1.2.2. When combining official Registered mail in the same

container with First-Class and Priority mail, dispatch it on flights per subparagraph

C9.8.1.1.

C9.8.1.2.3. When combining Registered mail for shipment in a container

with any other mail class, handle the container as Registered mail and seal it with a

numbered tin band seal.

C9.8.1.3. The JMPAs, in coordination with the MACOM postal representative,

shall designate which flights will carry official Registered mail. The designated flights

should be those that arrive at the most appropriate time for the receiving location since

an assigned U.S. MPC or PC shall meet the flight. Dispatches, however, shall be made

as frequently as the constraints allow. (See subparagraph C9.8.1.1.)

C9.8.1.4. The U.S. MPC or PC shall conduct "Ramp-Watching" at overseas

Mail Control Activities (MCAs) to provide proper security during the receipt and

dispatch of official Registered mail. This means the detailed U.S. MPC or PC shall

physically monitor the designated flights. Ramp-Watching personnel shall:

C9.8.1.4.1. Request air carrier representatives provide information on

container positions and numbers that hold Registered mail.

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222 CHAPTER 9

C9.8.1.4.2. Keep the container or loose Registered mail within view at all

times during unloading operations and until actual receipt and physical custody of the

Registered mail takes place.

C9.8.1.4.3. Accept custody of the Registered mail from the carriers at

the planeside when possible. If mail requires customs processing, escort mail and keep

visible at all times.

C9.8.1.4.4. Keep outgoing Registered mail in visual contact during

dispatching, loading operations, and until the aircraft is completely closed and taxiing.

C9.8.1.4.5. Make arrangements with the designated air carriers to ensure

they immediately notify the military any time a designated flight diverts, overflies, or

returns to the airport of departure for any reason. The dispatching activity shall

immediately contact postal personnel at the airport to arrange for ramp watching and to

take control of the Registered mail.

C9.8.1.4.6. Report any compromises or suspected compromises of

Registered mail, per each of the Military Department's security regulations. Report

other carrier irregularities per Chapter 11 and postal offenses and losses per Chapter

14.

C9.8.2. Dispatch by Truck. When transporting official Registered mail by truck,

the driver shall be a U.S. citizen. If a U.S. citizen driver is not available, a U.S. citizen

mail guard shall accompany the shipment. Loading to the rear of the truck bed is

authorized when one or more of the following conditions exist:

C9.8.2.1. Truck doors are secured with bars and an approved locking device.

C9.8.2.2. Registered mail is placed in a container secured to the truck.

C9.8.2.3. Registered mail is secured in the truck by use of cargo net or some

other means to keep it from falling out of the truck if doors open or latches fail to hold.

C9.8.3. At-Sea Transfers. Per Replenishment at Sea Instructions (NWP4)

(reference (al)), Registered mail shall be transferred in weighted, non-watertight bags,

whenever feasible, to ensure prompt sinking in case of loss.

DoD 4525.6-M, August 15, 2002

223 CHAPTER 9

Figure C9.F1. DD Form 2261

DoD 4525.6-M, August 15, 2002

224 CHAPTER 9

Figure C9.F2. PS Form 3806

DoD 4525.6-M, August 15, 2002

225 CHAPTER 9

Figure C9.F3. PS form 3877

DoD 4525.6-M, August 15, 2002

226 CHAPTER 9

Figure C9.F4. USPS Registered Jacket

DoD 4525.6-M, August 15, 2002

227 CHAPTER 9

Figure C9.F5. PS Form 3854

DoD 4525.6-M, August 15, 2002

228 CHAPTER 9

Figure C9.F6. PS Label 87

DoD 4525.6-M, August 15, 2002

229 CHAPTER 9

C10. CHAPTER 10

GENERAL OPERATING PROCEDURES AT MILITARY POST OFFICES (MPOs)

C10.1. PURPOSE

This Chapter prescribes operating procedures for the MPS, per the postal laws of the

United States, USPS regulations and instructions, and DoD Directives.

C10.2. STANDARD OPERATING PROCEDURES (SOP)

Responsible MACOM commanders and installation commanders shall ensure SOPs

provide detailed instructions for each functional area of postal operations not

specifically covered by the USPS or DoD Regulations and Directives. At a minimum,

SOP will include information that is unique or has significant impact on the operation

to include key points of contact, alternative operation sites in the event the facility

becomes inoperative, contingency procedures, resource protection, emergency

destruction plan, local SOPs, Postal Net Alerts (PNAs), quality initiative program,

security and emergency destruction of USPS accountable items.

C10.2.1. Security (including protection of mail and postal effects, access to MPO

working areas, and requirements for mail transportation).

C10.2.2. Emergency destruction of USPS funds, accountable paper, mail and postal

equipment. See Chapter 2.

C10.3. CUSTOMER SERVICE

The Department of Defense shall provide postal service for the military overseas per

the Department of Defense and USPS Postal Agreement (reference (g)). MPOs shall

maintain a highly visible publicity program. Information such as type of mail service

available; window hours; completing change of address cards upon Permanent Change of

Station; and other good mailing practices should be disseminated periodically to various

media sources (i.e., base newcomer orientation and departure briefings; E-mail and Web

Sites; radio and television service; base bulletins and newspapers; unit commander's

calls; newsletters; visiting Service members quarters info folders, etc.). All MPOs,

particularly those without media sources, should prepare a pamphlet outlining postal

information for newcomers. The pamphlets should be handed out during in-processing.

DoD 4525.6-M, August 15, 2002

230 CHAPTER 10

C10.3.1. Improving Service to Patrons. Postal personnel can improve service by

advising their patrons to:

C10.3.1.1. Inform correspondents and publishers of correct mailing address.

See DMM A010 (reference (o)) for address samples.

C10.3.1.2. Submit Change of Address Cards (currently in use by each Military

Department), or PS Form 3575, "Change of Address Order," immediately when a new

address is known after receipt of reassignment orders.

C10.3.1.3. Notify the responsible mail clerk, mail orderly or PSC when

departing on leave or temporary duty.

C10.3.1.4. Report to the postal officer or MPO supervisor any instance when

inadequate mail service or other MPO problems are noted.

C10.3.2. Postal Complaints and Inquiries

C10.3.2.1. Encourage patrons to report instances of loss, rifling, and other

mistreatment of mail, even though there may be no provision for payment or

indemnity. If a postal offense is suspected, report it. See Chapter 14.

C10.3.2.2. Give complaints prompt attention, and resolve them when

possible. The MACOM postal representative shall establish command procedures for

monitoring and processing patron complaints. The MPOs use PS Form 4314-C

(Consumer Service Card) to identify, monitor, and resolve complaints. Do not send the

card to the Consumer Service Processing Center in St. Louis, MO. Forward unresolved

complaints to the MACOM for resolution. The office of resolution will file the

completed PS Form 4314-C.

C10.3.2.3. When inquiries of a Congressional or other high-level interests are

referred by the MPSA to MACOM postal representative for investigation, responses

shall include the following information as a minimum:

C10.3.2.3.1. Summary of an interview with person(s) involved which

outlines any difficulty experienced in receiving or sending mail, to include

circumstances.

C10.3.2.3.2. Any special circumstances that may have affected mail

service.

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231 CHAPTER 10

C10.3.2.3.3. Evidence of other persons experiencing similar difficulties.

C10.3.2.3.4. If the person presently receives mail from correspondents

and specifically from the person registering the complaint.

C10.3.2.3.5. When complaints involve a specific item of mail, if or when

the item was received.

C10.3.2.3.6. Correct mailing address of the person involved.

C10.3.3. Patron Information. At a minimum, MPO personnel shall ensure the

most current copies of the following are readily available or posted in plain view for use

by postal patrons:

C10.3.3.1. USPS Publication 2 (reference (am)).

C10.3.3.2. USPS Publication 65A (reference (t)).

C10.3.3.3. USPS Poster 51 (reference (y)).

C10.3.3.4. USPS Poster 74 (reference (z)).

C10.3.3.5. USPS Poster 76 (reference (aa)).

C10.3.3.6. USPS Poster 123 (reference (ad)).

C10.3.3.7. PS Form 4314-C. Prior to displaying the PS Form 4314-C,

annotate the official MPO address element on the address side of the form.

C10.3.3.8. Example of a properly completed PS Form 3575.

C10.3.3.9. Example of a correct mailing address to be used by patrons.

C10.3.3.10. Hours of operations.

C10.3.3.11. Mail collection and close-out times.

C10.3.3.12. Customs information.

C10.3.3.13. All other MACOM-directed items.

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232 CHAPTER 10

C10.4. ACCEPTANCE AND TREATMENT OF MAIL

C10.4.1. Mail Classification and Rates

C10.4.1.1. The DMM, Section R (reference (o)), contains mail classification

and rates. Postage shall be based on the service selected by the mailer; the mail shall

conform to postal requirements.

C10.4.1.2. Domestic mail means mail transmitted within, among, and between

the United States, its territories and possessions, and MPOs.

C10.4.1.3. The rate of postage for zone-rated mail at an MPO is the same as

its accountable postmaster. An exception is that MPOs serviced through San Francisco

or Seattle, except Alaskan MPOs, shall use local to Zone Three, as appropriate, for mail

addressed to HI.

C10.4.1.4. The rate of postage for zone-rated mail, mailed at or addressed to

MPOs and transported directly to or from MPOs, at the expense of the Department of

Defense, without transiting the United States (including the District of Columbia), shall

be the local zone rate.

C10.4.2. Acceptance, Handling, and Treatment of Mail

C10.4.2.1. The acceptance, handling, and treatment of mail shall be per

reference (o), USPS instructions, as applicable, and DoD implementing documents.

C10.4.2.2. Packing and wrapping shall be per reference (o) and IMM

(reference (p)), as applicable. Mail insufficiently packaged to withstand normal

handling may not be accepted for mailing. The responsibility for proper packing rests

with the sender, but shall be judged by the accepting clerk per DMM C010 (reference

(o)).

C10.4.2.3. All mail should bear the name and address of the actual sender.

All parcels accepted for mailing shall bear the return address of the mailer per DMM

A010 (reference (o)). Authorized patrons who are changing duty stations (PCS), on

temporary duty (TDY or TAD), or on leave from the United States or other overseas

locations may use the military unit of assignment shown on their orders or actual

mailing address. Individuals being separated from the military should use the Home of

Record (HOR) address on their orders as their return address and complete Locator

Cards.

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233 CHAPTER 10

C10.4.2.4. Chapter 3 contains mail collection, postmarking, and sorting

procedures.

C10.4.2.5. Mail deposited for mailing at MPOs overseas, bearing the return

address of persons or activities not authorized MPS privileges (see Appendix 2), shall

be returned to the sender endorsed "SENDER NOT AUTHORIZED MPO

PRIVILEGES." Mail received for delivery at MPOs overseas bearing the address of

persons or activities not authorized MPS privileges shall be returned to the sender

endorsed "ADDRESSEE NOT AUTHORIZED MPO PRIVILEGES."

C10.4.2.6. Mail received for personnel with limited postal privileges (such as

retirees and certain contractors) that exceed the prescribed weight limitations shall be

returned to the sender. Endorse each piece to show the reason for return; e.g., "MPO

PRIVILEGES ARE LIMITED TO MAIL WEIGHING LESS THAN __ OUNCES."

C10.4.2.7. Parcels posted at the Priority or PAL rates shall be marked

appropriately as to its rate category before the actual sale of stamps or affixing of

postage meter tapes.

C10.4.2.8. Parcels that bear address labels shall have postage affixed per

DMM P013 (reference (o)).

C10.4.2.9. For recall of mail by the mailer see DMM D030 (reference (o)).

The MPO shall maintain a copy of PS Form 1509, "Sender Application for Recall of

Mail."

C10.4.2.10. Postage-due mail shall be delivered as regular mail. The postage

due will not be collected.

C10.4.2.11. To conform with the FAA/DoD Mail Security Agreement, all

personnel (to include those in uniform) shall present their valid photograph

identification card when mailing parcels that require a customs declaration. All

authorized patrons shall present their identification (ID) card when accepting

accountable mail, purchasing/cashing MOs, or paying for postal services with personal

or traveler's checks.

C10.4.2.12. When determined necessary by the overseas MACOM to assist in

controlling contraband mailings, patrons may be required to sign their names directly

below the return address on parcels. When mailing a parcel for someone else, the

individual mailing the parcel will be required to enter "mailed by" and their signature

directly below the return address on the parcel. If these procedures are implemented,

DoD 4525.6-M, August 15, 2002

234 CHAPTER 10

postal clerks shall identify every mailer by checking the ID card against the return

address on each parcel accepted for mailing.

C10.4.2.13. Receipt of restricted items, listed in the Postal Bulletin (PB),

shall be returned to the sender or destroyed per reference (o)).

C10.4.3. Special and Supplemental Mail Services. Special Handling, Certificates

of Mailing, Return Receipts, and Restricted Delivery is processed per DMM S930,

S914, S915, and S916 (reference (o)), respectively. Special Handling does not apply to

mailings between military installations or MPOs.

C10.4.4. Sales and Cancellations for Philatelic Purposes. See POM 24 and DMM

G900 (references (n) and (o)).

C10.4.4.1. Philatelic services shall be accomplished within the resources of

the post office and may not be provided if they interfere with regular business. Limit

covers to private (personal) collectors. Covers falling within one or more of the

following categories shall be returned to the sender with a letter of explanation. These

covers may not have a postmark or cachet applied:

C10.4.4.1.1. Receipt of more than five covers from any one collector.

C10.4.4.1.2. Covers received after the established deadline date.

C10.4.4.1.3. Covers bearing insufficient or foreign postage.

C10.4.4.1.4. Covers bearing international return address.

C10.4.4.2. To protect the interest of philatelists and the authenticity of their

collection, the cachet stamp described in reference (n) shall be destroyed immediately

after all eligible covers have been processed and no later than midnight of the day of the

event being commemorated.

C10.4.4.3. Stamp collectors may use pre-canceled stamps in excess of their

needs as postage on personal mail, without obtaining the mailing permit required by

DMM P023 (reference (o)). Stamp collectors using pre-canceled stamps shall

personally present the letter or parcel bearing pre-canceled stamps to a clerk at the

MPO. The clerk shall not postmark pre-canceled stamps, but dispatch the article to the

end destination, after verifying that the correct postage was affixed.

C10.4.5. Accountable Mail (Insured, Certified, and Registered)

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235 CHAPTER 10

C10.4.5.1. Patrons presenting parcels containing jewelry, watches, and other

high-dollar value items shall be advised to use Registered or Insured mail; however,

neither is required. When mailed to international addresses, such articles should, when

appropriate, be Insured (not Registered), to provide patrons maximum protection against

loss or damage.

C10.4.5.2. Insured mail provides indemnity claims coverage up to $5000 for

an article that is lost, rifled, or damaged. Accept and process Insured mail per DMM

S913, R900, F010 and the IMM (references (o) and (p)). Clerks can recommend

Registered on domestic mail for items valued in excess of $5000, or for those items

considered being irreplaceable.

C10.4.5.3. Certified mail service provides a mailing receipt and record of

delivery at the destination office. Accept and process Certified Mail per DMM S912,

R900, and F010 (reference (o)). Certified mail service is not available for

international mail.

C10.4.5.4. Insured mail receipts, PS Forms 3813, "Receipt for Domestic

Insured Parcels," and 3813-P, "Receipt for Insured Mail - Domestic/International," shall

be completed by the clerk.

C10.4.5.5. Process and handle Registered mail per DMM S911 (reference

(o)) and Chapter 9. See Chapter 3 for delivery instructions.

C10.4.5.6. For guidance on claims procedures see paragraph C10.5.6.

C10.4.6. Collect on Delivery (COD) Mail

C10.4.6.1. MPOs may not accept COD mail per DMM S921 and R900

(reference (o)).

C10.4.6.2. While U.S. civilian post offices are not authorized to accept COD

mail addressed to an MPO, such articles, if received by an MPO, shall be delivered. If

received, designate a clerk to deliver the COD articles. The designated clerk shall

deliver the COD articles, and collect the COD charges either in cash, which includes the

fee for a MO, or, by check made payable to the mailer. If the MO fee reflected on the

COD tag is not the amount charged MPO customers, amend the tag accordingly. The

COD tag shall be signed by the addressee or the addressee's authorized agent. The clerk

shall also sign the tag and complete the back. The COD tag is then filed at the MPO to

serve as a receipt of delivery. After delivery, if cash was collected, a MO in the amount

of the COD charges shall be issued and remitted to the mailer using an USPS indicia

DoD 4525.6-M, August 15, 2002

236 CHAPTER 10

envelope. If the COD charge was paid by check, send the check to the mailer using an

USPS indicia envelope. The PS Form 3827 (Irregularity Report of Insured and COD

Mail) shall be sent to the postmaster of the mailing office, advising that acceptance of

COD mailings to MPO addresses is prohibited.

C10.4.7. General Delivery Service

C10.4.7.1. Information pertaining to each person serviced through general

delivery shall be included in the directory file. Develop and maintain directory files.

See Chapter 3.

C10.4.7.2. If the host country does not object, general delivery service may be

provided to family members when they are separated from their sponsor. This service

extends to:

C10.4.7.2.1. Service for Personnel Exchange Program (PEP) Personnel

C10.4.7.2.1.1. Members of the U.S. Armed Forces and their

accompanying family members assigned to the PEP may receive mail from the MPO

nearest to their PEP duty station. The PEP personnel requesting mail service should

contact the MPO supervisor, who assigns a personal or general delivery box and an MPO

mailing address. Additionally, the MPO supervisor advises the PEP member of MPO

hours of operation for mail pickup. The PEP personnel will make arrangements to

pickup their mail as frequently as possible during the prescribed hours of operation.

The MPO supervisors should be flexible regarding the frequency of mail pickup by PEP

members as some members may be remotely located away from the servicing MPO,

limiting the PEP member's ability to routinely travel to the MPO and claim mail.

C10.4.7.2.1.2. The MPOs will not redirect or forward mail for PEP

personnel via a foreign postal system.

C10.4.7.2.1.3. In situations where PEP personnel are not

geographically located near an MPO and are unable to use the MPS for mail support,

they may use the international mail system or have their mail addressed "care of" their

area or country PEP coordinator's MPO address. The PEP coordinator will then be

responsible for distributing the PEP member's mail using courier, remailing, or other

available means at their discretion. If this method of mail support is used, the PEP

coordinator shall be authorized in writing by the PEP member to sign for any

accountable mail (Insured, Certified, Registered, and Express Mail, if applicable)

addressed to the PEP member.

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237 CHAPTER 10

C10.4.8. Business Reply Permits (BRP) (DMM S922). The BRPs are not

authorized for issue at MPOs. However, business reply mailings for domestic mailings

shall be accepted without payment of postage. Business Reply Mailings (BRMs) to

international addresses may not be accepted without prepayment of postage. Special

service (i.e., Insured, Registered, Certified, and Return Receipt) cannot be used with

BRM.

C10.4.9. Absentee Balloting Material (DMM E080). This category of mail shall

be afforded the most expeditious handling and transmission possible and processed as

personally addressed official mail. Ballots and other voting material, in card or letter

form shall be postmarked. Any U.S. citizen, with or without MPO privileges, can mail

balloting material from any MPO, U.S. Embassy or Consulate per 39 U.S.C. 3406

(reference (b)).

C10.4.10. Receptacle Service. (See Chapter 3.)

C10.4.11. International Mailing

C10.4.11.1. If not otherwise prohibited by the host government of the country

in which a post office is operating, items addressed for delivery in foreign countries,

including the host country, may be accepted for mailing. Mailings are per the individual

country listing in the IMM (reference (p)).

C10.4.11.2. Normally, mail accepted at MPOs addressed to foreign countries

shall be exchanged through an MPO designated as an International Exchange Office

(IEO). However, this does not preclude exchange of mail between MPOs and local

host civilian post offices, when not prohibited by the governing Status-of-Forces

Agreement (SOFA).

C10.4.11.3. Patrons shall be advised to use the host-Government postal

service when patrons' savings in postage or other advantages exist.

C10.4.12. Privileged Nature of Mail and Postal Records

C10.4.12.1. Information regarding postal matters may not be released, except

as provided for in USPS Administrative Support Manual (ASM) (reference (q)).

C10.4.12.2. The USPS records may not be removed from the custody of

MPOs, except as provided for in this subparagraph. Examination of USPS records that

contain personal information about any person or that provide a basis for inferring any

information about a person is permissible only per ASM (reference (q)) and with the

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238 CHAPTER 10

following supplemental instructions that apply to USPS records, regardless of whether

they do or do not contain personal information:

C10.4.12.2.1. Examination of USPS records by authorized personnel is

permitted only in the presence of the MPO supervisor or clerk designated by the MPO

supervisor.

C10.4.12.2.2. Individuals or agencies desiring to examine USPS records

in connection with official investigations shall have a search and seizure warrant issued

by the commander exercising search and seizure authority over the MPO concerned.

Requests to examine USPS records shall include: The military investigating agency's

case number; investigating agent's name; identity of the MPO involved; and a summary of

the incident being investigated. Examination shall be limited to those records

pertaining directly to the incident being investigated.

C10.4.12.2.3. Photostats or true copies of records shall be released only

with prior approval from the commander issuing the search and seizure warrant.

C10.4.12.2.4. Requests for MO information shall be handled per DMM

S020 and ASM (references (o) and (q)).

C10.4.12.2.5. Original records may be released to officials or agencies

conducting official investigations. Notification of release shall be reported to the

MPSA through proper channels. Copies of records to be released shall be prepared and

maintained as part of the original file, pending the original file's return. The reproduced

copies shall be annotated with the investigative agency's case number, agent's name,

agency's location, and date the original records are scheduled to be returned.

C10.4.12.3. Records pertaining to individual transactions of patrons, as

distinguished from official investigations, shall be released only with prior approval of

the USPS. Requests shall be forwarded through appropriate military channels to the

MPSA.

C10.4.12.4. Military and USPS records created by operation of MPOs shall be

disposed of per the appropriate Military Department's file system instructions.

Servicing postal activities shall ensure proper administration of accountable mail

records of deactivated and departing organizations and units.

C10.4.13. Non-mailable Items

C10.4.13.1. Non-mailable items described in the DMM C020 (reference (o))

detected at MPOs shall be withdrawn from the mail and retained at the MPO, pending

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239 CHAPTER 10

disposition instructions from the U.S. Postal Inspection Service. If the postal officer

determines the non-mailable matter is dangerous to persons or property, or constitutes

a postal offense (see paragraph C10.7.4. or Chapter 14), follow these procedures:

C10.4.13.1.1. A message shall be sent to the servicing JMPA with an

information copy to the MPSA-OP requesting disposition instructions from the U.S.

Postal Inspection Service. The non-mailable matter shall be disposed of as advised. If

the parcel with the matter is forwarded to the sender, a letter of explanation shall be

placed in the parcel.

C10.4.13.1.2. The sender and addressee shall be advised of final

disposition of the non-mailable matter.

C10.4.13.1.3. The U.S. Postal Inspection Service has authorized MPO

supervisors to destroy alcoholic beverages without prior disposition instructions. The

MPO supervisor or postal officer and the sender shall witness the destruction and notify

the addressee of the destruction.

C10.4.13.2. Other non-mailable items discovered are handled per DMM C020

(reference (o)).

C10.4.14. Express Mail Military Service (EMMS). Give EMMS priority

distribution and transportation over all other classes of mail. Accept and deliver EMMS

per USPS Handbook PO 514 (reference (v)).

C10.4.15. Acceptance Procedures for Official Penalty Indicia Mail. See DMM

E060 (reference (o)).

C10.5. PROTECTION OF MAIL AND POSTAL EFFECTS

C10.5.1. Security

C10.5.1.1. Security of the mail and protection of postal property and effects

are the responsibility of command. Security and protection shall be adequate and

maintained at all times. The instructions contained below establish only minimum

requirements; therefore, responsible commanders, Postal Officers and/or MPO

supervisors shall institute additional security measures, as necessary.

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240 CHAPTER 10

C10.5.1.2. Accommodations for MPOs shall afford security against

unauthorized entry and provide adequate working space. See Chapter 13. Particular

attention shall be given to the procurement and use of safes and other adequate

receptacles for safeguarding postal effects.

C10.5.1.3. Field safes used as storage containers to safeguard mail and postal

effects shall be secured to a fixed object within the postal facility to prevent removal.

C10.5.1.4. When a safe or vault is not available to individual clerks,

accountable items, such as blank MO forms, stamp stock, funds, and other accountable

items, shall be secured in a cashbox. During the clerk's absence from the post office,

the lockable cashbox shall be delivered for safekeeping to a person who has an assigned

safe or vault. The MPO supervisor or postal officer designates this person. The cash

box shall be receipted for on a PS Form 1096, "Cash Receipt," suitably modified for that

purpose.

C10.5.1.5. Personal effects may not be stored in MPOs and personal funds

may not be kept in safes or other receptacles in the MPO.

C10.5.1.6. Access to MPO work areas shall be limited to those personnel

conducting official business at the facility, including designated clerks, officers, enlisted

members, and civilians on official inspections and visits. Maintenance personnel and

work details shall be allowed access only when escorted or under constant surveillance

by postal personnel. Unit mail clerks shall be escorted when entering the MPO work

area.

C10.5.1.7. Postal facilities shall be locked at all times during non-duty hours

or when not in use. The MPO supervisor is the custodian of the post office keys and

keeps a current list of postal personnel who are issued a key. The keys shall be strictly

controlled at all times. At MPOs operated by one person, a duplicate key to the post

office shall be retained by a designated official from the host command, or other

activity that provides safekeeping. See subparagraph C10.5.2.1. Create a master key

log to record the total number of keys available and issued for the entire postal

facility. Issue keys using PS Form 1628, "Individual Key Record." Minimize the

number of keys issued.

C10.5.1.8. The MPO supervisor shall arrange for security guards to be posted

to safeguard mail, postal effects, equipment, and property (including damage to railway

mail cars and trucks by natural disaster or burglary or forced entry) until security can be

maintained without their presence.

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241 CHAPTER 10

C10.5.1.9. To maintain security, MPO personnel shall deliver mail only to the

addressee or agent, or transfer it to other MPOs or designated mail clerks only when

proper ID is presented.

C10.5.2. Safeguarding Combinations and Duplicate Keys to Containers

C10.5.2.1. Combinations and keys to containers in which funds, postal effects,

mail, or items of postal equipment are stored shall be sealed in PS Form 3977.

Duplicate key envelopes shall be opened per instructions on the envelope. When

combinations are involved, enough wrapping shall be used to cover the contents to

prevent detection through the envelope. The name of the responsible person,

description of the contents, and location of applicable container shall be placed on the

face of the envelope. The signature of the person to whom the container is assigned,

and the COPE, MPO supervisor, or designated official's signature shall be placed across

the flap of the envelope and the envelope dated with the All Purpose Date Stamp

(APDS). Envelopes shall be receipted for by the COPE, MPO supervisor, or designated

official from the clerk by using PS Form 1096, in duplicate, appropriately modified for

this purpose. The clerk shall retain the original receipt and the duplicate shall be

maintained with this envelope, safeguarded by the holder. Enter the following statement

in the PS Form 1096 "For" section: "I acknowledge receipt of PS Form 3977 for

security container/lock #______."

C10.5.2.2. The COPE's envelopes shall be signed for and safeguarded by the

COPE's supervisor.

C10.5.2.3. The host of other support activities designates an official to sign

for safeguarded envelopes when:

C10.5.2.3.1. Financial units are not located at the MPO site.

C10.5.2.3.2. The MPO supervisor is also the COPE.

C10.5.2.3.3. The MPO supervisor is separated physically from the

COPE's location.

C10.5.3. Disposition of Damaged Mail Matter

C10.5.3.1. Securely rewrap or reseal damaged mail and endorse

"REWRAPPED" or "RESEALED," as appropriate. All damaged mail, except Registered

whether or not rewrapping or resealing is required, shall be endorsed, "DAMAGED IN

HANDLING IN THE POSTAL SERVICE" using USPS rubber stamp (USPS Requisition

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242 CHAPTER 10

Item R222.) The clerk shall initial and date the endorsement. Handle damaged

Registered mail per Chapter 9.

C10.5.3.2. Mail damaged as a result of a catastrophe shall be repaired or

rewrapped. A letter to the identifiable addressees explaining the circumstances shall be

enclosed in each repaired or rewrapped item of mail. This mail will be forwarded using

First-Class or Priority USPS indicia to each addressee.

C10.5.4. Articles Found Loose in the Mail. Every effort shall be made to match

any article found loose with its envelope or wrapper. Articles not matched with

wrappers shall be disposed of as follows:

C10.5.4.1. Articles of minor value such as pens, pencils, and stationery shall

be given to chaplains or other installation nonprofit community support organizations

designated by the installation commander.

C10.5.4.2. Articles such as nonperishable food, tobacco products, toothpaste,

cosmetics, and articles contained in parcels with sender's instructions to abandon if

undelivered shall be given to the installation family support organizations. Document

this action and file at the unit level.

C10.5.4.3. Articles of obvious value (including money) shall be transmitted by

Registered USPS indicia mail or Official Registered Mail to the accountable postmaster

with a letter of explanation.

C10.5.4.4. Prepare PS Form 673 (Report of Rifled Parcel) immediately upon

discovery of each rifle parcel and process the report according to instructions on the

form. Upon discovery of wrappers without contents, process according to instructions

on the PS Form 3760 (Parcel Search Request).

C10.5.5. Handling of Uncanceled Stamps

C10.5.5.1. Clerks will cancel uncanceled stamps observed on incoming or

outgoing mail.

C10.5.5.2. Uncanceled stamps found loose in the mail shall be:

C10.5.5.2.1. Reaffixed to the mail if possible; if not dropped into a

slotted and sealed or locked container kept for that purpose on the workroom floor.

C10.5.5.2.2. The MPO supervisor will destroy these stamps at least once

a month.

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243 CHAPTER 10

C10.5.6. Insurance (Indemnity Claims)

C10.5.6.1. Insurance claims shall be processed per DMM (reference (o)

section S010 for domestic mail or IMM (reference (p)) for international mail.

C10.5.6.2. Instances of loss, damage, theft, wrong delivery, or rifling of

accountable mail allegedly attributed to clerks shall be reported. See Chapter 14.

C10.5.6.3. Respective Military Departments assume claim responsibility for

Numbered Insured and Registered mail while in the custody of unit mail clerks or mail

orderlies. Action shall be taken to resolve claims in military claims channels, when

MPO records reflect that an article was delivered properly to an authorized unit mail

clerk or mail orderly and not later returned to the MPO. Instances of questionable

authentic delivery to the addressee shall be reported as a postal offense, since it may be

necessary to resolve claims through military claims channels.

C10.5.6.4. When a Numbered Insured or Registered article is delivered

correctly to a non-DoD unit or activity, the article is considered to have been delivered

to the addressee. Therefore, payment of claims for loss by a respective Military

Department or the USPS may not be made.

C10.5.6.5. The MPO supervisors shall ensure a tracking system is established

for prompt processing of incoming claims. In all cases, a response to such inquiries

shall be made within 5 days from receipt of the inquiry or request.

C10.5.6.6. If delivery records indicate the article in question was forwarded to

another intra-theater MPO, forward the claim to the MPO involved and notify the

dispatching postmaster that the claim was forwarded to another MPO for processing.

