14 FAM 720
DIPLOMATIC POUCH
(CT:LOG-271; 06-12-2019)
(Office of Origin: A/LM)
14 FAM 721 DIPLOMATIC POUCH POLICY
(CT:LOG-271; 06-12-2019)
a. The Diplomatic Pouch and Mail Division
(A/LM/PMP/DPM) provides diplomatic classified and unclassified pouch services
for official items to the Department and to all agencies operating abroad under
chief-of-mission (COM) authority. Classified pouch services are provided in
conjunction with the Diplomatic Courier Service (DS/C/DC), which transports and
safeguards classified diplomatic pouches. See 14 FAM 728.5
for more information on diplomatic couriers.
b. Items sent in the diplomatic pouch are solely at the
risk of the sender. The Department assumes no responsibility for loss of or
damage to items sent via the diplomatic pouch. Registry, insurance, and other
special postal services are not permitted by the U.S. Postal Service (USPS)
when mail is forwarded to a final destination by diplomatic pouch. See 14 FAM 723.2,
paragraph c, for packaging standards.
c. The Vienna Convention on Diplomatic Relations and
international law limit the use of diplomatic pouches to diplomatic documents
and articles intended for official use. The Department permits authorized
pouch users at some posts to use diplomatic pouches to transmit limited amounts
of personal items (see 14 FAM 724 and 14 FAM 740).
d. The USPS recognizes the Department of State as the
agent for addressees and considers mail delivered to addressee upon delivery
to the Department, at which point the mail passes outside of USPS control and
is no longer defined as mail, it is defined as an "item." The USPS
Domestic Mail Manual, Section 703, paragraph 3.1.2, recognizes that the
Department has the authority to open and inspect all mail sent to it for
transmission abroad to determine whether the item meets the Department's
standards. Mail that does not comply may be returned to sender through USPS.
14 FAM 722 Diplomatic Pouch
(CT:LOG-271; 06-12-2019)
a. Diplomatic pouches are opaque, sealed bags or crates
that transport official communications, diplomatic documents, and articles of
the U.S. Government across international frontiers, intended for official use.
b. Article 27(3) of the Vienna Convention on Diplomatic
Relations (VCDR) requires that the diplomatic bag shall not be opened or
detained. This provision precludes the inspection of pouch contents,
including by x-ray examination, whether pouches are entering or leaving the
host country. With regard to outgoing pouches, guidance from the International
Civil Aviation Organization clearly states that its baggage screening
requirements do not require or authorize the screening of diplomatic bags by
x-ray or any method inconsistent with the VCDR. Therefore, posts must not
allow host-government officials to x-ray, inspect or open a diplomatic pouch
(see 14 FAH-4
H-235 for procedures for unclassified pouches and 14 FAH-4 H-245
for procedures for classified pouches).
c. The standard pouch colors and their limitations for
use are:
(1) Tangerine canvas or nylon bags or plastic cases
are used for classified pouches only. Tangerine pouches must not be used for
unclassified shipments;
(2) White canvas or nylon bags are used for
unclassified pouches; and
(3) Gray/black plastic bags are used for unclassified
pouches and limited in the number of dispatches.
d. U.S. Postal Service (USPS) mailbags must not be used
for diplomatic pouch shipments.
e. Specific pouch contents must not be discussed with
or disclosed to any unauthorized person, either U.S. citizen or foreign
national. Communications that discuss pouch contents must be marked at least
Sensitive But Unclassified (SBU). Depending on the specific information
provided pertinent to the item(s) discussed, communications may be marked
Confidential or higher.
f. See 14 FAH-4
H-213.1 for types of pouch containers
and weight limitations.
14 FAM 723 items in pouches
14 FAM 723.1 Items That May Be
Transported in a Diplomatic Pouch
(CT:LOG-271; 06-12-2019)
a. Primary purpose: The
primary use of the diplomatic pouch is to transport items between U.S.
Government agencies for the official use of the U.S. Government. The
Department transmits unclassified and sensitive but unclassified (SBU) items in
unclassified pouches. The Department transmits Confidential, Secret, and Top
Secret items in classified pouches. Unclassified and SBU items that warrant
courier handling due to their sensitivity may also be sent in classified
pouches.
b. Official unclassified items:
Unclassified items are sent to posts from Department offices through the
unclassified diplomatic pouch but items are limited in size and weight (see 14 FAH-4
H-213.1 for limitations by type of
container).
NOTE: Items does not
mean official purchases from vendors. Posts must use the U.S. Despatch
Agencies for shipment of official unclassified supplies or equipment from a
vendor. In urgent situations, posts may use the unclassified pouch for
official supplies or equipment, but posts are requested to limit orders to 6
cubic feet per shipment (approximately the size of five-copy paper boxes). If
these parameters are exceeded, funding is required (see 14 FAM 723.3
regarding bulk shipments).
c. Official classified items:
While the Department places no size or weight limit on official items being
sent through the classified diplomatic pouch, some posts have size or weight
restrictions; these are listed on the Diplomatic Pouch and Mail Division A/LM/PMP/DPM
website. Other agency and some Department shipments will be billed by the
Departments Office of Diplomatic Courier Service (DS/C/DC) for
transportation. Please contact WRDCD-OPS@state.gov for questions pertaining to
this topic. Classified material received in a sealed container (envelope, box,
etc.) from any source must be controlled and accounted for by a registry number
on a bar-coded Form OF-120, Diplomatic Pouch Mail Registration, or similar
barcode-readable control number from point of origin to addressee/destination.
The originator is responsible for affixing appropriate registry forms and
indicating proper classification on items (see 12 FAM 539.4-2
and 14
FAH-4 H-222.1, paragraph c).
d. Personal mail: Authorized
personnel at Category B posts (see 14 FAH-4
H-113.2) have full use of the diplomatic pouch for personal mail. Eligible
personal items for authorized personnel at Category B posts are letters, flats,
and parcels that are limited in size, weight, and content (see 14 FAH-4
H-213.1 for size and weight
limitations; 14
FAM Exhibit 723.2 for content limitations; 14 FAM 724.1-3
for personal office and training materials; and 14 FAM 740 for
regulations on personal mail).
14 FAM 723.2 Items That May Not Be
Transported in a Diplomatic Pouch
(CT:LOG-271; 06-12-2019)
a. Prohibited items: Federal
Aviation Administration (FAA) regulations require that all parcels boarding
aircraft be x-rayed. The Department x-rays items for outgoing pouch
transmission at A/LM/PMP/DPM's Unclassified Pouch Facility (DPM/U) at SA-32.
Classified or unclassified pouches must not contain items that are illegal to
import into the receiving country, or export from the sending country, or items
that are prohibited (see 14 FAM Exhibit
723.2 for a representative list of items prohibited for pouch dispatch).
b. Unclassified official supplies:
See 14 FAM 310
for regulations on shipping official supplies and equipment. The Department's
policy requires the shipment of official supplies through the U.S. Despatch
Agency:
(1) The diplomatic pouch must not be used to transport
unclassified items procured from vendors for official use, except in very
limited circumstances (see 14 FAM 723.1,
paragraph b). A diplomatic pouch is an expedited service and is consequently
much more expensive than normal freight channels. In the event an office has
an emergency or an urgent need to use the diplomatic pouch to ship a bulk
shipment, the ordering office must provide fiscal data to DPM/U in advance of
shipment to pay the transportation cost (see 14 FAM 723.3);
and
(2) The Department must not use the Military Postal
Service (MPS) or Diplomatic Post Office (DPO) to transport official supplies.
