1.22.2  United States Postal Service (USPS) Classes of Mail, USPS Additional Services and Small Package Carrier (SPC) Services

Manual Transmittal

August 3, 2012

Purpose

(1) This transmits revised IRM 1.22.2, Mail and Transportation Management, United States Postal Service (USPS) Classes of Mail, USPS Additional Services and Small Package Carrier (SPC) Services.

Material Changes

(1) IRM 1.22.2, changed title to United States Postal Service (USPS) Classes of Mail, USPS Additional Services and Small Package Carrier (SPC) Services

(2) IRM 1.22.2.1, reworked for clarity and updated to include new subsections

(3) IRM 1.22.2.1.2, added new subsection on Priority Mail

(4) IRM 1.22.2.1.3 (1), added examples of Standard Mail

(5) IRM 1.22.2.1.3 (2), added information on appropriate mailing of individual pieces of mail

(6) IRM 1.22.2.1.3 (3), added information regarding IRS paying for the forwarding and return of Standard Mail

(7) IRM 1.22.2.1.4 (1), removed Penalty Stamp instructions

(8) IRM 1.22.2.1.5, added new subsection on Express mail

(9) IRM 1.22.2.1.6, added new subsection on Extra/Other Services

(10) IRM 1.22.2.1.7, added new subsection on Recipient Services

(11) IRM 1.22.2.2, added new subsection on International Mail

(12) IRM 1.22.2.2.1, added new subsection on First-Class International Mail

(13) IRM 1.22.2.2.2, added new subsection on International Mail Extra Services

(14) IRM 1.22.2.3, added new subsection on Small Package Carrier Services

(15) IRM 1.22.2.3.1, added new subsection on Ground Services

(16) IRM 1.22.2.3.2, added new subsection on Air Services

(17) IRM 1.22.2.3.3, added new subsection on Extra Services

(18) IRM 1.22.2.4, added new subsection on International Packages

(19) Some editorial changes were made

Effect on Other Documents

IRM 1.22.2, Classes of Mail and the United States Postal Service (USPS) Special Services, dated February 23, 2010 is superseded.

Audience

IRS Employees

Effective Date

(08-03-2012)


Crystal Philcox
Director, Distribution
Wage and Investment Division

1.22.2.1  (08-03-2012)
Classes of Mail and Additional Services

  1. The following sections describe the classes and types of mail and package services used by the IRS.

1.22.2.1.1  (08-03-2012)
First-Class Mail

  1. As defined by 39 CFR 310, First-Class Mail includes handwritten and typewritten correspondence, bills and statements of accounts, remittances (checks), post cards and Business Reply Mail (BRM). First-Class Mail is personal and may not be opened for postal inspection. First-Class Mail is for individual pieces weighing 13 ounces or less. It includes forwarding service to a new address for up to 12 months or return service if the piece is not delivered. All envelopes or packages labeled First-Class Mail weighing more than 13 ounces are handled as Priority Mail.

  2. The USPS is the primary carrier for all correspondence between IRS and the public. The following general guidelines should be used to ensure economic handling of First-Class Mail:

    1. Single pieces of correspondence should be mailed in standard letter size envelopes, not in flat size envelopes. The only exception would be photographs or other items that may be damaged by folding. The USPS charges higher rates for large or flat size envelopes.

    2. Several items sent to the same address should be combined into a single large envelope, as allowed by statute.

    3. If damage to the insert will not occur by folding, all inserts should be folded to allow the use of a standard letter size envelope.

1.22.2.1.2  (08-03-2012)
Priority Mail

  1. All First-Class Mail weighing more than 13 ounces is designated Priority Mail and given First-Class Mail handling. Rates are based on zone and weight.

  2. Guidelines when using Priority Mail are:

    1. All taxpayer correspondence weighing more than 13 ounces must be sent Priority Mail.

    2. USPS Priority Mail packaging should be used whenever feasible. If using USPS Priority Mail packaging, the mailer must prominently mark "PRIORITY MAIL" on the mail piece.

1.22.2.1.3  (08-03-2012)
Standard Mail

  1. Standard Mail consists of items that are not required to be mailed as First-Class Mail. It is non-personal and each piece must weigh less than 16 ounces. Examples of Standard Mail are:

    • Tax Products

    • Printed matter, flyers, circulars, advertising

    • Newsletters, bulletins and catalogs

    • Small parcels

  2. This class of mail is not appropriate for mailing an individual piece of mail. Each mailing must meet a minimum quantity of 200 pieces or 50 pounds of mail. There is no single-piece Standard Mail Postage. Refer to the Domestic Mail Manual (DMM) for detailed requirements.

  3. Forwarding and return must be endorsed on each piece. The IRS pays for the forwarding and return of properly endorsed Standard Mail pieces using a weighted factor as directed by the DMM.

