14 FAH-5 H-420
usps special services MAIL
(CT:DPO-21; 05-15-2018)
(Office of Origin: A/LM)
14 FAH-5 H-421 handling of accountable
mail
(CT:DPO-15; 09-21-2017)
The term "accountable mail" as defined in this
subchapter is mail that requires the signature of the addressee or addressees
authorized agent upon receipt to provide evidence of delivery or
indemnification for loss or damage (see 14 FAH-5 H-114,
Definitions).
14 FAH-5 H-422 Product Tracking and
Reporting (PTR)
(CT:DPO-21; 05-15-2018)
a. PTR is the U. S. Postal Service (USPS) database that
stores tracking scan data for all barcode packages and extra services
products. USPS assigns barcodes to mail to allow customers product tracking
from point of acceptance to point of delivery.
b. Diplomatic Post office (DPO) clerks must scan PTR barcoded
mail in the Integrated Logistics Management System (ILMS) upon arrival and
acceptance. For procedures on processing PTR data, see ILMS Training Tutorials.
For additional guidance, please contact DPO-Answerperson_MB@state.gov.
14 FAH-5 H-423 Processing of PTR
14 FAH-5 H-423.1 Receipt of PTR
(CT:DPO-15; 09-21-2017)
a. After the DPO clerk scans the PTR data into ILMS DPO,
the customer's name will be associated with the PTR. Once the PTR data is
entered and saved, the customer will receive an electronic email notification.
b. For mail received without a USPS PTR, the customs
form number is the tracking number.
c. The DPO clerk must endorse the item with the date received
and applicable storage location and leave the mail in the storage location
within the DPO mailroom.
14 FAH-5 H-423.2 Delivery of PTR
(CT:DPO-15; 09-21-2017)
DPO clerks must:
(1) Deliver all mail (accountable and non-accountable)
only to the addressee or authorized agent (see 14 FAH-5 H-311);
(2) Require customer identification before delivering
all mail. Government employee ID or U.S. passport identifying the bearer by
photograph and signature is acceptable;
(3) Use the Electronic Signature Pad to capture
customer signatures for receipt of all DPO delivered items and for mail package
pickup; and
(4) For undeliverable or unclaimed mail see 14 FAH-5 H-424.
14 FAH-5 H-423.3 Temporary Absence from
Post
(CT:DPO-15; 09-21-2017)
If the customer is on temporary duty assignment (TDY) from
post, on leave, hospitalized, or otherwise temporarily absent from post, the
DPO clerk must:
(1) Annotate on the article, "HOLD UNTIL
(DATE)" and leave the mail in the storage location;
(2) Contact the customer's agency to determine their
status if the customer or the authorized agent has not picked up the mail
within five working days of the annotated "HOLD UNTIL (DATE)";
(3) Hold the mail no more than 45 working days, unless
otherwise directed by the agency or authorized agent. After 45 days, endorse
the mail as "Unclaimed" and return it to sender, unless the
customer's agency provides the DPO mail room with an update on the status of
the customer; and
(4) Annotate in ILMS DPO the item as "Returned to
Sender" and in the comments section enter "Unclaimed" and
dispatch along with outgoing mail.
14 FAH-5 H-424 Processing of UNDELIVERABLE
AS ADDRESSED (UAA) Mail
14 FAH-5 H-424.1 UAA Mail
(CT:DPO-15; 09-21-2017)
a. In accordance with the USPS Domestic Mail Manual (see DMM 507
mailer services), undeliverable as addressed (UAA) mail is defined as mail that
cannot be delivered because of one of the general reasons listed below:
(1) Mail without postage;
(2) Incomplete, illegible, or incorrect address;
(3) Addressee not at address (moved or deceased);
(4) Mail unclaimed;
(5) Mail refused by the addressee at the time of
delivery; or
(6) Mail refused by the addressee after delivery.
b. The DPO mail clerk will determine if UAA mail may be
forwarded, returned to the sender, or treated as dead mail, depending on the
treatment authorized for that class of mail and the mailers endorsement. Dead
mail is mail that cannot be delivered, forwarded or returned to sender. Dead
mail must be sent to the servicing USPS Mail Recovery Center for processing.
For further questions, please contact the DPO-Answerperson_mb@state.gov.
c. If mail is eligible for forwarding, USPS
re-forwards mail as many times as necessary to reach the addressee if the
address (but not the customer's name) is changed. USPS forwards the following
classes of mail:
(1) First-Class Mail (including Priority Mail),
postcards, and postal cards;
(2) Priority Mail Express;
(3) Periodicals;
(4) Standard Mail when forwarding postage is
guaranteed by sender;
(5) Package services locally or when forwarding
postage is guaranteed by sender; and
(6) Mail of foreign origin (see IMM 764).
14 FAH-5 H-425 THROUGH H-429 UNASSIGNED