14 FAH-5 H-100
DIPLOMATIC POST OFFICE (DPO) GENERAL information
14 FAH-5 H-110
DPO Introduction
(CT:DPO-39; 10-31-2023)
(Office of Origin: A/LM)
14 FAH-5 H-111 DPO SCOPE AND purpose
(CT:DPO-338; 08-30-2023)
This handbook’s objective is to describe how to prepare, dispatch, and receive personal shipments and individual items through the State Department's Diplomatic Post Office (DPO). Chapters are as follows:
· General Information
· Roles and Responsibilities
· Preparing to Receive Mail
· Receiving and Processing Mail
· Outgoing Mail
· Mail Security
· Postal Offenses and Losses
· Indemnity Claims
· Postal Supplies and Equipment
· Inspections
14 FAH-5 H-112 DPO QUESTIONS AND SUGGESTIONS
(CT:DPO-338; 08-30-2023)
a. Information: The Diplomatic Pouch and Mail Division (A/LM/PMP/DPM) website provides useful information, references, updates, training materials, and contact information.
b. All questions and concerns should be directed to the DPO office via the Integrated Logistics Management System (ILM) Self Service Portal.
14 FAH-5 H-113 ILMS DPO ACCESS
(CT:DPO-338; 08-30-2023)
The Department utilizes the Integrated Logistics Management System (ILMS) DPO module to operate Diplomatic Post Offices around the world. Users are required to submit requests to access ILMS DPO through an ILMS iForm (User Access Request Form), which can be found at the ILMS Knowledge Center. The ILMS Training Guide is available on the ILMS DPO Home Page.
14 FAH-5 H-114 definitions of DPO AND U.s. Postal Service (USPS) acronyms, technical terms, and phrases
(CT:DPO-39; 10-31-2023)
Accountable mail: Mail that requires the signature of the addressee or addressee’s agent upon receipt to provide evidence of delivery or indemnification for loss or damage. Accountable mail includes Priority Mail Express Service and Special Service mail such as Certified Mail, Insured Mail, Return Receipt, and Signature Confirmation, in accordance with USPS Publication 32, (PUB 32).
APDS: All Purpose Date Stamp.
Authorized user: Those whose sponsoring agency at post subscribes to ICASS Basic Package Mail and Messenger Services for each user as permitted under 14 FAM 761.3.
AV-7: Also known as a PS Form 2942-A. The AV-7 Delivery List is utilized by USPS to manifest military and diplomatic mail on foreign air carriers.
Cancellation date stamp (Flag Stamp): A rubber stamp used for applying the postmark (origin ZIP Code and date) to mail and all absentee ballots.
Customs Declaration: Also known as a PS Form 2976 and 2976-R. These are official forms that provide itemized details of goods being imported. All mail containing merchandise requires a customs form submitted electronically.
Delivery receipt: An endorsed certification verifying customer receipt of mail.
Directory mail: Mail that is undeliverable as addressed (UAA), because of an incomplete or incorrect mailing address or the addressee is no longer at post.
Directory Service: Procedures for developing and maintaining ILMS Customer Directory files and processing UAA mail.
DMM: The USPS Domestic Mail Manual.
DPM: Refers to the Department of State's Diplomatic Pouch and Mail Division (A/LM/PMP/DPM).
DPO: A Diplomatic Post Office that operates at one of the Department’s missions abroad as an authorized extension of USPS.
Extra services: Extra services are accommodations provided for a fee in addition to basic postage (i.e., indemnity, accountability, and tracking). Not all extra services are available for all classes of mail and only certain extra services may be combined for the same mail piece.
First-Class Mail: Mailable items, including postcards, letters, flats, and small parcels weighing 13 ounces or less.
GBS: Global Business System is a USPS program used for air carrier tracking, billing, and carrier data.
GTC: Global Trade Compliance is a system of processes used by shippers to adhere to USPS global trade regulations when moving goods internationally.
ICOA: USPS internet change of address.
ILMS DPO: The DPO module in ILMS.
IMM: The USPS International Mail Manual.
Integrated Logistics Management System (ILMS): ILMS is a unified, web-based information system designed to enhance the State Department’s supply chain by improving processing in such areas as purchasing, procurement, warehousing, transportation, receiving, property management, personal effects, diplomatic pouch and mail, diplomatic post office, and tracking of goods and services domestically and overseas.
Local Last Mile: Any activity associated with the movement of mail via air or ground transportation from the destination airport to/from the DPO and from a regional DPO to downstream locations.
Mail cover: A mail cover is the process by which a nonconsensual record is made of any data appearing on the outside cover of any sealed or unsealed class of mail matter, or by which a record is made of the contents of any unsealed class of mail matter as allowed by law. See 39 CFR 233.3 for definition of mail cover.
MCA: Mail control activity is a U.S. Government facility engaged in the handling of U.S. mail at an airport mail facility.
MOA/MOU: Memorandum of Agreement/Memorandum of Understanding is a formal agreement between two or more parties. DPO utilizes MOUs/MOAs between DPM and/or post, USPS, and DoD, which indicates each party's shared services, roles and responsibilities for mail operations at post.
MPSA: The Military Postal Service Agency is the DoD postal policy agency designated as the point of contact with the USPS.
Official Mail: Official Mail consists of items that are purchased by or for official use of the Department. Official Mail is NOT authorized to or from a DPO.
Outside piece: A mail piece that is within USPS size limits for the class of mail sent but will not fit into a USPS mail bag, preventing the mailbag from being properly sealed once the item is inside (e.g., automobile tires).
Package Service: Nonpriority surface mail (i.e., bound printed matter, library mail, media mail, parcel post, parcel select, and USPS Ground Advantage).
Parcel Return Service: Is a dedicated returns service for shippers.
Periodicals: Paid publications (e.g., newspapers, journals, and magazines).
Priority Mail: Priority Mail is any mailable matter weighing no more than 70 pounds, not exceeding 108" combined length and girth, transported to and from any DPO location within 6 - 10 days.
Priority Mail Express: USPS expedited mail service. Priority Mail Express is not authorized to or from a DPO location.
PS Form 1000: Domestic Indemnity Claim. This form can only be submitted online at the USPS website.
PS Form 3801: Commonly known as a “Standing Delivery Order,” used to designate an authorized agent to pick up mail for an addressee who will be away from the office for an extended period (e.g., leave, TDY, etc.).
PTR: Product Tracking and Reporting is the USPS database that stores tracking scan data for all barcode packages and extra services products. USPS assigns barcodes to mail to allow customers to track products from point of acceptance to point of delivery.
UMC: Unit mail clerks are responsible for the collection and delivery of all personal mail for their respective units.
USPIS: United States Postal Inspection Service.
USPS: United States Postal Service.
USPS Marketing Mail: USPS Marketing Mail (formerly known as Standard Mail) consists of mailable matter that is neither mailed nor required to be mailed as First-Class Mail, nor entered as Periodicals (unless permitted or required by standard) and weighing less than 16 ounces. Includes matter formerly classified as unsolicited advertisements.
USPS Ground Advantage: Available for shippers of all sizes who want reliable domestic ground shipping to all 50 states, PO Boxes, APOs FPOs, DPOs, U.S. military bases, territories, and Freely Associated States.
14 FAH-5 H-115 THROUGH H-119 UNASSIGNED