14 FAH-5 H-520
dispatching mail
(CT:DPO-16; 09-22-2017)
(Office of Origin: A/LM)
14 FAH-5 H-521 preparing RETROGRADE mail for dispatch
(CT:DPO-16; 09-22-2017)
a. This subchapter's
objective is to describe how to prepare retrograde mail through the
Departments Diplomatic Post Office (DPO).
b. DPO mailroom personnel
must use the Integrated Logistics Management System (ILMS_DPO) to process
retrograde mail. Not all mail is prepared for dispatch the same way. All mail
must be sorted by mail class.
c. When preparing
retrograde mail, DPO clerks must:
(1) Scan all USPS Product Tracking Report (PTR) barcoded mail
upon arrival into ILMS DPO;
(2). Run a Global Trade
Compliance (GTC) check in ILMS DPO for each mail class listed below.
(3). Sort retrograde mail
using the following mail classes in sequential order:
(a) For Nested Sack (7G):
Place a plastic liner into a mail sack, scan the Enhanced Distribution Label
(EDL), then insert the EDL into the label holder on the mail sack and nest
pieces;
(i) When the mail sack
is full, weigh the mail sack, attach a flight tag, and seal the sack with a
USPS anti-pilferage seal;
(ii) Enter the weight
and seal number into ILMS DPO;
(iii) Print the
Universal Postal Union (UPU) label and affix it to the flight tag on the mail
sack; and
(iv) Repeat steps: a/b/c
as needed.
(b) For Outside Parcel
(7H): Complete steps a - b above. Afterward, enter the weight, print the UPU
label and affix the flight tag on the address side of the outside parcel;
(c) For First Class
Letters (7Q): Complete steps a - c above if a letter or flat mail contains a
USPS PTR barcode. If none of the mail contains a USPS PTR barcode, weigh the
mail sack, scan the EDL, attach a flight tag, and seal the sack with a USPS
anti-pilferage seal. Next, enter the weight and seal number into ILMS DPO,
print the UPU label and affix it to the flight tag on the mail sack; and
(d) For Empty Equipment
(7T): Weigh the mail sack, scan the EDL, attach a flight tag, and seal the
sack with a USPS anti-pilferage seal. Finally, enter the weight and print the
UPU label and affix to the flight tag on mail sack.
4. For additional
information on preparing retrograde mail, see the ILMS DPO Quick Tour Booklet,
which can be found via the ILMS Knowledge Center. For further questions, please contact the DPO-Answerperson_mb@state.gov.
NOTE: Prograde mail is defined as mail originating in the
United States and destined for overseas locations. Retrograde mail is defined
as mail originating overseas and destined for the United States.
14 FAH-5 H-522 preparing Consignments (av-7's)for Retrograde mail
(CT:DPO-16; 09-22-2017)
a. The DPO clerk must
close the consignment once all retrograde mail is prepared for dispatch in ILMS
DPO.
b. To close a consignment:
(1) Navigate to the
Maintain Consignments page;
(2) Search for the
consignment; and
(3) Close it.
c. After the consignment
is closed, generate the AV-7 document, and print the AV-7 as needed.
14
FAH-5 H-523 THROUGH H-529 UNASSIGNED