Front Cover 2 postal bulletin 22262 (7-2-09) Contents Contents POLICIES, PROCEDURES, AND FORMS UPDATES Manuals PULL-OUT INFORMATION DMM Revision: Standard Mail Volume Incentive Fraud Program (aka Summer Sale) . 3 Withholding of Mail Orders . 27 DMM Revision: Arizona District ZIP Codes Realigned Invalid Express Mail Corporate Account Numbers . 29 to Include “851” 3-Digit Service Area . 4 Missing, Lost, or Stolen U.S. Money Order Forms . 31 DMM Revision: Confirmation Services/eVS Barcoded Missing, Lost, or Stolen Canadian Money Order Forms . 36 Label Precertification Program . 4 Verifying U.S. Postal Service Money Orders . 39 IMM Revision: Customs Label Requirements for Counterfeit Canadian Money Order Forms . 39 International Mail Items. 5 Toll-Free Number Available to Verify Canadian IMM Revision: Canadian Labeling Information Update . 6 Money Orders . 39 IMM Revision: Labeling Changes for International Priority Airmail and International Surface Air Lift Services . 6 Other Information Overseas Military/Diplomatic Mail . 41 Handbooks Handbook F-101 Revision: Handling Inactive Cash Retained Credits at POS Offices. 6 POSTAL BULLETIN 2009 SEMI-ANNUAL Publications INDEX . 63 Publication 431 Revision: Changes to Post Office Box Service and Caller Service Fee Groups . 9 ORGANIZATION INFORMATION Finance Reminder: Credit and Debit Card Receipt Retention and Disposal Procedures . 10 Equipment Maintenance Allowance Schedule for Rural Routes . 10 Intelligent Mail and Address Quality Post Office Changes . 13 Gulf Coast Lighthouses stamps Correction: Section Change for Confirmation Services/eVS Barcoded Label Precertification Program Article . 14 Mailing and Shipping Services Mail Alert . 15 Exception Extension for Priority Mail Commercial Pricing Postal Routing Barcode — Permit Imprint . 15 “Monumental Opportunity” Business Connect USPS National Emergency Hotline Contest — Quarter 4. 17 Business Connect “Monumental Opportunity” Contest Is your facility operating? Call 888-363-7462 Kit, Quarter 4 — FY 2009 . 18 Philately Stamp Announcement 09-37: Flags of Our Nation Set 3 . 21 Stamp Announcement 09-38: Forever Stamp. 23 Stamp Announcement 09-39: Early TV Memories. 25 Update: Gulf Coast Lighthouses Premium Stamped Stationery Details . 48 Pictorial Postmarks Announcement . 49 How to Order the First Day of Issue Digital Color or Traditional Postmarks . 57 Retail Stamps by Mail — Brochure Ordering Information . 59 Safety Safety Talk: Recognizing the Signs and Symptoms of Heat Illness . 61 Supply Management Interest Rate on Contract Claims . 61 Also on the Web at www.usps.com/cpim/ftp/bulletin/pb.htm Policies, Procedures, and Forms Updates postal bulletin 22262 (7-2-09) 3 Policies, Procedures, and Forms Updates Manuals DMM Revision: Standard Mail Volume Incentive Program (aka Summer Sale) Effective July 1, 2009, the Postal Service™ revised similar reference was included in the text of the fact sheet Mailing Standards of the United States Postal Service, provided in support of the application process. ® Domestic Mail Manual (DMM ) to add section 709.2, Participating mail owners demonstrating Standard Mail describing the Standard Mail Volume Incentive Program. letters or flats volume above their established threshold Commonly known as the “Summer Sale,” the Standard level will receive a credit following the close of the program Mail Volume Incentive Program is a volume incentive pro- period. Thresholds will be calculated independently for gram for qualified high-volume mailers of commercial or each applicant, by comparing the volume of Standard Mail Nonprofit Standard Mail letters and flats mailed between letters and flats mailed within the period from October 1, July 1, 2009, and September 30, 2009. The program pro- 2007, to March 31, 2008, to the volume of Standard Mail vides a 30 percent credit, to participating mailers, for qual- letters and flats mailed within the period of October 1, ® ifying volume exceeding their USPS -determined 2008, to March 31, 2009. The change in recorded volume threshold level. between these two periods will represent the applicant’s To participate, a mailer must be the permit holder (i.e., volume trend. Trends that show growth for the period of owner) of a permit imprint advance deposit account(s) or October 1, 2008, to March 31, 2009, versus that shown in the owner of qualifying mail volume entered through the the same period of the prior year, will appear as a ratio permit imprint advance deposit account of a mail service above 1.0 (expressed here in a decimal format). A volume provider. Mail owners must be able to demonstrate volume decline from October 1, 2008, to March 31, 2009, will of at least 1 million pieces, within the program qualification appear as a ratio below 1.0. The applicable ratio