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Part 3. Submission Processing

Chapter 10. Campus Mail and Work Control

Section 203. Mail Receiving and Sorting Operations

3.10.203  Mail Receiving and Sorting Operations

3.10.203.1  (01-01-2008)
WHAT’S IN IRM 3.10.203

  1. This IRM section provides instructions for receiving mail and automated processing of incoming mail, outgoing first class mail, and Ink Jet Printing (IJP) bar codes on return reply envelopes. Automated sorting and IJP are performed on one piece of sorting equipment called the Service Center Automated Processing Systems (SCAMPS). The topics covered in this IRM include:

    • Section 1: What’s in IRM 3.10.203
    • Section 2: Receiving Mail
    • Section 3: Sorter Room Security
    • Section 4: Incoming Mail Sorting Operations
    • Section 5: Reporting Requirements
    • Section 6: Return Envelope Pre-printing
    • Section 7: Outgoing Mail Presort
    • Section 8: IRS Bar Code Format Assignments

  2. Shipping outgoing packages and mail is covered in IRM 3.13.62, Media Transport and Control.

  3. All employees are required to be familiar with IRM 3.0.273.0, Administrative Reference Guide, which contains instructions of a general nature.

  4. IRM 3.30.123, Work Planning and Control, specifies requirements for processing timeliness for Center processing including cycles, criteria and critical dates.

3.10.203.2  (01-01-2008)
Receiving Mail

  1. This section details procedures for receiving and routing mail received at the IRS service centers.

3.10.203.2.1  (01-01-2008)
Received Date

  1. All mail received in the Automated Mail Sorting area requires the received date.

  2. Mail forwarded to Extraction or delivered to addressee on the day received requires no date stamping in Shipping and Receiving.

  3. Mail forwarded to the sorting area must be controlled using the following procedures:

    1. Attach a control slip to each postal container indicating received date to the service center. The control slip may be a piece of paper, a Center form, or a Form 3210, Document Transmittal.

    2. Ensure that this control slip containing the received date is retained with the batch of mail when forwarded to the Extraction Area.

  4. A date mark is applied to each envelope by the sorter during mail sorting. IRM 3.10.72, Receiving, Sorting and Numbering, contains instructions on when and under what circumstances the sorter applied date may be used in association with the envelope contents.

3.10.203.2.2  (01-01-2008)
Private Delivery Service (PDS)

  1. Private Delivery Service (PDS) mail is delivered to the addressee or routed to Extraction on the day it is received at the Center.

  2. When PDS mail carries no date, the private carrier may be contacted to acquire this information.

  3. Misdirected mail received from a PDS must be returned to the carrier as soon as possible. Follow the procedures detailed in "Mis-sent/Misdirected Mail" in this Handbook.

  4. Determination of received date from a qualifying PDS is detailed in IRM 3.10.72.7, Receiving, Sorting and Numbering, Date Stamping Items from Designated Private Delivery Services.

3.10.203.2.3  (01-01-2008)
Bulk Mail Pouch

  1. Follow these procedures when bulk pouch mail is received from other government offices:

    1. Remove documents from the bulk mail pouch.

    2. Locate the transmittal forms.

    If Then
    The transmittal form is missing: 1. Contact the originating office to obtain a copy of the missing form.
      - or -
    2. Prepare a Form 3210 listing all materials received and forward copies to sender. (See Physical Security Handbook.)
    Some or all of the documents are lost: Contact the local postal representative to locate the shipment.

  2. Check off items received on the top copy of original transmittal form. Note any missing items or any discrepancies and record them in the remarks column of the original and duplicate forms.

  3. Sign and date all transmittal forms and mail duplicates to the originating office.

  4. Retain top copy of the original form.

  5. Route the top copy of any transmittal containing processing instructions along with the documents to the area requested in the transmittal form.