1.22.2.1.4  (08-03-2012)
Package Services (Parcel Post)

  1. Requirements for Package Services include maximum size and weight limits. Any item weighing between 1 - 70 pounds and not marked Priority Mail will be sent Package Services, commonly called Parcel Post. See the DMM for size and weight limitations.

  2. The use of Parcel Post should be monitored for the following:

    1. Proper labeling of items

    2. Most cost-efficient method of shipping

1.22.2.1.5  (08-03-2012)
Express Mail

  1. Express Mail should be restricted to unique circumstances where the next day delivery of a mail piece is mandatory and failure to deliver the piece will have detrimental effect on conducting business. Express Mail is guaranteed expedited service that offers tracking.

  2. The use of this service is restricted to mail addressed to:

    • A USPS facility

    • A USPS Post Office (P.O.) Box

    • When an USPS postmark is required by law as proof of mailing.

  3. Form 9814, Request for Mail/Shipping Service, is required for all IRS locations where designated mailroom personnel are creating shipping labels or placing postage on packages.

1.22.2.1.6  (08-03-2012)
Extra/Other Services

  1. Extra Services are value-added products that provide greater security and accountability for mail, or improved handling. These services are available for a fee in addition to regular postage and are not available for all classes of mail. Certified Mail, Certificate of Mailing, Delivery Confirmation, Registered Mail, Restricted Delivery and Return Receipt are examples of Extra Services that should be used in unique situations or where required by the statute. See the DMM for limitations. Other services include Penalty Business Reply Mail.

    1. Certified Mail provides a record of mailing to the sender and a record of delivery at the Post Office of delivery for two years. Mail pieces requiring a postmarked sender's receipt must be mailed at a USPS office. Certified Mail does not travel any faster than First-Class Mail and does not receive any extra security protection.

    2. Certificate of Mailing provides evidence that mail has been presented to the USPS for mailing but does not provide a record of delivery. This method is preferred over use of Registered or Certified Mail services when these service types are not mandated by statute.

    3. Delivery Confirmation provides information about date and time when an article is delivered or delivery was attempted but unsuccessful.

    4. Registered Mail provides sender with mailing receipt at point of mailing and a delivery record is maintained at the mailing Post Office. Advantages of Registered Mail include:
      Most secure service offered by USPS.
      Tracked from the time of mailing to time of delivery.
      Transported under lock, separately from other mail.
      May not be deposited in collection boxes.

    5. Restricted Delivery provides mail to a specific addressee or the addressee's authorized agent as instructed by the mailer.

    6. Return Receipt provides sender with proof of delivery (to whom the mail was delivered and date of delivery).

    7. Penalty BRM service uses a postage paid return envelope, label or postcard.

1.22.2.1.7  (08-03-2012)
Recipient Services

  1. P.O. Box and Caller Service are premium services offered for a fee and are not funded through the Official Mail Accounting System. Offices requiring this service should contact their servicing Facilities Management Territory Point of Contact for assistance.

  2. Payment for P.O. Box service is required in 6 month (semi-annual) or 12 month (annual) increments. P.O. Boxes are available in various sizes and are assigned by a postal facility based on individual needs.

  3. Utilization of P.O. Boxes should be reviewed annually by local offices for number of boxes required and their purpose.

  4. Caller Service is available if incoming mail exceeds the capacity of the largest available P.O. Box. This service allows a customer to pickup mail at a Post Office call window or loading dock.

1.22.2.2  (08-03-2012)
International Mail

  1. International Mail is mail addressed to or received from foreign countries and excludes mail originating in the United States of America, its territories and possessions, APOs (Army Post Offices, associated with Army or Air Force installations), FPOs, (Fleet Post Offices, associated with Naval installations and ships) and United Nations, NY. Territories and possessions include Puerto Rico, Guam, American Samoa, U.S. Virgin Islands, Northern Marianna Islands, Micronesia, Palau, Marshall Islands and Wake Atoll.

  2. When mailing to foreign countries, the destination and size of envelope should be considered. Postage rates are based on the level of service, zone and weight of the mail piece.

1.22.2.2.1  (08-03-2012)
First-Class International Mail

  1. First-Class International Mail meets the criterion outlined for First-Class Mail in IRM 1.22.2.1.1, First-Class Mail. It is the most economical method to send letters and large envelopes using USPS.

  2. Undeliverable mail will be returned in accordance with the regulations of the destination country.

  3. USPS International Mail Manual (IMM) contains detailed information related to services, conditions of mailing, extra services and mail preparation, including Customs Requirements.

1.22.2.2.2  (08-03-2012)
International Mail Extra Services

  1. Dependent upon the destination country and its rules and regulations, extra services may be available, but should only be used in unique situations or where required by statute.