C10.5.6.7. For Registered mail claims originating at an MPO, dispatch records

shall be checked to verify dispatch of the article in question.

C10.5.6.8. Damaged Insured articles shall be disposed of per reference (o).

Articles having salvage value shall be stored in a sealed container or lockable area until

they are forwarded to the Mail Recovery Unit of the accountable postmaster.

Disposition shall be annotated on the post office record of claim. Prepare the PS Form

3831, "Receipt for Article(s) Damaged in the Mails," in triplicate. The original should

be provided to the customer with the remaining copies attached and stored with the

parcel until it is mailed to the Mail Recovery Unit. Once shipped, the reverse side of

the PS Form 3831 should be annotated, "Mailed to Mail Recovery Unit on (date), by

___, witness." Attach one copy to the PS Form 1000, "Domestic Claim or Registered

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244 CHAPTER 10

Mail Inquiry," and send with damaged item. Maintain third copy in the MPO files. The

MPO supervisor shall verify mailings to the Mail Recovery Center or destruction of

damaged articles having no salvage value.

C10.5.6.9. Damaged Registered articles (i.e., repaired with sealing stamps or

re-enclosed in a new envelope or wrapper) shall be opened by the customer in the

presence of the delivering clerk. If anything is missing, the envelope or wrapping shall

be given to the clerk after it is endorsed to show what is missing. See DMM S911

(reference (o)).

C10.5.6.10. The MPOs receiving fees for claims information per DMM S010

(reference (o)) shall forward them to their accountable postmaster.

C10.6. CUSTOMS PROCEDURES AND REQUIREMENTS

C10.6.1. Responsibility for Compliance. Compliance with customs laws is the

responsibility of the individual mailer. Postal personnel shall assist mailers to ensure

the appropriate customs declaration form is attached to items presented for mailing.

C10.6.2. Articles Addressed from MPOs to International Addresses. Restrictions,

prohibitions, and customs declaration forms required for articles mailed from MPOs to

international addresses are in the IMM (reference (p)).

C10.6.3. Articles Addressed to MPOs. Restrictions, prohibitions, and customs

declaration forms required for articles addressed to MPOs overseas are published in the

PB (reference (r)) once a month.

C10.6.4. Mail Subject to Customs Examination and Duty

C10.6.4.1. All mail originating outside the Customs Territory of the United

States (CTUS) and addressed for delivery to a point within the CTUS is subject to

customs examination by U.S. Customs officials per USPS Publication 4 (reference (s)).

C10.6.4.2. Merchandise mailed to the United States may be subject to

customs duty unless specifically exempted. Products made in the United States that

have not been enhanced in value abroad are not subject to customs duty. Items bought

at installation exchanges may be subject to customs duty.

C10.6.5. Customs Declarations

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245 CHAPTER 10

C10.6.5.1. Letters, letter packages, and parcels containing merchandise mailed

at MPOs and addressed for delivery in the United States shall be accompanied by:

C10.6.5.1.1. PS Form 2976, "Customs Senders Declaration."

C10.6.5.1.2. PS Form 2976-A, "Customs Declaration and Dispatch Note,"

as appropriate.

C10.6.5.2. Either a PS Form 2976 or 2976-A may be used, provided it is

completed properly and lists and describes the entire contents.

C10.6.5.3. When the sender prefers not to show the nature of the contents on

the outside of the article being mailed, only the upper part of PS Form 2976 shall be

affixed to the address side of the article. The PS Form 2976-A shall be completed and

enclosed inside the article.

C10.6.5.4. Customs declarations are not required on official mail. See IMM

711.1. (reference (p)).

C10.6.6. Personal and Household Effects. Personal and household effects of

personnel returning to the United States under Government orders upon the termination

of extended duty at a post or station outside the CTUS may be exempt from customs

duty. In this case a copy of the orders shall be attached to the outside of the parcel, and

enclosed inside. The address side of the parcel shall be annotated with "Returned

Personal Effects-Orders Enclosed, Unsolicited Gift, and American Goods Returned."

Parcels containing personal and household effects shall bear a completed customs form.

C10.6.7. Bona Fide Gifts Not Exceeding $100 in Value. Both military and civilian

personnel authorized to use the MPS may mail, from an MPO, bona fide gifts not

exceeding $100 in value free of duty and internal revenue tax to donors (addressees)

located in the United States. The limit is $200 when from Guam, American Samoa, and

the Virgin Islands. The value of the gift is determined by the retail value in the country

of acquisition. Duty free mailings to the CTUS are subject to the following conditions:

C10.6.7.1. Perfume containing alcohol (except when accumulated value of all

merchandise contained in the shipment does not exceed $5) and tobacco products are

not exempt from duty or tax.

C10.6.7.2. A custom declaration form shall be completed and attached to each

article or parcel mailed.

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246 CHAPTER 10

C10.6.7.3. Each parcel shall be clearly marked "Unsolicited Gift." To meet

the qualification, the article formerly shall have been owned by a donor who gave it

outright, in its entirety, to a donor without compensation or a promise of compensation.

C10.6.7.4. The exemption applies only if the accumulated value of such

articles received by one person on 1 day does not exceed $100. A parcel having a total

value of more than $100, which contains many individually wrapped and addressed gifts

is entitled to free entry, provided the other conditions are met. The parcel shall be

annotated on the address side indicating the number of separate packages contained

therein and stating that each gift is valued at $100 or less. If more than one package is

intended for a single person, the parcel also shall be annotated to indicate that no single

person is receiving gifts with an accumulated value of more than $100.

C10.6.8. Merchandise. Articles that are grown, produced, or manufactured in the

United States and which, after having been exported, have not advanced in value or

improved in condition, may be mailed back to the United States free of customs duty. A

properly completed customs declaration form shall be attached to the address side of

the parcel with the words "American Goods Returned."

C10.6.9. Customs Collection. The MPOs shall ensure customs duty on mail

bearing Customs Form 3419-A, "Mail Entry-Customs," is collected when such parcels

are received at MPOs located within the CTUS. This situation applies to USN ships

that are within CTUS at the time such parcels are received on board. Parcels received

at MPOs located outside the CTUS may be delivered without collection of customs. If

such parcels bear Customs Form 3419-A, endorse the form "Delivered Outside the

CTUS," and return the form to the issuing customs office.

C10.6.9.1. Payment. Cash or personal checks may be accepted for payment

of U.S. Customs fees. If the customer desires to pay with a personal check, accept

payment. See Chapter 6.

C10.6.9.2. Reporting. Customs collections shall be reported on PS Form

6019, "Military Post Office (MPO) Report of Money Order Business," prepared in

duplicate. See Chapter 8. Put a line through "Money Order Business" at the top of the

form and replace with "Customs Collection." In addition, enter "Customs Collection and

dollar amount in Section III and explain in the "Remarks" section of the PS Form 6019.

The clerk preparing the PS Form 6019 shall sign all copies of the report. The COPE,

MPO supervisor, or reserve custodian shall verify and sign the report.

C10.6.9.3. Submission of Reports

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247 CHAPTER 10

C10.6.9.3.1. The COPEs shall submit funds derived from the collection

of U.S. Customs duties not later than the next business day. The following procedures

shall be followed:

C10.6.9.3.1.1. Obtain a "No Fee" MO in the amount of cash collected,

made payable to the accountable postmaster when the patron has paid customs fees in

cash. If a personal check was used to pay the customs fees, use the check for the

remittance to the accountable postmaster.

C10.6.9.3.1.2. Remit the original PS Form 6019, Customs Form

3419-A, "No Fee" MO, or personal check to the accountable postmaster by First-Class

mail. For USN units serviced by FPO San Diego, forward treasury check or "No-Fee"

MO (payable to PM San Francisco) with PS Form 6019 and Customs Form 3419-A.

C10.6.9.4. Redlining of Mail. The "Redlining" program is a joint initiative

between the Department of Defense and U.S. Customs Service to prevent commercial

quantities of merchandise or illegal trademarked items being mailed through the MPS to

the United States for resale. "Redlining" consists of MPS personnel placing a red line

through the customs declaration on parcels mailed at MPOs. When placed on the

customs declaration, the red line identifies to U.S. Customs officials those parcels that

are suspected of containing commercial quantities of merchandise. The MPO clerks

follow a profile developed by U.S. Customs to help determine which parcels they should

"Redline."

C10.6.9.4.1. The implementation or termination of the "Redlining" of mail

at any MPO shall be at the direction of the Executive Director, MPSA. Once

implemented, the MPSA and U.S. Customs will annually review the need to continue the

program.

C10.6.9.4.2. Any Military Department member or DoD civilian assigned

to the MPO may "Redline" parcels. The senior MPO member monitors the program to

ensure it is conducted per MPSA guidance.

C10.6.9.4.3. The MPO participation in the program shall be limited to the

actual "Redlining" of parcels. The U.S. Customs Service shall be responsible for

maintaining and providing the MPS with any statistics required evaluating the

effectiveness of the program.

C10.6.10. Foreign Customs Inspection of U.S. Mail Overseas

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248 CHAPTER 10

C10.6.10.1. Relationship with Host-Country Customs Authorities. If a host

country seeks to inspect MPO mail in the host country, DoD officials shall bring DoD

mail security procedures to the attention of host-country authorities to demonstrate the

adequacy of the Department of Defense's inspection procedures. Military postal

authorities may permit host-country authorities, per the host-country's laws, to inspect,

search, or seize ordinary MPO mail in the host country, unless an applicable SOFA or

other agreement or understanding exempts such mail from inspection, search, or seizure

by the host country. When the host-country custom inspections included official

Registered mail a Military Postal Clerk shall be present. The host-country inspecting

official may open only the outer wrapper of official Registered mail. Registered mail

may not pass through a foreign postal system or any foreign inspection. See reference

(f). A staff judge advocate or legal officer shall be consulted to determine U.S. rights

and obligations under DoD policy and international law. An MPC shall be present when

host-country officials inspect or in any way detain the mail. An MPC shall not disclose

any information about mail submitted for clearance or mail that is otherwise in the

clerk's custody, except under the policy herein. If mail is searched and does not

contain contraband, a letter explaining the circumstances shall be enclosed in the

re-wrapped parcel.

C10.6.10.2. Submission of Mail to U.S. Military Officials. Military customs

officials may perform host-country customs clearance if authorized by the SOFA or

other agreements. These officials may not read, divulge, or transfer any

correspondence contained in sealed mail, unless authorized. See paragraph C10.7.6.

The military customs officials referred to in this paragraph are DoD military or civilian

customs inspectors authorized per the international agreement to perform this function.

C10.7. MAIL SECURITY

This section applies only to MPO mail overseas. For mail security matters concerning

the civilian postal system not overseas, see DMM G011 and ASM Section 274

(references (o) and (q)). Overseas means any place outside the United States where the

USPS does not operate a civilian post office. The terms "mail sealed against

inspection," "sealed mail," "mail not sealed against inspection," and "unsealed mail" have

the respective meaning given to them by DMM Section E (reference (o)).

C10.7.1. Preserving Mail Security. DoD personnel shall preserve and protect the

security of all mail in their custody from unauthorized opening, inspection, reading of

contents or covers, tampering, delay, or other unauthorized acts. A Military Department

member or a civilian postal employee who commits or allows any such unauthorized act

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may be subject to prosecution under the Uniform Code of Military Justice or by

Federal civilian authorities, or to other disciplinary or administrative actions. An

employee having a question about proper mail security procedures that are not answered

clearly and specifically by this policy, or by timely direction by their supervisor, shall

resolve the question by protecting the mail in all respects and moving it, or letting it

move, without interruption, to its destination.

C10.7.2. Opening, Reading, and Searching Mail

C10.7.2.1. Mail Sealed Against Inspection. No person may open, read, search,

or divulge the contents of mail sealed against inspection, even though such mail may be

believed to contain criminal or otherwise non-mailable matter of evidence in the

commission of a crime, except in the following circumstances:

C10.7.2.1.1. When a postal supervisor acts with the consent of the

addressee or sender.

C10.7.2.1.2. When an authorized person executes a search warrant or

search authorization. See paragraph C10.7.6.

C10.7.2.1.3. When a military customs official conducts an inspection,

(see subparagraph C10.6.10.2.), or under other circumstances prescribed by the

DUSD(L).

C10.7.2.2. Mail Not Sealed Against Inspection. No person may open, read,

search, or divulge the contents of mail not sealed against inspection, except in the

following circumstances:

C10.7.2.2.1. When such action is authorized with respect to mail sealed

against inspection. See subparagraph C10.6.10.1.

C10.7.2.2.2. When a postal supervisor suspects that the mail contains

non-mailable items, follow the instructions. See paragraph C10.7.6. For instructions

on non-mailable items that are detected at MPOs, see paragraph C10.4.13.

C10.7.2.3. Correspondence Permitted to be Enclosed in Unsealed Mail. The

contents of correspondence, permitted to be sent by the blind (special or raised

characters or sound recordings) and by school children at the international printed

matter rate, may not be divulged except to a MPC or postal officer. The postal

supervisor may act per paragraph C10.7.6.

C10.7.3. Permissible Detention of Mail. No person may detain mail except:

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C10.7.3.1. Military officials acting diligently and without avoidable delay may

assemble enough evidence to satisfy the probable cause requirement for a search

authorization (see paragraph C10.7.6.) and to apply for, obtain, and execute the

authorization when the postal supervisor has reasonable suspicion (usually no longer

than 72 hours).

C10.7.3.2. The postal supervisor, acting in strict accordance with this

Manual. See paragraphs C10.7.4., C10.7.6. to C10.7.8., or C10.7.10.

C10.7.3.3. The postal supervisor, acting with express consent of the addressee

or sender.

C10.7.3.4. The postal supervisor acting under an order issued per 39 U.S.C.

3005 (reference (b)), relating to false representations, lotteries, and unlawful matter.

C10.7.3.5. Any MPC conducting a mail cover inspection by direction of their

supervisor.

C10.7.3.6. The postal supervisor acting under an order of a Federal court or an

official authorized to issue a search authorization. See paragraph C10.7.6.

C10.7.4. Mail Reasonably Suspected of Being Dangerous to Persons or Property

C10.7.4.1. The postal supervisor, or any person acting under the authority of

such, may act without a search warrant or authorization to detain, open, or remove from

postal custody, and process or treat mail, sealed or unsealed, reasonably suspected or

posing an immediate danger to life or limb, or an immediate and substantial danger to

property. Identify suspected mailings. See paragraph C10.4.13. Such detention is

allowed only to the extent necessary to determine and eliminate the danger. A

complete written and sworn statement of the detention, opening, removal or treatment,

and the circumstances that prompted it, signed by the person purporting to act under this

paragraph, shall be forwarded promptly to the Military Department's senior postal

official in the overseas MACOM. When harmful matter is discovered, such incidents

shall be reported as a postal offense. See Chapter 14.

C10.7.4.2. Contaminated Mail. Contaminated mail is any mail that has been

exposed to toxic agents (e.g., nuclear, biological, or chemical (NBC)). Anytime mail is

believed to be contaminated, the postal clerk will contact local NBC authorities. These

officials determine how persistent the agent is and the capability of the mail to be

decontaminated without damaging the contents. All mail that cannot be decontaminated

will be destroyed per guidance set forth by the NBC authorities. The authority to have

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mail detained, segregated, and, if necessary, destroyed. (See subparagraph C10.7.4.1.

and DMM C020 (reference (o)).) Contaminated mail should be segregated and secured

from uncontaminated mail. All incidents of mail destroyed for this reason shall be

reported to the MPSA. See Chapter 14.

C10.7.5. Disclosure of Information About Mail Sent or Received By Particular

Senders or Addressees. Postal personnel shall not disclose information from the

outside cover of any piece of mail. Information obtained from any inspection of the

contents of mail may not be disclosed. Information that concerns mail sent or received

by any particular sender, addressee, or group may not be disclosed. Postal personnel

may disclose, to appropriate officials for official use when there is reasonable basis to

suspect that information is evidence of a commission of a crime. One of the following

conditions shall be met in order to release the information:

C10.7.5.1. Regarding mail covers. See paragraph C10.7.8.

C10.7.5.2. Under search warrant or search authorization. See paragraph

C10.7.6.

C10.7.5.3. Under order of a Federal court, military judge, or magistrate.

C10.7.5.4. With the consent of the sender or addressee, or the authorized

agent of either.

C10.7.6. Execution of Search Warrants and Authorizations

C10.7.6.1. Warrant(s) Issued by a Federal Court, Served by a Federal Officer,

and Search Authorizations

C10.7.6.1.1. A search warrant duly issued per Rule 41 of the Federal

Rules of Criminal Procedures (reference (an)) shall be executed per ASM 274.6

(reference (q)). Usually, a warrant issued by a Federal court or served by a Federal

officer is issued under Rule 41 and is duly issued if signed and dated within the past 10

days.

C10.7.6.1.2. A written search authorization per Military Rule of Evidence

315 shall be executed. See subparagraph C10.7.6.2. For the purpose of this policy, a

search authorization may be issued only by the following officials:

C10.7.6.1.2.1. A commanding officer, authorized to convene a

special court-martial per Article 23(a) of the Manual of Courts-Martial (reference

(ao)) to issue search authorization for the particular person or location involved.

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C10.7.6.1.2.2. A military judge or magistrate authorized by Military

Department regulations to issue search authorizations. Requests for initiation of

written search authorizations shall be referred to the appropriate military investigative

or law enforcement agency of the appropriate chain-of-command official for action.

C10.7.6.1.2.3. Postal officers and MPCs shall not permit the

execution of a search warrant issued by a State court and served by a State officer. If in

doubt, the MPC or postal officer shall detain the mail in question temporarily and

promptly call their supervisor for guidance.

C10.7.6.2. Execution Procedures for Search Warrant and Search

Authorizations

C10.7.6.2.1. A military official may execute a search authorization only

when accompanied by an MPC or postal officer.

C10.7.6.2.2. An authorized official may execute a search warrant per

ASM 274.6 (reference (q)).

C10.7.6.2.3. Mail may be taken from postal custody under the authority

of a search warrant or search authorization only if the person executing the warrant

leaves a copy of the warrant or authorization and a receipt or inventory. The receipt or

inventory shall be made out in the presence of the accompanying MPC or postal officer

and shall describe specifically each piece of mail taken, including all service

endorsements on the cover (such as Registry, Insurance, or Certified mail numbers).

The receipt or inventory may be attached to the copy of the warrant or authorization. A

report of seizure shall be submitted. See paragraph C10.7.10.

C10.7.6.2.4. If mail is searched and does not contain the suspected

matter, a letter explaining the circumstances with a copy of the search warrant shall be

enclosed in the resealed article.

C10.7.7. Cooperation with Federal Agencies for Access to Mail. Any MPC or

postal officer receiving a request for access to, or information about, particular mail

matter or any class in the custody of the MPS shall refer the request to the military

postal official authorized to order mail covers. See paragraph C10.7.8. The requestor

shall be informed that the approving official is responsible for liaison with all

government agencies concerning a request. The military postal official shall comply

with such a request only as authorized by this policy. If the Agency or foreign

Government seeks a search authorization, the military postal official shall refer

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the agency or foreign Government to the appropriate military law enforcement or

investigative agency for action. See subparagraph C10.7.6.1.

C10.7.8. Mail Covers. The process by which a record is made of any data

appearing on the outside cover of any class of mail matter, or found in the contents of

any mail not sealed against inspection when such mail is opened. See subparagraph

C10.7.2.2. A mail cover may be ordered under the conditions listed below:

C10.7.8.1. Conditions Warranting a Mail Cover

C10.7.8.1.1. Protection of National Security. An actual or potential

threat by a foreign power or its agents exists in one or more of the following situations:

C10.7.8.1.1.1. An attack or other grave hostile acts.

C10.7.8.1.1.2. Sabotage or international terrorism.

C10.7.8.1.1.3. Clandestine intelligence activities.

C10.7.8.1.2. Fugitive. Aid in apprehending a fugitive.

C10.7.8.1.3. Offense. Assist in obtaining information concerning the

commission or attempted commission of an offense punishable by a punitive discharge

or by confinement for over 1 year.

C10.7.8.2. Military Mail Cover Authority. The MACOM commander

responsible for postal operations may delegate in the MACOM postal chain, not more

than three designees, in the grade O-5 and above or civilian equivalent, who have been

delegated in writing, to order mail covers. A mail cover may be ordered only when a

written request is received from military law enforcement, investigative authority or

from the commanding officer of the person whose mail is to be subjected to the mail

cover process. The request may be granted only if the military official or designee has

a reasonable suspicion based on facts. See subparagraph C10.7.8.1. The MACOM

commander responsible for postal operations may also order a mail cover upon written

request of a DoD intelligence component, when the MACOM commander has a

reasonable suspicion, based on articulated facts, that the mail cover is necessary to

protect national security. The authority may not be redelegated.

C10.7.8.3. Oral Orders and Requests. When time is critical, the MACOM

commander or designee may issue an oral mail cover upon an oral request to be

confirmed by the requesting authority in writing within 2-working days. For mail covers

believed to be necessary to protect national security, only the MACOM commander may

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issue an oral order. No information may be released until an appropriate written order

is received from the official who issued the oral order.

C10.7.8.4. Forwarding Order and Justification. The official who orders a

mail cover shall ensure a copy of the written justification and order for the mail cover

is forwarded by the most expeditious means.

C10.7.8.5. Compilation of Record. The MPO supervisor or a designated

clerk shall compile information. Information collected may not be released to the

military investigative agency, or any other agency, until the official who ordered the

mail cover authorizes the release.

C10.7.8.6. Disposition of Record. Disposition of the compiled record of the

mail cover shall be as directed by the official who ordered the mail cover. No other

record or file shall be maintained, nor is reproduction of any portion of the file

authorized. Use PS Form 2009, "Information Concerning Mail Matter," to record mail

cover information. Provide forms to the investigative agency at least weekly.

C10.7.8.7. Time Limit. Except mail covers ordered upon subjects engaged

(or suspected to be engaged) in any activity against national security, a mail cover shall

remain in effect for no more than 30 days. At or before the expiration of such period,

the requesting authority may be granted additional 30-day periods under the same

conditions and procedures applicable to the original request. No mail cover shall

remain in force longer than 120 days regardless of the issuing official, unless

personally approved for further extension by the MACOM commander responsible for

postal operations.

C10.7.9. Inspection. An official authorized to issue a search authorization may

authorize a search if there is a reasonable suspicion that unlawful weapons, contraband

(including unlawful drugs), or other evidence of crime are contained in a particular mail

container or parcel. See subparagraph C10.7.6.1.2. However, mail containers in an

overseas military postal facility are also subject to authorized inspections (see Military

Rule of Evidence 313(b)) and to searches that do not require probable cause. (See

Military Rule of Evidence 314). For such inspections and searches, the authorized

official may authorize the opening of all mail containers but not the opening of

individual letters and parcels. Such inspections and searches may utilize fluoroscopes

or other reasonable technological or natural aids, such as metal detectors and narcotics

detection dogs, per Military Rule of Evidence 313(b), or 314(c). Mail matter may not

be opened or read except as authorized in paragraphs C10.7.2. or C10.7.4.

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255 CHAPTER 10

C10.7.10. Seizure Reports. The postal activity supervisor shall submit written

seizure reports to the Military Department's senior postal official responsible for

postal operations within the overseas MACOM and to the MPSA on all mail confiscated

per this Manual within 15 days of the seizure. The addressee also shall be notified of

such a seizure unless the official who executed the warrant or authorization presents an

order, issued by the same official who issued the warrant or authorization, to delay the

notification. In that event, the notification of seizure to the addressee shall be delayed

per the order. At a minimal the report shall include:

C10.7.10.1. Date incident occurred.

C10.7.10.2. What alerted you to the problem?

C10.7.10.3. Complete description of events that led up to the seizure.

C10.7.10.4. Complete mailing address of sender and addressee, postmark, and

date.

C10.7.10.5. Accountable number (if applicable).

C10.7.10.6. Case number (if applicable).

C10.7.10.7. Copy of evidence tag. (Submit any follow-up documentation until

case is closed.)

C10.7.10.8. Description of items.

C10.7.10.9. Return Receipt Endorsement. If the sender has requested and

paid for a Return Receipt, the sender shall be notified of the seizure by an endorsement

to that effect on the Return Receipt, or on a duplicate if the original receipt is taken.

The receipt shall be dispatched as soon as possible unless the official executing the

warrant presents an order, issued by the same official who issued the warrant or

authorization, to delay the dispatch. In that event, the dispatch shall be delayed per the

order.

C10.7.10.10. Office File Copies. The office responsible for submitting the

report may retain one copy, but no information in the report will be disclosed except

per postal regulations authorizing such disclosure.

C10.7.11. Controlled Delivery. Maintain a copy of the request from proper

authorities (see paragraph C10.7.6.) that request notification before mail is delivered to

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the addressee. If requester provides specific information on type of mail; e.g., from a

particular location or person, he or she is looking for, then a mail cover or search and

seizure warrant is required. Contact MACOM postal or the MPSA if there are any

questions.

C10.8. REFUNDS OF POSTAGE AND RETAIL SERVICE FEES

When postage and special or retail service fees have been paid and no service is

rendered, or when the amount collected was in excess of the lawful rate, the sender may

apply for a refund. Allowable and unallowable refunds are addressed in the DMM P014

(reference (o)). When a patron has a claim for refund of postage and fees, use the

following procedures at all MPOs to obtain payment for the patron:

C10.8.1. Assist the patron in preparation of PS Form 3533, "Application and

Voucher for Refund of Postage and Fees." Attach to the PS Form 3533 the envelope or

wrapper, or the portion of the wrapper, having the names and addresses of sender and

addressee, canceled postage and postal markings, or other evidence of payment of the

amount of postage and fees for which a refund is desired.

C10.8.2. Prepare the PS Form 3533 and supporting documentation and forward it

to the Mail Classification Center serving the MPO (local payment per reference (o) is

not authorized at MPOs):

C10.8.2.1. The MPOs serviced by the Postmaster, New York:

Accountable Paper Depository

GPO/JAF Building, Room 312

New York, NY 10194-9615

C10.8.2.2. The MPOs serviced by the Postmaster, San Francisco:

Mail Classification Office

GMF Room 303

San Francisco, CA 94188-9599

C10.8.3. Ensure claims for refund of postage and retail services are only accepted

from the mailer. The MPOs assist patrons who are the addressee in the preparation of

the claim and advise them it shall be filed by the mailer.

C10.9. ACCEPTANCE OF PERSONAL CHECKS

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257 CHAPTER 10

C10.9.1. Acceptance. The MACOM postal representative may authorize MPOs to

accept personal checks from patrons to pay for postage and postal service. See

paragraph C6.2.6.

C10.9.2. Returned Check Procedures

C10.9.2.1. The USPS processes all returned checks as a Financial Adjustment

Memorandum (FAM) and sends them to the servicing JMPA.

C10.9.2.2. The servicing JMPA processes the FAM action and forwards it to

the MACOM postal activity that is responsible for instituting collection procedures.

The MACOM postal activity shall institute the same procedures used by AAFES or NEX

for non-sufficient funds (NSF) checks. The MACOMs may delegate collection

responsibilities to the MPO Supervisor. The MPO Supervisor collects the insufficient

funds and handling fees. The MACOMs continue to monitor and forward remittances to

the: U.S. Postal Service, General Accounting Office, J.A. Farley Building, Room 3110,

New York, New York 10199-9531. MACOMs will send info copies to include a copy

of the MO to their servicing JMPA.

C10.9.2.3. Upon receipt of the FAM action from the servicing JMPA, the

MACOM postal activity shall:

C10.9.2.3.1. Send a letter to the individual with a copy to the unit

commander.

C10.9.2.3.2. If no response is received after 15 days, send a letter to the

unit commander.

C10.9.2.3.3. If no response is received after 15 days from the date of the

letter to the unit commander, send a letter outlining efforts to the next higher

commander in the member's chain-of-command requesting assistance.

C10.9.2.3.4. No later than 20 days following the third request for

payment, the MACOM postal commander shall:

C10.9.2.3.4.1. Return the uncollected FAM to the servicing JMPA.

Include the check writer's forwarding address or a letter explaining that efforts to

collect the NSF check were unsuccessful and that restitution or collection could not be

made (valid reasons for non-payments are discharge, PCS, etc.). Non-response from

unit commanders shall not be used as justification for a determination that restitution or

collection cannot be made.

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258 CHAPTER 10

C10.9.2.3.4.2. Add the NSF check writer's Social Security Number

to the AAFES, NEX, and postal bad check lists at all MPOs upon determination that

restitution cannot be made. These individuals will not be authorized to write a check at

MPO facilities for at least 2 years.

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259 CHAPTER 10

C11. CHAPTER 11

MAIL TRANSPORTATION

C11.1. MAIL MOVEMENT PRINCIPLES

C11.1.1. General

C11.1.1.1. This Chapter prescribes policy and procedures for transporting

mail to and from the United States, within the MPS. The 39 U.S.C. 406 (reference (b))

is the legal basis for the MPS to act as a legal extension of the USPS overseas, and 39

U.S.C. 3401 (reference (b)) is the legal authority for the military postal privileges and

related military postal transportation categories. The USPS Publication 38 (reference

(g)) implements reference (b).

C11.1.1.2. The USPS establishes mail transportation policy in consonance

with public law. Specific instructions concerning the handling, dispatching, and

transporting of military mail by air are prescribed in USPS Handbook Series T-7

(reference (w)) and take precedence over this Chapter. Every postal activity receiving

or dispatching military mail overseas shall have a copy of reference (w). Instructions

contained in reference (w) are amplified in this Chapter. Section C11.1. provides basic

mail movement principles and clarifies responsibilities of the major postal activities

that make up the MPS mail logistics network.

C11.1.1.3. The MPS is decentralized. While each Military Department

performs its postal role individually overseas, the postal activities of the different

Military Departments shall work together and form a complete system. Inter-Military

Department support is required daily. Successful operations require joint planning.

C11.1.2. Principles. Mail traffic managers use the following principles of mail

movement management to ensure the efficient and economical transportation of mail:

C11.1.2.1. Coordinate an integrated network of major distribution and

transportation resources in overseas areas to get the most from transportation and

personnel available.

C11.1.2.2. Structure the integrated network to support peacetime,

contingency, deployment, and wartime mail movement needs.

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260 CHAPTER 11

C11.1.2.3. The Combatant Commander's designated Single Service Manager

(SSM) for mail transportation establishes and clarifies responsibilities of the Mail

Control Activity (MCA) at all major terminals. See paragraph C11.1.4.

C11.1.2.3.1. Designation of a SSM as an MCA does not prevent two or

more Military Departments from receiving and dispatching mail at the same terminal if

required by unusual local conditions.

C11.1.2.3.2. When Military Department components cannot agree upon

the Military Department to be designated the MCA function, it will be decided by the

Combatant Commander or SSM.

C11.1.2.3.3. When a mail terminal supports more than one Military

Department, action by the terminal that affects service to all customers shall be

coordinated with all supported postal activities.

C11.1.2.4. Postal activities shall coordinate with the supporting agencies

overseas to achieve the most efficient movement of mail.