  6. Maintain a control log for the transmittal form by transmittal number sequence.

3.10.203.2.3.1  (01-01-2008)
SSA COMBINED ANNUAL WAGE REPORTING (CAWR)

  1. Follow these additional procedures when receiving Social Security Administration (SSA) Form 4511, Remittance Control Record, or Social Security Administration Computerized Control Record.

    1. Stamp each item "Received from SSA."

    2. Stamp each item with IRS received date.

    3. Ensure each item has SSA received date clearly indicated.

    4. Make 2 copies of Form 4511 or Computerized Control Record.

      If SSA Control Record Then
      Contains remittances: Route copy of Control Record, related documents and remittances to Deposit Activity Function.
      Contains no remittances: Route original Control Record and documents to Extracting and Sorting.

    5. Return one copy of Control Record to sending office address on the form. SSA usually supplies a pink self-addressed envelope for this purpose with the Control Record. If no sender address appears, send the copy to:

      Social Security Administration
      Wilkes-Barre Data Operations Center
      Attn: AWR Cash Control — 4th Floor
      1150 East Mountain Blvd
      Wilkes-Barre, Pa. 18702-9838

    6. Contact SSA regarding problems at (570) 831-1599,
      Fax (570) 826-6789.

3.10.203.2.3.2  (01-01-2008)
SSA (CAWR) Microfilm

  1. SSA and the IRS are phasing out Microfilm usage. Any microfilm mail received in any Center should be shipped to:


    IRS
    1200 Troy Schenectady Road, Suite 102
    Latham, NY 12110-1026

  2. If this address changes, contact the Shipping and Receiving function in Andover Submission Processing Center (SPC) to locate the new microfilm- processing site.

3.10.203.2.3.3  (01-01-2008)
Routing Bulk Pouch Documents

  1. Route documents from bulk pouch mail with no route indicated on the transmittal as follows:

    1. Expedite processing when Form 6469, Media Label for W-4, is attached to magnetic media.

    2. Route any document specified in the local Center Routing Guide to the location indicated in the guide.

    3. Route any document not specified in the local Center Routing Guide to the Extracting function.

3.10.203.2.4  (01-01-2008)
Unique Center ZIP Codes

  1. Each Submission Processing Center has been assigned a unique 5-digit ZIP code that allows the United States Postal Service (USPS) to expedite mail delivery to the IRS. Unique U.S. Postal Sectional Center Facility (SCF) ZIP Codes have been assigned to IRS centers as follows:

    SPC ZIP Code SPC ZIP Code
    Andover 05501 Fresno 93888
    Atlanta 39901 Kansas City 64999
    Austin 73301 Memphis 37501
    Brookhaven 00501 Ogden 84201
    Cincinnati 45999 Philadelphia 19255

  2. Return envelopes carry ZIP+4 codes that are provided to taxpayers in the tax packages. This code is the combination of the above ZIP codes plus the 4 digit Code Format Number (CFN) codes assigned in this IRM (see Master Assignment List of Code Format Numbers). Example: Andover SPC, 1040 return is 05501-0002.

3.10.203.2.5  (01-01-2008)
Letter Mail Received From Taxpayers

  1. Direct all letter mail received from the USPS to the Mail Sorting area for processing. Mail received from the U.S. Postal Service (USPS) may be in various container types (e.g., pouches, trays, tubs, etc).

3.10.203.2.6  (01-01-2008)
Federal Tax Deposit (FTD) Mail

  1. Route Federal Tax Deposits as follows:

    Condition Route to
    FTDs received via designated FTD Post Office Box number. Extraction Unit.
    FTDs received in regular mail, identified by special label with gray borders, Form 5521. Extraction Unit.
    FTDs are addressed to another center. Addressed Submission Processing Center.
    FTD transmittal shows different center code than receiving center. FTD Unit with Form 3210 listing bank ID numbers.

3.10.203.2.7  (01-01-2008)
Lockbox Mail

  1. The Lockbox Depository will forward daily all work processed. Form 3210, Document Transmittal, listing the contents of each package, will be included for each area receiving lockbox mail. Further details are available in IRM 3.0.230, Lockbox Processing Procedures.