will then period of October 1, 2007, to March 31, 2008, through a be applied to the volume of Standard Mail letters and flats, permit imprint advance deposit account(s), precanceled for all of the applicant’s mail volume or other qualifying vol- stamp permit(s), postage meter permit(s), or a combination ume recorded through the permit(s) of a mail service pro- of these methods. Mail owners also may qualify for the pro- vider, demonstrated during the period from July 1, 2008, gram with volume mailed through an account(s) owned by through September 30, 2008. This result represents a mail service provider, when documentation is provided the USPS-determined threshold level for an individual that specifies the applicant is the owner of the mail. Mail applicant. ® owners must ensure that all Standard Mail letters and flats The Postal Service has also included a process, through volume from all mailer-owned and mail service provider– its Business Service Network (BSN), to review questions owned permits is aggregated and included in the total for from mail owners regarding calculations of their respective the determination of eligibility for the program and when threshold levels or their recorded volume within the pro- calculating threshold levels. For the purpose of determining gram period. program eligibility and participation, all subsidiary organi- Mail owners are eligible to participate in the program zations will be consolidated to the enterprise level (i.e., par- with qualifying volume prepared by a mail service provider ent organization). when entered through a permit owned by the applicant. Mail owners eligible to participate in the program were Mail volume through a mail service provider’s permit may notified in writing before June 1, 2009. Mail owners wishing also qualify for the program, but only if adequate documen- to participate in the program, who believe they meet the eli- tation identifies the mail as being prepared on behalf of the gibility standards under DMM 709.2.2 and were not notified applicant and demonstrates the applicant’s prior mailing by letter, may request a review of their eligibility by contact- activity. Mail service providers are not eligible for the Stan- ing USPS at [email protected]. dard Mail Volume Incentive Program. We also are announcing the registration deadline for the Approved participants, demonstrating an increase in Standard Mail Volume Incentive Program. Eligible mail their total Standard Mail letters and flats volume above their owners may apply for the program no later than August 1, threshold level, will qualify for a credit to a designated per- 2009. Mail owners requesting review of their program eligi- mit imprint advance account. The total postage attributable bility also must submit their request to USPS no later than to Standard Mail letters and flats within the program period August 1, 2009. Eligible mail owners were advised of this will be identified for each participant and divided by the application deadline in their program notice letter and a total number of pieces recorded during the program period 4 postal bulletin 22262 (7-2-09) Policies, Procedures, and Forms Updates to calculate the average revenue per piece. Participants will Additionally, the Postal Service will require each pro- receive a credit in the amount of 30 percent of the average gram participant to certify the data used to calculate the revenue per piece multiplied by the total number of mail- volume trends, threshold levels, and October 2009 pieces of the incremental volume above their threshold expected volumes. This certification requirement will be level as recorded during the program period. similar to what is currently used on PS Form 3602, Postage The Standard Mail Volume Incentive Program is Statement—Standard Mail. Participants will be provided intended to encourage mail owners to generate new mail volume data for the applicable time periods used by the volume. To deter mail owners from shifting previously Postal Service to calculate their threshold levels, and will planned fall volume into the program period to obtain require a responsible representative to review and certify incentive credits, mail volume from participants will be the accuracy of the data. The certification requirement for monitored during October 2009. Participants’ previously this initiative is necessary to ensure that the data used by determined volume trend will be applied to their volume of the Postal Service to calculate the applicable volume trend, Standard Mail letters and flats mailed within the month of threshold level, and October 2009 expected volume for October 2008 to determine their October 2009 expected each participant is accurate. volume. The participants’ actual October 2009 volume will These