C11.1.2.5. Operate mail distribution and terminal facilities and provide the

most effective coordination with the DoD transportation operating agencies, Military

Traffic Management Command (MTMC) terminal activities, Air Mobility Command

(AMC), and Military Sealift Command (MSC).

C11.1.2.5.1. The U.S. Air Force (USAF) is responsible for Aerial Mail

Terminals (AMT) at air bases and at civil airports.

C11.1.2.5.2. The U.S. Army (USA) is responsible for providing

common-use land transportation where the USA is deployed.

C11.1.2.5.3. The U.S. Navy (USN) operates Fleet Mail Centers (FMC)

and AMT for the concentration, consolidation, and dispatch of mail to and from the areas

serviced.

C11.1.2.5.4. Communicate with Joint Military Postal Activities (JMPA),

Mail Control Activities (MCA), and other postal activities by sharing information

regarding circumstances that affect mail movement, identifying problems, and reporting

performance of the MPS logistical network.

C11.1.3. Organization. The major mail transportation managers of the MPS are

the MPSA, JMPAs (Atlantic and Pacific), MACOMs and the overseas component postal

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activities that serve as major mail processing hubs, such as AMTs, FMCs, or large

military post offices (MPO).

C11.1.3.1. Military Postal Service Agency. The primary transportation role

of the MPSA is to coordinate with all MPS elements and integrate the mail

transportation network by:

C11.1.3.1.1. Issuing basic mail distribution and transportation procedures

and policies.

C11.1.3.1.2. Maintaining transit time information systems.

C11.1.3.1.3. Maintaining transit time standards.

C11.1.3.1.4. Ensure the Combatant Commander, SSM, or MACOM

appoints a single agent at each mail terminal to perform specific mail management

functions in addition to the physical processing of the mail.

C11.1.3.2. Joint Military Postal Activity. The Commander, JMPA - Atlantic

(JMPA-A), at JFK International Airport, in Jamaica, NY, and the Commander, JMPA -

Pacific (JMPA-P), in Daly City, CA, have broad responsibilities for supervising military

mail movement to and from MPOs and the gateways under their jurisdiction. The daily

functions of the JMPAs are to:

C11.1.3.2.1. Provide liaison services for the DoD Components and their

major subordinate commands (MACOM) with local and area postal officials, customs

officials, and commercial and military transportation officials. The JMPAs are the

primary points of contact with field activities on day-to-day mail transportation issues

for the field commands they service.

C11.1.3.2.2. Provide detailed and timely information to local and area

USPS officials to facilitate processing, routing, and dispatching of MPS mail.

C11.1.3.2.3. Gather information and report on circumstances affecting

mail movement to and from the U.S. gateways, identify major problem areas and adverse

trends, and resolve these problems with local and area USPS officials. Unresolved

problems, at the area level, shall be forwarded to the MPSA, along with a recommended

course of action.

C11.1.4. Mail Control Activity (MCA). The MCAs shall physically receive,

dispatch, and process mail, and act as the mail traffic manager for the terminal. The

MCAs are important links in the MPS mail logistics network and may include functions

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at two or more separate facilities, such as when the AMT or MPO is located off the air

terminal. The single responsible manager at the MCA shall:

C11.1.4.1. Receive, dispatch, and make available, mail to MPOs 7 days a week

if daily carrier service is available.

C11.1.4.2. Maintain inventory control of mail to ensure all mail is accounted

for properly and processed on a first-in, first-out basis.

C11.1.4.3. Monitor air carrier facilities to ensure all mail tendered to carriers

is moved per established schedules or agreements.

C11.1.4.4. Coordinate with the JMPAs, other MCAs, carriers, ground

transportation managers, AMCs, the MPSA, and other organizations to ensure that the

best possible area mail service is maintained. Give advice on mail movement problems

in enough detail and depth so that corrective course of action can be identified. See

paragraph C11.2.9. for reporting procedures and requirements.

C11.1.4.5. Establish coordinating groups with representatives from each

Military Department and local transportation agency involved resolving scheduling

differences, resource requirements, and plan for augmentation during mail surges.

Develop Postal Operating Plans (see Appendix 1) and integrate critical entry and

clearance times with supported MPOs. The MCA shall make final decisions on critical

entry and clearance times for receipt and pickup of mail.

C11.1.4.6. Coordinate incoming and outgoing mail movement with local

feeder land and air transportation resources. This shall include establishing and

publishing a consolidated schedule of truck runs, based upon local requirements and

current airline schedules.

C11.1.4.6.1. Frequently monitor and physically check each air carrier and

terminal storage area to detect mail irregularities. Identify, document and report mail

irregularities and recommend corrective actions. Ensure responsible carrier

representatives transfer mail in a timely manner and provide adequate security and

protection of all U.S. mail in their custody.

C11.1.4.6.2. Establish and maintain daily liaison with carrier officials to

exchange information on current or projected airlift capabilities for timely mail

transportation (i.e., cancellations, extra space, flight delays, etc.).

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C11.1.4.6.3. Monitor the movement of mail to and from carrier holding

areas to ensure they handle all mail on a first-in, first-out basis for each mail category.

Ensure carriers give priority mail the proper precedence over freight.

C11.1.4.7. Maintain current carrier schedules and develop routing schemes

using both military and commercial transportation. Provide a copy of these schemes to

the servicing JMPA, the connecting and supporting MCAs, and postal activities

serviced. Mobile units are exempt from this requirement.

C11.1.4.8. Support deployed mobile units within the MCA area.

C11.1.4.9. Monitor Registered mail shipments and transfers of mail. See

Chapter 9.

C11.1.4.10. Monitor the pouch transit times in accordance with the transit

time information systems.

C11.1.4.11. Coordinate with carriers and report expected mail generation

volumes.

C11.1.4.12. Report the status of mail movement. See paragraph C11.2.9.

C11.2. MAIL TRANSPORTATION PROCEDURES

C11.2.1. Purpose. Section C11.2., in concert with reference (w):

C11.2.1.1. Establishes policies and procedures pertaining to the transportation

of military mail.

C11.2.1.2. Identifies authorized modes of transportation.

C11.2.1.3. Outlines procedures to eliminate repetitious air routings and

intermediate terminal handling.

C11.2.1.4. Outlines transportation documentation procedures.

C11.2.1.5. Provides guidance for the makeup and use of prime dispatch

schedules.

C11.2.1.6. Outlines procedures for reporting transportation irregularities.

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264 CHAPTER 11

C11.2.2. Transportation Management

C11.2.2.1. The MPS is charged with the responsibility of transporting military

mail promptly, efficiently, and economically in support of DoD missions. The MPS

shall transport all classes of mail per 39 U.S.C. and 49 U.S.C. (references (b) and (c)),

applicable USPS publications, DoD Directive 4525.6 (reference (a)), and this Manual.

C11.2.2.2. Air-eligible mail shall be transported in accordance with reference

(w) (Distribution, Dispatching and Transporting Military Mail by Air). Use foreign

carriers and AMC to supplement U.S. air carrier service per this Manual. Terminate all

mail entering CONUS at the first point of entry for customs clearance unless moved

in-bond. For in-bond shipments, air carriers shall provide the serving AMT with

flight/truck schedules and delivery times.

C11.2.2.3. Surface mail will be transported by surface carrier as arranged by

MTMC and the MSC or USPS. The MTMC contracts for surface mail include overland

transportation (drayage) to consignees in peacetime.

C11.2.2.4. Extraordinary circumstances (i.e., natural disaster or holiday

backlog) may require the upgrading or downgrading of space available mail (SAM) to

prevent substantial backlogs of mail. The Deputy Director, MPSA, and the USPS, based

on recommendations from the JMPAs and field commands, jointly make the final

decision to upgrade or downgrade the transportation priority of SAM.

C11.2.2.4.1. Both of the following criteria shall exist before downgrading

SAM to surface transportation:

C11.2.2.4.1.1. The SAM generation exceeds the capacity of

commercial carriers and AMC transport to lift on a timely basis.

C11.2.2.4.1.2. The SAM on hand shall be equal to at least 2 day's

generation and is forecasted to remain at or exceed that level of generation for an

additional 7 days or longer.

C11.2.2.4.2. The decision to upgrade SAM shall be made based on the

JMPAs and field commands recommendations, with full supporting justification, and on

the overall airlift situation to the specific area at the time.

C11.2.3. Funding for Mail Transportation

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265 CHAPTER 11

C11.2.3.1. The Department of Defense is responsible for military mail

transportation costs.

C11.2.3.1.1. MPSA is the DoD POC for transportation costs incurred to

and from CONUS gateways.

C11.2.3.1.2. Overseas commanders manage transportation within their

theaters. Overseas commanders shall fund and arrange for command airlift, rail, and

truck movement of mail within their areas of responsibility (AOR).

C11.2.3.2. The U.S. Federal Agencies and any other organizations authorized

use of the MPS shall fully reimburse the Department of Defense for actual

transportation costs the Department of Defense incurred in transporting their mail per

31 U.S.C. 1535-36 (Economy Act) (reference (d)).

C11.2.4. Forecasting

C11.2.4.1. The MPSA forecasts space requirements for military mail carried

by AMC and contract sealift. This is done through long-range forecasting (out fiscal

years (FY) and short-range forecasting (month-to-month)). The USPS forecasts space

requirements for military mail carried by commercial and foreign airlines.

C11.2.4.2. The MPSA-TR provides management information to the Military

Departments for development of their budget estimates concerning overseas mail

transportation costs. This is done through the use of the Military Automated Mail

Accounting System (MAMAS).

C11.2.5. Mail Categories and Movement. Refer to reference (w) for mail

categories and movement precedence and procedures.

C11.2.6. Air Transportation Management

C11.2.6.1. U.S. Commercial Carriers. When two or more U.S. flag carriers

provide equivalent service from the same dispatch point, First-Class, Priority, Military

Ordinary Mail (MOM), and SAM shall be tendered on an equitable basis per reference

(w). There is no equitable tender for EMMS. U.S. flag carriers with code share

agreements are entitled to equitable tender, except for official registered mail. Official

registered mail cannot be tendered to foreign flag carriers regardless of code share

status.

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266 CHAPTER 11

C11.2.6.2. Use of Military Aircraft. Use of AMC aircraft shall be limited to

routes where U.S. and foreign air carriers do not operate, or where they operate, but

have insufficient frequency or space, or cannot ensure delivery within the transit time

standard. Assign separate TCNs to each shipment dispatched via AMC.

C11.2.6.3. Use of Foreign Air Carriers

C11.2.6.3.1. Approval Authority. Initial requests for the use of foreign

air carriers shall be submitted to the MPSA-TR, who then coordinate requests with the

USPS. Approval for the use of foreign air carriers shall be limited to those routes

where U.S. commercial air carriers are not available or do not meet reasonable delivery

standards. All requests shall be thoroughly documented and anticipated as far in

advance as possible. Only MPSA-TR, in concert with the USPS, may authorize the use

of a foreign air carrier over a specific foreign air segment. See subparagraph

C11.5.1.2. for USN dispatch to foreign air carriers under Universal Postal Union (UPU)

provisions. The use of foreign air carriers should be discontinued or modified when

adequate U.S. commercial service becomes available.

C11.2.6.3.2. Preliminary Actions. Before formally requesting the use of

a foreign air carrier segment, contact shall be made with the representative of the air

carrier selected to carry the mail.

C11.2.6.3.3. Request Procedures. Requests for the use of foreign air

carriers segments shall be submitted to MPSA-TR and include:

C11.2.6.3.3.1. A statement of circumstances that justifies the use of

the proposed carrier segments.

C11.2.6.3.3.2. The name of the air carrier and country registration.

If the requested carrier is operating from the origin point under the flag of another

Government, state why the host-country carrier cannot be used.

C11.2.6.3.3.3. Point where service is to be established, frequency of

flights, class of mail, flight numbers, and daily volume of mail in kilograms.

C11.2.6.3.3.4. A statement to the effect that the foreign air carrier

will charge the UPU or the Department of Transportation (DoT) rate. If a rate other

than the UPU or DoT rate is charged, advise the MPSA-TR of the proposed rate in U.S.

dollars.

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267 CHAPTER 11

C11.2.6.3.3.5. Air carriers shall document rates they will charge and

preferred payment method. Some airlines will request payment through their

host-country postal administration and others direct to the airline. The carrier shall

also provide a payment address. Send letters to MPSA for review and to maintain.

C11.2.6.3.4. Required Actions Before Mail is Tendered to Carrier. Upon

approval to use a foreign air carrier segment, the following shall be accomplished

before mail is tendered:

C11.2.6.3.4.1. Coordinate with a carrier representative (at the origin

city) for acceptance of mail. Provide volume of mail, flight to be used, frequency of

dispatch, and city of destination.

C11.2.6.3.4.2. Request the carrier's representative at the city of

origin inform the carrier's representative at the destination city to expect receipt of

military mail and that it shall be turned over to the military postal personnel, not the

host-government postal administration. Ensure that military postal officials at the

destination city are aware that a foreign carrier will be used and appropriate

arrangements are made with a carrier representative to receive mail as soon as practical

after flight arrival.

C11.2.6.4. Ramp Transfer of Mail from U.S. Commercial Carriers to Foreign

Air Carriers

C11.2.6.4.1. A ramp transfer for military mail can only be accomplished

when the U.S. commercial carrier and foreign air carrier have agreed to the transfer.

C11.2.6.4.2. Mail manifested for ramp transfer to foreign air carriers

shall be documented from the point of origin to the point of final destination on PS

Form 2942-A, "Military Mail-AV-7 Delivery List."

C11.2.7. Dispatching Procedures and Documentation Requirements

C11.2.7.1. Documentation of Military Mail for Shipment. Mail shall be

documented for shipment per the USPS T-7 Handbook (reference (w)). Refer to

reference (w) and Chapter 3 of this Manual for instructions on the makeup, labeling, and

dispatch of military mail. Complete the air carriers irregularity report as outlined in

reference (w). Forward PS Form 2759 and 2734-B to the serving JMPA for review and

coordination with USPS and air carrier management. The JMPA's are responsible for

entering carrier irregularity data into the USPS "ON RAMP" database.

DoD 4525.6-M, August 15, 2002

268 CHAPTER 11

C11.2.7.1.1. Since FPO mail is funded separately, it shall be documented

separately from APO mail on the PS Form 2942-A, by checking the front block on the

form.

C11.2.7.1.2. Identify FPO and APO mail as follows:

C11.2.7.1.2.1. All APO mail is generated at USA and USAF postal

activities, regardless of end destination, and includes mail originating in the United

States, its territories, and possessions, then dispatched to APOs.

C11.2.7.1.2.2. All FPO mail is generated at USN and USMC postal

activities, regardless of end destination, and includes mail originating in the United

States, its territories, and possessions, then dispatched to FPOs.

C11.2.7.2. Weights of Mail

C11.2.7.2.1. Mail transported by airlift (commercial or AMC) and sealift

shall be manifested at the gross weight of each bag or outside piece (OSP). Mail shall

be manifested in kilograms, rounded to the nearest 1/10th, for commercial airlift and in

pounds for military airlift and sealift. In determining the weight of pouches, sacks, and

OSPs, round weight down to the next lower pound if it weighs 8 ounces or less. Round

weight up to the next higher pound if it weighs over 8 ounces. Servicing AMT or MCA

should advise MPOs of requirements. Individual piece weights are not required for

mail bulk weighed and containerized on direct flights.

C11.2.7.2.2. Sacked and OSP mail moved by sealift may be manifested at

the average weight factor for each piece. Cubic volume is the key to surface container

movement. Carriers, however, need weights to help in determining load factors and to

provide MTMC management information regarding cubic versus weight utilization of sea

containers.

C11.2.7.3. Return of Excess Mail Transport Equipment (MTE) - Lightweight.

Excess empty lightweight pouches and sacks shall be returned to the Unites States via

commercial air carriers, without charge to the Department of Defense or USPS.

C11.2.7.3.1. Refer to Handbook PO 502 (reference (x)) or reference (w)

for instructions on the labeling and dispatching of empty equipment. Overseas

MACOM postal representatives shall establish intra-theater mailbag depositories to

ensure the availability of empty equipment. Overseas MACOM postal commands are

responsible for the management and control of this depository. Empty equipment may

not be returned to the United States, its territories, and possessions until it is

DoD 4525.6-M, August 15, 2002

269 CHAPTER 11

determined that such equipment is not required by another postal activity in the area, or

as reserve stock at the mailbag depository. Within the theater, MCAs shall coordinate

with one another to maintain a balanced inventory.

C11.2.7.3.2. Only empty lightweight mailbag equipment may be

dispatched to the United States, its territories, and possessions by air. All other mailbag

equipment shall be returned by surface transportation. Postal activities shall make up

bundles per reference (x). Attach the PS Tag 179, "SACS Vides," to each bundle, and

manifest it, on U.S. commercial air carriers, on a separate PS Form 2942-A. Prorate

empty pouches among the U.S. carriers in proportion to their deliveries of inbound

mail. Return excess lightweight equipment to the point from which mail was tendered

to the carrier. Manifest the empty equipment consigned to commercial air carriers on

PS Form 2942-A and endorse the manifest by typing "SACS Vides - No Accounting" on

the form. Omit the manifest serial number and do not submit a copy of the manifest to

the International Air Mail Reporting Unit (IAMRU). Manifest the empty equipment

transported by AMC on DD Form 1384, "Transportation Control and Movement

Document" (see Figure C11.F1.), as air commodity code U-7 and transportation priority

TP-4.

C11.2.7.3.3. The MTMC surface contracts with U.S. flag carriers require

payment of empty equipment at gross weight. Manifest empty equipment to the United

States by surface contract on DD Form 1384.

C11.2.7.4. Return of Excess Mail Transportation Equipment (MTE) - Other.

Excess MTE, such as canvas mail sacks, flat trays, lids, letter trays, and sleeves, will be

loaded into sea-vans (20' or 40' containers) and transported back to the United States.

Load and secure the MTE properly to prevent possible damage during sailing. Postal

activities dispatching the sea-vans shall transmit an electronic message to the servicing

JMPA notifying them of contents and sailing information.

C11.2.8. Acceptance of Mail from Air Carriers. Commercial air carriers are

responsible for transporting mail between the carrier facility and the military mail

facility on the airport. If the military facility is not on the airport, mail shall be

accepted at a mutually agreed location.

C11.2.8.1. Receipt from a U.S. Commercial Carrier

C11.2.8.1.1. Coordinate closely with air carriers to ensure all mail

carried on the flight is received. This requires periodic checks of the carrier's

warehouse and staging areas.

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270 CHAPTER 11

C11.2.8.1.2. When mail is over-carried (carried beyond off-load point),

removed (off-loaded short of destination), or the carrier fails to transfer, fails to load,

or loads in error, the following steps shall be taken to ensure prompt movement to the

end destination:

C11.2.8.1.2.1. When the carrier's (who committed the irregularity)

schedule permits prompt redispatch, mail shall be retained in the carrier's custody for

transport to the proper destination. When mail is intercepted from a carrier for one of

the reasons stated above and tendered to another U.S. carrier, tender the mail on a new

PS Form 2942-A. Do not arbitrarily remove backlogged mail from air carriers.

Judgment may dictate it is more logical, cost effective, and expedient to allow the

carrier to retain it. Do not tender any additional mail until they have cleared their

backlog. Mail shall be delivered to a second carrier only when:

C11.2.8.1.2.1.1. The Express, First-Class, Priority, and MOM

mail is or will be delayed more than 24 hours.

C11.2.8.1.2.1.2. The SAM is or will be delayed more than 48

hours.

C11.2.8.1.2.2. When dispatching mail on a second carrier, prepare a

PS Form 2734-B, Air Transportation Pay and Routing Adjustment (International and

Military Mail). Fill out only the "Take Away" portion of the PS Form 2734-B and leave

the "New Carrier" portion blank to preclude double payment. Complete a new PS Form

2942-A (AV-7) for the second carrier. Make distribution of the PS Form 2734-B in the

following manner:

C11.2.8.1.2.2.1. Copy 1 -- Foreman -- IAMRU-Dulles Airport

(NOTE: Attach your new AV-7 IAMRU copy to this PS Form 2734-B copy).

C11.2.8.1.2.2.2. Copy 2 -- Losing carrier.

C11.2.8.1.2.2.3. Copy 3 -- Gaining carrier.

C11.2.8.1.2.2.4. Copy 4 -- Your record copy.

C11.2.8.1.2.2.5. Prepare a postal net alert (PNA). See

paragraph C11.2.9.

C11.2.8.2. Receipt from a Foreign Air Carrier

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271 CHAPTER 11

C11.2.8.2.1. PS Form 2942-A. Use the PS Form 2942-A to document

mail carried by commercial air carriers. Postal personnel shall receipt for incoming

mail by signing the carrier's copies of the PS Form 2942-A accompanying the

shipment. Overages, shortages, damages, and other irregularities shall be annotated on

all copies of the document before receipting for the shipment. The PS Form 2759-M,

"Report of Irregular Handling of Military Mail," should document the irregularity.

C11.2.8.2.2. Over or Short Shipments

C11.2.8.2.2.1. Miscount at the point of dispatch frequently causes

over or short shipments. When receiving mail from a foreign air carrier, annotate the

PS Form 2942-A to reflect the overage or shortage. If the overage or shortage does

not exceed 10 percent of the total dispatch, consider it a miscount and notify

appropriate organizations. See paragraph C11.2.9.

C11.2.8.2.2.2. If shortages exceed 10 percent or are of a recurring

nature, regardless of the percentage, request the air carrier to locate missing mail to

clear the discrepancy.

C11.2.8.2.2.3. All cases involving short shipments to mobile units

shall be reported by message to the serving JMPA for initiation of tracer action.

C11.2.8.2.2.4. If a dispatch is received by a postal activity in error,

return the mail to the original carrier for transport to proper destination. If the carrier

is not able to transport the mail to the final destination, postal personnel responsible

for monitoring mail movement should prepare PS Form 2734-B and follow instructions

in subparagraph C11.2.8.1.2.

C11.2.8.2.3. Interception and Erroneous Off-load. When mail is

"removed in error" or turned in at an intermediate point, due to weather conditions,

missed connections, mechanical failures, or to accommodate higher priority mail,

prepare a PS Form 2734-B, and dispatch per reference (w).

C11.2.9. Reporting Procedures and Requirements

C11.2.9.1. Reports Required. Three different reports are used to collect and

report information required for mail transportation management. These reports are:

C11.2.9.1.1. Postal Net Alert (PNA) reports mail movement

irregularities.

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272 CHAPTER 11

C11.2.9.1.2. Daily Status Report (DAYSTAT) reports mail movement

only during holiday and special situations.

C11.2.9.1.3. Holiday Volume (HOLVOL) Report reports daily mail

volume.

C11.2.9.1.4. The reports required by this publication are exempt from

licensing in accordance with paragraph C4.4.2. of DoD 8910.1-M (reference (f)).

C11.2.9.2. Postal Net Alert (PNA)

C1.2.9.2.1. Purpose. The PNA is submitted by message or e-mail

between postal activities providing immediate status on problems with mail movement

within the MPS. The PNA should attempt to identify responsibility for the error. It

provides information on matters directly affecting mail movement, such as strikes,

carriers holding mail, weather, nonreceipt of Registered mail on designated flights,

dispatches on unusual airlines routes, flight cancellations, missed connections, carrier

schedule changes, or civil disturbances that could result in mail delays. The PNA is a

key management information report used by the MPS operators and managers to

communicate time-sensitive information so operators can react to changes and

problems in mail movement. It is the link between dispatching, intermediate, and

receiving postal activities, and is one of the building blocks of a coordinated integrated

mail transportation network. The PNAs involving actions for the JMPAs shall be sent

on an as-needed basis. The information contained in PNAs will help explain causes of

mail delay or report noncompliance with mail delivery standards.

C11.2.9.2.2. Contents. The PNA includes incidents that affect the

transportation or processing of mail, as well as air and surface carrier irregularities.

Items that affect mail processing include facility problems and mechanical

breakdowns. Include the pertinent information required to properly inform the receiver

of the message. The PNA message or e-mail will include the following information:

C11.2.9.2.2.1. Incident.

C11.2.9.2.2.2. Date of Incident.

C11.2.9.2.2.3. Origin of Mail.

C11.2.9.2.2.4. Transit Point.

C11.2.9.2.2.5. Destination of Mail.

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273 CHAPTER 11

C11.2.9.2.2.6. Carriers and Flight Numbers.

C11.2.9.2.2.7. Class of Mail.

C11.2.9.2.2.8. Narrative.

C11.2.9.2.2.9. Bar Code Information.

C11.2.9.2.2.10. Slide Label Date.

C11.2.9.2.2.11. Number of pieces and weight.

C11.2.9.2.2.12. Corrective action taken or recommended.

C11.2.9.2.3. Who Reports. Use of a PNA message or e-mail is

encouraged at all postal operational levels. Postal activities that dispatch and receive

mail shall also use the PNA to respond to intra- or inter-theater mail problems. They

need not include the JMPAs or MPSA as addressees when information is of distinct

local interest only and has no bearing on mail to and from the United States.

C11.2.9.2.4. PNA Receivers. PNAs shall be transmitted only to those

postal activities with a need to know and who are affected by the information in the

PNA. The use of broad Address Indicator Groups (AIGs) is normally not efficient

since they overload the system with too much data and defeat the purpose of the PNA.

However, postal activities shall send appropriate information copies of the PNAs to the

servicing JMPA and MPSA-TR when the subject affects mail en route to and from the

United States, its territories, and possessions on an airline or AMC. Consider activities

and headquarters of other Military Departments whose mail is involved. Even though

the MPSA and JMPA are info addressees, they will take appropriate action when the

PNA identifies an obvious problem in the United States, its territories, and possessions.

C11.2.9.2.5. Message Precedence. If submitting a PNA by electronic

message use the following precedence guidelines:

C11.2.9.2.5.1. ROUTINE (RR). Use when the receiver shall act on

the information within 24 hours.

C11.2.9.2.5.2. PRIORITY (PP). Use when the receiver shall act on

the information within 12-24 hours to preclude significant mail delay. Info addresses

normally are ROUTINE precedence.

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274 CHAPTER 11

C11.2.9.2.5.3. IMMEDIATE (OO). Use when the receiver shall act

on the information within 12 hours to prevent significant mail delay. Info addressees

shall never be IMMEDIATE precedence.

C11.2.9.2.6. Local PNAs. The PNAs between local postal activities need

not follow a specific format unless MACOMs direct.

C11.2.9.2.7. Reasons to generate a PNA include (but are not limited to):

C11.2.9.2.7.1. When a decision to generate a PS Form 2759-M

write-up is important enough to generate a PNA.

C11.2.9.2.7.2. When carrier backlogs obviously affect mail

delivery. An isolated case might seem insignificant to the local facility; however, a

number of like instances by the same carrier could show a trend.

C11.2.9.2.7.3. When the carrier's operations affect mail movement

(airport delivery, careless handling, unusual demands, security, etc.).

C11.2.9.2.7.4. When changes in flight operating times, cause

cancellations and delays.

C11.2.9.2.7.5. When changes in dispatches will affect down-line

operations, such as:

C11.2.9.2.7.5.1. No dispatch of mail.

C11.2.9.2.7.5.2. Diversion of mail to AMC.

C11.2.9.1.7.5.3. Use of special (unusual) transfers of mail

(include en route MCAs and destination activities).

C11.2.9.1.7.5.4. Use of one-time or short-duration special

arrangements (include en route MCAs and destination activities).

C11.2.9.1.7.5.5. Interception of mail on one carrier and

redispatch on another.

C11.2.9.1.7.5.6. When irregularities or problems occur that

affect current or future dispatches, such as improper labeling and tagging, airport

closures, loading and off-loading errors, changes in airline abilities to make transfers,

DoD 4525.6-M, August 15, 2002

275 CHAPTER 11

last minute flight schedule changes, unsuccessful airline transfers, airline strikes, and

host-country post office strikes. Missed transfers, tagging and labeling irregularities

shall always be reported to en route, destination and origin activities.

C11.2.9.2.8. Report the volume (by piece count and weight, or number of

containers) of Priority mail delayed more than 24 hours beyond normal dispatch time,

and SAM beyond 48 hours.

C11.2.9.3. Daily Status Report (DAYSTAT)

C11.2.9.3.1. Purpose. The DAYSTAT reports mail movement status at,

from, to, and through all key locations during surge volume operations to concerned and

applicable postal activities.

C11.2.9.3.2. Content. This report provides a snapshot of the mail

situations at a specific location at any given time, as well as a 24-48 hour projection of

carrier lift capability. It includes the status of air transportation, mail processing, and

other factors that could affect mail movement.

C11.2.9.3.3. Who Reports? All MPS activities that tender mail to a

commercial air carrier or AMC. The MACOMs may request a waiver of DAYSTAT

reporting for certain locations.

C11.2.9.3.4. Receivers

C11.2.9.3.4.1. Send "ACTION" reports to activities that (in the

sender's judgement) need the information to work a problem. If the DAYSTAT contains

only information, send it as "ACTION" to the MPSA-TR. Be sure to consider sending

"ACTION/INFO" reports to activities or HQs of other Services whose mail is involved.

C11.2.9.3.4.2. Send "INFO" reports to other theater activities that the

MACOM determines. Send "INFO" reports to activities that do not work the problem or

need to plan for the unexpected receipt of mail or nonreceipt of expected mail, which

may, however, need to know the information.

C11.2.9.3.4.3. Send "INFO" reports to MPSA-TR and the servicing

JMPA.

C11.2.9.3.4.4. When a JMPA originates the report, send an "ACTION"

copy to MPSA-TR, and info copies as necessary to the appropriate field units.

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276 CHAPTER 11

C11.2.9.3.5. Occasion for Reporting. Report DAYSTATs when

necessary. The report gives larger dispatching activities the opportunity, during

high-volume periods, to combine what would be several PNAs on different subjects into

one message by including all subjects. Be sure to include all appropriate addressees on

the one message.

C11.2.9.3.6. Submission. Submit DAYSTATs with the precedence

necessary, as determined by subject and time frame in which addressees need to react.

Specific action addressees may be at IMMEDIATE precedence if they need to react in

1-12 hours. Do not put non-essential addresses at IMMEDIATE precedence. The

subject line will be: SUBJECT: DAYSTAT FROM (insert your geographical location,

MPO number and date of report).

C11.2.9.3.7. Format of the DAYSTAT Report

C11.2.9.3.7.1. Paragraph 1- MOVEMENT STATUS/IRREGULAR

OPERATIONS. Include information concerning mail that the air carriers cannot accept,

backlogged mail in commercial or AMC possession, slide label dates, categories, and

destination. Also include irregular operations (intercepted transfers, use of

nontraditional routing, use of unusual en route transfer points, dispatch to an activity not

normally used, or manifest on a rarely used airline).

C11.2.9.3.7.2. Paragraph 2 - LOCAL CONDITIONS/PROBLEMS.

Describe strikes, weather, and cancellations.

C11.2.9.3.7.3. Paragraph 3 - GENERAL ASSESSMENT. Reserve

this space for the assessment of the senior postal representative on site. Do not

reiterate the above information, unless there is a special feeling or fact needed to

convey a better assessment of the situation.

C11.2.9.4. Holiday Volume Report (HOLVOL)

C11.2.9.4.1. Purpose. The HOLVOL provides statistical data to support

long-range planning for transportation of military mail during mail peaks (usually

holidays).

