VOTE FORWARD et al v. DEJOY et al

Filing 16

MOTION for Preliminary Injunction by AMY BOLAN, AARON CARREL, COLORADO ORGANIZATION FOR LATINA OPPORTUNITY AND REPRODUCTIVE RIGHTS, INDERBIR SINGH DATTA, DANTE FLORES-DEMARCHI, PAUL HUNTER, SEBASTIAN IMMONEN, KATHRYN MONTGOMERY, SEAN MORRISON, PADRES & JOVENES UNIDOS, LINDA ROBERSON, MARTHA THOMPSON, VOCES UNIDAS DE LAS MONTANAS, VOTE FORWARD, GARY YOUNG (Attachments: #1 Memorandum in Support, #2 Exhibit Index, #3 Exhibit USPS OIG Report (Aug. 2020), #4 Exhibit USPS, Postal Operations Manual (Excerpts), #5 Exhibit USPS OIG Report (May 2020), #6 Exhibit USPS, Mandatory Stand-Up Talk: All Employees, #7 Exhibit Leaked USPS Powerpoint, #8 Exhibit DeJoy Testimony - House Oversight Hearing (Aug. 24, 2020), #9 Exhibit DeJoy Testimony - Senate Hearing (Aug. 21, 2020), #10 Exhibit Statement of DeJoy - House Oversight Comm. (Aug. 24, 2020), #11 Declaration Professor Justin Grimmer, #12 Exhibit USPS, Congressional Briefing (Aug. 31, 2020), #13 Exhibit Chart of States Where Voters' Mail-In Ballots Are Impacted By Defendants' Delays, #14 Exhibit USPS Letter to Pa. (July 29, 2020), #15 Declaration Eitran D. Hersh, #16 Exhibit House Oversight Hearing on USPS Operations - Transcript (Aug. 24, 2020), #17 Exhibit Senate HSGAC Hearing on USPS Operations - Transcript (Aug. 21, 2020), #18 Declaration Aaron Carrel, #19 Declaration Martha Thompson, #20 Declaration Kathryn Montgomery, #21 Declaration Sebastian Immonen, #22 Declaration Amy Bolan, #23 Declaration Inderbir Singh Datta, #24 Declaration Scott J. Forman of Vote Forward, #25 Declaration Alex Sanchez of Voces Unidas De Las Montanas, #26 Text of Proposed Order)(Duraiswamy, Shankar)

EXHIBIT 2

Update Notice
Postal Operations Manual, POM Issue 9
July 2002
Postal Operations Manual, POM Issue 9, was last printed in July 2002. To inform you of changes since
that time, we periodically update this online edition of the POM. We use vertical bars (i.e., revision bars) in
the margin to indicate text changed since July 2002.
This online version of the POM has been updated with changes through July 7, 2016, as follows:
This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

Entire handbook

Postal Operations Manual

updated to replace all instances
of the word “insured” with
Insured mail® where it refers to
a mail service.

22127

4-29-04

22344

8-23-12

22314

6-30-11

Chapter 1, Retail Management
123.11

Post Offices

revised to include provisions on
Remotely Managed Post Offices
and Part-Time Post Offices.

123.12

Other Retail Units

updated with a new heading
title.

123.122

Post Offices

updated to clarify definition of
Post Offices.

123.124

Stations

updated to clarify definition of
station.

123.125

Branches

updated to clarify definition of
branches.

123.128

Nonpersonnel Units

updated to define nonpersonnel
units.

123.129

Village Post Office

added to provide definition of
Village Post Office.

123.242

Requirements

updated to change “the
contract” to “any contracts.”

123.41

Postal Service-Operated
Retail Facility Names

updated to change the heading
title.

123.413

Designations of Stations,
Branches, Community Post
Offices, and Other Named
Facilities

updated with revised items b
and e.

123.42

Contractor-Operated Retail
Facilities

revised to change title of
heading.

123.5 through
123.8

Reporting Requirements for
Change in Post Office,
Station, or Branch and ZIP
Code Status

revised to remove the
discontinuance procedures, to
delete 123.6 through 123.8, and
to renumber 123.9 as 123.6.

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

123.6 and 123.7

Discontinuation of Post
Offices, and Emergency
Suspension of Service

revised to include recent policy
changes to the approval/
disapproval authority for Post
Office closing final
determinations.

22124

3-18-04

123.622

ZIP Code Assignment

revised to include recent policy
changes related to ZIP Code
retention at discontinued
facilities.

22124

3-18-04

123.72

Suspension Review Team

added to revise emergency
suspension procedures.

22124

3-18-04

123.81

Notice to Postal Officials

revised to correct the approval
authority for the discontinuance
of Post Offices.

22130

6-10-04

124.532

Smoking

revised to clarify the definition of
smoking.

22388

05-01-14

125.22

National Holidays

revised to update USPS level of
service on holidays.

22313

6-16-11

Exhibit 125.22a

Holiday Service Levels

revised to update USPS level of
service on holidays.

22313

6-16-11

Exhibit 125.22b

Holidays Not Widely
Observed

revised to update USPS level of
service on holidays.

22313

6-16-11

125.341

General

revised to replace the reference
to Poster 76 with Poster 37.

22348

10-18-12

Exhibit 125.342

Mandatory Lobby Displays

revised to replace the reference
to Poster 76 with Poster 37.

22348

10-18-12

Exhibit 125.343

Mandatory Public
Information to be Available

revised to reflect signage
language in Post Offices.

22187

8-17-06

revised to update mandatory
information to be made
available to the public.

22289

7-15-10

126.41 through
126.46

Nonholiday Weekdays

revised to update guidance for
retail hours.

22289

7-15-10

126.41

General

updated to reflect changes in
hours of service and staffing for
retail units previously classified
as EAS Level 16 or below Post
Offices.

22344

8-23-12

126.412

Saturdays

updated to clarify service hours
on Saturdays.

22344

8-23-12

126.413

Sundays

updated to clarify approval for
service hours on Sunday.

22344

8-23-12

126.46

Consolidation of Retail
Counter Service

updated to replace Customer
Service and Sales with area
office.

22344

8-23-12

132.14

Purchase Receipts

revised to update the form used
for purchase receipts.

22266

8-27-09

136.3

Business Reply Mail and
Merchandise Return
Service

revised to update information on
merchandise return service.

N/A

N/A

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

136.6

Information-based Indicia
postage Paid Labels

added to include information on
IBI postage paid labels.

22269

10-8-09

138.225

Customer Inquiry of Name
on Postal Service List

updated to provide new address
for the Prohibitory Order
Processing Center.

22361

4-18-13

139.116

Authorized Mailability
Decisions

revised to clarify that certain
duties assigned to postmasters
may be performed by
subordinate personnel under a
postmaster’s supervision.

22325

12-1-11

141.421 through
141.425

General

revised to update standards of
Post Office Box service.

22289

7-15-10

143

INTELPOST Service

deleted to reflect the fact that
INTELPOST (international
electronic post) service is no
longer available.

22124

3-18-04

144 through 147

Photocopy Service

renumbered as 143 through 146.

22124

3-18-04

145.11

Authorizing Refunds

revised to add item k.

22321

10-6-11

146.1

Processing Refunds for
Postage Stamps on
Business Reply Mail,
Postage Meter Stamps,
Meter Impressions, Permit
Imprints or Rejected
Personalized Envelopes

revised to allow all Post Offices
to process refunds for postage
requested.

22088

10-31-02

146.11

Customer Action

revised to add new DMM
references.

