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Part 1. Organization, Finance and Management

Chapter 22. Mail and Transportation Management

Section 1. General Information

1.22.1  General Information

1.22.1.1  (07-01-2007)
Introduction

  1. This Internal Revenue Manual section describes the policy requirements governing the Mail and Transportation Management Program and identifies and describes the overall roles and designated audience.

  2. Governing Policy and Guidance:

    • Code of Federal Regulations (CFR) Part 41, Subparts 101-9 to 102-192

    • 39 CFR 310 and 320

1.22.1.1.1  (07-01-2007)
Scope

  1. The Mail Management Program involves the management, control, and facilitation of mail usage to meet the customers' needs while minimizing costs. Mail serves as a vital means to exchange information between employees and their customers. An efficient Mail Management Program directly affects the relationship with taxpayers and the image and reputation associated with the Service.

1.22.1.2  (07-01-2007)
Roles and Responsibilities

  1. The responsibility of administering the IRS Mail Management Program falls under the direction of the Commissioner, Wage & Investment (W&I).

  2. Media and Publications (M&P) is the program owner for the Mail Management Program and responsible for developing policies and managing the Service-wide postal budget.

  3. W&I/CARE/M&P/Mail Management Project Office and CARE finance manage and coordinate the Postal and Transportation budgets.

  4. Mail Management Project Office (MMPO) administers the Mail Program, controls expenditures and promotes efficient mail handling processes through planning, management, direction, and implementation of the full range of activities related to Mail Management.

1.22.1.2.1  (07-01-2007)
Mail Management Project Office (MMPO)

  1. Develops and evaluates mail policies, systems, procedures and standards to help accomplish and aid the Service's objectives.

  2. Ensures agency-wide awareness and compliance with standards and operational procedures established by all service providers.

  3. Monitors the agency's mailings and other mail management activities, especially expedited mail, mass mailings and implements cost-effective improvements.

  4. Administers program and budget management for the Service-wide Mail Program, providing advice, guidance and standards for all IRS offices.

  5. Serves as the principal point of contact with the United States Postal Service (USPS), the General Services Administration (GSA), and the mailing services industry.

  6. Plans, develops, administers and implements major mail management projects focusing on service improvements, cost reductions, and compliance with Federal laws, guidelines, and best practices.

    This is accomplished by executing the following responsibilities;

    1. Define and keep all affected personnel informed of the objectives, policies, standards, and procedures for prompt, accurate, and economical mail operations.

    2. Provide for continuous monitoring of mail operations throughout the Service to effect improvements as needed.

    3. Provide liaison with the USPS and adherence to its rules, regulations, and practices to ensure correct, speedy , and economical movement of IRS mail in the postal system.

    4. Provide essential information to managers concerning the volume, types of mail processed and postage costs as required.

    5. Reduce operating and postage costs whenever possible and eliminate waste.

1.22.1.2.2  (07-01-2007)
Postal and Transportation Policy Section

  1. The Chief, Postal and Transportation Policy Section reports to the Chief, Distribution Requirements Branch and is responsible for planning and providing Service-wide program and budget management for mail and transportation services for all published products and uses of mail.

  2. The Postal and Transportation Policy Section responsibilities are to;

    1. Plan, develop, administer and evaluate policies, systems, procedures and standards for mail and transportation services.

    2. Perform program and budget management for the Service-wide Mail and Transportation programs, providing advice, guidance and standards for all IRS offices.

    3. Solicit and administer Tenders of Service (TOS) from the small package, express services and freight carrier industry, obtaining discounted rates for use by all IRS offices.

    4. Serve as the Agency's point of contact (POC) with the GSA's postal and transportation policy offices, and the mailing and transportation services industry.

    5. Postal and Transportation Policy Analysts serve as the (POC) for mail and transportation issues within the Service.

1.22.1.2.3  (07-01-2007)
W&I/CARE Finance Staff

  1. Reconciliation of the USPS monthly expenditure report and its transactions are a joint responsibility of the Chief Financial Officer (CFO), Internal Financial Management Unit (IFM), W&I/CARE Finance, and the W&I/CARE/M&P/MMPO. In-depth information and guidance regarding CARE Finance responsibilities is provided in IRM 1.22.4, Postage and Accountability and Reporting Requirements.

1.22.1.2.4  (07-01-2007)
Agency Wide Shared Services (AWSS)

  1. Real Estate and Facilities Management (REFM) coordinates agency-wide, field office mail room operations and mail delivery services under the direction of the Director, AWSS.

  2. The AWSS National Administrative Mail Program Coordinator (NAMPC) reports to the Director, Real Estate, Safety and Mail Management. The NAMPC is responsible for;

    1. Communicating changes in policy to the field.

    2. Educating and training Territory Points of Contact (TPOC).

    3. Conducting program reviews.

  3. The Facilities Management Officer (FMO) of each territory will appoint TPOC to provide Mail Management Program guidance and direction to mail room operations within their servicing area. TPOC serves as the primary point of contact with the NAMPC. The TPOC's responsibilities are;

    1. Implement internal guidelines for administering mail.

    2. Direct the proper use of the classes of mail, USPS services, and alternative methods of shipment.

    3. Ensure the cost effective and proper use of various USPS special services (Post Office Boxes, Business Reply Mail, etc.)