  2. Contact the Submission Processing Center Lockbox Coordinator for specific packaging/distribution instructions.

3.10.203.3  (01-01-2008)
Sorter Room Security

  1. This section provides guidelines to meet physical, operational and system security needs to prevent damage to the sorters, computers, software and to prevent disclosure of taxpayer data in the sorting area.

3.10.203.3.1  (01-01-2008)
Security Handbooks

  1. IRM 10.4.1, formerly IRM 1.4.6, Managers Security Handbook, and IRM 10.2.1, formerly IRM 1.16.1, Physical Security Handbook, are the manuals relating to security measures for the Mail Sorting area.

  2. Particular attention shall be given to safeguarding money and tax information.

  3. Every employee is responsible for having a working knowledge of security needs for their work area. For Security Guidelines within the function, refer to IRM 3.10.72.1.2.

3.10.203.3.2  (01-01-2008)
Physical And Operational Security

  1. Physical and operational security shall be maintained as follows:

    1. Lock the Sorter room and the Server Computer room when unattended.

    2. Deliver all processed incoming mail to the Extraction area properly identified as with remittance, "with remit," or non-remittance, "non-remit."

    3. If secure space is not available, store excess "non-remit" mail in an unsecured area adjacent to extraction or other secured storage area. Advise the appropriate Extraction employee of this location.

3.10.203.3.3  (01-01-2008)
Sorter System Security

  1. System security shall be maintained through the following steps:

    1. Follow system shutdown procedures in the Operator’s Handbook when terminating mail-processing operations.

    2. Do NOT provide systemic entry codes to non-operator personnel.

    3. Maintain Server Computer Modems in an off status during normal conditions to prevent unauthorized access to the computers. These modems are for system diagnosis and repair only.

3.10.203.4  (01-01-2008)
Incoming Mail Sorting Operations

  1. This section provides instructions for processing incoming mail. This section includes Culling, Sorting, Reporting, and Delivery of processed mail.

3.10.203.4.1  (01-01-2008)
Operational Procedures

  1. Inspect the mail and remove Misdirected (non-IRS) mail, Certified or Registered mail, and non-machinable mail according to the guidelines in this section.

  2. Sort the mail according to the procedures in this section. Process white mail, misdirected mail, and undelivered mail as detailed in this section.

  3. Gather statistical samples and mail counts, prepare and deliver the sorted mail as detailed in this section.

3.10.203.4.1.1  (01-01-2008)
Culling Operation

  1. Prepare incoming mail for automated sorting as follows:

    1. Randomly sample each pouch or tray of mail received to insure that the contents belong to the IRS and were not misdirected by the USPS.

    2. Return any mis-sent/misdirected pouch or tray to the USPS. Follow the procedures detailed in "Mis-sent/Misdirected Mail" in this Handbook.

    3. Remove fats (envelopes that are thicker than 3/8″) and flats (envelopes that are larger than 6 1/8″ X 111/2″). Open these envelopes and forward these items to extraction.

    4. Remove any envelopes that are obviously misdirected to IRS. Return this misdirected mail to the USPS.

    5. Separate all certified or registered mail and deliver to the Detached Mail Unit (DMU) employee, if present, or extract contents and return envelope to USPS for proper accountability.

    6. Continue these culling operations while loading the conveyor belt on the Sorter.

3.10.203.4.1.2  (01-01-2008)
Registered And Certified Mail

  1. Process Registered and Certified Mail by agreement with the local Post Office, or by following the procedures below if a postal employee is located on site:

    1. Identify certified and registered mail by red or green stickers affixed to or part of each envelope prior to the sorting operation.

