Bbm color code

Bbm color code DEFAULT

Post by p.. » Fri, 24 Jul 1998 04:00:00


Quote:


>A few days ago lying outside my mailbox, I found something the mailman
>apparently dropped. It is an orange plastic card about the size of a number
>10 envelope, and it reads as follows: "BBM SCHEDULED FOR TUESDAY DELIVERY
>For use on Bulk Business Mail in conjunction with the National BBM color
>code policy" etc etc.

>Anyone know what this is? Or has anyone seen anything like this before?

>My guess is it marks bulk mail for a specified delivery date, probably bound
>to it with a *** band or something, and it sits around the post office
>until Tuesday comes.

>Any thoughts or comments appreciated...
>   -Paul

You pretty much figured it out. A letter carrier has stacks of catalogs
lying around and this helps to keep 'em straight and prioritize them for
delivery. A variant of this card reads "BBM RECEIVED MON. FOR DELIVERY NO
LATER THAN WED." for example. Wednesday cards are green, Thursday is
purple, Friday is yellow, Saturday is pink, and I think Monday is blue.

Dan

Sours: http://www.foundcollection.com/3_f93122c189d197f4_1.htm


AdministrativeServices

Link to contents

USPSIs at War Against Terrorism

The United States Postal Service is working to keep employees, the public, and the mail safe from the threat of anthrax or other biohazards moving through the mail. Postal Service employees find themselves on the front lines of a war against terrorism that has touched where we work and left us saddened at the deaths of two of our colleagues and the illnesses of others.

This is an unprecedented assault on the U.S. mail. It requires an unprecedented response from the Postal Service. New safety measures are being implemented. Technologies that screen and sanitize the mail are being purchased. Millions of gloves and face masks are being distributed to employees nationwide. Postal Service officials are front and center keeping the public informed. The Postal Service is using every means available to keep the mail as safe as humanly possible during this crisis.

"We in the Postal Service are at war," says Postmaster General Jack Potter, "a war against terrorism. Our job is to win that war."

The safety and health of employees is of utmost concern, says Potter. The Postal Service is engaged in a four-part effort to combat the terrorist threat through education, investigation, intervention, and prevention. All employees have a role in keeping the mail safe and moving. Be aware. Be vigilant. Stay informed. Listen to stand-up talks. Read employee publications. Watch USPS TV and Postal Vision. Log on to www.usps.com for the latest information. A fact sheet on the Web site is updated twice daily. The Postal Service is keeping you informed. Use this information.

This is a war being fought on two battlefields, one abroad and the other here at home, says Potter. "Rest assured that we intend to win this fight against those who have attacked our country and our way of life."

Anthrax Claims Lives of Two Postal Service Employees

"We mourn the loss of two of our own who died in the fight against terrorism," says PMG Jack Potter.

The Centers for Disease Control confirmed that Joseph P. Curseen, Jr., 47, of Clinton, Maryland, and Thomas L. Morris, Jr., 55, of Suitland, Maryland, died of inhaled anthrax. Curseen was a mail processor with 15 years of USPS service. Morris, a distribution clerk, had worked for the Postal Service for 28 years. Both employees worked at the Brentwood mail processing facility in Washington, DC.

"They died serving our country," says Potter.

Flags at Postal Service facilities nationwide are flying at half-staff in their honor.

The Postal Service Adopts Tough New Safety Measures

Concrete steps are being taken to protect employees and the public and guard against biological threats. These steps include:

• The Postal Service purchased 86 million pairs of gloves made of vinyl and Nitrile, a high-grade industrial plastic, to supply three pairs per employee per day throughout the nation. Use of the gloves isn't mandatory but is encouraged.

• The Postal Service purchased 4 million face masks that filter out microbes in the air, including anthrax spores.

• The Postal Service is switching its mail cleaning process from a forced-air system to a vacuuming system.

• The Postal Service is looking at state-of-the-art equipment to sanitize the mail during processing.

• Information telephone lines are being set up for each Postal Service district. Numbers will be posted in employee publications when they are available.

• The Postal Service is broadcasting a video for employees on USPS TV featuring union officials who discuss steps the Postal Service is taking to protect employees and the public.

Additional measures are being explored and will be put in place as warranted.

Suspicious Mail Alert Poster

Study this poster. Know the procedures for dealing with a suspicious letter or package. Need a copy? You can download one from www.usps.com.

Suspicious Mail Alert poster.  Download poster from www.usps.com.

In America's Mailbox

These postcards have been sent to every residence and business in America. They include information about what to look for in suspicious letters and packages.

In America's Mailbox - these postcards have been sent to every residence and business in America. A D-Link is provided.

[D-Link]

A $1 Million Reward Offered

The Postal Inspection Service and the FBI jointly announced that an award of up to $1 million is being offered for information leading to the arrest and conviction of those responsible for mailing letters containing anthrax.

In partnership with America's Most Wanted, confidential telephone calls can be directed to the America's Most Wanted telephone bank at 1-800-CRIME TV or to their Web site at www.amw.com.

A $1 Million Reward Offered jointly by the Postal Inspection Service and the FBI. A D-Link is provided.

[D-Link]

Mailroom Security Video Available

The Postal Service has produced a special Mailroom Security video and is offering it to our business customers who call to request it. Customers may order the video directly via a special toll-free number (1-877-702-6215) or through our regular toll-free stamp product line (1-800 STAMP 24).

One video and a workroom poster are sent to each customer, and customers are encouraged to make as many copies of the video as they need. There are no shipping and handling charges nor any charge for the video.

- Public Affairs and Communications, 11-1-01

CORRECTION

Telephone Number to Use When Ordering From the Material Distribution Center

The telephone number for ordering from the Material Distribution Center (MDC) was incorrectly shown as 1-800-322-0317 in the following issues of the Postal Bulletin:

• 22057 (8-23-01, page 95)

• 22059 (9-20-01, page 94)

• 22060 (10-4-01, page 63)

The correct telephone number to use when ordering from the MDC is 1-800-332-0317.

- Policies and Procedures Information,Public Affairs and Communications, 11-1-01

NEW SOFTWARE PACKAGE

Forms Automation Software

The long awaited replacement for F3 Fill, JetForm Corporation's FormFlow 99 Filler, will be deployed during November 2001. The initial deployment will include the following forms previously available in F3 Fill:

• PS Form 990, Vacancy Announcement (March 1994)

• PS Form 1221, Advanced Sick Leave Authorization (May 1993)

• PS Form 2013, Sensitive Security Clearance Processing Request (July 1994)

• PS Form 3239, Payroll Deduction Authorization to Liquidate Postal Service Indebtedness (June 1995)

• PS Form 3970-T, Donated Leave Transfer (November 1991)

• PS Form 5309, Incident Report (April 1998)

• PS Form 7381, Requisition for Supplies, Services, or Equipment (September 2001)

• PS Form 8139, Your Role in Protecting the Security of the United States Mail (October 1992)

• PS Form 8194, Record of Environmental Consideration (October 1997)

• PS Form 8216, Statistical Programs Planning Calendar for Monitoring Data Collectors (February 1998)

FormFlow 99 Filler and F3 Fill will co-exist until all current F3 Fill forms have been converted and are available in FormFlow 99 Filler.

Benefits

Automated forms play an integral role in reducing costs for the Postal Service. Not only do they decrease the amount of paper stored in warehouses, but automated forms also decrease the time required to complete and process forms. With the deployment of FormFlow 99 Filler, Postal Service forms will continue to be available to everyone - initially through the Local Area Network (LAN) and then via the Postal Service Intranet and Internet.

As the previous corporate standard, F3 Fill allowed users to complete and print automated Postal Service forms on their desktops. F3 Fill, for its time, was state of the art. It gave form designers and programmers the ability to develop automated forms that were easier to complete and standardize. F3 Fill, however, did not keep up with the quickly changing IT industry. The lack of upgrades and unavailable features became a source of frustration for the form designers and end users.

FormFlow 99 Filler Features

JetForm Corporation's FormFlow 99 Filler offers:

• Streamlined functionality for calculations.

• A much-needed spell check feature.

• The ability to send forms and data electronically.

• Tabbing functionality for visually impaired users.

• Detailed help for filling each area of a form.

• Electronic signatures.

• The ability to save and capture data in a variety of formats, including XML.

If you have questions about the deployment of FormFlow 99 Filler, ask your local IT support team.

- Online Services,Public Affairs and Communications, 11-1-01

Mail Alert

The mailings below will be deposited in the near future. Offices should honor the requested home delivery dates. Mailers wishing to participate in these alerts, for mailings of 1 million pieces or more, should contact Business Service Network Operations at 800-419-2769 at least one month preceding the requested delivery dates. The Postal Service also offers electronic Mail Alerts via ADVANCE. For more information, see the ADVANCE Notification & Tracking System Technical Guide on the Internet at http://www.ribbs.usps.gov/files/advance/ADVTECH.PDF or contact the National Customer Support Center at 800-458-3181.
Title of MailingClass and Type of MailRequested Delivery
Dates
Number of Pieces (Millions)DistributionPresort Level
JC Penney ClearanceStandard/Flat11/08-11/102.8NationwideCar-RtPerry Judds
JC Penney Holiday JewelryStandard/Flat11/10-11/145NationwideCar-RtHarte-Hanks
JC Penney Super SaturdayStandard/Flat11/10-11/1420NationwideCar-RtHarte-Hanks
JCP The Gift ShopStandard/Flat11/10-11/146.5NationwideCar-RtRR Donnelley
The Sportsman's Guide
November Gift
Standard/Flat11/12-11/161.2NationwideCar-Rt, 3/5-DigitQuebecorworld, Franklin, KY
JCP Pre-Holiday EarnedStandard/Postcard11/14-11/1614NationwideCar-RtHarte-Hanks
The Swiss ColonyStandard/Flat11/14-11/171NationwideCar-Rt, 3/5-Digit, Basic, BarcodedQuad Graphics, Lomira, WI;
9 1/4" x 6 1/2" catalog; catalog has die cut cover and a personalized (address) underwrap.
Bill Graham LetterStandard/Letter11/15-11/302.1 Nationwide3/5-Digit, Basic, BarcodedMinneapolis, MN;
3 7/8" x 7 1/8" envelope.
- Business Service Network Operations, Sales, 11-1-01

DMM REVISION

Postage Meters (Postage Evidencing Systems)

Effective January 1, 2002, Domestic Mail Manual (DMM) P030 is revised to include policies and regulations pertaining to more secure postage evidencing systems, such as digitally printing meters that use a Postal Security Device (PSD), digitally printing meters that generate information-based indicia (IBI), and PC PostageTM systems. The revision replaces the current P030. The term "postage evidencing system" is the collective term used in policies that affect postage meters and other postage metering systems such as those that use PSD, those that generate IBI, and PC Postage systems. For consistency, the process used to apply postage with any postage evidencing system can still be called "metering"; such mail can still be called "metered mail"; indicia printed by a postage evidencing system ("indicia") can still be referred to as "meter stamps" or "meter impressions"; and postage value in a postage evidencing system can still be referred to as "meter units."

Significant changes to DMM P030 include:

• We added a section to define the basic characteristics of all secure postage evidencing systems and to identify the distinguishing features of the different system types.

• We included regulations that pertain to the new forms of postage evidencing systems including PC Postage systems.

• We are retiring manually reset meters. Such a meter may be installed only as a replacement for an existing manually reset meter of the same type to fulfill the remaining lease or rental period. We no longer allow alternative meter resetting locations for manually reset meters.

• We limited check in and check out of remote reset meters to the licensing post office, unless the on-site meter program is used.

• We revised the standards throughout to reflect the reduced role of the licensing post office in license applications, postage evidencing system check in and check out, and postage evidencing system resetting. These customer transactions shift from the licensing post office to the provider.

• We replaced the section on meter setting with four separate sections, one for each distinct set of financial transactions and procedures, depending on system type.

• We added regulations stating that a license to use a postage evidencing system may be cancelled when the user does not abide by the terms of the lease or rental contract with the provider, or if there is no postage evidencing system applied to the license for 60 days or more.

• We now allow postage evidencing systems returned to the provider to be shipped via Priority Mail with Delivery Confirmation.

