137.25 Authorizations 137.251 General a. Agencies listed in Exhibit 137.251a are authorized to use penalty mail. Agencies not listed may request authorization to use penalty mail by writing to the general manager, Official Mail and International Mail Accounting Division (for address, see Address List in Appendices). b. The college officer or other person connected with the extension department of the college and designated by the Secretary of Agriculture to use penalty mail in accordance with 137.242a(1) must obtain an authorization to deposit penalty mailings at a specific post office from the general manager, rates and classification center (see 132). c. The officer in charge of an agricultural experiment station that claims the privilege of using penalty mail must submit an application for use of penalty mail to the post office where the station is located, in accordance with 137.242a(3). The postmaster must forward the application to the general manager, rates and classification center (see 132). d. Agencies authorized to use penalty mail may use penalty postage meters, penalty permit imprints, penalty mail stamps, penalty business reply mail, penalty fourth-class reply mail, special services reply mail, and second-class mail privileges only pursuant to specific authorization under the procedures set forth in 137.273 through 137.277a. e. Agencies which desire to make nonpresorted ZIP+4 mailings using standard penalty indicia as provided in 137.263c must obtain an authorization for use of permit imprints at each post office of mailing, as described in 137.274a. f. The right of an officer to use the penalty mail privilege ceases immediately when the officer leaves office. g. Except as provided in 137.276 and 137.28, an agency must not loan or furnish penalty envelopes, cards, cartons, labels, meter stamps, or penalty mail stamps to any private person, concern, or organization or permit the use of such penalty envelopes, cards, cartons, labels, meter stamps, or penalty mail stamps for matter not relating exclusively to the business of the Government of the United States. 137.252 Agency Authorization Codes, Permit Imprint Numbers, BRM Permit Numbers, and Sampling (RPW) Numbers. Procedures on how to use the numbers in Exhibit 137.251a appear below. The list of the codes and numbers assigned to each agency is contained in Exhibit 137.251a. a. The column titled "Agency Code" lists the 3-digit code that identifies each agency of the Federal Government. Component agencies share the same 3-digit number with their parent agency. b. The column titled "Permit Imprint Number" lists the authorized penalty permit imprint numbers assigned to Government agencies. c. The column titled "BRM Permit Number" lists business reply mail (BRM) permit numbers assigned to each agency, whether or not they currently use BRM. Any agency wishing to use BRM (see 917) must use the number provided in the following chart. Agencies needing additional BRM numbers for particular units of their organizations must submit a written request to the general manager, Official and International Mail Accounting Division, U.S. Postal Service (for address, see Address List in Appendices). d. If agencies are authorized to use standard penalty indicia mail (see 137.272), a 3-digit sampling code appears in the column titled "Sampling (RPW) Number." Each agency must use its code on each piece of standard indicia mail, but may not use the code for any other purpose. e. If agencies are not eligible to use standard penalty indicia, an "M" appears in the column titled "Sampling (RPW) Number." These agencies must use penalty postage meters, penalty mail stamps, or other directly accountable method of penalty indicia. Also, they must include their penalty permit imprint number in the permit imprint indicia of each piece of their permit imprint mail (see 137.274). Agencies that need additional penalty permit imprint numbers for particular units of their organization must submit a written request to the general manager, Official and International Mail Accounting Division. f. Several agencies have elected to use commercial accounts for their mail. These agencies are not eligible to use agency codes, permit imprint numbers, government BRM numbers, sampling (RPW) numbers, penalty mail meter stamps, or penalty mail meters. Agencies mailing on a commercial basis are identified by the letters "NA" (not available) and "C" (commercial) in the detailed columns in 137.253. 137.253 Agency Cost Codes. Agencies may develop and assign an optional, 5-digit numeric cost code to each penalty mail postage meter license. The cost code is associated in the Official Mail Accounting System (OMAS) with each revenue transaction for meters installed under the license, allowing agencies to track postal expenses by cost center. A quarterly expense report is sent to each agency, summarizing expenses according to the first two digits of the cost code. If requested, the Postal Service also generates a quarterly magnetic tape for each agency containing all official mail meter transactions processed during the quarter. Agencies desiring to establish cost codes and receive the quarterly tape should write to the general manager, Official and International Mail Accounting Division, U.S. Postal Service (for address, see Address List in Appendices). Exhibit 137.251a, Agency Authorization Codes Permit Sampling Agency Imprint BRM (RPW) Agency Name Code Number Permit Number Number Permit Sampling Agency Imprint BRM (RPW) Agency Name Code Number Permit Number Number] Permit Sampling Agency Imprint BRM (RPW) Agency Name Code Number Permit Number Number ACTION001G-2112909602 Administrative Conference of the United States002G-26013922603 Administrative Office of the United States Courts009G-1812615, 12957426 Administration for Children and Families 273G-71799028M Advisory Commission on Inter-Governmental Relations003G-3416814M Advisory Committee on Federal Pay010G-14699000567 Advisory Council on Historic Preservation007G-8199001M African Development Foundation019G-27599002M Agriculture, Department of (see components) Agricultural Cooperative Service--Agriculture005G-71304391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095101 Agricultural Experiment Stations--AgricultureNANANAC Agricultural Research Service--Agriculture 005G-9504391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095101 Agricultural Workers, Commission on--GSA066G-70899003M Agricultural Stabilization & Conservation Service-- Agriculture013G-9612597M Air Force, Department of the--Defense (To be used by GPO contractors only.) 298G-825 NA C Alcohol, Drug Abuse and Mental Health Administration--PHS/HHS275G-28300945, 00946, 00947, 00948, 01007, 01187, 12626, 13669, 99078, 99088, 99094, 99097 396 Alcohol, Tobacco and Firearms Bureau--Treasury226G-8612843564 American Battle Monuments Commission006G-14916876 M American Forces Information Service--DefenseNANANAC American States--Pan American Union, Organization of--State191G-8599006M Animal & Plant Health Inspection Service--Agriculture025G-41, G-29804377, 04388102 Appalachian Regional Commission008G-9999007606 Architect of the Capitol012G-15199008370 Architectural and Transportation Barriers Compliance Board017G-15213969M Arctic Research Commission, United States164G-72199004M Army, Department of the--Defense (To be used by GPO contractors only.) 297G-850 NA C Assistant Secretary for Health, Office of--PHS/HHS 275G-28000945, 00946, 00947, 00948, 01007, 01187, 12626, 13669, 99078, 99088, 99094, 99097 396 Assistant Secretary for Administration & Management, Office of the--Labor 143G-74602520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Barry Goldwater Scholarship and Excellence in Education Foundation065G-71199010M Bicentennial of the Constitution, Commission on the 060G-26116353M Biomedical Ethics Advisory CommitteeNANANAC Blind and Other Severely Handicapped, Commission for Purchase from the024G-15399012570 Board for (see other part of title) Bonneville Power Administration--Energy110G-13501322354 Botanic Garden, United States021G-15499013371 Bureau of Consular Affairs (Passport Office--State) 189G-225, G-22612260502 Census, Bureau of the-- Commerce250G-5816081, 16734, 17162, 99108, 99109 202 Centers for Disease Control 277G-284 99110M Central Intelligence AgencyNANANAC Christopher Columbus Quincentenary Jubilee Commission028G-33199015M Civil Rights, Commission on 029G-7312907609 Civilian Health & Medical Program of the Uniformed Services (OCHAMPUS), Office of--Defense050G-14300275M Civilian Radioactive Waste Management, Office of--Energy014G-29500253, 02020, 11301,350 Coast Guard, United States--Transportation209G-15713057514 Commerce, Department of (see components) Commerce - Office of the Secretary of 263G-4699017, 99101201 Commodity Futures Trading Commission037G-5799018610 Comptroller of the Currency, Office of the--Treasury220G-873330556 Congressional Budget Office299G-7099019372 Consumer Product Safety Commission023G-7212064 M Cooperative Extension Service--Agriculture018G-26800001, 00009, 00012, 00016, 00017, 00020, 00022, 00029, 00038, 00052, 00100, 00140, 00164, 00216, 00227, 00340, 00345, 00454, 00482, 00554, 00603, 00621, 00928, 01001, 01268, 01307, 01922, 02854, 02983, 03210, 04402, 06734, 14688M Copyright Royalty Tribunal Council 036G-15999020M Court of Appeals for the Federal Circuit, United States234G-24416453430 Court of Military Appeals, United States235G-25199021M Court of International Trade, United States233G-25299022565 Customs Service, United States--Treasury216G-9712994552 Defense, Department of (see components) Defense Communications Agency--DefenseNANANAC Defense Contract Audit Agency--Defense045G-16104114M Defense - Office of the Secretary--Defense 048G-7912257M Defense Intelligence Agency--Defense046G-16212964M Defense Investigative Service--Defense053G-13112858M Defense Logistics Agency--Defense049G-5304966 M Defense Mapping Agency--Defense051G-212859M Defense Nuclear Agency--Defense047G-16399024M Defense Nuclear Facilities Safety Board202G-73799090M Depository Institutions Deregulatory Committee-- Federal Reserve System076G-12512708622 Drug Enforcement Administration--Justice136G-3399025437 Economic Advisors, Council of031G-16499026476 Economic Analysis, Bureau of--Commerce251G-5612787209 Economic Development Administration--Commerce253G-16599027M Economic Research Service--Agriculture005G-14504391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 Economics Management Staff--Agriculture005G-27704391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 Education, Department of274G-1712935395 Employment Security--Labor (Note: Includes all State Employment Security Agencies - SESAs.)144G-1212634449 Employment Standards Administration--Labor 143G-74402520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Employment & Training Administration--Labor (Washington, DC Headquarters only) 143G-75502520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Energy, Department of (if components are not listed)014G-20, G-765 thru G-770 00253, 02020, 11301, 17091, 17127, 17128, 17129, 99091, 99092 350 Engraving and Printing, Bureau of--Treasury223G-16612737559 Environmental Protection