22193

11-9-06

revised to clarify existing
policies and procedures for
filing indemnity claims.

22127

4-29-04

Exhibit 146.11

General Instructions for
Filing Claims

updated to provide instructions
for filing indemnity claims.

22127

4-29-04

146.111

Customer Action

revised to add new DMM
references.

22193

11-09-06

revised to specify the material to
be sent directly to Claims
Appeals at the St. Louis
Accounting Service Center.

22127

4-29-04

146.112

Accepting Post Office

revised to include a reference to
the new PS Form 2856, Damage
Report of Insured Parcel and
Contents.

22188

8-31-06

146.113

Claims and Inquiry
Employee

updated to specify copy 3 of PS
Form 1000.

22127

4-29-04

Exhibit 146.12

Processing Claims for
Damage or Partial Loss of
Contents

deleted.

22127

4-29-04

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

146.121

Tendered

updated to change section title
to “Loss of Numbered Insured
or Registered With Postal
Insurance Article” and to reflect
the steps for processing claims.

22127

4-29-04

Loss of Numbered Insured
or Registered With Postal
Insurance Article

revised to add DMM reference.

22193

11-9-06

146.122

Loss of Unnumbered
Insured Articles

revised to reflect that locally
adjudicated claim forms will be
forwarded to St. Louis after
processing to ensure all claim
data are captured by the
system.

22127

4-29-04

146.123

Loss of COD Articles (or
Nonremittance)

deleted.

22127

4-29-04

Loss of Express Mail
Articles

deleted. Renumber current
146.126 “Damage claim Filed by
Addressee” as new 146.124

22127

4-29-04

Damage Claim Filed by
Addressee

updated to reflect revised PS
Form 1000.

22193

11-9-06

revised to include a reference to
the new PS Form 2856, Damage
Report of Insured Parcel and
Contents.

22188

8-31-06

146.124

Exhibit 146.124

Processing Claims for
Damage or Partial Loss of
Contents

revised to include a reference to
the new PS Form 2856, Damage
Report of Insured Parcel and
Contents.

22188

8-31-06

146.125

Damage Claim Filed by
Sender

renumbered as section 146.123
and updated to reflect new
procedures.

22127

4-29-04

146.126

Damage Claim Filed by
Addressee

renumbered as section 146.124,
revised, and updated to add
new Exhibit 146.124.

22127

4-29-04

146.127

Damage Claims Exceptions

deleted.

22127

4-29-04

146.128

Replacement Shipments

deleted.

22127

4-29-04

146.129

Estimates and Appraisals

renumbered as section 146.25.

22127

4-29-04

146.13

Processing Claims
Received From Another
Office

deleted.

22127

4-29-04

146.131

Time Limits

revised to add new DMM
reference.

22193

11-9-06

146.14 through
146.144

Inquiries and Duplicate
Claims

renumbered as new sections
146.13 through 146.134 and
revised to show new
procedures.

22127

4-29-04

146.145

Registered Mail and
Express Mail

deleted.

22127

4-29-04

146.2

Reimbursements

deleted. Renumbered 146.3 and
146.4 as new 146.2 and 146.3.

22266

8-27-09

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

146.22

Unused Meter Stamps

updated to show change in
procedures.

22127

4-29-04

deleted.

22088

10-31-02

146.31

Damaged Article

revised how an accepting
employee documents damage
to support indemnity claims.

22188

8-31-06

146.4 through
146.425

Sample Claims

deleted.

22127

4-29-04

146.5 through
146.52

Quarterly Review

renumbered as sections 146.4
through 146.42.

22127

4-29-04

151.11

Stamps by Mail PS Forms
3227-A and 3227-B

revised to reflect updated policy
for Stamps by Mail service.

22194

11-23-06

151.12

Rural Delivery Areas — PS
Form 3227-R

revised to reflect updated policy
for Stamps by Mail service.

22194

11-23-06

151.13

Written and Telephone
Requests

added to reflect updated policy
for Stamps by Mail service.

22194

11-23-06

151.22

Postmasters of City/Rural
Delivery Offices

revised to clarify certain duties
assigned to postmasters.

22325

12-1-11

revised to reflect updated policy
for Stamps by Mail service.

22194

11-23-06

151.31

PS Form 3227

revised to reflect new title
“General” and updated policy
for Stamps by Mail service.

22194

11-23-06

151.32

Clerical Downtime

revised to reflect new title and
updated policy for Stamps by
Mail service.

22194

11-23-06

151.321 through
151.326

General

deleted.

22194

11-23-06

151.33

Centralized Fulfillment
Locations

added.

22194

11-23-06

151.34

Order Filling Clerks

added.

22194

11-23-06

151.35

Registry Unit

added.

22194

11-23-06

151.36

Receiving Delivery Unit

added.

22194

11-23-06

151.37

Undeliverable as
Addressed Orders

added.

22194

11-23-06

151.38

Lost Orders

added.

22194

11-23-06

revised to update procedures
for lost orders.

22266

8-27-09

153

Stamps on Consignment

deleted

8-2-12

154

Stamps by Automated
Teller Machine

deleted

8-2-12

16

Consumer Services

updated to align with the
standardized process for
handling complaints from
receipt to resolution, current
business requirements, and the
PMG’s core strategy to improve
the customer experience.

N/A

N/A

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

2

Philately

revised to reflect updated policy
governing the release, sale, and
discontinuance of postage
stamps and postal stationery.

22155

5-26-05

212 through
212.4

Stamp and Stationery
Subjects

revised to add new criteria for
the selection of stamp subjects

n/a

10-20-11

212.2

Criteria for Eligibility

revised to update the criteria to
determine the eligibility of
subjects for commemoration on
U.S. stamps and stationary.

22224

1-17-08

227

Guidelines for the Purchase
and Sale of Local
Commemorative Envelopes

added to provide guidelines for
the local purchase and sale of
commemorative envelopes.

22235

6-19-08

23

Philatelic Postmarks

revised to remove policy about
obliterators and add new policy
about first day of sale
postmarks, thematic postmarks,
and philatelic centers.

22237

7-17-08

231.1

Definition

revised to delete “for collection
purposes.”

22237

7-17-08

231.21

Publicity

updated to add information
about the Postal Bulletin.

22237

7-17-08

231.23

Staffing Availability and
Training

updated to give policy on
staffing.

22237

7-17-08

231.31

Postmarks

revised to change “canceled” to
“postmarked.”

22237

7-17-08

231.32

Special Attention

updated to add new procedure.

22237

7-17-08

231.34

Hand-Stamped Postmarks

updated to give new name of
Handbook PO-230.

22237

7-17-08

231.35

Philatelic Covers

updated to add new procedure
to avoid philatelic covers being
postmarked in the mailstream.

22237

7-17-08

231.36

Defacing Philatelic Covers

revised to change terminology
from “canceled” to
“postmarked.”

22237

7-17-08

231.4

Hand-Back and Mail-Back
Service

revised to update procedures.

22237

7-17-08

231.5

Permissible Postmarking
Devises and HandStamped Postmarking for
Collectors

updated to add new policy and
to replace exhibit 231.5 with
new exhibit.

22237

7-17-08

Exhibit 231.5

Hand-Stamped Postmarks

revised to change to philatelic
service postmark and seasonal
postmark.

22285

5-20-10

22287

6-17-10

Chapter 2, Philately

updated to replace item g.

22312

6-2-11

231.61

Date and Place of
Postmarking

updated to add policy on
philatelic postmarking services.

