Appendix C - Publications Forms USAFE-AFAFRICA GM 2022-33-01.pdf

DEPARTMENT OF THE AIR FORCE

UNITED STATES AIR FORCES IN EUROPE

UNITED STATES AIR FORCES AFRICA

USAFE-AFAFRICAGM2022-33-01

14 JANUARY 2022

MEMORANDUM FOR All USAFE-AFAFRICA UNITS

FROM: USAFE AIRPS/PO

UNIT 3340

APO AE 09094-3340

SUBJECT: USAFE AIRPS/PO Guidance Memorandum for the Postal Mission of the United

States Air Forces in Europe-Air Forces Africa

By Order of the COMMANDER US AIR FORCES IN EUROPE-AIR FORCES AFRICA, this guidance memorandum is the third issue of the USAFE-AFAFRICA publication governing Department of Defense 4525.6-M, Postal Manual. This memorandum establishes the unique requirements regarding policy and procedures of the United States Air Forces' postal mission in Europe-Air Forces Africa in support of the DoD 4525.6-M, Postal Manual. Compliance with this guidance memorandum is mandatory. To the extent its directions are inconsistent with other USAFE-AFAFRICA publications, the information herein prevails in accordance with (IAW) DAFI 33-360, Publications, and Forms Management.

ACCESSIBILITY: Publications and forms are available for downloading or ordering on the e-Publishing website at https://www.e-publishing.af.mil/.

RELEASABILITY: There are no releasability restrictions on this publication.

This guidance memorandum applies to the Regular Air Force. It does not apply to Air Force Reserve Command or Air National Guard units.

This guidance memorandum is temporary in nature and may not be directly supplemented.

Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route AF Forms 847 from the field through the appropriate functional chain of command.

Submit requests for waivers through the chain of command to the appropriate Tier waiver approval authority, or alternately, to the Publication OPR for non-tiered compliance items with an informational copy to the OPR within 30 days of approval.

Ensure all records created as a result of executing the roles and responsibilities outlined in this http://www.e-publishing.af.mil/ http://www.e-publishing.af.mil/

Attachment 1

Guidance Changes guidance memorandum are maintained IAW Department of the Air Force (DAF) Instruction (DAFI) 33-360, Records Management and Information Governance Program, and disposed of IAW the Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS).

1. This guidance memorandum becomes void after one year has elapsed from this Memorandum's date or upon publishing a new publication permanently establishing this guidance, whichever is earlier. The point of contact (POC) for this publication is Mr. William A.

Hossack, USAFE AIRPS, DSN (314) 480-5710.

RYAN E. RICHARDSON

Colonel, USAF Director, Manpower, Personnel and Services

Attachment:

TABLE OF CONTENTS

1. GENERAL INFORMATION

2. MILITARY POSTAL SERVICE PLANNING

3. PROCESSING, MAKEUP, AND DELIVERY OF MAIL

Table C3.T1. Personal or Official Mail Determination… Figure C3.F1. USAFE-AFAFRICA Form 3849-A… Table C3.T2. Notice Timelines… Table C3.T3. Product Tracking Reporting Scanning Requirements Figure C3.F2. Use of the Military Postal Service Template… Table C3.T4. USAFE AIRPS Address Figure C3.F3. Sample of Annual Retiree Statement… Table C3.T5. Notes for Figure C3.F3 Table C3.T6 Treatment of Undeliverable as Addressed USPS Marketing Mail…

4. MILITARY POSTAL SERVICE INFORMATION SYSTEMS…

5. SELECTION AND DESIGNATION OF MILITARY POST OFFICE PERSONNEL

6. POSTAGE STOCK…

Table C6.T1. Mail Stamp Stock Maximum Reference Table C6.T2. Accountability Credit Count Reference…

7. POSTAGE METERS…

8. MONEY ORDERS…

Table C8.T1. USPS BSA Address

9. REGISTERED MAIL PROCESSING AND TRANSPORTATION…

10. GENERAL OPERATING PROCEDURES AT MILITARY POST OFFICES…

Figure C10.F1. Example - PEP Member Mail Responsibility Memo…

11. MAIL TRANSPORTATION…

12. AUDITS AND INSPECTIONS…

13. MILITARY POSTAL SERVICES FACILITY STANDARDS…

14. POSTAL OFFENSES AND LOSSES…

15. ADMINISTRATIVE SUPPORT GUIDELINES FOR POSTAL SERVICE CENTER

COMMUNITY OR CONSOLIDATED MAILROOM AND UNIT MAIL ROOM…

16. POSTAL ANTI-TERRORISM/FORCE PROTECTION (AT-FP) PROCEDURES…

17. USAFE-AFAFRICA FORMS REFERENCES…

18. USE OF THE MILITARY POSTAL SERVICE APPENDIX 1…

Attachment 1 – GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION…31

1. GENERAL INFORMATION:

1.1. PURPOSE. AF/A1 owns force support and postal exercise, contingency, war planning, and unit type code sourcing responsibility. USAFE-AFAFRICA/A1 manages all Functional Area Manager (FAM) and planning affairs.

