14 FAH-5 H-100
DIPLOMATIC POST OFFICE (DPO) GENERAL information
14 FAH-5 H-110
DPO Introduction
(CT:DPO-4; 04-21-2017)
(Office of Origin: A/LM)
14 FAH-5 H-111 DPO SCOPE AND purpose
(CT:DPO-4; 04-21-2017)
This handbooks objective is to describe how to prepare,
dispatch, and receive personal shipments and individual items through the State
Department's Diplomatic Post Office (DPO). Chapters are organized as follows:
General Information
Roles and Responsibilities
Preparing to Receive Mail
Receiving and Processing Mail
Outgoing Mail
Mail Security
Postal Offenses and Losses
Indemnity Claims
Postal Supplies and Equipment
Inspections
14 FAH-5 H-112 DPO QUESTIONS AND
SUGGESTIONS
(CT:DPO-4; 04-21-2017)
a. Information: The Office of
Diplomatic Pouch and Mail (A/LM/PMP/DPM) website provides useful information,
references, updates and contact information.
b. Contact: The DPO office in
A/LM/PMP/DPM/DPO can be contacted via email at DPO-Answerperson_MB@state.gov on
the Department's Global Address List (GAL).
14 FAH-5 H-113 DPO system requirements
(CT:DPO-4; 04-21-2017)
The Department utilizes the Integrated Logistics
Management System (ILMS) DPO module to operate Diplomatic Post Offices around
the world. Users must submit requests to access ILMS DPO through an ILMS iForm
(User Access Request Form),
which can be found at the ILMS Knowledge Center. The ILMS Training Guide is
available on the ILMS DPO Home Page. If you have any problems accessing the
online iForm, contact the ILMS Support Desk at ilms@state.gov.
14 FAH-5 H-114 definitions of U.s.
Postal Service (USPS) and DPO mail acronyms, technical terms, and phrases
(CT:DPO-4; 04-21-2017)
Accountable mail: Mail that
requires the signature of the addressee or addressees agent upon receipt to
provide evidence of delivery or indemnification for loss or damage.
Accountable mail includes Priority Mail Express Service and Special Service
mail such as Certified Mail, Collect on Delivery, Insured Mail (greater than
$200), Registered Mail, Return Receipt, and Signature Confirmation, in
accordance with USPS Publication 32, (PUB 32).
APDS: All Purpose Date Stamp.
Authorized user: At post, the
sponsoring agency must subscribe to ICASS Basic Package Mail and Messenger
Services (6
FAH-5 H-352).
AV-7: Also known as a PS Form
2942-A. The AV-7 Delivery List is utilized by USPS to manifest military and
diplomatic mail on foreign air carriers.
Cancellation date stamp: A
stamp used for postmarking postage stamps.
Customs Declaration: An
official form that lists and gives details of goods that are being imported for
which duty must be paid. A customs form is required for any mail containing
merchandise or any mail piece weighing more than 13 ounces, and must be
submitted electronically.
Delivery receipt: An endorsed
certification that verifies the customer received items.
Directory Mail: Mail that is undeliverable
as addressed (UAA), because of an incomplete or incorrect mailing address or
the addressee is no longer at post.
Directory Service: Procedures
for developing and maintaining ILMS Customer Directory files and processing UAA
mail.
DMM: The USPS Domestic Mail Manual.
DPM: Refers to the Department
of State's Diplomatic Pouch and Mail Division (A/LM/PMP/DPM).
DPO: A Diplomatic Post Office
that operates at one of the Departments missions abroad as a branch post
office of the USPS (A/LM/PMP/DPM/DPO).
Extra services: Extra services
are accommodations provided for a fee in addition to basic postage (i.e.,
indemnity, accountability and tracking). Not all extra services are available
for all classes of mail and only certain extra services may be combined for the
same mail piece.
First-Class Mail: Mailable items,
including postcards, letters, flats, and small parcels weighing 13 ounces or
less.
GBS: Global Business System is
a USPS program used for air carrier tracking, billing, and carrier data.
GTC: Global Trade Compliance
is the process by which mailers that ship goods internationally need to be
compliant with USPS global trade regulations.
ILMS DPO: The Diplomatic Post
Office module in ILMS.
IMM: The USPS International
Mail Manual.
Integrated Logistics Management System
(ILMS): ILMS is a unified, web-based information system designed to
enhance the State Departments supply chain by improving processing in such
areas as purchasing, procurement, warehousing, transportation, receiving,
property management, personal effects, diplomatic pouch and mail, diplomatic
post office, and tracking of goods and services domestically and overseas.
Local Last Mile: Any activity
associated with the movement of mail via ground transportation from the
destination airport to/from the DPO and from a regional DPO to downstream
locations.
Mail cover: A mail cover is
the process by which a nonconsensual record is made of any data appearing on
the outside cover of any sealed or unsealed class of mail matter, or by which a
record is made of the contents of any unsealed class of mail matter as allowed
by law. See 39 CFR 233.3 for definition of mail cover.
MPSA: The Military Postal
Service Agency is the DoD postal policy agency designated as the point of
contact with the USPS.
MCA: Mail control activity is
a U.S. Government facility engaged in the handling of U.S. mail at an airport
mail facility.
MOA/MOU: Memorandum of
Agreement/Memorandum of Understanding is a formal agreement between two or more
parties. DPO utilizes MOUs/MOAs between DPM and/or post, USPS and DoD, which
indicates each party's shared services, roles and responsibilities for mail
operations at post.
Official Mail: Official Mail
consists of items that are purchased by or for official use of the Department.
Official Mail is NOT authorized to or from the DPO.
Outside piece: A mail piece
that is within USPS size limits for the class of mail being sent, but will not
fit into a USPS mail bag allowing the mailbag to be properly sealed once the
item is inside (e.g., automobile tires).
Package Service: Nonpriority
surface mail, e.g., bound printed matter, library mail, media mail, parcel
post, and parcel select.
Periodicals: Paid publications
(e.g., newspapers, journals, and magazines).
Priority Mail: Priority Mail
is any mailable matter weighing no more than 70 pounds, not exceeding 108"
combined length and girth, transported to and from any DPO location within 6 -
10 days.
Priority Mail Express: USPS
expedited mail service. Priority Mail Express is not authorized to or from any
DPO location.
PS Form 1000: Domestic
Indemnity Claim. This form must be submitted online at the USPS website.
PS Form 2734-B: Air
Transportation and Routing Adjustment: This form is used for international and
military mail to generate an AV-7 document in ILMS.
PS Form 3579: A form used by
the USPS to notify a publisher that the addressee has moved. This form is only
used for undeliverable periodicals.
PS Form 3801: Commonly known
as a Standing Delivery Order, used to designate an authorized agent to pick
up mail for an addressee who will be away from the office for an extended
period (e.g., leave, TDY, etc.).
PS LABEL 55-A: USPS
self-adhesive package label.
PTR: Product Tracking and
Reporting is the USPS database that stores tracking scan data for all barcode
packages and extra services products. USPS assigns barcodes to mail to allow
customers to track products from point of acceptance to point of delivery.
USPS Marketing Mail: USPS
Marketing Mail (formerly known as Standard Mail) consists of mailable matter
that is neither mailed nor required to be mailed as First-Class Mail, nor
entered as Periodicals (unless permitted or required by standard) and weighing
less than 16 ounces. Standard Mail includes matter formerly classified as
unsolicited advertisements.
USPIS: United States Postal
Inspection Service.
USPS: United States Postal
Service.
USPS Change of Address.
14 FAH-5 H-115
THROUGH H-119 UNASSIGNED