22237

7-17-08

231.62

Preparation Requirements

updated to remove “postal
cards.”

22237

7-17-08

This chapter,
subchapter,
part, or
section...

titled...

was...

in Postal
Bulletin
issue
number...

231.63

Special Materials on Which
Postmarks May Be
Requested

updated to revise items d and g.

22237

7-17-08

231.7 through
231.9

Holding the Mail

updated to add new policy.

22237

7-17-08

232 through
232.9

First Day of Issue

revised to provide new policy on
first day of issue.

22237

7-17-08

233 through
236.4

First Day of Sale Postmark

updated to add new policy.

22237

7-17-08

236.1

Philatelic Service
Postmarks

revised to remove the term
“philatelic center postmark.”

22285

5-20-10

236.1 through
236.24

Seasonal Postmarks

revised to update information
about procedures for seasonal
postmarks and to replace the
term “philatelic center
postmark” with Postmark
America service.”

22312

6-2-11

236.52

National Events

revised to change the address
for requests for national events.

22099

4-03-03

236.92

Special Requests

revised to change the approving
authority for requests to retain
special die-hub cancellations.

22099

4-03-03

with an
issue date
of...

Chapter 3, Collection Services — National Service Standards
Chapter 3

Collection Service, National
Service Standards

revised to simplify regulations
by rearranging them in logical
order and to add updates to
operational changes.

22313

6-16-11

311

Applicability

revised to update the national
service standards for the
collection of mail.

22429

11-26-15

313.11

General

updated to add new section.

313.12

Collection Location
Standards

313.13

Collection Schedule
Standards

313.21

At Postal Facilities

313.22

Residential Collection
Boxes

313.23

Business Area Collection
Boxes

313.24

Business Area 5:00 P.M. or
Later Boxes

313.3

Exceptions to Mandated
Service

313.31

General

313.32

Exception Documentation

313.33

Exception for Removal

This chapter,
subchapter,
part, or
section...

titled...

was...

in Postal
Bulletin
issue
number...

313.4 through
313.52

Establishment of and
Changes in Collection Box
Schedules and Locations

Delete

22431

12-24-15

314.1

General

revised to update procedures.

22429

11-26-15

314.2

Manual Collection Tests

314.3

Volume Density Tests

315.2

with an
issue date
of...

Appearance

315.3

Relocation Before Removal

315.4

Immediate Removal

316

Collection Schedule Decals

317.1

General

updated to add four new
sections.

317.2

Standard

updated to add new section.

317.3

Large

317.4

Jumbo

317.5

Motorist Mailchute (Snorkel)
Boxes

318

Priority Mail Express
Collection Box

318.1

Priority Mail Express
Collection Boxes

318.2

Rural and Contract delivery
Service Boxes

318.3

Number of Boxes

312.2

Local Postmark Requests

revised to change the obsolete
requirement for a lobby drop for
local postmarks to an option.

22238

7-31-08

315.34

Business Area Collection
Boxes

revised to clarify policy about
not collecting business
collection boxes with low
Saturday volume.

22322

10-20-11

321

Ordinary Deposit of Mail

updated to revise title.

321.1

Post Office Lobby

updated to add new section.

321.2

Rural and Contract Delivery
Service Boxes

321.3

Vertical Improved Mail and
Firm Mailrooms

322.23 through
322.233

Collection Schedules

Delete

22431

12-24-15

322.344

Widely Observed Holidays

updated to clarify procedures
for advancing collections during
the holidays.

22350

11-15-12

322.344

Widely Observed Holidays

added with text moved from old
323.43 that was deleted.

22322

10-20-11

323 through
323.42

Residential Collection
Boxes

Delete

22431

12-24-15

324 through
324.4

Business Area Collection
Boxes

Delete

22431

12-24-15

This chapter,
subchapter,
part, or
section...

was...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

325 through
325.4

Arterial Boxes Loacted on
Major Traffic Thoroughfares

Delete

22431

12-24-15

325.4

Collection Schedules

revised to clarify that an Express
Mail shipment dropped in an
Express Mail collection box is a
guaranteed product.

22237

7-17-08

326 through
326.3

Motorist Mailchute (Snorkel)
Boxes

Delete

22431

12-24-15

327 through
327.5

Express Mail Collection
Boxes

Delete

22431

12-24-15

33

Mail Deposit and Collection

Delete

22431

12-24-15

331 through
333.5

Collection Times

Delete

22431

12-24-15

Chapter 4, Mail Processing Procedures
439.1 (item d)

Definitions

revised to update the definition
of Post Office discontinuances.

22325

12-1-11

439.45

Postal Facility Status
Change

revised to add language used in
Handbook PO-101, PostalService Operated Retail Facility
Discontinuance Guide.

22325

12-1-11

439.51

General

revised to provide new mailing
address for proposals sent to
the Office of Address
Management.

22361

4-18-13

443.32

Local Postmarking

revised to remove the obsolete
requirement for a lobby drop for
local postmarks.

22238

7-31-08

459

Dispatch and Routing
Concepts

revised to simplify regulations
by rearranging them in logical
order and to add updates to
operational changes.

22313

6-16-11

46

Plant Load Operations

added with text from 327 and
numbered accordingly.

22313

6-16-11

491.523

Detention of Mail

revised to clarify the chain of
reference for suspected abuse
of franked mail privileges.

22273

12-3-09

492

Political Campaign Mail

updated references to PS Forms
3602, Publication 417, and
Mailing Standards of the United
States Postal Service, Domestic
Mail Manual.

22186

8-03-06

492.74

Identification

revised to delete the 02
Congressional Primary and
Runoff Dates table.

N/A

N/A

Chapter 5, Mail Transportation
511

Objectives

updated to delete the conditions
previously specified.

N/A

3-1-15

512.11

Network Operations

updated to change to Network
Operations.

N/A

3-1-15

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

512.122

Managers of Distribution
Networks

revised to define the
responsibilities of the
distribution networks.

N/A

3-1-15

531

Authorization

revised to include reference to
the Supplying Principles and
Practices.

N/A

3-1-15

532.1

General

updated to define transportation
services contracts.

N/A

3-1-15

533.1

Contracting Officer

revised to change contracting
officer to CO.

N/A

3-1-15

533.2

Administrative Official

updated to specify the role and
duties of the administrative
official.

N/A

3-1-15

535.1

PS Form 5500

updated to delete "SCF" before
postmasters.

N/A

3-1-15

52

Air Transportation Service

revised to replace the terms
contractor and contractors with
the terms supplier and suppliers,
respectively.

22117

12-11-03

53

Highway Contract Service

revised to replace the terms
contractor and contractors with
the terms supplier and suppliers,
respectively.

22117

12-11-03

531

Authorization

revised to change the last
sentence by replacing the first
word (“Policies”) and the verb
“are” with “Procedural
guidance” and the verb “is”.

22110

9-04-03

532.1

General

revised to change the last
sentence by deleting the last
four words (“in sparsely
populated areas”).

22110

9-04-03

532.2

Regular

revised to reflect current
practices in the administration
of mail transportation contracts.

22117

12-11-03

536.2

Omitted Service
Deductions

revised to reflect current
practices in the administration
of mail transportation contracts.

22117

12-11-03

55

Water Route Service

revised to replace the terms
contractor and contractors with
the terms supplier and suppliers,
respectively.

22117

12-11-03

556.2

Omitted Service
Deductions

revised to reflect current
practices in the administration
of mail transportation contracts.