    4. Oversee the postage expenditure reporting and direct accountability process.

    5. Serve as liaison and consultant for the Local Points of Contact (LPOC).

    6. Address routine questions.

    7. Serve as clearinghouse for changes in mail stops.

    8. Facilitate unidentified mail process.

    9. Administer and monitor contractual services related to the Mail Program.

  4. In Locations that are not serviced by the National Mail Contractor, LPOCs are assigned by the Business Operating Divisions (BODs) for the receipt, distribution and sending of local and express mail. The LPOC should be knowledgeable in basic mail handling techniques and local mail problems. LPOC serves as the primary contact for the Facilities Mail Program TPOC. The LPOC's responsibilities include;

    1. Knowledge of mail management policies and guidance.

    2. Preparation and submission of Forms 10580-A, Postage Expenditure Report.

    3. Working with the local Postmaster to resolve local mail problems.

    4. Adhering to the postal accountability and postage expenditure reporting requirements.

    5. Ensuring postage is added to the postage meter as needed.

    6. Reporting mail equipment issues and supply needs through the TPOC.

1.22.1.2.4.1  (07-01-2007)
Office of Government Liaison And Disclosure

  1. A key role of this office is to facilitate the transfer of data between IRS and various state, city and federal agencies. This program responsibility includes the secure transmission of sensitive data such as tax returns and released tax information, official use of information, and classified information for National Security. The security requirements are found in IRM 1.4.6 Manager's Security Handbook.

  2. Other references are;

    • IRM 1.16.1 Physical Security

    • IRM 1.9.1 National Security Information-Overview.

1.22.1.3  (07-01-2007)
General Requirements

  1. The Private Express Statutes of 39 CFR 310 and 320 as amended by rules in the Federal Register are a group of laws providing the USPS the executive right to carry letters for compensation, with certain limited exceptions.

1.22.1.3.1  (07-01-2007)
Official Penalty Mail

  1. Official Penalty Mail - Penalty Mail is official mail sent by the United States Government agencies relating solely to the business of the U.S. Government, authorized by law to be transmitted in the mail without prepayment of postage

1.22.1.3.2  (07-01-2007)
Postage and Fees Reimbursement

  1. The IRS must reimburse the USPS the amount of postage and fees due for penalty mail services received. The USPS requires the agencies to use penalty postage meters ( postage evidencing systems) or other forms of direct accountability for penalty mail services to ensure proper reimbursement through the Official Mail Accounting System (OMAS). A detailed guidance is provided in IRM 1.22.4, Postage Accountability and Reporting Requirements.

    Note:

    Only matter relating solely to the business of the United States Government may be sent without prepayment of postage as penalty mail.

1.22.1.3.3  (07-01-2007)
Licenses and Permits

  1. Agencies authorized to use penalty mail must obtain licences or permits at specific post office to use penalty postage meters, penalty permit imprints, and penalty business reply mail. The IRS has been granted a penalty permit by the USPS and has been assigned the Federal Agency Control Code 218, Penalty Permit Imprint No. G-48, and Penalty Reply Mail Permit No. 12686. Each IRS Field Office is also assigned a Federal Agency Sub-Office cost code.

  2. Private Use - The private use of penalty envelopes, cards, cartons, labels, meter stamps, or penalty mail stamps is prohibited and may not be provided to any private person or organization, unless the use is directly related to the business of the U.S. Government and or permitted by USPS standards.

1.22.1.3.4  (07-01-2007)
Official Mail Accounting System (OMAS)

  1. The IRS uses a centralized postage payment process for Official Penalty Mail expenditures utilizing the USPS automated system (OMAS). The system is used to access, collect and account for data entered from Federal agencies' postage statements. The USPS bills the agencies according to data generated from OMAS. Agencies use data from OMAS to monitor postage costs.

1.22.1.4  (07-01-2007)
Reference Materials

  1. Mail Management Program Information is available on the Mail and Transportation web site - http://publish.no.irs.gov/mailtran/MThome.html

  2. IRS publications, documents and forms are available on the M&P web site at http://www.publish.no.irs.gov

  3. USPS publications and forms are available through the USPS Internet web site at http:/www.usps.gov

  4. Additional job aids are:

    • United States Postal Service, Domestic Mail Manual (DMM)

    • United States Postal Service, International Mail Manual (IMM)

    • IRM 1.22, Mail and Transportation Management

    • Document No. 12375, USPS Mail User Guide for IRS Employees (AWSS Mail Users Guide)

    • IRS Document 12019, IRS Addressing Standards.

    • Postal Bulletin - USPS bi-weekly publication of updated rules and regulations.

    • Mailers Companion - Monthly USPS Newsletter.


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