• We now use the term "fraud warning" for the cautionary labels on postage evidencing systems that contain basic reminders on use of the system, warn against system tampering or misuse, and note penalties.

• The inspections and examination schedule for postage evidencing systems is now the same for both domestic systems and those used outside the country. Any system may be inspected on a more frequent basis under special circumstances.

• We included procedures for each type of system for refunding unused postage value remaining in a postage evidencing system when it is checked out of service.

• We added a new restriction that different forms of postage may not be mixed on a First-Class letter-size mailpiece since stamps, indicia printed with fluorescent ink or on labels with fluorescence, and indicia that include a facing identification mark (FIM) are each treated differently in facing and cancellation.

• We simplified the requirements for labels to be used with postage evidencing systems by requiring only that the fluorescent tagging on the label be sufficient to face and process the mail. We also added a requirement to use only Postal Service-approved fluorescent ink and to use only those labels approved by the Postal Service for the given postage evidencing system with that system.

• We added an option to identify the licensing post office in the indicia using only the 5-digit ZIP Code.

• We added a requirement that other matter printed by postage evidencing systems must not emulate valid indicia. This requirement applies to both letterpress and digital indicia.

• The revised regulations for date accuracy allow customers the same options whether the metered mail is submitted at the retail window or deposited in a collection box.

• We revised the regulation on deposit of mail to clarify the requirements. We no longer limit deposit of single-piece-rate mail outside the area served by the licensing post office to a "handful" of mail. All single- piece-rate metered mail may be deposited in any collection box, unless specially marked boxes are available adjacent to the collection box. All metered Express Mail items and metered Priority Mail items (including zone-rated mail) can now be deposited in any collection box, unless specially marked boxes are available adjacent to the collection box.

We will incorporate these revisions into the printed and online versions of DMM Issue 57. The online version of the DMM is available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

P Postage and Payment Methods

P000 Basic Information

* * * * *

[Revise heading and text of P030 to read as follows:]

P030 Postage Meters (Postage Evidencing Systems)

Summary: P030 describes the use and regulations for postage meters (postage evidencing systems) to prepare metered mail.

1.0 BASIC INFORMATION

1.1 Definition

Postage evidencing systems are secure postage metering systems that generate indicia imprinted on or affixed to a mailpiece to evidence prepayment of postage. The USPS regulates these systems and their use to protect postal revenue. Only USPS-authorized manufacturers or product service providers ("providers") may design, produce, and distribute the systems. Misuse of a postage evidencing system to avoid payment of postage is punishable by law. The major components of a postage evidencing system are:

a. Funds registers and accounting functions to store and maintain postal financial data. Two funds registers are required:

(1) The descending register that records the postage value remaining in the postage evidencing system.

(2) The ascending register that increases as postage is printed. This register records the total value of all postage printed during the life of the postage evidencing system unless it is reset to zero by the provider during servicing between customers or when it reaches its maximum limit.

b. Indicia generated by the system to show evidence of postage prepayment on the mailpiece. Indicia are also called "meter stamps" or "metered postage."

c. USPS and provider infrastructure to support user licensing and customer information, ensure proper payment for postage, set and reset the system with postage value, and provide for inventory management. Provider and USPS interface to accomplish these functions.

1.2 Types

Generation 1 postage evidencing systems use industry- standard electronic components for managing the registers and accounting for postal funds. Generation 2 postage evidencing systems use a USPS-approved electronic component called a "Postal Security Device ("PSD") for managing the registers and accounting for postal funds. All PSDs must meet USPS performance criteria and must have a self-disabling feature that prohibits the printing of postage when specific programmed requirements are not met. For all Generation 2 postage evidencing systems the provider and USPS infrastructure must interface to support licensing and customer information, ensure proper payment for postage, and provide for inventory management. The systems are categorized as follows:

a. Traditional postage meter - a Generation 1 postage evidencing system:

(1) The industry-standard electronic components used for managing registers and accounting for postal funds may or may not include a self- disabling feature that prohibits the printing of postage when specific programmed requirements are not met.

(2) Indicia are printed either by a letterpress or digital printing process. Letterpress indicia are generated by the impact of a hard, inked printing die on the print surface. Digital indicia are generated electronically and produced on the print surface by a nonimpact technology, such as an ink jet, thermal, or laser printing process.

(3) The provider and USPS infrastructure systems for all Generation 1 postage evidencing systems interface to support licensing and customer information and to provide for inventory management. Generation 1 postage meters can be either manually reset (the meter must be physically taken to the USPS for resetting) or remotely reset. Remotely reset meters are replacing manually reset meters in accordance with a phased USPS retirement plan. The USPS infrastructure currently supports payment for postage for all Generation 1 postage evidencing systems, both manually reset and remotely reset. The provider infrastructure supports payment for postage for remotely reset meters but does not support payment for postage for manually reset meters.

b. PSD Meter - a Generation 2 postage evidencing system:

(1) A PSD Meter must use a USPS-approved PSD.

(2) The indicia generated by a PSD Meter must be digital indicia approved by the USPS.

(3) A PSD Meter must be reset using an electronic connection between the provider's postage resetting system and the postal registers in the PSD.

c. Information-Based Indicia (IBI) Meter - a Generation 2 postage evidencing system:

(1) An IBI Meter must use a USPS-approved PSD.

(2) An IBI Meter must generate information-based indicia (IBI). IBI are digital indicia that include human-readable information and a USPS- approved two-dimensional barcode or other USPS-approved symbology, with a digital signature and other required data fields.

(3) An IBI Meter must be reset with an electronic connection between the provider's postage resetting system and the postal registers in the PSD.

d. PC Postage (TM) system - a Generation 2 postage evidencing system:

(1) A PC Postage system must use a USPS- approved electronic PSD.

(2) The indicia generated by a PC Postage system must be IBI.

(3) A PC Postage system must be reset with postage value using a personal computer to establish an electronic connection between the provider's postage resetting system and the postal registers in the PSD. The user must employ a personal computer to access critical infrastructure functions.

1.3 Authorized Providers

Postage evidencing systems are available only from authorized providers. All postage evidencing systems and PSDs remain the property of the USPS-authorized provider and are available only through a lease or rental agreement with the provider or its authorized agent. The USPS holds providers responsible for the control, secure operation, distribution, maintenance, inspection, and replacement of postage evidencing systems and PSDs throughout their entire life cycle. The provider is also responsible for the secure disposal or destruction of postage evidencing systems and PSDs at the end of their useful life. The following providers are authorized:

ASCOM HASLER MAILING SYSTEMS INC
19 FOREST PKWY
SHELTON CT 06484-6140
800-243-6275
www.ascom-usa.com

FRANCOTYP POSTALIA INC
140 N MITCHELL CT STE 200
ADDISON IL 60101-5629
800-341-6052
www.fp-usa.com

NEOPOST
30955 HUNTWOOD AVE
HAYWARD CA 94544-7084
800-624-7892
www.neopostinc.com

PITNEY BOWES INC
1 ELMCROFT RD
STAMFORD CT 06926-0700
800-322-8000
www.pitneybowes.com

PSI SYSTEMS ENVELOPE MANAGER SOFTWARE
247 HIGH ST
PALO ALTO CA 94301-1041
800-576-3279 X140
www.envmgr.com

STAMPS.COM
3420 OCEAN PARK BLVD STE 1040
SANTA MONICA CA 90405-3035
www.stamps.com

1.4 Licensee

The licensee of a postage evidencing system is the person or entity authorized by the USPS to lease or rent a system. The licensee cannot own a postage evidencing system or PSD and may possess a postage evidencing system only under a valid lease or rental agreement with an approved provider or its agent. The licensee is responsible for the control, maintenance, and use of the postage evidencing system in accordance with USPS regulations. The base or host component of the mailing equipment that supports the postage evidencing system or PSD may be sold, leased, or rented at the discretion of the provider and the customer, in accordance with the product approval as granted by the USPS.

1.5 Possession of a Postage Evidencing System

No person or entity other than an authorized provider, its authorized agent, the USPS, or a licensee may have a postage evidencing system or PSD in their possession. Any person or entity must immediately surrender a postage evidencing system or PSD to the provider, the provider's agent or to the USPS upon termination of a lease or rental agreement.

1.6 Use of a Postage Evidencing System

No person or entity other than an authorized provider may use a postage evidencing system until the provider initializes the system or, where applicable, the USPS sets and seals the system, performs the required validations, and checks the system into service. Once the postage evidencing system is properly in service, it may be used by the licensee or others authorized by the licensee. The licensee is responsible for control and use of the system.

1.7 Classes of Mail

Postage may be paid by imprinting or affixing indicia generated by a USPS-approved postage evidencing system on any class of mail except Periodicals. Such mail is called "metered mail" and is entitled to all privileges and subject to all conditions applying to the various classes of mail.

2.0 LICENSING

2.1 Procedures

To possess and use a postage evidencing system, the user must apply for and be granted a license by the USPS. A single license allows the licensee to use multiple postage evidencing systems for metered mail deposited in the licensing post office in accordance with 11.0. A postage evidencing system can be licensed to only one post office. The user must submit a separate application, be granted a separate license authorization, and have a separate postage evidencing system for each licensing post office where the user intends to deposit mail. The procedures are as follows:

a. The applicant submits to the provider all data required for the license, including the city name, state and ZIP Code of the licensing post office where the user intends to deposit the metered mail.

b. The provider submits the required information to the USPS electronically.

c. The USPS notifies the provider after granting the license.

d. The USPS can cancel the licensee's authorization to rent or lease postage evidencing systems if an active system is not associated with the license for 60 days or more. The customer must reapply for a license to resume the use of a postage evidencing system. Exceptions may be granted to seasonal users.

2.2 Licensee's Agreement

By applying for a USPS license to rent or lease a postage evidencing system, the applicant agrees that the license may be revoked immediately and the provider notified by the USPS to withdraw the postage evidencing system from service for the following reasons:

a. The postage evidencing system is used in any fraudulent or unlawful scheme or enterprise.

b. The postage evidencing system is not used for 12 consecutive months.

c. The licensee fails to exercise sufficient control of the postage evidencing system or PSD or fails to comply with the regulations for its care or use.

d. The licensee fails to abide by the terms and conditions of the authorized provider's lease or rental agreement.

e. The postage evidencing system or PSD is taken or used outside the United States, its territories or possessions, except as specifically authorized under these regulations by the manager of Postage Technology Management, USPS Headquarters.

f. Mail is deposited at other than the licensing post office (except as permitted under 11.0).

2.3 Refusal to License a User

The USPS notifies both the applicant and the provider in writing when authorization for a license is refused. Any applicant refused authorization may appeal the decision under 2.5. The USPS may refuse authorization for a license for the following reasons:

a. The applicant submitted false information on the license application.

b. The applicant violated any regulation regarding the care or use of a PSD, postage evidencing system, or the indicia generated by a system that resulted in the revocation of the applicant's postage meter or postage evidencing system license within 5 years before the date the applicant submits the application.

c. There is sufficient reason to believe that the applicant will use the postage evidencing system or PSD in violation of USPS regulations.

2.4 Revocation of a License

The USPS can revoke the user's license when the user does not fulfill the responsibilities for the care and use of a PSD, postage evidencing system, or the indicia generated by a system. The USPS notifies the licensee's provider(s) of the revocation so that the provider(s) can notify the licensee, cancel the lease or rental agreement(s), and withdraw all postage evidencing systems from service. The notification is sent by certified mail. Revocation takes effect 10 calendar days after the licensee receives the revocation notice unless, within that time, the licensee appeals the decision under 2.5. A license is subject to revocation for the reasons listed in 2.2, or if there is probable cause to believe that it is to be used in violation of USPS regulations.

2.5 Appeal Process

An applicant who is refused a license, or a licensee whose license is revoked, may file a written appeal with the manager of Postage Technology Management, USPS Headquarters (see G043), within 10 calendar days after receiving notification of the decision.

3.0 LICENSED USER'S RESPONSIBILITIES

3.1 Signed Lease or Rental Agreement with Financial Agreement for Resetting

The licensee must enter into a lease or rental agreement with the provider that includes provisions for resetting the postage evidencing system with postage and an authorized postage payment process under which the licensee agrees to make payment for postage using a payment method approved by the USPS. The USPS is not a party to the lease or rental agreement but use of a postage evidencing system is subject to the regulations of the USPS and the terms and conditions of the lease or rental agreement and the payment process.

