Document Number: BDPS-PRO-405 Revision Number: 4 Approved By: Perfecta Gallegos Effective Date: 04/20/17 Description of Last Added # 4 to include time water bills are to be processed. Change:

Document Water Bill & Special Collection Inserts Title: 7.2.2, 7.5.1, 7.5.3, 7.5.4, 7.5.5, 8.1, & 8.2.4 in ISO 9001:2008

PURPOSE: To provide instructions for Express Business Center staff who prepare and mail water bill/inserts or special collection bills. SCOPE: Express Business Center Staff. RESPONSIBILITY & AUTHORITY: Express Business Center Staff SAFETY: Follow all applicable City of Dallas safety guidelines associated with this work procedure. ENVIRONMENT: Follow all applicable City of Dallas Environmental procedures associated with this procedure. PROCEDURE: 1. Special collection inserts are sent to the copy machine electronically (in a hold pattern). The Supervisor responsible for copy and mail activities receives a call or email from Special Collections personnel noting the need to print out these documents. Special collections documents are printed and a Copy Requisition for Express Business Center (BDPS-FRM-405) is completed to charge for number of copies that were made. Water bill inserts are brought down by Pay1 staff to be processed on the water inserter machine. Pay1 staff post necessary postal forms on intranet for Express Business Center (EBC) office assistant staff to retrieve. The postal forms include number of letters/bills as well as tray labels to be used in preparing water bills for the post office. See work instructions Postal Statement and Tray Labels for Water Bills (BDPS-WKI-406) for instructions on how to prepare postal form and tray labels for the water bills. Inserts that accompany water bills are determined prior to the beginning of the month by memo from the Water Conservation Division. This memo identifies how many inserts to go out with the water bills the following month as well as the department who will be responsible for payment of inserts. 2. Once the Special Collection inserts have been printed out, the supervisor responsible for copy and mail activities contacts the department sending file that the print outs are ready for pick up or quality check. After inserts have been quality checked EBC will begin to insert. If it has to be mailed in the same day or if it is

1 of 3 Document Number: BDPS-PRO-405 Revision Number: 4 Approved By: Perfecta Gallegos Effective Date: 04/20/17 Description of Last Added # 4 to include time water bills are to be processed. Change:

Document Water Bill & Special Collection Inserts Title: 7.2.2, 7.5.1, 7.5.3, 7.5.4, 7.5.5, 8.1, & 8.2.4 in ISO 9001:2008

multiple pages we may out source and make the call to a designated/registered vendor. The vendor will pick up special collection items to insert, sort and mail as needed. 3. EBC personnel who have been trained by Pitney Bowes personnel utilize the insert machine. Reference Express Business Center Training Log (BDPS-FRM-401) to identify those trained to use inserter machine. Completed water bill and inserts are processed as defined in the United States Postal Service (USPS) Business Customer Gateway booklet. USPS Postal One.com is completed by the person doing the inserting. This must accompany the appropriate water bill mail out or special collection mail out. 4. The regular Water Bills are to be processed daily by 3:00 p.m. The cut-off notices will be processed by 2:30 p.m. and are picked up by the third party to be presorted. 5. EBC Supervisor responsible for billing prints the account details/reports for water bills from the Pitney Bowes Business Manager, from this the data is entered into Water Insert Log (BDPS-FRM-418) used for establishing the dollar postage amounts for water bills and insert amounts. Supervisor for billing initiates process to retrieve reimbursement from the appropriate City of Dallas department by creating an ITI in AMS Advantage 3 System (AMS). Instructions on how to process ITI can be located under the City of Dallas Intranet site under AMS. The ITA will be completed by buyer department in AMS, and then routed via AMS to Financial Reporting Team to be reviewed and approved. 6. A DO is prepared in AMS to the postage meter vendor to replenish postage funds. Instructions on how to process DO can be located under the City of Dallas Intranet site under AMS. EBC personnel monitor the dollar amount to make sure we have adequate postage. 7. The amount of funds collected at the end of each month for water inserts and special collections is entered into Billing/Revenue for Express Business Center (BDPS- FRM-421) for up to date revenue for EBC and the Business Development and Procurement Service budget person.

2 of 3 Document Number: BDPS-PRO-405 Revision Number: 4 Approved By: Perfecta Gallegos Effective Date: 04/20/17 Description of Last Added # 4 to include time water bills are to be processed. Change:

Document Water Bill & Special Collection Inserts Title: 7.2.2, 7.5.1, 7.5.3, 7.5.4, 7.5.5, 8.1, & 8.2.4 in ISO 9001:2008

8. Near the end of the year, postage accounts with the Post Office and the postage meter vendor are near zero on purpose (i.e. we are trying to have as little inventory to account for as possible while making sure we can support the need). At the end of the year, End of Year Reconciliation (BDPS-FRM-419) is done and in it broken down by the type of inventory. A JV is done for unused inventory for end of year. Instructions on how to process a JV can be located under the City of Dallas Intranet site under AMS. A copy of the inventory results is provided to the Controller's office.

REFERENCES: Postal Statement and Tray Labels for Water Bills (BDPS-WKI-406) United States Postal Service (USPS) Business Customer Gateway booklet (External document) Delivery Confirmation - Goods or Services (City-wide form) Pitney Bowes Business Manager (External document) AMS Advantage 3 System

RECORDS: Express Business Center Training Log (BDPS-FRM-401) Copy Requisition for Express Business Center (BDPS-FRM-405) Water Insert Log (BDPS-FRM-418) End of Year Reconciliation for Express Business Center (BDPS-FRM-419) Billing/Revenue for Express Business Center (BDPS-FRM-421)

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