Official unclassified supplies for Category A or Category C posts should be
transported through the Departments Despatch Agency system, through
international mail, commercial courier or cargo services.
c. Packaging: Items intended
for pouch dispatch must be packaged properly to withstand transport and rough
handling without content or package breakage, injury to handlers, or damage to
other items in the pouch. Senders must follow these general standards for
packaging:
(1) Cushion fragile items to withstand rough handling
in processing, transportation, and delivery; e.g., to withstand a 10-foot drop
without breakage;
(2) Seal powders and allowable liquids in plastic bags
to prevent spillage and leakage;
(3) Package contents so they do not shift within the
mailing container;
(4) Provide enough space for the cushioning material,
and ensure the size of the box is adequate to contain the items; and
(5) Use boxes with the appropriate strength for the
weight of the contents:
(a) Paperboard boxes may be used for easy and average
loads up to 10 lbs;
(b) Metal-stayed paperboard boxes for easy and average
loads up to 20 lbs;
(c) Solid and corrugated fiberboard boxes as follows:
box grade 125 up to 20 lbs; box grade 175 up to 40 lbs; box grade 200 up to 65
lbs; and box grade 275 up to 70 lbs; and
(d) Good, rigid, used boxes with all flaps intact are
acceptable.
d. Personal items: U.S.
Government employees (or anyone acting on the employees behalf) may not use
the diplomatic pouch to transport personal items to a post abroad or to a
domestic address, except in very limited circumstances (see 14 FAM 740 for
details on regulations on personal mail and 14 FAM 724.1-3
for personal office materials). Prohibitions against using the diplomatic
pouch for personal items includes:
(1) Household effects (HHE) and unaccompanied baggage
(UAB), including professional materials. See 14 FAM 610 for
regulations on shipping HHE and UAB. Shipping HHE or UAB by diplomatic pouch
to circumvent HHE or UAB weight limits is a serious abuse of pouch privileges
and is subject to punitive action requiring the sender to reimburse the U.S.
Government for transportation costs (see 14 FAM 742.4-1).
(See 14 FAM
742.4-2 regarding consumables);
(2) Items for personal businesses (such as
hair-dressing products);
(3) Items for charitable donation (such as school
supplies for an orphanage); and
(4) Items intended for sale or resale (such as cookies).
e. Hazmat: Diplomatic pouches
must not contain items that:
(1) Are illegal to import into or export from the
country of origin or destination; and
(2) Violate the International Air Transport
Association (IATA) Dangerous Goods Regulations (DGR); or
(3) Are harmful to human life or the environment. An
attempt to transmit items that are prohibited will result in loss of pouch
privileges and disciplinary action (see 14 FAM 726).
f. Mass mailings:
Individuals, organizations, and businesses are not authorized to use the
diplomatic pouch to send unsolicited advertisements in the form of mass
mailings or any like materials.
g. Extra services: The
Department and USPS do not accept items for transmission abroad in a diplomatic
pouch that require extra services such as cash on delivery (COD), insured mail,
registered mail, restricted delivery, special handing or adult signature
required and adult signature restricted delivery. If a sender requests one of
these services, USPS returns the item to the sender with the endorsement
Service Not Available.
14 FAM 723.3 Bulk Shipments Through
the Diplomatic Pouch
(CT:LOG-271; 06-12-2019)
a. Definition of bulk shipment:
A shipment(s) that arrives at DPM/U within 7 calendar days (whether a single
item or multiple parcels) that exceeds 6 cubic feet in volume (approximately the
size of five copy paper boxes) and is addressed to one addressee/household.
Bulk shipments also include automotive tires (whether a single tire or multiple
tires), and shipments that originate from the same location/ZIP addressed to
multiple people at post and appear to have been sent in order to circumvent the
bulk shipment policy. To calculate shipment volume and transportation cost
responsibility, see below:
(1) To determine the volume of a box in cubic feet,
multiply width x length x depth (all in inches) and divide the sum by 1728
(equates to 1 cubic foot). For example, a box that measures 24 x 24 x 18 =
10,368 cubic inches. Divide 10,368 by 1,728 = 6 cubic feet. This would be considered
a bulk shipment; and
(2) Bulk shipments cannot be split in order to avoid
transportation charges. Bulk shipments require the intended recipient or sender
to pay transportation costs and any other fees associated with the shipment.
b. Department Of State official bulk
shipments:
(1) Avoid bulk shipments:
Posts are required to scrutinize all purchase orders with U.S. vendors for the
correct shipping instructions. If the items ordered fit the definition of a
bulk shipment listed above, the shipment should be sent to the appropriate U.S.
Despatch Agency (either by sea or by air freight) instead of the pouch
facility. If you need the items urgently, you may request the Despatch Agency
to send the items LCL (less than a container load) or by air freight, or ask
the vendor for commercial transportation company charges;
(2) Notify DPM/U about bulk shipments:
If you err and ask a vendor to ship to your pouch address, and the items
ordered will take up more space than 6 cubic feet, post must provide fiscal
data to DPM/U in advance of shipment to pay for the transportation cost. Use
the A/LM/PMP/DPM website that provides access to the Shipping Wizard to
calculate the cubed volume weight of your shipment. Bulk shipping costs will
be calculated based on the higher of the two weights (actual combined shipping
weight or calculated volume weight). To estimate shipping costs, refer to the bulk-
rate shipping cost. Additionally, send an email to DPM-Answerperson@state.gov
to notify that you have ordered a bulk shipment and provide the vendors name,
shipper (tracking number, if available), estimated time of arrival (ETA) of
shipment and approximate expected size or weight of the order; and
(3) Pay for bulk shipments:
Once a bulk shipment arrives at DPM/U, an email notification will be sent to
the responsible office at post. At that point, the responsible office must
reply to the email and provide the transportation fiscal data. After the
fiscal data clears the Departments financial system, the shipment will be sent
in the next available pouch.
c. Other-agency official bulk
shipments: Oversized or bulk shipments of unclassified items for other
agencies may be sent via the unclassified pouch at the expense of the
originating agency under the following conditions:
(1) The originator must arrange to deliver the
materials to the DPM/U facility (SA-32), 44132 Mercure Circle, Sterling, VA
20166 (located off Route 606, approximately 3 1/2 miles west from Route 28);
(2) The originator must notify DPM-Answerperson@state.gov
in advance of the delivery; and
(3) Fiscal data must be sent in advance via email to DPM-Answerperson@state.gov
to pay for the shipment or to provide fiscal data for the fiscal year.
d. Personal bulk shipments:
The Department discourages personal bulk shipments by pouch. Personal bulk
shipments cannot be dropped off at SA-32 due to security regulations. In the
event that a personal bulk shipment is delivered to SA-32 via an authorized
mode of transport, DPM/U requires the item to fit in a diplomatic pouch and the
employee must pay transportation costs and any other fees incurred in advance
of shipment. Items that do not fit in a diplomatic pouch are rejected and
returned to sender at the receiving dock unless DPM-Answerperson@state.gov
receives advance notification of the shipment.
14 FAM 724 use of the diplomatic pouch
14 FAM 724.1 Official Items in the
Pouch
14 FAM 724.1-1 U.S. Government
Agencies
(CT:LOG-271; 06-12-2019)
Any office of a U.S. Government agency that participates
in International Cooperative Administrative Support Services (ICASS) may use
the diplomatic pouch to send official items from Washington to posts abroad.
For items in diplomatic pouches originating abroad, the sending agency must be
a participating ICASS agency that has signed up for pouching services.