C11.2.9.4.2. Contents. The HOLVOL contains a compilation of mail

volume for each carrier, over each route segment, for each week of the defined period.

This data is reported separately for MOM and Priority mail (combined) and for surface

mail.

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C11.2.9.4.3. Who Reports to Whom

C11.2.9.4.3.1. The JMPAs report CONUS origin mail to MPSA-TR,

info MACOMs.

C11.2.9.4.3.2. The MCAs report theater origin mail to MPSA-TR,

and info the servicing JMPAs, MACOMs.

C11.2.9.4.4. Occasion for Reporting

C11.2.9.4.4.1. Mail volume data for air-eligible mail will cover

0001 Saturdays through 2400 Fridays. First HOLVOL report period starts the first

Saturday in November. It ends the first Friday in January. Send by electronic means

and mail hard copy NLT 5-working days following closeout.

C11.2.9.4.4.2. For ocean transport volume data, enter estimated

(converted) weight in pounds. Reports will (JMPAs only) start 1 October and end 7

December.

C11.2.9.4.5. Format

C11.2.9.4.5.1. Surface mail report (JMPAs only) will be based on

weekly vessel departures and submitted along with air volume reports by week.

C11.2.9.4.5.2. Mail Category. Submit individual sheets for

EXPRESS/PRI/MOM (combine the volumes), SAM, UPSAM, and surface.

C11.2.9.4.5.3. Segment. Origin or destination airport codes if

transfer is not involved; origin, transfer point and destination airport codes, if transfer is

involved.

C11.2.9.4.5.4. Carrier. If using a single carrier, indicate the carrier's

three-letter code. If two carriers (transfer) are involved, indicate both carriers' codes.

C11.2.9.4.5.5. Volume. For air-eligible mail, show weight in

kilograms and round off to nearest even kilo. For ocean mail, enter weight in pounds.

C11.3. CARRIER IRREGULARITIES AND REPORTING PROCEDURES

C11.3.1. Definition of Reportable Irregularities. See reference (w).

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C11.3.2. Non-reportable Irregularities. Although non-reportable irregularities are

not documented on air carriers, notify MACOM and affected postal activities of any

service impacts.

C11.3.2.1. Over-carries due to weather.

C11.3.2.2. Over-carries due to emergency airfield conditions (i.e., aircraft

accident, hostile fire, or airfield closure).

C11.3.2.3. Aircraft mechanical failures.

C11.3.2.4. Off-loads at wrong destinations caused by improper routing or

labeling by the dispatching postal activity.

C11.3.2.5. Flight delays of less than 30 minutes, and delays over 30 minutes

when the carrier provides advance notice and a reasonable explanation.

C11.3.3. Reporting Irregularities

C11.3.3.1. The U.S. Commercial Air Carriers. See reference (w).

C11.3.3.2. Foreign Air Carriers. See reference (w).

C11.3.3.3. Military Aircraft Errors. When irregularities exist and AMC is

carrying the mail, use the following procedures:

C11.3.3.3.1. If mail is transported from the United States, its territories,

and possessions to an overseas destination, the irregularity shall be reported by

electrical message to the servicing JMPA. Include a concise statement reporting the

nature of the error, actions taken to correct the error, and recommended actions to the

JMPA to preclude a recurring irregularity.

C11.3.3.3.2. Irregularities occurring in dispatches originating in overseas

areas shall be reported to the appropriate dispatching activity.

C11.3.4. Meetings with Carrier Officials. The overseas command responsible for

an AMT, FMC, or other location that acts as an air hub conducts meetings with air

carrier representatives to discuss and resolve problems of mutual concern at least

quarterly.

C11.4. SECURITY OF MAIL

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C11.4.1. Mail Security at Overseas Terminals

C11.4.1.1. Postal activities and carriers shall protect the mail from loss, theft,

tampering, damage, and compromise during all phases of processing and transportation.

Though commercial carriers are required to provide security at overseas terminals, the

Military Departments retains basic security responsibilities. If mail has been tendered

to a carrier and the flight is delayed or canceled, the carrier is responsible for

contacting the nearest U.S. military postal activity for disposition of the mail tendered

to them.

C11.4.1.2. If carriers cannot provide adequate security, mail may not be left in

their custody. Do not tender mail to air carriers that cannot guarantee mail security.

C11.4.2. Security of Mail Vehicles

C11.4.2.1. Postal activities shall use a closed-body vehicle equipped with

lockable doors to transport mail between postal activities or carrier facilities on or off

the installation. If the vehicle driver is not a designated postal clerk and has a key or

combination to the lock used to secure the vehicle, the postal clerk shall affix a tin-band

seal (PS Item 0-817 A or C) to the secured doors to maintain integrity of the shipment.

If a designated clerk serves as a mail guard and accompanies the shipment, or if the

vehicle driver does not have access to the key or lock combination, a tin-band seal is

not required. However, a tin-band seal is mandatory for all shipments involving

Registered mail dispatched by sealed closed-body vehicles. See Chapter 9. Use the

following procedures when tin-band seals are required:

C11.4.2.1.1. The dispatching postal activity shall enter the seal number on

the dispatch document, DD Form 1372, "Mail Manifest," DD Form 1384, or OPNAV

Form 5110/9.

C11.4.2.1.2. The receiving activity shall remove the seal after verifying

the number, as shown on the dispatch document.

C11.4.2.1.3. The driver or mail guard shall not affix or remove seals

under any circumstances. Postal clerks can affix or remove seals.

C11.4.2.1.4. In the case of multiple stops, each postal activity shall verify

the seal number, prepare a new dispatch document, and lock and reseal the vehicle

before each subsequent dispatch.

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C11.4.2.2. If each postal activity shall use an open-body type vehicle, a guard

shall ride in the truck body with the mail, if practical, except when only secured pallets

or igloos are transported by open vehicles. The mail shall be protected from falling

from the vehicle, and from the elements (inclement weather).

C11.4.2.3. If the guard is unable to ride in the body of an open truck, the guard

shall be in a position to maintain visual contact with the mail at all times.

C11.4.2.4. The clerk shall exercise extreme care to ensure vehicle doors are

secure and will not open in transit. Avoid using vehicles with worn door latches that

prevent doors from closing securely. If the postal activity shall use such vehicles, put

bars across the door at the top and bottom to keep the doors from opening.

C11.4.3. Use of Cargo Containers

C11.4.3.1. Postal activities shall use sea-van containers for dispatching mail

via sealift between the United States, its territories, or possessions, and overseas areas

to provide security, eliminate unnecessary handling of mail, and promote movement of

mail as far forward as volume generation and scheduling will permit.

C11.4.3.2. Postal activities using sea-van containers for dispatching mail shall

properly secure the doors of the container with a numbered tin-band seal and heavy

gauge wire, tightly twisted and clipped off close to the end of the twist. When using a

stop-off service, the unloading activity at each stop shall reseal the container. See

subparagraph C11.4.2.1.4. The postal activity shall note the number of the seal on the

DD Form 1384 (see Figures C11.F2. through C11.F3.), in Item 21, "Remarks" column,

and on the message to the servicing JMPA. See subparagraph C11.4.3.3., below. The

DD Form 1384 shall be placed inside each container to enable the next unloading

activity to compare seal numbers used to determine if anyone opened the container en

route.

C11.4.3.3. Postal activities receiving sea-vans shall report receipts of the vans

and their contents by e-mail or message to the servicing JMPA immediately after

unloading is complete.

C11.4.4. Recovery of Mail from Accidents. When an accident or other

catastrophe occurs while mail is being transported, the postal activity nearest the scene

or a designated military postal representative shall:

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C11.4.4.1. Coordinate the recovery of mail with appropriate authorities. They

shall assist in mail recovery operations, and if allowed, return the mail to postal

channels as quickly as possible.

C11.4.4.2. Report the incident to MPSA immediately. If the mail has been

destroyed or will be excessively delayed, provide an information copy to the servicing

JMPA.

C11.4.4.3. Ensure that the accident area is searched, and recover all mail, mail

equipment, and mail fragments. The designated postal representative shall make prior

arrangements to gain access and approval necessary to enter the accident scene.

C11.4.4.4. Determine the extent of loss or damage to mail. If the

information is not available from a manifest, send messages to all terminals through

which the carrier operated to obtain the total makeup of the mail on board.

C11.4.4.5. Redispatch undamaged mail to the proper destination.

C11.4.4.6. Redispatch damaged but deliverable mail and ensure undeliverable

mail is handled. See Chapter 3.

C11.4.4.7. Destroy undeliverable mail of no obvious value per the DMM

F010 (reference (o)). Forward all undeliverable mail of obvious value to the

appropriate Mail Recovery Center.

C11.4.4.8. Notify patrons, through the daily bulletin or other news media, of

the damage or loss of mail. Provide patrons with instructions for processing claims.

C11.4.4.9. Report facts to dispatching activities whose Registered mail was

lost. The activities shall inform individual mailers of the loss. Written reports shall

include specific comments on the prospects for later recovery and the possibility of

compromise of any classified material.

C11.4.4.10. Submit an interim report of the incident to MPSA by message or

letter, every 15 days subsequent to the accident and until final disposition of all mail.

C11.5. MAIL ROUTING FOR MOBILE OR DEPLOYED UNITS

C11.5.1. General

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C11.5.1.1. The principles and procedures for moving mail to fixed and mobile

units are basically the same. The USPS or overseas MPS activities arrange

transportation from the appropriate U.S. or overseas gateways to the destination. The

routing differences are related to the time-sensitive nature of mail destined for mobile

or deployed units and the distant and isolated geographical locations serving mobile or

deployed units. Service to mobile units requires careful planning of transportation

routes and carrier schedules and intensive monitoring by dispatching and receiving

activities.

C11.5.1.2. When delivering mail to mobile units, it is necessary to

pre-position mail in advance of the arrival of these units near an existing U.S. activity;

i.e., U.S. Embassy, U.S. Consulate, MPS activity, etc. The UPU Manual for the Postal

Convention (reference (ap)) Article 66 permits commanding officers of naval

commands or warships to exchange closed mails with post offices of UPU member

nations. The following procedures and requirements apply:

C11.5.1.2.1. Deliver closed-mail dispatches, except Registered mail, to

the local postmaster, postal administration, or air carrier, as appropriate, in any UPU

member country, and request mail be transmitted to a representative of the United

States.

C11.5.1.2.2. The UPU, Article 169 (reference (ap)), requires slide labels

of pouches delivered to the postmaster to clearly indicate the name and nationality of

the ship, the name of the port from which the mail was dispatched, and the city and

country to which the mail is to be forwarded.

C11.5.1.2.3. Utilize U.S. carriers when available. If they are not

available, dispatch mail through the host-country postal administration in accordance

with the UPU Article 66 (reference (ap)) for movement of First-Class, Priority, and

MOM. If foreign air carriers are utilized to transport U.S. mail the Naval area mail

coordinator will advise MPSA-TR via message of foreign air carrier used, date, flight

number, pieces and weight dispatched. Movement of Registered mail by foreign air

carriers is not authorized.

C11.5.1.2.4. When necessary, and on a case-by-case basis, SAM may be

upgraded if it cannot be moved in time to meet scheduled port call date of the mobile

unit. As a general rule, retrograde SAM originating from a mobile unit may not be

upgraded. Contact the servicing JMPA or local Naval Area Mail Coordinator for

routing instructions if mail arrives after ship departure.

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C11.5.2. Responsibilities

C11.5.2.1. The JMPAs. The JMPAs are responsible for providing information

to the USPS for the timely routing of mail to all MPS activities for both fixed and

mobile units. The JMPAs and the District Management Offices (DMOs) develop

dispatch schemes and plans to move the mail to final destinations within the desired

delivery window based on routing information provided by commanders. The JMPAs

will make arrangements for units whose movement and location is classified.

C11.5.2.2. Commanders of Mobile Units

C11.5.2.2.1. Operational commanders of mobile units shall provide,

through designated Military Department components when appropriate, mail routing

information to the JMPAs in a format similar to, but not limited to, the outline in

Figures C11.F4. and C11.F5. Commanders shall submit Mail Routing Instruction

(MRI) message notifications as far in advance as possible, preferably 10 days before

movement. Submit updated MRIs promptly whenever changes in schedules occur. If

the exact estimated time of departure (ETD) is not known, simply state "until further

notice" (UFN) rather than an ETD. Update the MRI when the departure date is known.

Send all MRI action addressees a message with PRIORITY precedence, and send

information addressees ROUTINE messages. Commands shall include embarked units

in their MRIs. Commands or units shall also provide MRIs when embarking or

debarking a ship. Use unit codes, box numbers, and complete ZIP Codes.

C11.5.2.2.2. Additional instructions for completing MRI messages follow:

C11.5.2.2.2.1. Aircraft carrier's MRI should include periods and

locations when the ship is conducting carrier-on-board-delivery separately from actual

in-port dates.

C11.5.2.2.2.2. When updating an MRI, cancel the previous MRI. Do

not make modifications to MRIs, and number each MRI sequentially and Begin with 1 at

the beginning of each calendar year.

C11.5.2.2.2.3. The information shown in Figure C11.F4. paragraph 3,

shall include dates when the unit is operating with a ship and wishes to have its mail

routed to that unit for further transfer (FFT).

C11.5.2.2.2.4. All ships and locations, which will be handling mail,

shall be included as information addressees.

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C11.5.2.2.3. Responsible commanders shall establish close liaison

between the postal officer and air operations, to ensure timely and accurate processing

of mail routing instructions.

C11.5.2.3. The FMCs, AMTs, and MPOs. These activities shall support

movement of mail to and from mobile units and dispatch mail per mail routing

information from commanders of the mobile units and the servicing JMPAs. The

dispatching office shall carefully plan cut-off dates for the various classes of mail and

base the dates on the transportation available, transit times, and special conditions

affecting mail delivery. Close coordination between mobile units and supporting fixed

MPS activities is necessary.

C11.5.2.4. Naval Area Mail Coordinators. Major naval commands may

designate area mail coordinators to be responsible for issuing and coordinating

intra-theater routing for mobile units in their respective areas. Routes mail to the

MPO nearest the known operating area that can affect delivery to the ship or unit. The

area mail coordinator shall advise the servicing JMPA of all mail changes, in case mail

can be delivered more quickly by routing to a different mail distribution point.

C11.5.2.5. The MPS Activities. If mail is received addressed to units for

which MPS activities have no routing information, and for which the information cannot

be obtained locally, the MPS activities shall promptly request instructions via message

from the appropriate area mail routing coordinator or the servicing JMPA. Keep a

record of the action so mail movement can be traced if necessary.

C11.5.3. Special Considerations

C11.5.3.1. Cover Routing. Mail routing can indicate the general operating

area of mobile USN units. Therefore, JMPAs normally may not direct movement of

mail on receipt of mail routing information with a SECRET or TOP SECRET

classification. However, if operational commitments preclude mail routing information

at the CONFIDENTIAL or UNCLASSIFIED classification, use "Cover Routing." The

servicing JMPA or area mail routing authority shall advise, on a need-to-know basis, area

and force commanders, FMC, and AMT postal officers of special attention that shall be

given to the routing or movement of mail, based on information contained in SECRET or

TOP SECRET messages or operational orders. If the information is subsequently

duplicated in other information of lesser classification

(CONFIDENTIAL/UNCLASSIFIED), follow normal mail routing procedures, citing the

lesser classified source as the authority.

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C11.5.3.2. Coordination of Mail Routing Instructions When Mobile Units

Transfer Between Theaters of Operation. The routing of mail shall be coordinated with

the JMPAs and appropriate MPS activities whenever mobile units pass from one AOR

to another, such as from the Atlantic to the Pacific areas.

C11.5.3.2.1. When ships or units serviced through Atlantic mail channels

transfer to the Pacific, or vice versa, the commanding officers of the ship or task force

shall notify both JMPAs. The commander shall furnish information to all commands

that need the information to preclude disruption in mail service.

C11.5.3.2.2. Routing changes shall be issued as far in advance of the

effective date as possible. This does not preclude dispatching activities from making

one-time or short-term dispatches to ships in another area when required in support of

the assigned mission.

C11.5.4. Routing for Ships Controlled by Military Sealift Command. Mail routing

for ships afloat under the control of the MSC shall be done in the same manner as the

routing for the regular fleet.

C11.5.5. Routing for Foreign Naval Ships

C11.5.5.1. Ships transferred to a foreign government under Military

Assistance Programs may use the FPO system (FPO AA, AE, AP) addresses and receive

mail in the same manner as USN units while the units are in U.S. waters or en route to

the foreign government's homeport.

C11.5.5.2. Other allied units participating in U.S. maneuvers or operating in

U.S. waters may be authorized to use the facilities of the MPS for receiving closed mail

on request, provided that the mail is transported at the requesting country's expense.

C11.5.5.3. Other foreign ships operating with U.S. Armed Forces or in U.S.

waters shall normally use international mail service per UPU Articles 66 and 163

(reference (ap)). When routing service is discontinued, the JMPA shall advise the ship

concerned to make arrangement with its home country for the routing of mail and will

ask the vessel to advise what should be done with mail subsequently received through

MPS channels.

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286 CHAPTER 11

C11.5.6. Special Intra-Theater Mail Routing for NATO Armed Forces. The NATO

intra-theater MPS activities are responsible for supporting Standing NATO Agreement

(STANAG) 2109, reference (aq), which provides for cross-servicing of military support

to NATO Armed Forces when under the command of the Supreme Allied Commander

Europe (SACEUR), and when such units are integrated as battle units.

Figure C11.F1. DD Form 1384

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Figure C11.F2. DD Form 1384 for Sealing Sea-Van Containers

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288 CHAPTER 11

Figure C11.F3. DMS Container Dispatch Report Message

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Figure C11.F4. DMS Aircraft Carrier Mail Routing Instruction Message

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Figure C11.F5. DMS Ships Operating with CV/CVN Mail Routing Message

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291 CHAPTER 11

C12. CHAPTER 12

AUDITS AND INSPECTIONS

C12.1. PURPOSE

This Chapter establishes standardized procedures for audits of postal effects in the

hands or control of a designated Postal Clerk (PC), Custodian of Postal Effects

(COPE), or Postal Finance Officer (PFO). It also establishes standard procedures for

inspecting Military Post Offices (MPOs), Postal Service Centers (PSCs), Community

or Consolidated Mail Rooms (CMRs), and Unit Mail Rooms (UMRs) for compliance

with existing regulatory documents and agreements.

C12.2. GENERAL

C12.2.1. Audits and inspections are management tools designed to ensure the

administration of the MPS per established policies, procedures, and agreements. The

Military Postal Service Agency (MPSA) requirements outlined in this Chapter are the

minimum Department of Defense (DoD) standards per USPS Publication 38 (reference

(g)). Each command element monitors and complies with audit and inspection

requirements. Military Department components and responsible commanders may

establish more frequent audits and inspections.

C12.2.2. The MPSA coordinates DoD-level postal inspection requirements with

the DoD Components and USPS to take full advantage of available audit and security

expertise. The MPSA requests this assistance as needed. In developing audit and

inspection programs, responsible commanders request support from local military

resources that can meet their needs most effectively (for example, military police for

security recommendations and military investigative agencies for criminal detection

techniques).

C12.2.3. In geographical areas where one Military Department is the predominant

element, that Military Department may provide inspection and audit support for the

other Military Department elements in the area, when requested by those elements.

Responsible commanders at all levels shall review their activities and resources and

coordinate requirements with the other Military Departments. Responsible

commanders shall develop cross-inspections and audit agreements with the

understanding that the overall responsibility for these functions remains with the

Military Department element that has jurisdiction over the unit visited.

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C12.2.4. Each MACOM is responsible for examining its own overall inspection

program, to avoid duplication of expenditures and effort.

C12.3. AUDITS

C12.3.1. General. The USPS-DoD Postal Agreement requires periodic audits of

postal accounts advanced by the USPS to ensure these accounts are protected at all

times.

C12.3.2. Personnel Authorized to Conduct Audits. The following are authorized

to conduct audits:

C12.3.2.1. PFOs.

C12.3.2.2. COPEs/Finance Supervisors.

C12.3.2.3. MPO supervisors.

C12.3.2.4. Responsible commanders.

C12.3.2.5. Postal officers.

C12.3.2.6. USPS representatives of the Postmaster General.

C12.3.2.7. Military Department or MACOM Inspector General (IG) teams.

C12.3.2.8. Department of Defense and Military Department audit agencies,

including the Monies Audit Board members.

C12.3.2.9. Persons whose duties are of an investigative nature, when

authorized by the responsible commander or the USPS for a specific purpose.

C12.3.2.10. A disinterested officer or non-commissioned officer (NCO)

appointed by the responsible commander.

C12.3.2.11. MPSA personnel.

C12.3.2.12. Postal assistance advisors; or

C12.3.2.13. Audit and inspection personnel designated by MACOMs.

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C12.3.3. General Audit Rules

C12.3.3.1. Conduct audits at unscheduled and unannounced times.

C12.3.3.2. The person audited shall be present during the audit. In case of

absence (i.e., Absent Without Leave (AWOL), Unauthorized Absence (UA), illness,

etc.), another person shall act as a witness in that person's behalf.

C12.3.3.3. Do not exchange funds or stocks between accounts during the audit.

C12.3.3.4. When MO, postage stamp stock, and postage meter accounts are in

the possession of one person, audit and balance each account separately. However,

audit all the accounts at the same time. Where commingling of MO, meter, and stamp

funds has been authorized (see Chapter 8), audit the accounts in this order: MO funds

first, meter second, and stamp stock third. Account for all overages or shortages in the

stamp stock account. For MPOs utilizing the Unisys III and its transmission

capabilities, the account is audited as an entity.

C12.3.3.5. During an audit, clerks may not use the account to transact

business of any sort.

C12.3.3.6. Personnel conducting the audit shall not have unescorted access to

the account being audited prior to the audit.

C12.3.4. Audit Instructions. Persons responsible for postal effects shall show full

accountability at the time of the audit. For detailed step-by-step audit instructions, see

Tables C12.T1. through C12.T4. Complete PS Form 3294, "Cash and Stamp Stock

Count and Summary." See Figures C12.F1. through C12.F3. Figures C12.F1. and

C12.F2. depict the completed front, of PS Form 3294 for clerk, and COPE/Finance

Supervisor audits, respectively. Figure C12.F3. is the completed reverse side of PS

Form 3294 for a clerk. For MPOs using the Unisys III system, audits will be conducted

using PS Form 3294. For detailed instructions, see Table C12.T1 - C12.T2.

C12.3.5. Audit Schedules Under Normal Operating Conditions

C12.3.5.1. All working accounts shall be audited at least once monthly.

Normally, responsible commanders or their designated representatives, postal officers,

and MPO supervisors shall conduct these audits. It is recommended that newly

assigned finance clerk accounts be audited weekly for the first 30 days.

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C12.3.5.2. Responsible commanders or their designated representative, postal

officers or MPO supervisors shall audit the COPE/Finance Supervisor quarterly.

C12.3.5.3. At one-person MPOs or units, audit all accounts in possession of

the clerk at least monthly. If needed, the host activity or another MPO supervisor or

postal officer may be requested to perform the audit. Letters of request shall include

necessary instructions and forms. Appoint the auditor by letter or memorandum.

Parent MPOs will ensure the host base representative audits those MAOs or UMRs

with parent-extended fixed/flexible credits monthly. Maintain a copy of designation

letters at the parent MPO and provide a copy to the MAO or UMR. File a copy of the

audit form at the MAO or UMR and parent MPO.

C12.3.5.4. The MACOM postal representatives or their designees shall

conduct annual audits of COPEs and PFOs within their command as part of the

inspection requirements. See paragraph C12.4.3. Audits performed by Military

Department and MACOM IGs, the MPSA, the USPS, and the DoD and Military

Department audit agencies satisfy this requirement. Before auditing the COPE/Finance

Supervisor account, communication shall be established with the district offices

(NY/SFO) to verify the most recent closing balance from the last Form 1412 on file at

the General Accounting Office.

C12.3.5.5. Whenever a higher echelon of command or an agency (see

paragraph C12.3.2.) conducts an audit, it will satisfy the audit requirement for that time

frame. For instance, if a MACOM audits a window sales account, that audit will satisfy

the monthly requirement. See subparagraph C12.3.5.1.

C12.3.6. Special Audits

C12.3.6.1. When changing COPEs/Finance Supervisor, conduct the audit

jointly with the incoming and outgoing COPEs and include the number and identity of

the USPS accountable items, MOs, stamp stock accounts, and postage meter accounts.

If a reserve custodian maintains a portion of the stock, they shall participate in the audit.

C12.3.6.2. When the accountable person is UA, AWOL, missing, deceased,

hospitalized, confined by civilian or military authority, or reassigned, audit all accounts

for which the person is responsible.

C12.3.6.3. Following combat, theft, or natural disaster situations, audit all

accountable equipment and effects.

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C12.3.6.4. Upon finding unsealed duplicate key or combination envelopes,

audit the account to which they pertain.

C12.3.6.5. Conduct an audit as part of an investigation involving a possible

depredation of postal effects.

C12.3.7. Fixed/Flexible Credit Tolerance Limits. Tolerance limits apply only to

fixed and flexible credits of window clerks conducting financial transactions with

patrons. The tolerance for clerk flexible account is one (1) percent of the closing

balance. The PFOs, COPEs/Finance Supervisors, reserve custodians, and custodians of

filler stocks are not allowed a tolerance. Fixed credit tolerances "plus" or "minus" are as

follows:

C12.3.7.1. $300 or less - $2.

C12.3.7.2. $300.01 through $1,000 - $10.

C12.3.7.3. $1,000.01 through $5,000 - $20.

C12.3.7.4. $5,000.01 and above - $40.

C12.3.7.5. Fixed or Flexible credits being withdrawn - 0.

C12.3.7.6. Stamp Vending Accounts - $20.

C12.3.8. Recording Audits. Maintain a record of audits on PS Form 3368, "Stamp

Credit Examination Record." See Figure C12.F4. Count and document in transit

requisitions in the "Remarks" section of PS Form 3368. Auditors shall monitor these

records. At the responsible Commander's discretion personnel may be relieved if they

consistently show excessive overages or shortages from duties that involve the handling

of postal effects.

C12.3.9. Audit Results. Carry overages and shortages forward that are within the

tolerance limits. See paragraph C12.3.7. Dispose of overages and shortages in excess

of the tolerance limits as follows:

C12.3.9.1. Fixed/Flexible Credit Accounts Overage and Shortages

C12.3.9.1.1. For fixed credit accounts, the auditor shall collect the entire

amount of the overage, to include the tolerance, the auditor will prepare a PS Form

1096, "Receipt," in duplicate; giving the clerk the original and retaining the copy for their

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records. The auditor will submit the overage to the COPE with the PS Form 1096.

File a copy of the PS Form 3294, annotated with the check number under which

remitted, with the duplicate copy of the PS Form 1096. Remit overages when

submitting the next PS Form 1412-B, "Daily Financial Report." See Chapter 6. If the

PFO's or COPE's account has an overage, the auditor shall ensure that the PFO or

COPE forwards the overage to the source of supply. COPEs will submit a letter to the

PFO when remitting account overages. The letter will include the grade and name of

account holder and the amount of overage. Also indicate action taken to verify that the

overage did not correlate to shortages in other accounts. Remit overage the next duty

day. Maintain a copy of the letter and remittance instrument (no fee MO or cashier's

check) with the clerk's PS Form 3368 (Stamp Credit Examination Record).

C12.3.9.1.2. For a clerk flexible credit accounts, the auditor will direct

the clerk to enter the entire amount of the overage, to include the tolerance, in the trust

Account Indicator Code (AIC) 057 (Employee Overage). This will generate a Form

3544, which is an accountable receipt. This receipt shall be turned in with the clerk's

Final 1412.

C12.3.9.1.3. For a COPE/Finance Supervisor flexible account, the entire

overage amount will be unit adjusted into AIC 057. A Form 3544 will not be

generated. If this overage is found in the cash portion of the account (CASH

RETAINED), then the overage will be place in AIC 068 (CASH RETAIN OVR).

C12.3.9.2. The accountable person shall replace the shortages, to include the

amount of the tolerance, at the time of the audit. If the person refuses to make

voluntary restitution or if criminal intent is suspected, see Chapter 14 for procedures.

Chapter 14 covers procedures in the event of refusal to make restitution or criminal

intent is suspected. If the source of supply agrees with the explanation, reimbursement

for the amount of the shortage will be made.

C12.3.9.3. Whenever an audit reveals an overage or shortage beyond the

tolerance limits, the auditor shall determine if other accounts belonging to personnel

assigned to that MPO, including the COPE or reserve custodian, shall be audited. The

clerk being audited may also request an audit of other accounts (excluding

geographically separated units). If an overage or shortage is revealed in another account

and the auditor, COPE, and MPO supervisor believe that a relationship between the

differences exists, an overage in one clerk's credit can be offset against a shortage in

another clerk's credit. The transfer of funds shall be documented using PS Form 1096,

(prepared and signed by the receiving clerk, and provided as a receipt to the clerk

relinquishing funds). Record this transfer in the "Remarks" section of each PS Form

3294.

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C12.3.9.4. If a shortage appears in the PFO or COPE's stamp stock account

during the transfer of an account, the outgoing PFO or COPE shall take action to

resolve the shortage before transferring the credit to the incoming PFO or COPE.

When the credit of a PFO or COPE shall be transferred while a shortage in the account

exists, refer the matter to the MPSA for resolution.

C12.3.9.5. During audits, individual credit accounts do not require an

additional audit when a shortage or overage occurs that is within the tolerance levels.

Carry these differences forward to the next audit. However, if the person being audited

requests another audit, the auditor shall comply. If the additional audit agrees with the

original audit, do not conduct additional audits.

C12.3.10. Disposition of Audit Results for a Fixed Credit Account

C12.3.10.1. The activity being audited shall keep a file copy of PS Form 3294

(the audit). File PS Form 3294, conducted in conjunction with inspections, with

inspection reports. See paragraphs C12.4.3. and C12.4.4.

C12.3.10.2. Forward a copy of the annual audits of PFO or COPEs, with

flexible accounts, to the accountable postmaster using the address element shown in

Table C6.T1. Forward a copy of all audits of the COPE to the servicing PFO. Send the

following with the audit:

C12.3.10.2.1. A copy of the PS Form 3369 (Consigned Credit Receipt)

used to establish the "Dollar Value of Account" shown on the PS Form 3294.

C12.3.10.2.2. A copy of the last PS Form 3602-PO, "Postage Collected

Through Post Office Meter," submitted to the accountable postmaster for each post

office meter in operation. This situation does not apply to meters operated at post

offices with fixed credits extended by PFOs.

C12.3.10.2.3. A copy of the last PS Form 3603, "Receipt for Postage

Meter Settings," submitted to the accountable postmaster for each customer of DoD

contract meters in operation.

C12.3.10.2.4. A copy of the last PS Form 17, "Stamp Requisition,"

reflecting blank MOs received from the accountable postmaster's paper depository.

