DoD 4525.6-M, August 15, 2002 - 1st Marine Logistics Group

1 1 DoD , August 15, 20022 FOREWORDDoD , August 15, 20023 FOREWORDTABLE OF CONTENTSPageFOREWORD2 TABLE OF CONTENTS4 REFERENCES11 DEFINITIONS14 ABBREVIATIONS AND ACRONYMS21 CHAPTER 1 - GENERAL INFORMATION25 MILITARY POST OFFICES (MPOs)25 THE POST OFFICES AT MILITARY INSTALLATIONS SERVICED BY THE USPS46 CHAPTER 2 - MILITARY postal SERVICE (MPS) PLANNING49 PURPOSE49 GENERAL49 PRINCIPLES49 MPS CONCEPT OF CONTINGENCY SUPPORT 50 CENSORSHIP51 DOMESTIC DISRUPTIONS51 PLANNING RESPONSIBILITIES52 FREE MAIL (FM)55 UNITED NATIONS (UN) OPERATIONS56 postal SUPPORT FOR COALITION FORCES57 PEACETIME DEPLOYMENT AND EXERCISE PLANNING58 COMMAND POST EXERCISE (CPX)

2 PLANNING58 TRANSPORTATION PLANNING59 MAIL DISRUPTIONS59 EVACUATION PLANNING59 EMERGENCY EVACUATION AND DESTRUCTION OF postal EFFECTS59 ACCEPTANCE, TREATMENT, AND HANDLING OF ENEMY PRISONERS OF WAR/OTHER DETAINED PERSONNEL MAIL60 DoD , August 15, 20024 TABLE OF CONTENTSCHAPTER 3 - PROCESSING, MAKEUP, AND DELIVERY OF MAIL62 COLLECTION, POSTMARKING, MAKEUP, AND DISPATCH OF MAIL62 DELIVERY OF MAIL AT MILITARY POST OFFICES, postal SERVICE CENTERS, COMMUNITY OR CONSOLIDATED MAILROOMS AND UNIT MAILROOMS 68 MAIL DELIVERY RECEPTACLES77 DIRECTORY MAIL SERVICE83 PROCESSING OF BALLOTING MATERIAL93 CHAPTER 4 - MILITARY postal SERVICE (MPS) INFORMATION SYSTEMS107 SOURCES OF INFORMATION AND INSTRUCTIONS107 MANAGEMENT INFORMATION SYSTEMS (MIS)110 CHAPTER 5 - SELECTION AND DESIGNATION OF MILITARY POST OFFICE (MPO)

3 PERSONNEL113 PURPOSE113 BACKGROUND113 QUALIFICATION, SELECTION, AND ASSIGNMENT OF postal PERSONNEL113 DESIGNATION PROCEDURES114 SPECIAL DESIGNATION OF MPO PERSONNEL IN AREAS WHERE usps OPERATES116 TERMINATING DESIGNATIONS117 CHAPTER 6 - POSTAGE STOCK125 PURPOSE125 GENERAL125 FIXED CREDITS131 FLEXIBLE CREDITS138 CARE AND PROTECTION OF STOCK AND FUNDS150 SALE OF STOCK151 DAMAGED STOCK152 CASHING postal MONEY ORDERS (MOs)153 CHAPTER 7 - postal METERS160 MILITARY POST OFFICE (MPO) POSTAGE METERS160 COMMERCIAL POSTAGE METERS165 POSTAGE VALIDATION IMPRINTERS (PVI)174 DoD , August 15, 20025 TABLE OF CONTENTSCHAPTER 8 - MONEY ORDERS182 PURPOSE182 MONEY ORDER IMPRINTERS182 REQUISITIONING MO FORMS182 VERIFICATION OF REQUISITIONS AND ISSUANCE OF MOs TO CLERKS183 CONTROL AND DISTRIBUTION OF MOs (FIXED AND FLEXIBLE CREDIT)184 PROTECTION OF BLANK MO FORMS185 ISSUANCE OF MOs186 ERRORS AND CORRECTIONS ON MOs188 CASHING MOs AND TREASURY CHECKS188 PREPARATION OF MONEY ORDER BUSINESS (MOB)