3.2 Custody

A postage evidencing system or PSD that is in the possession or custody of a licensee must remain in that user's custody until it is returned to the authorized provider, to its authorized agent, or to the USPS, or is seized by the U.S. Postal Inspection Service for violation of Federal law.

3.3 Update Licensee Information

The licensee must update required license application information with the provider whenever there is any change in the licensee's name, address, telephone number, licensing post office, location of the postage evidencing system, or location of the PSD. The USPS will update the license information based on the receipt of updated information submitted by the provider.

3.4 Relocation of Licensee

When a licensee notifies the provider of a change of the licensing post office in accordance with 3.3, the provider will perform the appropriate accounting functions to withdraw the postage evidencing system from service at the original licensing post office and install it and then re- authorize it for use at the new licensing post office, or issue another postage evidencing system for use at the new location.

3.5 Required Resetting

All postage evidencing systems must be reset at least once every 3 months. A zero value reset will meet this requirement.

3.6 Transaction Files

Some postage evidencing systems generate records of transactions relating to indicia creation, funds transfer (including postage value downloads), and system or PSD audits. For postage evidencing systems that do not maintain automated transaction records, licensees are encouraged to maintain their own records of the readings of the ascending and descending registers for each day of operation. Transaction records are important in the validation of requests for refunds in the case of system malfunction.

3.7 Inspection and Examination

The licensee must, upon request, make immediately available for examination and audit by the provider or by the USPS any postage evidencing system or PSD in the licensee's possession and any corresponding transaction records. The USPS can perform physical or remote examination of any postage evidencing system or PSD. The licensee must meet the requirements for provider inspections and USPS examinations. All postage evidencing systems are inspected in accordance with the Postage Evidencing Systems Inspection and Examination Schedule below.

Postage Evidencing Systems Inspection and
Examination Schedule
Security LevelPostage Evidencing System Provider InspectionUSPS Examination Requirements
1Manually reset postage meterEvery 6 monthsMust bring to post office for examination when not reset within 3 months
2Remote reset postage meter with letter-press or digital indicia, but without self-
disabling feature
Annually or every 6 months when there is no setting activity in 6 monthsExaminations in special circumstances
3Remote reset meter with letterpress indicia and self-disabling featureEvery 2 years or every 6 months when there is no setting activity in 6 monthsExaminations in special circumstances
4Remote reset postage meter with digital indicia and self-disabling featureEvery 2 years or enhanced inspection process when approved by USPSExaminations in special circumstances
5PSD Meter, IBI Meter, or a PC Postage systemInspections in special circumstancesExaminations in special circumstances

3.8 Quality Assurance

Some PC Postage systems print indicia with a printer that may also be used for nonpostal applications. Users of such systems must forward a mailpiece bearing an indicium produced by the postage evidencing system and associated printer to the provider for quality assurance evaluation. The licensee must forward a quality assurance mailpiece to the provider when the system is installed, when there is a change to the printer connected to the system, and at least once every 12 months thereafter, in accordance with provider directions.

3.9 Labels With Fraud Warning and Serial Number

The licensee must ensure that the fraud warning label placed by the provider on the postage evidencing system or its housing is not removed or destroyed while the postage evidencing system is in the licensee's possession. The fraud warning contains basic reminders on leasing or rental and use of the postage evidencing system, warnings against system tampering or misuse resulting in nonpayment of postage owed, and the penalties for such system misuse. The USPS does not authorize postage evidencing systems for use without this fraud warning. When the postage evidencing system has a serial number or barcode equivalent on the system housing, the user must ensure that neither the serial number nor the barcode is removed or destroyed while the postage evidencing system is in the licensee's possession.

3.10 Custody of Suspect Postage Evidencing Systems or PSDs

The USPS may conduct unannounced, on-site examinations of postage evidencing systems or PSDs reasonably suspected of being manipulated or defective. A postal inspector may immediately withdraw a suspect postage evidencing system or PSD from service for physical and/or laboratory examination. The inspector withdrawing a suspect postage evidencing system or PSD issues the licensee a written acknowledgement of receipt of the item; forwards a copy to the provider; and, if appropriate, assists in obtaining a replacement postage evidencing system or PSD. Unless there is reason to believe that the postage evidencing system or PSD is fraudulently set with postage, existing postage in the postage evidencing system or PSD is refunded to the licensee, in accordance with established refund procedures, when it is withdrawn from service.

3.11 Defective Postage Evidencing System or PSD

A defective postage evidencing system or PSD is one that is inoperable or inaccurately reflects its proper status. A faulty postage evidencing system or PSD may not be used under any circumstance. The procedures for dealing with a defective system are as follows:

a. The licensee must immediately report any defective postage evidencing system or PSD to the provider.

b. The provider must begin the retrieval process for any defective postage evidencing system or PSD within 2 business days of notification by the licensee.

c. The provider may supply the licensee with a replacement postage evidencing system or PSD unless there is a reasonable basis for suspecting actual or attempted tampering.

d. The provider may not authorize or issue a refund for monies remaining on the faulty postage evidencing system or PSD until the faulty system is in the possession of the provider and has been carefully inspected.

3.12 Missing Postage Evidencing Systems or PSDs

The licensee must immediately report to the provider the loss or theft of any postage evidencing system or PSD or the recovery of any missing postage evidencing system or PSD. The report must include the system identification number and the date, location, and details of the loss, theft, or recovery. In the case of suspected theft, the licensee must submit a copy of the police report to the provider upon request. The provider will report all details of the incident to the manager of Postage Technology Management, USPS Headquarters, in accordance with established procedures.

3.13 Returning a Postage Evidencing System or PSD

A licensee in possession of a faulty or retired postage evidencing system or PSD, or a licensed user who no longer plans to keep a postage evidencing system or PSD in their possession for any reason, must return it within 3 business days to the provider to be withdrawn from service. Postage evidencing systems and PSDs must be shipped by Priority Mail with Delivery Confirmation unless the manager of Postage Technology Management, USPS Headquarters, gives written permission to ship by another means or service.

3.14 Approval for Use of Postage Evidencing Systems at Military Post Offices

A person authorized by the Department of Defense to use the services of an overseas military post office, such as an APO or FPO, can use a USPS-approved postage evidencing system. For such users, the APO or FPO will be designated as the licensing post office on their user license. These users must deposit the mail prepared with their system at the licensing post office. All USPS policies and regulations regarding postage evidencing systems apply.

3.15 Approval for Use of Postage Evidencing Systems Outside the United States

The manager of Postage Technology Management, USPS Headquarters (see G043), must give approval to the provider before the provider may place a postage evidencing system with a licensee who plans to use the system outside the customs territory of the United States to print evidence of U.S. postage. The procedures and conditions are as follows:

a. Licensees must maintain a permanent, established business address in the United States.

b. Postage evidencing systems used in foreign locations may be leased or rented only from those providers who have an authorized dealer or representative in the country where the postage evidencing system is to be located. The only exception is for those PC Postage systems for which the PSD remains in the custody and possession of the provider rather than the licensee.

c. Licensees are subject to all USPS regulations and U.S. statutes pertaining to mail, mail fraud, and misuse of postage evidencing systems.

d. All postage evidencing systems authorized by the USPS for use in foreign locations must have enhanced security features that include remote reset and a self-disabling feature that prevents printing of postage when specific programmed requirements are not met. Only those systems specifically approved in writing by the manager of Postage Technology Management, USPS Headquarters, may be used outside the customs territory of the United States.

e. Potential users must submit to the provider all data required for a license to lease or rent postage evidencing systems outside the country. The provider will annotate the application to state that it is for the foreign use of a U.S. postage evidencing system and show where the system is to be located. The provider must submit the application to the manager of Postage Technology Management, USPS Headquarters, for review and approval. Once an application is approved and the license authorized, Postage Technology Management will designate the licensing post office and notify the provider and the licensee. The license can be used for multiple postage evidencing systems as long as they all belong to the same licensed user and are licensed at the same licensing post office. Mailers who already have a USPS license to lease or rent postage evidencing systems must apply separately to participate in this program.

f. The provider selected by the licensee must agree in writing to all terms and conditions established by the USPS pertaining to the distribution of U.S. postage evidencing systems outside of the United States. Once the postage evidencing system is installed, the provider must provide the information on system placement directly to the manager of Postage Technology Management, USPS Headquarters.

g. Mail to be metered must be metered with U.S. postage and must be entered at the licensing post office.

h. Postage evidencing systems located outside the United States must be remotely reset at least once every 3 months. A reset for zero postage satisfies this requirement. The Postage Evidencing System Inspection and Examination Schedule (3.7) applies to all systems, however special circumstances may be invoked to inspect systems placed outside the country on a more frequent basis. Failure to make the postage evidencing system available for inspection may result in the revocation of the foreign use license.

3.16 Address Management System CD-ROM

For postage evidencing systems designed to access the USPS Address Management System (AMS) CD-ROM, the licensed user must maintain address quality by ensuring the CD-ROM is updated at least once every 6 months.

4.0 MANUALLY RESET GENERATION 1 POSTAGE METERS

4.1 Initial Setting, Check In, and Installation

A manually reset meter may be installed only as a replacement to complete the current lease or rental term for an existing meter of the same make and model. All manually reset meters will be taken out of service in the near future and replaced by remotely reset meters in accordance with a phased USPS retirement plan. Before delivering a manually reset postage meter to the licensee, the provider must present the meter and a completed PS Form 3601-C, Postage Meter Activity Report, to the licensing post office to have the meter set, sealed (if applicable), and checked into service by the post office where it is to be regularly set or examined, unless the meter is serviced through the on-site meter service program described in 4.5. The installation process for manually reset meters is completed when the data from PS Form 3601-C is transmitted to the appropriate postal information systems.

4.2 Check Out and Withdrawal

When a manually reset meter is withdrawn from a user, the provider must present the meter and a completed PS Form 3601-C to the licensing post office to have the meter checked out of service by the post office where it was regularly set or examined, unless the meter was serviced through the on-site meter service program described in 4.5. The manager of Postage Technology Management, USPS Headquarters, may allow the provider to check out a specifically designated manually reset meter model from service without USPS participation when the provider uses a USPS-approved process to transfer the postage remaining on the meter directly to a remotely reset meter. The withdrawal process for manually reset meters is completed when the data from PS Form 3601-C is transmitted to the appropriate postal information systems.

4.3 Location of Setting

Except under 4.5, a manually reset meter must be set at the licensing post office. Alternative meter setting locations are no longer allowed. A meter may not be set at a contract postal unit.

4.4 Payment for Postage Settings

Payment must be made for postage at the time of resetting. Payment may be in cash or by check, USPS-approved debit card, or money order. Payment is subject to USPS standards and procedures.

4.5 On-Site Meter Service Program

The on-site meter service program, where available, allows qualified USPS employees to set or examine manually reset meters and check them into or out of service at a licensee's place of business within the area served by the licensing post office, or at a facility of the provider or their agent. Only the licensee's meters participating in the on- site meter service program may be serviced at that location. A fee is charged for each meter set, examined, or checked into or out of service at a licensee's place of business, unless a USPS employee qualified to service meters is regularly assigned to that licensee's location for other postal administrative duties. The licensee must pay applicable postage and on-site meter service fees in R900 by check at the time of the meter service for manually reset meters. A fee is charged for each meter examined or checked into or out of service at a facility of the provider or their agent. The provider must pay applicable postage and on-site meter service fees in R900 by check at the time of the meter service. Fees are charged in accordance with R900.14.

4.6 Postage Transfer or Refund

After USPS verification, unused postage in a manually reset meter checked out of service may be transferred to another of the licensee's meters licensed at the same post office, or the licensee may request a refund. Refunds are granted in accordance with P014.