Agency062G-3511663335 Equal Employment Opportunity Commission 063G-1412857613 Executive Office of the President--Office of Administration 064G-14113335M Export Administration, Bureau of-Commerce255G-72099048M Farm Credit Administration069G-16705989614 Farmers Home Administration--Agriculture015G-26612688M Federal Aviation Administration--Transportation070G-4412438 515 Federal Bureau of Investigation--Justice131G-16812083432 Federal Communications Commission071G-11112941615 Federal Crop Insurance Corporation--Agriculture005G-11204391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 Federal Deposit Insurance Corporation 072G-3612782616 Federal Election Commission073G-3112976617 Federal Emergency Management Agency074G-11411989625 Federal Energy Regulatory Commission--Energy080G-14212683351 Federal Financial Institutions Examination Council085G-16999029571 Federal Highway Administration--Transportation206G-6612946 512 Federal Labor Relations Authority075G-13999030619 Federal Law Enforcement Training Center--Treasury034G-9399031M Federal Maritime Commission078G-172None620 Federal Mediation and Conciliation Service079G-17399033621 Federal Mine Safety & Health Review Commission083G-17499034573 Federal Prison Industries--Justice132G-17599035435 Federal Railroad Administration--Transportation211G-12814560 516 Federal Reserve System, Board of Governors of the076G-12412708622 Federal Retirement Thrift Investment Board088G-70416717M Federal Supply Service--GSA091G-17699036361 Federal Trade Commission081G-6200173, 12498M Financial Management Service--Treasury217G-412724553 Financial Management, Office of, National Financial Center--Agriculture005G-70304391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 Fish and Wildlife Service--Interior121G-7712874423 Food and Drug Administration--PHS/HHS275G-28500945, 00946, 00947, 00948, 01007, 01187, 12626, 13669, 99078, 99088, 99094, 99097 396 Food and Nutrition Service--Agriculture026G-3912725104 Food Safety & Inspection Service--Agriculture035G-4212177106 Foreign Agricultural Service--Agriculture005G-26204391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 Forest Service-- Agriculture016G-4010040M Former President's Services--GSA092See GSA General Accounting Office090G-10012937374 General Services Administration (also has temporary activity for the following services:093G-3012710361 Former President's Services092 Presidential Transition Mail094 Geological Survey--Interior 111G-2304883 M Government Ethics, U.S. Office of178G-72699052M Government Printing Office 096G-2612949375, 376, 377 Governmental Public Affairs, Office of--Agriculture005G-71404391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 Harry S. Truman Scholarship Foundation201G-1614168583 Health and Human Services, Department of--HHS (see components) Health and Human Services--Office of the Secretary 270G-4512821391 Health Care Financing Administration--HHS271G-2818463392 Health Resources and Services Administration--PHS/HHS 275G-28600945, 00946, 00947, 00948, 01007, 01187, 12626, 13669, 99078, 99088, 99094, 99097 396 House of Representatives, U.S. Congress300G-300NONE Housing and Urban Development, Department of101G-5112272401 Holocaust Memorial Council, United States103G-28799037M Immigration and Naturalization Service--Justice133G-7813147433 Indian Affairs, Bureau of--Interior112G-7400003, 02107, 12948 M Indian Health Service --PHS/HHS 275G-29000945, 00946, 00947, 00948, 01007, 01187, 12626, 13669, 99078, 99088, 99094, 99097 396 Information Agency, United States107G-18612792628 Inspector General, Office of the--Defense040G-16099038M Inspector General, Office of the--Labor 143G-74702520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Interagency Council on the Homeless106G-71699039M Inter-American Foundation105G-18305139M Interior, Department of the (use for Management Services, Office of the Secretary, or if components are not listed)116G-6515852, 16232, 16998 M Internal Revenue Service--Treasury218G-4812686554 International Boundary and Water Commission108G-18400098686 International Broadcasting, Board for020G-18599040627 International Cooperation and Development, Office of--Agriculture005G-29404391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 International Cultural and Trade Center Commission, United States109G-17999041M International Development, Agency for004G-10712887 M International Joint Commission - U.S. and Canada104G-12299042 M International Labor Affairs, Bureau of--Labor 143G-75702520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 M International Trade Administration--Commerce252G-5412827, 12954, 13027, 13145, 13369, 14419, 15005M Interstate Child Support, Commission on 056G-739 99098M International Trade Commission, United States231G-25312840653 Interstate Commerce Commission123G-6412815630 James Madison Memorial Fellowship Foundation 140G-740 99093M Japan - U.S. Friendship Commission129G-18799043575 Joint Staff, The--Defense (formerly known as the Joint Chiefs of Staff)055G-18899044M Justice, Department of (see components) Justice Programs, Office of--Justice134G-9199045436 Justice Management Division, Assistant Secretary for Administration--Justice135G-7100425, 01806431 Labor, Department of143G-5902520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Labor Statistics, Bureau of--Labor 143G-73802520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Land Management, Bureau of--Interior113G-7614153415 Library of Congress146G-10312793, 12794, 12795, 12796, 12797, 15017, 16140, 16153, 16373378 Mail and Reproduction Management Division, Office of the Secretary--Agriculture 005G-27204391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 Management and Budget, Office of--part of the Executive Office of the President064G-14113335M Management and Finance Information Systems, Office of--Justice135G-7101806, 16280431 Management Standards, Office of--Labor 143G-74802520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Management and Cooperative Programs, Bureau of--Labor 143G-74302520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Marine Corps, United States--Defense 038G-6312495M Marine Mammal Commission148G-18999046576 Maritime Administration--Transportation256G-11712706 520 Marketing Service--Agriculture005G-29704391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 Merit Systems Protection Board147G-11312966M Mine Safety and Health--Labor 143G-74502520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Minerals Management Services--Interior127G-27007111, 08330M Mines, Bureau of--Interior114G-19112666 416 Minority Business Development Agency--Commerce257G-19214548M Minority Business Development, Commission on150G-73599082M Mint, United States--Treasury219G-714111, 14460555 Museum Services, Institute of102G-27416387M National Aeronautics and Space Administration154G-2712028451 National Agricultural Statistics Service--Agriculture005G-3804391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 National Archives and Records Administration--GSA166G-29315415362 National Capitol Planning Commission156G-19613362633 National Center for Health Services Research --PHS/HHS275G-28200945, 00946, 00947, 00948, 01007, 01187, 12626, 13669, 99078, 99088, 99094, 99097 396 National Center for Health Statistics--PHS/HHS275G-28100945, 00946, 00947, 00948, 01007, 01187, 12626, 13669, 99078, 99088, 99094, 99097 396 National Commission on Acquired Immune Deficiency Syndrome151G-73499081M National Commission on American Indian, Alaska Native & Native Hawaiian Housing126G-76099105M National Commission on Children152G-72399011M National Commission for Employment Policy--Labor 143G-75602520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 M National Commission on Libraries and Information Science 170G-11699049M National Commission to Prevent Infant Mortality089G-71599050M National Commission on Responsibilities for Financing Postsecondary Education 139G-75999104M National Commission on Severely Distressed Public Housing 138G-75899103M National Council on Disability 158G-27999051M National Credit Union Administration168G-8812394634 National Endowment for the Arts165G-5012952635 National Endowment for the Humanities167G-4312885 M National Gallery of Art159G-4715424, 16001, 16088, 16155 M National Highway Traffic Safety Administration-- Transportation212G-9073173517 National Institute of Standards and Technology--Commerce 264G-19512856 215 National Institutes of Health278G-291 00953, 00954, 13155, 13156, 13157, 13165, 13166, 13167, 13180, 13181, 13182, 99087, 99102, 99106, 99107 M National Labor Relations Board160G-13212636638 National Mediation Board161G-19714491M National Oceanic & Atmospheric Administration-- Commerce259G-1901100 210 National Park Service--Interior 115G-8312651, 12886M National Science Foundation162G-6912806M National Security Agency--Defense044G-27800011M includes the following: National Computer Security Center044G-330,00011M G-712 National Security Council--part of the Executive Office of the President 064G-14113335M National Technical Information Service--Commerce 260G-15, G-292 07362211 National Telecommunications & Information Administration-- Commerce265G-19999054216 National Transportation Safety Board 207G-20099055641 National Women's Business Council 124G-76499120M Navajo Hopi Indian Relocation Commission 155G-13800353M Navy, Department of the--Defense043G-912503M Nuclear Regulatory Commission169G-6712904M Nuclear Waste Negotiator, Office of the U.S. 222G-742 99099M Nuclear Waste Technical Review Board 171G-72599032M Occupational Safety and Health, Office of--Labor 143G-74902520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Occupational Safety and Health Review Commission175G-22299056M Office of (see other part of title) Organization of (see other part of title) Overseas Private Investment Corporation183G-22314418M Oversight Board for the Resolution Trust Corporation022G-73099085M Pan American Health Organization--State192G-6114324M Panama Canal Commission186G-22499057645 Passport Office--State (see Bureau of Consular Affairs) Patent Office--Commerce261G-8413721212 Peace Corps184G-26413741611 Pennsylvania Avenue Development Corporation181G-22799058646 Pension Benefit Guaranty Corporation142G-9212868M Pension and Welfare Benefits Administration--Labor 143G-75102520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Personnel Management, Office of 030G-2401123, 12458, 12459, 12460, 12461, 12462245 Physician Payment Review Commission177G-70799059M Postal Rate Commission185G-22899060M Postal Service, U.S. (Control Number only, no charges to be applied) 400G-1073026 Presidential Transition Mail094See GSA President's Commission on Privatization--part of the Executive Office of the President064G-14113335M President's Committee on Employment of People with Disabilities--Labor 143G-75002520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 Prisons, Bureau of--Justice137G-23114045434 Prospective Payment Assessment Commission173G-28899061M Public Debt, Bureau of the--Treasury 224G-23212943560 Public Debt, Bureau of the--Treasury (Savings Bond Agents) 224G-70112943560 Public Health Service--HHS (see components) Railroad Retirement Board188G-12012086648 Reclamation, Bureau