14 FAM 724.1-2 Institutional
Contractors, Grantees, Fellows, Awardees, and Recipients of Cooperative
Agreements
(CT:LOG-271; 06-12-2019)
a. Institutional contractors, such as commercial firms,
nonprofit organizations, and educational institutions with a contract, grant, or
cooperative agreement with the U.S. Government, have limited pouch use for mail
only when:
(1) The other agency agrees to reimburse the
Department for the cost of transporting the contractors mail;
(2) The other agency agrees to receive, sort, and
bundle mail for the final destination, then deliver it to the Department for
pouching; and
(3) The other agency agrees to receive mail of its
contractors from the pouch and distribute it.
b. Correspondence from domestic locations to post must
be given to the U.S. Government agency for pouch transmission to post. All
correspondence must originate in the U.S. Government agencys domestic office,
must have the correct return address of the U.S. Government agency, and must be
addressed to the U.S. Government agencys office at a post abroad.
NOTE: For the U.S. Agency for
International Development (USAID), official mail should be addressed as
follows:
Name of Individual or Organization
(followed by C for contractor or G for grant)
Name of Post
Agency for International Development (AID)
Washington, DC 20523
c. Correspondence from the contractors location
abroad to the U.S. Government agencys domestic location must be given to the
U.S. Government agencys office at post for pouch transmission to Washington,
DC. All correspondence must originate from the U.S. Government agencys office
at post abroad, must have the return address of the U.S. Government agency, and
must be addressed to the U.S. Government agencys domestic office, or to any
domestic address if appropriate postage is affixed to the item(s).
d. Official mail of institutional contractors is
limited to letters and flats with a maximum weight of two (2) pounds. Agencies
may authorize personal letters and flats up to a maximum weight of two (2)
pounds. Institutional contractors are not authorized to receive merchandise,
parcels, magazines, or newspapers in the pouch channel.
NOTE: For USAID, personal
mail of institutional contractors is limited to letters and flats with a
maximum weight of one (1) pound.
e. Local-hire contractors are not authorized pouch
usage.
14 FAM 724.1-3 Personal Office
and Training Materials
(CT:LOG-271; 06-12-2019)
a. U.S. Government employees are authorized to send a
one-time shipment of personal office material to their assigned post via
diplomatic pouch. The weight limit per box is 70 pounds not to exceed 6 cubic
feet per bulk shipment regulations described in 14 FAM 723.3.
Authorized users of the diplomatic pouch must ensure that all pouch size and
weight limitations are met. The bulk shipment limitations described in 14 FAM 723.3
must not be exceeded. All items must have a valid official return address or
the items will be rejected.
b. U.S. Government employees and locally employed (LE)
staff attending training away from their post of record are authorized to send
official training materials to their assigned post via pouch. The weight limit
per box is 70 pounds. Users of the pouch must ensure that all pouch size and
weight limitations are met. Bulk shipment limitations must not be exceeded as
outlined in 14
FAM 723.3:
(1) From training in Washington, DC, employees and LE
staff are authorized to send training material through the Internal Mail and
Messenger Service (IMMS), with no postage affixed, for forwarding to post. All
items must have a valid Department office return address or the items will be
rejected;
(2) From training at a post abroad or a domestic
location with pouch capabilities, employees and LE staff are authorized to send
training material to their assigned post via pouch with no postage affixed.
All items must have the correct return address of the training facility, with
the students name clearly marked; and
(3) From training at a domestic location without pouch
capabilities, employees and LE staff are authorized to send training material
via USPS, with postage affixed, to their posts Washington, DC pouch address
(see 14
FAH-4 H-311.4, paragraph c). All items must have a valid Department office
return address.
14 FAM 724.2 Personal Mail in the
Pouch
(CT:LOG-271; 06-12-2019)
a. Persons eligible to send or receive personal items
through the diplomatic pouch must meet the criteria in 14 FAM 724.2,
paragraph b, and 14
FAM 724.2, paragraph c, and be assigned to posts abroad that do not have
United States Postal Service (USPS), Military Postal Service (MPS), or
Diplomatic Post Office (DPO) support (see 14 FAM 740 for
regulations on transmission of personal items).
b. Authorized users:
(1) Must have duty-free privileges, usually associated
with accreditation to the host government as diplomatic agents, administrative
and technical staff, or consular staff;
(2) Must be included in the ICASS Basic Package
headcount, and their sponsoring agency must subscribe to ICASS pouching
services at post (NOTE: Although interns are not
counted in Basic Package, they are authorized full use of the pouch if their
sponsoring agency subscribes to ICASS pouching services at post); and
(3) Usually under chief-of-mission authority.
c. Authorized users of the diplomatic pouch include
the following individuals and their eligible family members:
(1) U.S. citizen and non-U.S. citizen assigned
personnel of the U.S. Government (as described in 6 FAH-5
H-352.1);
(2) Interns of the Federal government (as described in
6 FAH-5
H-352.8); and
(3) Offshore U.S. citizen and non-U.S. citizen personal
services contractors (PSCs) whose contract creates an employer/employee
relationship with the parent U.S. Government agency (as described in 6 FAH-5
H-352.3-1).
NOTE: Eligible family
members are entitled to pouch privileges only at the post of their sponsors
assignment.
d. Authorized users must pay domestic postage rates and
must address mail as described in 14 FAM 742.2-1,
subparagraph b (2). Mail transmitted in diplomatic pouches is not subject to
foreign customs clearance standards.
14 FAM 724.3 Balloting Materials in
the Pouch
(CT:LOG-271; 06-12-2019)
All posts must return their voted (completed) absentee
ballots via unclassified diplomatic pouch (UCP). Moreover, posts must accept
absentee voting forms from all U.S. citizens, regardless of whether they are
employed by the embassy, e.g., all third-party contractors or expatriates, and
return their voted ballots bearing proper domestic U.S. postage to their local
election officials via UCP.
14 FAM 724.4 Congressional Mail in
the Pouch
(CT:LOG-271; 06-12-2019)
a. Congressional mail may only be sent and received
through the diplomatic pouch.
b. If congressional mail is enclosed in an official
congressional franked envelope, then it requires no postage. Other
congressional communications in unofficial envelopes sent from posts and
addressed to an addressee in the United States requires domestic postage at the
official rate for the type of service desired from Washington, DC to the
addressee.
c. Costs associated with personal mail for visiting
Members of Congress are funded, to the extent possible, by the visiting
delegation (see 6 FAH-5 H-364).
Fiscal data should be obtained prior to arrival at post. All items which can
be direct charged to the delegation should be charged to the fiscal data
provided.
d. The Department forwards parcels for Members of
Congress from posts to U.S. Customs in Washington, D.C. and informs the office
of the Member so that prompt customs clearance can be arranged.
e. Congressional parcels must be registered and comply
with pouch requirements for size and weight limitations.
f. For pouches containing congressional mail, posts
must email the DPM-Answerperson@state.gov with the registry number, pouch
invoice number, date of dispatch, routing, and air waybill number.
14 FAM 724.5 Reserved
14 FAM 724.6 Use of Pouch by
Individual Non-Personal Services Contractors
(CT:LOG-271; 06-12-2019)
a. For institutional contractors grantees, fellows, and
individuals under cooperative agreements, (see 14 FAM 724.1-2).
b. Individual non-personal services contractors (as
described in 6
FAH-5 H-352.4) are not automatically granted use of the diplomatic pouch
for personal mail. To use the diplomatic pouch, individual nonpersonal
services contractors must be hired in the United States to perform official
U.S. Government work at a post abroad for a specific period of time, traveling
on a diplomatic or official passport, and their contract must specifically
include the provision of ICASS services including Basic Package and Pouching
Services. Contact DPM-Answerperson@state.gov for a case-by-case decision.