1.2. Major command (MAJCOM) postal roles and responsibilities reside with the USAFE AIRPS as outlined in paragraphs C1.1.6.7.1 and C1.1.6.7.2 through C1.1.6.7.20 of the DoD 4525.6-M, Postal Manual.

1.3. USAFE AIRPS will submit media requests to public affairs (HQ USAFE-AFAFRICA/PA) to release matters that affect all USAFE-AFAFRICA postal activities. Releases that only affect local communities do not require higher headquarters review and can be coordinated directly with installation public affairs for release. As per DoD 4525.6-M, C1.1.6.9.1.

1.4. USAFE AIRPS is the focal point for strategic basing actions, including disestablishing or closing an MPO or an MAO. As per DoD 4525.6-M, C1.1.7.4, and USAFE AIRPS instructions.

1.5. Installation Commanders will provide the following: C1.1.6.7.21, C1.1.6.7.21.1 through C1.1.6.7.21.4, C1.1.6.7.21.6 through C1.1.6.7.21.8 and C1.1.6.7.21.10 of the DoD 4525.6-M, Postal Manual.

1.6. Squadron Commanders shall provide postal clerks with basic allowance for subsistence to staff postal facilities during peak customer service hours, lunch and dinner. (DoD 7000.14 - R, Department of Defense, Financial Management Regulation, Volume 7A, Chapter 25). As per DoD 4525.6-M, C1.1.6.7.21.9.

1.7. Squadron Commanders will provide a formal response to Postal Operations Inspections (POI) within 30 days of receiving the formal report to the USAFE AIRPS/PO org box.

Responses are required for any report with an overall “MARGINAL” rating or below.

Responses to marginal or below in any subcategories are also required when the overall rating is “SATISFACTORY.” As per USAFE AIRPS guidance.

1.7.1. Squadron Commanders are encouraged to coordinate deficiencies/findings in POI reports with their wing level Inspector General’s Office for uploading into the Inspector General Evaluation Management System (IGEMS). As per USAFE AIRPS guidance.

1.7.2. Squadron Commanders will submit all personnel grade waivers, and any exceptions to policy requests will be submitted to USAFE AIRPS for approval. As per DoDI 4525.09 para 3.2 and DoD 4535.6-M, C1.1.6.7.18.

1.8. Postmasters will conduct periodic, unannounced inspections of PSCs, UMRs, and mail handling areas outside of the post office using the overseas postal operations checklist (OPOC) and USAFE AIRPS supplement in the Management Internal Control Toolset. In conjunction with DoD 4525.6-M, C1.1.6.9.9, and MICT procedures guidance.

1.8.1. Postmasters will develop locally produced signs to show hours of operation. As per DoD 4525.6-M, C1.1.6.9.10, and USAFE AIRPS instructions.

1.8.2. Postmasters will reference USPS Publication 28, Postal Addressing Standards for further instructions. As per DoD 4525.6-M, C1.1.6.9.11, and USAFE AIRPS instructions.

1.8.3. Postmasters will report known or suspected postal offenses within 24 hours in the

Automated Military Postal System (AMPS). If possible, include photographs of the suspected offense. In conjunction with DoD 4525.6-M, C1.1.6.9.12, C1.1.6.10.6, and C1.1.6.11.5 and MPSA AMPS procedures guidance.

1.8.4. Postmasters will coordinate with USAFE AIRPS for disposition of lockbox nests, accountable equipment, and records before base closure. As per DoD 4525.6-M, C1.1.7.4.2.3.6, and USAFE AIRPS instructions.

1.8.5. Postmasters must coordinate with USAFE AIRPS for new mailing addresses and mail routing instructions for all units relocating. As per DoD 4525.6-M, C1.1.7.4.2.3.7, and USAFE AIRPS instructions.