of--Interior118G-11012849M Research and Special Programs Administration--Transportation 248G-12614561510 Resolution Trust Corporation 182G-741 99096M St. Lawrence Seaway Development Corporation-- Transportation195G-23499062M Savings Bond Division, United States--Treasury227G-5512933562 Science and Technology Policy, Office of 157G-23599063M Secret Service, United States--Treasury229G-25812931563 Securities and Exchange Commission 196G-12312820649 Selective Service System197G-11912542650 Senate - U.S. Congress301G-301NONE Small Business Administration198G-8212303M Smithsonian Institution203G-9412915, 14210651 Social Security Administration--HHS276G-1118452397 Soil Conservation Service--Agriculture011G-26713066M Soldiers' & Airmen's Home, United States230G-25499064 M Southeastern Power Administration--Energy119G-23699065355 Southwestern Power Administration--Energy120G-23707448 356 Special Counsel, Office of the U.S. 141G-754 99100M State, Department of 199G-13014369501 Supreme Court of the United States204G-23899067428 Surface Mining Reclamation and Enforcement--Interior 125G-23912971M Tax Court, United States232G-25699068439 Trade Representative, Office of the United States179G-25799069482 Technology Assessment, Office of 174G-24099070379 Tennessee Valley Authority208G-24100138 M Thrift Supervision, Office of077G-17012884M Transportation, Department of (see components) Transportation, Office of the Secretary of213G-12713506518 Transportation Systems Center--Transportation214G-24299071518 Treasury, Department of the (see components) Treasury (Office of the Secretary and all other components not listed)215G-5299072M Uniformed Services University of the Health Sciences--Defense042G-25973106M U.S. Court of Veterans Appeals236G-73699083M U.S. Travel and Tourism Administration--Commerce 266G-8915977M Urban Mass Transportation Administration-- Transportation205G-12913563511 Veterans Affairs, Department of 238G-7512577 601 Veterans Employment and Training Services--Labor 143G-75202520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 White House Conference on a Drug Free America--part of the Executive Office of the President064G-14113335M White House Conference on Libraries and Information Services (Advisory Committee of the) 172G-73199084M Womens Bureau--Labor 143G-75302520, 12330, 12707, 12975, 12985, 13010, 13126, 15058, 15792, 15793, 15794, 15796, 99079, 99080 441 World Outlook Agricultural Board--Agriculture005G-28904391, 12558, 12585, 12639, 12730, 12744, 12766, 12770, 12801, 13016, 13199, 13509, 13613, 14689, 14690, 16527, 99076, 99086, 99089, 99095 101 137.26 Services, Classes, Rates, and Preparation Requirements 137.261 Policy. The Postal Service provides penalty mail customers the same services accorded to other mailers, unless otherwise provided by law or regulation. Agencies are not entitled to send penalty mail at nonprofit or subsidized rates: special bulk third-class rates; fourth-class library rates; and the following second-class rates: in-county, special nonprofit, classroom, and science of agriculture. 137.262 Forwarding, Return, and Address-Correction Services. Penalty mail on which forwarding, return, or address-correction service has been requested must be given the service requested without being rated for collection of postage due. 137.263 Mail Preparation a. General (1) Penalty Indicia Formats. Mailings must be prepared using an appropriate penalty indicia format in accordance with 137.27. (2) Weight and Size Limits. Penalty mail must conform to the weight, size, and shape requirements for the class of mail being used (see individual classes of mail). (3) ZIP Codes. The address on all penalty mail must include either the ZIP+4 or the 5-digit ZIP Code. The return address on all penalty mailpieces must also include either the ZIP+4 or the 5-digit ZIP Code. (4) Eligibility for Rates. Penalty mail must meet the general requirements for the class or rate at which it is sent and, unless specifically provided elsewhere in 137.2, must meet the preparation requirements specified for that class and rate. (5) Endorsements. The requirements for class of mail endorsements for standard penalty indicia pieces are in 137.272d. Except for single-piece rate First-Class Mail not exceeding 11 ounces and single-piece rate fourth-class parcel post, all penalty metered mail must bear the proper endorsement of the class or rate at which it is mailed (see the requirements for the individual classes of mail). Each piece of penalty permit imprint mail must bear the appropriate class or rate endorsement within, below, or to the left of the permit imprint indicia. For certain rate categories, it is also permissible for the rate endorsement to appear directly above the top line of the address on pieces prepared with penalty permit imprints. (See 137.274b and the requirements for the individual classes of mail.) Except for First-Class Mail weighing 11 ounces or less, all mail bearing penalty mail stamps must be marked to indicate the class at which it is mailed. For special service endorsements, see 137.264 and Chapter 9. (6) Separation by Class and Service. Penalty mail must be separated according to the class of mail and special service requested before it is presented to the post office (see 137.42). b. Bulk Rate Mailings (1) Penalty Indicia Formats. Bulk-rate mailings must be prepared using either penalty postage meters or penalty permit imprints (see 137.273 and 137.274) or, for second-class mail, the penalty second-class imprint (see 137.277a). Exception: Nonpresorted ZIP+4 mail may be prepared with standard penalty indicia as provided in 137.263c. (2) Mailing Fees. The mailing fees for First-Class presort rates, bulk third-class rates, and presorted special fourth-class rates are billed and charged centrally from Postal Service Headquarters based on records of mailing activity. Agencies listed in Exhibit 137.251a do not require special authorization to mail at these rates. (3) Rate Eligibility and Presort. Mailings at any presort, bulk, or discounted First-, second-, third-, or fourth-class rate must meet the same eligibility and preparation requirements as mailings of other mailers. See 320, 360, 420, 440, 560, 620, 640, 720, and 760. The postmaster furnishes appropriate sack or tray labels with which to identify the various types of mail. Penalty mail must be presented for acceptance and verification at the entry post office in accordance with the same instructions and requirements as for other mailers (see 137.42). (4) Mailing Statements. The appropriate Postal Service mailing statement must be submitted with every mailing. A duplicate is required if a receipt is desired for a permit imprint mailing. Form 3606 is required if a receipt is desired for an identical-weight postage-affixed mailing. Mailings must be refused if they are not submitted with the necessary completed Postal Service mailing statements. Note: GPO Form 712 (available from the Government Printing Office) is not a Postal Service mailing statement. (5) Rate Documentation. Agencies or their contractors, just as other mailers, must provide any documentation required by regulation for the rate claimed for a mailing. See 320, 360, 420, 440, 560, 620, 640, 720, and 760. (6) Acceptance. Acceptance-unit employees must employ the same verification and notification procedures for penalty mail as those required for other mail. Therefore, penalty bulk-rate mailings submitted at post offices under the National Bulk Rate Mail Verification Program which have makeup errors of 5% or more must be rejected and returned for correction, unless the agency elects to reimburse the Postal Service at the single-piece rate for the percentage of the mailing estimated to be in error. Exception: Presorted First-Class mail must not be detained. If the agency cannot be contacted concerning disposition of a mailing which is not acceptable at the presort rate, the single-piece rate is computed for the mailing or appropriate portion of the mailing, and the mailing is entered into the mailstream. The agency must be notified in writing of the equivalent amount of postage due. c. Special Procedures for Nonpresorted ZIP+4 Mail. In addition to use of penalty postage meters and penalty permit imprints in accordance with the same procedures used by other mailers, the standard penalty indicia may be used by agencies to mail nonpresorted ZIP+4 mailings, provided all the following conditions are met: (1) All pieces must meet the requirements in 324, 368.1, and 368.2. (2) The agency must obtain a penalty permit imprint authorization at each post office where the mailings are to be submitted. (3) The mailing must be presented to the bulk acceptance unit of the post office, accompanied by a copy of Form 3600-R showing the permit imprint number of the agency, the total number of pieces, and the total weight of the mailing in pounds. If the mailing consists of nonidentical weight pieces, the words "nonidentical weight" must be written in the "weight of a single piece" block, and postage is computed based on the average weight of the pieces. (4) The endorsement "ZIP+4" must appear approximately 1/4 of an inch below the agency sampling number in the standard penalty indicium. 137.264 Special Services. Penalty mail may be endorsed to indicate a special service and is given the indicated service without prepayment of fees and postage, with the following exceptions: a. Registered mail for which insurance is also requested cannot be sent as penalty mail and must have postage and fees prepaid. b. Mail insured for over $100 cannot be sent as penalty mail and must have postage and fees prepaid. c. Return receipts requested after mailing cannot be accounted for under penalty mail procedures and must be prepaid. d. Money orders cannot be accounted for under penalty mail procedures and must be prepaid. e. COD mail cannot be accounted for under penalty mail procedures and must be prepaid. f. Post office box service fees cannot be accounted for under penalty mail procedures and must be prepaid. g. Certificates of mailing for less than three pieces must have prepaid postage affixed or have penalty metered postage or penalty mail stamps affixed (see 931.5). h. Use of special services is not authorized for penalty mail of agricultural experiment stations (see 137.242a(3)). Note: Reimbursement for special mail services is obtained under instructions issued by the general manager, Official and International Mail Accounting Division, Office of Accounting, Department of the Controller, Finance Group, Washington, DC 20260-5230. For a description of the available services, see Chapter 9. 137.265 Shortpaid and Unpaid Mail. The procedures in 146 for handling shortpaid and unpaid mail apply to penalty mail, with the following exceptions: a. When 137.5 is activated, military units engaged in hostile operations may send mail postage-due, using a special postage-due format. Postage is collected from the addressee. b. Agencies are authorized to use penalty meter strips and penalty mail stamps in addition to payment methods available to other mailers to pay for shortpaid mail, as well as for unpaid mail sent in accordance with 137.5. The penalty meter strip must be in the exact amount of the postage due and bear the current date. When penalty mail stamps are used for payment of shortpaid mail, sufficient stamps to cover the amount of postage due must be submitted. If stamps are submitted in excess of the amount due, credit is not given. 