14 FAM 724.7 Use of Pouch by
Locally Employed Staff (LE Staff)
(CT:LOG-271; 06-12-2019)
a. Locally employed staff (LE staff), as described in 6 FAH-5
H-352.2, may use the diplomatic pouch to send and receive items relating to
official U.S. Government business.
b. LE staff may not use the pouch for personal mail.
However, due to extenuating circumstances, there may be exceptions to this
policy for LE staff on extended TDY to a post other than their main post of
hire or residence. Contact DPM-Answerperson@state.gov to request an
authorization.
14 FAM 724.8 Use of Pouch by
Fulbright Scholars
(CT:LOG-271; 06-12-2019)
a. Fulbright scholars, as described in 6 FAH-5
H-352.7, are authorized to make a one-time shipment of educational
materials to the American embassy or consulate in the country of assignment.
This shipment must not exceed 6 cubic feet in volume. Six cubic feet is equal
to 10,368 cubic inches and 1 cubic foot is equal to 1,728 cubic inches. To
determine the volume of a box in cubic feet, multiply the width times the
length times the depth (all in inches), and divide the sum by 1728. For
example, a box that measures 24 X 24 X 18 has a volume of 6 cubic feet. If
a shipment exceeds 6 cubic feet, the entire bulk shipment will be returned to
sender. The tracking or registry numbers should be included on all parcels
(see 14 FAM
723.3 and 14
FAM 723.2). These materials cannot be sent back to the United States by
pouch. Address these packages to:
Cultural Affairs Officer
Post-specific street address
Department of State
Washington, DC 20521-xxxx (Post +4 ZIP Code)
The Fulbright scholars name must appear in the return
address.
b. Fulbright scholars assigned to a country with a
Category A, Category B, or Category C post may use the pouch for letter mail up
to 2-pounds to and from the United States. Letters must be addressed as
follows:
Name of Grantee
Post-specific street address
Dulles, VA 20189-xxxx (Post +4 ZIP)
Fulbright scholars must also use this address as the
return address on all mail from abroad.
c. Do not include any mention of the U.S. Embassy, the
Department, Fulbright, or any other official title references in addresses
using the 20189 ZIP code. The 20189 ZIP code can only be used for letter mail
up to the 2-pound limit and cannot be used for mailing of the one-time shipment
of educational materials.
14 FAM 724.9 International
Organization Detailees
(CT:LOG-271; 06-12-2019)
U.S. Government employees assigned to international
organizations under a formal detail agreement between the employing agency and
the international organization are authorized use of the pouch for official
mail. They may or may not be authorized use of the diplomatic pouch for
personal mail. For guidance on establishing ICASS services, see 6 FAH-5
H-352.5. U.S. Government employees must contact DPM-Answerperson@state.gov
via e-mail to inform when such agreements are established.
14 FAM 724.10 Peace Corps
(CT:LOG-271; 06-12-2019)
a. Peace Corps administrative staff members are
authorized use of the pouch for personal mail as long as they are included in
the ICASS Basic Package headcount and subscribe to ICASS pouching services at
post for outgoing mail. Peace Corps administrative staff who are not included
in the ICASS Basic Package headcount are not authorized use of the diplomatic
pouch.
b. Peace Corps volunteers (as described in 6 FAH-5
H-352.9) are not authorized use of the diplomatic pouch for personal mail.
c. Peace Corps administrative staff not included in
the ICASS headcount and Peace Corps volunteers may receive through the pouch,
in emergencies, items vital for health such as prescription medicines and
eyeglasses, and legal or financial documents.
14 FAM 724.11 U.S.
Government-Sponsored Schools
(CT:LOG-271; 06-12-2019)
a. Schools assisted by the Office of Overseas Schools
(A/OPR/OS), as described in 6 FAH-5
H-352.10, are authorized to use the diplomatic pouch for official
first-class letter mail, e.g., invoices, testing materials, correspondence,
etc. (Include items such as educational pamphlets, periodicals, video
cassettes, CDs and transcripts.) For this purpose, use this address format:
Management Officer for [name of school]
Post-specific street address
Department of State
Washington, D.C. 20521-xxxx (Post + 4 ZIP)
b. Schools abroad are not authorized to use the
diplomatic pouch for shipment of supplies such as books and equipment. U.S.
Despatch Agencies are authorized to provide shipping services on behalf of U.S.
Government-sponsored schools abroad. Books as well as other educational
supplies and equipment, will be forwarded to the appropriate consolidated
receiving point (CRP) by contract commercial suppliers for onward shipment to
post through the U.S. Despatch Agency (DA), (see 14 FAM 315.1).
Post management officers and school representatives must implement these
procedures to realize the benefits of timely shipments and reduced costs.
c. For emergency orders that constitute a bulk
shipment, post's management officer (or equivalent) must obtain prior approval
from A/OPR/OS and A/LM/PMP/DPM before shipping items via diplomatic pouch.
d. Employees of U.S. Government-sponsored schools are
not authorized to use the diplomatic pouch for personal mail.
14 FAM 724.12 Use of Pouch by Employee
Associations Abroad
(CT:LOG-59; 05-06-2009)
Employee associations (American, locally employed staff,
and/or Foreign Service national (FSN) associations) are not authorized use of
the diplomatic pouch. Exceptions are American employee associations at
Category B posts that are also 15 percent or greater hardship differential may
use the pouch to receive not more than ten videocassettes or DVDs per month for
video club rental (but not for resale).
14 FAM 724.13 Use of Pouch by
Foreign Students Traveling to the United States for Educational Purposes
(CT:LOG-271; 06-12-2019)
a. The Department of Defense (DoD) military assistance
programs involving foreign student travel to the United States for educational
purposes is the responsibility of the Defense representative at post.
b. Students should be advised to hand carry course
materials when they return. However, if this is impracticable, foreign
students may use the diplomatic pouch only to return course material from the
United States to post, where there is no Military Postal Service (MPS) support
available at post. Bulk shipment limitations must not be exceeded. The
Defense representative is responsible for obtaining and providing fiscal data
to DPM/U when needed. Contact DPM-Answerperson@state.gov.
c. The Defense representative must ensure that the
course material is addressed properly (to his or her office), forwarded to the
student, and confirm that items for students do not include goods or merchandise
within a course material container.
d. The post pouch control officer is authorized to
inspect incoming material if necessary.
14 FAM 724.14 U.S.
Firms and Private Organizations
(CT:LOG-271; 06-12-2019)
a. Diplomatic pouches transport official items of the
U.S. Government. Overseas entities of U.S. commercial firms and private
organizations are not permitted to use the Departments diplomatic pouch for
business or personal mail.
b. In extreme emergencies, the chief-of-mission may
authorize U.S. firms, individuals, charitable institutions, and similar
organizations to transmit business correspondence through the diplomatic pouch
on a temporary basis. Immediately thereafter, the circumstances must be
reported to the Assistant Secretary for Administration.
c. In nonemergency cases, the chief-of-mission must
request advance approval from the Assistant Secretary for Administration on
behalf of a U.S. firm or private organization to use the diplomatic pouch. The
request must include full justification for the exception.
14 FAM 724.15 Diplomatic
Correspondence of Foreign Governments and International Organizations
(CT:LOG-271; 06-12-2019)
a. Diplomatic pouches transport official items of the
U.S. Government. Foreign governments and international organizations are not
permitted to use the Departments diplomatic pouch.
b. In isolated instances, the chief-of-mission may
request authorization to send official correspondence of a foreign government
or an international organization by diplomatic pouch if it is clearly in the
interest of the U.S. Government. In all cases, transmitting such correspondence
must be approved in advance by the Assistant Secretary for Administration.