C12.3.10.3. Upon receipt of the PS Form 3294 and accompanying

documentation (see subparagraph C12.3.10.2.), the accountable postmaster will verify

the documentation based upon the actual PS Forms 3369, 3602-PO, and 3603 received

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from the PFO or COPE, and the records maintained by the accountable postmaster's

paper depository relative to stamp stock and blank MOs shipped to the PFO or COPE.

Return the verified PS Form 3294 and accompanying documentation to the auditing

official.

C12.4. MPO INSPECTIONS

C12.4.1. Inspections. Inspect postal activities at least annually to determine if

they are performing their mission in an effective and efficient manner per established

laws, regulations, and USPS and DoD regulatory documents. Inspections shall also

measure the activity's responsiveness to problem areas, and corrective action taken on

previously noted irregularities and deficiencies. Appendix 2 provides commanders a

minimum standard to assist MPS managers in developing a viable inspection program.

C12.4.2. Focus. Focus inspections equally on three primary functional areas:

finance, operations, and service. The scope of the inspection shall cover all aspects of

each functional area including an audit and examination of the following:

C12.4.2.1. Flexible and fixed credit accounts, to include meter accounts and

Postage Validation Imprinter (PVI) accountability.

C12.4.2.1.1. PS Form 3533,"(Application and Voucher for Refund of

Postage and Fees."

C12.4.2.1.2. Unit 1412 or PS Form 1412-A.

C12.4.2.1.3. Clerks' Final 1412 or PS Form 1412-A.

C12.4.2.1.4. PS Form 3544, "Post Office Receipt for Money."

C12.4.2.2. MO accounts.

C12.4.2.3. Accountable and expendable USPS items.

C12.4.2.4. Physical and operational security, to include procedural

instructions.

C12.4.2.5. Mail handling procedures.

C12.4.2.6. Maintenance of postal publications.

C12.4.2.7. Records of complaints, claims, and inquiries.

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C12.4.2.8. Administrative procedures.

C12.4.2.9. Personnel and facilities.

C12.4.2.10. Receipt and dispatch procedures.

C12.4.2.11. Mail transportation.

C12.4.2.12. Directory service.

C12.4.2.13. Acceptance of mail.

C12.4.2.14. Training programs.

C12.4.2.15. Supervision.

C12.4.3. Minimum Inspection Requirements

C12.4.3.1. The MACOMs or designated representatives shall inspect assigned

postal activities (MPOs, Aerial Mail Terminals (AMTs), Fleet Mail Centers (FMCs),

etc.) above the UMR level annually. See section C12.5. for UMR inspection

requirements.

C12.4.3.2. Whenever a higher echelon of command or one of the authorized

agencies listed below conducts an inspection, the inspection will satisfy the annual

inspection requirement, if the areas are inspected. See paragraph C12.4.2. Authorized

agencies for this are:

C12.4.3.2.1. The USPS.

C12.4.3.2.2. The MPSA.

C12.4.3.2.3. Military Department or MACOM IGs.

C12.4.3.2.4. The DoD or Military Department audit agencies.

C12.4.4. Documentation. The inspecting activity and the activity being inspected

shall keep a copy of inspection reports on file. Provide MPSA-OP a quarterly bullet

synopsis of DoD applicable inspection findings by location. The MACOM or Military

Department inspection directives shall define the requirements for additional

distribution and copies.

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C12.5. PSC, CMR, AND UMR INSPECTIONS

C12.5.1. Supervisory personnel shall check the PSC, CMR, and UMR daily to

ensure that the mail is handled correctly and promptly.

C12.5.2. Supervisory personnel shall also conduct weekly inspections (document

inspections as required by the applicable Military Department) to include, but not

limited to, an examination of the following:

C12.5.2.1. Ensure delivery of mail is in a timely manner.

C12.5.2.2. Ensure all mail is available for delivery the same day of receipt.

C12.5.2.3. Mail room security.

C12.5.3. The postal officer, MPO supervisor, or designated representative of the

servicing postal activity shall conduct unannounced inspections of all DoD and

non-DoD-operated PSCs, CMRs and UMRs they service. The installation commander's

designated representative shall inspect PSCs in the United States. Conduct these

inspections at least quarterly using Appendix 2 or a similar checklist, as the minimum

standard. These inspection requirements do not apply to PSCs when they are a section

of an MPO. See section C12.4. for applicable inspection requirements.

C12.5.4. The U.S. Postal Inspectors may inspect PSCs, CMRs, and UMRs on

request from, or on approval of, responsible commanders. Check for proper

identification before allowing inspection personnel access to mail handling areas.

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Table C12.T1. How to Audit a Fixed Credit Account

STEP INSTRUCTIONS

1 Complete the heading of PS Form 3294, "Cash and Stamps Stock Count and Summary."

Determine the amount of fixed credit advanced to the individual by checking the PS Form 3369

issued by the person advancing the fixed credit.

2 Using pages 2 of 4 and 3 of 4 of PS Form 3294, inventory stamps, paper stock, cash funds, and

requisitions in transit. If appropriate, determine the value of discounts given in bulk sales of

envelopes.

3 Show inventory results in the "Summary of Accountability" section of the PS Form 3294. Auditors

shall honor letters explaining shortages in receipt of stock from the source of supply. The amount

of shortage shall be added to the actual stamp stock on hand with an explanatory note placed in

the "Notes, etc., Remarks" section of the audit form.

4 If an overage or shortage exists, see paragraph C12.3.9.

5 Review MO accounts and record required data on PS Form 3294.

6 Audit postage meter account and check designated block on PS Form 3294.

7 When auditing a PFO or COPE, the auditor shall review the last PS Form 3294 to determine if any

outstanding shortages exist. Outstanding shortages shall be recorded on each subsequent audit

form until the shortage is replaced.

8 Record the results of the audit on the individual's PS Form 3368, and keep PS Form 3294 on file at

the postal activity.

9 When auditing a PFO or COPE, the auditor shall inventory all capital sensitive equipment per USPS

Supply Catalog (reference (j)) listed on the activity's PS Form 1590, "Supplies and Equipment

Receipt." Report any missing items as a possible postal offense or loss per Chapter C14.

Document the shortage in the "Notes, etc." section of PS Form 3294.

10 When auditing a COPE, the auditor shall provide the responsible PFO with a copy of PS Form 3294.

10.a. At APOs, the PFO reviews the audit sheet to verify amount(s) entered for in transit stamp

requisitions and immediately notifies the auditor of any discrepancies; e.g., amount of in transit

stamp requisition reported does not agree with amount(s) received, stamp requisition reported not

received, etc.

10.b. The auditor will verify the check number and the amount listed on the file copy of PS Form 17, with

the check-issuing activity. The auditor will then verify the registered dispatch documents.

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Table C12.T2. How to Audit a Flexible Credit Account

STEP INSTRUCTIONS

1 Complete the heading PS Form 3294 by indicating "Main or Reserve Stock, Stamp Credit, or check

the Other (Specify) block (i.e., Vending Accounts).

a. Type of Accountability:

- Main or Reserve - PFO/COPE/Finance Supervisor.

- Stamp Credit - Use for clerk account.

- Cash Retained/Reserve & Unit - Should not be used.

- Other - Used to indicate vending accounts.

b. Name of Employee - Enter name of account holder.

c. Clerk ID No. - ID # assigned by COPE/Finance Supervisor.

d. Unit Name - Name of unit being audited.

e. Unit ID No. - Standard Field Accounting number assigned by the District Offices (NYSF).

f. Date of Examination - Audit date.

2 Cash and Items on Hand - Enter the quantity and amount and enter the Total in item 26. Items

27-32 are completed as applicable. Total Items 26-32 and transfer the Totals to item 33.

3 Summary of Accountability

a. Line 1 - Enter total cash and cash items on hand from line 33 column II.

b. Line 2 - Enter any paid out items listed on PS Form 3533 in column I, if applicable.

c. Lines 3-5 - Complete if applicable (If any entry is on line 2 column II, line 5 column II shall be

completed).

d. Line 6 - List any amount recorded from column II line 1, in column II.

e. Lines 7-13 - Complete if applicable.

f. Lines 14-16 - List the total accountability of extend credits from the COPE/Finance Supervisor

account.

g. Line 17 - Enter the totals for any items entered in lines 6-16.

h. Line 18 - Enter the totals from pages 2 of 4 and 3 of 4 in column I.

i. Line 19 - Complete if applicable in column I.

j. Line 20 - Complete if applicable in column II.

k. Line 21 - Enter the totals from line 17 and 20 column II.

l. Line 22 - List the amount recorded in AIC 840 from Form 1412.

m. Line 23 - Record the differences between lines 21 and 22.

n. Line 24 - Enter 1 percent of the account be audited (For PFO/COPE/Finance Supervisor

accounts, the tolerance is zero).

o. Line 25 - Check the appropriate box. (For military units, the Form 571 will not be completed.)

p. Lines 26-32 - See #2, above.

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C12.T3. How to Audit a Money Order Account

RULE IF PFO IF

COPE

IF MO

CLERK

THEN:

1 X X Compare PS Form 17 (Stamp Requisition) with serial numbers,

broken or unbroken sets or boxes.

2 X X X Compare serial numbers of issued money order sets listed on DD

Form 885 with PS Form 17.

3 X X X Check sequence of issuance or transfer of blank set on DD Form

885.

4 X X Compare PS Forms 17, DD Form 885, Final 1412s and money

order set blanks on hand, to ensure that all are accounted for.

5 X X Verify money orders on hand again DD Form 885 and Form 1412.

6 X X Ensure Unit 1412s are transmitted daily.

7 X X Verify postal funds are deposited daily by checking the bank deposit

slips.

NOTE: If discrepancies are noted or suspected, contact the check-making facility to confirm the amounts

and dates that checks or money orders were issued. Also, registered mail dispatch records can be

compared with AMT or FMC records to confirm shipment.

Table C12.T4. How to Audit a Postage Meter Account

STEP INSTRUCTIONS

1 Verify meter heads on hand against meters documented on PS Form 1590.

2 Verify the "Received for Postage" computations for Ascending and Descending balances on PS

Form 3602-PO for each meter on hand and used since the last audit.

3 Verify that the meter clerk transferred meter monies to the COPE on PS Form 1096.

4 Verify that the remittances (bank deposit slip or check instrument) equal the total received for

postage, minus any amounts claimed on PS Form 3533.

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Figure C12.F1. Sample Audit of a Postal Clerk on PS Form 3294 (Page 1 of 4)

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Figure C12.F2. Sample Audit of a Completed Stock Inventory Sheet on

PS Form 3294 (Page 2 of 4)

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Figure C12.F3. Sample Audit of a Completed Stock Inventory Sheet (Continuation) on

PS Form 3294 (Page 3 of 4)

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Figure C12.F4. Sample Audit of a Postal Clerk Completed Stock Inventory Sheet (Summary) on

PS Form 3294 (Page 4 of 4)

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Figure C12.F5. Sample Audit of a COPE/Finanace Supervisor Sheet on PS Form 3294

(Page 1 of 4)

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Figure C12.F6. Sample of a COPE/Finance Supervisor Completed Stock Sheet (Summary) on PS

Form 3294 (Page 4 of 4)

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C13. CHAPTER 13

MILITARY POSTAL SERVICES FACILITY STANDARDS

C13.1. PURPOSE

This Chapter provides standard criteria for the MPS to evaluate the adequacy of present

and proposed postal facilities outside the geographical areas serviced by the USPS.

This Chapter also describes the responsibilities of MPS supervisors and installation

commanders in maintaining these standards.

C13.2. APPLICABILITY

This Chapter applies to permanent structure land-based MPS facilities. Shipboard post

offices and temporary facilities shall conform to floor space, structural, and facility

standards to the maximum extent possible. Chapter 15 outlines facility requirements

for UMR operations.

C13.3. EXPLANATION OF TYPES OF SUPPORT

C13.3.1. Direct. Direct support is the sorting of mail for issue to addressees or

mail clerks and mail orderlies, and the sorting of mail received from addressees, mail

clerks, and mail orderlies for onward dispatch to another postal facility. This includes

accepting, collecting, canceling, sorting, redirecting, massing, sacking, weighing,

manifesting, and dispatching mail. It also includes postal finance services provided to

patrons.

C13.3.2. General. The bulk separation of mail for onward dispatch to another

postal facility, to include the sorting of letter mail received from one civilian Post

Office or MAO for dispatch to another postal facility. It may include postal finance

service, directory service, or collection and delivery service.

C13.3.3. Terms. These terms do not refer to a specific Military Service's

definition, but reflect the postal functions performed.

C13.4. RESPONSIBILITIES

C13.4.1. Installation Commander/MPS Postal Officer or Supervisor

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C13.4.1.1. Evaluates proposed moves of postal facilities to ensure selected

locations meet this Chapter's criteria. When applicable, coordinate facility moves or

modifications with the USPS Postmaster or Regional Managers.

C13.4.1.2. Requests yearly, or as necessary, through installation or activity

commanders, data concerning the population their postal facility serves. List this data

by Military Department and other authorized user categories (i.e., State Department,

civilian, and family members, by category of the sponsor). Include all activities, units,

and installations serviced by the postal activity.

C13.4.1.3. Submits the appropriate documentation to the host installation

requesting improvements or new construction for the postal facility per this Chapter.

C13.4.1.4. Requests annually, in writing, to the responsible agency that a

physical security inspection be conducted for each postal facility, including postal

finance facilities.

C13.4.1.5. Initiates follow-up actions to correct deficiencies identified in the

physical security inspection.

C13.5. SPACE CRITERIA FOR MILITARY POSTAL FACILITIES

C13.5.1. Basis of Space Criteria. The space criteria for a military postal facility

shall be based on the total population, including family members, serviced by the postal

facility. See Tables C13.T1. through C13.T3. for specific requirements based on

functions performed. Adjust gross square footage space requirements to net usable

square feet. The adjustment is 80 percent of the gross floor area. Functional areas

and a recommended allocation of net space within the postal facility further break down

the total net space requirements.

C13.5.2. Additional Space. Additional space may be provided if an MPO supports:

C13.5.2.1. Major and subordinate headquarters, commands, personnel centers,

training centers, Military Service schools, hospitals, supply depots, or other high-volume

mailers.

C13.5.2.2. Activities generating a high volume of accountable mail that

requires secure overnight storage.

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C13.5.2.3. Postal facilities, which provide bulk handling of mail shall be

authorized 20 square feet net floor space per every 1,000 personnel receiving general

support. This space shall be allocated as follows:

C13.5.2.3.1. Mail Processing Section: 15 square feet per 1,000

population.

C13.5.2.3.2. Registry Section: 5 square feet per 1,000 population.

C13.5.2.3.3. Space authorized a postal facility for this mission will be in

addition to the space requirements for other functions. When figure measurements of

direct and general support combined exceed 50 percent of the increment to the next

larger facility, use the criteria for the larger facility.

C13.5.2.3.4. Further space requirements to consider are training room,

break room, and locker storage. Do not let climate control equipment and rooms

encroach on the functional space requirements if at all possible.

C13.6. POSTAL FACILITY UPGRADE AND IMPROVEMENT

C13.6.1. Policy. Installation commanders, Postal Officers and MPO Supervisors

are encouraged to establish an active program to upgrade and improve postal facilities.

Postal facilities that do not meet 75 percent of the overall net square feet requirement

of Table C13.T1. are considered unsatisfactory.

C13.6.2. Use of Existing Facilities. When a postal facility does not meet the

requirements of this Chapter, the responsible Postal Officer or activity supervisor shall

submit appropriate documentation to upgrade or replace the facility to the host

installation commander.

C13.7. POSTAL FACILITY STRUCTURAL CRITERIA

Postal facilities are required to provide a safe and healthy work environment for

customers and personnel, as well as secure storage for postal effects and classified

material. The minimum requirements contained in the following publications shall be

met.

C13.7.1. DoD Issuances

C13.7.1.1. DoD 5200.1-R, "Information Security Program" (reference (e)).

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C13.7.1.2. DoD 5200.8-R, "Security of DoD Installations and Resources"

(reference (ar)).

C13.7.2. Individual Federal and Military Department Directives and Regulations

C13.7.3. Other Considerations

C13.7.3.1. Walls. The exterior walls shall be constructed to prevent

penetration.

C13.7.3.2. Location. The postal facility should be located on the ground

floor.

C13.7.3.3. Doors. Keep the number of postal facility access doors to an

absolute minimum. Postal facility access doors shall be of sheet metal material not

less than 16 gauge in thickness, or a solid wooden door covered on the outside with a

steel plate not less than 12 gauge in thickness. Hinges shall be installed so it will be

impossible to remove the closed door without seriously damaging the door or jam. The

door shall be locked with high security padlocks and hasps. Install the locking bars and

hasps to prevent unauthorized access to the room. Arrange the heads of the bolts and

screws so that they cannot be removed from the exterior side. Glass doors used for

post office lobby entrances shall have steel bar doors and gates for added security. If

the door design prevents use of high security locks and hasps, a mortise lock or rim

deadlock shall be used and meet the following requirements:

C13.7.3.3.1. Be a key-operated, mortised, or rim-mounted lock.

C13.7.3.3.2. Have a dead bolt throw of one inch.

C13.7.3.3.3. Be of double cylinder design.

C13.7.3.3.4. Have five pin tumbler cylinders; with two of mushroom or

spool-type drive pin design.

C13.7.3.3.5. Have 10,000 key changes.

C13.7.3.3.6. Have no master key.

C13.7.3.3.7. Contain hardened saw resistant steel inserts if the bolt is

visible when locked. The strike shall be made of steel.

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C13.7.3.4. Windows. Equip first floor and ground level windows with a heavy

metal frame and vertical dividing bars to prevent the passage of a person's body. Cover

windows located at least 10 feet above ground level and second story windows with wire

mesh security screening.

C13.7.3.5. Registry. Enclose Registry Sections in a separate room or wire

mesh cage to provide security against unauthorized entry. Install the access door to

this area per subraph C13.7.3.3. or, if using a wire cage, ensure the door is at least of

the same quality and grade mesh as the cage itself, and otherwise fitted with adequate

locking devices, per subparagraph C13.7.3.3. The wire mesh shall be a minimum of 10

gauge with a maximum 11/2 inch size mesh. Provide a wire mesh cover for the

enclosure when the ceiling is excessively high.

C13.7.3.6. Open Counters. Equip postal facilities with open counters to

afford a more pleasant and efficient working environment. Construct postal finance

service counters in modules with adequate space for postal equipment and expendable

supplies, and have separate lockable cash drawers for USPS stamp funds and MO funds.

Install a blind at the rear of each postal finance service counter to close off the view of

the mail processing section from customers. The postal finance service counter

window shall be designed and constructed to have the ability to be secured after closing

hours.

C13.7.3.7. Intrusion Alarm Devices (IAD). Install alarm systems in postal

facilities that are not operational on a 24-hour basis. The IAD requirement may be

waived if postal effects and mail are not retained in a postal facility overnight. Use only

approved Joint-Service Interior Intrusion Detection Systems (J-SIIDS) equipment for

installation of IADs. Table C13.T4. suggests types of IADs that may be employed in

various areas of postal facilities.

C13.7.3.8. Docking Space. Postal facilities should have sufficient loading and

off loading space. Provide adequate area for maneuvering trucks. Loading doors and

docks should have sufficient roof overhang to load and off load mail without exposing

the mail to inclement weather. Add door and docking space to the total required space

allocation in facility planning.

C13.7.3.9. Parking Space. Postal facilities should have adequate parking

space for customer parking and unit mail clerks' vehicles.

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C13.7.3.10. Outside Signs. Each postal facility should be appropriately

identified with an outside sign, except when prohibited by local agreements. The signs

shall be in good taste and prominently displayed.

Table C13.T1. Space Criteria Based on Population

Space Criteria Based on Population 500 1,000 2,500 4,500 7,500 11,500 16,500 22,500

Gross Square Feet 400 600 1,700 2,925 4,500 6,325 8,250 10,125

Lobby 50 80 200 250 350 500 650 700

Postal Finance 100 100 100 200 300 400 500 600

Mail Processing 120 150 800 1,415 2,250 3,295 4,325 5,350

Postal Directory (a) (a) 75 75 150 150 225 225

Accountable Mail 50 75 100 100 150 200 250 300

Registered Mail (b) (b) B 50 100 100 150 375

Postal Admin (a) 75 75 150 150 225 300 375

Postal Supply (a) (a) 50 100 150 200 200 200

Net Sq. Feet (c) 300 480 1,400 2,340 3,600 5,060 5,060 8,100

COPE Section (d) (d) 100 100 150 150 225 225

(a) Floor space for the above functions is included in mail processing section.

(b) Registered mail is included in accountable mail section.

(d) When the postal facility has a COPE, 100 square feet shall be added.

NOTE: When the population serviced is one-third or more of the difference between increments, the next

larger size postal facility shall be used as criteria.

Table C13.T2. Space Criteria Based on Number of Postal Finance Clerks

Space Criteria Based on Number of Postal Finance

Clerks

1 2 3 4 5 6

Lobby 80 250 350 500 650 700

Postal Finance 100 200 300 400 500 600

Mail Holding Area 100 130 150 150 150 200

Postal Admin 0 0 75 75 75 75

Total Sq. Ft 280 580 875 1,125 1,375 1,575

NOTE: Add door and docking space if USPS requires it.

DoD 4525.6-M, August 15, 2002

316 CHAPTER 13

Table C13.T3. Receptacles Installed

Receptacles Installed Gross Square Foot (sq. ft) Area Per Receptacle

Up to 500 .60

50 to 1,000 .60

1,101 to 2,500 .50

2,501 to 4,500 .50

4,501 to 7,500 .45

7,501 to 11,500 .40

16,50l to 22,500 (a) .40

(a) Provide an additional 2,400 sq. ft for each increment of 6,000 population above 22,500.

Table C13.T4. Types of Intrusion Alarm Devices

Types of IAD Required Magnetic Switch Sensor Motion Detection Capacitance Proximity Duress Alarm

Lobby A

Postal Finance B C C

Mail Processing A

Registry B C C

COPE Section B C C

(A) All exterior doors.

(B) Postal finance clerks, COPEs and Registry Section safes.

DoD 4525.6-M, August 15, 2002

317 CHAPTER 13

C14. CHAPTER 14

POSTAL OFFENSES AND LOSSES

C14.1. POSTAL OFFENSES

C14.1.1. Purpose. This Chapter establishes procedures for handling and reporting

postal offenses occurring at MPOs, CMRs, and PSCs and UMRs. The procedures

include requirements for designating investigating officers, and for preparing and

processing reports of investigation.

C14.1.2. General

C14.1.2.1. The Department of Defense is responsible for ensuring the USPS

is reimbursed for any loss of funds, postage stock, and accountable mail while in the

custody of the MPS. Determination of individual liability may require investigation by

the Military Departments. See paragraph C14.1.7.

C14.1.2.2. The proper use of postal effects and supplies, and the protection

and timely transmission of mail is required. The proper administration of the MPS is

required under the USPS-DoD Postal Agreement (reference (g)).

C14.1.2.3. Postal offenses are occurrences that violate laws, agreements, or

USPS and DoD regulations, and jeopardize the security of mail and other USPS

property. These offenses include:

C14.1.2.3.1. Mailing of illegal drugs or other prohibited matter.

C14.1.2.3.2. Theft, rifling, delay, destruction, or interception of mail

while under the jurisdiction or custody of the MPS, at all levels.

C14.1.2.3.3. Alteration, destruction, or other unauthorized disposition of

postal records.

C14.1.2.3.4. Use of the mail to defraud.

C14.1.2.3.5. Robbery, burglary, or forceful entry of military postal

activities, or USPS facilities located on military installations operated by military

personnel.

DoD 4525.6-M, August 15, 2002

318 CHAPTER 14

C14.1.2.3.6. Abuse or unauthorized use of MPS privileges (i.e., allowing

unauthorized personnel to use your address to receive mail).

C14.1.2.3.7. Theft, destruction, manipulation, misappropriation, or

embezzlement of postal funds, blank MOs, MO imprinters, mail keys, stamps, and

stamped paper, including meter postage, postage value imprinters, or postmarking

devices.

C14.1.2.3.8. Altering, counterfeiting, forging, or fraudulently passing

MOs and other postal paper.

C14.1.2.4. Unless criminal intent is suspected, do not report MPO postal

losses when immediate restitution is made.

C14.1.3. Postal Offense Reporting

C14.1.3.1. In all cases, PSCs, CMRs, and UMRs shall contact their servicing

post office for guidance. Tables C14.T1. and C14.T2. outline command

responsibilities and required actions involving postal offenses. (See subparagraph

C14.1.2.3.)

C14.1.3.2. The MPOs shall send the initial report of accountable mail theft,

loss, shortage, rifling, or shipment of prohibited matter to the MPSA, by electronic

means, within 72 hours of discovery. All other incidents of mail and postal effect

compromises will be reported to the MACOM. The following instruction apply:

C14.1.3.2.1. Address, format, and content. See Table C14.T1.

C14.1.3.2.2. Also notify the appropriate military investigating agency

immediately upon discovery of the postal offense.

C14.1.3.2.3. The MPSA will use the same case number assigned by the

investigative agency. The MPSA, MACOMs, and MPOs will use the investigative

agency's case number in all correspondence referencing the offense. In cases that

involve financial or stock losses, MPSA will seek restitution through Military

Department channels. The MPSA will respond to all reports. The MPOs shall update

the MACOM postal representative at least every 30 days until the military investigative

agency closes the case.

DoD 4525.6-M, August 15, 2002

319 CHAPTER 14

C14.1.3.2.4. MPOs shall submit quarterly follow-up reports or final

disposition. Follow-up reports shall include any USPS Invoice or PS Form 1908,

"Financial Adjustment Memorandum (FAM)," information associated with the case.

C14.1.3.2.5. When the local authorities do not investigate due to lack of

evidence or information, the reporting activity may indicate on the message that the

case is considered closed, unless otherwise instructed.

C14.1.3.3. The PSCs, CMRs, and UMRs shall report to their servicing MPO

and MACOM within 24 hours of discovery, all other incidences not listed in

subparagraph C14.1.3.2.

C14.1.3.4. All subsequent correspondence on reported offenses shall

reference the investigative agency's case number and any other case numbers

established by the Military Departments' investigative agencies.

C14.1.3.5. Reports required per this Chapter are in addition to any other

investigations accomplished by other agencies, such as the Criminal Investigation

Division (CID), Naval Criminal Investigative Service (NCIS), and Office of Special

Investigations (OSI).

C14.1.4. Catastrophes

C14.1.4.1. If a postal facility (AMT, FMC, MPO, PSC, CMR, or UMR) is

damaged as a result of a natural disaster, terrorist, or enemy action, the Postal Officer

or MPO supervisor shall report the incident through command channels, by the most

expeditious means available, to the MPSA within 72 hours. The report contents shall

be per paragraph C14.1.5. and notification of the incident shall be per Table C14.T1.

C14.1.4.2. Immediately following the catastrophe, the facility supervisor shall

inventory the accountable mail and assess any other loss or damage to mail and postal

effects. The responsible individual shall conduct this inventory with the postal officer

or MPO supervisor, and both shall verify the inventory when completed. If a loss is

discovered, the responsible commander appoints an investigating officer to determine

liability, if any.

C14.1.4.3. Immediately following a catastrophe at an MPO, the COPE shall

audit accounts and inventory all assigned postal effects. The inventory shall be

conducted jointly with the MPO supervisor or postal officer and verified by both parties

upon completion. If a loss is discovered, an investigating officer shall be appointed to

determine liability, if any.

DoD 4525.6-M, August 15, 2002

320 CHAPTER 14

C14.1.4.4. If the stamp stock and MO forms remaining on hand are

insufficient to support customer services, the COPE or postal officer shall follow

procedures. See paragraph C8.3.3. Postal supplies and MO forms can be requisitioned

on an emergency basis in sufficient quantities to restore service.

C14.1.5. Catastrophe Reporting

C14.1.5.1. The initial report shall contain the information shown in Table

C14.T1.

C14.1.5.2. A follow-up or final report shall be forwarded indicating the

complete audit and inventory results.

C14.1.6. Delivery of Mail Previously Reported Lost, Stolen, Rifled, Delayed,

Destroyed, or Intercepted. Investigation of mail depredation and mistreatment cases

may result in the recovery of mail that has good addresses and is in deliverable

condition.

C14.1.6.1. In overseas areas, promptly notify both sender and addressee of the

recovery and that the mail may be retained as evidence. The MPOs shall consult with

the investigating agency and Judge Advocate General (JAG) before having the mail

delivered. The investigating agency and JAG shall consent to delivery of the mail under

the provisions that the envelopes and wrappers be recovered for retention as evidence.

If a large amount of mail is involved, the MPO supervisor shall request that only a

representative number of pieces be detained. Obtain an approximate total number of

pieces for each class of mail, and have the remainder delivered.

C14.1.6.2. In the United States, determination of the quantities and classes of

mail necessary to be retained as evidence in legal actions shall be coordinated with the

U.S. Postal Inspector in charge of the area where the servicing postmaster is located.

Releasable mail shall be delivered to the addressee with a cover letter explaining the

delay or depredation.

C14.1.6.3. Recovered articles of personal, insured, or Registered mail for

which a claim may have been initiated or paid shall be disposed of under instructions

from the accountable postmaster.

C14.1.7. Designation of Investigating Officers

DoD 4525.6-M, August 15, 2002

321 CHAPTER 14

C14.1.7.1. Commander. Postal offenses and losses at postal activities may

require investigation to determine pecuniary liability. The responsible commander will

appoint an investigating officer.

C14.1.7.2. Investigating Officer Grade. In all cases, the investigating officer

shall be a commissioned officer, warrant officer, non-commissioned officer (E-7 or

above) or civilian equivalent, and senior in grade to any person who might possibly be

found pecuniary liable.

C14.1.7.3. Appointment. Appoint an investigating officer under the following

conditions:

C14.1.7.3.1. Negligence, fraud, or dishonest or willful misconduct is

suspected.

C14.1.7.3.2. The loss is discovered following a catastrophe.

C14.1.7.3.3. The responsible individual refuses to make voluntary

restitution for shortages found during routine audits.

C14.1.8. Investigating Officer Findings and Preparation of Reports

C14.1.8.1. Findings. Findings shall include, but are not limited to the

following:

C14.1.8.1.1. Whether or not a loss or incident actually occurred.

C14.1.8.1.2. Amount and type of mail or postal effects lost, damaged, or

destroyed.

C14.1.8.1.3. Facts and circumstances that contributed to the loss, damage,

or destruction.

C14.1.8.1.4. Contents and value (obtained from the sender) of Registered

mail.

C14.1.8.1.5. Name and position of the person at the postal activity

responsible for the mail, postal effects, or funds at the time of the loss, damage, or

destruction.

DoD 4525.6-M, August 15, 2002

322 CHAPTER 14

C14.1.8.1.6. Whether or not any or all of the missing mail, funds, stamp

stock, MO forms, or other mail equipment and supplies were recovered.

C14.1.8.2. PSC, CMR or UMR Supervisor Liability. A PSC, CMR, or UMR

supervisor may not be held personally or pecuniary liable for acts of subordinates that

result in the loss of mail or other property, from honest error or theft. This rule

applies only if the supervisor enforced faithfully and conscientiously all USPS, DoD,

and Military Department regulations, major overseas command directives, and

appropriate postal activity management procedures.