1.8.6. Postmasters will use AMPS directory module for mail directory in conjunction with DoD 4525.6-M, C1.1.6.9.7, and MPSA AMPS Directory procedures guidance.

2. MILITARY POSTAL SERVICE (MPS) PLANNING.

2.1. In a catastrophe involving mail, the postal activity nearest the scene or designated military postal representative will respond, coordinate recovery with appropriate authorities, and report the incident. As per DoD 4525.6-M, C11.4.4, and USAFE AIRPS guidance.

3. PROCESSING, MAKEUP, AND DELIVERY OF MAIL.

3.1. Follow procedures outlined in the USAFE AIRPS Standardized Pouching and Routing Instruction (SPRINT), in addition to the procedures outlined in this Guidance Memorandum. As per DoD 4525.6- M, C3.1.2, and USAFE AIRPS instructions.

3.2. Wing/installation commanders will define post office operating hours to meet the installation's specific needs and meet USEUCOM minimum standards outlined in ECI 8701.01A.

In conjunction with DoD 4525.6-M, C3.1.2.3, and USEUCOM guidance.

3.3. Post Offices will use USPS Decal 55-B Collection Times. Pick up and process collection box mail every day the postal facility dispatches mail. Decal 55-B will include the following statement "Mail deposited before (cut-off time) will be postmarked/dispatched the same day.

Mail deposited between (cut-off time) and (end of the day) will be postmarked the same day and dispatched the following day." As per DoD 4525.6-M, C3.1.2, and USAFE AIRPS instructions.

3.4. Post offices will use mail collection policy label DDD1, Attention Mail Collection Policy to their existing collection boxes, building chutes, and MPO mail slots. Mail pieces bearing stamps for postage that are more than one-half thick or weigh more than 10 ounces will be prohibited from entering the mail stream through collection boxes, building mail chutes and MPO mail slots. Customers who need to mail packages with postage stamps that are larger than one-half inch thick or heavier than 10 ounces must conduct the transaction at the MPO finance counter. Mail pieces found in the collection boxes exceeding the one half inch thick or heavier than 10 ounces will be returned to sender with the attention mailing customer label LABDDD2, attention Mail Customer. As per USPS DoD 4525.6M C3.1.3.1.6 and USAFE AIRPS guidance.

3.5. If the mail collection box is unserviceable, submit a request to USAFE AIRPS/PO using PS Form 7381, Requisition for Supplies, Services, or Equipment requesting a new collection box.

USAFE AIRPS/PO will provide disposition instructions for unserviceable mail collection boxes.

As per DoD 4525.6-M, C3.1.3.1.5.1, and USAFE AIRPS instructions.

3.6. The Federal Aviation Administration (FAA)/DoD Postal Agreement requires postal activities to ensure mail collection boxes are modified to accept only standard letter class mail.

Collection box openings should not allow mail more than 6 1/8 inches wide and 1/4 inch thick.

The collection boxes must be secured/bolted to the floor or street corners. Use the United States (U.S.) Postal Service Notice 3-A Letter Size Mail Dimensional Standards Template as a guide for modifying mail collection boxes. As per DoD 4525.6-M, C3.1.3.1.6, and USAFE AIRPS instructions.

3.7. Service electronic canceling machines daily according to manufacturer instructions to ensure postmarks applied by a canceling machine or killer bar are legible enough to read the date and ZIP-code as per DoD 4525.6-M, C3.1.3, and USAFE AIRPS instructions.

3.8. Mail will be postmarked at the time of acceptance and dispatched no later than the following duty day unless host nation or commercial/contracted carrier, to include ground and/or air, schedules restrict dispatch movement as per DoD C3.1.3.2.1.1.1, USEUCOM guidance, and USAFE AIRPS instructions.

3.9. Postal personnel will use the USAFE AIRPS SPRINT instructions for sorting and dispatching mail. As per DoD 4525.6-M, C3.1.3.3, MPSA AMPS Nesting procedures, and USAFE AIRPS SPRINT instructions.

3.10. Postal personnel will secure working bundles containing certified and balloting material.

As per DoD 4525.6-M, C3.1.3.5, MPSA instructions, and USAFE AIRPS instructions during election seasons.

3.11. Postal personnel will ensure mail is sorted, pouched, sacked, trayed, and nested per USAFE AIRPS SPRINT instructions. As per DoD 4525.6-M, C3.1.4, and USAFE AIRPS guidance.

