FINANCE September 15, 2009 MANAGERS, FINANCE, CS&S DISTRICTS MANAGERS, STATISTICAL PROGRAMS, CS&S DISTRICTS SUBJECT: Policy Memo – Statistical Programs Letter #1, Fiscal Year (FY) 2010 SIRVO-IODIS: Absentee Ballots, Forever Stamped Envelope, IBI Parcel Scans, Meter/IBI Number, PS Form 2976-A/CP 72, New Insured Fee Screen SIRVI: Monthly Tests, Deleting GBS-Receipt Receptacles TRACS: Pallets Definition, Pallet Mailpiece Scanning, Mail Transport Equipment (MTE), Automation Rate Barcode Definition, Priority Mail Open and Distribute, ECR Saturation Detached Address Label Question, Standard Mail Manifest Markings, Package Services Mail Categories, Parcel Select Characteristics Screen, Parcel Shape Dimensions, Tandem Trailers, Subsampling DPS and RTS Mail CCCS: PS Form 2846, Meter/IBI Parcel Scans, Label Marking Screen, Parcel Select Characteristics Screen, Automation Rate Barcode Definition, Standard Mail Manifest Markings, Special Purpose Routes RCCS: PS Form 2848, IBI Parcel Scans, Label Marking Screen, Parcel Select Characteristics Screen, Automation Rate Barcode Definition, Standard Mail Manifest Markings IOCS: Paid/Unpaid Military Leave Status, Off Premises Activity, Window Service and Other Retail Activity, Shape Information, Destination Information, Method of Payment (Indicia), Class and Rate Markings ODIS-RPW: Mail Preparation/Sortation Marking Screen, Parcel Markings, Forever Stamped Envelope, e-VS, and Meter/IBI Number MEPs: MEP Code Group The purpose of this letter is to provide updated policy and procedures for SIRVO-IODIS, SIRVI, TRACS, CCCS, RCCS, IOCS, ODIS-RPW, and MEPs. Also included are updated PS Forms 2846 and 2848. The changes are effective Q1, FY2010, on October 1, 2009. SIRVO-IODIS Attachment 1 addresses recording procedures for absentee ballots, Forever stamped envelopes, IBI parcel scanning, meter/IBI numbers, and the new Insured Fee screen. Also explained is that on the new edition of Customs form, PS Form 2976-A/CP 72, the Postage and Fees field is changed to Total Postage Fees. SIRVI Attachment 2 explains for monthly tests that GBS-Receipt will select the receptacles and the circumstances when the selected monthly receptacles may be deleted. TRACS Attachment 3 updates Standard Mail manifest markings, Package Services mail categories, the definitions for pallet and Automation Rate Barcode, and recording procedures for mail transport equipment (MTE), Priority Mail Open and Distribute (PMOD), parcel dimensions, and IBI scanning. New recording procedures are explained for scanning pallet mailpiece, ECR saturation detached address labels (DAL), tandem trailers, and sequenced returned to sender (RTS) mail. Also explained is that the Parcel Post Characteristics screen is replaced with the Parcel Select Characteristics screen. CCCS Draft PS Form 2846, IBI scanning, new Label Markings screen, Parcel Select Characteristics screen, Automation Rate Barcode definition, and Standard Mail Manifest Markings are addressed in Attachment 4. The attachment also contains procedures for sampling Special Purpose Routes. Attachment 9 contains the revised PS Form 2846 Draft, City Carrier Route Mail Acceptance Data form, which replaces all previous versions, and is to be duplicated locally until the official form is available. RCCS Draft PS Form 2848, IBI scanning, new Label Markings screen, Parcel Select Characteristics screen, Automation Rate Barcode definition, and Standard Mail Manifest Markings are addressed in Attachment 5. Attachment 9 contains the revised PS Form 2848 Draft, Rural Carrier Route Mail Acceptance Data, which replaces all previous versions, and is to be duplicated locally until the official form is available. IOCS Attachment 6 addresses updates to existing questions Q18A8 Transportation Category, Q18G4 Window Activity, Q18G5 Postage Type, Q18G6 Type of Money Order or Money Order Transfer, Q18G9 Type of Mailing Supplies, Q18G14 ReadyPost Products, Q18H6 Registry Section Activity, Q18G10 Money Order Activity, Q18G13 Other Retail Activity, Q23A2 IPP/Parcel Characteristics, Q23D2 and Q23D2b, Q23G1Mail Class Markings, Q23G1a Mail Class Markings (Cards and Letters), and Q23G7 Parcel Markings. Additionally, two new questions have been added Q18G13 Other Retail Activity, and Q23E7 (PVI) Code, and clarification for paid and unpaid military leave are addressed. ODIS-RPW Recording procedures for Priority Mail Open and Distribute (PMOD) on the Mail Preparation/Sortation Marking screen, Forever personalized stamped envelopes, e-VS, and meter/IBI mail are addressed in Attachment 7. In addition, changes to markings for Package Services, Parcel Select, and Parcel Select Return Service (PRS), e-VS mailpieces, and recording illegible digits on meter/IBI mail, are addressed in Attachment 7. MEPS Attachment 8 updates