22117

12-11-03

updated to reflect that the age
requirement for minors is
eliminated from PS Form 1583,
Application for Delivery of Mail
Through Agent.

22127

4-29-04

Chapter 6, Delivery Services
612.13

Procedures for Delivery to
CMRA

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

612.41

Delivery

revised to specify procedure
and extend hold time for mail
that is addressed to a deceased
person and is not being picked
up.

22105

6-26-03

617.1

Delivery in Multiple-Floor
Buildings

revised to update the process of
actual delivery in multiple-floor
or multiple-unit buildings.

22445

7-7-16

617.22

Delivery to Other Than the
Addressee or Mail
Receptacle

revised to standardize the
language and procedures for
the Carrier Release Program.

22305

2-24-11

617.31

Someone Normally
Available to Receive Parcel

revised to standardize the
language and procedures for
the Carrier Release Program.

22305

2-24-11

revised to define ordinary
parcels and to remove language
about unnumbered Insured Mail
parcels.

22211

7-19-07

617.32

No One Usually Available to
Receive Parcels

revised to standardize the
language and procedures for
the Carrier Release Program.

22305

2-24-11

617.33

Parcel Not Called For

revised to standardize the
Notice Left operations for
ordinary parcels, accountable
mail, and other extra services
mailpieces.

22189

9-14-06

617.34

Perishable Parcel

revised to standardize the
Notice Left operations for
ordinary parcels, accountable
mail, and other extra services
mailpieces.

22189

9-14-06

619.251

Procedure

revised to standardize the
Notice Left operations for
ordinary parcels, accountable
mail, and other extra services
mailpieces.

22189

9-14-06

619.252

Parcels and Accountable
Mail

revised to standardize the
Notice Left operations for
ordinary parcels, accountable
mail, and other extra services
mailpieces.

22189

9-14-06

623.1

Suitable Receptacles

revised to update mail
receptacle policy.

22426

10-15-15

623.22

Delivery to Mailbox Inside
of a Screen or Storm Door

revised to update mail
receptacle when storm door is
entrance to house.

22426

10-15-15

623.5

Vacant Delivery Points

added new section about
vacant delivery points.

22426

10-15-15

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

631.1

General

revised to make reference to
631.24

22426

10-15-15

revised to permit USPS to direct
the mode of delivery deemed
necessary by the USPS to
provide adequate and
necessary service.

22334

4-5-12

631.2

Business Areas

revised to establish modes of
delivery in preference for USPS
in providing adequate and
necessary services for business
areas. Updated language to
remove out-of-date references
to equipment (Neighborhood
Delivery Collection Box UnitsNDCBU).

22334

4-5-12

631.2 through
631.244

Door Delivery

new sections added to provide
policy on door delivery
services.

22426

10-15-15

631.3

Business Areas

updated to state options for
door delivery.

22426

10-15-15

631.31

General

revised to establish modes of
delivery in preference for USPS
in providing adequate and
necessary services for
residential areas.

22334

4-5-12

631.32

Curbside Delivery

revised to permit curbside
delivery where prior approval is
authorized by USPS as opposed
to previous practices of builderdirected curbside delivery.

22334

4-5-12

631.33

Sidewalk Delivery

revised to permit sidewalk
delivery where prior approval is
authorized by USPS as opposed
to previous practices of builderdirected curbside delivery.

22334

4-5-12

631.4

Residential Housing (except
Apartment Houses and
Transient Mobile or Trailer
Homes

revised to make reference to
policy provided in part 615.

22426

10-15-15

631.41

Extension of Service Within
an Existing Block

revised to allow for postmaster
approval of exceptions after
considering operational needs.

22334

4-5-12

631.43

Local Ordinances

revised to add broader language
of where service may be
available.

22334

4-5-12

631.441

Delivery Requirements

revised to change references to
equipment and to clarify
language about access to
mailboxes for carriers and
customers.

22334

4-5-12

631.442

Central Delivery Addresses

revised for clarity.

22334

4-5-12

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

631.451

General

revised to more narrowly define
apartment houses and to
remove ambiguous descriptions
and to clarify USPS broad
scope in defining its
infrastructure.

22334

4-5-12

631.452

Exceptions

revised to more clearly define
USPS ability to define
infrastructure and direct
services types it deems
necessary to provide adequate
and necessary service. More
clearly defines USPS
responsibility to coordinate with
builders of apartment houses on
changes.

22334

4-5-12

631.461

Options

revised to clarify USPS
determination of permanency.

22334

4-5-12

631.462 and
631.463

Permanent Developments

revised to clarify re-ordering
modes of delivery without
removing any from use; to clarify
that curbside mailboxes may be
grouped two to a property line;
to add terminology "short-term"
with seasonal; and to add
language to reinforce current
obligation of property
management for final
distribution of mail where
necessary.

22334

4-5-12

631.51

Administration Buildings

revised to more clearly define
administration buildings.

22334

4-5-12

631.51

Extension of Service Within
an Existing Block

updated to include new policy
about extension of service.

22426

10-15-15

631.52

Dormitories or Residence
Halls

revised to clarify and further
describe student housing
reflected in today's
environments and building of
student housing and to more
clearly articulate USPS and
property management and
school administrators
responsibility once the USPS
has determined what is needed
to provide adequate and
necessary service.

22334

4-5-12

631.52

Hardship Cases

revised with the addition of item
e.

22426

10-15-15

631.53

Local Ordinances

updated to change reference to
631.23.

22426

10-15-15

631.53

Married Student Housing

revised to more fully describe
physical surrounding in student
housing.

22334

4-5-12

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

631.542

Exceptions

updated to change reference to
631.941.

22426

10-15-15

631.552

Permanent Developments

updated to add reference to part
631.

22426

10-15-15

631.56

Forwarding of Mail

revised for clarity.

22334

4-5-12

631.57

Noncity Delivery Offices

revised to remove rent from
phrase and replace with obtain
as it applies to PO Box service.

22334

4-5-12

631.6

Conversion of Delivery
Mode

revised to provide clarity where
agreements are sought prior to
converting modes of delivery.

22334

4-5-12

631.63

Married Student Housing

updated to add reference to
631.54

22426

10-15-15

631.7

Conversion of Mode of
Delivery

updated policy about delivery
to mixed use delivery area.

22426

10-15-15

631.81

General

updated to change number of
days for advance notice.

22426

10-15-15

631.82

Refusal by Customer

updated with new section.

22426

10-15-15

632.11

Responsibilities

revised to include updated
language and citing USPS
standards describing USPSapproved equipment and its use
and to clarify USPS limits on
approval authority for
nonapproved equipment to
enhance customer/employee
safety.

22334

4-5-12

updated items a, b, and c.

22426

10-15-15

updated the references in items
b and c.

22445

7-7-16

632.12

Exception

revised for clarity.

22334

4-5-12

632.13

Receptacles Not Required

revised to provide for
exceptions of door slot delivery
vs. the default of single point
delivery.

22334

4-5-12

updated policy on when mail
receptacles are required.

22426

10-15-15

632.21

General

updated to add a new heading.

22426

10-15-15

632.22

Locks and Keys

updated to add new section
about keys and locks.

22426

10-15-15

632.61

General

revised to include updated
language and to give USPS
standards describing USPS
approved equipment and its
use.