4.7 Postage Adjustment for a Faulty Meter

To request a postage adjustment for a faulty manually reset meter, the licensee must present to the provider the meter and the licensee's transaction records, if any. After examining a meter to be checked out of service for apparent faulty operation affecting the ascending or descending registers, the provider must report the malfunction to the manager of Postage Technology Management, USPS Headquarters. The report must contain all applicable meter documentation (including the setting history and transaction records, if any) and a recommendation about the appropriate postage adjustment, if any. When the electronic redundant memory data, as examined by the provider, is inconclusive with respect to the appropriate postage adjustment, the provider must include an analysis of the licensee's recent mailing history supporting the recommended postage adjustment, the reason for the memory failure, and the method used to determine the lost register values. At the same time the report is made to the USPS, the provider must notify the licensee of the proposed postage adjustment. A licensee may appeal a postage adjustment to the manager of Postage Technology Management, USPS Headquarters (see G043), within 60 calendar days of the date that the provider submitted the postage adjustment recommendation to the USPS and notified the user.

5.0 REMOTE RESET GENERATION 1 POSTAGE METERS

5.1 Initial Setting, Check in, and Installation

A remote reset Generation 1 postage meter is checked into service in the presence of a postal employee qualified to check in postage evidencing systems. The meter is checked into service at the licensing post office unless the on-site meter service program (see 5.6) is used. The provider must furnish the postal employee with the meter and a completed PS Form 3601-C. The check in process for a remote reset Generation 1 postage meter is completed when the required data is transmitted to the appropriate postal information systems, and may be completed concurrently with or prior to installation of the meter at the licensee's location. The manager of Postage Technology Management, USPS Headquarters, may allow the provider to check in a specifically designated meter model without USPS participation when the provider uses a USPS- approved process in which the information to complete the check in process is captured directly from the postage evidencing system. The installation process for these meters is completed when the provider transmits required data to the appropriate postal information systems.

5.2 Check Out and Withdrawal

A remote reset Generation 1 postage meter is checked out of service in the presence of a postal employee qualified to check out postage evidencing systems. The meter is checked out of service at the licensing post office unless the on-site meter service program (see 5.6) is used. The provider must furnish the postal employee with the meter and a completed PS Form 3601-C. The check out process for a remote reset Generation 1 postage meter is completed when the required data is transmitted to the appropriate postal information systems. The manager of Postage Technology Management, USPS Headquarters, may allow the provider to check out a specifically designated meter model from service without USPS participation when the provider uses a USPS-approved process in which the information to complete the check out process is captured directly from the postage evidencing system. In this instance, the provider must examine the meter before a refund can be issued for the postage remaining in the meter. The withdrawal process for remote reset meters is completed when the provider transmits required data to the appropriate postal information systems.

5.3 Location of Setting

A remote reset Generation 1 postage meter is reset telephonically at the location of the meter.

5.4 Payment for Postage Settings

For a remote reset Generation 1 postage meter, the licensee may deposit funds only by check, electronic funds transfer, or automated clearinghouse transfer, in accordance with USPS standards and procedures.

5.5 Resetting

To reset a remote reset Generation 1 postage meter, the following conditions must be met:

a. The licensee's account must have sufficient funds to cover the desired postage increment, or the provider must have agreed to advance funds to the licensee.

b. The licensee must give the provider identifying information and system audit data as required by the USPS and in accordance with the provider's resetting specifications. Before completing the resetting, the provider must verify the identifying data, authenticate the user's license, conduct the postage evidencing system audit, and ascertain whether the user's account contains sufficient funds to cover the desired postage increment.

c. After the resetting transaction is completed, the provider must document the transaction for the licensee, including the balance remaining in the licensee's account, unless the provider gives the user a monthly statement documenting all transactions for the period and the balance after each transaction.

5.6 On-Site Meter Service Program

The on-site meter service program, where available, allows qualified USPS employees to check remote reset Generation 1 meters into or out of service at a facility of the provider or their agent. Meters to be serviced are accompanied by PS Form 3601-C. A fee is charged for each meter examined or checked into or out of service at a facility of the provider or their agent. The provider must pay applicable postage and on-site meter service fees in R900 by check at the time of the meter service for remote reset Generation 1 meters. Fees are charged in accordance with R900.14.

5.7 Postage Transfer or Refund

After USPS verification, unused postage in a remote reset Generation 1 postage meter checked out of service may be transferred by the USPS to another of the licensee's postage evidencing systems licensed at the same post office, or to the customer's meter resetting account, or the licensee may request a refund. Refunds for unused postage in the meter and for any unused balance in the licensee's account are granted in accordance with P014.

5.8 Postage Adjustment for Faulty Meters

To request a postage adjustment for a faulty remote reset Generation 1 postage meter, the licensee must present to the provider the meter and the licensee's transaction records, if any. After examining a meter checked out of service for apparent faulty operation affecting the ascending or descending registers, the provider must report the malfunction to the manager of Postage Technology Management, USPS Headquarters. The report must contain all applicable meter documentation and a recommendation regarding the appropriate postage adjustment, if any. When the electronic redundant memory data, as examined by the provider, is inconclusive as to the need for a postage adjustment, the provider must include an analysis of the licensee's recent mailing history supporting the recommended postage adjustment, the reason for the memory failure, and the method used to determine the lost register values. At the same time the report is made to the USPS, the provider must notify the licensee of the proposed postage adjustment. A licensee may appeal a postage adjustment to the manager of Postage Technology Management, USPS Headquarters (see G043), within 60 calendar days of the date that the provider submitted the postage adjustment recommendation to the USPS and notified the user.

6.0 PSD METERS AND IBI METERS

6.1 Initialization, Authorization, Check In and Installation

All PSD Meters and IBI Meters use a PSD to maintain postal registers and authorize the printing of evidence of postage. Before the licensee can print evidence of postage, these postage evidencing systems must be initialized and authorized by the provider. The initialization process installs PSD-specific information that does not change over the life cycle of the PSD. The authorization process sets user-specific information. The provider reauthorizes the PSD when certain user-specific information changes. PSD Meters and IBI Meters are checked into service by the provider. The information necessary to complete the check in process is captured directly from the postage evidencing system. The installation process for these meters is completed when the required data is transmitted to the appropriate postal information systems.

6.2 Check Out and Withdrawal

When a PSD Meter or IBI Meter is no longer used, the licensee notifies the provider and arranges to return the meter to the provider. The provider checks the meter out of service. The provider must examine the meter before a refund can be issued for any postage remaining on the meter. The information to complete the check out process is captured directly from the postage evidencing system. The withdrawal process for a PSD Meter or IBI Meter is completed when the required data is transmitted to the appropriate postal information systems.

6.3 Location of Setting

A PSD Meter or IBI Meter is reset remotely at the location of the meter by means of a connection between the provider's resetting system and the postal registers in the PSD.

6.4 Payment for Postage Settings

For PSD Meters and IBI Meters the licensee may deposit funds only by check, electronic funds transfer, or automated clearinghouse transfer, in accordance with USPS standards and procedures.

6.5 Resetting

To reset a PSD Meter or IBI Meter the following conditions must be met:

a. The licensee's account must have sufficient funds to cover the desired postage increment, or the provider must have agreed to advance funds to the licensee.

b. The licensee must provide identifying information and system audit data as required by the USPS and in accordance with the provider's resetting specifications. Before completing the resetting, the provider must verify the identifying data, authenticate the user's license, conduct a remote postage evidencing system audit, and ascertain whether the user's account contains sufficient funds to cover the desired postage increment.

c. After the resetting transaction is completed, the provider must document the transaction for the licensee, including the balance remaining in the licensee's account, unless the provider gives the user a monthly statement documenting all transactions for the period and the balance after each transaction.

6.6 Postage Refund

Unused postage in a PSD Meter or IBI Meter will be refunded to the licensed user along with any unused balance in their account under P014.

6.7 Postage Adjustment for Faulty PSD Meters and IBI Meters

When the licensee requests a postage adjustment for a faulty PSD Meter or IBI Meter, the meter must first be withdrawn from service and physically examined by the provider. The provider will compare the data in the PSD registers with the data from the system transaction records. After examining a PSD Meter or IBI Meter withdrawn from service for apparent faulty operation affecting the ascending or descending registers, the provider must notify the licensee of the proposed postage adjustment, if any. At the same time the user is notified, the provider must report the malfunction to the manager of Postage Technology Management, USPS Headquarters. The report must contain all applicable documentation (including a copy of the transaction records) and a recommendation for any appropriate postage adjustment. The licensee may appeal a postage adjustment to the manager of Postage Technology Management, USPS Headquarters (see G043), within 60 calendar days of the date that the user is notified of the proposed postage adjustment recommendation.

7.0 PC POSTAGE SYSTEMS

7.1 Initialization, Authorization, Check In, and Installation

All PC Postage systems use a PSD to maintain postal registers and perform postal functions. Before the licensee can print evidence of postage using a PC Postage system, the system's PSD must be initialized and authorized by the provider. The initialization process installs PSD-specific information that does not change over the life cycle of the PSD. The authorization process sets user-specific information. The provider reauthorizes the PC Postage system PSD when certain user-specific information changes. The installation and check in process for a PC Postage system is completed when the data required by the USPS is transmitted to the appropriate postal information systems.

7.2 Check Out and Withdrawal

When a PC Postage system is no longer used, the licensee notifies the provider. The provider withdraws the system from service and transmits the required data to the appropriate postal information systems to check it out of service. A PSD in the custody of the licensee must be returned to the provider for examination before a refund can be issued for any postage remaining on the PSD.

7.3 Location of Setting

A PC Postage system is reset remotely using a personal computer with a connection between the provider's resetting system and the postal registers in the PSD.

7.4 Payment for Postage Settings

For a PC Postage system, the USPS will accept payment only in the form of credit card or automated clearinghouse debit, in accordance with USPS standards and procedures.

7.5 Resetting

To reset a PC Postage system the following conditions must be met:

a. The licensee must initiate payment to the USPS sufficient to cover the desired postage increment before requesting a postage value download to reset the system.

b. The licensee must provide identifying information and system audit data as required by the USPS and in accordance with the provider's resetting specifications. Before completing the resetting, the provider must verify the identifying data, authenticate the user's license, conduct a postage evidencing system audit, and ascertain whether payment to the USPS sufficient to cover the requested postage value download was initiated by the licensee.

c. The provider will supply the licensee with documentation of the reset transaction and the balance in the descending register, if any.

7.6 Postage Refunds

The USPS provides refunds for the entire postage value balance remaining on the PSD of a PC Postage system that is withdrawn from service and is in the possession of the provider. Refunds are requested and paid through the provider in accordance with P014.

7.7 Postage Adjustment for Faulty PSD

When the licensee requests a postage adjustment for a faulty PSD of a PC Postage system, the PSD must first be withdrawn from service and physically examined by the provider. The provider will compare the data in the PSD registers with the data from the system transaction records. After examining a PSD withdrawn from service for apparent faulty operation affecting the ascending or descending registers, the provider must notify the licensee of the proposed postage adjustment, if any. At the same time the user is notified, the provider must report the malfunction to the manager of the Postage Technology Management, USPS Headquarters. The report must contain all applicable documentation (including a copy of the transaction records) and a recommendation for any appropriate postage adjustment. The licensee may appeal a postage adjustment to the manager of the Postage Technology Management, USPS Headquarters (see G043), within 60 calendar days of the date that the user is notified of the proposed postage adjustment recommendation.

8.0 INDICIA - GENERAL INFORMATION

8.1 Amount of Postage

The value of the indicia affixed to each mailpiece must be either the exact amount due or another amount permitted by standard. Refunds for overpayment must meet the standards in P014.

8.2 Refunds for Unused Indicia

Refunds for indicia amounts already printed on an envelope or label but not mailed are made in accordance with P014.

8.3 Mixed Forms of Postage Evidencing

Different forms of evidence of prepayment of postage may not be mixed on letter-size, single-piece-rate mailpieces. In particular, postage stamps and indicia generated by a postage evidencing system may not be used on the same mailpiece; indicia generated by a postage evidencing system that uses a facing identification mark (FIM) to face the mail may not be used on the same mailpiece as indicia printed with fluorescent ink; and IBI may not be used on the same mailpiece as letterpress indicia or non-IBI digital indicia.

8.4 Use of Indicia

Valid indicia produced by a postage evidencing system can be used only to show evidence of payment for postage or other services provided by the USPS. Indicia for zero postage must not be affixed to any item delivered by another carrier. In any illustration of information-based indicia (IBI) produced by an IBI Meter or a PC Postage system, and not intended to be used as postage, the two-dimensional barcode must be rendered unreadable.