  2. Registered Mail is the replacement service to USPS certified mail.

  3. Return Receipt may not require the addressee's signature. Receipts are returned by mail.

1.22.2.3  (08-03-2012)
Small Package Carrier (SPC) Services

  1. The following sections describe the SPC services in use by the IRS.

  2. Packages not containing remittances and weighing 13 ounces or less will be sent via the USPS.

  3. All packages tendered to a SPC are assigned a tracking number. This tracking number will be used to ensure delivery.

  4. A SPC cannot be used for packages being sent to a USPS Post Office, USPS P.O. Box, APO, FPO or DPO (Diplomatic Post Office) address. These packages must be sent via the USPS.

  5. SPC time in transit and actual delivery days are Monday through Friday.

  6. The SPC does not include forwarding services to a new address. When a package is not deliverable or refused by the occupant, a SPC will attempt to locate a new address through publicly available address services. If the attempt is unsuccessful, the package is returned to the sender.

  7. In consideration of the health and safety of all employees, each SPC package should not exceed 30 pounds. Additional handling charges will apply for packages weighing more than pounds. Packages weighing 70 - 150 pounds must be tagged with a SPC Heavy Weight label. Packages weighing over 150 pounds are classified as freight and may not be sent by SPC. Refer to IRM 1.22.6, Transportation Management, for information on freight services.

1.22.2.3.1  (08-03-2012)
Ground Services

  1. SPCs, such as FedEx and United Parcel Service (UPS), provide one to six day delivery based upon distance. Packages can include documents and case files that are contained in either a corrugated cardboard box or 9 x 12 and larger envelope.

  2. SPC Ground Services are generally the most economical and preferred shipping option for packages weighing more than 13 ounces. Cost for ground package services is dependent on zone and weight.

  3. Form 9814, Request for Mail/Shipping Service, is required for all ground shipments for locations serviced by a Campus mailroom or IRS contract mailroom.

1.22.2.3.2  (08-03-2012)
Air Services

  1. SPC Air Services should be restricted to unique circumstances where next day delivery of a package is mandatory and failure to deliver the package will have a detrimental effect on conducting business. SPC Air Services are guaranteed expedited services that offer tracking.

  2. The following SPC Air Services are authorized for use:

    1. 2nd Business Day Delivery Service - Guaranteed delivery by close of business on 2nd business day.

    2. Next Business Day Delivery Service - Guaranteed delivery by 10:30 AM (most areas).

  3. There are many other air delivery options offered by SPCs. Any services except those listed above are not authorized due to excessive cost. Unauthorized air services include:

    • FedEx First Overnight

    • UPS Next Day Early AM

    • Any Next Day Afternoon Delivery

    • Any 2nd Day Morning Delivery

    • Any Same Day Delivery Service

  4. Form 9814, Request for Mail/Shipping Service, is required for all air shipments for locations serviced by a Campus mailroom or IRS contract mailroom.

1.22.2.3.3  (08-03-2012)
Extra Services

  1. Extra services, also known as accessory fees, are value-added options offered by SPCs that can be combined with the ground and air shipment for an additional fee. Declared Value, Delivery Confirmation, Saturday Delivery, and Residential Delivery are examples of extra services that could be used in unique situations.

    1. Declared Value, known as insurance, is not to be used unless specified by the Postal and Transport Policy Section. A SPC's liability for loss or damage to a shipment is $100 without declaration of value. Shipments exceeding $100 in value are considered self-insured.

    2. Delivery Confirmation is only offered in combination with "Signature Required " or "Adult Signature Required." These services do not meet statutory requirements for signature receipt related to tax assessment or collection of tax liabilities.

    3. Saturday Delivery is high cost and can only be used in extreme circumstances.

    4. Residential Delivery is defined as a delivery to a location that does not have an entrance open to the public. Residential charges on ground shipments are significantly less expensive than residential charges on air shipments.

1.22.2.3.4  (08-03-2012)
International Packages

  1. International packages are addressed to foreign countries. Next Day delivery is not available to most international destinations. Standard international delivery times begin at two days but vary according to destination country and carrier.

  2. Ground services are available from the Continental U.S to Alaska, Hawaii and Puerto Rico. Any other countries are considered international.

  3. Rates are based on level of service, zone and weight of the mail piece. SPC international shipping should only be utilized in unique circumstances.

1.22.2.4  (08-03-2012)
References

  1. Other references are:

    • USPS Extra Service Quick Guide 900

    • USPS Notice 123, Price List

    • USPS Publication 370, Extra Services

    • 31 CFR 362, Declaration of Valuables Under the Government Losses in Shipment Act

    • 39 CFR 310, Enforcement of the Private Express Statutes


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