14 FAH-5 H-400
processing dpo MAIL
14 FAH-5 H-410
INCOMING MAIL
(CT:DPO-21; 05-15-2018)
(Office of Origin: A/LM)
14 FAH-5 H-411 responsibility for
incoming mail
(CT:DPO-19; 11-06-2017)
Diplomatic Post Office (DPO) personnel (postal officer,
DPO sSupervisors, and DPO clerks), acting as United States Postal Service
(USPS) agents, are bound by the U.S. Code, and must follow the USPS policy,
regulations, and guidance when engaged in mail processing and/or delivery.
Such procedures and regulations cannot be waived or mitigated by the
Department.
14 FAH-5 H-412 Processing Incoming Mail
(CT:DPO-21; 05-15-2018)
This subchapters objective is to describe how to process
incoming mail through the Departments Diplomatic Post Office (DPO). DPO
mailroom personnel must use the DPO module in the Integrated Logistics
Management System (ILMS DPO) to process all incoming mail. When processing
incoming mail, DPO clerks must:
(1) Review the "Incoming Mail" report in
ILMS DPO to verify incoming consignments dispatched to post prior to collecting
incoming mail at the airport. This report can be generated via the ILMS DPO
Home Page under "Managerial Reporting";
(2) Ensure that all mail is destined for the
respective DPO by checking the Universal Postal Union (UPU) barcode label. If
misrouted mail arrives at the airport intended for other destinations, do not
accept the mail; instead, leave that mail with the air carrier for re-routing
to the correct destination;
(3) Screen all inbound mail before it enters the DPO
mailroom. During this screening process, DPO mailroom personnel must maintain
the integrity of the UPU barcode and the Product Tracking and Reporting (PTR)
barcode association by opening and processing one sack at a time, and then
placing the mail back into the sack. After screening the mail contained in
each sack, place the cleared mail back into the sack, and record any
discrepancies on a separate log. All mail that is not cleared during the
screening process must be reported to the postal officer (PO) and the regional security
officer (RSO) for further instruction. Best business practice dictates
installing a computer workstation with ILMS access at the mail-screening site.
This improves efficiency and effectiveness for the processing of incoming mail;
(4) Process all UPU barcode labels and PTR barcodes in
ILMS DPO. When processing PTR barcodes, enter the customer's name using the
customer directory in ILMS DPO to verify that the addressee is an authorized
user (see 14
FAH-5 H-211.2); and
(5) For additional instructions on how to process
incoming mail, see ILMS Training Tutorials. For further guidance, please
contact DPO-Answerperson_MB@state.gov.
14 FAH-5 H-413 DPO Mail Delivery
(CT:DPO-21; 05-15-2018)
When delivering mail, DPO clerks must:
(1) Verify with posts human resources office (HR)
that the addressee is an authorized user if they are not listed in the ILMS
Customer Directory;
(2) Verify that the name on the mail and the name on
the receptacle match before placing the mail in the receptacle. If names do
not match, check the customer directory in ILMS. If the addressee has departed
post, the DPO clerk must forward the mail in accordance with USPS regulations (see
14 FAH-5
H-432.2 for procedures). Check with posts HR to see if the person is
inbound/newly assigned;
(3) Only place mail items bearing postage, or other
items authorized by USPS or DPM, in mail receptacles. Process and deliver mail
(by class) in the following order: Priority Mail Express, First-Class and
Priority Mail, Periodicals (magazines and newspapers), and Standard Mail; and
(4) See 14 FAH-5 H-420
for procedures for handling accountable mail.
14 FAH-5 H-414 holding dpo Mail for
pERSONNEL due to arrive at post
(CT:DPO-19; 11-06-2017)
a. Mail will be held for personnel due to arrive at
post based on the guidelines listed herein:
(1) The office sponsor or HR must notify the DPO
supervisor of a person scheduled to arrive and provide the estimated time of
arrival (ETA), full name of authorized customer(s), contact email, telephone
number, and names of all eligible family members on travel orders who will
accompany them; and
(2) DPO clerks will assign the incoming personnel a
receptacle and inform the sponsor of the mailing address.
b. For incoming personnel who have not arrived by the
ETA provided by the sponsor or HR, the DPO clerk must take the following
actions:
(1) Contact the office sponsor or HR via email 15 days
after the ETA and request a status update:
(a) If a new date is provided, continue to hold mail
based on the new date; or
(b) If a new date is not provided, mail may be held for
an additional 30 days;
(2) Contact the office sponsor or HR by email on day
30 and request a status update of the customer:
(a) If the sponsor provides a new ETA, continue to hold
mail based on the date provided; or
(b) If the sponsor is unable to provide a new ETA, the
mail must be returned to sender and endorsed "Attempted not known";
and
(c) Close the assigned receptacle and inactivate the
personnel record from the customer directory in ILMS DPO.
14 FAH-5 H-415 THROUGH H-419 UNASSIGNED