9.0 INDICIA

9.1 Approved Designs

The manager of Postage Technology Management, USPS Headquarters, must approve the design (type, format, and content) of all indicia that will be produced by a postage evidencing system. This approval shall include all elements in the indicium required by USPS regulations and the postage evidencing system performance criteria and applies to the entire area within the indicium boundary (9.4).

9.2 Legibility

Indicia must be legible. Illegible or unreadable (unscannable) indicia are not acceptable as payment of postage. Should there be a need to place multiple indicia on an envelope (e.g., for redate or postage correction) the indicia must not overlap each other. Overlapping indicia are not acceptable as payment of postage. Reflectance measurements of the indicia and the background material must meet the standards in C840.5.

9.3 Position

Indicia must be printed or applied in the upper right corner of the envelope or address label. Indicia must be at least 1/4 inch from the right edge of the mailpiece and 1/4 inch from the top edge of the mailpiece, and must not infringe on the areas reserved for the FIM, POSTNET barcode, or optical character reader (OCR) clear zone. Indicia must be oriented with the longest dimension parallel to the address. When a FIM is printed with the indicia, the position of the FIM must meet the requirements in C100.5.0.

9.4 Boundaries

The USPS controls what is printed within the boundaries of indicia. The boundaries are defined as follows:

a. For letterpress indicia, the boundaries are determined by the dimensions of the printing die used by the postage evidencing system to print postal information. Licensees may obtain an additional printing die from the provider, often called the "ad plate," for additional text to be included when printing indicia. The ad plate may contain postal markings (9.7) or other printed matter (9.8).

b. For digital indicia, including IBI, the boundaries are defined by the right edge of the envelope, the top edge of the envelope, and the bottom edge and the left edge of any USPS-required indicium element printed by the postage evidencing system. A 1/2-inch clear zone, within which nothing shall be printed by the postage evidencing system, must surround the indicium boundaries to the left of and below all elements of the indicium.

9.5 Contents

Unless otherwise approved by the manager of Postage Technology Management, USPS Headquarters, the following information must be included in indicia:

a. The city, state, and 5-digit ZIP Code of the licensing post office; the postage evidencing system serial number or PSD identification number; identification of the provider; the date of mailing; the words "US Postage," and the postage amount.

b. As an alternative to the city, state, and 5-digit ZIP Code of the licensing post office, just the ZIP Code of the licensing post office; in this case, the words "Mailed from ZIP Code" may be added to the indicia.

c. For multiple indicia on a given mailpiece, information showing the licensing post office in each indicium.

d. For digital indicia, including IBI, the class of mail and presort level.

e. For IBI, the required data elements of the two- dimensional barcode in accordance with the performance criteria for the given postage evidencing system.

f. For special indicia, including the date correction or redate indicia, the postage correction indicia, indicia for APO/FPO, and the indicia for prepaid reply mail, information as required by 10.0.

9.6 Format

Arial font must be used for all postal information in the indicia. The postage amount must be at least 10-point type size. For all other required information, the type size must be at least 8 points. The mail class or endorsement, the postage amount, and the words "US Postage" must be in bold type and all letters must be capital letters. The words "US Postage" must be the most prominent and conspicuous printed matter in the indicia other than the postage amount. The remaining required information (city, state, and 5-digit ZIP Code; the date; and the PSD ID) need not be capitalized or bold. The type size used for all other text printed in the indicia must be no greater than 8 points and must not be in bold type.

9.7 Postal Markings

The postal marking that may be included in indicia vary by indicia type, as follows:

a. Letterpress indicia may include postal markings related to the class of mail and presort level, or ancillary service endorsement, in accordance with postal regulations. When placed in the ad plate area, only the postal marking may be printed, and it must fill the ad plate area as much as possible. All words must be in bold capital letters at least 1/4 inch high or 18-point type, and legible. Exceptions are not made for small ad plates that cannot accommodate a permissible marking.

b. Digital indicia may include ancillary service endorsements.

9.8 Other Matter Printed by Postage Evidencing Systems

Other printed matter must not infringe on the areas reserved for the FIM, POSTNET barcode, or optical character reader (OCR) clear zone. The matter that may be printed is based on indicia type, as follows:

a. For letterpress indicia only, advertising matter, slogans, and return addresses may be printed with the indicia within space limitations. Licensed users must obtain the ad plates for printing this matter from the authorized provider. Ad plate messages must be distinguished by the inclusion of the name of the mailer or words such as "Mailer's Message." The ad plate must not be obscene, defamatory of any person or group, or deceptive, nor may it advocate unlawful action. The ad plate must not emulate any form of valid indicia or payment for postage.

b For postage evidencing systems that print digital indicia, including IBI, an approved indicium shall include within its boundaries only postal markings and text required or recommended by USPS regulation, except that the indicium may identify the provider. Other matter may be printed only outside the boundaries of the clear zone (9.4) surrounding the indicium. Such printed matter may not be obscene, defamatory of any person or group, or deceptive, and it must not advocate any unlawful action. The printed matter must not emulate any form of valid indicia or payment for postage.

9.9 Ink

All indicia printed by Generation 1 postage evidencing systems must be printed with USPS-approved fluorescent ink. Failure to use fluorescent ink may lead to the revocation of the user's license. Generation 2 postage evidencing systems must use fluorescence to ensure that the mail is faced during processing, unless otherwise approved by the manager of Postage Technology Management (G043). Generation 2 postage evidencing systems that do not print with fluorescent ink must use an alternative USPS-approved method to ensure that the mail is faced during processing. Approved methods include use of a facing identification mark (FIM) for indicia printed directly on letter-size First- Class Mail (9.10) or printing indicia on USPS-approved labels (9.11). The ink or alternative facing method used is specified in the indicia approval granted by the manager of Postage Technology Management, USPS Headquarters.

9.10 Facing Identification Mark

The facing identification mark (FIM) serves to orient and separate certain types of First-Class Mail during the facing and canceling process. Letter-size First-Class Mail with IBI printed with nonfluorescent ink directly on the envelope by an IBI Meter or a PC Postage system must bear a USPS- approved FIM D unless it is courtesy reply mail. The FIM must meet the format, dimensions, print quality, and placement specified in C100.5.

9.11 Adhesive Label or Tape

When indicia are printed on adhesive tape or on a label for application to the mailpiece, the tape or label used, including the label stock itself as well as the use of fluorescent ink to print indicia and the format and placement of any fluorescence on the label stock, must be approved by the manager of Postage Technology Management, USPS Headquarters. Failure to use the label approved by the USPS for use with the system may result in revocation of the postage evidencing system license. The label must meet the following requirements:

a. The label must be a pressure-sensitive, permanent label. The label is subject to the corresponding standards in C810.6.2 for minimum peel adhesion. The applied label must adhere well enough that it cannot be removed in one piece. A face stock/liner label (also called a "sandwich" label) must not be used for printing indicia for postage evidencing.

b. The label must meet the reflectance requirements in C840.5.0.

c. The label must be large enough to contain the entire indicia.

d. Indicia printed on a label must be the same as the indicia approved by the manager of Postage Technology Management for printing directly on an envelope. The label must not include any image or text other than those allowed by USPS regulation, unless approved by the manager of Postage Technology Management.

e. For labels or tapes applied to standard letter-size envelopes and postcards sent as First-Class Mail, the indicia must be printed with fluorescent ink (9.9), or the label must have fluorescent tagging that is sufficient to enable the USPS to face and process the mail, as verified by postal testing of each label design. The fluorescent tagging must meet a minimum fluorescent emission intensity of at least 20 phosphor meter units (PMUs), with a maximum of 70 PMUs. The visible color of the fluorescent tagging may be any color that meets the fluorescence requirements. The fluorescent tagging shall exhibit no noticeable change (i.e., no more than 10%) in its emission when exposed to elevated temperature and high humidity conditions.

f. The label must be placed on the envelope so that the position of the indicium meets the requirements in 9.3.

g. When a label is applied to an envelope that already has a FIM, the label must not cover the existing FIM.

9.12 Complete Date

Indicia must include the month, day, and year for all First- Class Mail, registered, certified, insured, COD, and special handling mail, whether the indicia is printed directly onto the mailpiece or onto a separate label or tape. For prepaid reply postage see 10.4. The date format must be in accordance with 9.6. The year must be represented by four digits. The date (day, month, or year) may be shown in indicia for Standard Mail and Package Services, except that labels for use with a PC Postage system must include the month, day, and year in all uses.

9.13 Date Accuracy

The date of mailing in the indicium must be the actual date of deposit, except that mail entered after the day's last scheduled collection from the licensing post office or collection box may bear the actual date of entry or the date of the next scheduled collection from the licensing post office or collection box. Authorized dispatch-prepared presort mail accepted after midnight may bear the previous day's date. When the licensee knows the mail will not be tendered to the USPS on the date of mailing shown in the indicium, the user should use a date correction indicium (10.1).

10.0 SPECIAL INDICIA

10.1 Date Correction or Redate

A date correction or redate indicium is required for any mailpiece not deposited by the date of mailing in the indicium as required by 9.13. Only one date correction indicium is permitted on a mailpiece. The date correction or redate indicium may be printed on a USPS-approved label instead of directly on the mailpiece. Formats are as follows:

a. For all postage evidencing systems except PC Postage systems, a date correction must show the actual date of deposit and zero postage value ("0.00"). The date correction is placed on the nonaddress side in the upper right corner or on the address side in the lower left corner of letter-size mail. On flats or parcels, it must be placed next to the original indicium. The mailer may use an ink jet printer to correct the date in the indicia on pieces in barcoded mailings if the text, preceded by two asterisks and showing the actual date of deposit, city, state, and 3-digit ZIP Code of the mailing office, is placed above the address block and below the indicia.

b. For PC Postage systems, a date correction or redate indicium includes only the actual date of deposit and the word "REDATE," instead of a postage value. On letter-size mail, redate indicia must be placed on the nonaddress side at least 3/4 inch from the bottom edge of the mailpiece and not on an envelope flap. On flats or parcels, it must be placed next to the original indicium. The redate or date correction must not include the FIM or the two-dimensional barcode.

10.2 Postage Correction

Indicia for additional postage must be placed on a shortpaid mailpiece to correct postage. The postage correction may be printed on a USPS-approved label instead of directly on the mailpiece and must contain all of the elements required for indicia in 9.5. Formats are as follows:

a. For all postage evidencing systems except for PC Postage systems, the postage correction indicium is placed on the nonaddress side in the upper right corner or on the address side in the lower left corner of letter-size mail. On flats or parcels, it must be placed next to the indicium.

b. For a PC Postage system, the word "CORRECTION" must be printed in the postage correction and it must not include a FIM. On letter-size mail, the PC Postage correction indicium must be printed on the nonaddress side at least 3/4 inch from the bottom edge of the mailpiece and not on an envelope flap. On flats or parcels, it must be placed next to the original indicium. The postage correction indicium may be printed on a USPS-approved label instead of directly on the mailpiece.

10.3 APO/FPO Meters

Postage evidencing systems used by military (APO/FPO) post offices must show the military branch and address format for each location (e.g., "ARMY APO AE 09102"). Exceptions are made only for postage evidencing systems used in fleet post offices on board U.S. naval vessels that may show the name of the ship instead of the standard wording for Navy meters (e.g., "USS SARATOGA (CV-60) 34078-2740").

10.4 Reply Postage

Indicia generated by any postage evidencing system may be used to prepay reply postage on Express Mail; on Priority Mail when the rate is the same for all zones; on First- Class Mail cards, letters, and flats up to a maximum of 13 ounces; and on single-piece-rate Media Mail and Library Mail, under the following conditions:

a. The postage amount must be enough to prepay the postage in full.

b. Indicia may be printed directly on the mailpiece or on a label and must be positioned in accordance with 9.3. An applied label must meet the standards in 9.11.

c. Indicia used to prepay reply postage, except for IBI generated by a PC Postage system, must not show the date.

d. IBI generated by a PC Postage system to prepay reply postage must show the date the licensee printed the indicium and must include the words "REPLY POSTAGE."

e. The mailpiece must be pre-addressed for return to the licensee. Prepaid reply mail is delivered only to the address of the licensee. When the address is altered, the mail is held for postage.

f. Except for those PC Postage systems with the capability to print an address for the given class or size of mailpiece, the address side of reply mail may be prepared by any photographic, mechanical, or electronic process or combination of such processes (other than handwriting, typewriting, or handstamping). For those PC Postage systems with the capability to print destination addresses for the given size and class of mailpiece, the address must be prepared using the PC Postage system.

g. The words "NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY" must be printed above the address.

h. For barcoded letter-size First-Class Mail reply mail for all postage evidencing systems except PC Postage, FIM C is used (C100.5). For PC Postage, FIM D is required for prepaid reply mail when the indicium is printed directly on the mailpiece.

i. The address side must follow the style and content as described in this section and shown in the example below. Nothing may be added except a return address, FIM, or barcode.