3.12. Postal personnel will wrap USPS Label 230, Loop Mail, around mail that received directory service. Do not place balloting material in with loop mail, as per DoD 4525.6-M, C3.1.4.1.1, and USAFE AIRPS guidance.

3.13. Postal personnel will dispatch zone-rated (Priority) mail-in USPS MILITARY MAIL Pouch (purple) and First-Class letter mail in letter trays (half or full). For registered mail, continue to use orange nylon pouches until replaced as per DoD 4525.6-M, C3.1.4.2.1, USPS, and USAFE AIRPS guidance.

3.14. Black markers or grease pencils do not prevent the USPS mail sorting machines from reading the fluorescent-inked barcodes. As a result, use a Dymo/Avery label or similar label to cover barcodes. Use whiteout if labels are not available. As per DoD 4525.6-M, C3.1.4.2.5, and USAFE AIRPS guidance.

3.15. Postal personnel will not use the USPS Return to Sender sticker. .Use the RTS rubber stamp available in AMPS, PS Form 1567, Requisition for Rubber and Steel Hand Canceling Stamps ordering module. Service Postal Representatives have directed this label not be used because of the “deceased” option on the label. As per DoD 4526.6M, C3.1.3.5, MPSA instructions, and USAFE AIRPS guidance.

3.16. Postal personnel will affix tags, Enhance Distribution Labels (EDL), and Universal Postal Union (UPU) labels (if applicable) to mail pouches, sacks, and trays. Remove all old tags, stickers, and UPU labels from pouches before dispatch to prevent personnel from inadvertently misrouting mail. As per DoD 4525.6-M, C3.1.4.3. MPSA instructions and USAFE AIRPS guidance.

3.17. EDLs do not require the date annotated on the label. As per DoD 4525.6-M, C3.1.4.4.

MPSA instructions and USAFE AIRPS guidance.

3.18. Postal personnel will retain reusable items such as mail class tags (PS Tag 2, Priority Mail, PS Tag 6, First-Class – U.S. Mail, and PS Tag 16, SAM) for future use. As per DoD 4525.6-M, C3.1.4.5.1, and USAFE AIRPS guidance.

3.19. Postal personnel will follow the USAFE AIRPS SPRINT instructions for reporting irregularities using USAFE-AFAFRICA Form 838, Mail Dispatch Discrepancy Report Worksheet to consolidate and identify trends before completing a DD Form 2273, Irregularities of Makeup and Dispatch of Mail. Submit DD Form 2273 in AMPS. As per DoD 4525.6-M, C3.1.6.1, MPSA, and USAFE AIRPS guidance.

3.20. Postal personnel will follow the Domestic Mail Manual (DMM) procedures for "Undeliverable As Addressed” articles found loose in the mail you cannot match to a damaged article. As per DoD 4525.6-M, C3.2.3.2, and USAFE AIRPS guidance.

3.21. Postal personnel and those assigned postal duties will retrieve their mail from the front of their mail receptacle in the same manner as other patrons. Postal personnel will not deliver accountable mail to themselves, except at one person MPOs, as per DoD 4525.6-M, C3.2.3.7, and USAFE AIRPS guidance.

3.22. Postal personnel will use Table C3.T8 below to determine whether to handle a piece as personal or official mail. As per DoD 4525.6-M, C3.2.4, and USAFE AIRPS guidance.

Table C3.T1. USAFE AIRPS - Personal or Official Mail Determination.

If the address shows a person's name

Personal box number

Organization Office symbol or duty title

Then deliver as

Yes Yes Yes Yes Personal Mail

Yes Yes Yes No Personal Mail

Yes Yes No No Personal Mail

Yes No No No Personal Mail

Yes No Yes No Official Mail

Yes No Yes Yes Official Mail

No No Yes Yes Official Mail

3.23. Military personnel, their family members listed in the Defense Enrollment Eligibility Reporting System, and DoD civilians traveling under official orders and assigned to the installation may receive mail through the PSC or UMR until a permanent address has been established. As per DoD 4525.6-M, C3.2.5.2, and USAFE AIRPS guidance.

3.24. The post office will use the Postal Service Center (PSC) operation to deliver personal mail. MPOs will follow at a minimum the service hours outlined in the European Command Instruction 8701.01A. As per USEUCOM guidance and USAFE AIRPS guidance.