    2. Separate all certified and registered mail and forward it to the Detached Mail Unit (DMU) employee for control.

    3. Have the designated IRS mail clerk stamp Certified Mail and Registered Mail, and sign the Registered Mail acknowledgement. Stamp the acknowledgements in the following manner:

      Internal Revenue Service Received
      (Month, day, year)
      (Center name)
      (City, State).

    4. Direct certified mail queries to the Detached Mail Unit (DMU) employee. The DMU employee has the responsibility of researching computerized certified mail records maintained by the USPS.

    5. Return certified and registered mail processed mail by the DMU employee, to sorting personnel for processing.

3.10.203.4.1.3  (01-01-2008)
Sorting Operation

  1. Process all machinable mail received from taxpayers through the automation equipment for sorting by one of three (OlD, CFN or USPS) bar codes and remittance status as follows:

    1. Retain integrity of incoming mail by date. Process all mail by received date. Do not intermingle separate days receipts. Use the first-in, first-out concept.

    2. Initialize the sorter for incoming mail operations as specified in the Operator’s Handbook.

    3. Select the most efficient standard sort scheme for a given batch of mail to yield the highest volume of sorted mail on the initial pass, and identify the greatest volume of remittance bearing mail.

    4. Designate un-selected with remittance and un-selected without remittance pockets in each standard sort scheme. The remittance detector is only active on the first pass of any mail run. Any mail not selected for final sort on the first pass shall remain unopened and be sorted to the with or without remittance pockets as appropriate. Mail shall remain unopened in subsequent passes until the Code Format Number (CFN) is selected for final sort.

    5. Place the mail on the conveyor belt and continue performing culling procedures as required. Place the mail on edge, faced and oriented correctly, with the bar codes facing the sequence sorter.

    6. Maintain identification of sorted mail by form type and remittance status.

    7. Sort all unreadable envelopes and envelopes that are mechanically mishandled to the purge pocket.

    8. Sort all mail pieces that enter the sorter as doubles or misreads to the reject pocket. Statistical sample mail pieces will also be directed to the reject pocket. Re-sort rejected mail pieces after separating pieces marked for a statistical sample.

    9. Perform all second pass sorts (fine sort) as necessary and process Undelivered Mail, Misdirected Mail, White Mail and Statistical Samples as detailed below.

    10. Place sorted mail in trays and mark each tray with, form type, remittance status, and count. The sorter places a mark on every 25th or 50th piece of mail in each pocket. Use this mark to manually count the mail as it is trayed, or use the pocket counter for that pocket.

    11. Forward all mail to Extraction except when otherwise specified in this manual or by local management.

    12. Upload all incoming run statistics to the host computer upon completion of an incoming run. Include undelivered mail 64 bit bar code information along with the daily run statistics.

3.10.203.4.1.4  (01-01-2008)
Processing White Mail

  1. Two types of white mail (mail without bar codes) are processed on the sorters, IRS and Non-IRS (misdirected) mail. IRS white mail is opened on first sort pass.

  2. Monitor white mail during the sort run to determine if the volume of non-IRS mail increases to an undesirable level. If this happens, notify local management to determine if the following instructions should be used:

    1. Reset the job run parameters to leave the white mail unopened.

    2. Contact the local postal representative to determine if there is a problem.

    3. Process the opened misdirected mail as directed below.

3.10.203.4.1.5  (01-01-2008)
Mis-Sent/Misdirected Mail

  1. Mis-Sent/Misdirected mail received from a private carrier must be returned to the carrier as soon as possible.

  2. Count all mis-sent/misdirected mail and determine weekly totals for reporting in the monthly reports to HQ Multimedia Servicewide Postage Program as outlined in the "Reporting Requirements" in this Handbook.

  3. Process mis-sent/misdirected mail that has been opened as follows:

    1. Reseal the misdirected mail piece.

    2. DO NOT APPLY ANY IRS STAMP, DATE, OR OTHER INFORMATION ON THE ENVELOPE.

    3. Return the misdirected mail to the local USPS as soon as possible.

3.10.203.4.1.6  (01-01-2008)
Returned/Undelivered Mail

  1. Process Returned/Undelivered IRS mail as follows:

    1. Manually add volume counts of returned/undelivered mail to determine the monthly totals for reporting to HQ Multimedia Servicewide Postage Program as outlined in the "Reporting Requirements" in this Handbook.