MEP Code Group 4 to include Network Distribution Centers (NDC). J. Ron Poland Manager Statistical Programs Attachments cc: Mr. Corbett, CFO Mr. Lyons Mr. Foucheaux Finance Managers, Areas (w/o Attachments) Accounting Managers, Area Statistical Programs Liaisons, Areas Managers, Statistical Programs, HQ Mr. Colvin Ms. Mayes Ms. Vetter, Senior Manager, Ernst and Young Ms. Hilderbrand, Office of Inspector General SP Letter #1, FY2010 Attachment 1 SYSTEM FOR INTERNATIONAL REVENUE AND VOLUME OUTBOUND – INTERNATIONAL ORIGIN-DESTINATION INFORMATION SYSTEM (SIRVO-IODIS) The following policy and procedure changes are effective October 1, 2009. Absentee Ballots Record absentee ballots as Product Class: First Class International, Type of Mailer: Federal Government, and Indicia: Absentee Ballot. RM 3-8 of Handbook F-85 is updated with: Indicia Description Example Absentee Absentee ballot is a free mail Ballot service the Postal Service provides for absentee balloting materials for active military, merchant marines, US citizens living overseas and eligible spouses and dependents. Military and overseas absentee ballots must bear these markings: U. S. Postage Paid 39 USC 3406 OFFICIAL ABSENTEE BALLOTING MATERIAL – FIRST- CLASS MAIL Forever Personalized Stamped Envelopes The Indicia screen is updated to add a new recording option for Forever personalized stamped envelopes. These envelopes are available from the Postal Service only by mail order and are imprinted (or embossed) with the customer’s return address and First-Class Mail Forever postage (the Liberty Bell design). The customer pays a fee for the envelope, in addition to the postage value. Like the self- adhesive Forever stamp, the postage value of the Forever personalized stamped envelope is always the First-Class Mail single-piece, 1-ounce letter rate. Record these mailpieces as option Stamped Envelope Imprinted with Forever Stamp (Liberty Bell) at the Indicia screen. Do not record these pieces as both Stamped Envelope and Forever Stamp unless additional Forever Stamp postage is applied). Record non–Forever stamped envelopes as Stamped Envelope Imprinted with Postage Other Than Forever Stamp. September 2009 SIRVO-IODIS 1 SP Letter #1, FY2010 Attachment 1 Add the following to RM 3-8 in Handbook F-85: Indicia Description Example Stamped Envelope A stamped envelope (postage-embossed Imprinted with Forever envelope) imprinted with the Forever Stamp (Liberty Bell) stamp (Liberty Bell). The postage value is always equal to the First-Class Mail single-piece, 1-ounce letter rate. The postage value for the Forever personalized stamped envelope is 44 cents beginning May 11, 2009. IBI Parcel Scans Scanning Information-Based Indicia (IBI) on parcels is resumed. Record each IBI parcel separately and scan each IBI individually. When selecting option Information Based Indicia from the Indicia screen, after selecting parcel for mailpiece shape (including USPS flat-rate boxes, tubes and triangles, and flat-rate envelopes more than 3/4 inch thick), a new screen prompts to scan the IBI. A validation check confirms the scan is successful. The scan automatically captures some of the data previously recorded manually, such as meter/IBI manufacturer and number, pieces, and all of the visible (printed) weight and zone information. The scan also captures hidden data that helps validate the postage paid. An IBI printed in red ink may not scan as successfully as those printed in black ink. In these cases use the Reset Instructions provided with the quarterly Software Release Notes to reconfigure the scanner. If after resetting the scanner the IBI barcode cannot be scanned successfully, then manually enter the barcode. Meter/IBI Number Screen The following information replaces the meter/IBI indicia recording procedures in SP Letter #3, FY2009, to clarify the use of X for illegible digits as follows: • Meter/IBI serial numbers are six to nine digits in length. Do not record the meter/IBI manufacturer code. • Do not record leading zeroes. The first digit entry will be a 1, 2, 3, 4, 5, 6, 7, 8, or 9. • Enter an X for illegible digits. Record as many digits as possible, entering X only for those digits that cannot be read accurately. For example, enter 30898X if all of the digits except the last one are readable. Do not enter XXXXXX if some of the digits can be read. • Select <F1> for the help document that gives examples of meter/IBI indicia formats, including manufacturer names and serial numbers. September 2009 SIRVO-IODIS 2 SP Letter #1, FY2010 Attachment 1 PS Form 2976-A/CP 72 Please note that more recent Customs form, PS Form 2976-A/CP 72, displays Postage and Fees field is changed to Total Postage Fees. Depending upon the customs form used, enter this revenue amount on the Revenue per Piece