Requests must include justification for departure from established policy. Normally,
the Department will not approve requests for exceptions when the same
commercial services used by the Department are available to the foreign
government or international organization.
c. When the Department authorizes this exception, the
correspondence of a foreign government or an international organization must be
processed and distributed the same way U.S. Government official correspondence
is dispatched.
14 FAM 724.16 Members of Household, U.S. Citizens Living Abroad, and Locally Hired U.S. Citizens
(CT:LOG-271; 06-12-2019)
a. Members of household (MOH; see 3 FAM 4180) may
not use the diplomatic pouch.
b. A U.S. citizen living abroad who is not assigned to
post for a tour of duty, is not an eligible family member, does not possess an
official or diplomatic passport, or is not on temporary duty status, must not
use the diplomatic pouch, except:
(1) MED may send dietary supplements to post for U.S.
citizens incarcerated abroad (see 7 FAM 445.4);
and
(2) Post may ship the personal effects of a deceased
U.S. citizen to the next of kin where the effects are under the bulk shipment
limitation. For more than 6 cubic feet of personal effects, a freight
forwarding company must be used (see 7 FAM 297.3).
c. U.S. citizen employees hired locally (as described
in 6
FAH-5 H-352.3-2) may not use the diplomatic pouch for personal mail unless
that employee is an eligible family member of an authorized pouch user.
d. All of the categories of persons in this section, if
U.S. citizens, may use the pouch for balloting materials (see 14 FAM 724.3).
14 FAM 725 transportation of Diplomatic
Pouches
14 FAM 725.1 Conveyance of
Diplomatic Pouches
(CT:LOG-271; 06-12-2019)
a. Diplomatic pouches are most often transported by
commercial airlines including regularly scheduled passenger flights, chartered
flights, U.S. Government aircraft, and special support flights.
b. Diplomatic pouches may also be transported by truck,
car, ferry, train, or any other means of conveyance.
c. Unclassified diplomatic pouches are transported as
unaccompanied cargo. Classified diplomatic pouches are transported as
accompanied cargo, escorted by Top Secret-cleared U.S. citizen employees, most
often members of the Diplomatic Courier Service (DS/C/DC) of the Bureau of
Diplomatic Security.
14 FAM 725.2 Defense Courier
Service (DCS)
(CT:LOG-59; 05-06-2009)
For procedures on using the Defense Courier Service to
transport classified material for the Department, see 14 FAH-4 H-260.
14 FAM 725.3 Post Restrictions
(CT:LOG-271; 06-12-2019)
a. In certain circumstances, there can be restrictions
on the size, weight, number, or physical characteristics of the diplomatic
pouch. At times, these restrictions are set by the host country; for example,
where a country does not recognize a crate as a diplomatic pouch. Moreover,
these restrictions are set by the airline servicing the post; for example,
where post is serviced by small size aircraft.
b. A complete and current list of post restrictions is
listed on the A/LM/PMP/DPM website under the Unclassified Pouch and Classified
Pouch tabs.
c. Posts pouch control officer (PCO) must notify DPM
through email to the DPM-Answerperson@state.gov if new restrictions are imposed
or current restrictions are changed or lifted.
14 FAM 726 ABUSE OF DIPLOMATIC POUCH
14 FAM 726.1 Consequences for Abuse
of Pouch Privileges
(CT:LOG-271; 06-12-2019)
a. Abuse of the diplomatic pouch is generally one of
three kinds:
(1) An authorized sender has sent a prohibited item;
(2) An item has been sent by an unauthorized user; or
(3) An authorized user has sent an item through an
improper channel.
b. Suspected abuse of the diplomatic pouch must be
reported to the PCO. When abuse does occur, the PCO must take immediate action
to correct the problem. Examples of corrective action are listed below; post
management must develop, implement, and publish post-specific remedies for
pouch abuse:
(1) For a first offense: The
PCO must provide the offender with a verbal warning, reminding them of
diplomatic pouch policies and restrictions, and may result in possible
reimbursement of Secondary Destination Transportation (SDT) costs after
consulting with, A/LM/PMP/DPM. The PCO must document all circumstances
surrounding the incident, and submit a Postal Offense Report via ILMS-DPM;
(2) For a second offense: The
PCO must collaborate with the post's management officer (or equivalent) and
issue a written notification including a reminder of DPM policies and
restrictions, and may result in possible reimbursement of SDT costs after
consulting with, A/LM/PMP/DPM. The PCO must submit a Postal Offense Report via
ILMS-DPM and attach a copy of the written notification;
(3) For a third offense: The
PCO must collaborate with post's management officer (or equivalent) and issue a
written notification of a suspension and restriction of DPM privileges for a
limited amount of time (determined by post management), and may result in
possible reimbursement of SDT costs after consulting with A/LM/PMP/DPM. The
PCO must document all circumstances surrounding the suspension, submit a Postal
Offense Report via ILMS-DPM, and attach a copy of the supporting documents; and
(4) For a fourth offense: The
Director of Diplomatic Pouch and Mail will issue an official written
notification to the repeat offender (and copy posts management officer) of
permanent suspension of diplomatic pouch privileges and seek reimbursement of
SDT costs for all aforementioned offenses. The PCO must document all
circumstances surrounding the suspension, and submit a Postal Offense Report
via ILMS-DPM and attach a copy of all supporting documents.
NOTE: During suspension and/or
removal of pouch privileges, all pouch mail received addressed to the offender
will be endorsed Returned to Sender, Not Authorized DPM Privileges by the DPM
mailroom staff.
NOTE: The above consequences
are not to the exclusion of any counseling, admonishment, formal disciplinary
actions, or other employment actions that may result from a failure to comply
with the policies as stated in 14 FAM 700, including any abuse of the
diplomatic pouch or violation of post-specific criteria for pouch abuse. All
cases of diplomatic pouch abuse are referred to A/LM/PMP/DPM in accordance with
the procedures outlined above and may be submitted for review for disciplinary
action to the Office of Employee Relations (HR/ER).
c. PCO's must advise the Director of A/LM/PMP/DPM by email to DPM-Answerperson@state.gov of pouch violations when they occur. Include
the name of the individual, organization, parent organization in Washington,
DC, registry numbers, classification, and a detailed description of the
item(s).
d. The Director of A/LM/PMP/DPM will assist post management in interpreting
rules and regulations and making decisions if requested to do so. Abuse or
misuse of the diplomatic pouch may be investigated further by appropriate law
enforcement officials depending on the seriousness of the incident.
e. DPM encourages employees and authorized users to
report suspected or known abuse of diplomatic pouch or mail services to the
Office of Inspector General (see 1 FAM 053.2 for reporting instructions and provisions for
confidentiality when reporting).
14 FAM 726.2 Disciplinary Actions
for the Mailing of Dangerous Goods
(CT:LOG-271; 06-12-2019)
a. The mailing of dangerous goods via the diplomatic
pouch may present serious dangers to aircraft, passengers, and/or cause serious
diplomatic concerns with host nations. The actions herein must be taken by
post upon notification by DPM of serious infractions to the International Air
Transport Association (IATA) Dangerous Goods Regulations (DGR):
(1) First infraction: Post
provides a letter of notification to the employee, requiring a signed reply
acknowledging that the employee understands the policies and that this and/or
any future violations of pouch policy may be referred to HR/ER for review for
possible discipline. Refer the employee to 14 FAM Exhibit
723.2; and
(2) Second Infraction: Post
refers the matter to A/LM/PMP/DPM, which will then submit a request for
disciplinary action to HR/ER.
b. IATA Dangerous Goods Regulations, Section 9,
requires DPM to report to the appropriate authorities of the State when
undeclared or misdeclared dangerous goods are discovered in cargo or mail. Incidents
discovered at SA-32 must be reported via a Postal Offense Report in ILMS-DPM. The
PCO must report incidents to the Director of A/LM/PMP/DPM, DoD-Federal Aviation
Administration (FAA), the Bureau of Diplomatic Security (DS), and will provide
a letter of notification to the customer.