    2. Separate returned/undelivered mail identified as "low" priority for routing to the sending area or extraction as determined by local management.

    3. Route all other returned/undelivered mail as specified in IRM 3.13.62.0, Media, Transport and Control.

    4. Route returned/undelivered mail not in IRM 3.13.62.0 to the Extraction area.

3.10.203.4.1.7  (01-01-2008)
SOI Statistical Sampling

  1. A statistical sampling feature provides for every "n" th mail piece (e.g., 10th, 100th, etc.) to be marked with ink and sorted to the reject pocket as prescribed by the SPC Statistician / Statistics Of Income (SOl) Coordinator. The mail piece number to be selected can be set or changed in the environment parameters on the sorter by the System Administrator.

  2. Exercise caution when handling rejected mail to ensure that the statistical sample mail pieces are removed from the reject pocket and given to the employee designated for sample processing. DO NOT allow an uncontrolled return or remittance to be removed from the Receipt and Control Branch for statistical purposes.

3.10.203.4.2  (01-01-2008)
Daily Incoming Receipts Tape Generation

  1. The Sorter creates an incoming receipts magnetic tape upon request.

  2. Run the mail sort, and then generate the Social Security Number (SSN)/Employer Identification Number (EIN) tape using the operational procedures established by the Systems Administrator.

  3. Deliver the tape daily to the designated representative from the Automation Support Branch or Systems Management Branch.

3.10.203.4.3  (01-01-2008)
Undelivered Mail Tape Generation (Suspended)

  1. Generate this magnetic tape weekly, upon completion of the Friday incoming mail sort, for Collections undeliverable function in Submission Processing Centers where the Undeliverable Mail System (UMS) is operational. Deliver Collection tape to the designated representative in computer operations:

    1. Generate a tape of all undelivered data received for the week.

    2. Prepare Form 3220, Mass Storage Media, for the generated tape.

    3. Deliver tape and Form 3220 to Chief, Operations Branch in the Computer Services Division.

  2. Generate weekly tape of Undeliverable SSN’s by following the procedures established by the Systems Administrator.

3.10.203.5  (01-01-2008)
Reporting Requirements

  1. Provide manually tabulated reports for Mis-sent/Misdirected mail and Returned/Undelivered mail within 10 days after the end of the report month to the HQ Multimedia Servicewide Postage Analyst. E-mail the reports to ‘Diane.L.Wallace2@irs.gov’ (202-622-8377).

  2. The Sorter accumulates processing volumes and other information that is available for reporting purposes. Daily reports are normally created for local management after completion of the daily incoming or outgoing sort runs.

  3. Maintain locally the following monthly reports from the Sorter Report Menu:

    • Incoming Extended Report by CFN.

    • Incoming Extended OlD Report - Undeliverable Mail.

    • Machine Metrics - Throughput Report.

    • Machine Metrics - Jam/Error Report.

  4. These reports shall be made available to the Contracting Officer’s Technical Representative (COTR) on an as needed basis, upon request.

    E-mail address for COTR: Thomas.C.Brown@irs.gov
    Mailing address for COTR: Internal Revenue Service
    ATTN: Thomas Brown
    SE:W:CAS:SP:IMF:N C5-131
    New Carrollton Federal Building
    5000 Ellin Road
    Lanham, MD 20706–1348

3.10.203.6  (01-01-2008)
Return Envelope Pre-Printing

  1. Pre-printing using the IJP function is available to provide IRS CFN and USPS Bar Codes on IRS return envelopes.

  2. Plan and schedule pre-printing to accomplish the following:

    • Provide the functional areas with an adequate supply of custom bar coded envelopes to meet immediate needs of limited periods (weekly, biweekly or monthly) depending on quantity usage and ample storage space in the Machine Services area.

