1.22.1  Mail and Transportation Management Overview

Manual Transmittal

July 11, 2012

Purpose

(1) This transmits revised IRM 1.22.1, Mail and Transportation Management, Mail and Transportation Management Overview.

Material Changes

(1) IRM 1.22.1, changed title to Mail and Transportation Management Overview

(2) IRM 1.22.1.1.1, (2), added new information on the use of various mail services

(3) IRM 1.22.1.2, Distribution Requirements Branch (DRB) replaces Mail Management Project Office (MMPO)

(4) IRM 1.22.1.2.6, added responsibilities of the Chief Financial Officer (CFO)

(5) IRM 1.22.1.3, added new subsection on Official Penalty Mail

(6) IRM 1.22.1.4, Outdated reference materials deleted and new ones added

(7) Editorial changes were made throughout the IRM

Effect on Other Documents

IRM 1.22.1, General Information on Mail Management, dated February 23, 2010 is superseded.

Audience

IRS Employees

Effective Date

(07-11-2012)


Crystal Philcox
Director, Distribution
Wage and Investment Division

1.22.1.1  (07-11-2012)
Introduction

  1. This section of the IRM 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:

    • 41 CFR 101-9

    • 41 CFR 102-192

    • 39 CFR 310 and 320

1.22.1.1.1  (07-11-2012)
Scope

  1. The Mail and Transportation 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.

  2. The Mail and Transportation Management Program includes the use of the United States Postal Service (USPS), Small Package Carriers, motor and airfreight carriers and other mail service.

1.22.1.2  (07-11-2012)
Roles and Responsibilities

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

  2. Media and Publications (M&P), Distribution is the program owner for the Mail and Transportation Management Program and responsible for developing policies for the effective use of Servicewide postal and transportation services.

  3. W&I Strategy and Finance manages and coordinates the postal and transportation budgets.

  4. The Distribution Requirements Branch (DRB) 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 and Transportation Management.

  5. The Office of Governmental Liaison and Disclosure facilitates the secure transfer of data between IRS and external partners.

  6. The Chief Financial Officer (CFO) provides overall financial guidance for postage and transportation funding and expenditure reporting.

1.22.1.2.1  (07-11-2012)
Distribution Requirements Branch (DRB)

  1. The Distribution Requirements Branch responsibilities are to:

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

    2. Ensure Servicewide awareness and compliance with standards and operational procedures established by all Mail and Transportation service providers.

    3. Monitor the Servicewide mailings and other mail and transportation management activities.

    4. Implement cost-effective improvements and manage expedited mail and mass mailings.

    5. Administer the Servicewide Mail and Transportation Management Program, providing advice, guidance and standards for all IRS offices.

    6. Serve as the principal point of contact with the USPS, the General Services Administration (GSA) and the mailing and transportation services industry.

    7. Plan, develop, administer and implement major mail management projects focusing on service improvements and compliance with Federal laws, guidelines and best practices.

  2. 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 affect 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.

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

1.22.1.2.2  (07-11-2012)
Postal and Transport Policy (PTP) Section

  1. The Chief, PTP Section reports to the Chief, DRB and is responsible for planning and providing Servicewide program and budget management for mail and transportation services.

  2. PTP Section responsibilities are:

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

    2. Perform program and budget management for the Servicewide Mail and Transportation Program, providing advice, guidance and standards for all IRS offices.

    3. Solicit and/or administer contracts, Tenders of Service and purchase agreement contracts 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 liaison with the GSA and the mailing and transportation services industry.

    5. Serve as the point of contact for mail and transportation issues within the Service.

1.22.1.2.3  (07-11-2012)
W&I Strategy and Finance Staff

  1. Reconciliation of the USPS monthly expenditure report and its transactions are a joint responsibility of the CFO, Internal Financial Management Unit, W&I Strategy and Finance, and the DRB. In-depth information and guidance regarding W&I Strategy and Finance responsibilities is provided in IRM 1.22.4, Postage Accountability and Reporting Requirements.

1.22.1.2.4  (07-11-2012)
Agency Wide Shared Services (AWSS)

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

  2. The AWSS National Administrative Mail Contract, Contracting Officer Representative (NAMCCOR) reports to the Director, REFM and is responsible for:

    1. Communicating changes in policy to the field

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

    3. Conducting program reviews

  3. The Territory Manager of each territory will appoint a TPOC to provide mail management program guidance and direction to mail room operations within their servicing area. The TPOC serves as the primary point of contact with the NAMCCOR. 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 services (e.g., 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 Point of Contact (LPOC).

    6. Address routine questions.

    7. Serve as a 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 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. The LPOC serves as the primary contact for the Facilities Mail Program TPOC. The LPOC's responsibilities include:

    1. Maintaining knowledge of mail management policies and guidance.

    2. Preparing and submitting Form 10580-A, Postage Purchase/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.

1.22.1.2.5  (07-11-2012)
Office of Governmental Liaison And Disclosure (GLD)

  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 10.4.1, Managers Security Handbook.

  2. Other references are:

    • IRM 10.9.1, National Security Information (NSI)

    • IRM 10.2.13, Information Protection

1.22.1.2.6  (07-11-2012)
Chief Financial Officer (CFO)

  1. The Travel Management Section in the Administrative Accounting Branch of the Beckley Finance Center (BFC) is responsible for:

    1. Counseling employees who are relocating at IRS expense.

    2. Coordinating household goods transportation, storage and accessorial services relating to the employee's move.

    3. Assuring payment of carrier invoices for those services.

  2. The Government Payables and Receivables Section of the Administrative Accounting Branch of the BFC is responsible for payment of mail services provided by the USPS.

  3. The Funds Management Section of the Accounts Payables and Funds Management Branch is responsible for payment of transportation invoices.

1.22.1.3  (07-11-2012)
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 exclusive right to carry letters for compensation, with certain limited exceptions.

1.22.1.3.1  (07-11-2012)
Official Penalty Mail

  1. Official Penalty Mail is official mail sent by the U.S. 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  (07-11-2012)
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). Detailed guidance is provided in IRM 1.22.4, Postage Accountability and Reporting Requirements.

1.22.1.3.3  (07-11-2012)
Licenses and Permits

  1. Agencies authorized to use penalty mail must obtain licences or permits at specific Post Offices 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. 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 permitted by USPS standards.

1.22.1.3.4  (07-11-2012)
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  (07-11-2012)
References

  1. Mail Management Program information is available on the Postal and Transportation Policy Program web site at http://publish.no.irs.gov/mailtran/MThome.html

  2. IRS publications, documents and forms are available on the M&P web site at http://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, Mailers Companion

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

    • IRS Document 11933, Internal Revenue Service Bill of Lading (IRBL) User Guide

    • IRS Document 12375, USPS Mail User Guide for IRS Employees

    • IRS Document 12019, IRS Addressing Standards

    • IRS Document 12506, Package Preparation Guidelines

    • IRS Document 12534, Mail Desk Guide Territory Point-of- Contact

    • 39 CFR 310, Enforcement of the Private Express Statutes

    • 39 CFR 320, Suspension of the Private Express Statutes

    • 41 CFR 101-9, Federal Mail Management

    • 41 CFR 102-192, Mail Management


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