C14.1.8.3. COPE or MPO Supervisor Liability. A COPE or MPO supervisor

may not be held personally or pecuniary liable for acts of subordinates that result in

shortages or losses of postal funds, accountable papers, or other property whether from

honest error, theft, embezzlements, or manipulations. This rule applies only if the

COPE or supervisor enforced faithfully and conscientiously all USPS, DoD, and Military

Department regulations, major overseas command directives, and appropriate postal

activity management procedures.

C14.1.8.4. Recommendations. Recommendations of the investigating officer

shall be consistent with the findings. When pecuniary liability is found,

recommendations shall include the name or names of those who are liable and the

amount of pecuniary liability.

C14.1.8.5. Reports. Investigating officer reports shall be prepared per the

Military Department's requirements.

C14.1.9. Transmission of Documents

C14.1.9.1. The investigating agency shall submit the completed and fully

documented investigation report, to include the military investigative agency (per

subparagraph C14.1.3.4.) case number, to the MPSA.

C14.1.9.2. Copies of approved officer investigation reports shall be

transmitted upon completion. If additional supporting documentation is not available, it

shall be forwarded as it becomes available.

C14.2. POSTAL LOSSES

C14.2.1. Stamp Stock and Postage Meter Shortages

DoD 4525.6-M, August 15, 2002

323 CHAPTER 14

C14.2.1.1. Purpose. This section establishes procedures for handling and

reporting postal losses or shortages.

C14.2.1.2. Losses or Shortages in Stamp Stock Credits

C14.2.1.2.1. When audits reveal a shortage in excess of tolerable limits

due to carelessness or simple neglect, and if immediate restitution of the full amount is

made, no action against the individual is necessary.

C14.2.1.2.2. Do not submit a postal offense report if the accountable

individual initiates pay adjustment action. Accept this commitment as intent for full

restitution.

C14.2.1.2.3. If the responsible individual shall make restitution through

monthly installments, obtain replacement stock. See Chapter 6. The MPO supervisor

or COPE and the individual concerned shall initiate DD Form 139, "Pay Adjustment

Authorization," through the servicing military finance office or civilian payroll office.

Request that the finance office make checks payable to the accountable postmaster, and

mail to the PFO or COPE, as appropriate, so proper credit for restitution can be

maintained. If the amount of the loss exceeds the maximum allowable pay adjustment

action for a single month, the debt shall be paid in monthly installments. Pay

adjustment action is separate and independent of any disciplinary action that might be

warranted.

C14.2.1.2.3.1. With fixed credit, submit each check as it is received

with a letter to the servicing PFO or accountable postmaster identifying the shortage to

be credited.

C14.2.1.2.3.2. With flexible credit, submit checks to the accountable

postmaster as they are received and take credit for the amount on PS Form 1412-A,

"Daily Financial Report."

C14.2.1.2.4. If the shortage results from possible criminal intent or the

individual refuses to make restitution, the auditor shall immediately report the

circumstances and take appropriate action per Tables C14.T1. and C14.T2. The

appointing authority shall also immediately withdraw credit and remove the responsible

individual from postal duties. If the individual refuses to make restitution, but criminal

intent is not apparent, the responsible commander may allow the individual to retain the

credit pending the result of the investigation.

DoD 4525.6-M, August 15, 2002

324 CHAPTER 14

C14.2.1.3. Replacement of Stock. Whenever a shortage occurs and

immediate restitution is not made the PFO or COPE shall submit a letter of

explanation. If the responsible individual has initiated pay adjustment action, or if

restitution is refused, forward a copy of the postal offense message to the accountable

postmaster or PFO as appropriate. The accountable postmaster shall carry the shortage

in suspense until restitution or payment of the claim resolves the issue.

C14.2.1.4. Withdrawing Credit Because of Shortage. To withdraw a credit, the

PFO or COPE shall prepare a PS Form 1096, "Cash Receipt," in two copies to reflect

the exact amount of stock and funds that can be accounted for. Give the original to the

individual and file the duplicate copy with the person's PS Form 3369, "Consigned

Credit Receipt," and the audit form reflecting the shortage. In the case of possible

criminal intent, do not return the individual to postal duties until the investigation

results completely explain the shortage. Document repeated and frequent shortages of

an individual. Continued shortages will lead to withdrawing credit given to individual.

C14.2.1.5. Acceptance of Counterfeit Currency. If a shortage occurs due to

the acceptance of counterfeit currency, report it the day it is discovered. Clerks shall

report the incident to the COPE and MPO supervisor. If COPEs discover counterfeit

currency in their account, or are notified of counterfeit currency being submitted to the

check issuing activity, they shall report the incident to the MPO supervisor

immediately. The MPO supervisor shall report the incident directly to the appropriate

Military Service investigative agency and ensure the following:

C14.2.1.5.1. A receipt in duplicate from the investigative agency is

obtained for the counterfeit currency.

C14.2.1.5.2. The PFO or COPE shall submit a letter of explanation, with a

copy of the postal offense report and receipt to the accountable postmaster or PFO

requesting stock. The letter shall include the investigative agency's case number and a

statement of justification. The statement shall conclude that the person, who accepted

the bill used as much care as a reasonable, prudent person would have used in the same

situation. An example of a statement to be used in claims of this type is as follows: "I

was unaware that counterfeit bills of this denomination and series were in circulation in

this area. The bill was of good quality and deceptive in character to me." If the person

accepting the counterfeit bill can recall any circumstances of the transaction, include

that in the statement.

C14.2.1.5.3. The COPE will attach a copy of the investigative agency

receipt and a copy of the letter to the accountable postmaster to the clerk's COPE's PS

DoD 4525.6-M, August 15, 2002

325 CHAPTER 14

Form 3369. The shortage shall be carried forward on each audit until credit is received

from the accountable postmaster:

C14.2.1.6. Acceptance of Personal Checks. Process losses due to checks

with insufficient funds per each Military Department's policies.

C14.2.1.7. Postage Meter Shortages. Normally shortages do not occur when

postage meter funds are remitted. However, certain shortages may occur because of an

unusual situation.

C14.2.1.7.1. If the shortage is caused by acceptance of counterfeit

currency identified as meter funds. See subparagraph C14.2.1.5.

C14.2.1.7.2. When the USPS detects meter fund remittance errors. See

paragraph C14.2.3.

C14.2.1.7.3. Report shortages that will generate a FAM as postal

offenses. See paragraph C14.1.3. Submit a copy of the postal offense report message

with the PS Form 3602-PO and remittance for the funds that are available.

C14.2.2. Money Order Shortages

C14.2.2.1. Shortage of MO Funds

C14.2.2.1.1. Audit of daily MO accounts may disclose shortages in MO

funds that could be due to simple error, carelessness, or negligence, without intent on

the part of the responsible individual to defraud, embezzle, or otherwise misappropriate

USPS funds. If the responsible individual makes restitution at the time the shortage is

discovered, no other action is required. If the Money Order Division, St. Louis, MO,

discovers a shortage and voluntary restitution is made, show the amount as an overage on

the next report with a reference to the FAM. If the MO clerk accepts responsibility for

the loss, but is unable to make immediate, full restitution, monthly installments shall be

made until the loss is fully repaid. If restitution is made in monthly installments,

submit each check, upon receipt, as an overage. Include a statement on the PS Form

6019 referring to the FAM.

C14.2.2.1.2. If voluntary restitution is not made or criminal intent is

suspected, the responsible commander shall also immediately designate an investigating

officer who shall verify and document the shortage within 2 workdays of the discovery.

The MOB report, with funds, vouchers, paid MOs, tapes, and spoiled MOs, if any, can

then be submitted to the Money Order Division, The Lakes, NV. The report shall

provide an explanation of the shortage, and state that an investigation is being conducted.

DoD 4525.6-M, August 15, 2002

326 CHAPTER 14

C14.2.2.1.3. Handle counterfeit currency as follows:

C14.2.2.1.3.1. If a shortage occurs due to the acceptance of

counterfeit currency, report it on the business day it is discovered, and include a

statement about the incident in the "Remarks" section.

C14.2.2.1.3.2. If the counterfeit currency discovered involves

consolidated reports and the accepting clerk cannot be identified, the PFO or COPE

shall provide an explanation in the "Remarks" section of the consolidated report. The

explanation shall include a statement, such as: "Regarding the counterfeit bills for units

1, 2, and the parent MPO: I am unable to determine which clerk accepted the bills, but

the bills were of good quality and deceptive in character."

C14.2.2.1.3.3. The COPE or clerk shall obtain a receipt in duplicate

from the investigative agency. Attach one copy of the receipt to the report submitted

to the Money Order Division and the other to the submitting activity's file copy.

C14.2.2.2. Loss, Destruction, or Theft of MO Forms

C14.2.2.2.1. If blank MO forms are lost, destroyed, or stolen, report the

incident as a possible postal offense. The message report shall be addressed and

formatted per Table C14.T1.

C14.2.2.2.2. MOs recovered after having been reported lost or stolen

shall not be issued; hold until disposition instructions are received from the MPSA.

C14.2.3. PS Form 1908, "Financial Adjustment Memorandum (FAM)." If the

USPS detects errors in meter or MO remittances, the MPSA or JMPA shall receive a PS

Form 1908 prepared by the accountable postmaster or Money Order Division, relating

to the overage or shortage, before resolving the issue. The MPSA or JMPA shall

forward these FAMs through command channels for necessary action. If an individual

is responsible for a shortage, voluntary restitution shall be requested. If voluntary

restitution is refused, an investigating officer shall be designated and the report

forwarded. See paragraph C14.1.8. When a FAM is also a part of a postal offense,

place the FAM and MPSA case numbers on all correspondence.

DoD 4525.6-M, August 15, 2002

327 CHAPTER 14

TAble C14.T1. Reporting Postal Offenses and Losses

Rule A B C

If Then the

individual

discovering the

incident shall

notify:

The mailroom or MPO

supervisor, as

appropriate, shall notify:

Unit or responsible

commander shall notify:

1 The incident occurs at

the mailroom level

overseas

The mailroom

supervisor

Unit or responsible

commander and MPSA.

The MPO supervisor,

the major commander,

the military investigating

agency.

2 The incident occurs at

the MPO level

The MPO

supervisor

The responsible postal

commander, the military,

investigating agency, the

major commander, and

MPSA.

3 The incident occurs at a

CONUS-operated

mailroom

Same as rule

Same as rule 1B Serving postmaster,

USPS Inspection

Service, the military

investigative agency, the

installation postal

officer, and MPSA.

4 The incident occurs at a

CONUS- operated post

office, including MPOs

afloat in CONUS

Same as rule

The serving postmaster,

the USPS Inspection

Service, the military

investigative agency,

installation postal

officer, and MPSA.

DoD 4525.6-M, August 15, 2002

328 CHAPTER 14

Table C14.T2. Required Actions Involving Postal Offenses

If you are the Then

Unit or

Organization

Commander

1 Relieve the individual from MPO or mailroom duties.

2 Request the personnel office flag records to prevent actions, such as

reassignment, promotion, etc., and ensure personnel records are properly

annotated to preclude future MPO or mailroom assignments.

3 Initiate judicial or nonjudicial action.

4 Report corrective actions taken through the responsible postal commander

to MPSA.

5 Process any military claims.

MPO Postal Officer

or Supervisor

1 Take actions 1 through 4, above.

2 Review MPO records for claims actions involving accountable mail.

3 Advise addresser or addressee as appropriate of mail loss.

Major Commander 1 Determine need for officer investigation and forward requirement to the

Special Court Martial Authority or Appointing Authority with a 30-day suspense

for completion of the report as required by this manual.

2 Obtain and review OSI, CID, or NIS investigative reports of investigation.

3 Review officer investigation report for completeness.

Special Court

Martial Authority

1 Direct the investigating officer to complete the report within 30 days.

2 Obtain and review OSI, CID, or NIS investigative reports.

3 Review officer investigation reports for completeness and legal sufficiency for

cases involving pecuniary liability, and forward a copy of the report to MPSA

through the major commander.

4 Initiate collection action from the responsible individual.

DoD 4525.6-M, August 15, 2002

329 CHAPTER 14

C15. CHAPTER 15

ADMINISTRATIVE SUPPORT GUIDELINES FOR POSTAL SERVICE CENTER,

COMMUNITY OR CONSOLIDATED MAILROOM AND UNIT MAIL ROOM

C15.1. PURPOSE

This Chapter provides administrative and operating procedures for PSCs, CMRs, and

UMRs.

C15.2. RESPONSIBILITIES

Chapter 1 lists the responsibilities for commanders, MPO supervisors, postal officers,

military postal clerks, postal clerks, mail clerks, and mail orderlies.

C15.3. QUALIFICATIONS OF MAIL CLERKS AND MAIL ORDERLIES

C15.3.1. All personnel conducting mail-handling duties, including Local Nationals,

in an area other than a section of an MPO, shall be designated as a "unit mail clerk" or

"unit mail orderly." These personnel shall meet the following qualifications:

C15.3.1.1. Have no record of:

C15.3.1.1.1. Conviction by court-martial.

C15.3.1.1.2. Punishment under UCMJ Article 15 (reference (ak)).

C15.3.1.1.3. Civil court conviction related to a theft or a financial or

postal incident.

C15.3.1.2. Have no record of derogatory information or unfavorable conduct

that casts doubt on the individual's trustworthiness and integrity.

C15.3.1.3. Have no history of psychiatric disorder, alcoholism, or drug abuse,

unless a medical evaluation determines the condition no longer exists.

C15.3.1.4. Have not been relieved of postal duties for cause.

C15.3.1.5. Be a U.S. citizen if handling official Registered mail, and be

eligible for a SECRET clearance (have an Entrance National Agency Check (ENTNAC)

DoD 4525.6-M, August 15, 2002

330 CHAPTER 15

or National Agency Check (NAC) on file). Local nationals shall not handle official

Registered mail. To preclude unauthorized receipt of registered mail, annotate the DD

Form 285, mail authorized to receive block, "except official Registered mail" for foreign

nationals performing mail handling duties.

C15.3.2. Non-DoD agencies receiving mail through military postal activities shall

designate unit mail clerks on DD Form 285, "Appointment of Military Postal Clerk,

Unit Mail Clerk or Mail Orderly," which the servicing military postal activity will

provide. Mail clerks appointed by these agencies shall meet the specifications

established by the appointing agency. Except mail clerks handling official Registered

mail shall be U.S. citizens, unless a waiver from MPSA has been granted.

C15.4. DESIGNATION OF MAIL CLERKS, MAIL ORDERLIES, AND UNIT POSTAL

OFFICERS

C15.4.1. Unit Commanders or their designated representatives (i.e., assigned unit

postal officer or assistant unit postal officer) shall designate unit mail clerks.

Responsible officials for those offices and activities requiring mail orderly service may

designate mail orderlies. Document designations using DD Form 285 before personnel

assume mail-handling duties. The number of designated mail clerks or mail orderlies

and alternates shall be held to a minimum, consistent with the requirement to handle

mail efficiently and effectively. Always designate a minimum of one primary and one

alternate mail clerk or orderly. A list should be provided to the host postal activity.

The host postal activity shall screen and review a unit's requirements.

C15.4.2. The unit commander shall designate unit postal officers and alternates, in

writing. Do not use DD Form 285 to document this. However, postal officers

involved in mail handling duties require a DD Form 285 to do those duties.

C15.4.3. Designations do not require renewal if the designating official changes.

C15.5. TRAINING REQUIREMENTS

C15.5.1. Before entering into mail handling duties, the servicing postal activity will

provide formal instruction to selected personnel covering the proper performance of

these duties. This instruction shall emphasize the importance of safeguarding mail,

handling of accountable mail, timely delivery, and the serious consequences of

negligence of duty.

DoD 4525.6-M, August 15, 2002

331 CHAPTER 15

C15.5.2. At the conclusion of the annual mail handling training, the instructor

documents successful completion. Keep results on hand at the servicing activity, and

notify the individual's personnel center.

C15.6. CONTROL AND MAINTENANCE OF DD FORMS 285 OR 2260

C15.6.1. After the designation of selected personnel, the servicing postal activity

shall validate all copies of DD Form 285. Validation shall be per Block 10 on the DD

Form 285. Use the initials of the validating official (i.e., commander or their

designated representative -- unit postal officer/assistant unit postal officer) and date the

block if the activity does not possess an all-purpose date stamp (APDS) or seal.

C15.6.2. Complete DD Form 285 in triplicate and provide a copy to each of the

following:

C15.6.2.1. The unit mail clerk or mail orderly.

C15.6.2.2. The unit files (UMR and CMR). A DD Form 2260, "Unit Mail

Clerk/Orderly Designation Log," may be used for unit or postal activity files instead of a

completed DD Form 285.

C15.6.2.3. The servicing postal activity.

C15.6.3. Mail handling personnel shall carry their DD Form 285 when performing

mail-handling duties and shall present it when receipting for mail. The servicing postal

activity may refuse to give mail to the holder of a DD Form 285 for cause at any time.

Notify the postal officer immediately of any such refusal and the reason for the action.

C15.7. RELIEF OF DESIGNATED PERSONNEL

C15.7.1. When designated personnel are relieved, the designating official shall

retrieve and destroy the individual's copy of DD Form 285. The designating official

shall place the revocation date on the unit copy of the DD Form 285 and retain it on file

for 2 years. The designating official shall also immediately notify, in writing, the

servicing postal activity about the revocation. The servicing postal activity shall

annotate their copy of the revoked DD Form 285 and retain it in an inactive file for 2

years after the revocation date.

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332 CHAPTER 15

C15.7.2. Upon revocation of appointments, enter the revocation date in the log and

destroy all copies of DD Form 285 for that appointment (except the servicing postal

activity copy). Retain appointment logs for 2 years in an inactive file after the last

revocation date on the log.

C15.8. PSC, CMR, AND UMR INSPECTIONS

C15.8.1. Supervisors shall check PSCs, CMRs, and UMRs daily to ensure that mail

is handled correctly and promptly.

C15.8.2. Supervisors should also conduct weekly self-inspections (document

inspections per applicable Military Department requirements). The inspection should

include, but is not limited to, an examination of the following:

C15.8.2.1. Compliance with current postal policies and procedures.

C15.8.2.2. Maintenance of directory files and unit postal records.

C15.8.2.3. Mailroom security.

C15.8.3. The postal officer, MPO supervisor, or a designated representative of the

servicing military postal activity shall conduct unannounced inspections of PSCs, CMRs,

or UMRs serviced. The agency's postal officer shall inspect non-DoD agencies. The

installation commander's designated representative shall inspect the PSCs in the United

States. Conduct inspections at least quarterly using Appendix 2 or a similar checklist.

C15.8.4. The U.S. Postal Inspectors may inspect PSCs, CMRs, and UMRs upon

request from or approval of responsible commanders. The PSCs, CMRs, and UMRs

shall check for proper identification before allowing inspection personnel access to

mail handling areas.

C15.9. PURCHASE OF USPS STAMPS AND MOs BY UNIT AND CMR MAIL

CLERKS AND MAIL ORDERLIES

C15.9.1. When the demands of the military make it impractical or unreasonable

for individuals to purchase stamps or MOs personally, commanding officers may

request authorization from the installation Postal Officer or MPO supervisor, to

authorize mail clerks or mail orderlies to accept personal funds from personnel in their

organization to purchase stamps or MOs. When such funds are handled the mail clerk

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333 CHAPTER 15

or mail orderly shall provide a cash receipt to the individual from whom the funds are

accepted. When delivering stamps or MOs, the mail clerk or mail orderly shall obtain a

receipt from each person to whom the stamps or MOs are delivered. Use DD Form

1118, "Unit Mail Clerk's Receipts for Funds and Purchase Record," or another

appropriate form for these transactions (do not fill in the Social Security Account

Number). Prepare the form in duplicate. If a mail clerk or mail orderly transfers funds

to another mail clerk or mail orderly for the purpose of making a purchase, a cash

receipt shall be exchanged each time a transfer is affected. At each command where

the mail clerk or mail orderly is authorized to handle funds of this nature, the mail

clerk's and mail orderly's copies of receipts shall be retained in the unit files.

C15.9.2. Mail clerks or mail orderlies are prohibited from placing stamps, MOs,

or funds in envelopes or other correspondence containers for mailers. They are also

prohibited from mailing articles as an accommodation to individuals, unless the

installation Postal Officer or MPO supervisor specifically authorizes such action. This

restriction on personal service is necessary to avoid any question of responsibility if

stamps, MOs, or funds allegedly placed in correspondence containers are lost.

C15.9.3. Local nationals appointed as unit mail clerks or mail orderlies are not

authorized to purchase stamps or MOs unless the foreign national is an authorized user

of the MPS.

C15.10. SECURITY OF MAIL

C15.10.1. Loss of Mail. Mail clerks or mail orderlies may be held liable for any

loss caused by their failure to handle mail properly. When the responsible individuals

are not physically present, lock the mail handling areas and all receptacles for

accountable mail.

C15.10.2. Delivery of Mail. Only deliver mail to authorized addressees, agents

named in writing by addressees, or the servicing postal activity. Mail may not be

delayed, intercepted, opened, rifled, or left unattended when not in an authorized secure

area. Mail service personnel may not remove stamps from mail entrusted to them.

C15.10.3. Overnight Storage. The CMRs and UMRs that store official Registered

mail overnight shall have an approved security container that meets the requirements for

storing SECRET material. If the CMR or UMR does not have the proper container, all

undelivered official Registered mail shall be returned to the servicing post office that

day for delivery the following day.

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334 CHAPTER 15

C15.10.4. Structural Requirements for PSC, CMR, and UMR. Construct PSCs,

CMRs, and UMRs to provide adequate space and security for mail. Structural

requirements are as follows:

C15.10.4.1. Provide doors with suitable locks and door hinges. See Chapter

13. Mount the hinges inside to prevent their removal from the outside. Doors

mounted on the outside shall be spot welded.

C15.10.4.2. Windows easily accessible from the outside shall have bars.

Cover other windows with heavy wire mesh.

C15.10.4.3. Walls and ceilings shall be constructed of material to prevent

forcible entry.

C15.10.4.4. Receptacles, when used, shall be installed to prevent access to

other receptacles or access from a customer service window.

C15.10.5. Access. Limit access to the PSC, CMR, or UMR to designated postal

personnel conducting official business at the facility or official inspections and visits.

Allow maintenance personnel and work details access only when escorted or under

constant surveillance by unit postal personnel, PSC, CMR, or UMR supervisors or

clerks.

C15.10.5.1. Personal briefcases, backpacks, paper sacks, or other containers

are not allowed into areas where mail is processed. Secure and control all doors to

prevent unauthorized entry.

C15.10.5.2. Recommend supervisor's position their workstations on the

workroom floor to enable them to have optimum observation of work areas.

C15.10.6. Control of Keys and Combinations

C15.10.6.1. Lock PSCs, CMRs, or UMRs at all times during non-duty hours

or when not in use. Postal facility lobbies with installed receptacles should remain

open during non-duty hours, when possible, to provide maximum mail delivery. The

PSC, CMR, or UMR supervisor shall be the custodian of the PSC, CMR, or UMR keys

and shall keep a current list of those postal personnel issued a key. Strictly control and

safeguard the keys at all times.

C15.10.6.2. Seal each duplicate key and each copy of a combination in a

separate envelope or PS Form 3977, "Duplicate Key Envelope." Endorse the envelope

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335 CHAPTER 15

to show the contents and keep it in a safe, controlled by the commander or a designated

representative. Keep strict accountability for these duplicate keys and combinations.

The individual holding the duplicate key or combination, and the individual holding the

original key or combination shall sign across the flap of the sealed envelope. Prepare

new envelopes when the combination or key accountability changes. When

combinations are involved, use enough wrapping to cover the contents and prevent

detection through the envelope.

C15.10.6.3. The individual holding the duplicate keys or combinations shall

sign the "key log book," which will indicate the date received and the date returned.

C15.10.7. Transporting Mail

C15.10.7.1. Use a closed-body vehicle equipped with lockable doors to

transport mail to and from mail service areas. When a closed-body vehicle is

unavailable and another kind is used, mail clerks or mail orderlies shall ride in the

compartment that holds the mail, if practical. If impractical, the mail clerk or orderly

shall maintain visual contact with the mail at all times. Always protect mail being

transported in other than closed-body vehicles from the elements (inclement weather).

C15.10.7.2. Do not use privately owned vehicles (POVs) to transport mail. If

an emergency situation occurs requiring the use of a privately owned vehicle on a

temporary basis, the unit commander shall request for the exception to policy from the

servicing postal activity.

C15.10.7.3. When using any vehicle to transport mail, passengers not

authorized to handle mail shall not have access to the mail.

C15.10.8. Privileged Nature of Mail and Postal Records. Do not violate the

privacy of the mail. Mail clerks or mail orderlies shall not break or permit the

breaking of the seal of any mail matter. Additionally, information regarding mail or

postal records can be released only under certain circumstances. Contact the servicing

post office for assistance if the following occurs:

C15.10.8.1. Receipt of a request to provide a mail cover.

C15.10.8.2. Receipt of a request for or an attempt to examine, search, or

seize the mail or postal records.

C15.10.8.3. Receipt of a request for a controlled delivery of mail from

authorities.

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336 CHAPTER 15

C15.10.8.4. Damage, destruction, or forced entry occurs to the PSC, CMR, or

UMR.

C15.10.8.5. Suspicion that mail in the PSC, CMR, or UMR contains

dangerous material.

C15.10.8.6. Receipt of a request to release postal records that includes

names and addresses of personnel serviced.

C15.11. MAIL BOMBS

C15.11.1. Postal and mail handling personnel shall be aware that a bomb can be

enclosed in either a parcel or an envelope, with an outward appearance limited only by

the imagination of the sender. Coordinate with local Offices of Special Investigations

(OSI), Explosive Ordnance, or equivalent office to train all postal personnel, including

UMCs, on procedures for the proper detection and handling of suspected letter and

parcel bombs annually. Training may be conducted via other mediums and should be

documented. Mail bombs sometimes exhibit the following unique characteristics that

may assist personnel in identifying a suspected letter or parcel:

C15.11.1.1. Bear restricted endorsements such as "Personal" or "Private."

C15.11.1.2. Have an inaccurate addressee's name or title.

C15.11.1.3. Have distorted handwriting, homemade labels, or cut-and-paste

lettering for the name and address.

C15.11.1.4. Have visible protruding wires, aluminum foil, or oil stains, or

emit a peculiar odor.

C15.11.1.5. Have an excessive amount of postage stamps affixed.

C15.11.1.6. Letter bombs may have a rigid feel or an uneven or lopsided

appearance.

C15.11.1.7. Parcel bombs may have unprofessional wrapping, with several

combinations of tape used to secure the package and may have an endorsement of

"Fragile-Handle with Care" or "Rush-Do-Not-Delay."

C15.11.1.8. Parcel bombs may have a buzzing, ticking, or sloshing noise.

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337 CHAPTER 15

C15.11.2. If suspicious of a mailing and unable to verify the contents with the

addressee or sender, the clerk shall:

C15.11.2.1. Not open the article.

C15.11.2.2. Isolate the article and evacuate the immediate area.

C15.11.2.3. Not put the article in water or a confined space such as a desk

drawer or a filing cabinet.

C15.11.2.4. If possible, open windows in the immediate area to assist in

venting potentially explosive gases. If a situation turns out to be a fake bomb scare,

postal personnel will not be held liable for the package.

C15.11.2.5. Not take any chances or worry about possible embarrassment if

the item turns out to be innocent. If there is any reason to believe a letter or parcel is

dangerous, contact the local military law enforcement officials for assistance.

C15.11.3. Post the USPS Poster 26, "Letter and Package Bomb Indicators," in the

work area. NOTE: UMR's contact your serving postal activity for instructions on

immediate action (i.e., local telephone numbers and contacts) in such case.

C15.12. COMPLAINTS AND INQUIRIES

C15.12.1. Encourage customers to report dissatisfaction with mail service,

instances of loss, rifling, and other mistreatment of mail. If postal offenses occur, take

proper action. See Chapter 14.

C15.12.2. Provide prompt attention and resolution to complaints. Answer

complaints and inquiries within 5 days of receipt. Request assistance from the

servicing post office when necessary.

C15.13. USPS FORMS AND LABELS

Obtain USPS Forms and Labels from the servicing postal activity, and non-postal

equipment and supplies through normal procurement channels.

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338 CHAPTER 15

C15.14. SERVICE STANDARDS

Mail clerks and mail orderlies can improve service by advising their patrons to do the

following:

C15.14.1. Inform correspondents and publishers of the correct mailing address

including delivery receptacle numbers.

C15.14.2. Submit change of address cards immediately after a new address is

known.

C15.14.3. Notify the responsible mail clerk or mail orderly when departing on

leave or temporary duty.

C15.14.4. Report inadequate mail service or other mail-related problems to the

postal officer, mail clerk, or mail orderly.

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339 CHAPTER 15

AP1. APPENDIX 1

USE OF THE MILITARY POSTAL SERVICE

AP1.1. PURPOSE

This Appendix provides policy on who is authorized to use the MPS.

AP1.2. POLICY ON THE USE OF THE MPS

AP1.2.1. The MPS is an extension of the USPS beyond the boundaries of U.S.

sovereignty and shall provide postal services, as nearly as practicable, for all DoD

personnel overseas where there is no USPS available. When MPS privileges are

granted, they are not restricted to a particular MPO or country, except as stated

elsewhere in this Manual or when provisions of section AP1.3. apply. Organizations

and personnel authorized the use of the MPS will not serve as intermediaries for any

person or organization not specifically authorized such service. Military postal

operations are the responsibility of the Department of Defense.

AP1.2.2. The Secretaries of the Military Departments will furnish postal service to

DoD Agencies and individuals designated herein, within the limitations described.

Actions, which would result in the total loss of the MPS to authorized users, shall be

coordinated through affected Agencies, MPSA, and the appropriate OSD offices.

AP1.2.3. International agreements made to permit the establishment of military

postal activities usually provide for the use of those activities only by DoD personnel

assigned for the host country. An MPS activity established in a host country pursuant to

such international agreements may service other postal activities and other authorized

personnel assigned outside the host country only if the agreement does not prohibit.

AP1.2.4. Approval of MPS privileges for Agencies, Departments, groups, units, or

individuals, whether or not they have full or any form of limited MPO privileges, unless

otherwise specifically stated, does not extend to the receipt of, or mailing at an MPO of

any item(s) intended for resale. This resale prohibition applies whether sale is to

authorized MPS users or not, and regardless of the beneficiary of the proceeds, i.e.,

charitable organizations or non-appropriated welfare fund activities. This prohibition

does not apply to military exchanges or commissaries, but does apply to their

concessionaires.

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340 APPENDIX 1

AP1.2.5. Use of IDS for transport of personal property in connection with

PCS/TDY moves, is prohibited, with the exception of uniforms and personal gear

required to perform official duties at next duty station.

AP1.2.6. Access to a contingency APO/FPO shall normally be limited to DoD

personnel and DoD contractors in direct support of the DoD mission.

AP1.2.7. Legal interpretation of this Appendix shall be made only by legal

authorities supporting MPSA.

AP1.3. MPS USERS

AP1.3.1. Active duty members of the Armed Forces and their command-sponsored

family members. Family members residing overseas under the Dependent Residing

Overseas (DRO) program are authorized postal support for 90 days after the departure

of the military member sponsor. If the sponsor is on a remote or isolated tour, the

family members are authorized MPS privileges for the duration of the sponsor's tour

length.