4 REPORTS189 PECULIAR OR ABNORMAL MOB SITUATIONS (FIXED CREDIT)193 COMMINGLING OF FUNDS196 LOST, DESTROYED, MUTILATED, OR VOIDED MOs197 EXAMINATION OF MO RECORDS197 CHAPTER 9 - REGISTERED MAIL PROCESSING AND TRANSPORTATION204 PURPOSE204 GENERAL204 REGISTRY SECTION206 RECEIPT OF REGISTERED MAIL211 REPORTING IRREGULARITIES IN RECEIPT OF REGISTERED MAIL213 PROCESSING INCOMING REGISTERED MAIL215 DISPATCHING REGISTERED MAIL217 TRANSPORTATION OF REGISTERED MAIL221 CHAPTER 10 - GENERAL OPERATING PROCEDURES AT MILITARY POST OFFICES (MPOs)230 PURPOSE230 STANDARD OPERATING PROCEDURES (SOP)

5 230 CUSTOMER SERVICE230 ACCEPTANCE AND TREATMENT OF MAIL233 PROTECTION OF MAIL AND postal EFFECTS240 CUSTOMS PROCEDURES AND REQUIREMENTS245 MAIL SECURITY249 REFUNDS OF POSTAGE AND RETAIL SERVICE FEES257 ACCEPTANCE OF PERSONAL CHECKS257 DoD , August 15, 20026 TABLE OF CONTENTSCHAPTER 11 - MAIL TRANSPORTATION260 MAIL MOVEMENT PRINCIPLES260 MAIL TRANSPORTATION PROCEDURES264 CARRIER IRREGULARITIES AND REPORTING PROCEDURES278 SECURITY OF MAIL279 MAIL ROUTING FOR MOBILE OR DEPLOYED UNITS282 CHAPTER 12 - AUDITS AND INSPECTIONS292 PURPOSE292 GENERAL292 AUDITS293 MPO INSPECTIONS0 PSC, CMR.

6 AND UMR INSPECTIONS301 CHAPTER 13 - MILITARY postal services FACILITY STANDARDS311 PURPOSE311 APPLICABILITY311 EXPLANATION OF TYPES OF SUPPORT311 RESPONSIBILITIES311 SPACE CRITERIA FOR MILITARY postal FACILITIES312 postal FACILITY UPGRADE AND IMPROVEMENT313 postal FACILITY STRUCTURAL CRITERIA313 CHAPTER 14 - postal OFFENSES AND LOSSES318 postal OFFENSES318 postal LOSSES323 CHAPTER 15 - ADMINISTRATIVE SUPPORT GUIDELINES FOR postal SERVICE CENTER, COMMUNITY OR CONSOLIDATED MAILROOM AND UNIT MAIL ROOM330 PURPOSE330 RESPONSIBILITIES330 QUALIFICATIONS OF MAIL CLERKS AND MAIL ORDERLIES330 DESIGNATION OF MAIL CLERKS, MAIL ORDERLIES, AND UNIT postal OFFICERS331 TRAINING REQUIREMENTS331 CONTROL AND MAINTENANCE OF DD FORMS 285 OR 2260332 RELIEF OF DESIGNATED PERSONNEL332 DoD , August 15, 20027 TABLE OF CONTENTS PSC, CMR.

7 AND UMR INSPECTIONS333 PURCHASE OF usps STAMPS AND MOs BY UNIT AND CMR MAIL CLERKS AND MAIL ORDERLIES333 SECURITY OF MAIL334 MAIL BOMBS337 COMPLAINTS AND INQUIRIES338 usps FORMS AND LABELS338 SERVICE STANDARDS339 APPENDICES AP1. USE OF THE MILITARY postal SERVICE340 AP2. MPS INSPECTION CHECKLIST349 FIGURES DD Form 227398 PS Form 380199 PS Form 3849100 DD Form 2258101 DD Form 2262102 DD Form 2263103 Rear View of Mail Receptacles104 Receptacle Storage for Easy Retrieval105 PS Form 3579106 DD Form 2257119 DD Form 285120 DD Form 2257121 PS Form 3369122 DD Form 885123 PS Form 1590124 PS Form 17154 PS Form 3295155 Sample of PS Form 1412-A: Depicting Return of Stock156 Sample of PS Form 1412-A: Depicting a PVI Sales and a Shortage157 Sample of PS Form 1412-A.