22334

4-5-12

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

632.62 through
632.63

Installation

revised to include the term
multi-unit dwelling; to more
clearly illustrate what buildings
may use USPS-approved
equipment and the need for
equipment maintenance; and to
clarify locations of equipment
and need for USPS approval
and cooperation with buildings
management on locations and
equipment type to sustain
necessary and adequate
service, security, and customer
access.

22334

4-5-12

632.622

Location and Arrangement

revised to update the process of
actual delivery in multiple-floor
or multiple-unit buildings.

22445

7-7-16

641.2

Requirements

updated to reduce the
percentage of building lots
improved with houses or places
of business necessary to
establish city delivery from 50
percent to 10 percent

22306

3-10-11

revised to clarify USPS approval
of locations for door slots or
mail receptacles.

22334

4-5-12

642.2

Requirements

revised to include updated
language and citing USPS
standards for CBU's.

22334

4-5-12

642.3

Out-of-bounds Customers

revised to clarify USPS approval
of locations of mail receptacles
along the carrier line of travel.

22334

4-5-12

644 through
644.2

Conversions

deleted

22204

4-12-07

646

Management

revised to incorporate pivoting
language.

22124

3-18-04

652.421

Review and Approval

revised for clarity.

22334

4-5-12

653.1

Definition

revised the note to include
updated language and to give
USPS standards for CBU's.

22334

4-5-12

665

Postmaster Duties

revised to clarify certain duties
of postmasters.

22305

12-1-11

674

Express Mail Next Day
Service

revised to update the policy and
procedures for Express Mail
Next Day Service.

22234

6-5-08

674.2

Post Office to Addressee
Service

revised to update the standards
for Express Mail and return
receipt requested items with
Waiver of Signature requested.

22239

8-14-08

682.3

Additional Postage for
Forwarding

revised to change Delivery
Confirmation to Confirmation
Services.

22100

4-17-03

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

682.4

Directory Service

revised to change Delivery
Confirmation to Confirmation
Services.

22100

4-17-03

683.23

Registered, Certified, Insured,
COD, Return Receipt for
Merchandise, and
Confirmation Services Mail

revised to change Delivery
Confirmation to Confirmation
Services.

22100

4-17-03

683.24
683.25

Express Mail Items

revised to add Items to the title.

22100

4-17-03

Return of Express Mail and
Registered, Numbered
Insured, COD, Certified,
Return Receipt for
Merchandise, and
Confirmation Services Mail

revised to change Delivery
Confirmation to Confirmation
Services.

22100

4-17-03

683.26

Other Mail

revised to include Confirmation
Services mail among the kinds
of mail being discussed.

22100

4-17-03

691.2

Opening and Examination

revised to add reference to the
ASM.

22428

11-12-15

revised to update standards for
treatment of unidentified items.

22277

1-28-10

691.31

Holding Period

revised to update standards for
treatment of unidentified items.

22277

1-28-10

691.45

Unidentified Items

revised to allow the Postal
Service to be a better
environmental neighbor and
reduce waste costs.

22088

10-31-02

revised to update standards for
treatment of unidentified items.

22277

1-28-10

revised to update item b.

22428

11-12-15

revised to allow the Postal
Service to be a better
environmental neighbor and
reduce waste costs.

22088

10-31-02

691.522

Noninjurous Items

691.53

Institutions

revised to allow the Postal
Service to be a better
environmental neighbor and
reduce waste costs.

22088

10-31-02

691.531

Food

revised to include a reference to
PS Form 6011.

22182

6-8-06

691.582

Express Mail

revised to reflect a change in
procedure related to the
disposition of undeliverable
Express Mail items.

22245

11-6-08

691.584

Abandoned or Unclaimed
Nonmailable Matter –
Inspection Service

added to provide procedures
about abandoned or unclaimed
nonmailable mail.

22428

11-12-15

691.592

Makeup

revised to clarify processes and
procedures at the Mail Recover
Center.

22352

12-13-12

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

691.593

Labeling and Addressing
for Dispatch

revised to clarify processes and
procedures at the Mail Recover
Center.

22352

12-13-12

691.595

MRC Search

revised to clarify processes and
procedures at the Mail Recover
Center.

22352

12-13-12

692

Mail Recovery Centers

revised to update MRCs and to
restructure sections.

22248

12-18-08

692.11

Addresses

revised to update the addresses
for administrative and
undeliverable mail processing.

22082

8-8-02

revised to update the list of
MRC service areas.

22082

8-8-02

revised to update standards for
treatment of unidentified items.

22277

1-28-10

deleted

22277

1-28-10

revised to clarify processes and
procedures at the Mail Recover
Center.

22352

12-13-12

revised to reflect a change in
Mail Recovery Center service
areas.

22215

9-13-07

revised to correct three of the
ZIP Codes in the list of MRC
service areas.

22083

8-22-02

692.12

MRC Service Areas

692.14

Opening Parcels

revised to clarify processes and
procedures at the Mail Recover
Center.

22352

12-13-12

692.16

Books and Sound
Recordings

deleted

22277

1-28-10

692.17

Postal Service Employee
Ineligibility

revised to clarify that Postal
Service employees may not
directly or indirectly buy any
dead mail material.

22343

8-9-12

692.2

Postal Inspection or Office
of Inspector General Use

revised to clarify processes and
procedures at the Mail Recover
Center.

22352

12-13-12

692.22

Addresses

revised to update the addresses
for parcel mail.

22088

10-31-02

692.23

Service Areas

revised to reflect a change in
Mail Recovery Center service
areas.

22215

9-13-07

revised to update the service
areas for parcel mail.

22088

10-31-02

updated to reflect new DMM
references and change Business
Mail Acceptance manager to
Business Mail entry manager.

22195

12-7-06

692.25

Books and Sound
Recording

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

was...

Postal Service Systems and
Training Use

revised to clarify processes and
procedures at the Mail Recover
Center.

22352

12-13-12

revised to reflect updated policy
and procedures for vehicle
disposal.

22106

7-10-03

updated with the term Priority
Mail Express.

N/A

2-1-16

revised to reflect changes in the
R-06 rate case.

22217

10-11-07

updated with information on
retention of delivery records.

N/A

2-1-16

revised to reflect changes in the
R-06 rate case.

22217

10-11-07

updated with reference to
Notice 123.

N/A

2-1-16

revised to update the DMM
reference.

22217

10-11-07

updated to add new DMM
reference.

22193

11-9-06

revised to reflect changes in the
R-06 rate case.

22217

10-11-07

revised to reflect changes in the
R-06 rate case.

22217

10-11-07

updated with new DMM
reference.

N/A

2-1-16

updated to add new DMM
reference.

692.3

titled...

22193

11-9-06

Chapter 7, Postal Vehicle Service
735

Vehicle Reassignment and
Disposal

Chapter 8, Special Services
811.1

811.4

812.1

812.21

812.264

General

Retrieval of Delivery
Records

Fees and Liability

Value

Indemnity

812.42

Notice of Arrival

revised to standardize the
Notice Left operations for
ordinary parcels, accountable
mail, and other extra services
mailpieces.

22189

9-14-06

812.43

Registered Mail

updated with addition of
Registered Mail.

N/A

2-1-16

812.51

Who May File

updated with procedures for
claims.

N/A

2-1-16

updated to add new DMM
reference.

22193

11-9-06

812.521

Original Inquiry

updated with inquiry
information.

N/A

2-1-16

812.522

Duplicate Inquiry

updated with removal of use of
PS Form 1000.

N/A

2-1-16

813.1

How to Mail

updated with revised items b, c,
and f.

N/A

2-1-16

813.21

Procedure

updated with addition of Notice
123.