    • Schedule the pre-printing workload for the sorter area to distribute the work to less active work periods.

  3. Pre-printing applies the desired CFN and a visual indicator for easy identification as well as a USPS Delivery Point Bar Code (DPBC), if desired. NEVER apply the DPBC on a windowed return reply envelope. Windowed envelopes are used to display the DPBC in the window and are used when mail may be returned to offices other than the mailing site.

3.10.203.6.1  (01-01-2008)
IRS Return Envelopes

  1. The E-73 return envelope is the primary non-bar coded (non-window) envelope provided for use in corresponding with taxpayers. Pre-print these envelopes before inserting them into taxpayer correspondence.

  2. Designate the custom codes or CFNs locally depending on where the taxpayer response is to be sorted and routed after being returned to the Submission Processing Center.

3.10.203.6.2  (01-01-2008)
Operational Procedures For Pre-Printing

  1. This operation imprints a Custom Bar Code on the bottom left edge of envelopes and a visual indicator to the right of the bar code. The bar code is developed using a Code Format Number (CFN) assigned by the operator (see Bar Code Format Assignments section).

  2. Follow these procedures for preparing IRS return envelopes using IJP:

    1. Place the needed number of empty return reply envelopes on the conveyor belt with the address side facing the sequence sorter.

    2. Select the CFN desired for printing and verify that the CFN and visual indicator are correct.

    3. Select pockets for distribution of printed envelopes.

      Note:

      Do not assign pocket one as it is reserved for misprints or envelopes that did not have a bar code applied because of a double feed condition.

    4. Gather the printed envelopes and deliver to the appropriate user function.

3.10.203.7  (01-01-2008)
Outgoing Mail Presort

  1. Mail sorting is a process where daily outgoing mail is sorted by ZIP codes. Usually, the US Postal Service (USPS) sorts the mail into ZIP code order permitting faster delivery to the addressee. Part of the postage pays for this sorting. The USPS reduces the per-mailpiece postage (provides discounts) to the IRS for presorting outgoing mail into ZIP code order. The discounted amount is dependent on the amount of sorting (i.e., first three digits or first five digits, and the related volumes). By presorting and applying the USPS Delivery Point Bar Code (DPBC), the service saves millions of dollars each year.

3.10.203.7.1  (01-01-2008)
Presorting Requirements

  1. Presorting only applies to first class mail weighing 3.3 ounces or less. In order to presort mail, the address on each mail piece must be readable by the sorter. The result of the reading is the printing of the Delivery Point Bar Code (DPBC) which is applied by the sorter to the bottom right corner of the envelope. For the sorter to read properly, each envelope must have:

    1. A print reflectance difference of at least 50 on a Macbeth reflectometer.

    2. Clear, clean, uniform size print on quality paper.

    3. Paper heavy enough to prevent show through of print on the back of the form or from carbon paper of a form assembly.

    4. Name and address lines printed with the designated OCR-A or IRS Gothic 12 font.

    5. No other printing around or below the address.

    6. Government permit imprint in top right corner.

3.10.203.7.2  (01-01-2008)
Administrative Requirements

  1. Mail Sorting Room management is responsible for all phases of Presort Operations, including:

    • Coordinating with Machine Services personnel to determine the readability of different batches of mail, the appropriate envelopes to be used, batch marking/identification and schedules.

    • Monitoring and scheduling presort to ensure that a quality product is released to USPS in accordance with regulations and in a timely manner.

    • Ensuring proper handling and storage of mail to prevent incorrect merging of batches or runs.

    • Ensure that bundling, tying, traying and labeling meet USPS regulations.

    • Ensuring accuracy in weighing all batches of mail.

    • Reporting preparation and appropriate record keeping for USPS, Submission Processing Center Facilities Mail Analyst and National Office.