Address side of mailpiece must say NO POSTAGE STAMP NECESSARY, POSTAGE HAS BEEN PAID BY name of licensee, street address, city, state, 5-digit ZIP code. Indicium generated by postage evidencing system place here.

11.0 MAILINGS

11.1 Preparation of Metered Mail

Metered mail is subject to the preparation standards that apply to the class of mail and rate claimed.

11.2 Notification of Metered Mailings Presented in Bulk

Mailers who present presorted First-Class Mail, Standard Mail, Parcel Post in bulk quantities, Presorted Bound Printed Matter, Carrier Route Bound Printed Matter, or Presorted Media Mail using metered postage must complete Form 3615. Completion of this form is for record keeping only. If an applicant has a completed Form 3615 on file for other services, notification to present metered mail in bulk is annotated on the existing application. There is no fee for this service.

11.3 Combination

Metered mail may be combined in the same mailing with mail paid by other methods only if authorized by the USPS.

11.4 Where to Deposit

Metered mail may be deposited in the following locations, except that certain special services require that the mail be presented directly to a USPS employee (see S900).

a. The licensee may deposit metered mail at a post office acceptance unit, retail unit, or other location designated by the postmaster of the licensing post office (i.e., the post office shown in the indicia).

b. Metered mail may be deposited in any street collection box under the jurisdiction of the licensing post office, except where specially marked collection boxes are available adjacent to the standard collection box.

c. Express Mail, Priority Mail, and single-piece-rate First-Class Mail may be deposited in any street collection box or other such place where mail is accepted, except where specially marked collection boxes are available adjacent to the standard collection box.

d. Metered mail may be deposited at other than the licensing post office under D072.

e. International mail may be deposited in accordance with the International Mail Manual (IMM).

f. A licensed user authorized to use an APO or FPO as the licensing post office may deposit mail only at the licensing APO or FPO.

g. All other licensee's who have USPS approval to use a postage evidencing system outside the country may deposit mail only at their domestic licensing post office.

11.5 Irregularities

The USPS examines metered mail to detect irregularities in preparation and dating.

12.0 AUTHORIZATION TO PRODUCE AND DISTRIBUTE METERS (POSTAGE EVIDENCING SYSTEMS)

Title 39, Code of Federal Regulations, part 501, contains information concerning authorization to produce and distribute postage meters (postage evidencing systems); the suspension and revocation of such authorization; performance standards, test plans, testing, and approval; required production security measures; and standards for distribution and maintenance. Further information may be obtained from the manager of Postage Technology Management, USPS Headquarters (see G043 for address).

* * * * *

- Postage Technology Management,Retail, Consumers and Small Business, 11-1-01

DMM REVISION

Refunds and Exchanges for Metered Postage

Effective January 1, 2002, Domestic Mail Manual (DMM) P014, Refunds and Exchanges, is revised to clarify the refund policy for metered postage. These changes are being made in conjunction with changes to P030, Postage Meters (Postage Evidencing Systems; see page 10). The term "postage evidencing system" is the collective term used in policies that affect postage meters and other postage metering systems such as those digitally printing meters that use a Postal Security Device (PSD), those digitally printing meters that generate information-based indicia (IBI), and PC PostageTM systems. For consistency, the process used to apply postage with any postage evidencing system can still be called "metering"; such mail can still be called "metered mail"; indicia printed by a postage evidencing system ("indicia") can still be referred to as "meter stamps" or "meter impressions"; and postage value in a postage evidencing system can still be referred to as "meter units."

The significant changes to DMM P014 include:

• We will no longer allow customers to convert unused postage stamps into meter settings. The customer option to convert unused postage stamps to permit imprint advance deposit accounts has not changed.

• We clarified the charge for refunds of unused indicia printed by a postage evidencing system on unmailed envelopes. Refunds will be made for the full value of the indicia; however, there may be a charge for processing.

• We clarified the refund process for each type of postage evidencing system. The Postal Service handles refunds for all postage evidencing systems except for PC Postage systems. Refunds for PC Postage are processed through the system provider.

• We clarified the refund process for unused postage value remaining in a postage evidencing system for three different situations: (1) the system is checked out and withdrawn from use, (2) the system is faulty through no fault of the user, and (3) the system is damaged by fire, flood, etc.

• We reduced the time limit for obtaining a refund for unused postage evidencing system indicia from 1 year to 60 days for all postage evidencing systems except for PC Postage systems. The time limit for PC Postage systems was increased from 10 days to 30 days.

We will incorporate these revisions into the printed and online versions of DMM Issue 57; the online version is available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

P Postage and Payment Methods

P000 Basic Information

P010 General Standards

* * * * *

P014 Refunds and Exchanges

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1.0 STAMP EXCHANGES

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1.7 Stamps Converted to Other Postage Forms

[Revise 1.7 to read as follows:]

A customer may submit postage stamps for conversion to an advance deposit for permit imprint mailings, subject to these conditions:

a. Only full panes of postage stamps (or coils of stamps in the original sealed wrappers) are accepted for conversion. Accepted stamps include commemorative stamps issued no more than 1 year before the requested conversion date or regular stamp issues not officially withdrawn from sale.

b. A request for stamp conversions must be made in writing to the district manager of Customer Service and Sales in the district where the customer's post office is located. The customer's request must include:

(1) Name, denomination, quantity, and value of stamps for which conversion is requested.

* * * * *

c. The amount of postage applied to a permit imprint advance deposit account through conversion is the full face value of the stamps.

* * * * *

e. No part of any amount applied to a permit imprint advance deposit account from the conversion of postage stamps is later refundable in cash or by any other means.

* * * * *

2.0 POSTAGE AND FEES REFUNDS

2.1 Refund Standards

* * * * *

[Revise item b to read as follows:]

b. 3.0 for refund requests for postage evidencing systems and metered postage. Metered postage is printed by a postage evidencing system (P030). Refunds may be requested for unused indicia, unused postage value remaining in a postage evidencing system, and the unused balance in a postage payment account.

* * * * *

[Revise heading and text of 2.5 to read as follows:]

2.5 Refunds for Metered Postage

A refund for complete, legible, and valid, unused indicia printed on unmailed envelopes, wrappers, or labels is made under 3.2 when they are submitted by the licensee within 60 days from the dates shown on the indicia except for indicia produced by PC PostageTM systems. For PC Postage systems, the unused indicia must be submitted within 30 days from the dates shown in the indicia. For all indicia, except those produced by a PC Postage system, the licensee submits the indicia to the licensing post office and the USPS processes the refund. USPS charges 10% of the face value of the indicia if the total is $250 or less. If the total face value is more than $250, the charge is $10 per hour for the actual hours to process the refund; the minimum charge is $25. The licensee submits indicia produced by a PC Postage system to the system provider for refund processing. The provider may charge for processing refund requests.

* * * * *

2.8 Applying for Refund

[Revise 2.8 to read as follows:]

Except for refunds for metered postage under 2.5, the customer must apply for a refund on Form 3533; submit it to the postmaster; and provide the envelope, wrapper, or a part of it showing the names and addresses of the sender and addressee, canceled postage and postal markings, or other evidence of postage and fees paid for which the refund is requested.

2.9 Ruling on Refund Request

[Revise 2.9 to read as follows:]

Refunds are decided as follows:

a. Metered postage, except for PC Postage systems. The postmaster at the licensing post office grants or denies requests for refunds for metered postage under 3.2.a. The licensee may appeal adverse decisions through the manager of Postage Technology Management, USPS Headquarters (G043).

b. PC Postage systems. The system provider grants or denies requests for refunds for indicia printed by PC Postage systems under 3.2.b, using established USPS criteria. The licensee may appeal adverse decisions through the manager of Postage Technology Management, USPS Headquarters.

c. Optional Procedure (OP) mailing. A mailer's request for a refund for an Optional Procedure (OP) mailing must be submitted to the RCSC manager.

d. All other postage. The local postmaster grants or denies all other requests for refunds under 2.0. The customer may appeal adverse decisions through the postmaster to the RCSC.

* * * * *

[Revise headings and text of 3.0 to read as follows:]

3.0 REFUND REQUEST FOR POSTAGE EVIDENCING SYSTEMS AND METERED POSTAGE

3.1 Unused Postage Value in Postage Evidencing Systems

The unused postage value remaining in a postage evidencing system checked out and withdrawn from service may be refunded depending upon the circumstance and USPS ability to make a responsible determination of the actual or approximate amount of the unused postage value. If the postage evidencing system is withdrawn for faulty operation that is not the fault of the licensee, a final postage adjustment or refund will be withheld pending the system provider's report of the cause to the USPS and the USPS determination of whether or not a refund is appropriate, and if so, the amount of the refund. If the postage evidencing system is damaged by fire, flood, etc. postage may be refunded or transferred only if the registers are legible or the register values can be reconstructed by the system provider based on adequate supporting documentation, there is proof of denial of the licensee's insurance claim in cases where the loss was insured against, and the licensee provides a statement on the cause of the damage. Refunds for specific postage evidencing systems are handled as follows:

a. For a manually reset meter being checked out and withdrawn from service, unused postage value may be transferred to another of the licensee's meters licensed at the same post office, or the licensee may request a refund. The USPS must examine a manually reset meter and verify the amount before any remaining funds are cleared from the meter and a refund or credit is initiated for unused postage value, or additional money is collected to pay for postage value used, based on what is found. The provider may check out and withdraw a specifically designated manually reset meter model from service without USPS participation when the provider uses a USPS-approved process to transfer the postage remaining on the meter directly to a remotely reset meter. Licensees may also submit their own transaction records, if any, or a system-generated register as supporting documentation.

b. For a remote reset postage evidencing system being checked out and withdrawn from service, the unused postage value remaining on the system may be transferred by the USPS to another of the licensee's postage evidencing systems licensed at the same post office, or to the licensee's postage payment account, or the licensee may request a refund. The USPS must examine the meter and verify the amount before a refund or credit is initiated for the unused postage value or additional postage is collected, based on what is found, unless the provider has a USPS-approved system for automated transfer of funds from one meter to another. In this instance, the provider must examine the meter before a refund can be issued for the remaining postage balance. The licensee may also submit transaction records or a system-generated register as supporting documentation.

c. For a PSD Meter or IBI Meter being checked out and withdrawn from service, an amount equivalent to the postage value remaining on the system will be refunded to the licensed user along with any unused balance in the licensee's postage payment account. The provider must examine a PSD Meter or IBI Meter and verify the amount before a refund or credit is initiated for the unused postage value or additional postage is collected, based on what is found. The licensee may also submit transaction records, if any, or a system-generated register as supporting documentation.

d. For a PC Postage system that is checked out and withdrawn from service, the USPS refunds the entire unused postage value remaining on the PSD for the user's system. The refund is issued through the licensee's provider. The licensee must notify the provider of the intent to withdraw the system. To determine the remaining postage value on the PC Postage system, the licensee has the PC Postage system generate a refund request indicium for transmittal to the provider for verification. A refund can be issued only when the system PSD is in the provider's possession.