N/A

2-1-16

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

813.33

Delivery to Military
Installations

revised to reflect changes in the
R-06 rate case.

22217

10-11-07

813.41

Individual Mailings

updated with revised item b.

N/A

2-1-16

814.21

General Provisions

updated with insured dollar
amount.

N/A

2-1-16

revised to reflect changes in the
R-06 rate case.

22217

10-11-07

815.217

Handling Collection of
Charges

updated to include electronic
funds transfer.

N/A

2-1-16

815.22

Collection of Charges

updated with addition of
electronic funds transfer .

N/A

2-1-16

815.5

Priority Mail Express

updated to Priority Mail
Express.

N/A

2-1-16

816.1

How to Mail

updated with revised options for
deliver confirmation service.

N/A

2-1-16

816.21

Procedure

revised with addition of USPS
Tracking.

N/A

2-1-16

N/A

2-1-16

N/A

2-1-16

N/A

2-1-16

816.22

Rural Delivery

816.23

Highway Contract Route
Delivery

816.24

Delivery Status

revised to 45 days for delivery
status information.

816.25

Notice of Arrival

816.26

Delivery at Post Office

revised with addition of USPS
Tracking.

816.31
816.32

N/A

2-1-16

N/A

2-1-16

Assignment

N/A

2-1-16

Delivery to Military
Installations

N/A

2-1-16

816.33

Undeliverable

N/A

2-1-16

816.41

Retail Customers

N/A

2-1-16

816.42

Large-Volume Mailings

N/A

2-1-16

817.11

Service Options

updated to add Signature
Confirmation Restricted
Delivery.

N/A

2-1-16

817.12

Signature Waiver Option

deleted.

22217

10-11-07

817.21

Procedure

revised to update the standards
for Express Mail and return
receipt requested items with
Waiver of Signature requested.

22239

8-14-08

817.25

Notice of Arrival

updated to add new DMM
reference.

N/A

2-1-16

821.111

Mailer Preparation

revised to include POS
acceptance process.

N/A

2-1-16

821.12

After Mailing

updated to add reference to PS
Form 3817.

N/A

2-1-206

822.111

Delivering Employee

revised to add the word
“barcoded”.

N/A

2-1-16

824.73

Delivery to Military
Installations

revised to add insured dollar
amount.

N/A

2-1-16

824.81

Individual Mailings

updated to add PS Form 3804.

N/A

2-1-16

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

825.4

Reference

updated to add new DMM
reference.

N/A

2-1-16

826

Change-of-Address Orders

updated with deletion of
telephone change of address.

N/A

2-1-16

revised to add information on
options for filing a change of
address order.

22234

6-5-08

826.2

Split Forwarding Policy

deleted.

22234

6-5-08

831.15

Inoperable Imprinter
Procedures

updated to change to Priority
Mail Express.

N/A

2-1-16

831.25

Issuance to Highway
Contract Route Customers

revised to update form used for
receipt of funds.

22266

8-27-09

831.32

Procedures

revised to allow the box
customer or other persons listed
on PS Form 1093, Application for
Post Office Box or Caller Service,
for a Residential Group E Post
Office box to file an individual
change-of-address order.

22212

8-2-07

Surrendered Boxes

revised to update the
procedures for spoiled or
incorrectly prepared money
orders.

22081

7-25-02

841.122

Verification

updated to reflect that the age
requirement for minors is
eliminated from PS Form 1093,
Application for Delivery of Mail
Through Agent.

22127

4-29-04

841.31

Calculation of Amount

revised to reflect change in
procedures for refunding an
unused portion of fee for Post
Office box service.

22151

3-31-05

841.33

Boxes Not Surrendered

revised to allow the box
customer or other persons listed
on PS Form 1093, Application
for Post Office Box or Caller
Service, for a Residential Group
E Post Office box to file an
individual change-of-address
order.

22212

8-2-07

841.46

Refund of Key Fee

revised to eliminate the limit of
two keys for which a customer
can receive a deposit refund.

22118

12-25-03

841.63

Verification

updated to add reference to
Notice 123.

N/A

2-1-16

841.71 through
841.751

Standards — PO Box
Service

revised to update standards and
conditions of PO Box service.

22289

7-15-10

This chapter,
subchapter,
part, or
section...

was...

Standard Procedure for
Facilities Without a Central
Mark-Up System

renumbered as 841.752.

22212

8-2-07

Who May File

841.751

titled...

in Postal
Bulletin
issue
number...

revised to allow the box
customer or other persons listed
on PS Form 1093, Application
for Post Office Box or Caller
Service, for a Residential Group
E Post Office box to file an
individual change-of-address
order.

22212

8-2-07

with an
issue date
of...

841.752

Flag Boxes

renumbered as 841.753.

22212

8-2-07

841.753

Who May File

renumber as 841.751.

22212

8-2-07

841.76

Vacant Boxes

revised to change wording of
“rates” to “prices” and update
DMM reference.

N/A

2-1-16

841.82

Termination of Service

revised to update criteria for
closing a PO Box.

22289

7-15-10

841.832

Content

revised to reflect new
procedures for handling appeals
from denial of Post Office box
service or termination of Post
Office box service.

22189

9-14-06

841.841

Procedure

revised to reflect new
procedures for handling appeals
from denial of Post Office box
service or termination of Post
Office box service.

22189

9-14-06

841.842

Effective Date

revised to reflect new
procedures for handling appeals
from denial of Post Office box
service or termination of Post
Office box service.

22189

9-14-06

841.85

Surrender of Service

deleted.

22212

8-2-07

841.86

Mail Addressed to Closed
Box

renumbered as 841.85.

22212

8-2-07

842.112

Group 2 Noncity Delivery

revised to update DMM
references.

N/A

2-1-16

842.116

Permitted Uses

revised to update DMM refer-

N/A

2-1-16

842.241

Discontinued Number

842.41

Refusal to Provide Service

842.432

Content

ences.
revised to update DMM refer-

N/A

ences.
revised to update DMM references.
revised to reflect new
procedures for handling appeals
from denial of Post Office box
service or termination of Post
Office box service.

N/A

2-1-16

22189

9-14-06

This chapter,
subchapter,
part, or
section...

in Postal
Bulletin
issue
number...

with an
issue date
of...

titled...

was...

842.441

Procedure

revised to reflect new
procedures for handling appeals
from denial of Post Office box
service or termination of Post
Office box service.

22189

9-14-06

842.442

Effective Date

revised to delete Chief Counsel
reference.

N/A

2-1-16

revised to reflect new
procedures for handling appeals
from denial of Post Office box
service or termination of Post
Office box service.

22189

9-14-06

843.1

Delivery

revised to update policy about
general delivery for persons with
no fixed address.

22375

10-31-13

843.2

Retention

revised to add reference to the
Domestic Mail Manual.

22375

10-31-13

revised to standardize the
Notice Left operations for
ordinary parcels, accountable
mail, and other extra services
mailpieces.

22189

9-14-06

Firm Holdout

revised to update DMM
reference.

N/A

2-1-16

Receipt

revised to delete sections that
reference this form.

22266

8-27-09

845
Forms Index
1096

Mail Processing Procedures

424.2
c.

d.

Provides extra trips and emergency transportation as required.

e.

Determines the authorized distribution and routing of all classes of mail
originating in the area, and issues appropriate instructions.

f.

Authorizes or approves the authorization of any intraarea distribution
changes.

g.