3.25. DoD postal personnel and resources cannot be used to duplicate commercial package delivery services both on or off the installation. APOs are not authorized to accept personal merchandise from Fed-Ex, DHL etc. as these items are not mail. As per DoD 4525.6-M, C3.2.5.1 and USAFE AIRPS guidance.

3.26. Postal personnel will process mail addresses, not authorized MPO privileges, as follows.

Mail for addressee that are not authorized MPO privileges; mail will be returned to the sender unless mail is received under the in care of program. The in-care program is authorized for visiting immediate family members of authorized military postal patrons overseas for the use of the MPS temporarily not to exceed 90 days. Immediate family members are limited to receive and send 16 ounces or less, addressed in care of sponsor. A passport is an acceptable form of ID in this case.

As per DoD 4525.6-M, C3.2.5.4, and USAFE AIRPS guidance.

3.27. Patrons must present a Federal government-issued identification card (Common Access Card (CAC)), dependent or military retired issued identification card, or passport to verify their eligibility to receive mail. The use of a passport should be for a short-term duration while patrons are waiting to be issued their federal government-issued identification card. Badges, stateside driver's licenses, and other forms of identification are not acceptable. As per DoD 4525.6-M, C3.2.5.5, USEUCOM guidance, and USAFE AIRPS guidance.

3.28. Non-sponsored family members or members who have exceeded the dependency age/status are not authorized mail privileges as per 4525.6-M, C3.2.5.6, and USAFE AIRPS guidance.

3.29. PS Form 3801, Standing Delivery Order, will indicate an expiration date as provided by the patron and can be used under unusual circumstances, e.g., medical reasons, extended TDYs, etc.

PS Form 3801 will be limited to six months and will not be used for convenience. Convenience is defined as the use of PS Form 3801 to avoid checking mail within 30 days. The only exception to the six months restriction is for wing commanders and general officers. A Power of attorney (POA) is not normally authorized instead of PS Form 3801. If a power of attorney or other written instructions are used as authority to pick up another individual's mail and is not presented by the box holder, then verify the box holder's status with the unit. Attach POAs and written instructions to the PS Form 3801. Complete the PS Form 3801 as required, except in the receptacle holder's signature block, write "See POA or letter" as appropriate. Maintain POAs and letters for the same disposition period as the PS Form 3801, as stated in the AFRIMS. Individuals authorized to pick up another individual's mail will initially sign the PS Form 3801 the first time they pick up the mail. The designated agent does not have to be present when the customer initiates the PS Form 3801 at the post office. PS Form 3849, Delivery Notice/Reminder/Receipts, and DD Form 2258 are not used in this command to control the delivery of mail.

3.29.1. Enlisted aides, executive officers, office assistant, and other staff personnel assigned to support general officers in the performance of their duties are authorized when properly appointed access to personal mail to include mail placed in assigned mail receptacles for general officers they support. Designated personnel must be authorized users of the military postal system in accordance with DoD 4525.6-M. General officers should specify the period of the designation when accomplishing PS Form 3801. If a date is not specified, postmasters should annotate the form for the time officers are assigned to the installation. If executive officers, enlisted aides, or secretaries rotate, then a new PS Form 3801 must be completed to annotate such changes. As per DoD 4525.6-M, C3.2.5.7, and DoD 4525.6-M, C10.4.7.2.1.1 and USAFE AIRPS guidance.

3.30. Post offices may use an electronic notification, signature, and filing system provided records remain on file according to AFRIMS T33-34, R03.00. Post offices must provide hard copy parcel delivery notification for assigned patrons without a personal electronic mail address. Whether using electronic delivery notices or PS Form 3849, USAFE-AFAFRICA Form 3849-A Accountable Mail Delivery: Notice/Reminder/Receipt, ensure all alpha-numeric characters of the item number are listed. A PS Form 3849 or USAFE-AFAFRICA Form 3849-A is required for each individual accountable mail item requiring the use of PS Form 3849. Multiple items may not be listed on a PS Form 3849 or USAFE-AFAFRICA Form 3849-A. As per DoD 4525.6-M, C3.2.7.1, and USAFE AIRPS guidance.

Figure C3.F1. USAFE AIRPS – USAFE Form 3849-A (Front).

Figure C3.F1. USAFE AIRPS – USAFE Form 3849-A (Back).