137.266 International Mail Services. Penalty mail of agencies may be sent to other countries. Such mail is subject to the weight and size limits and other conditions prescribed in the International Mail Manual. Reimbursement for the services received is covered by 137.22. However, agencies may elect to prepay the postages and fees in accordance with 137.23. 137.27 Penalty Mail Indicia Formats 137.271 General a. Formats and Methods. There are six separate formats and methods of mailing penalty mail: (1) standard penalty indicium mail, (2) penalty metered mail, (3) penalty permit imprint mail, (4) penalty mail stamps, (5) penalty second-class imprint mail, and (6) penalty reply mail. In addition, there are special procedures for penalty Express Mail and use of INTELPOST services. b. Items Carried Outside the U.S. Mail. All penalty mail matter must conform to the requirements in 137.272 through 137.277. Envelopes and labels prepared according to these requirements may be used only to transmit penalty mail, and must not be used on items carried outside the U.S. Mail, except (1) when official items are carried by employees of the originating agency, (2) when official items are carried by contractors for subsequent entry into the U.S. Mail under 137.28, or (3) when agencies reach written agreement with the general manager, Official and International Mail Accounting Division, to account for and pay postage on official items carried outside the U.S. Mail to avoid violation of the Private Express Statutes (18 USC 1693-1699 and 39 USC 601-606). c. Postage Prepaid. Agency mail which is not sent by use of penalty envelopes or labels as provided in 137.272 through 137.277 must have postage prepaid. 137.272 Standard Penalty Indicia a. Standard Penalty Indicia Requirements. Except as provided in 137.272b and 137.272c, all penalty mail using the standard penalty indicia must comply with the following specifications: (1) Format. The indicium must be printed and must consist of the postal emblem (see Exhibit 137.272a(1) *viewer dmm140.pcx* and Exhibit 137.272a(2)), *viewer dmm141.pcx* located 3/8 inch from the top edge of the mailpiece. In addition, immediately below the postal emblem, the words "Postage and Fees Paid," the name of the agency, and the agency sampling number listed in Exhibit 137.251a must appear. The complete return address (agency name and mailing address) and the preprinted words "Official Business, Penalty for Private Use $300," must appear in the upper left corner of the mailpiece (see Exhibit 137.272a(1)). *viewer dmm140.pcx* The penalty statement must not be handwritten or typewritten. (2) FIM. The facing identification mark (FIM), a vertical barcode pattern which functions as an orientation mark for automatic facing and canceling equipment, is required on single-piece rate letter-size mail, as follows: (a) An area of 3 by 1-3/4 inches in the upper right corner of the address side of each mailpiece must be reserved for the indicium and the FIM. The entire indicium, including the postal emblem, must be within 1-3/4 inches from the right edge and within 1-3/4 inches from the top edge of the mailpiece. A FIM must be printed on all letter-size mail, including cards, envelopes, and self-mailers (see 128), but is not required on labels or envelopes larger than letter size. (b) The FIM must be positioned so that the distance from the right edge of the mailpiece to the nearest FIM bar is 2 inches, 1/8 inch, and the top of the FIM is within 1/8 inch of the top edge of the piece. It is permissible for the FIM to touch the top edge of the piece. The bars must be 5/8 inch long, 1/8 inch. A clear area free of any other printing must be maintained around the FIM, beginning 1-3/4 inches from the right edge of the piece and extending 1-1/4 inches to the left. The clear area must extend 5/8 inch down from the top edge (see Exhibit 137.272a(2)*viewer dmm141.pcx* ). Additional specifications for printing the FIM are contained in Publication 25, A Guide to Business Mail Preparation. (c) Because the spacing between the vertical bars must be precise, the Postal Service provides negatives which must be used for printing the FIM. In all cases, Postal Service specifications and negatives must be used. A FIM must appear on all letter-size mail. The specifications and negatives for FIMs are available from local post offices or from the general manager, Official and International Mail Accounting Division, U.S. Postal Service (for address, see Address List in Appendices). b. Requirements for Special Users of Standard Penalty Indicia (1) Mail of a Designated State Extension Director. Penalty mail of a designated state extension director as described in 137.242a(1) must bear in the upper left corner the name of the agricultural college and the name of the post office at which the mail is to be accepted without prepayment of postage. This must be followed by the name and title of the designated officer and the words "Cooperative Agriculture Extension Work Acts of May 8 and June 30, 1914." The preprinted words "Official Business, Penalty for Private Use $300," must appear below this statement. The penalty statement must not be handwritten or typewritten. The words "Postage and Fees Paid, U.S. Department of Agriculture" and the agency sampling number (see Exhibit 137.251a) must appear in the upper right corner of the address side immediately below the postal emblem. The postal emblem must be prepared in accordance with 137.272a(1). The FIM must be used as described in 137.272a(2). (2) Mail of Agricultural Experiment Stations. Penalty mailings by agricultural experiment stations as described in 137.242a(3) must bear in the upper left corner of the address side: the name of the station, the name of the post office at which the matter is to be accepted, and the name and title of the officer in charge of the station, followed by the word "Publication." The title of the bulletin or report may be used. The preprinted words "Official Business, Penalty for Private Use $300," must appear below this statement. The penalty statement must not be handwritten or typewritten. The words "Postage Paid, U.S. Department of Agriculture," and the agency sampling number must appear in the upper right corner of the address side immediately below the postal emblem. The postal emblem must be prepared in accordance with 137.272a(1). The FIM must be used as described in 137.272a(2). (3) Mail of Cooperative Extension Agents. Penalty mailings of cooperative extension agents described in 137.242a(2) must be prepared in accordance with the provisions of 137.272a. (4) Mail of State Employment Security Agencies. Penalty mailings of state employment security agencies cooperating with the Department of Labor must bear in the upper left corner the name and complete return address (mailing address) of the state agency and the preprinted words "Official Business, Penalty for Private Use $300." The penalty statement must not be handwritten or typewritten. The words "Postage and Fees Paid, Employment Security Mail, Lab 449," must appear in the upper right corner of the address side immediately below the postal emblem. The postal emblem must be prepared in accordance with 137.272a(1). The FIM must be used as described in 137.272a(2). ] DMM140Exhibit 137.272a(1), Standard Penalty Indicia Format Note: qqSee Exhibit 137.272a(3) through Exhibit 137.272a(5) for Postal Service penalty indicia formats.] ] DMM141Exhibit 137.272a(2), Placement of Standard Penalty Indicia Format Elements Note: qqSee Exhibit 137.272a(3) through Exhibit 137.272a(5) for Postal Service penalty indicia formats.] ] DMM142Exhibit 137.272a(3), Standard Penalty Indicia Format for U.S. Postal Service Penalty Mail] ] DMM143Exhibit 137.272a(4), Standard Penalty Indicia Format for U.S. Postal Service Penalty Mail Preaddressed for Reply Purposes] ] DMM144Exhibit 137.272a(5), Barcoded Standard Penalty Indicia Format for U.S. Postal Service Penalty Mail Preaddressed for Reply Purposes] (5) Postal Service Mail. Standard Postal Service penalty mail must have preprinted in the upper left corner: (a) the name and complete return address (mailing address, including ZIP+4) of the postal facility, (b) the words "OFFICIAL BUSINESS," and (c) the Postal Service symbol immediately to the left of the return address. In the lower left corner, the Olympic rings must appear outside the OCR read area, centered below the horizontal bar of the postal symbol in the upper left corner. In the upper right corner, the postal indicia must appear with the penalty statement to its left. A facing identification mark (FIM) pattern B must appear on all letter-size mail, except prebarcoded ZIP+4 letter-size mail, which must carry a FIM pattern C. See 137.272a(2). See Exhibit 137.272a(3), *viewer dmm142.pcx* Exhibit 137.272a(4), *viewer dmm143.pcx* and Exhibit 137.272a(5). *viewer dmm144.pcx* The Postal Service may distribute standard penalty envelopes, cards, cartons, and labels preaddressed to the Postal Service for use by persons or organizations from whom or through whom official mail is desired. c. Exceptions to Format Requirements. The following exceptions apply to standard penalty indicia format requirements: (1) the FIM and use of the postal emblem as part of the indicium is optional on larger than letter-size mail; (2) the postal emblem and FIM may be omitted on self-mailers completely printed by computer with no provisions for printing designs other than letters and numbers, provided the items are faced, sorted, and tied in bundles by ZIP Code; and (3) the FIM is not required on second-class mail, and must not appear on penalty permit imprints, or penalty metered mail, or mail bearing penalty mail stamps. d. Endorsements. Standard penalty indicium mail may only be endorsed for mailing at single-piece rates. All standard penalty indicium mail which is not endorsed for another class receives First-Class service and is charged at First-Class rates, except unendorsed mail weighing 16 ounces or over is treated and charged as fourth-class parcel post. To ensure consistency of treatment and handling appropriate to the level of service desired, all agencies should endorse their flats and small parcels as "First-Class," "Third-Class," "Parcel Post," or "Priority," as appropriate. Pieces mailed at the nonpresorted ZIP+4 rates must bear the endorsement "ZIP+4" (see 137.263c). Any endorsement for a special service or class of mail must appear approximately 1/4 inch below the agency number in the indicium. 