14 FAM 727 FUNDING FOR DIPLOMATIC
POUCHES
(CT:LOG-271; 06-12-2019)
a. Other agencies must reimburse the Department either
through direct billing or through the ICASS agreement for the cost of
processing and/or transporting their material.
b. Washington, D.C. origin
unclassified:
(1) Diplomatic Pouch and Mail (A/LM/PMP/DPM) receives
ICASS funding for processing and transportation of unclassified diplomatic
pouches from the Department to posts abroad, which includes all materials and
manpower for pouching and un-pouching. Bulk shipments are not funded through
A/LM/PMP/DPMs ICASS budget; and
(2) The receiving post pays for all local delivery
charges and any other local fees for pouches arriving at post.
c. Washington, D.C. origin classified:
(1) A/LM/PMP/DPM receives ICASS funding for the cost
of processing classified diplomatic pouches from the Department and other
agencies to posts abroad, which includes all materials and manpower for
pouching and unpouching;
(2) The Diplomatic Courier Service (DS/C/DC) receives
program funds for courier services and transportation of routine Department
classified diplomatic pouches measuring 29" x 29" x 29" or 14
cubic feet or smaller. DS/C/DC charges Department customers for the
transportation of non-routine shipments to include deadline delivery date (DDD)
material. Department programs and projects that have ongoing classified
shipping requirements are also charged for shipping material via classified
pouch. Department programs for reimbursement purposes include, but are not
limited to, programs whose mission is to replace and/or upgrade post.
Department projects for reimbursement purposes are generally temporary and
include but are not limited to capital improvements, i.e., Overseas Building
Operations (OBO). DS/C/DC charges other agencies for the transportation of all
classified items/pouches; and
(3) The receiving post pays for all local delivery
charges and any other local fees for pouches arriving at post, to include
travel between the mission and the airport.
d. Post origin unclassified:
Originating posts fund personnel and pouch transportation costs through post
funds (either through ICASS or a direct charge to the agency sending the
pouch). The post also pays extraneous charges (e.g., surcharges, fees,
handling charges) for dispatching all outgoing unaccompanied pouches.
e. Post origin classified: The
costs associated with moving material to/from the airport are covered by the
originating post, to include locally employed staff and extraneous charges
(e.g., surcharges, fees, handling charges, overtime charges). Transportation
charges on airway bills of post origin routine classified pouches are paid by
DS/C/DC using the 4-part Form DS-452, Official Courier Accompanied Pouch
Charges, that has the Diplomatic Courier Service fiscal strip listed on it.
f. Bulk shipment: A bulk
shipment is defined as a shipment that exceeds 6 cubic feet in volume, and is
destined to one addressee/household. A single item or crate shipment of 150
pounds or more may require additional coordination and transportation fees
depending on the destination. For questions, contact DPM-Answerperson@state.gov.
The post, office, agency, or individual sending an unclassified bulk shipment
from Washington, DC to post must provide funding details for pouch
transportation costs in advance of shipment by contacting DPM-Answerperson@state.gov
(see 14 FAM
723.3).
g. A/LM/PMP/DPM has authority from 31 U.S.C. 9701,
Fees and Charges for Government Services and Things of Value, to obtain
reimbursement for the transportation costs of unauthorized shipments of
material via diplomatic pouch, including unauthorized personal shipments. PCOs
must document each incident, describing circumstances and providing weights to
determine the transportation costs between point of origin and destination.
14 FAM 728 RESPONSIBILITY FOR
DIPLOMATIC POUCHES
14 FAM 728.1 Pouch Control Officer
(PCO)
(CT:LOG-271; 06-12-2019)
a. The Director of Diplomatic Pouch and Mail
(A/LM/PMP/DPM) is the appointed pouch control officer (PCO) for the Department
of State. Each post or domestic facility that processes diplomatic pouches
must appoint a U.S. direct-hire employee, Top Secret-cleared personnel, officially
designated in writing, as a local PCO (see 14 FAM-720 Exhibit 723.4, PCO
Template). At post, this is typically the information program officer (IPO),
information management officer (IMO), or the general services officer (GSO) in
the absence of the IMO or IPO. The PCO is the key to a well-managed diplomatic
pouch program. To ensure effective oversight, the PCO and alternate must be
fully trained in pouch operations. To perform the duties inherent in this
position, the PCO and the alternate must be authorized by the host government
to sign import/export diplomatic pouch documentation on behalf of the mission.
Post's management officer (MO) (or equivalent) must ensure that PCO
responsibilities are specifically defined in work requirements statements.
b. The PCO is responsible for:
(1) Implementing pouch policies and procedures at
facilities where diplomatic pouches are processed;
(2) Enforcing the regulations set forth in this chapter
and implementing the procedures set forth in 14 FAH-4 relating to the
diplomatic pouch;
(3) Informing all users of the diplomatic pouch
policies in this chapter and the procedures in 14 FAH-4 to ensure that pouch
abuse does not occur; and
(4) Monitoring the use of the diplomatic pouch for
suspected pouch abuse, and receiving and reporting of suspected pouch abuse
from others (see 14
FAM 726 for policy and procedures on reporting pouch abuse).
c. If the PCO suspects that any material may not
qualify for diplomatic pouch service, the PCO is authorized to open and
inspect, in the presence of one witness, any item submitted for pouch
dispatch. This inspection specifically includes compliance with the IATA
Dangerous Goods Regulations. Originators who refuse to allow inspection may
not dispatch the item in question by either classified or unclassified
diplomatic pouch. Actions to be taken on prohibited items are delineated in 14 FAH-4
H-228.2.
d. Classified pouches must be opened, closed, or
inspected only in the classified pouch facility, and only by Top Secret-cleared
U.S. employees. The PCO must appoint the Top Secret-cleared U.S. citizens in
writing by name. Additionally, the PCO must visibly display the authorization
list in the classified pouch facility.
e. Unclassified pouches must be opened, closed, or
inspected in the unclassified mail facility, only by authorized employees
assigned to the mail facility. The PCO must designate the personnel in writing
by name, and visibly display the authorization list in the mail facility. A
cleared U.S. citizen does not need to be present during the opening of
unclassified pouches that do not require special handling but must be present
during the opening of Unclassified Controlled Air Pouch (UCAP) pouches (see 14 FAH-4
H-252.1). UCAP pouches must be delivered directly to the classified pouch
room upon arrival (see 14 FAH-4
H-212.1-5, paragraph b).
14 FAM 728.2 Department Managers
(CT:LOG-271; 06-12-2019)
a. Department managers, supervisors, and employees are
responsible for ensuring efficient use of the diplomatic pouch based on the
policies set forth in this subchapter.
b. Department managers must ensure that all pouch users
are aware of the policies in this chapter and procedures in 14 FAH-4 governing
the use of the diplomatic pouch by authorized employees and U.S. Government agencies
to ensure that pouch abuse does not occur. When abuse does occur, Department
managers must take immediate action to correct the problem.
c. The Director of A/LM/PMP/DPM will interpret rules
and regulations and make decisions if requested to do so.