Establishes and implements service improvement programs. Reviews
ODIS and EXFC scores to target service problems. Evaluates the
relationships of sort programs to the existing transportation network.
Ensures that transportation is giving our customers the best possible
service. Ensures that all processing facilities are in compliance with the
established and approved transportation network.

h.

423.2

Provides a minimum of two dispatches for tie-out purposes.
Processing facilities must execute the respective dispatch, labeling,
and transfer operations as described in the operating plan.

Develops PVS requirements for inter-plant, AMC/AMF, and BMC Rail
Yard Transportation.

Feedback Requirements
For any system to be effective, an open exchange of information must take
place. This exchange of information will help develop plans for the movement
of mail from an originating mail processing facility to the destinating mail
processing facility that is noted in the labeling instructions and specified by
the Postal Service™ distribution network. Distribution Networks (DN) is
responsible for thoroughly explaining all NASS dispatch reports to personnel
at mail processing facilities. Mail processing facilities are responsible for
notifying DN of operational changes, errors in NASS reports, and
suggestions to improve service and/or cost performance.

424
424.1

Processing and Distribution Center/Facility
Definition
Designated associate offices, stations, and branches will send outgoing mail
to the processing and distribution center/facility (P&DC/F) or customer
service facility for processing and dispatch. Processing and distribution
facilities report directly to the area office on mail processing matters.
Processing and distribution center/facilities will provide instructions on
preparation of collection mail, dispatch schedules, and sort plan
requirements to associate offices and mailers. Labeling instructions for all
classes and categories of mail are issued by Network Operations
Management, Headquarters.

424.2

Operating Plan Review
P&DCs review all standard operating plans submitted by their P&DFs for
completeness and compatibility with the long-range mail processing and
delivery needs of the center’s area of responsibility. The P&DC submits
appropriate plans in a complete package to the area office. ADCs and
AADCs for all classes of mail are proposed by the Vice President, Area
Operations, for approval by Network Operations Management,

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155

Mail Processing Procedures
473.3

473.7

Highway Contract Transportation
Area Office Distribution Networks (DN) develops contracts and distributes
schedules for all Highway contract routes (HCRs).

473.4

Rail and Intermodal Contract Transportation
Rail and intermodal contracts are awarded by postal headquarters after
development with Area Office Distribution Networks (DN). Area Office
Distribution Networks distributes information and training for rail contracts
and rail management information systems.

473.5

Posting Schedules
Each processing and distribution center/facility (and individual Post Offices
as designated by Area Office Distribution Networks) must use and maintain a
current, correct, and integrated list of arrivals and departures in time
sequence. This list must be in electronic or hard copy format and must:
a.
b.

If hard copy, be posted in the platform area. (This includes posting at
Post Office stations and branches and intermediate stops on the route
of travel.)

c.
473.6

Clearly identify the transportation plans (highway contract route and
trip number, PVS and trip number, drop shipment appointment, etc.).

Be updated as necessary to reflect current schedules.

Maintaining Files
Each processing and distribution center/facility and Post Office must
maintain a current file of the individual schedules of those routes serving the
facility. The file must be in electronic or hard copy form. Documents that
require retention, such as PS Form 5397, Contract Route Extra Trip
Authorization, PS Form 5500, Contract Route Irregularity Report, and PS
Form 5398-A, Contract Route Vehicle Record, must be retained as specified
in the Administrative Support Manual, and Handbook PO-513, Mail
Transportation Procurement Handbook.

473.7

Schedule Changes
It is the responsibility of the processing and distribution plant manager and
Post Office postmaster to request changes in transportation to meet service
requirements as follows:
a.

A Post Office that is not a processing and distribution center/facility
sends such requests through its local transportation and networks
manager, who reviews, coordinates, and forwards requests in writing
to the Area Office Distribution Networks.

b.

A processing and distribution center/facility directs requests in writing
to its Area Office Distribution Networks and sends a copy to its plant
manager.

c.

Box delivery requests are sent through the local District Postal
Operations Manager (DPOM), who reviews, coordinates, and forwards
requests in writing to the Area Office Distribution Networks. Area Office
Distribution Networks reviews schedule change requests, coordinates

POM Issue 9, July 2002
Updated With Revisions Through July 7, 2016

219

473.8

Postal Operations Manual
with other local, Area, and headquarters offices as necessary, and
considers service and budget impacts prior to approval.
473.8

Schedule Errors
All offices must report any errors in transportation schedules promptly to
their Area Office Distribution Networks. This includes errors in any printed
report or electronic program, such as the Highway Contract Support System
(HCSS), Transportation Information Management and Evaluation System
(TIMES), yard control or vehicle information system, National Air and Surface
System (NASS), and any change in air and surface schedules. Plants must
notify their Area Office Distribution Networks of all changes in or corrections
of postal vehicle service (PVS) schedules.

473.9

Extra Trips
All offices must record in the appropriate computer system, such as TIMES,
extra trips dispatched or received. In addition, offices must complete
required postal forms. For example, for highway contract service, complete
PS Form 5397, Contract Route Extra Trip Authorization. For rail dispatches,
complete PS Form 5186, Mail Movement Routing Instructions, either from
the Rail Management Information System or the manual version.

474
474.1

Loading
Instructions
Managers responsible for transportation must produce detailed loading
instructions for each platform operation. Platform personnel must load trucks
and trailers in accordance with prepared instructions, prescribed regulations,
and/or special contract provisions.

474.2

Diagrams
Highway contract route (HCR) trucks and trailers must be loaded according
to diagrams on file and special instructions issued by Area Office Distribution
Networks. Preferential mail must be placed in the vehicle so that it can be
readily identified and unloaded at intermediate stops and at final destination.

474.3

Managing the Vehicle Load
The purpose of proper loading is to ensure safe and damage-free transport
of the load. Drivers who transport overloaded vehicles are susceptible to
accidents, and may be ticketed and have substantial points assessed
against their license. In some cases the Postal Service may make a court
appearance regarding the citation. Other cases may require communication
with the state Department of Motor Vehicles. In both instances, the
overloaded vehicle causes an unnecessary and unproductive use of
resources. Drivers who load their own vehicles to an overloaded condition
are responsible and may be liable for any fine. Platform managers,
supervisors, and employees must ensure that vehicles are loaded in a safe
and legal manner:
a.

220

For trips with special loading plans, loading diagrams should be posted
at dock doors.
POM Issue 9, July 2002
Updated With Revisions Through July 7, 2016

Mail Processing Procedures
476.85

477.1

Distribution
PS Form 5398-A is a three-part form: two soft (tissue) copies and a hard
(index) copy. Copies are distributed and used as follows:
a.

First soft copy. Retain at dispatching facility.

b.

Second soft copy. Give to vehicle driver for use:
(1)
(2)

c.

476.86

as a gate pass at facilities where access is controlled by security
force personnel, and
as a bill of lading at truck weigh stations or at en route
inspections by regulatory agencies.

Hard (index) copy. Place in open-ended envelope attached to the
inside wall of the vehicle’s cargo compartment. Do this immediately
prior to closing and sealing the cargo doors.

Receiving Entries
Any employee who breaks the seal at the point of destination must process
the PS Form 5398-A as follows:
a.
b.

Identify any discrepancies (see 476.52).

c.
476.87

Enter name of employee breaking seal.
Submit forms and seals for retention.

Retention
PS Forms 5398-A and related numbered seals must be filed and kept at the
receiving facility for 15 days.