AP1.3.2. DoD organizations and their U.S. citizen employees and

command-sponsored family members.

AP1.3.3. Service for DoD-Related Organizations. DoD-related organizations,

which support a DoD mission, their U.S. citizen employees, and authorized family

members may use the MPS if they possess a Government ID, or are on DoD invitational

travel orders.

AP1.3.4. DoD non-appropriated fund activities.

AP1.3.5. Department of Defense Dependent School (DODDS) System.

AP1.3.6. The American National Red Cross, when established under the provisions

of DoD Directive 1330.5 (reference (as)).

AP1.3.7. United Service Organizations, Inc., when established under the provision

of DoD Directive 1330.12 (reference (at)) for the conduct of official business.

AP1.3.8. Overseas military banking facilities and DoD overseas credit unions, as

designated by the Under Secretary of Defense (Comptroller) under contract per DoD

Instruction 1000.10 and DoD Directive 1000.11 (references (au) and (av),

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341 APPENDIX 1

respectively). The use of the MPS shall be limited to those transactions emanating

from official operations for the benefit of the military installations and their personnel.

AP1.3.9. International military commands and agencies of the North Atlantic

Treaty Organization per DoD 7000-14-R, Vol. IIA (reference (aw)).

AP1.3.10. U.S. citizen crews of Military Sealift Command nucleus fleet ships, and

merchant ships operating for the account of Military Sealift Command, including

contract-operated, time-chartered, consecutive-voyage chartered, and General Agency

Agreement vessels, under conditions prescribed by the Military Departments.

AP1.3.11. U.S. citizen correspondents and public information agencies that have

been accredited by the Assistant Secretary of Defense for Public Affairs (ASD(PA)) and

approved by the Combatant Commander, or by the Combatant Commander when an

ASD(PA) accreditation program is not in operation.

AP1.3.12. Foreign military nationals assigned to a U.S. military organization for

duty or training. These individuals may use the MPS for receipt and dispatch of mail.

However, dispatched mail shall be addressed in the same manner as if they were in their

home country, and bear international postage rates.

AP1.3.13. Service for Overseas Reserve Units, Members of Overseas Reserve

Units and Individual Ready Reservists Overseas. Use of the MPS by these individuals

and units will be limited to official correspondence between the Reservists and Reserve

units, their CONUS headquarters, and Service schools. This extension of MPS will be

granted only in the absence of objection by host countries. Reserve personnel on active

duty are authorized full MPO privileges.

AP1.3.14. Service for Retired Military Personnel. Retired personnel of the U.S.

Armed Forces and their sponsored family members are authorized the use of the MPS.

The host government shall not preclude such use and the inclusion of this category will

not overburden the MPO facility or its manpower capability. They may not use a

contingency operation MPO. Mail privileges are limited to mail weighing up to 16

ounces, unless further restricted by host governments. The 16-ounces restriction

applies to incoming and outgoing mail. Once such service is granted it may be

withdrawn only with the concurrence of the MPSA. MPS mailing privileges for legally

blind retirees will be identical to those provided for the legally blind in the DMM

(reference (o)). Retired Reserve personnel will be entitled to 16 ounces upon reaching

age 60.

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342 APPENDIX 1

AP1.3.15. Service for Surviving Family Members. Surviving family members,

including unremarried spouses of deceased or retired members of the U.S. Armed

Forces are authorized the use of the MPS. The host government shall not preclude

such use and the inclusion of this category will not overburden the MPO facility or its

manpower capability. Privileges are limited to mail weighing up to 16 ounces. The

16-ounces restriction applies to incoming and outgoing mail. Once such service is

granted it may be withdrawn only with the concurrence of the MPSA. MPS mailing

privileges for legally blind surviving family members will be identical to those provided

for the legally blind in the DMM (reference (o)).

AP1.3.16. Service for Other U.S. Government Agencies. Certain organizations,

usually including their U.S. citizen employees and sponsored family members may be

authorized MPS privileges (from permanent MPOs) at the departmental level. This

support is only available when the facilities and manpower are available to perform the

additional workload and in the absence of objection by the host government. When

authorized, the Department or Agency concerned will reimburse the Department of

Defense for transportation and services in accordance with DoD Instruction 4000.19

(reference (ax)).

AP1.3.17. Service for Contractors. Contractors in support of U.S. Armed Forces

and DoD Activities may be authorized use of the MPS:

AP1.3.17.1. U.S.-owned contractors providing goods or services in direct

support of DoD activities for contract-related mail only, their U.S. citizen employees

and sponsored family members may be authorized personal mail. Postal support will be

limited to the country in which the contractor is performing and provided there is no

host-country prohibition. The extent of postal support will be set forth in the contract.

The provisions for postal support in such contracts shall be reviewed and approved by

the applicable Combatant Commander (or his designated representative) and the

Military Department concerned prior to execution of the contract.

AP1.3.17.2. U.S.-owned contractors providing goods or services to a foreign

government through the Department of Defense under the provision of Foreign Military

Sales (FMS) agreements for contract-related mail only. Their U.S. citizen employees

and sponsored family members may be authorized personal mail. Postal support will be

limited to the country in which the contractor is performing, and provided there is no

host-country prohibition. The contractor shall agree to annually reimburse the

Department of Defense for MPS support and method of reimbursement shall be set

forth in the contract. The provisions for postal support in such contracts shall be

reviewed and approved by the applicable Combatant Commander (or his designated

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343 APPENDIX 1

representative) and the Military Department concerned prior to execution of the

contract. The service shall not increase the existing MPS manpower and facility

requirements.

AP1.3.17.3. Subcontractors may be authorized to use the MPS. The

subcontractor shall be a U.S.-owned and controlled company and support the same

mission as the prime contractor. The contract shall state that the Government will

provide mail service to the sub-contractor and its U.S. citizen employees; and, DoD

contracting officers shall approve the contract. Privileges will be the same as those

afforded to the prime contractor.

AP1.3.18. Service for Other Organizations or Individuals. The following

organizations and personnel may be authorized the privileges of MPS. The support will

only be available to the extent that existing MPS facilities and personnel of the

command permit, providing the major overseas commander determines, and MPSA

concurs, that local civil postal service is inadequate and in the absence of objection by

the host government. The Department of Defense assumes the transportation and

services costs for these users.

AP1.3.18.1. United Seaman's Service and their U.S. citizen employees when

established in overseas areas, under the provisions of DoD Directive 1330.16

(reference (ay)).

AP1.3.18.2. U.S. Federal employee organizations at overseas bases for the

conduct of labor union business.

AP1.3.18.3. U.S. universities and colleges operating in overseas areas by

authority of the Secretaries of the Military Departments to provide educational services

to members of the Military Departments, their U.S. citizen employees, and sponsored

family members.

AP1.3.18.4. U.S. non-profit, service, social, civic, and fraternal-type

organizations and U.S. citizen representatives and sponsored family members, when such

organizations are primarily established to serve DoD military and civilian personnel in

overseas areas. This use will not include mailing items for business or commercial

purposes.

AP1.3.18.5. U.S. civilian religious representatives or religious groups visiting

overseas commands in the interest of and to assist the U.S. Armed Forces, provided

such persons have obtained an official invitation to travel, per DoD Instruction 1330.7

(reference (az)).

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344 APPENDIX 1

AP1.3.18.6. U.S. celebrities and entertainers, athletic clinic instructors,

representatives of educational institutions or other social agencies, and their sponsored

family members, whose purpose is to provide a service to the U.S. Armed Forces,

provided such individuals have been officially invited to travel overseas under provision

of DoD Instruction 1330.13 (reference (ba)).

AP1.3.18.7. DoS-sponsored tuition fee schools are authorized to use the MPS

for First-Class letter and Priority Mail weighing 16 ounces or less for official school

correspondence only. Use of the MPS for personal mail is not authorized. Bulk

orders of supplies, books and educational material are not authorized and will not be

entered into U.S. Military Postal Channels. Emergency orders of books, testing

materials, educational pamphlets and periodicals, video cassettes, transcripts, and

correspondence may be sent via the MPS if approved by the Office of Overseas Schools

and MPSA prior to shipment. The DoS will reimburse the Department of Defense for

transportation costs resulting from use of this mail service. Failure to comply with

conditions of use will result in termination of MPS access.

AP1.3.18.8. U.S. citizen members of the permanent staff of the Peace Corps.

AP1.3.18.9. American Embassy Employee Associations. Use of the MPS by

American Embassy Employee Associations is limited to First-Class letter mail related

to official association business matters only. No personal mail or parcels of any size

are authorized.

AP1.3.19. Service for Foreign Organizations

AP1.3.19.1. Foreign military units serving with the U.S. Armed Forces may be

authorized to dispatch closed mailbags to and from the foreign country concerned

through U.S. Military Postal Channels. Approval is granted provided the mail is

transported at the requesting country's expense and it meets the MPS security screening

requirements. The MPSA shall approve request(s) prior to implementation.

AP1.3.19.2. When U.S. Naval vessels are being transferred to a foreign

government, under military assistance programs, the personnel assigned may be

authorized to use the MPS while en route to their home country.

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345 APPENDIX 1

AP1.3.19.3. Allied warships participating in U.S. Naval maneuvers or operating

in U.S. waters may be authorized to use the facilities of the MPS to receive and dispatch

closed mail bags on request from the foreign country concerned. This service will be

provided if the mail is transported at the requesting country's expense and it meets the

MPS security screening requirements. The MPSA shall approve request(s) prior to

implementation.

AP1.3.20. Privileges During Hostilities. In the event of national emergency,

hostilities, or occupation, all U.S. citizens in the overseas areas affected may be

authorized use of the MPS. The Combatant Commander concerned shall request

services through the MPSA to OSD. The following conditions apply:

AP1.3.20.1. The Combatant Commander shall determine that international

postal service is not available in the affected area or is inadequate.

AP1.3.20.2. The service shall be limited to letter mail, including postcards and

sound and video recordings having the character of personal correspondence.

AP1.3.20.3. The privileges shall be withdrawn as soon as the emergency or

hostilities cease and adequate international mail service again becomes available.

AP1.3.21. Exceptions to User Policies. Requests for exceptions to the user

policy shall be submitted through the supporting major postal command, which in turn

will forward the request to MPSA. The postal MACOM will review compliance with

exception criteria and the endorsement of the request will include a recommendation.

The MPSA will recommend approval or disapproval of each request and provide an

overall assessment of impact to OSD. Each of the following criteria shall be met to

grant an exception to policy:

AP1.3.21.1. It will assist substantially in, or is essential to, the

accomplishment of the U.S. Government mission.

AP1.3.21.2. It is not precluded by the terms of any agreement between the

United States and the host government.

AP1.3.21.3. It will not place the privileges and immunities of the U.S. Armed

Forces in jeopardy.

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346 APPENDIX 1

AP1.3.21.4. It will not increase the manpower or facility requirements of the

MPO concerned. Subsequent growth of service requirements, closing of the MPS

facility, or reduction in postal manpower will be cause to limit or terminate the

privilege.

AP1.3.21.5. There is no USPS facility available in the area.

AP1.3.21.6. It will not result in the U.S. Government assuming costs that are

the responsibility of the host country, a non-U.S. government agency, or individuals,

except when full reimbursement is made by the beneficiary or when it is necessary for

the health of U.S. citizens under emergency conditions, as determined by the Combatant

Commander.

AP1.3.22. Unauthorized MPS Users. The following organizations and individuals

are among those that will not be provided use of the MPS, except when authorized by

paragraph AP1.3.21.

AP1.3.22.1. Peace Corps personnel who are not members of the permanent

staff.

AP1.3.22.2. Concessionaires of non-appropriated fund activities.

AP1.3.22.3. Political Organizations. This does not prohibit direct mailing of

political campaign material to individuals authorized the use of MPS, provided it is not

material for further distribution on or off the military installation.

AP1.3.22.4. Non-appropriated fund activities of non-DoD agencies, such as

employees' cooperatives. See subparagraph AP1.3.18.9. for privileges afforded

American Embassy Employee Associations.

AP1.3.22.5. Individuals or organizations, whether otherwise entitled to such

service or not, for business or commercial purposes.

AP1.3.23. Denying MPS privileges to authorized users. If a local MPO, MACOM,

or Combatant Command determines it cannot provide MPS, the organization shall

submit justification for denial through the MPSA to OSD for approval.

AP1.3.24. Withdrawal or Limitations of Service. At least 90 days advance notice

of withdrawal or limitation of service, incident to review of postal operations, will

normally be given to authorized organizations and individuals. When MPS privileges are

withdrawn by the host government, for MPS abuse, or because of other conditions

DoD 4525.6-M, August 15, 2002

347 APPENDIX 1

beyond the control of the Department of Defense, the advance notice does not have to

meet the 90-day notice. Notify the MPSA prior to withdrawal or limitation to service.

AP1.3.24.1. Limitations on service to authorized organizations and individuals

may be made by the installation commander, if, after review of the impact of continued

service on the facility and manpower. Full coordination with the affected organizations

and individuals, command channels, and the MPSA will occur prior to implementing

limitations.

AP1.3.24.2. Service component commanders of overseas commands will

provide procedures to limit, suspend, or revoke authorization to use the MPS, for

intentional or persistent abuse of mailing or receiving privileges of all authorized users,

except active duty Service members. (Appropriate administrative or disciplinary

measures, including actions under the UCMJ (reference (ak)), may be used to control

such abuses by active duty Service members.) Curtailment of military postal services

will normally be applied to all postal services except the mailing and receiving of letters

and postcards, but in all cases, the remedial action will reasonably relate to the detected

abuse. Affected individuals or organizations will be provided notice, an opportunity to

be heard, and to appeal. Commanders shall inform MPSA of any action taken under this

paragraph.

AP1.3.24.3. Postal privileges for family members of all categories of

authorized MPS users will be withdrawn when sponsorship is terminated, except as

stated elsewhere in this Manual.

DoD 4525.6-M, August 15, 2002

348 APPENDIX 1

AP2. APPENDIX 2

MPS INSPECTION CHECKLIST

CHAPTER 1

SERVICE HQ 1 MPSA INSPECTION CHECKLIST

# Item Yes Improve No Ref

1 Have all major command supplements to the DoD

Postal Manual been submitted to MPSA for approval and

have all approved supplements been provided to MPSA?

Foreword

2 Has the installation commander appointed a postal

officer?

C1.1.6.7.1.

3 Has the installation commander provided adequate

space and equipment for the operation of the MPO?

C1.2.2.5.2.

4 Does the postal officer conduct inspections of unit and

consolidated (or community) mailrooms?

C1.1.6.9.9.

5 Has the installation postal officer or MPO supervisor

developed a standard operating procedure?

C1.2.2.6.1.

6 Does the installation postal officer or MPO supervisor

ensure all personnel understand and comply with current

postal directives?

C1.1.6.9.8.

7 Does the installation postal officer or MPO supervisor

conduct quarterly, unannounced inspection of all mail

handling areas?

C1.1.6.9.9.

8 Does the installation postal officer or MPO supervisor

notify the appropriate command level of all suspected or

known postal offenses and losses?

C1.1.6.9.12.

9 Does the installation postal officer or MPO supervisor

restrict entry to mail facilities to authorized personnel

only?

C1.6.9.13.

10 Are requests to relocate, reclassify or transfer operational

control of military post offices routed properly and do they

contain all the required information?

C1.1.7.5.

11 Are requests to activate or deactivate a ZIP Code for an

exercise properly executed?

C1.1.7.7.1.

12 Have the Military Departments developed and do they

maintain MPO pre-packs of USPS equipment, forms, and

supplies for use by active and Reserve units designated

to deploy?

Are there inspection criteria in place to spot check these

pre-packs and sets for readiness?

C1.2.2.2.5.

DoD 4525.6-M, August 15, 2002

349 APPENDIX 2

CHAPTER 1, continued

# Item Yes Improve No Ref

13 Are requests to establish or open MPOs and MAOs

routed properly and do they contain all required

information?

C1.1.7.1. and

C1.1.7.2.

14 Are proper actions taken to disestablish or close

MPOs and MAOs?

C1.1.7.4.

15 Are contingency MPOs properly activated and

deactivated?

C1.1.7.6.

16 Are MPS privileges extended to only authorized users

of the service?

AP1.3.1.

17 Are MPS privileges for banking facilities and credit

unions restricted to transactions directly related with

official operations?

AP1.3.8.

18 Are parcel mail privileges for retirees restricted to not

more than 1 pound?

AP1.3.14.

19 Is MPS support for U.S. contractors and their

personnel limited to the country in which the

contractor is performing and to the extent set forth in

the contract?

Was concurrence of use approved by all levels?

AP1.3.17.1.

and

AP1.3.17.2.

20 Have exceptions to users policy been approved by the

OADUSD(L/TP)?

AP1.3.21.

21 Under normal circumstances, is 90-day notice given

to individuals and organizations before postal service

is withdrawn?

AP1.3.24.

22 Are postal privileges for dependents withdrawn 90

days subsequent to the departure of the sponsor?

AP1.3.24.3.

DoD 4525.6-M, August 15, 2002

350 APPENDIX 2

CHAPTER 2

# Item Yes Improve No Ref

1 Does the Combatant Commander or MACOM

ensure postal plans are considered and

developed, if necessary, for all contingency,

exercise, and deployment plans?

C2.2.

2 Does the plan appoint a Single Service

Manager and consider embargo's, restrictions,

official mail, personal, and free mail?

C2.4.1.1, C2.4.1.2.,

C2.4.1.3., C2.4.1.4.,

C2.4.1.5., and

C2.4.3.

3 Have Military Department component

commanders provided MPS input to evacuation

plans involving MPOs under their control?

C2.4.5.

4 Does the Single Service Manager coordinate

with all organizations involved in providing

military postal service?

C2.7.4.

5 Has the Single Service Manager considered any

Service member mail and support to the United

Nations and coalition forces?

C2.9. and C2.10.

DoD 4525.6-M, August 15, 2002

351 APPENDIX 2

CHAPTER 3

# Item Yes Improve No Ref

1 Does the MPO make mail available for pickup 6 days

a week?

C3.1.2.3.

2 Is mail collected from collection boxes according to

posted collection schedules?

C3.1.3.1.1.

3 Are collection times on collection boxes synchronized

with dispatch schedules?

C3.1.3.1.1.

4 Do postal activities that tender and receive mail

directly from air carriers operate 7 days a week (when

service is available)?

If no, have exceptions to this policy been approved by

MPSA?

C3.1.2.3.

5 Do collection box notices state that the mail deposited

after the office closes will not be postmarked until the

following duty day and contain a statement for

weekend and holiday exceptions?

C3.1.3.2.1.

6 Is mail properly postmarked and canceled? C3.1.3.2.1.

7 Are requests for philatelic postmarks honored except

when precluded for security reasons?

C3.1.3.2.3.

(POM 443)

8 Is missent mail postmarked on the back to indicate

date of receipt before being re-dispatched to the end

destination?

C3.1.3.2.4.

9 Is mail discovered with insufficient postage properly

handled?

C3.1.3.2.5.

10 Are CONUS sortation cases designed according to

the volume of mail generated or MACOM directives?

C3.1.3.3.

11 Are direct letter and flat bundles properly made up and

secured?

C3.1.3.4. and

C3.1.3.5.

12 Are letter distribution cases schemed to the first digit

of the ZIP Code?

13 Are all rules pertaining to pouching, sacking and

traying followed?

C3.1.4.2.

14 Are proper tags and labels used on pouches, sacks,

and trays of mail?

C3.1.4.3.

15 Does the MPO dispatching activity date-stamp slide

labels to show the date the pouch was closed?

C3.1.4.4.

16 Are USPS mail bags used for transporting U.S. mail

and not used for any other purposes?

C3.1.4.5.1.

17 Are empty mail bags examined after use to make sure

that no mail is left inside and that slide labels have

been removed?

C3.1.4.5.1.1.

18 Are surplus bags returned frequently to mail bag

depositories?

C3.1.4.5.1.2.

19 Is coordination made with other postal activities for

intra-theater use of bags before returning them to mail

bag depositories?

C3.1.4.5.1.2.

DoD 4525.6-M, August 15, 2002

352 APPENDIX 2

CHAPTER 3, continued

# Item Yes Improve No Ref

20 Is the gross weight (kilos or pounds) of mail

equipment to be transported by air properly placed on

slide labels?

C3.1.4.5.1.3.

21 Are diplomatic pouches and JUMPS mail properly

handled?

C3.1.4.5.2.

22 Is hazardous material properly handled? C3.1.5.

23 Are errors in makeup and dispatch of mail by other

postal activities properly reported on DD Form 2273

and are slide labels and facing slips attached to the

report?

C3.1.6.1.

24 Is missent mail postmarked, madeup, and dispatched

as required?

C3.1.6.2.

25 Are guidelines followed to report excessive transit

times?

C3.1.6.3.

26 Are postal clerks, military postal clerks, mail clerks,

and mail orderlies familiar with instructions

concerning the receipt and delivery of the following?

a. Un-sealed First-Class mail?

b. "Opened by Mistake"?

c. Balloting material?

d. Mail suspected of containing harmful contents?

C3.2.3.3. to

C3.2.3.6.

27 Is personal mail for postal personnel handled

properly?

C3.2.3.7.

28 Do the mail handlers know the difference between

official and personal mail addressing elements and

delivery procedures?

C3.2.4.

29 Are only authorized MPS users receiving support? Appendix AP1.

30 Are the mail handlers familiar with the requirement for

releasing mail to patrons, unit mail clerk, and

orderlies?

C3.2.5.5.

31 Are mail handlers familiar with the methods a

customer may control delivery of their mail?

C3.2.5.7.

32 Is mail refused by the addressee properly accepted

and endorsed?

C3.2.5.8.

DoD 4525.6-M, August 15, 2002

353 APPENDIX 2

CHAPTER 3, continued

# Item Yes Improve No Ref

33 Are mail handlers familiar with instructions governing

security and delivery of personal accountable mail?

a. Are PS Forms 3849 prepared properly?

b. Are accountable articles stored separately from

non-accountable?

c. Are final notices prepared properly?

d. Is accountable mail held for the appropriate

period of time?

e. Are accountable articles delivered only to the

addressee or authorized agent?

f. Are the PS Forms 3849 maintained properly?

C3.2.7.1.

34 When personal accountable mail is delivered to the

addressee through a CMR, UMR, or PSC that is not a

part of the MPO, is the following accomplished?

a. Does the MPO prepare a PS Form 3883?

b. Is the PS Form 3849 prepared by the mail clerk?

c. Does the MPO maintain a chain of receipt?

d. Are the PS Forms 3883 used to deliver to or

receive accountable mail from mail clerks properly

maintained?

e. If a UMC or mail orderly finds accountable mail in

ordinary mail, is it returned to the servicing post office?

f. Is "Restricted Delivery" mail delivered to the

addressee or agent designated in writing only?

C3.2.7.2. to

C3.2.7.4.

35 Are clerks familiar with delivery requirements of official

"Restricted Delivery"?

C3.2.8.

36 Are clerks familiar with procedures for delivering of mail

for confined personnel?

C3.2.9.

37 Are mail collection boxes conveniently located and do

collection times meet dispatch schedules?

C3.2.10.1.

38 If delivery is through mail delivery receptacles, then?

a. Receptacles are being assigned to only one

person?

b. The receptacle that has been unused the longest

is being reissued first?

c. Receptacles record cards (DD Form 2262) are

filled out and filed properly?

d. The rear of each assigned receptacle is labeled

properly to identify holder?

e. Personnel with limited services address must

reflect the prefix or suffix "R"?

C3.3.3.

39 Are mail handlers familiar with the maintenance and

records required for receptacles?

C3.3.4.

DoD 4525.6-M, August 15, 2002

354 APPENDIX 2

CHAPTER 3, continued

# Item Yes Improve No Ref

40 Are the receptacles checked at least monthly for

excessive mail accumulation, old mail, or non-use?

C3.3.5.1.

41 Are DD Forms 2258 used to indicate the status of

the addressee and the proper disposition of mail?

C3.3.5.2. and

C3.3.7.4. and

C3.3.7.5.

42 Are mail handlers familiar with conditions when a key

lock cylinder or combination should be changed?

C3.3.6.1.

43 Does the DD Form 2262 reflect the changes in key

lock cylinder or combinations?

C3.3.6.2.

44 Is only authorized matter placed in receptacles? C3.3.7.1.

45 Is only mail bearing the proper addressing placed in

the receptacles?

C3.3.7.2.

46 Is PS Form 3907 used to notify patrons of articles too

large for the receptacle?

C3.3.7.3.

47 Are mail handlers familiar with the order mail should

be placed in the receptacles?

C3.3.7.6.

48 When withdrawing a receptacle, is the following

accomplished?

a. Is all mail removed and routed to the Directory

Section?

b. Is the name label removed and rear of the

receptacle blocked with PS Item 0-53A?

c. Is the DD Form 2262 removed from active file,

the date of closure recorded and the key lock cylinder

or combination changed?

C3.3.8.

49 Is a postal directory established and maintained

properly?

C3.4.2.

50 Is directory mail endorsed properly and returned

promptly?

C3.4.5.

51 Is undeliverable-as-addressed mail handled

properly?

C3.4.6.1.

52 Is undeliverable-as-addressed periodical mail

properly handled?

C3.4.6.2.

53 Is mail for Service members listed as AWOL properly

handled?

C3.4.6.3.

54 Is mail for individuals due to arrive held for

appropriate time?

C3.4.6.5.

55 Is "dead" mail handled properly? C3.4.6.7.

56 Are mail handlers familiar with handling procedures

for casualty mail?

C3.4.9.

DoD 4525.6-M, August 15, 2002

355 APPENDIX 2

CHAPTER 4

# Item Yes Improve No Ref

1 Do postal activities maintain all the minimum required

publications?

C4.1.3.1.

2 Do postal activities maintain the minimum USPS posters? C4.1.3.2.

3 Are personnel aware of how to procure required

publications?

C4.1.4.

DoD 4525.6-M, August 15, 2002

356 APPENDIX 2

CHAPTER 5

# Item Yes Improve No Ref

1 Before commanders designate MPCs, FPCs, COPEs,

and PFOs, do they carefully review personnel records to

ensure the individual meets the qualifications?

C5.3.1. and

C5.3.2.

2 Have all personnel who handle postal effects or

accountable mail been designated appropriately on a

DD Form 2257?

C5.4.1.1.

3 Are completed DD Forms 2257 and 285 distributed as

required?

C5.4.1.,

C5.4.1.5.,

and C5.4.2.

4 Are temporary COPEs and PFOs designated when

required?

C5.4.3.

5 Are requests to operate a military postal unit at a

location serviced by USPS submitted to and approved by

MPSA?

C5.5.1.1.

6 Are designations terminated using DD Form 2257

when an individual is relieved, reassigned, or changes

positions?

C5.6.1.

andC5.6.2.

7 When military or civilian personnel are relieved from

postal duties for conviction of a crime, such as theft or

moral turpitude, or relieved for cause, does the

commander coordinate this action with personnel

offices to ensure personnel records are properly

annotated to prevent reassignment to postal duties?

C5.6.4.

DoD 4525.6-M, August 15, 2002

357 APPENDIX 2

CHAPTER 6

# Item Yes Improve No Ref

1 Are all initial requests for PFO, issued accounts, and

subsequent changes routed through MACOM for

approval?

C6.2.1.

2 Are stamp stock and meter funds properly remitted? C6.2.2.

3 Have arrangements been made for a witness at

locations where only one clerk is assigned, or has the

responsible commander authorized the use of "no

witness available?"

C6.2.4.

4 Is the amount of the MPO credit reflective of the needs

of the facility?

C6.2.5.

5 If personal checks are accepted, are proper

procedures followed?

C6.2.6.

6 Are the appropriate procedures followed for handling

traveler's checks?

C6.2.7.

7 Are IRC properly recorded and submitted? C6.2.9.

8 Is the redemption and exchange of stock processed

properly?

C6.2.8.

9 Are fixed credits in excess of $1,000 authorized in

writing by the appropriate commander?

C6.3.1.2.

10 When clerks are absent more than 5-consecutive

working days and less than 31 total consecutive days,

are they temporarily relieved of their accounts?

C6.3.1.5.

11 Are PS Forms 17 properly prepared and submitted for

requisitions and stock replenishment?

C6.3.2.

12 Are requisitions prepared for dispatch and opened

when returned in the presence of a witness?

C6.3.2.4.

13 Does the COPE order stock before cash on hand

exceeds 25 percent of the fixed credit, or at least

monthly?

C6.3.2.8.

14 Is a properly completed PS Form 3369 on hand for the

COPE or PFO and all MPCs with accounts?

C6.3.3.1.,

3.4.1. and

3.5.1.

15 Are fixed credits increased and decreased according

to established procedures?

C6.3.3.3.

16 Do window clerks replenish stock at required

intervals?

C6.3.5.2.1.

17 Do PFOs and COPEs post all PS Form 17

transactions to their PS Forms 3295?

C6.3.6.1.

18 Have request for flexible accounts been properly

submitted?

C6.4.2.

DoD 4525.6-M, August 15, 2002

358 APPENDIX 2

CHAPTER 6, continued

# Item Yes Improve No Ref

19 Are PS Forms 17 and 1412-B numbered

consecutively each fill?

C6.4.5.1.

20 Are bank deposit slips numbered with the same

number as the PS Form 1412-B that identifies the

funds remitted?

C6.4.5.2.

21 Does the PFO or COPE with a flexible account remit

IRCs properly?

C6.4.12.

22 Are the PS Forms 1412-B prepared properly to reflect

shortages, overages, postage meter funds, local

purchase and repairs, and U.S. Customs collection?

C6.4.13. to

C6.4.18.

23 Have MPOs with a SVM followed the procedure for

installation, issuing fixed credit, audits, and

requisitioning stock?

C6.4.19.2.1. to

C6.4.19.2.4.

24 Are COPE shortages and overages in SVM submitted

to the PFO or accountable postmaster?

C6.4.19.2.7.

25 Do clerks with postal accounts have safes, lockable

counter drawers, or cash boxes available to protect

their postal effects?

C6.5.2.

26 Are safes and containers for storing postal effects

used only for this purpose and not for storing

personal property?

C6.5.2.

27 Are duplicate keys and combinations sealed in PS

Form 3977?

C6.5.2.

28 Are safe combinations changed at proper intervals? C6.5.3.

29 Do customers personally affix stamps to the articles

and do the clerks cancel in front of the mailer?

C6.6.4.

30 When mailing labels are used on parcels, does the

postage overlap the upper right corner of the label?

C6.6.4.

31 Are commemorative stamps available and sold only

during authorized sale dates?

C6.6.7.

DoD 4525.6-M, August 15, 2002

359 APPENDIX 2

CHAPTER 7

# Item Yes Improve No Ref

1 Do MPOs know how to procure postage meters? C7.1.2.2.

2 Are postage meter heads, seals, and tools stored

securely when not in use?

C7.1..3.3.

3 Do responsible commanders designate MPCs as meter

custodians for meters operated at a location away from

the COPE's duty station and at the duty station when the

COPE is not present?

C7.1.3.4.