    • Maintain recordation of Coding Accuracy Support System (CASS) certification and Multi-line Accuracy Support System (MASS) documentation.

3.10.203.7.3  (01-01-2008)
Sorter Font Capabilities

  1. The sorters can simultaneously read multiple fonts or print styles. While the sorters can read a large range of fonts, IRS attempts to use no more than two fonts for address lines to accurately produce ZIP codes.

  2. The two fonts established as standard use within the IRS for the Name and Address lines are OCR-A, 10 character per inch font, and IRS Gothic 12, a tall 12 character per inch font (OCR-B).

3.10.203.7.4  (01-01-2008)
Sort Control Schemes

  1. Sort schemes are developed to permit maximum use of the sort pockets (bins) and to reduce the number of passes (i.e., the number to times that portions of a particular mail run must be re-sorted into finer ZIP code groupings). Differing sort schemes permit local management to adjust the degree of fine sorting that will be invoked based on local staffing availability.

  2. Sort schemes are maintained by the System Administrator using the procedures detailed in the sorter Operator Manual.

  3. Sort control tables tell the sorter which ZIP codes should be sorted to which pockets during the initial sort pass. These tables usually consist of groupings or ranges of ZIP codes assigned to the same pockets. The sorter will determine pocket assignments for subsequent passes, for fine sorting by ZIP codes, based on the actual volumes of mail within each ZIP code range.

3.10.203.7.5  (01-01-2008)
Audit Trail Bar Code

  1. During the first pass operation an audit trail bar code is applied to each mail piece. The audit trail bar code is applied to the bottom left corner of the envelope.

  2. The audit trail bar code is comprised of several elements that include:

    • Originator Identification Number (OlD).

    • Priority status.

    • Mail weight category (1, 2 or 3).

    • 5 digit ZIP Code.

  3. The audit trail bar code is used to identify and separate undeliverable mail returned to the centers. Undelivered mail is then destroyed or returned to the originating function depending on the priority status in the bar code.

  4. A priority status of "high" or "low" is entered into the system before first pass processing of each mail run. A "high" priority means that any returned mail piece is retained and routed to the originating function. A "low" priority means that any returned mail piece is destroyed as classified waste.

3.10.203.7.6  (01-01-2008)
Automated Notice Culling

  1. A feature in presort processing is the Automated Notice Culling capability. This feature allows the sorter to cull or divert specified notices to a designated pocket during the first pass of presort operations.

  2. Notice Culling is achieved by comparing taxpayer information (SSN/EIN, MFT, Tax Period, File Source and TIN Type) in a bar code on each notice with information provided on a tape. When a match is found, the designated mail piece is diverted to a pre-determined pocket. The culled notices are forwarded to a functional area or destroyed as directed locally.

  3. Cull Type Switch - A new application has been created that will allow the operator to switch between two (2) types of Cull operations. These two (2) types include the Cull operation as it always existed and a new type of Cull that compares only the Social Security Number and Tax Type Code. This feature is represented as an American Flag Icon on the Desktop and is entitled "Switch Culling Operation" . By clicking this Icon, will launch an application that displays the current Cull type process. These processes are Full Tin, which compares all 64 bars in the TIN code of the mail piece; or Social Security Number Only, which requires a match of only the Social Security Code and Tax Type. In order for a Cull to occur, one of the two processes will need to be selected.

    Note:

    The Winsort First Class Letters application must not be running when you run this SSN-only Switch Culling Option or an error message will be displayed. You must exit the Winsort application before changing to this option.

3.10.203.7.6.1  (01-01-2008)
IMF/BMF Balance Due Notice Culling

  1. Run a second pass of pending transactions against IMF/BMF balance due notices not selected for review. A tape will arrive in the sorter area every Wednesday, from the Computer Operations Branch, that is used to cull out those notices for which pending transactions are present. Hold Master File Balance Due Notices designated for cull tape processing until the cull tape is received. Then follow procedures below:

    1. Load the sorter conveyor with designated notices.

    2. Load the notice cull tape into the magnetic tape read mechanism and begin reading the 64-bit bar code cull information.