476.9

Registered Mail
Detailed procedures for Registered Mail are in Handbook DM-901,
Registered Mail. The following are included in Registered Mail procedures for
transportation contract operations:
a.
b.

477.1

A postal employee must be assigned to receive and record all
Registered Mail from contract drivers.

c.

477

Contract drivers who are not under the security seal program are
required to sign for Registered Mail.

A Nil-Bil system that will account for registered remittances. This
requires a Registered Mail pouch even if no remittance is being sent
that day.

Mail and Empty Mail Vehicle Arrivals
Recording Arrivals
All mail and empty mail vehicle arrivals (whether via scheduled transportation
or extra trips) on contract or Postal Vehicle Service (PVS) must be recorded
in the appropriate electronic system (such as the Transportation Information
Management and Evaluation System (TIMES)) or on the appropriate form
(see below). Complete the data entry or forms as required, and include
additional remarks to explain deviations. Appropriate forms are:

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Updated With Revisions Through July 7, 2016

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Mail Processing Procedures
478
478.1

478.1

Mail and Empty Mail Vehicle Departures
Recording
All mail and empty mail vehicle departures (whether via scheduled
transportation or extra trips) must be recorded in the appropriate electronic
system (such as TIMES or other vehicle information system) or on the
appropriate form (see table below). Complete the data entry or forms as
required, and include additional remarks to explain deviations. Appropriate
forms are:
Mail / Vehicle
Destination

Record Departures in
Electronic System

Record Departures on
Form

Stations and
branches via PVS

As available

Locally designed form

Stations and
branches via highway
contract route

As available

PS Form 5398,
Transportation Performance
Record

Associate offices via
highway contract
route

As available

PS Form 5398,
Transportation Performance
Record

Processing plants via
highway contract
route

TIMES (Transportation
Information Management
and Evaluation System)

PS Form 5398,
Transportation Performance
Record

AMF or airport

TIMES

Locally designed form or as
required by Area
Distribution Network Office

Bulk mail center via
highway contract
route

TIMES, vehicle
information system

PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card)

Bulk mail center
via rail

TIMES, vehicle
information system, and/
or Rail Management
Information System
(RMIS), Equipment
Inventory Reporting
System (EIRS) for mail
transport equipment
(MTE)

PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card), PS Form 5186, Mail
Movement Routing
Instructions for rail

Bulk mail center
via PVS

TIMES, yard control
system

PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card)

Rail Yard or Leased
Vehicle Supplier

RMIS for rail vehicles,
TIMES, vehicle
information system,
other as available

PS Form 5398,
Transportation Performance
Record, PS Form 4460,
Vehicle Record/Trip Ticket
(card), PS Form 5201, Mail
Van Inspection Report, or
locally designed forms, if
warranted

POM Issue 9, July 2002
Updated With Revisions Through July 7, 2016

231

478.2

Postal Operations Manual
Mail / Vehicle
Destination

Record Departures on
Form

Private mailers

478.2

Record Departures in
Electronic System
RMIS for rail vehicles,
TIMES, vehicle
information system, EIRS
for MTE, other as
available

PS Form 5398,
Transportation Performance
Record, PS Form 5201, Mail
Van Inspection Report, After
verification, PS Form 8125,
Drop Shipment Clearance
Document, or locally
designed forms, if
warranted

PS Form 5201, Mail Van Inspection
A PS Form 5201 completed on departure from a facility may record damage
caused to the vehicle while in the possession of the Postal Service. If
requested by a driver at departure, complete PS Form 5201 and provide a
copy to the driver. Follow instructions issued by the Area Office Distribution
Networks to complete PS Form 5201. PS Form 5201 is initiated on vehicle
arrival to document preexisting damage. See 477.3 regarding arrivals.

478.3
478.31

Scheduling Extra Trips
Postal Vehicle Service (PVS) Trips
Extra PVS trips are costly and should not be scheduled unless necessary to
prevent delay of mail.

478.32

Highway Contract Route Trips
No office may request or schedule extra highway contract route trips unless
necessary to prevent serious delay of preferential mail or justified because of
mail volume. The following guidelines apply:
a.

b.

The office authorizing the extra trip must issue PS Form 5397 and
complete the appropriate sections.

c.

A copy of PS Form 5397 will be retained for at least one year in the
office that issues PS Form 5429, Certification of Exceptional Contract
Service Performed. PS Form 5429 must be retained at least 7 years.
Record retention periods are also contained in the Administrative
Support Manual and Handbook PO-513, Mail Transportation
Procurement Handbook.

d.

Destination offices should be notified of extra trips in advance by
telephone or electronic mail, and furnished PS Form 5397.

e.

232

Each highway contract route extra trip must have PS Form 5397,
Contract Route Extra Trip Authorization, completed as certification for
payment.

Destination offices review and complete the appropriate sections of PS
Form 5397 for destination office. If the extra trip ends at the destination
office, the destination office distributes copies of the completed PS
Form 5397 as instructed on the form. If the extra trip is operating
round-trip, the destination office should dispatch any available
volumes on the return leg of the extra trip.

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Updated With Revisions Through July 7, 2016

Mail Processing Procedures

479.3
f.

478.4

PS Form 5429, Certification of Exceptional Contract Service
Performed, is completed by the office designated as Administrative
Official (AO) for the highway contract route. The AO summarizes PS
Forms 5397 onto PS Form 5429 at the end of each postal accounting
period. The AO distributes copies of PS Form 5429 as required on the
form, including sending the completed PS Form 5429 to the postal
Accounting Service Center for payment to the highway contract route
contractor. PS Form 5429 must be retained at least 7 years.

To Air Facilities
Extra trips to air facilities are scheduled and documented in accordance with
the requirements for the type of surface transportation used. Postal vehicle
service trips are scheduled and operated in accordance with PVS
requirements. Highway contract trips are scheduled in accordance with
478.32. See 477.3 regarding inspecting vehicles using PS Form 5201, Mail
Van Inspection.

479
479.1

Special Mailer Preparation
General Explanation
Special mailer preparation offers benefits to both cost and efficiency. Mailers
who prepare their mail in special ways do so for the following reasons:
a.
b.

To reduce handling within the Post Office and thus expedite service.
Platform employees must recognize specially prepared mail and
handle it in a manner that takes advantage of the mailer preparation
and expedites its movement through the processing plant to delivery.
Some examples of specially prepared mail are cross dock pallets; mail
in specialized cartons and containers; trayed, prebarcoded, and carrier
route sequenced mail; and ZIP Code sequenced (riffle) mail.

c.

479.2

To qualify for automation rates.

To qualify for destination entry discounts under plant-verified drop
shipment.

Cross Dock Pallets
Mailers may prepare pallets with mail all for a certain processing plant or
delivery office. These pallets do not need to be broken until they reach the
plant or office that processes mail with the specific ZIP Codes identified for
the pallet. Cross dock pallets should therefore be moved from the delivery
vehicle to the outbound trip intact. As a safeguard, contents on the pallet
should be visually checked against the pallet label.

479.3

Specialized Cartons and Containers
Mailers may be provided specialized cartons and containers for loading mail.
These cartons and containers are then loaded and unloaded with
mechanized equipment, making the loading and unloading process faster. In
some cases, mailers may be provided rolling containers for use within the
closed loop of the processing plant’s service area and the mailer’s plant.
Rolling containers are costly, their use must be monitored, and mailers
should not keep them for a prolonged period of time. They should be

POM Issue 9, July 2002
Updated With Revisions Through July 7, 2016

233