137.273 Penalty Meters a. Description. Agencies may use postage meters with a special penalty design, following the procedures described in 144, as modified in 137.273b through 137.273k. The provisions of 144.344 and 144.355 are not available to penalty mail postage meter users. b. License. Agencies must obtain licenses to use penalty postage meters by submitting Form 3601-A to each post office where their meters are set. Agencies must include their three-digit agency code on each license application and may assign one cost code, described in 137.253, to each license. See Exhibit 137.273b *viewer dmm145.pcx* for an example of a completed license application. Any number of meters may be set under a single meter license at the post office which issues the license. Exhibit 137.273b Completed Form 3601-A (NOT SHOWN) ] DMM145Exhibit 137.273b, Completed Form 3601-A] c. Meter Indicium Format. Special penalty mail meter stamp designs prescribed for metered penalty mail in 144.41b must be placed in the upper right corner of the mailpieces. Envelopes used with a penalty postage meter must not contain FIMs or standard penalty indicia, and must not contain printing other than the meter indicium in the area where the meter stamp is applied. However, postmasters at post offices where penalty meters are licensed may grant an exception to this requirement by allowing agencies a reasonable time to use existing supplies of standard penalty indicium envelopes by printing penalty meter impressions over the indicia. This should be permitted only when the surplus standard penalty indicium envelopes cannot reasonably be used at another nonmetered location. If this exception is granted, post offices must check to ensure that no standard penalty indicium envelopes are mailed without metered postage printed over the indicia. The complete return address (agency name and mailing address) must appear in the upper left corner of each mailpiece. The preprinted words "Official Business" must appear immediately below the return address. (The return address for mail of state agriculture extension directors, agricultural experiment stations, and state employment security offices must consist of the information required for the upper left corner of standard penalty mail of these users as required in 137.272b(1), 137.272b(2), and 137.272b(4). d. Meter Settings and Payment. Agencies may set one or more meters under a single license. They are charged by the Postal Service for the total amount of postage set during each quarter, based on records of settings prepared by the post office setting location. Note: Since post office setting locations must inspect penalty mail postage meters at least once every 6 months (see 144.224), agencies should plan to reset their meters that frequently to eliminate additional trips to the post office for meter inspections. e. Spoiled or Unused Penalty Meter Postage. Agencies must present spoiled or unused penalty mail postage strips to their post office setting location to obtain credit. Post offices must follow the procedures in 147.2 and complete Form 3533. No refunds may be made in cash or applied to a meter. The credit is reflected in the quarterly statement provided to the agency. f. Changing a Penalty Mail Postage Meter Location. In accordance with 137.273b, agencies must obtain a license authorizing them to have their meter set without prepayment when they transfer a meter from one post office to another. Agencies may, however, transfer a meter between stations and branches of the same post office with the permission of the postmaster, without obtaining a new license. g. On-Site Penalty Meter Settings. Agencies which desire on-site penalty meter settings must pay the setting fee prescribed in 144.35 when the meter is set. Note: Payment for the actual amount of postage set under the on-site program is handled through the procedures in 137.273d. h. Replacement Penalty Meters. If a meter is replaced, the remaining postage is transferred from the original meter to the replacement meter. It must not be transferred to a penalty meter operating under a different license number. For penalty meters checked out of service without replacement, see 137.273i. i. Checking Penalty Mail Postage Meters Out of Service. Agencies do not receive a cash refund when they check a penalty mail postage meter out of service without replacing it and postage remains on the meter. Credits due are reported on documents prepared by the post office and reflected on the agency's quarterly billing statement. j. Mailings. Penalty meter imprints should indicate the correct postage, including any applicable special service or surcharge for the class and weight of the mailpiece. Penalty metered mail with insufficient postage imprinted must be handled in accordance with 146.13. If envelopes and labels designed for penalty meter use are found in the mail without a penalty meter stamp, they must be handled in accordance with 146.12. Agency units or locations using penalty postage meters are prohibited use of standard penalty indicia. k. Computerized Remote Postage Meter Resetting (CMRS). Agencies may use a penalty mail postage meter version of the CMRS service described in 144.38 when it is offered by a meter manufacturer and approved by the Postal Service. Agencies must follow the procedures in 144.38, except they are not required to prepay for metered postage or to establish a trustee bank to process payments. Agencies are billed for these meter settings directly by Postal Service Headquarters, based on data provided by the meter manufacturer. 137.274 Penalty Permit Imprint Mail a. Application (1) Agencies may apply to use penalty permit imprint procedures by completing two copies of Form 3601 and submitting both copies to the post office where the mailings are to be deposited. It is suggested that the agency show the permit imprint number in the "Permit Number" section of the application portion (top half) of Form 3601, normally completed by the postmaster. The agency should also show the complete name of the agency and subunit of the agency, if applicable, in the "Name of Applicant" section of the form to assist the post office in verifying correctness of the permit number. This is especially important for agencies assigned use of more than one permit imprint number. When the agency has obtained authorization in accordance with 137.251a or 137.252 to use a penalty permit imprint number as described in 137.252b and shown in Exhibit 137.251a, a copy of the letter from the general manager, Official and International Mail Accounting Division, authorizing the use of that permit number, must be submitted to the post office where mailings are to be made, along with the Form 3601. The appropriate permit imprint fee is billed and charged centrally, based on application forms forwarded to USPS Headquarters by the post office. (2) When a contractor mails penalty permit imprint matter, the agency must follow the procedures described in 137.274a(1) or provide both copies of the completed Form 3601 to the contractor for submission to the entry post office. b. Indicium Requirements. The penalty permit imprint indicium must appear in a rectangular box in the upper right corner of the mailpiece. The penalty permit imprint indicium must include the words "Postage and Fees Paid," the agency name, and the agency's assigned penalty permit imprint number in 137.252b, or other penalty permit imprint number authorized by the general manager, Official and International Mail Accounting Division. The letter "G" must precede the number. In addition, the class of mail or appropriate rate endorsement must appear either as the first item within the permit imprint (the preferred position) or immediately below or to the left of the permit imprint. (Rate endorsements for certain rate categories may also appear directly above the top line of the address; see the requirements for the individual classes of mail.) The city of mailing, amount of postage, and weight of the piece may be included within the permit imprint but are not required. First-Class penalty permit imprints may also show the date. Examples of the penalty permit imprint indicium are provided in 145.42b, 145.42c, and 145.42d. The complete return address (agency name and mailing address) must appear in the upper left corner. The return address for mail of state agriculture extension directors, agricultural experiment stations, and state employment security offices must consist of the information required for the upper left corner of standard penalty mail of these users, as set forth in 137.272b(1), 137.272b(2), and 137.272b(4)). The preprinted words "Official Business, Penalty for Private Use $300," must appear directly below the return address. The penalty statement must not be handwritten or typewritten. The FIM described in 137.272a(2) must not be used on penalty permit imprint mail. c. Mailings (1) General. Mail sent under penalty permit imprint procedures, including international mail, must meet the provisions of 145, except for 145.3 and 145.56. The appropriate Postal Service mailing statement must be submitted with every mailing. (A duplicate is required if a receipt is desired.) Mailings must be refused if they are not submitted with the necessary completed Postal Service mailing statements. When mailing statements are submitted by Government Printing Office (GPO) contractors, the serial number of the GPO Form 712 submitted with the mailing must be shown on the accompanying mailing statement. Note: GPO Form 712 (available from the Government Printing Office) is not a Postal Service mailing statement. (2) Exception for GPO Contractor Mailings. Agency mailings submitted by GPO contractors may contain nonidentical weight pieces and contain more than one class of mail, provided all the following conditions are met: (a) The pieces are for mailing at single-piece rates. (b) All other requirements for use of permit imprints are met, including the minimum quantity requirements in 145.51 and the requirement in 137.274a(1) that the pieces contain the proper class of mail endorsements either within or immediately adjacent to the permit imprint. Example: For a mailing containing both First-Class and fourth-class, pieces mailed at First-Class rates must show the marking "First-Class" or "Priority" within or adjacent to the permit imprint, and the pieces mailed at the fourth-class rate must show the marking "Fourth-Class" within or adjacent to the permit imprint. (c) A properly completed Form 3602-G must be submitted to the entry post office for each mailing. A duplicate copy must be submitted if the contractor wishes to retain a copy. (d) The mailings are physically separated according to the class and weight categories on Form 3602-G upon presentation to the post office. (e) A GPO Form 712 is submitted with the mailing as evidence that the mailing is made by a GPO contractor. GPO Form 712 is not a Postal Service mailing statement and must be obtained from the Government Printing Office. Postage is computed based on the average weight of a piece for each category of mailing reported on Form 3602-G. Mailings made using Form 3602-G are not eligible for the fourth-class intra-BMC parcel post rates. Note: In addition to GPO Form 712, GPO contractors must also submit the applicable Postal Service mailing statement. 137.275 Penalty Mail Stamps a. Use and Authorization. Penalty mail stamps may be used by Government agencies to facilitate postage accountability. Penalty mail may be sent under penalty mail stamp procedures when an agency has obtained authorization in accordance with 137.275c. b. Availability. Penalty mail adhesive stamps are available in several denominations. Penalty mail stamped stationery (plain stamped envelopes, personalized envelopes, and postal cards) is also available. c. Application. Federal Government agencies may apply to use penalty mail stamps by submitting a letter of application. The letter of application must state the degree to which the agency had adopted other accountable systems and the manner and extent to which it plans to use penalty mail stamps. The general manager, Official and International Mail Accounting Division, approves or denies applications for use of penalty mail stamps. The letter of application must be sent to the general manager, Official and International Mail Accounting Division, U.S. Postal Service (for address, see Address List in Appendices). d. Format (1) Adhesive Stamps. Penalty mail adhesive stamps must be firmly affixed in the upper right corner of the address side of the mailpiece. The complete return address of the Government agency (agency name and mailing address) must appear in the upper left corner of the address side of the mailpiece. The preprinted words "Official Business" must appear immediately below the return address (see Exhibit 137.275d(1)). *viewer dmm146.pcx* Exhibit 137.275d(1) Penalty Mail Stamp Format (NOT SHOWN) ] DMM146Exhibit 137.275d(1), Penalty Mail Stamp Format] (2) Stamped Stationery. The complete return address of the Government agency (agency name and mailing address) must appear in the upper left corner of the address side of the mailpiece. The preprinted words "Official Business" and "Penalty for Private Use $300" must appear immediately below the return address (see Exhibit 137.275d(2)). *viewer dmm147.pcx* Note: The return address of mail of state agriculture extension directors, agricultural experiment stations, and state employment security agencies must consist of the information required for the upper left corner of standard penalty indicia mail of these users, as described in 137.272b(1), 137.272b(2), and 137.272b(4). Exhibit 137.275d(2) Penalty Mail Stamped Stationery Format (NOT SHOWN) e. Use on Standard Penalty Indicia Mail. The penalty mail stamp normally must not be used on mail bearing the standard penalty indicia (FIM, postal emblem, agency sampling number, and the words "Postage and Fees Paid"). However, postmasters may grant an exception to this requirement by allowing agencies a reasonable amount of time to use existing supplies of standard penalty indicia envelopes with the penalty mail adhesive stamps placed over the postal emblem and the agency sampling code obliterated. When this exception is granted, post offices must check to ensure that no standard penalty indicia envelopes are mailed without penalty mail adhesive stamps placed over the postal emblem. ] DMM147Exhibit 137.275d(2), Penalty Mail Stamped Stationery Format] f. Ordering Procedures. Departments and agencies authorized by 137.251 to use penalty mail stamps must order penalty mail stock as follows: (1) Orders for penalty mail stamp stock other than personalized envelopes must be submitted to the stamp distribution office (SDO) serving the ZIP Code area to which the stamp stock is to be shipped on a properly completed Form 17-G. Orders for personalized envelopes must be submitted on Form 17-J to the Stamped Envelope Unit, U.S. Postal Service (for address, see Address List in Appendices ). (2) Each component unit of an agency is requested to submit no more than one order for penalty mail stamp stock each quarter. (3) Each order must total at least $50. Orders received for stamp stock totaling less than this minimum dollar amount are increased to meet or exceed the minimum by adding full stamp coils (100 stamps) at the current First-Class single-piece rate for pieces weighing 1 ounce or less. (4) Each denomination of stamps can be ordered only in multiples of 100 (i.e., full sheets or coils), except that $5 stamps can be ordered only in multiples of 20. (5) Penalty postal cards may be ordered only in units of 250 cards (full packs). (6) Penalty stamped envelopes (plain stamped envelopes and personalized envelopes) may be ordered only in units of 500 envelopes (full boxes). g. Reporting Procedures. Government agencies receive a quarterly statement reflecting all penalty mail stamp stock shipped during that quarter. The statement lists all orders filled in that quarter and include a summary dollar total and number of requisitions. h. Mailings. Sufficient penalty mail stamps to cover the correct single-piece rate postage, including any applicable surcharges or special services, must be affixed to each mailpiece. Except for First-Class Mail weighing 11 ounces or less, all mail bearing penalty mail stamps must be marked to indicate the class at which it is mailed. Pieces with insufficient penalty mail stamps affixed must be handled as shortpaid mail in accordance with 146.13 or 146.4, as appropriate. If envelopes and labels designed for use with penalty mail stamps are found in the mail without a penalty mail stamp, they must be handled as unpaid mail in accordance with 146.12 or 146.4, as appropriate. i. Exchanges. Mistakes made by an SDO in shipping the wrong items or shipping damaged, defective, or otherwise unserviceable stamps may be corrected by the SDO by exchanging the items at full value. 137.276 Penalty Reply Mail a. Restriction to Approved Formats. Agencies may distribute penalty envelopes, cards, cartons, or labels to any person, concern, or organization from whom or through whom official matter is desired by (1) using the penalty business reply format provided by 137.276g, (2) using the penalty metered reply format provided by 137.276d, (3) affixing penalty mail adhesive stamps or using penalty mail stamped stationery as provided in 137.276e, (4) using the penalty merchandise return label as provided in 137.276h, or (5) following the penalty fourth-class and special services reply procedures in 137.276f. Note: Standard penalty indicium envelopes, cards, cartons, and labels described in 137.272 may not be distributed for reply purposes, except by the U.S. Postal Service, as provided in 137.276f, or when used to return matter to the Bureau of the Census, as provided in 137.276b. b. Bureau of the Census. Standard penalty indicium envelopes and labels prepared in accordance with 137.272a and containing the preprinted address of the Department of Commerce or one of its bureaus or agencies may be used to transmit mail relating to a collection of statistics, survey, or census authorized by Title 13, United States Code. c. Prepayment of Reply Mail. Adhesive postage stamps may be affixed to cards and envelopes distributed for reply purposes under the provisions of 137.23. d. Penalty Metered Reply Mail. An agency which holds a penalty postage meter license may distribute penalty metered reply cards and envelopes for return to the meter license holder, as provided in 144.112. Instructions in 144.112a through 144.112f governing the preparation of the address side of metered reply cards and envelopes also apply to penalty metered reply mail. e. Penalty Mail Stamp Reply Mail. A department or agency authorized to use the penalty mail privilege may furnish to a person, concern, or organization from or through whom official matter is desired, for reply purposes, printed penalty mail stamped stationery or envelopes or cards bearing penalty mail stamps which contain the preprinted address of a Federal Government office or officer. f. Penalty Special Services Reply Mail. Agencies may distribute penalty envelopes, cards, cartons, or labels for return with a special service by using the standard penalty indicium format in 137.272a. Prior written approval is required from the general manager, Official and International Mail Accounting Division, U.S. Postal Service (for address, see Address List in Appendices). An authorized merchandise return permit holder may have merchandise return matter insured in accordance with 137.276h(4). Requests to use this procedure must be submitted in writing to the general manager, Official and International Mail Accounting Division. Such requests must include (1) the service desired, (2) the post offices to which the mail is to be returned, and (3) the proposed procedures to determine actual volume and postage due. Return envelopes, cards, cartons, or labels distributed under this provision must have the desired special service preprinted on them. g. Penalty Business Reply (1) General. An agency may pay for penalty business reply mail (BRM) by setting up a BRM account to be billed through the Official Mail Accounting System (OMAS), or by paying for BRM upon delivery of the mail. Under a BRM account, the agency is billed an annual permit and accounting fee by each post office ZIP Code where its mail is returned, the appropriate postage, and a per-piece charge. Under the "payment upon delivery" option, the agency pays the appropriate postage and a per-piece charge. Under this option, the agency is billed an annual BRM permit and renewal fee for each assigned permit number. The postage, fees, and charges are the same as in 917.3. (2) Applying for a BRM Permit. An agency must apply for an authorization to use a business reply permit at each post office where its business reply mail is to be returned. An agency must complete and submit to each post office a copy of Form 3614 (see Exhibit 137.276g(2)), *viewer DMF137.pcx* which must include: ] DMF137Exhibit 137.276g(2), Form 3614] (a) BRM permit number (use BRM permit numbers from the list in Exhibit 137.251a). (b) Agency code. (c) Agency subcode (if desired). (d) Whether the agency desires to set up a BRM account. If an agency uses the "payment upon delivery" option at any post office where its mail is to be returned, it is assessed an annual BRM permit and renewal fee for each permit number. This fee is assessed each year by the Official and International Mail Accounting Division at Postal Service Headquarters. At each post office where an agency wishes to use the BRM account option, the post office handling the account assesses an annual BRM permit and accounting fee by completing Form 3636-G and returning the original copy to the agency. (An agency cannot pay in cash for any official mail transaction.) A contractor may submit an application in behalf of the agency if it is signed by an authorized agency representative. (3) Formatting BRM. Penalty business reply mail envelopes must bear the address of one of the authorized agencies listed in Exhibit 137.251a, or one of their component units. Envelopes must be printed according to 917.5, with the following exceptions: (a) The address may be printed, typewritten, or hand-stamped directly on the mailpiece, or a printed gummed label may be affixed in the address area. The address must not be handwritten. All other preparation requirements for the address side in 917.5 must be met. (b) The legend required by 917.524 must read "Postage Will Be Paid By (name of authorized agency)." Exception: The legend must not appear on Postal Service business reply mail. (c) The space for the permit holder's use described in 917.525e must include the statement, "Official Business, Penalty for Private Use $300." Space above this statement may be used for return address, logos, distribution codes, etc. (d) Exhibit 137.276g(3)(d) *viewer dmm148.pcx* illustrates the penalty business reply mail format. (e) See Exhibit 137.276g(3)(e) *viewer dmm150.pcx* for samples of penalty business reply formats for use by the U.S. Postal Service. (4) Renewing a BRM Permit and BRM Permit and Accounting Fees (a) If an agency uses the "payment upon delivery" option at any post office where its mail is to be returned, the agency is automatically billed by Postal Service Headquarters an annual fee for each authorized BRM permit. Under this option, no action is necessary for renewal (see 917.22). (b) If an agency elects the BRM account option at a post office, it receives a Form 3636-G from that office every 12 months to assess its annual BRM permit and accounting fee. If an agency wishes to cancel a BRM account, the agency must notify the post office that handles the account. In this case, the account is closed and postage for the BRM mail is collected under the "payment upon delivery" option. (5) Paying BRM Postage and Fees ] DMM148Exhibit 137.276g(3)(d), Penalty Business Reply Mail Format] (a) BRM Account Option. Each post office must record all BRM returned to it each day. Post offices must prepare for each agency a Form 3582-A as a daily record of mail charged to the agency's BRM account, and submit the form to the agency with its mail. Each accounting period, post offices with BRM accounts must report summary BRM activity through OMAS. Postal Service Headquarters distributes this information to agencies in a quarterly OMAS report. (b) Payment Upon Delivery Option. Under this option, an agency must use penalty mail postage meter strips or penalty mail stamps to pay for BRM when the mail is delivered. The meter strip must be in the exact amount of the postage due, and bear the current date. Postage collected under this option is included in a quarterly OMAS report under meter or stamp postage, but does not appear under BRM postage. Exhibit 137.276g(3)(d) Penalty Business Reply Mail Format (NOT SHOWN) ] DMM150Exhibit 137.276g(3)(e), Penalty Business Reply Mail Formats for USPS Use] h. Penalty Merchandise Return (1) Description. Merchandise return service allows a merchandise return permit holder to authorize individuals and organizations to send single-piece First-Class (including Priority Mail), single-piece third-class, and single-piece fourth-class (parcel post, special fourth-class, and bound printed matter) to the permit holder. The permit holder pays the return postage and fees (see 919). (2) Application (a) An agency must apply by letter to the general manager, Official and International Mail Accounting Division, for authorization to use merchandise return labels. A single permit number is assigned to each agency unless the agency requests multiple numbers. (b) An agency authorized to use merchandise return service must submit Form 3625 with a copy of the authorization letter from the general manager, Official and International Mail Accounting Division, to each post office where parcels are to be returned. In addition, the agency must furnish the local post office the name, address, and telephone number of a contact person for the agency. (c) The agency must review the license by the expiration date of the permit by providing the post office with a renewal request letter that contains up-to-date local contact information for the agency and the annual fee payment in accordance with 137.276h(8)(c). (3) Label Format. The one-part merchandise return labels available for use by Federal Government agencies must bear the address of one of the authorized agencies listed in Exhibit 137.251a or one of their components. See Exhibit 137.276h(3)(a) *viewer dmm151.pcx* for the format required when no special services are requested or when insurance and/or special handling are requested and Exhibit 137.276h(3)(b) *viewer dmm152.pcx* when registered service without postal insurance is requested. The label must be printed in the format required by 919.4, with the following exceptions: (a) The phrases "Official Business" and "Penalty for Private Use $300" must be printed directly below the return address and above the class of service requested in the upper left corner of the label. (b) The name of the post office required to appear in the "Merchandise Return Label" legend must be the same as the post office to which the matter has been authorized to be returned. ] DMM151Exhibit 137.276h(3)(a), Merchandise Return Label With No Special Services or With Insurance and/or Special Handling] (4) Special Services--Insurance (a) Only the permit holder may request that the mailpiece be insured. (b) Indemnity under penalty mail merchandise return is limited to $100. Items requiring insurance greater than $100 may not be mailed under the penalty mail merchandise return procedures. (c) The format in Exhibit 137.276h(3)(a) *viewer dmm151.pcx* must be used for the merchandise return label. To request insurance, permit holders must preprint the following endorsement to the left of and above the "Merchandise Return Label" legend and below the "Total Postage and Fees Due" statement. Insurance Desired by Permit Holder for $ (value) The value portion of the endorsement may be handwritten by the permit holder. The permit holder must indicate the specific dollar amount of insurance applicable to the article in the value portion of the endorsement. Exhibit 137.276h(3)(a), (NOT SHOWN) Exhibit 137.276h(3)(b), (NOT SHOWN) (5) Special Services--Registered Mail (a) Only the permit holder may request that the piece receive registered mail service by preprinting the endorsement required in 137.276h(5)(c). Registered mail service may be obtained only on articles returned at First-Class or Priority Mail rates. (b) Only registered mail service without postal insurance is available under penalty mail merchandise return procedures. Agencies desiring to register merchandise return articles with postal insurance must follow the procedures in 919. (c) When registered mail service is requested for single-piece First-Class or Priority Mail, no other special service may be obtained. The format in Exhibit 137.276h(3)(b) *viewer dmm152.pcx* must be used for the merchandise return label. The following endorsement must be preprinted to the left of and above the "Merchandise Return Label" legend and below the "Total Postage and Fees Due" statement. Registered Mail Service Without Postal Insurance Desired by Permit Holder (6) Special Services--Special Handling. Only the permit holder may request that the mailpiece receive special handling. The format in Exhibit 137.276h(3)(a) *viewer dmm151.pcx* must be used for the merchandise return label. Thirdor fourth-class items requiring special handling must have the following endorsement preprinted (see 919.41) or rubber-stamped to the left of and above the "Merchandise Return Label" legend and below the "Total Postage and Fees Due" statement. Special Handling Desired by Permit Holder (7) Combining Special Services. Thirdand fourth-class parcels may be insured and receive special handling if the mailer so desires and preprints or rubber-stamps the appropriate endorsements and markings for both special services as required in 137.276h(4) and 137.276h(6). (8) Payment of Postage and Fees (a) Agencies are charged a merchandise return permit fee of $75 once each 12-month period for each post office to which merchandise return matter is returned. (b) The amount to be paid for penalty mail merchandise return matter is the appropriate postage for the class of service requested, plus a fee of $0.25 per parcel. The registered fee, special handling fee, or insurance fee is additional, where applicable. (c) Postage and fees, including the annual permit fee, may be paid by postage meter strip, penalty mail stamps, or cash to the post offices authorized to process merchandise return matter. (9) Cancellation of Permit. A permit may be canceled by the general manager, Official and International Mail Accounting Division, for any violation of postal regulations, including: (a) Refusal to accept and pay the required charges for merchandise return offered for delivery. (b) Distributing merchandise return labels which do not conform to Postal Service specifications. (c) Failure to renew permit in accordance with 137.276h(2)(c). (10) Receipt of Parcels After Cancellation of Permit. When a permit is canceled, parcels received after the cancellation are treated in accordance with 919.24a and 919.24b. ] DMM152Exhibit 137.276h(3)(b), Merchandise Return Label for Registered Mail Service Without Insurance] 137.277 Procedures for Certain Classes of Penalty Mail a. Penalty Second-Class Mail (1) Application. Agencies may apply for penalty second-class mail privileges for periodical publications that meet the basic qualifying conditions in 422 and the requirements in 423.1 or 423.4 by completing Form 3501 or Form 3511 as appropriate. The application and the appropriate number of copies of the publication for which the privileges are desired should be filed at the post office where the known office of publication is located in accordance with 423.143 and either 423.14 or 423.431. (2) Mailing Format. Penalty mail sent at second-class rates must meet the provisions of Chapter 4, except for 426.23 and 462.1. A penalty mail second-class imprint must be printed on the front or back cover of each copy, preferably in the upper right corner of the address area, or must be printed in the upper right corner of the address side of its envelope or wrapper. The imprint for copies mailed while an application is pending must read "Application to Mail at Second-Class Rates Pending." The imprint for authorized publications must contain: (a) the words "Second-Class Mail" or "Second-Class Newspaper" (as appropriate); (b) the words "Postage and Fees Paid;" (c) the agency name; and (d) the International Standard Serial Number (ISSN) assigned by the Library of Congress, if the publication has one, or the publication number assigned by the Postal Service at the time of authorization. For both authorized publications and publications with applications pending, the front or back cover of each copy or the address side of its envelope or wrapper must also contain the agency name and a complete return address, preferably in the upper left corner of the address area. The preprinted words "Official Business, Penalty for Private Use $300" must appear directly below the return address (see Exhibit 137.277a(1) *viewer dmm153.pcx* and Exhibit 137.272a(2)). *viewer dmm154.pcx* The penalty statement must not be handwritten or typewritten. Exhibit 137.277a(1) Penalty Second-Class Format for Publications Mailed While an Application is Pending (NOT SHOWN) Exhibit 137.277a(2) Penalty Second-Class Format For Authorized Second-Class Publications (NOT SHOWN) ] DMM153Exhibit 137.277a(1), Penalty Second-Class Format for Publications Mailed While an Application is Pending] (3) Payment of Postage and Fees. Post