3.31. Post office personnel will follow the below notice timelines table for initial and final notice timelines for accountable and non-accountable mail. Customers have 72 hours to retrieve their mail after being contacted for final disposition. Annotate mail disposition on PS Form 3849 or USAFE-AFAFRICA Form 3849-A for accountable mail and a annotate mail disposition on a return log for non-accountable mail. As per DoD 4525.6-M, C3.2.7.1.3, and USAFE AIRPS Table C3.T9.

Table C3.T2. Notice Timelines.

Class Final Notice Determine Disposition

Non-accountable and all accountable mail categories except Priority Mail Express Military Service (PMEMS)

5 calendar days after the initial notice

10 calendar days after final notice***

PMEMS 3 calendar days after the initial notice

5 calendar days after final notice***

*** Call and verify the addressee's status with their unit. Annotate disposition of the mail per information received from the unit.

3.32. Post office personnel will use PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail, and line out "PS Form 3849 Barcode Number" and below it enter "Rec'd By." Unit Mail Clerks (UMC) will print their names, followed by their signature. As per DoD 4525.6-M, C3.2.7.3, and USAFE AIRPS guidance.

3.33. Post office personnel will display and use USAFE-AFAFRICA Poster 5, Intelligent Mail Package Barcode (IMPB) Labels Requiring Scanning as a guide for executing Product Tracking Reporting (PTR) responsibility. Use the PTR module in AMPS to upload the arrival and delivery of extra service items. Units without scanning capabilities must manually enter arrival and delivery barcode information. Complete PS Forms 3849, USAFE-AFAFRICA Form 3849-A, or PS Forms 3883 for extra service items. As per DoD 4525.6-M, C3.2.7., MPSA, and USAFE AIRPS guidance.

3.31. USAFE-AFAFRICA locations will maintain a 95% PTR scan ratio in AMPS and follow Product Tracking Reporting Scanning Requirements as per table C3.T3 and USAFE AIRPS guidance.

Table C3.T3. Product Tracking Reporting Scanning Requirements

3.32. Post office personnel will leave the "Date of Delivery" block blank until actually delivered—clerks delivering the mail print first initial and last name in the "Delivered By" block.

Number bills consecutively beginning with 1 January each year. Ensure the appropriate types of mail blocks are checked, i.e., insured, registered, certified, signature confirmation, etc. Do not strike over accountable article numbers. Line through any error in the article number, initial, and rewrite the article number on the next line. Agents receipting for accountable mail must sign their full payroll signature as per DoD 4525.6-M, C3.2.8.2, and USAFE AIRPS guidance.

3.33. When a UMC returns an accountable article, prepare PS Form 3883 in two copies.

Retain original and give the duplicate to the UMC. On the reverse of the original, explain what happened, enter the unit, bill number, and date that the article is subsequently delivered. As per DoD 4525.6- M, C3.2.8.2.1, and USAFE AIRPS guidance.

3.34. Postal personnel will adhere to EUCOM ECG 8710.05, Inter/Intra Theater Delivery Service, and Parcel/Correspondence Processing for Intra-Theater Delivery Service (IDS) procedures applicable to USAFE-AFAFRICA postal activities. As per DoD 4525.6-M, C3.2.11.2.EUCOM and USAFE AIRPS guidance.

3.38. Overseas postal patrons/customers will not use the military postal service (MPS) to send or receive parcels or correspondence for business or commercial purposes, as per DoD 4525.6-M, C3.2.11.6.1., DoDI 4525.09, section 3.6c, EUCOM, and USAFE AIRPS guidance.

3.39. Postmasters should use the below template to notify the box holder and explain the prohibitions in accordance with the Department of Defense (DoD) Postal Manual, 4525.6-M, Appendix AP1. Postmasters should not delegate this action to a lower level because of this sensitive nature and the possible seriousness of the matter. When patron notification is made, it should be done in private with a witness. In cases where individuals do not receive any merchandise or inventory related to their business through the MPS, using the APO box to receive merchandise samples, supplies, and business documents is still prohibited. Refer customers to the installation legal office on procedures to conduct home business as per DoD 4525.6-M, C3.2.11.6.1, DoDI 4525.09, section 3.6c, and USAFE AIRPS guidance.

Figure C3.F2. USAFE AIRPS, Use of the Military Postal Service (MPS) Memorandum Template.

3.40. Flyers and pamphlets may not be put into individual receptacles. Only mail bearing postage, IDS correspondence, official postal notices, or matter the installation commander deems vital (such as force protection condition changes) may be placed in receptacles. As per DoD 4525.6- M, C3.2.11.6.2, and USAFE AIRPS guidance.

3.41. