14 FAH-5 H-520
dispatching mail
(CT:DPO-35; 08-02-2021)
(Office of Origin: A/LM)
14 FAH-5 H-521 preparing RETROGRADE mail for dispatch
(CT:DPO-35; 08-02-2021)
a. This subchapter's objective is to describe how to prepare retrograde mail through the Department’s Diplomatic Post Office (DPO).
b. DPO mailroom personnel shall use the Integrated Logistics Management System (ILMS_DPO) to process retrograde mail. Not all mail is prepared for dispatch under the same mail handling code, so mail will be prepared for dispatch by mail class.
c. When preparing retrograde mail, DPO clerks will:
(1) Scan all USPS Product Tracking Report (PTR) barcoded mail upon acceptance 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): 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 on a calibrated scale, attach a flight tag, and seal the sack with a USPS anti-pilferage seal;
(ii) Enter the weight in kilos and double check to ensure the weight on the scale matches the weight entry into ILMS DPO;
(iii) Enter the seal number into ILMS DPO;
(iv) Print the Universal Postal Union (UPU) label and affix it to the flight tag on the mail sack; and
(v) Repeat steps: a/b/c as needed;
(b) For Outside Parcel (7H): Complete step (a) 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 step (a) above if a letter or flat contains a USPS PTR barcode. If none of the mail contains a USPS PTR barcode, check the "No Nested Items" block, 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 PS Tag 179 (Green Tag), and seal the sack with a USPS anti-pilferage seal. Lastly, 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 visit the ILMS Self-Service Portal and open an ILMS Support Desk ticket to DPM for assistance. Please note that if this is your first time using the ILMS Self-Service Portal, you will be required to first create a ServiceNow account. To do so, navigate to the Self-Service Portal through ILMS (OpenNet | Go Browser). We highly recommend saving these links as bookmarks for future use. Once there, select the “DPM/DPO/MMS AnswerPerson Policy Request card located in the bottom-right corner.
NOTE: Prograde mail is defined as mail originating in the United States and destined to DPO locations. Retrograde mail is defined as mail originating from a DPO and destined for the United States.
14 FAH-5 H-522 preparing Consignments (av-7's) for Retrograde mail
(CT:DPO-35; 08-02-2021)
a. The DPO clerk will 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 or from the ILMS DPO Homepage under "Consignments that have not been closed";
(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.
NOTE: Consignments shall be closed for dispatch prior to the scheduled departure date and modifications cannot be made to a consignment seven days after the scheduled departure date.
14 FAH-5 H-523 THROUGH H-529 UNASSIGNEd