3.2 Unused Postage Evidencing System Indicia on Mailpieces or Labels

All refund requests for unused postage evidencing system indicia must include proof that the person or entity requesting the refund is the licensee for the postage evidencing system that printed the indicia. Refunds are considered as follows:

a. Unused postage evidencing system indicia, except for those printed by a PC Postage system, are considered for refund only if complete, legible, and valid. They must be submitted by the licensed user to the postmaster at the licensing post office with Form 3533 within 60 days of the date in the indicia. The refund request must be submitted with the part of the envelope or wrapper showing the addressee's name and address (including the window on a window envelope). Indicia printed on labels or tapes not stuck to wrappers or envelopes must be submitted loose. If a part of the indicia is printed on one envelope or card and the remaining part on another, the two must be fastened together to show that they represent one indicium. Refunds are allowable for indicia on metered reply envelopes only when it is obvious that an incorrect amount of postage was printed on them. Envelopes or address parts of wrappers on mail returned to sender from the mailing office, marked to show no effort was made to deliver (e.g., "received without contents"), must be submitted separately with an explanation.

b. Unused indicia printed by a PC Postage system are considered for refund only if they are complete, legible, and valid and are submitted to the authorized provider for verification within 30 days of the date of mailing shown in the indicia, with the required documentation. In support of the refund request, indicia printed on an envelope or wrapper are submitted with the part of the envelope or wrapper showing the addressee's name and address (including the window in a window envelope). For indicia printed on a label that is not affixed to an envelope or wrapper, the complete label is submitted loose.

3.3 Ineligible Metered Postage Items

The following metered postage items are ineligible for refunds:

a. Reply envelopes or cards paid at the proper postage rate.

b. Indicia printed on labels or tape removed from wrappers or envelopes.

c. Indicia lacking a date, identification of the licensing post office or other necessary information that may be required.

d. Indicia printed on mail dispatched and returned to sender as undeliverable as addressed, including mail marked "no such post office" and mail addressed for local delivery and returned after directory service was given or delivery was attempted.

3.4 Rounding

Any fraction of a cent in the total to be refunded is rounded down to the whole cent (e.g., $4.187 is rounded to $4.18).

4.0 REFUND REQUEST FOR EXCESS POSTAGE (VALUE ADDED REFUND) - AT TIME OF MAILING

* * * * *

4.10 Form 8096 Required

[Revise 4.10 to read as follows:]

The presenter must provide the USPS with an original Form 8096 completed and signed by each of the presenter's customers who meter any pieces in the mailing for which a VAR is requested, and a list of those customers. If postage is affixed to the pieces using a postage evidencing system by an intermediate agent (not the presenter of the mailing) for the owner of the pieces, a signed Form 8096 must be on file from the agent whose postage evidencing systems were used to affix the postage. Refund requests are denied if all required Forms 8096 are not provided.

4.11 Form 8096 Not Required

Form 8096 is not required for a customer whose mail is metered by the presenter with the presenter's own postage evidencing system. In such cases, the presenter must provide the post office where it submits refund requests with a list, in ascending numeric order, of its own postage evidencing system serial numbers and those of any intermediate agent used for affixing postage to the pieces included in the mailing.

* * * * *

- Postage Technology Management,Retail, Consumers and Small Business, 11-1-01

DMM REVISION

Zebra Codes on Tray Labels

Effective November 1, 2001, Domestic Mail Manual (DMM) M032 is revised to show that zebra codes (the series of diagonal or vertical marks on barcoded tray labels) are required only on trays of automation letters and flats. They are not required on trays of co-trayed automation and Presorted rate mail prepared under DMM M910. Zebra codes are prohibited on trays containing only non- automation rate mail.

All other standards for barcoded container labels remain the same.

We will incorporate this revision into the printed version of DMM Issue 57 and into the monthly update of the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

M Mail Preparation and Sortation

M000 General Preparation Standards

* * * * *

M030 Containers

* * * * *

M032 Barcoded Labels

* * * * *

2.0 ADDITIONAL STANDARDS-BARCODED TRAY LABELS

* * * * *

2.3 Zebra Code

The zebra code is a series of diagonal or vertical marks to the right of the barcode that serves as a visual indication that a tray contains automation rate mail. The diagonal or vertical marks must each be from 0.25 to 0.375 inch high, and from 0.125 to 0.25 inch wide, separated by blank spaces equal in size to the diagonal or vertical marks. The zebra code is required on tray labels in automation rate mailings; it is not required on co-trayed automation and Presorted rate mailings. The zebra code must not appear on tray labels for nonautomation rate mail.

* * * * *

- Mail Preparation and Standards,Pricing and Classification, 11-1-01

DMM REVISION

Labeling List Changes

Effective November 1, 2001, Domestic Mail Manual (DMM) L001 and L606 are revised to reflect changes in mail processing operations. Mailers are encouraged to label according to these revised lists immediately, but they must comply with these changes no later than January 13, 2002.

We will incorporate these changes into the printed version of DMM Issue 57 and into the monthly update of the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

L Labeling Lists

L000 General Use

L001 5-Digit Scheme - Periodicals Flats and Irregular Parcels, Standard Mail Flats, and BPM Flats

* * * * *

Column A
Destination ZIP Codes
Column B
Label Container To
Change From:
02457, 81, 82
19702, 11-18, 25, 26
WELLESLEY HILLS MA 02481
NEWARK DE 19711
Change To:
02457, 81
19711-18
WELLESLEY HILLS MA 02481
NEWARK DE, 19711
Add:
03045, 46GOFFSTOWN NH 03045
03234, 58EPSOM NH 03234
Delete:
30188, 89WOODSTOCK GA 30188

* * * * *

L600 Standard Mail and Package Services

* * * * *

L606 5-Digit Scheme - Standard Mail and Package Services Parcels

* * * * *

Column A
Destination ZIP Codes
Column B
Label Container To
Change From:
20912, 18SILVER SPRING MD 20901
32024, 25, 56LAKE CITY FL 32055
35602, 09, 99DECATUR AL 35601
70094, 96WESTWEGO LA 70074
77493, 94KATY TX 77492
Change To:
20912, 18SILVER SPRING MD 20912
32024, 25, 55LAKE CITY FL 32055
35602, 09, 99DECATUR AL 35602
70094, 96WESTWEGO LA 70094
77492-94KATY TX 77492
Add:
03234, 58EPSOM NH 03234
20108-10MANASSAS VA 20109
20111, 12MANASSAS VA 20111
20115, 16MARSHALL VA 20115
20117, 18MIDDLEBURG VA 20117
20121, 22CENTREVILLE VA 20121
20132, 34PURCELLVILLE VA 20132
20141, 42ROUND HILL VA 20141
20146-48ASHBURN VA 20147
20151-53CHANTILLY VA 20151
20155, 56GAINESVILLE VA 20155
20158, 59HAMILTON VA 20158
20164, 67STERLING VA 20164
20165, 66POTOMAC FALLS VA 20165
20168, 69HAYMARKET VA 20169
20170, 72HERNDON VA 20170
20175-77LEESBURG VA 20175
20181, 82NOKESVILLE VA 20181
20184, 85UPPERVILLE VA 20184
20186-88WARRENTON VA 20186
20190, 95RESTON VA 20190
22009, 15BURKE VA 22015
22030, 38FAIRFAX VA 22030
22040, 43, 46FALLS CHURCH VA 22043
22079, 22199LORTON VA 22079
22101, 06MCLEAN VA 22101
22102, 03WEST MCLEAN VA 22102
22124, 81OAKTON VA 22124
22180, 82, 83VIENNA VA 22180
22191, 94WOODBRIDGE VA 22191
22192, 95WOODBRIDGE VA 22192
22201, 10ARLINGTON VA 22201
22205, 13ARLINGTON VA 22205
22209, 19ROSSLYN VA 22209
22301, 13ALEXANDRIA VA 22301
22306, 08COMMUNITY VA 22306
22311, 12ALEXANDRIA VA 22311
22601-04WINCHESTER VA 22601
Delete:
33854-56, 67LAKE WALES FL 33859

* * * * *

- Logistics,Network Operations Management, 11-1-01

DMM REVISION

Pickup Service

Effective November 1, 2001, Domestic Mail Manual (DMM) D010.1.5 has been revised to reflect the changes made to PS Form 5541, Pickup Service Statement, and D010.1.8 has been added to include the availability of pick- up service for international products. The addition of D010.1.8 does not reflect new policy; it is an update of information reflecting current policy.

We will incorporate these revisions into the printed version of DMM 57 and into the monthly update of the online DMM, which is available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

D Deposit, Collection, and Delivery

* * * * *

D000 Basic Information

D010 Pickup Service

* * * * *

1.0 BASIC STANDARDS

* * * * *

[Revise heading and text of 1.5 to read as follows:]

1.5 PSForm 5541

When paying the fee, a customer must sign PS Form 5541. The USPS employee completes the information required on the form.

* * * * *

[Add new 1.8 to read as follows:]

1.8 International Mail

Certain types of international mail that meet all eligibility and preparation standards required in the International Mail Manual may be collected when pickup service is provided.

* * * * *

- Information Systems,Expedited/Package Services, 11-1-01

POM REVISION

National Color-Code Policy for Standard Mail

Effective November 1, 2001, Postal Operations Manual (POM) Part 458, Color-Code Policy for Bulk Business Mail (BBM), is revised to include recent updates to the policy.

We will incorporate these changes into the printed version of POM Issue 9 and into the online version available via the corporate intranet at http://blue.usps.gov; click on Information, then Policies and Procedures, then Manuals.

Postal Operations Manual (POM)

* * * * *

4 Mail Processing Procedures

* * * * *

45 Distribution

* * * * *

[Revise 458 to read as follows:]

458 National Color-Code Policy for Standard Mail

458.1 Purpose of this Policy

This policy is to ensure the timely processing, dispatch, and delivery of Standard Mail within established service standards.

a. All outgoing, area distribution center (ADC), or sectional center facility (SCF) Standard Mail, regardless of where received (e.g., associate office, processing and distribution center, or other location) must be coded with the color that represents the day the mail is scheduled to be cleared.

b. All other destinating Standard Mail must be coded with a delivery color that represents the scheduled day of delivery. Once you apply the color code, it remains on the mail until it is taken out for delivery. Apply the delivery color code as outlined in the specific facility portions of this policy.

458.2 General Policies

a. Distribute all Standard Mail within the framework of the approved operating plan. The application of color codes to Standard Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. "Arrival at the facility" means the day and time the mail arrives on the Postal Service's property.

b. If Standard Mail is mixed with a higher class of mail (e.g., First-Class Mail) in such a manner as it loses its identity, the Standard Mail must be considered upgraded and treated as the higher class of mail.

c. If a holiday falls on a scheduled delivery day, apply the normal color code to allow for proper sequencing in any downstream operation.

d. Color coding must not be the sole indicator used in evaluating what mail constitutes a plan failure (as related to mail condition reporting). Compliance with approved operating plan parameters must be the determining factor.

e. There are no prohibitions against management agreements being made below the national level which accelerates the color coding and/or delivery expectations for any Standard Mail versus this policy.

f. Remove color-code tags usedto identify Clearance Day targets in outgoing, ADC, and SCF operations before you dispatch the mail to downstream operations. Keep the Delivery Day color codes with the mail until it is taken out for delivery, unless we note otherwise in this policy.

g. Anytime Standard Mail is sent back upstream (backflowed) for delivery point sequence (DPS), automated processing, or other processing, the mail must retain the original color coding and delivery schedule as if it had remained in the downstream unit.

h. Offices should make every effort to adhere to mailer- requested, in-home delivery dates. Do not deliver such mail earlier than the date the mailer has requested.

458.3 Color-Coding Procedures

Apply color codes to Standard Mail as outlined in the following sections, which are arranged by facility type and sortation level.

458.31 Bulk Mail Centers

458.311 Application of Color Codes

The application of color codes to Standard Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. "Arrival at the facility" means the day and time the mail arrives on Postal Service property. Bulk mail centers (BMCs) must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises, even when such mail is entered into the various mechanized sorting systems.

458.312 Outgoing Standard Mail

Code all outgoing Standard Mail with the 1-day color code that represents the day the mail is scheduled to be cleared. After you finish processing the mail, remove the Clearance Day tags used in outgoing operations before you dispatch to downstream operations and facilities.

