14 FAH-5 H-300
dpo mail receptacle
14 FAH-5 H-310
DPO Assignment of Mail receptable
(CT:DPO-25; 07-23-2021)
(Office of Origin: A/LM)
14 FAH-5 H-311 Individual Mail receptacle
(CT:DPO-25; 07-23-2021)
a. Diplomatic Post Office (DPO) mailroom supervisors shall:
(1) Assign only one individual mail receptacle per U.S. government employee, which includes family members at post accompanying an employee under chief-of-mission authority. Customers may use the DPO only for personal mail. Customers may not use the DPO for official mail, as the Department provides diplomatic pouch service for official mail to all posts (see 14 FAM 761.4-1); and
(2) Issue receptacles to inbound personnel not more than 30 days prior to their estimated time of arrival (ETA). This practice is highly encouraged since it will allow incoming personnel to start using their new address and make necessary changes with their mailers prior to their ETA at post.
b. DPO mailroom clerks shall:
(1) Assign mail receptacles appropriately. For new customers, receptacles are assigned in ILMS that have been closed the longest;
(2) Label the rear of each assigned box to identify the primary sponsor's last name(s) (see 14 FAH-5 Exhibit H-312). If family members living with a sponsor have different last names, all last names are required to be on the label;
(3) Enter the point of contact (sponsor) telephone and email in the ILMS Customer Directory. For instructions regarding incoming personnel that have not arrived by the expected arrival date, see 14 FAH-5 H-414;
(4) Provide receptacle keys/combination only to the primary sponsor or authorized family members who have been granted access. Post may charge a fee to customers for new locks as a result of lost keys;
(5) Conduct daily mail receptacle inspections for excessive mail accumulation, old mail, or non-use. Contact the sponsor or the human resources to determine the individual's status. For additional instructions on holding mail, see 14 FAH-5 H-423.3; and
(6) Deliver personal mail only to the addressee or authorized agent using the information listed on the Form PS-3801. (See 14 FAH-5 Exhibit H-222 for sample of a completed form.)
c. Authorized agents:
(1) Customers may control the delivery of their mail by designating an authorized agent, which can be accomplished by completing a Form PS-3801. Keep authorized agents to a minimum of two individuals; and
(2) Inbound personnel may designate a U.S. Government employee, via email (Official Government Account) to act as their authorized agent. Mailroom supervisors must attach the email to Form PS-3801 and have the authorized agent endorse the form.
d. USPS requires a unique mail receptacle number for each authorized user. This standardization will allow each individual to have a unique receptacle number to comply with USPS addressing requirements, and ensure the mail room has a physical mail receptacle for each authorized user.
e. The Department adheres to USPS addressing requirements, which are vital to reducing "Undeliverable as Addressed" mail. This allows the Department to take maximum advantage of USPS automation efficiencies for mail forwarding and delivery. Additionally, this helps DPM verify that the International Cooperative Administrative Support Service (ICASS) information is up to date. The following sample formats are provided:
NAME
UNIT 9900 BOX 123
DPO AE 09701-0123
NAME
UNIT 3210 BOX 55
DPO AA 34008-0055
NAME
UNIT 9600 BOX 333
DPO AP 96209-0333
14 FAH-5 H-312 Maintenance of mail receptacle
(CT:DPO-25; 07-23-2021)
DPO mailroom clerks shall:
(1) From inside the mailroom, number the back side of the mail receptacles (see 14 FAH-5 Exhibit H-312); and
(2) Maintain a record in ILMS for "Unassigned" mail receptacles and always assign mail receptacles closed for the longest time to new customers when possible, when the auto box assignment feature is not utilized.
14 FAH-5 H-313 Keys
(CT:DPO-25; 07-23-2021)
DPO mailroom supervisors shall:
(1) Document the serial number of the key or the combination on the mail receptacle record (e.g., ILMS, spreadsheet, logbook);
(2) Change the key lock cylinder or combination before reissuing receptacles, anytime a key or combination is believed to be compromised, when a receptacle is withdrawn, or the sponsor transfers permanently;
(3) Retain an adequate supply of key lock cylinders where key-type receptacles are installed;
(4) Replace worn, lost, or broken keys. Retain at least one duplicate key for each receptacle; and
(5) Keep duplicate keys and combinations in a limited access, secured location such as a safe or bar-lock type file cabinet.
14 FAH-5 H-314 THROUGH H-319 UNASSIGNED
14 FAH-5 Exhibit H-312
View of Mail Receptacles
(CT:DPO-25; 07-23-2021)
