14 FAH-5 H-420
usps special services MAIL
(CT:DPO-28; 07-26-2021)
(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 addressee’s 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-28; 07-26-2021)
a. PTR is the U. S. Postal Service (USPS) database that stores tracking data for all barcoded packages and extra services products. USPS assigns barcodes to mail to facilitate product tracking from point of acceptance to point of delivery.
b. Diplomatic Post Office (DPO) mail clerks will scan all PTR barcoded mail in ILMS upon acceptance for final delivery to the addressee or authorized agent. See the ILMS Training Tutorials for procedures on how to process PTR data. For additional guidance, contact your regional DPO desk officer.
14 FAH-5 H-423 Processing of PTR
14 FAH-5 H-423.1 Receipt of PTR
(CT:DPO-28; 07-26-2021)
a. After the DPO mail clerk scans the PTR data into ILMS DPO, the customer's name will be associated with the PTR utilizing the ILMS customer directory. Once the PTR data is entered and saved, the customer will receive an electronic email notification that they have mail with PTR tracking numbers to pick up in the mailroom, which will also contain the PTR tracking number for each piece of mail.
b. For mail received without a USPS PTR, the customs form number will be used as the alternate tracking number.
c. The DPO mail clerk will endorse the item with the name, box number, date received, and store the item on the designated shelf located within the mailroom.
14 FAH-5 H-423.2 Delivery of Mail
(CT:DPO-28; 07-26-2021)
DPO mail clerks will:
(1) Deliver all mail (accountable and nonaccountable) only to the addressee or authorized agent (see 14 FAH-5 H-311);
(2) Require customer identification before delivering all mail. A U.S. 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-barcoded mail 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-28; 07-26-2021)
If the customer is on temporary duty assignment (TDY) from post, on leave, hospitalized, or otherwise temporarily absent from post, the DPO mail clerk will:
(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-28; 07-26-2021)
a. In accordance with the USPS Domestic Mail Manual (see DMM 507, section 1.1 Non-delivery of Mail), "Undeliverable as Addressed" (UAA) mail is defined as mail that cannot be delivered because of one of the general reasons listed below:
(1) No postage;
(2) Incomplete, illegible, or incorrect address;
(3) Addressee not at address (moved or deceased);
(4) Mail unclaimed; or
(5) Mail refused by the addressee at the time of delivery;
(6) Mail refused by the addressee after delivery when permitted; and
(7) Minimum criteria for mailability not met.
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 mailer’s endorsement. Dead mail is mail that cannot be delivered, forwarded, or returned to sender. Dead mail will be sent to the servicing USPS Mail Recovery Center for processing.
c. If mail is eligible for forwarding services, USPS will forward the mail as many times as necessary to reach the addressee. USPS forwards the following classes of mail:
(1) First-Class Mail (including Priority Mail), postcards, and postal cards;
(2) Priority Mail Express;
(3) Periodicals (Time-Value Publications);
(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