14 FAH-5 H-300
dpo mail receptacle
14 FAH-5 H-310
DPO Assignment of Mail receptable
(CT:DPO-17; 09-22-2017)
(Office of Origin: A/LM)
14 FAH-5 H-311 Individual Mail
receptacle
(CT:DPO-17; 09-22-2017)
a. Diplomatic Post Office
(DPO) mailroom supervisors must:
(1) Assign only one
individual mail receptacle per U.S. government employee, which includes family
members at post accompanying an employee under Chief of Mission authority. Customers
may use the DPO only for personal mail. Customers may not use the DPO for
official mail, as the Department provides diplomatic pouch service for official
mail to all posts (see 14 FAM 761.4-1); and
(2) Issue receptacles to
inbound personnel not more than 30 days prior to their estimated time of
arrival (ETA). This practice is highly encouraged since it will allow
incoming personnel to start using their new address and make necessary changes
with their mailers prior to their ETA at post.
b. DPO mailroom clerks
must:
(1) Assign mail
receptacles to new customers that have been closed the longest. This
ensures that the change of address submitted by the previous receptacle holder will have ample time to take
effect in the United States Postal Service (USPS) Address Management System
(AMS) database;
(2) Label the rear of each assigned box to identify the sponsor's name (see 14 FAH-5 Exhibit
H-312). If a family member living with a sponsor has a different last
name, both last names must be on the label;
(3) Enter the
point of contact (sponsor) telephone and email in
the ILMS Customer Directory. For instructions regarding incoming
personnel that have not arrived by the expected arrival date see 14 FAH-5 H-414;
(4) Provide receptacle keys/combination only to the sponsor or authorized
family members who have been granted access. Post
may charge a fee to customers for
new locks as a result of lost keys;
(5) Conduct daily mail
receptacle inspections for excessive mail
accumulation, old mail, or non-use. Contact the sponsor or the Human Resource
Officer (HRO) to determine the individual's status. For additional instructions on holding mail, see 14 FAH-5 H-423.3; and
(6) Deliver personal mail only to the addressee or
authorized agent using the information listed on the Form PS-3801. (See 14 FAH-5 Exhibit
H-222 for sample of a completed form.)
c. Authorized Agents:
(1) Customers may control
the delivery of their mail by designating an authorized agent, which can be accomplished by completing a Form PS-3801.
Keep authorized agents to a minimum of two individuals.
(2) Inbound personnel
may designate a U.S. government employee, via
email (Official Government Account) to act as their authorized agent. Mailroom
supervisors must attach the email to Form PS-3801 and have the authorized agent
endorse the form.
d. The USPS (AMS) requires
a unique mail receptacle number for each
authorized user. This standardization will allow each individual to have a
unique receptacle number to comply with AMS, and ensure the mail room has a physical mail receptacle for each authorized user.
e. The Department adheres to USPS AMS requirements,
which are vital to reducing "undeliverable as addressed" mail. This
allows the Department to take maximum advantage of USPS automation efficiencies
for mail forwarding and delivery. Additionally,
this helps DPM verify that the International Cooperative Administrative Support
Service (ICASS) information is up to date. The following sample formats
are provided:
NAME
UNIT 9900 BOX 123
DPO AE 09701-0123
NAME
UNIT 3210 BOX 55
DPO AA 34008-0055
NAME
UNIT 9600 BOX 333
DPO AP 96209-0333
14 FAH-5 H-312 Maintenance
of mail receptacle
(CT:DPO-17; 09-22-2017)
DPO mailroom clerks must:
(1) Number mail
receptacles vertically, in rows of nine (for example, 1 through 9, and
11 through 19) either left to right or right to
left(14
FAH-5 Exhibit H-312);
(2) Maintain a record in
ILMS for "unassigned" mail receptacles and always assign mail
receptacles closed for the longest time to
new customers when possible;
(3) Retain a separate record in ILMS for each mail
receptacle issued;
(4) Retain records for "assigned" mail receptacles in numerical order; and
(5) Retain records
in ILMS for "unassigned" mail receptacles in chronological order by the
closure date.
14 FAH-5 H-313 Keys
(CT:DPO-17; 09-22-2017)
DPO mailroom supervisors
must:
(1) Document the
serial number of the key or the combination on the mail receptacle record, and maintain the record
in ILMS;
(2) Change the key lock cylinder or combination before
re-issuing receptacles, anytime a key or combination is believed to be
compromised, when a receptacle is
withdrawn, or the sponsor transfers permanently;
(3) Retain an adequate
supply of key lock cylinders where key-type receptacles are installed;
(4) Replace worn, lost, or broken keys without charge
to the customers. Retain at least two duplicate keys for each receptacle; and
(5) Keep duplicate keys and combinations in a limited
access, secured location such as a safe or bar-lock type file cabinet.
14 FAH-5 H-314 THROUGH H-319 UNASSIGNED
14 FAH-5 Exhibit H-312
View of Mail Receptacles
(CT:DPO-17; 09-22-2017)