14 FAM 728.3 Post Management
(CT:LOG-271; 06-12-2019)
a. Post management must develop, implement, and publish
post-specific procedures based on 14 FAM 700 and 14 FAH-4 H-210
to control employee use of the pouch to send and receive personal mail. The Director
of A/LM/PMP/DPM will interpret rules and regulations and make decisions if
requested to do so.
b. Post management must develop, implement, and publish
post-specific policies based on 14 FAM 700 and 14 FAH-4 H-210
to ensure all authorized pouch users understand pouch limitations and the
consequences of abusing pouch privileges.
c. Post management must develop, implement, and
publish post-specific criteria based on 14 FAM 700 and 14 FAH-4 H-210
for what constitutes pouch abuse at post, including and over and above the
prohibitions listed in 14 FAM 723.2.
The management notice setting forth the criteria must also list post-specific
consequences for pouch abuse. The Director of A/LM/PMP/DPM will interpret
rules and regulations and make decisions upon request.
14 FAM 728.4 Other Agencies
(CT:LOG-271; 06-12-2019)
Other U.S. Government agencies are responsible for items
shipped via the pouch for or by their personnel.
14 FAM 728.5 Diplomatic Couriers
and Courier Escorts
(CT:LOG-271; 06-12-2019)
a. Diplomatic couriers are Foreign Service specialists
who are responsible for transporting classified diplomatic pouches between
Washington, DC and posts abroad.
b. Classified pouch assistants are local-hire, Top
Secret-cleared American citizen employees who are responsible for the
following:
(1) Processing and preparing classified pouches for
dispatch;
(2) Receiving classified pouches and delivering
classified pouches to diplomatic couriers;
(3) Opening and processing classified pouches; and
(4) Making further arrangements for pick up or
delivery of classified contents to an addressees designated cleared American
citizen employee.
c. Diplomatic courier escorts are Top Secret-cleared
American citizen employees dispatched to assist diplomatic couriers with providing
security, or transferring custody of classified diplomatic pouches. All
agencies at post that use the classified pouch share responsibility for
providing diplomatic courier escorts. See 12 FAM 151.1,
paragraph a. For posts that have a classified pouch assistant, courier escort
duty is shared among agencies at post that use the classified pouch during the
absence of the classified pouch assistant.
d. See 12 FAM 120 for
diplomatic courier duties.
14 FAM 729 General PROCEDURES FOR
preparing DIPLOMATIC POUCHES
(CT:LOG-271; 06-12-2019)
a. Detailed procedures for processing classified and
unclassified diplomatic pouches for dispatch are described in 14 FAH-4 H-200. In
general, the DPM mailroom personnel must:
(1) Ensure all individual items show a complete return
address. Items without a valid return address must not be accepted;
(2) Verify all containers used as diplomatic pouches
display the Department, post abroad, or the U.S. Department of State as the
addressor and as the addressee on the pouch tag even if the entire contents are
for another agency; and
(3) Double check that every diplomatic pouch
dispatched, regardless of content, contain a Form DS-3082, Pouch Invoice
listing the registered items in the pouch. Place a copy of the pouch invoice on
top of the items inside the pouch bag, or insert the invoice in the pocket
inside the pouch, or place it in an envelope and attach it to the container.
b. Domestic and overseas facilities are required to use
the Integrated Logistics Management System (ILMS-DPM) module to operate
Diplomatic Pouch & Mail around the world. DPM mailroom personnel must use
ILMS-DPM to process incoming and outgoing diplomatic pouches. For additional
instructions on how to process incoming and outgoing pouches and mail, see the
ILMS Training Tutorials. For further guidance, please contact DPM-Answerperson@state.gov.
14 FAM Exhibit 723.2
Items Prohibited for Pouch Dispatch
(CT:LOG-271; 06-12-2019)
Diplomatic pouches in both the unclassified and classified
channels must not contain items that are classified as dangerous goods or
require any outside container marking or labeling as required in the
International Air Transport Association (IATA) Dangerous Goods Regulations. At
the time of ordering, customers are encouraged to ask the vendor if a hazard
label is required on the outside of the package for international air
shipments. If a hazard label is required, the parcel cannot go in the
diplomatic pouch as it is considered a dangerous good as defined by IATA.
Additionally, pouches may not contain items that are illegal to import into the
receiving country or export from the sending country.
Questions regarding potentially prohibited items should be
sent to DPM-Answerperson@state.gov for final decision. Items known as
prohibited for dispatch by diplomatic pouch either from the United States to
overseas, or from overseas to the United States, or from post to post, include,
but are not limited to:
(1) Agriculture products (e.g.,
plants, seeds, bulbs, soil, fertilizer, plant food, wood chips, fruits, etc.);
(2) Alcoholic beverages (e.g.,
beer, wine, liquor, any liquid containing alcohol);
(3) Ammunition (e.g., blanks,
caps, shells, simulated ammo);
(4) Animals, endangered species
products (e.g., lab samples, insects, etc.);
(5) Batteries:
(a) Sealed and unsealed lead acid;
(b) Uninterruptible power supply (UPS) wet cell
batteries (car batteries with electrolytes);
(c) Lithium batteries that are:
i. Shipped alone; or
ii. Not installed in a device; or
iii. Determined by manufacturer/vendor that a Lithium
Battery Handling Label or a Class 9 Dangerous Goods Label is required, or;
iv. Not packaged in accordance with provisions listed
on the A/LM/PMP/DPM website (see 14 FAM Exhibit
723.3 for exceptions to this policy),
(d) Battery-powered portable electronic smoking devices
(e.g., e-cigarettes, e-cigs, e-cigars, e-pipes, personal vaporizers, electronic
nicotine delivery systems), and
(e) Hover boards are prohibited in all personal-property
shipments moved by air, e.g. unaccompanied air baggage and household effects
shipments shipped by air. The shipment of battery-powered hover-boards are
also prohibited in all other personal-property shipments and storage lots
unless the item is marked with an Underwriters Laboratories (UL) certification
(see 14 FAM
611.6, paragraph e);
(6) Bulk shipments: The
diplomatic pouch should not be used for official unclassified supplies or
equipment from a vendor except in very limited circumstances (see 14 FAM 723.1,
paragraph b). See 14 FAM Exhibit
723.3 for exceptions to this policy;
(7) Charitable donations of goods;
(8) Compressed gases and aerosols
(e.g., hairspray, cylinders containing residual pressure, inhalers for asthma
(consult the Office of Medical Services (MED));
(9) Corrosives (e.g., car
batteries with electrolytes);
(10) Currency (cash);
(11) DEA Schedule 1 controlled
substances and drugs;
(12) DEA Schedule 2, 3, and 4
controlled substances to be used without a prescription (e.g. OxyContin,
Percocet or Valium, which are brand names for certain generic controlled
substances). See 14 FAM Exhibit
723.3 for exceptions to this policy;
(13) Dry ice;
(14) Explosives or inert training
devices resembling explosives;
(15) Firearms and objects resembling
weapons or dangerous objects (e.g., air rifles, paintball guns, training
weapons, weapons and/or gun parts made/fashioned by three-dimensional (3D)
printers, etc.);
(16) Flammable liquids (e.g.,
nail polish and remover, hand sanitizer, lens wipes, medication containing
alcohol, perfume, or cologne);
(17) Flammable solids (e.g.,
fire tablets, safety matches, sterno gel);
(18) Fragile items that are
broken and/or improperly packaged so as to have the potential to cause personal
injury or damage to pouch contents (see 14 FAM 723.2,
paragraph c, for packaging standards);
(19) Gel packs and instant ice packs;
(20) Household Effects (HHE) or
Unaccompanied Baggage (UAB) per 14 FAM 742.4-1;
(21) Human remains (e.g.,
cremains, organs);
(22) Incendiary materials such
as road flares, cigarette lighters, self-starting charcoal, magnesium bars, MRE
meals with heaters, etc.;
(23) Infectious substances
(IATA Category A and B), toxins, contaminated medical equipment, and medical
specimens requiring outside markings under IATA regulations;
(24) Items for resale (e.g., Girl
Scout cookies, magazines, etc.);
(25) Light bulbs containing hazardous
material, such as compact fluorescent lamps (CFLs);
(26) Liquids in excess of 16
oz. in a single parcel in any type of container defined as anything that flows
like any viscous substance and can ruin the contents of a pouch (includes
lotions, peanut butter, or anything that can liquefy);
(27) Magnetic materials that
can damage computer software and other electrical equipment (e.g., speakers);
(28) Noise emitting devices:
Any device that cannot be completely disabled from emitting any noise, signal,
or vibration while in transit. Batteries must be removed or the item must be
completely unwound and locked in this position (such as clocks, watches,
timers, alarms, radios, toys, etc.);
(29) Oxidizers: All oxidizing
substances and organic peroxides are prohibited;
(30) Perishable goods items
liable to perish, decay or spoil rapidly, such as fresh meat, seafood, fruits,
and certain temperature-sensitive medical products (i.e., blood diagnostics,
etc.). In general, items that cannot withstand large temperature changes;
(31) Pressurized containers
(e.g., contents under pressure);
(32) Private business books, goods,
and materials;
(33) Poisons or toxic and
infectious substances;
(34) Radioactive substances;
(35) Tires: Mounted to rims
with compressed air. See 14 FAM Exhibit
723.3 for exceptions to this policy;
and
(36) Weapons or items that resemble
weapons (e.g., any spring-loaded knife (switchblade), tactical knives,
fixed-bladed fighting/hunting knives, firearms or components thereof, sling
shots, bows, arrows, BB guns and pellet guns, firearms, throwing stars/spikes,
ceremonial swords, plaques with weapons mounted, toys closely resembling
weapons, etc.). NOTE: Kitchen knives are permitted.