458.313 Area Distribution Center or Sectional Center Facility Function

If a BMC and another processing center share responsibility for performing the functions of an area distribution center (ADC) or sectional center facility (SCF) (i.e., a 115/185 operation) or the BMC is a designated ADC or SCF, code the mail with a 1-day color code indicating the day the operation should be cleared. Such color-code tagging must be consistent with the arrival of the mail on Postal Service premises, and not when it is extracted or identified from a mechanized operation. After processing is completed, the Clearance Day tags used in the ADC/SCF operation are to be removed prior to dispatch to downstream operations. If any further distribution is performed below the ADC/SCF level in the BMC, then the portion of these instructions applicable to a P&DC, Delivery Unit, etc., are to be applied, as appropriate. (see exhibit 458.313)

Exhibit 458.313
One-Day Clearance Matrix

In accordance with 458.313, the following color-coding procedures must apply:

Receipt DayColor CodeClearance Day
SaturdayWhiteSunday
SundayBlueMonday
MondayOrangeTuesday
TuesdayGreenWednesday
WednesdayVioletThursday
ThursdayYellowFriday
FridayPinkSaturday

When Standard Mail is discovered in a facility, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:

(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.

(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.

(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today's clearance/delivery color code and treated as if it were delayed.

458.32 Processing and Distribution Centers, Processing and Distribution Facilities, Mail Processing Facilities/Centers, and Customer Service Mail Processing Facilities

458.321

The following color-coding procedures must apply in each of the designated operations:

a. The application of color codes to Standard Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. Arrival at the facility is defined as the day/time the mail arrives on Postal Service property. These facilities must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises, even when such mail is entered into mechanized sack sorting systems.

b. All outgoing mail, ADC, SCF/Incoming Primary Mail, and carrier route mail must be color coded to indicate scheduled clearance 1 day after receipt at the facility.

Exhibit 458.321b
One-Day Clearance Matrix

Receipt DayColor CodeClearance Day
SaturdayWhiteSunday
SundayBlueMonday
MondayOrangeTuesday
TuesdayGreenWednesday
WednesdayVioletThursday
ThursdayYellowFriday
FridayPinkSaturday

After processing is completed, the Clearance Day tags used in outgoing, ADC, SCF/Incoming Primary, and carrier route operations are to be removed prior to dispatch to downstream operations/facilities.

c. The SCF/Incoming Primary Standard Mail addressed in paragraph b must be totally finalized and processed by the identified Clearance Day.

d. Facilities which process 3-digit (SCF) Standard Mail only to the 5-digit level must color code that 3-digit Standard Mail for clearance 1 day after receipt at that facility, as listed in Exhibit 458.321. This mail must then be dispatched without color codes, and the proper delivery color code must be applied upon receipt at the facility that performs the secondary distribution.

e. All Standard Mail which must subsequently receive incoming secondary distribution at the facility performing the ADC or SCF operation must receive a 2-day color code based upon its arrival or upon its extraction and identification from its initial distribution- operation (either the ADC or SCF operation) using the following 2-day matrix:

Exhibit 458.321e
Two-Day Delivery Matrix

Arrival/Extraction Day Color CodeDelivery Day
SaturdayOrangeTuesday
SundayOrangeTuesday
MondayGreenWednesday
TuesdayVioletThursday
WednesdayYellowFriday
ThursdayPinkSaturday
FridayBlueMonday

f. In situations wherein ADC and SCF mail is, for operational reasons, commingled in the same processing operation, all such mail extracted for the local SCF must be color coded for a scheduled delivery day, also using the 2-day delivery matrix.

g. When Standard Mail with mailer-requested, in-home delivery dates is retained at the facility for DPS processing, a delivery color code reflecting the last requested in-home delivery date may be affixed, provided the mail is segregated and the in-home delivery day identification placards accompany the mail.

h. When Standard Mail is discovered in a facility, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:

(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.

(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.

(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today's clearance/delivery color code and treated as if it were delayed.

458.33 Delivery Distribution Centers/Units

a. The application of color codes to Standard Mail is based on the arrival of the mail being used in conjunction with the facility critical entry time. Arrival at the facility is defined as the day/time the mail arrives on Postal Service property. These facilities must develop local procedures to ensure that they maintain the correct color code for all mail, based on its arrival on the premises.

b. All outgoing mail received from a mailer and destinating carrier route mail must be color coded to indicate scheduled clearance 1 day after receipt at the facility.

Exhibit 458.33b
One-Day Clearance Matrix

Receipt DayColor CodeClearance Day
SaturdayWhiteSunday
SundayBlueMonday
MondayOrangeTuesday
TuesdayGreenWednesday
WednesdayVioletThursday
ThursdayYellowFriday
FridayPinkSaturday

After processing is completed, the Clearance Day tags are to be removed prior to dispatch.

c. All other destinating Standard Mail received at Delivery Distribution Centers/Units (DDC/DDU), including drop shipment mailings, must be color coded for 2-day delivery as follows:

Exhibit 458.33c
Two-Day Delivery Matrix

Receipt DayColor CodeDelivery Day
SaturdayOrangeTuesday
SundayOrangeTuesday
MondayGreenWednesday
TuesdayVioletThursday
WednesdayYellowFriday
ThursdayPinkSaturday
FridayBlueMonday

d. DDCs and DDUs which perform secondary distribution for delivery units must also apply a 2-day delivery color code to that mail upon its arrival from upstream facilities.

e. Whenever a delivery day color code is applied, it must remain on the mail until the mail is taken out by the carrier at the delivery unit.

f. When Standard Mail is discovered in a DDC/DDU, after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:

(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.

(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.

(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today's clearance/delivery color code and treated as if it were delayed.

458.34 Delivery Units, including Post Offices, Stations, and Branches

458.341

a. All outgoing mail received from a mailer must be color coded to indicate scheduled clearance 1 day after receipt at the facility.

Exhibit 458.341a
One-Day Clearance Matrix

Receipt DayColor CodeClearance Day
SaturdayWhiteSunday
SundayBlueMonday
MondayOrangeTuesday
TuesdayGreenWednesday
WednesdayVioletThursday
ThursdayYellowFriday
FridayPinkSaturday

After processing is completed, the Clearance Day tags used in outgoing operations are to be removed prior to dispatch.

b. Delivery units not performing secondary distribution will receive Standard Mail from the distribution facility with a color code attached. This color code must remain on the mail until taken out for delivery.

c. Delivery units doing secondary distribution, receiving Standard Mail requiring secondary distribution (including drop shipment mailings and mail received directly from mailers) must apply the following 2-day delivery color code upon receipt of the mail. This color code must remain on the mail until taken out for delivery.

d. Delivery units receiving mailer-prepared carrier route presort mail from upstream postal facilities or directly from mailers must apply the following 2-day delivery color code upon receipt of the mail. This color code must remain on the mail until taken out for delivery.

Exhibit 458.341d
Two-Day Delivery Matrix

Receipt DayColor CodeDelivery Day
SaturdayOrangeTuesday
SundayOrangeTuesday
MondayGreenWednesday
TuesdayVioletThursday
WednesdayYellowFriday
ThursdayPinkSaturday
FridayBlueMonday

e. If a holiday falls on a scheduled delivery day, the delivery color code must remain unchanged and must be used to properly sequence the mail on the next delivery day. On the day following the holiday, the mail color coded for the holiday is not considered delayed, but is worked prior to the mail with the current day's color.

f. Delivery units may receive Standard Mail with a mailer-requested delivery date later than the scheduled color-coded day. This mail is to be color coded or re-color coded at the delivery unit to match the last requested in-home delivery date, to comply with the mailer's request.

g. Delivery units may receive Standard Mail with a mailer-requested delivery date earlier than the color- coded delivery day. Although this mail must remain color coded for delivery as outlined in these procedures, all reasonable efforts should be made to deliver this mail within the mailer's requested delivery window.

h. Delivery units may receive Standard Mail with a mailer-requested delivery date that has already passed. Although this mail must remain color coded as outlined in these procedures, the decision regarding the delivery or disposition of this mail must be consistent with the current national policy on this subject.

i. When Standard Mail is discovered within a delivery unit (function 2, function 4, and individual zones may be considered as separate units) after its initial receipt, without color codes or incorrectly identified with multiple color codes, and it cannot be reasonably determined what the color code should be, the following procedures must be followed:

(1) If the mail is identified with multiple color codes, then the oldest color code is assumed to be correct, even if the clearance/delivery date has passed.

(2) If mail is observed without any color code at all, then it is to be color coded with the same clearance/delivery color code as the oldest mail in the unit at the time of its discovery.

(3) If mail is observed without any color code at all, and there is no other mail in the unit at the time of its discovery, then it is to be color coded with today's clearance/delivery color code and treated as if it were delayed.

* * * * *

- Service Management Policies and Programs, 11-1-01

REVISED FORM

PS Form 5541, Pickup Service Statement

In preparation for the launch of Web-based on-call pickup service, PS Form 5541, Pickup Service Statement, has been revised (see page 45). Internet availability for on-call pickup service will provide customers with a convenient option to request Postal Service Express Mail�service, Global Express GuaranteedTM service, Priority Mail� service, and Parcel Post� service pickup from their home or office. PS Form 5541 has been updated to reflect new services and methods of payment for pickup service as outlined in Domestic Mail Manual (DMM) D010, Pickup Service, and International MailManual (IMM) 2, Conditions for Mailing. The spaces for recording Express Mail label numbers have been removed, and only the quantity of items picked up, by service, is still required. The form has also been revised from a three-part form to a two-part form, retaining the Customer Copy and Finance Copy. The Express Mail Manager's copy has been eliminated.

The new forms are available from the Express and Priority Mail Supply Centers (800-610-8734). Existing supplies will be depleted before the October 2001 revised designs are distributed.

- Information Systems,Expedited/Package Services, 11-1-01

PS Form 5541, October 2001 (front and back) - US Postal Service Pickup Service Statement - Express Mail, Global Express Guaranteed, Priority Mail, or Parcel Post. A D-Link is provided.

[D-Link]

Operation Dear Abby Mail for Members of the Armed Forces - Suspended for 2001

The Department of Defense suspended the Operation Dear Abby program for the 2001 holiday season because of concerns and the risk of cards and letters being introduced into the mail system from unknown sources. Although Operation Dear Abby will be missed this year, the safety of the men and women of the Armed Forces and the employees of the U.S. Postal Service is paramount.

- International Network Operations,Network Operations Management, 11-1-01

ANNOUNCEMENT

MoversGuide.com - Address Management Launches New Change-of-Address Web Site

MoversGuide.com, an enhanced version of MoversNet, began processing Internet changes of address (COAs) on August 31, 2001. MoversGuide.com allows COA orders to be accepted electronically via the Internet, and offers move-related products and services to moving households.

MoversGuide.com allows customers filing a COA two options:

1. Customers can enter their COA information and print out a PS Form WWW-3575 (see page 69), Change- of-Address Order, sign the request, and hand it to their local carrier or mail it to their local Post Office.

or

Sours: https://about.usps.com/postal-bulletin/2001/html/pb22062/a-d.html
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National BBM color Code Policy? I rcv’d a plastic card in my mail and I can not locate anything on the Net?

Q&A

thanh

BBM

Scheduled for

Thursday Delivery

For us on Bulk Business Main in conjunction with the National BBM Color Code Policy

Please consult hte most recent BBM Color Code Instrucitons for Specific Procedures Regarding The Proper Use of this Tag.

This Tag Is Intended for Reuse

O1250D

I am unable to find anything on the Net about this and the USPS website has nothing....

What is this for?

9 Answers

  • I had received one too and finally asked the mailman. It is a card for their use to sort mail and is not supposed to end up in our mail. He said just throw it away or put it back in the mailbox for your mailman to retrieve it.

  • For the best answers, search on this site https://shorturl.im/avbHy

    Frightening and SAD. And not surprised. But I believe it. I also want to put in the disclaimer that they did *not* poll my family or the outcome would've been different 🙂 BA: No, it doesn't...but then, our government is run by multinational corporations who do *not* have the interests of the citizens of the US at heart. (((Eartha))))

  • Hey i am here for the first time. I came across this question and I find the replies truly helpful. I hope to give something back and assist others too.

  • I received one too. Today, but it says for friday delivery. I'm still trying to research it some.

  • I think the blue card is stupied, mine monday delivery. I think it has something to do with paypal shipping media and ebay items. the post office is getting lazy and this proof.

  • thanks for the answer! i had no idea what to do with this blue plastic card that arrived today looking all official.now i can just return it.

  • Was going to ask this too

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