4 Is the meter and the PS Form 3602-PO properly

prepared before issue and after the close of every

business day?

C7.1.4. and

C7.1.6.

5 Do MPCs properly transfer responsibility for the meter

during relief periods?

C7.1.3.5.

6 Does the COPE or designated custodian remit meter

funds daily and prepare the PS Form 3602-PO correctly?

C7.1.7.

7 Do COPEs with flexible credits submit the PS Form

3602-PO at the same interval as the PS Form 1412-B?

C7.1.7.2.1.

8 Are the postage meters set only by the COPE? C7.1.8.1.

9 Do COPEs set postage meters at proper intervals with

recommended amounts of postage limited to

anticipated sales for 6 months?

C7.1.8.1.

10 Is the COPE familiar with procedures for licensing,

required forms, setting records maintenance, and

preparation concerning postage meters?

C7.2.1.2.

11 Is the COPE familiar with the licensing, setting, refunds,

transfer, checking of service, and preparation of

associated forms and records maintenance for

commercial meters?

C7.2.

DoD 4525.6-M, August 15, 2002

360 APPENDIX 2

CHAPTER 8

# Item Yes Improve No Ref

1 Are MOs only issued using an imprinter and never by

handwriting or typing?

C8.2.1.

2 Do all imprinters at the MPO have the same office plate

number?

C8.2.2.

3 Are MO forms requisitioned on PS Form 17 at least 45

days before they will be needed?

C8.3.1.

4 Does the land-based MPO keep at least a 3-month supply

of MO forms on hand?

Does the mobile or shipboard MPO keep at least 5-month

supply?

C8.3.3.

5 Are incoming MO shipments verified by both the COPE or

MO clerk and a witness?

C8.4.1.

6 Is each sealed package of 100 MOs verified by serial

number when it is opened?

C8.4.3.

7 Is the COPE familiar with procedures for handling MO

forms with duplicate serial numbers and defectives?

C8.4.4.

and

C8.4.5.

8 Are all blank MOs received at an activity recorded on DD

Form 885?

C8.5.1.

9 Is DD Form 885 used to document current change of

custody of MO forms issued, transferred, or mailed to

clerks at MPOs or units?

C8.5.1.

10 Upon change of COPE, has the new COPE signed the

master DD Form 885 and acknowledged receipt for the

blank MOs currently retained by the outgoing COPE?

C8.5.1.

11 Are MO forms with the lowest serial numbers the first to be

issued to MO clerks?

When odd-lot distribution of less than 100 MO sets is

required, do the COPE and clerk verify each numbered set?

C8.5.2.

12 Is the distribution of MO forms to units conducting MOB

away from the parent office properly conducted?

C8.5.4.

13 Are MO forms stored in a vault, a three-position

combination safe, or a place of comparable security to

which the accountable person has exclusive access?

C8.6.1.

14 Are containers locked when not under direct control of the

responsible individual?

C8.6.1.

15 Are duplicate keys and combinations properly protected? C8.6.1.

16 Do all MO clerks have individual metal cash-boxes,

drawers, or safes equipped with suitable locking devices

to safeguard MO forms and all-purpose date stamps in

their custody?

C8.6.2.

17 Are only U.S. currency, military payment certificates, U.S.

Treasury Checks, and Travelers Checks (U.S. Only)

accepted as means for purchase of MOs?

C8.7.1.

DoD 4525.6-M, August 15, 2002

361 APPENDIX 2

CHAPTER 8, continued

# Item Yes Improve No Ref

18 Are MO clerks familiar with the maximum amount of

money a single customer may purchase in a single day

and the procedure to report?

C8.7.2.

19 Are spoiled or incorrectly prepared MOs properly

processed?

C8.8.1. &

C8.8.2.

20 When MOs are inadvertently issued out of sequence,

does the issuing clerk return to the correct sequence as

soon as the error is noted?

C8.8.3.

21 Do clerks require presentation of an ID card before

cashing MOs?

Is the ID number annotated on the back of the MO?

C8.9.1.

22 With the exception of COPEs, MPO supervisors, and

Navy and Marine Corps disbursing officers, are other MO

verifying officials appointed in writing?

C8.10.1.

23 Has the COPE assigned a unit number for each

financial unit conducting MOB by designating the first unit

as the parent unit and each additional unit numbered

consecutively, starting with one?

C8.10.1.1.

24 Do MO clerks prepare a consolidated MOB report per

the Manual's instructions?

C8.10.3.

25 Do designated verifying officials or COPEs properly verify

MOB reports?

C8.10.4.

26 Does the MPO with MO units prepare a consolidated

report when a separate check is not obtained for each

separate unit report?

C8.10.5.

27 When MOs are issued from two or more different series

on the same day, are separate totals for each series

listed on the verification tape and in Section I, PS Form

6019?

C8.11.1.

28 When MOs are issued out of sequence, are the serial

numbers of the MOs issued out of sequence listed as a

break in series under Section I, PS Form 6019, and a

notation made on the MOB report?

C8.11.2.

29 Are the MOs issued out of sequence properly recorded

on subsequent MOB reports?

C8.11.2.

30 Are missing MO form sets and vouchers properly

documented and reported?

C8.11.3.

and C8.11.4.

31 Do MO reports reflect continuity of service to include

non-business days and suspended-service periods?

C8.11.5.

32 When shortages in MO accounts occur, are they

reported on the business day the shortage is

discovered and investigated, if required?

C8.11.10.

and

C8.11.11.

DoD 4525.6-M, August 15, 2002

362 APPENDIX 2

CHAPTER 8, continued

# Item Yes Improve No Ref

33 Are all MO funds kept separate and not commingled with

other funds, except where authorized by major commanders,

including USPS stamp meter funds; and are the MO funds of

one individual kept separate from those of another?

C8.12.1.

DoD 4525.6-M, August 15, 2002

363 APPENDIX 2

CHAPTER 9

# Item Yes Improve No Ref

1 Is Registered mail under constant surveillance or secured

properly at all times?

C9.2.1.

2 Is an unbroken chain of receipts maintained for all

Registered mail in MPS channels using only approved

USPS or DD forms?

C9.2.2.

3 Are proper procedures followed when handling coded (high

value) shipments?

C9.2.5.

4 Are all postal personnel in overseas areas, assigned as

registry clerks in AMTs, FMCs or MPOs, eligible for a

SECRET security clearance and are they U.S. citizens?

C9.2.7.

5 At one-man operations, is prior arrangement made with a

local unit or installation commander to provide a witness for

Registered main transactions or has the responsible

commander approved the use of the phrase "no witness

available" (NWA) when required?

C9.2.8.

6 Have postal activities that handle and store Registered mail

designated a secure area or registry section for this purpose

and is it properly constructed?

Has an exception to policy been approved by MPSA?

NOTE: Exceptions shall apply where lack of floor space or

other physical constraints make it impractical or impossible

to construct a separate registry work area.

C9.3.1.

7 Does a three-position changeable combination padlock

secure the registry cage?

C9.3.2.

8 To maintain proper security of Registered mail, are the

policies outlined in this manual complied with at all times?

C9.3.2.

9 Does the on-duty registry clerk control the access to the

registry work area to permit access to only the on-duty registry

clerks, witnesses, the section supervisors, and personnel

authorized to inspect and audit DoD postal facilities?

C9.3.3.

10 Do operations that run on a shift basis provide each shift

with a separate GSA-approved, three-position, changeable

combination padlock to limit access of registry clerks to their

specific tour of duty?

C9.3.2.

11 Are combinations to registry sections and containers

properly recorded and stored?

C9.3.4.

12 Is Registered mail accepted, processed, and handled in the

registry per this Manual?

C9.3.5.

13 For personal Registered mail accepted and recorded on PS

Form 3806, are the originals provided mailers and the

duplicate filed in numerical sequence?

C9.3.5.2.

DoD 4525.6-M, August 15, 2002

364 APPENDIX 2

CHAPTER 9, continued

# Item Yes Improve No Ref

14 Are Registered letters and parcels properly postmarked

to prevent undetected tampering?

C9.3.5.4.

15 When the acceptance window is a separate operation

from the Registry Section, is a PS Form 3854 used to

make transfers to the Registry Section?

C9.3.5.5.

16 Using DD Form 2261, is a balance and inventory

conducted at the close of each business day or at each

shift change, as applicable, and are the original and

duplicate copies properly filed?

C9.3.5.6.

and

C9.3.5.8.

17 Is supporting documentation for registry transactions

properly maintained at all times; that is, PS Forms 3854,

3849, 3877, 3883, 3806, and DD Form 2261?

C9.3.5.11.

18 Is Registered mail properly receipted for at the

accepting activity, depending on the mode of

transportation?

C9.4.

19 Does the postal activity correctly report irregularities in

receipt of Registered mail from carriers?

C9.5.1. and

C9.5.2.

20 Are incoming Registered pouches correctly processed

and the contents verified?

C9.6.1.

21 During processing are discrepancies and irregularities

discovered in Registered mail pouches handled?

C9.6.3.

22 Do postal activities that use PS Item 0-817A or PS Item

0-817C ensure that unauthorized personnel do not have

access to the seals and that they are only used for their

intended purpose?

C9.7.2.

23 Are all mail bags used to dispatch Registered mail

examined to ensure they are not torn or otherwise

defective and when dispatched; are they secured with

PS Item 0-817C?

C9.7.3.

24 Is Registered mail prepared for dispatch in accordance

with instructions?

C9.7.5.

25 When U.S. commercial passenger flights are used to

dispatch personal Registered mail, is the official mail

separated from it?

C9.7.5.1.

26 Is a USPS registry jacket used when five or more

letter-size pieces are dispatched to the same location

and is a separate book of PS Forms 3854 used for

registry jackets?

C9.7.5.2.

and

C9.7.5.3.

27 Are slide labels properly stamped "PERSONAL" and

"OFFICIAL" when required?

C9.8.1.1.

28 Is a separate book of PS Forms 3854 used for inside

bills and are they properly prepared?

C9.7.5.3.

29 When the activity dispatches Registered mail by truck, is

a separate book of PS Forms 3854 used and does the

outside bill list each Registered pouch and OSP

dispatched?

C9.7.5.5.

DoD 4525.6-M, August 15, 2002

365 APPENDIX 2

CHAPTER 9, continued

# Item Yes Improve No Ref

30 Are PS Forms 3854 prepared with a ball-point pen and

are errors lined through and initialed by the clerk?

C9.7.5.6.

31 Is PS Label 87 affixed to OSPs being dispatched? C9.7.5.7.

32 When dispatching Registered mail to commercial cargo

air carriers or military air carriers, are individual pieces

tagged and labeled properly?

C9.7.6.

33 When dispatching Registered mail directly to AMC or

command-owned aircraft, is DD Form 1384 prepared per

instructions?

C9.7.8.

34 When tendering Registered mail directly to another postal

activity, are bills prepared in triplicate and is the triplicate

copy retained in the manifold registry dispatch book?

C9.7.9.1.

35 When dispatching Registered mail in a closed-body

vehicle, is the seal number used to seal the vehicle

indicated on the outside dispatch bill?

C9.7.10.

36 Are suspense files for PS Forms 3854 and 3830-A

established and is prompt tracer action taken when

copies are not returned within the normal two-way transit

time?

C9.7.11.1.

37 Is official Registered mail only tendered to U.S.

commercial, non-stop, cargo, passenger or cargo with

passenger flights designated scheduled?

C9.8.1.1.

38 Is Registered mail containerized to the maximum extent

possible and is it containerized properly?

C9.8.1.2.1.

39 Is official Registered mail only dispatched on flights

designated by the appropriate JMPA?

C9.8.1.3.

40 Are "ramp watching" procedures conducted properly for all

official Registered mail received or dispatched on

commercial carriers?

C9.8.1.4.

41 When dispatching Registered mail by truck does a U.S.

citizen driver or guard accompany the shipment and is the

mail secured properly?

C9.8.2.

DoD 4525.6-M, August 15, 2002

366 APPENDIX 2

CHAPTER 10

# Item Yes Improve No Ref

1 Have SOPs been developed to provide detailed

instruction for security, emergency destruction, and

postal operating plan?

C10.2.

2 Have local procedures been established for

monitoring and processing customer complaints?

C10.3.2.

3 Are the minimum required USPS Publications and

Posters current and readily available for patrons?

C10.3.3.

4 Is an example of a properly completed change of

address card readily available or posted in plain view

of customers?

C10.3.3.8.

5 Is an example of a correct mailing address readily

available or posted in plain view of customers?

C10.3.3.9.

6 Are the hours of operation readily available or posted

in plain view of customers?

C10.3.3.10.

7 Is mail collection and closeout times readily available

or posted in plain view of customers?

C10.3.3.11.

8 Is U.S. Customs information readily available or

posted in plain view of customers?

C10.3.3.12.

9 Are clerks familiar with the differences between the

classes of mail?

Are proper rates of postage being assessed

according to class, weight, and, if applicable, zone?

C10.4.1.1. to

C10.4.1.3.

10 Are clerks familiar with what class of mail is

applicable to which service; that is, Registered,

certified, insured, special handling, PAL, etc.?

C10.4.2.

11 Are clerks charging the proper zone-rated postage for

mail addressed to other MPOs?

C10.4.1.4.

12 Are clerks computing postage properly for

international mail?

IMM

13 Do clerks enforce standards for the packaging and

labeling of mail?

C10.4.2.2.

14 Do clerks enforce proper addressing requirements

before accepting mail?

C10.4.2.3.

15 Is mail addressed to persons and activities not

authorized MPS privileges being returned to sender

endorsed "Addressee Not Authorized MPO Privileges"?

C10.4.2.5.

16 Are mailings received for personnel with limited

postal privileges returned to sender when they exceed

the prescribed weight limitations?

C10.4.2.6.

17 Are parcels accepted as Priority mail or for PAL

service appropriately marked before the actual sale of

stamps or affixing of postage meter tapes?

C10.4.2.7.

DoD 4525.6-M, August 15, 2002

367 APPENDIX 2

CHAPTER 10, continued

# Item Yes Improve No Ref

18 Does the MPO maintain a file of PS Forms 1509,

"Sender Application for Recall of Mail," for personal mail

recalled by its customers?

C10.4.2.9.

19 Are clerks aware that special handling service is not

available for mail addressed to military installations

including other MPOs?

C10.4.3.

20 Are clerks properly computing fees for special services

and adding them to the postage for the article mailed?

DMM

21 Are return receipts only used on Registered, certified,

numbered-insured, express, and return-receipt for

merchandise articles?

DMM

22 Is restricted delivery only used on Registered, certified,

and numbered-insured articles?

DMM

23 Does the MPO honor requests for cancellations for

philatelic purposes from customers when service does

not interfere with regular business?

C10.4.4.1.

24 Are clerks familiar with what types of mail may or may

not be insured?

C10.4.5.1.

and

C10.4.5.2.

25 Do clerks recommend to customers that items

exceeding $5000 in value be Registered rather than

insured?

C10.4.5.2.

26 Is absentee balloting material given expeditious

handling and placed on top of letter packages?

C10.4.9.

27 Is the mail handler aware of the privileged nature of

mail and postal records and the requirements that must

be met before individuals and agencies conducting

official investigations can examine them?

C10.4.12.

28 Are accepting clerks familiar with what constitutes

non-mailable matter and procedure to follow?

C10.4.13.

29 Are there adequate safes and other secure receptacles

available for safeguarding postal effects?

C10.5.1.2.

30 Are field safes that are used to store postal effects

secured to fixed objects to prevent removal?

C10.5.1.3.

31 Are personal effects or funds stored in the MPO? C10.5.1.5.

32 Is access to MPO work areas limited to personnel

conducting official postal business and are all others

escorted or under constant surveillance by military postal

personnel?

C10.5.1.6.

33 Does the MPO supervisor keep a current list of

individuals issued keys to the post office?

C10.5.1.7.

DoD 4525.6-M, August 15, 2002

368 APPENDIX 2

CHAPTER 10, continued

# Item Yes Improve No Ref

34 Do MPO personnel deliver mail to addressees, their

agents, personnel of other MPOs, or designated mail

clerks only after proper identification is presented?

NOTE: Proper identification is considered to be

Government-issued ID card or U.S. passport, or a DD

Form 285 when a copy is on file at the serving MPO.

C10.5.1.9.

35 Are combinations and keys to containers in which

funds, postal effects, mail, or postal equipment are

stored, sealed in PS Form 3977 envelopes and

protected properly?

C10.5.2.1.

36 Is damaged mail securely rewrapped or resealed and

endorsed properly?

C10.5.3.

37 Are articles found loose in the mail disposed of

properly?

C10.5.4.

38 Are uncanceled stamps found loose in the mail

re-affixed to mail or placed in a locked container for

destruction and are they destroyed at least monthly?

C10.5.5.

39 Are MPOs processing insured and Registered claims

per USPS procedures?

C10.5.6.

40 Is a record of claims being kept on file at the MPO for

each insured and Registered claim filed?

C10.5.6.6.

41 Has a suspense system been established to ensure

prompt processing of incoming claims?

C10.5.6.5.

42 Are completely damaged articles with little or no salvage

value retained by the customers or destroyed if

unwanted by them?

C10.5.6.8.

43 Are damaged insured articles with salvage value

retained then forwarded to the mail recovery center?

C10.5.6.8.

44 Are customers given PS Forms 3831, "Receipt for

Article(s) Damaged in Mails," in exchange for damaged

articles?

C10.5.6.8.

45 Are fees for claims information forwarded to the serving

postmaster with a letter of explanation?

C10.5.6.10.

46 Do clerks verify that articles listed on the customs tag

are mailable to the United States, a foreign address, or

another MPO?

C10.6.2.

andC10.6.3.

47 Do clerks require all personal parcels believed to

contain merchandise to have properly completed

customs declarations attached?

C10.6.5.

48 Do clerks know the procedures for processing articles

containing personal and household affects of

individuals returning on orders to CTUS?

C10.6.6.

49 Are clerks familiar with what constitute unsolicited

American goods returned processing requirements?

C10.6.7.

and C10.6.8.

DoD 4525.6-M, August 15, 2002

369 APPENDIX 2

CHAPTER 10, continued

# Item Yes Improve No Ref

50 Do MPOs operating within the CTUS collect and

process customs duty properly and do MPOs outside

the CTUS process PS Form 3419 properly?

C10.6.9.

51 Are the proper procedures followed at locations

conducting "redlining"?

C10.6.9.4.

52 Are mail handlers aware under what circumstances

mail sealed and not sealed against inspection may be

opened, read, and searched?

C10.7.2.

53 Are MPO supervisors aware mail may not be detained

in excess of 72 hours to allow military officials to gather

evidence for a search authorization?

C10.7.3.

54 Are reports properly submitted when mail reasonably

suspected of being dangerous to persons or property

removed from postal channels?

C10.7.4.1.

and

C10.7.4.2.

55 Is information about mail sent or received by particular

senders or addresses disclosed only under the

conditions prescribed in this Manual?

C10.7.5.

56 Are supervisors aware of which officials are authorized

to issue search warrants and authorizations?

C10.7.6.

57 Are search warrants and authorizations properly

executed?

C10.7.6.2.

58 Are MPO supervisors aware of conditions that warrant

and officials who are authorized to order mail covers?

C10.7.8.1.

and

C10.7.8.2.

59 When an oral mail cover order is issued, is the

authority confirmed in writing within 2-working days?

C10.7.8.3.

60 Is information gathered from a mail cover held until

release is authorized by the official who ordered the

mail cover?

C10.7.8.5.

61 Are mail covers in effect more than 30 days without an

authorized extension by the requesting official?

C10.7.8.7.

62 Are mail covers in effect more than 120 days without

extension by the Military Department's senior military

postal official in the major overseas command?

C10.7.8.7.

63 Are random inspections only conducted when ordered

by an official authorized to issue in a search

authorization?

C10.7.9.

64 Does the postal activity supervisor submit written

seizure reports to the major postal commander and

MPSA on mail confiscated under this section within 15

days of the seizure?

Is the addressee also notified of the seizure?

C10.7.10.

DoD 4525.6-M, August 15, 2002

370 APPENDIX 2

CHAPTER 10, continued

# Item Yes Improve No Ref

65 Is an MPS representative present when host-country officials

inspect or in any way detain the mail?

C10.7.9.

66 Are postal clerks familiar with postage and retail service fee

refund procedures?

C10.8.

67 Is Financial Adjustment Memorandum for returned personal

checks properly processed?

C10.9.2.

DoD 4525.6-M, August 15, 2002

371 APPENDIX 2

CHAPTER 11

# Item Yes Improve No Ref

1 If a facility is an MCA, does the Single Service Manager

ensure receipt, dispatch, and mail delivery is available 7

days a week when daily carrier service is available?

C11.1.4.1.

2 If a facility is an MCA, does the Single Service Manager

ensure an inventory control system is established to

ensure that all incoming mail is properly accounted for and

processed on a first-in, first-out basis by category?

C11.1.4.2.

3 If a facility is an MCA, does the Single Service Manager

ensure air carrier facilities are continuously monitored to

ensure that outbound mail is moved according to

established schedules or agreements?

C11.1.4.3.

4 If a facility is an MCA, does the Single Service Manager

ensure coordination with JMPA, other MCAs and others to

ensure best possible area mail service is maintained?

C11.1.4.4.

5 If a facility is an MCA, does the Single Service Manager

ensure coordinating groups are set up with

representatives from the Services supported and local

transportation agencies to resolve scheduling differences,

integrate resources, and plan for augmentation for mail

surges?

C11.1.4.5.

6 If a facility is an MCA, does the Single Service Manager

develop a POP and integrate critical entry and clearance

times with supported MPOs?

C11.1.4.5.

7 If a facility is an MCA, does the Single Service Manager

coordinate incoming and outgoing mail movements with

local feeder land and air transportation resources, to

include establishing and publishing a consolidated

schedule of truck runs serving the terminal?

C11.1.4.6.

8 If a facility is an MCA, does the Single Service Manager

ensure current carrier schedules are maintained and

routing schemes are developed for all military and

commercial transportation?

C11.1.4.7.

9 If a facility is an MCA, does the Single Service Manager

ensure a copy of these schemes is provided the

appropriate JMPA, MPSA, and the interconnecting MCAs

and postal activities serviced by that MCA?

C11.1.4.7.

10 If a facility is an MCA, does the Single Service Manager

ensure support is provided to deployed mobile units within

the MCA area of responsibility?

C11.1.4.8.

11 If a facility is an MCA, does the Single Service Manager

ensure Registered mail shipments and transfer of mail

between carriers is monitored?

C11.1.4.9.

DoD 4525.6-M, August 15, 2002

372 APPENDIX 2

CHAPTER 11, continued

# Item Yes Improve No Ref

12 If a facility is an MCA, does the Single Service

Manager ensure mail transit times are monitored

according to published guidance (MODIS) when

activity is identified to participate?

C11.1.4.10.

13 If a facility is an MCA, does the Single Service

Manager ensure coordination with carriers is

conducted to advise them of mail generation

volumes, as appropriate?

C11.1.4.11.

14 Has the postal activity established policies and

procedures pertaining to the transportation of military

mail?

C11.2.1.1.

15 Has the postal activity established policies and

procedures pertaining to the identification of

authorized modes of transportation?

C11.2.1.2.

16 Has the postal activity established policies and

procedures pertaining to the transportation

documentation?

C11.2.1.4.

17 Has the postal activity established policies and

procedures pertaining to the upkeep and use of

prime dispatch schedules?

C11.2.1.5.

18 Has the postal activity established policies and

procedures pertaining to the reporting of

transportation irregularities?

C11.2.1.6.

19 When two or more U.S. flag carriers provide

equivalent service, is mail tendered on an equitable

tender basis?

C11.2.6.1.

20 Are guidelines for tendering mail to military aircraft

followed?

C11.2.6.2.

21 Has the postal activity obtained prior approval before

using a foreign air carrier?

C11.2.6.3.

22 Are procedures for obtaining approval to use foreign

air carriers followed?

C11.2.6.3.

23 Are all required actions accomplished before mail is

tendered to a foreign air carrier?

C11.2.6.3.4.

24 Are procedures for ramp transfers of mail from U.S.

commercial to foreign air carriers followed?

C11.2.6.4.

25 Is proper dispatch documentation used and

completed when tendering mail to carriers?

C11.2.7.1.

26 Is Navy mail documented separately from APO mail

and are slide labels on pouches containing FPO

mail annotated "NAVY" on the lower right side?

C11.2.7.1.1.

27 Are mail weights properly reflected on manifests? C11.2.7.2.1.

28 Has the major commander established an

intra-theater mail bag depository by issuing a

supplement to this Manual?

C11.2.7.3.1.

and C11.2.7.4.

DoD 4525.6-M, August 15, 2002

373 APPENDIX 2

CHAPTER 11, continued

# Item Yes Improve No Ref

29 Are procedures for returning excess empty equipment to

CONUS followed?

C11.2.7.3.

30 Are procedures for receipting for mail from U.S. air

carriers followed?

C11.2.8.1.

31 Are procedures for receipting for mail from foreign air

carriers followed?

C11.2.8.2.

32 Are excessive transit time reports being forwarded as

required?

C11.2.9.

33 Are PNAs prepared only for matters directly affecting mail

movement such as strikes, weather, flight cancellations,

etc.?

C11.2.9.2.1.

34 Do PNA messages contain sufficient information to

pinpoint mail movement problems?

C11.2.9.2.2.

35 Are PNAs directed at the proper level, depending upon

the scope of the problem?

C11.2.9.2.4.

36 Are irregularities against U.S. commercial air carriers

properly reported per the USPS T-7 Handbook?

C11.3.3.1.

37 Are irregularities against foreign air carriers properly

reported per the USPS T-7 Handbook?

C11.3.3.2.

38 Are irregularities against AMC air carriers properly

reported?

C11.3.3.3.

39 Are meetings with air carriers conducted per the USPS

T-7 Handbook?

C11.3.4.

40 Does the postal activity ensure that proper security is

being provided for mail that has been tendered to air

carriers?

C11.4.1.1.

41 Is one of the following security procedures used to protect

mail while being transported between postal activities or

carrier facilities?

a. A closed-body vehicle equipped with lockable doors.

b. A guard riding in the body of the vehicle when an

open-body vehicle is used to transport un-palletized mail.

c. A guard positioned so as to maintain visual contact

with the mail at all times when he or she is unable to

ride in the body of an open-body truck.

C11.4.2.

42 When vehicle drivers are not designated postal clerks

and have a key or combination used to secure the

vehicle, are tin-band seals (PS Item 0-817A or C) affixed

to the doors, in addition to a lock? NOTE: If a

designated postal clerk, serving as a mail guard,

accompanies the shipment, or the vehicle driver does not

have access to the key or combination to the lock, a

tin-band seal is not required.

C11.4.2.1.

43 Are proper procedures followed when a tin-band seal is

used?

C11.4.2.1.

DoD 4525.6-M, August 15, 2002

374 APPENDIX 2

CHAPTER 11, continued

# Item Yes Improve No Ref

44 Are proper procedures for securing and dispatching

sea-van containers followed?

C11.4.3.

45 Is receipt of sea-van containers reported by message to

the JMPA as required?

C11.4.3.3.

46 Have proper procedures been followed in reporting and

recovering mail from accidents?

C11.4.4.

47 In routing mail to mobile units, are proper procedures

followed when exchanging closed mails with post offices

of member nations of the UPU?

C11.5.1.2.

48 Are commanders of mobile units submitting mobile

routing instructions?

C11.5.2.2.

DoD 4525.6-M, August 15, 2002

375 APPENDIX 2

CHAPTER 12

# Item Yes Improve No Ref

1 Are audits being performed only by personnel authorized to

conduct audits?

C12.3.2.

2 Are all general audit rules followed when conducting

audits?

C12.3.3.

3 Are DD Forms 2259, "Report of Audit Postal Accounts,"

completed properly?

C12.3.4.

4 Are different types of accounts (that is, window, filler, COPE,

etc.) being audited at least at minimum required intervals?

C12.3.5.

5 Is an audit conducted each time a new COPE is

designated?

C12.3.6.1.

6 When overages and shortages are beyond tolerance, are

they reconciled properly?

C12.3.9.

7 Are audit results of PFOs and COPEs with flexible credits

properly submitted to the source of supply?

C12.3.9.1.

8 Has the MPS activity been inspected by the MACOM within

the past year, and is a copy of the inspection report

maintained on file?

C12.4.3.

9 Are MPOs conducting quarterly inspections of unit mail

rooms they service?

C12.5.3.

DoD 4525.6-M, August 15, 2002

376 APPENDIX 2

CHAPTER 13

# Item Yes Improve No Ref

1 Is the MPO supervisor taking proper action to ensure

facilities meet adequacy standards?

C13.4.1.

2 Does the space provided for various work sections meet

minimum space criteria for both direct and general support

areas?

C13.5.

3 Does the facility meet or exceed the structural criteria

established for the building?

C13.7.

DoD 4525.6-M, August 15, 2002

377 APPENDIX 2

CHAPTER 14

# Item Yes Improve No Ref

1 Are clerks familiar with what constitutes a postal offense? C14.1.2.3.

2 Are postal offenses reported properly? C14.1.3.

3 Are mail handlers familiar with the reporting procedure for

a catastrophe?

C14.1.5.

4 Do investigating officer postal offense reports contain the

minimum information?

C14.1.8.

5 Are stamp stock and postage meter shortages discovered

during an audit handled properly?

C14.2.1.2.

6 If a shortage occurs as a result of acceptance of

counterfeit currency, is it properly reported?

C14.2.1.5.

7 Are MO fund shortages reported properly? C14.2.2.1.

DoD 4525.6-M, August 15, 2002

378 APPENDIX 2

CHAPTER 15

# Item Yes Improve No Ref

1 Have all unit mail handlers been designated properly? C15.4.

2 Have designated mail handlers received adequate postal

training?

C15.5.

3 Are DD Forms 285 and 2260 properly controlled and

maintained?

C15.6.

4 When designated personnel are relieved are the copies of

DD Forms 285 handled properly?

C15.7.1.

5 If a DD Form 2260 is used to record designations, is the

revocation handled properly?

C15.7.2.

6 Are supervisors conducting self-inspection of PSCs, CMRs,

and UMRs?

C15.8.2.

7 If mail clerks or mail orderlies accept personal funds from

unit personnel to conduct postal finance business, is a DD

Form 1118 or other appropriate form used to document the

transfer?

C15.9.1.

8 Are mail handlers familiar with the requirement for security

of mail?

C15.10.

9 Has a separate, adequate, and secure space been

provided to operate the PSC, CMR or UMR?

C15.10.4.

10 Are unauthorized personnel denied access to the PSC,

CMR, or UMR?

C15.10.5.

11 Are duplicate keys and combinations to the PSC, CMR, or

UMR retained and secured properly?

C15.10.6.

12 Are the required protections given to mail in transit to and

from the PSC, CMR, or UMR?

C15.10.7.

13 Are mail handlers familiar with the privileged nature of mail

and postal records?

C15.10.8.

14 Are postal personnel aware of mail bomb characteristics? C15.11.1.

15 Are postal personnel familiar with actions they must take for

a suspicious mailing?

C15.11.2.

16 Is USPS Poster 26 posted in the work area? C15.11.3.

DoD 4525.6-M, August 15, 2002

379 APPENDIX 2