14 FAM Exhibit 723.3
Items Permitted for Pouch Dispatch
(CT:LOG-271; 06-12-2019)
(1) Batteries: Alkaline,
NiCad, NiMH, and the small flat coin button watch-type batteries. A desktop
computer with a motherboard containing a button battery is permitted; lithium
ion, lithium polymer or lithium metal batteries tested, installed, and properly
packaged by the manufacturer, and determined to not require a Lithium Battery handling
label or a Class 9 Dangerous Goods label, will be accepted for transport via
the unclassified pouch. NOTE: Lithium batteries may
not exceed size, power and/or quantity thresholds listed on the A/LM/PMP/DPM
website.
(2) Bulk shipments: Bulk
shipments are permitted in the pouch when transportation is funded by the
customer (personal or official). Funding details for official shipments must
be provided to DPM-Answerperson@state.gov in advance to pay pouch
transportation costs or for personal shipments, credit card information must be
provided to the freight forwarder prior to shipment. See 14 FAM 723.3.
(3) DEA Schedule 2, 3, and 4
controlled substances: Schedule 2, 3 and 4
controlled substances can be shipped but must be in their original, labeled
bottle indicating the name of the patient and the prescribers name and contact
information.
(4) Tires: All automotive
tires (single or multiple) are considered bulk shipments and require funding to
ship via unclassified pouch:
(a) Official: Tires can be
shipped directly from vendor to appropriate U.S. Despatch Agency. Official
shipments cannot be shipped via the DPO, and
(b) Personal: Tires should be
shipped in household effects (HHE) if possible. Tires can be shipped via DPO
depending on size and location restrictions. Questions may be directed to
DPO-Answerperson_MB@state.gov.
14 FAM Exhibit 728.1
Pouch Control Officer Template
(CT:LOG-271; 06-12-2019)
DATE: Month XX, 20XX
TO: The Record
FROM: MGT Full Legal Name
SUBJECT: Pouch Control Officer
The following individual is appointed as the Pouch Control
Officer (PCO) for U.S. Embassy/Consulate __________ as outlined in 14 FAM 728.
Full Legal Name, Official Title
The Pouch Control Officer is responsible for:
(1) Enforcing the regulations set forth in this
chapter and implementing the procedures set forth in 14 FAH-4 relating to the
diplomatic pouch;
(2) Informing all diplomatic pouch users of the
policies in this chapter and the procedures in 14 FAH-4 to ensure that pouch
abuse does not occur;
(3) Monitoring use of the diplomatic pouch for
suspected pouch abuse, and receiving and acting on reports of suspected pouch
abuse from others (see 14 FAM 726 for
policy and procedures on reporting pouch abuse);
(4) If the PCO suspects that any material may not
qualify for diplomatic pouch service, the PCO is authorized to open and
inspect, in the presence of one witness, any item submitted for pouch dispatch.
This inspection specifically includes compliance with the IATA Dangerous Goods
Regulations. Originators who refuse to allow inspection may not dispatch the
item in question by either classified or unclassified diplomatic pouch. Actions
to be taken on prohibited items are delineated in 14 FAH-4
H-228.2;
(5) Classified pouches must be opened, closed, or
inspected only in the classified pouch facility and only by Top Secret-cleared
U.S. citizens. The PCO or appropriate authority must appoint the Top
Secret-cleared U.S. citizens in writing by name; the authorization list must be
visibly posted in the classified pouch facility;
(6) Unclassified Controlled Air Pouch (UCAP) pouches
must be delivered to the classified pouch room upon arrival and opened by Top
Secret-cleared U.S. citizen employees (see 14 FAH-4
H-212.1-5, paragraph b);
(7) Unclassified pouches must be opened, closed, or
inspected in the unclassified mail facility only by authorized personnel
assigned to the mail facility. The PCO must designate the personnel in writing
by name; the authorization list must be visibly posted in the mail facility. A
cleared U.S. citizen does not need to be present during the opening/closing of
unclassified pouches that do not require special handling;
(8) Enforcing the policies set forth in this
subchapter and in 14
FAM 740 and implementing the procedures set forth in 14 FAH-4 relating to
the processing of official mail, internal correspondence, personal mail and
commercial courier deliveries;
(9) Ensuring that personal mail for departing
employees is forwarded according to guidelines listed in 14 FAH-4
H-255.4;
(10) Informing all users of the mail room of the
policies in this subchapter and in 14 FAM 740 and
the procedures in 14 FAH-4 Pouch and Mail Handbook to ensure that abuse of the
Departments mail and messenger services does not occur;
(11) Monitoring the use of mail and messenger
facilities for suspected abuse, and receiving and acting on reports of
suspected abuse from others (see 14 FAM 734 for
policy and procedures on reporting abuse);
(12) Ensuring compliance with GSAs Mail Center
Security Guide and the Departments safety regulations promulgated by OBO/OPS/SHEM;
(13) Monitoring the use of official postage meters and
franking machines for local official mailings, financed from official funds;
(14) Conducting quarterly unannounced audits of mail
room local postage and local mail meter accounts; and
(15) Ensuring that all ILMS records for DPM and MMS, to
include the Customer Directory, are up to date and accurate.
COMPLETED BY IMO FOR POUCH CONTROL OFFICER DESIGNATION
I (Full Legal Name) certify that the nominated pouch control
officer meets all requirements listed in references 14 FAM 728 and
there are no existing circumstances that prevent this nominee from being
appointed. If after the above individual is designated as the pouch control
officer any event occurs to which this individual no longer meets the requirements
listed above I will promptly notify the Management Officer to recommend
termination of the individual's designation and nominate additional personnel
to the duties.
______________________________
IMO Signature/Date