8 Depicting an Overage and Adjustment for Previous Shortage in Credit158 Sample of PS Form 8130: Vending Equipment Sales and Service Daily Activity Log159 Postage Meter Base177 Postage Meter Head178 Meter Setting Before Issue179 Meter Setting After Issue180 Sample of PS Form 3533181 DoD , August 15, 20028 TABLE OF CONTENTS DD Form 885198 PS Form 6019199 PS Form 6019, Verification Tape, MO Vouchers, and File Copy200 PS Form 6019, Consolidated MO Report and Recapitulation Tape201 PS Form 6019, Verification Tape Depicting Sales from Different Series of MOs202 usps Facsimile MO Voucher203 DD Form 2261224 PS Form 3806225 PS Form 3877226 usps Registered Jacket227 PS Form 3854228 PS Label 87229 DD Form 1384287 DD Form 1384 for Sealing Sea-Van Containers288 DMS Container Dispatch Report Message289 DMS Aircraft Carrier Mail Routing Instruction Message290 DMS Ship's Operating With CV/CVN Mail Routing Message291 Sample Audit of a postal Clerk on PS Form 3294 (Page 1 of 4)305 Sample Audit of a Completed Stock Inventory Sheet on PS Form 3294 (Page 2 of 4)

9 306 Sample Audit of a Completed Stock Inventory Sheet (Continuation) on PS Form 3294 (Page 3 of 4)307 Sample Audit of a postal Clerk Completed Stock Inventory Sheet (Summary) on PS Form 3294 (Page 4 of 4)308 Sample Audit of a COPE/Finance Supervisor Sheet on PS Form 3294 (Page 1 of 4)309 Sample of a COPE/Finance Supervisor Completed Stock Sheet (Summary) on PS Form 3294 (Page 4 of 4)310 TABLES Treatment of Undeliverable as Addressed Express Mail, First-Class Mail, Including Post Cards and Priority Mail94 Treatment of Undeliverable as Addressed Periodicals94 Treatment of Undeliverable as Addressed Standard Mail/Bulk Parcel Return Service (BPRS)95 Treatment of Undeliverable as Addressed Single-Piece Rate Standard Mail (A)95 Treatment of Undeliverable as Addressed Standard Mail (B)96 Special Mail Handling Procedures97 Addresses Used for Accountable Postmaster Procedures (Not Serviced by a PFO)

10 153 DoD , August 15, 20029 TABLE OF CONTENTS How to Audit a Fixed Credit Account302 How to Audit a Flexible Credit Account303 How to Audit a Money Order Account304 How to Audit a Postage Meter Account304 Space Criteria Based on Population316 Space Criteria Based on Number of postal Finance Clerks316 Receptacles Installed317 Types of Intrusion Alarm Devices317 Reporting postal Offenses and Losses328 Required Actions Involving postal Offenses329 DoD , August 15, 200210 TABLE OF CONTENTSREFERENCES(a) DoD Directive , "Single Service Manager for Military postal Service," May 5, 1980(b) Title 39, United States Code(c) Title 49, United States Code(d) Title 31, United States Code(e) DoD , "Information Security Program," January 1997(f) DoD , "DoD Procedures for Management of Information Requirements," June 30, 1998(g) postal Service Publication 38, "United States postal Service and Department of Defense postal Agreement," February 1980(h) DoD Directive , "DoD Data Administration," September 26, 1991(i) DoD Instruction , "Economic Analysis For Decision Making," November 7, 1995(j) postal Service Publication 247, usps Material Equipment and Supply Catalog," October 1999(k)