offices must not collect money from agencies in connection with applications for original entry, additional entry, reentry, or for postage on second-class mailings. However, agencies must submit a Form 3541-R, in duplicate, for each mailing at the entry post office. Postage and fees are paid in accordance with the reimbursement procedures in 137.22. b. Penalty Express Mail. Agencies have the same service and contract options as other mailers when making arrangements for penalty Express Mail service. A description of the available services is contained in Chapter 2. The procedures for preparing penalty Express Mail service are explained in Handbook DM-201, Express Mail Service, 620. Postmasters should be consulted before the start of service. Penalty postage meters or penalty mail stamps may also be used for Express Mail. If penalty meters or penalty mail stamps are used, an agency number must not appear in the customer number block of Express Mail labels. Note: Agencies may also prepay postage for Express Mail (i.e., not use penalty mail procedures; see 137.23). When Express Mail is prepaid, an agency number must not appear in the customer number block of Express Mail labels. c. INTELPOST. Agencies desiring use of INTELPOST may make arrangements for accounting for such mail by writing to the general manager, Official and International Mail Accounting Division, U.S. Postal Service (for address, see Address List in Appendices). ] DMM154Exhibit 137.277a(2), Penalty Second-Class Format for Authorized Second-Class Publications] 137.28 Contractors 137.281 Reimbursement. Agencies authorized to use the penalty mail privilege must reimburse the Postal Service for contractor use of penalty mail services. Agencies must promptly furnish, in the manner and form requested, all information concerning contractor use of penalty mail services which the General Manager, Official and International Mail Accounting Division, considers necessary to ensure accurate reimbursement to the Postal Service. Except for standard penalty indicia Express Mail, contractors are prohibited the use of standard penalty indicium envelopes or labels described in 137.272. 137.282 Use of Penalty Indicia Formats. Contractors must prepare penalty mailings in accordance with the following: a. First-, third-, and fourth-class penalty mailings must be prepared using either penalty permit imprints as described in 137.274 or penalty meters as described in 137.273. Single-piece rate mailings may also be prepared with penalty mail stamps as described in 137.275. Note: First-, third-, and fourth-class mailings made by contractors which do not meet the requirements in 137.274 and 145 for use of permit imprints must be mailed using penalty meters or penalty mail stamps. If penalty meters or penalty mail stamps are not available, the contract must require the contractor to prepay the postage on such mailings and be reimbursed for the postage under the contract terms. Pieces prepaid by the contractor in this manner must not bear a penalty indicium format. See 137.274c for exceptions to permit imprint identical weight and identical class of mail requirements for Government Printing Office (GPO) contractors using Form 3602-G. b. Second-class mail must be prepared using a penalty second-class imprint described in 137.277a(2). c. Reply mail must be prepared in accordance with 137.276. d. Express Mail must be prepared with standard penalty indicia, penalty postage meters, or penalty mail stamps as described in 137.277b. 137.283 Mailing Statements. The appropriate Postal Service mailing statement must be submitted with every mailing. A duplicate is required if a receipt is desired for a permit imprint mailing. Form 3606 is required if a receipt is desired for an identical-weight postage-affixed mailing. Mailings are refused if they are submitted without the necessary completed Postal Service mailing statements. (A mailing statement must accompany all permit imprint mailings, all First-Class mailings other than at the single-piece rates, all second-class mailings, all third-class mailings at other than the single-piece rates, and all bulk or presorted fourth-class mailings.) 137.284 Contractor Progress Reports. When agencies require contractors to provide progress reports or to return Government materials to the agency by mail, they may require the contractor to prepay postage on such items or, as an alternative, they may provide contractors with business-reply envelopes and labels for these purposes (see 137.276g). 137.285 Return Addresses. Penalty envelopes and labels used by any contractor must bear the printed return address of one of the authorized agencies listed in Exhibit 137.251a. The name and address of a private person, concern, organization, or contractor must not be shown in the return address. 137.3 Absentee Balloting Materials 137.31 Purpose 137.311 Balloting materials, consisting of postcard applications, ballots, voting instructions, and envelopes, may be sent through the mail without prepayment of postage to enable every person in any of the following categories to apply for registration and to vote by absentee ballot when absent from the place of voting residence, and when otherwise eligible to vote as an absentee: a. Members of the Armed Forces while in the active service and their spouses and dependents. b. Members of the Merchant Marine of the United States and their spouses and dependents. c. Citizens of the United States residing for a definite or indefinite time outside the territorial limits of the United States and the District of Columbia and their spouses and dependents when residing with or accompanying them. 137.312 To be mailable without prepayment of postage, the balloting materials must be deposited at a United States post office or an overseas United States military post office, or presented to an American Embassy or American Consulate. 137.32 Mailings Between Officials. Balloting materials may be mailed between state and local election officials, individually or in bulk, without prepayment of postage. Packages of materials mailed in bulk must bear an address label complying with 137.341. 137.33 Elections Affected. Materials may be sent for any general election of electors for President and Vice President, or of senators and representatives in Congress, and for other general, primary, and special elections. ] DMM155Exhibit 137.341, Balloting Material Envelope Format] 137.34 Required Markings 137.341 Envelopes. Envelopes used to send balloting material and envelopes supplied for return of the ballots must have printed across the face the words "Official Absentee Balloting Material--First-Class Mail" (or similar language prescribed by state law) in a rectangular box. Immediately below, there must be printed the words "No Postage Necessary in the U.S. Mail--DMM 137.3." In the upper right corner of the envelope, in a rectangular box, the words "U.S. Postage Paid, 39 USC 3406" must be printed. An appropriate inscription or blank spaces for the return address of the sender must be shown in the upper left corner (see Exhibit 137.341. *viewer dmm155.pcx* Exhibit 137.341 Balloting Materials Envelope Format (NOT SHOWN) 137.342 Postcards. The Federal voting registration postcard application must be approximately 5 by 8 inches in size. The design shown in Exhibit 137.342 *viewer dmm156.pcx* must be printed on the address side of the card. Exhibit 137.342 Federal Voting Registration Postcard Application Format (NOT SHOWN) 137.343 Facing Identification Marks. Facing identification marks (FIM) must be printed on the address side of envelopes and cards in accordance with specifications in Publication 25, A Guide to Business Mail Preparation. 137.4 General Instructions. These instructions apply to all official mail. 137.41 Official Mail Not to be Detained. Except as provided in 115 and 137.263b(6), official mail must not be detained, even though there are indications of abuse of official mailing privileges. It must be promptly dispatched and delivered to the addressee. Reports of indicated abuses are submitted to the rates and classification center. The rates and classification center must refer instances of abuse to the appropriate agency for investigation and appropriate action. 137.42 Separation of Official Mail by Mailer. Official mail must be separated according to the class of mail and special service requested before it is deposited at the post office. Presorted First-Class, ZIP+4, second-class, bulk third-class, presorted special fourth-class mail, and bulk bound printed matter must be prepared under 360, 440, 640, or 760, as appropriate. The postmaster furnishes appropriate sack or tray labels with which to identify the various types of bulk-rate mail. 137.43 Addressing and Postage Payment. All official mail deposited in letterboxes must bear the specific address of the addressee or the simplified address, as appropriate. In addition, all official mail must bear a "frank," standard penalty indicium, penalty meter stamp, penalty permit imprint, penalty mail stamp, penalty second-class imprint, or penalty business-reply mail endorsement, as appropriate. 137.5 Postage-Due Mail for Military Units Engaged in Hostile Operations 137.51 Definition. Military units engaged in hostile operations may be authorized to use a special form of postage-due penalty mail. When used, such mail must be in the format illustrated in Exhibit 137.51. *viewer dmm157.pcx* Print or hand-stamp the special postage-due endorsement above the delivery address in the area where postage normally would be affixed. Place endorsements for class and desired special services below the special postage-due indicia. The return address must be a military post office (APO/FPO) address. Exhibit 137.51 (NOT SHOWN) 137.52 Authorization. The Military Postal Service Agency must notify the general manager, Official and International Mail Accounting Division of the Postal Service, within 3 business days after placing the provisions of 137.5 in effect for eligible military units. The general manager must immediately notify post offices. Authorization to use the provisions of 137.5 is limited to 120 days from date of authorization unless post offices are otherwise notified. Special tests of this procedure may be conducted during designated military training exercises upon prior agreement between the Military Postal Service Agency and the Postal Service. 137.53 Collection of Postage. During periods authorized in accordance with 137.52, post offices must collect postage from the addressee for all mail bearing the special postage-due endorsement in Exhibit 137.51. *viewer dmm157.pcx* Compute postage due based on the class endorsement on each piece or, if no class endorsement is provided, use the guidelines in 137.272d. Government agencies may pay this postage due by penalty mail meter strip, penalty mail stamps, cash or postage-due advance deposit accounts. Other addressees must pay in cash or postage-due advance deposit accounts in accordance with 146. ] DMM156Exhibit 137.342, Federal Voting Registration Postcard Application Format] ] DMM157Exhibit 137.51, Postage-Due Mail for Military Units Engaged in Hostile Operations]