    3. Initialize the computer to begin downloading the cull tape information from the Server Computer to the high-speed memory in the Slave Processor.

    4. Execute appropriate terminal commands and engage the sorter to begin presorting the notices.

    5. Remove culled mail piece(s) from the designated pocket and deliver to Notice Review function immediately with any listing that accompanied the Cull Tape.

    6. Return cull tape to Computer Operations Branch.

  2. In some centers, Notices are not to be mailed until Friday. During peak periods of high volume incoming mail, if workload does not permit, the above procedures may be eliminated and the cull feature not utilized. However, if this situation occurs, it must be coordinated with Notice Review.

3.10.203.7.6.2  (01-01-2008)
CP-2000/2501 Notice Culling

  1. Hold CP-2000 and CP-2501 notices in the sorter area until the weekly Automated Underreporter Control tape is received. Then follow these procedures:

    1. Load the sorter conveyor with designated notices.

    2. Load the notice cull tape into the computer magnetic tape read mechanism and begin reading the bar code cull information.

    3. Initialize the computer to begin downloading the cull tape information from the Server Computer to the high-speed memory in the Slave Processor.

    4. Execute appropriate terminal commands and engage the sorter to begin presorting the notices.

    5. Remove culled piece(s) from sorter and deliver the culled notices, and any listing that accompanied the cull tape, to Automated Underreporter Control Coordinator or Submission Processing Center Underreporter designee immediately.

    6. Return cull tape to the Automated Underreporter Control Systems Administrator by COB the following Monday.

  2. Notices are not to be mailed until verification is received from Underreporter Branch. During peak periods of high volume incoming mail, if workload does not permit, the above procedures may be eliminated and the cull feature not utilized. However, if this situation occurs, it must be coordinated with the Automated Underreporter Control Coordinator.

3.10.203.7.7  (01-01-2008)
Operational Presorting Procedures

  1. Presorting on the sorter is a multiple pass operation. During pass one the Optical Character Reader (OCR) reads the Address and applies the DPBC and audit trail bar codes. Also during this pass, a gross sorting or breakdown is made of the mail into ranges of three or five digit ZIP codes depending on the chosen sort scheme.

  2. Presorting is a merging operation where different batches of mail (different weights, print fonts, originating functions) are processed and "merged" to increase the density and resulting qualification for postal discounts.

  3. First pass processing initiates counts of mail pieces and postage charges. Once this mail is processed, it is considered mailed and is not retrievable. Removal of any mail after first pass processing will result in inaccurate or distorted mailing reports. Postage costs will be incurred for the mail that has been removed. The totals maintained within the system cannot be adjusted.

3.10.203.7.7.1  (01-01-2008)
Presort Setup

  1. Before beginning the run or batch processing, ensure that ample supplies of trays and carts are available and property positioned to receive processed mail.

  2. All trays and carts are clearly marked to identify the pocket number, run ID number and pass number.

  3. Both IJPs are properly maintained and ready for use before beginning presort processing.

  4. Randomly sample or gather 16 mail pieces from the batch, determining the average weight of each piece in the sample by weighing 16 pieces and dividing by 16. If the total weight of the sample group is between:+

    • .01 and 1.00 pounds, assign a 1.oz mail weight category.

    • 1.01 and 2.00 pounds, assign a 2.oz mail weight category.

    • 2.01 and 3.00 pounds, assign a 3.oz mailweight category.

  5. Determining the average weight of a batch of mail is a critical step that results in payment of postage. Extreme care must be exercised in this step to prevent overpayment or underpayment or disqualification of the entire mailing.

3.10.203.7.7.2  (01-01-2008)
Presort Operation

  1. Identify separate mail batches by CP or notice number.

  2. Select the most eff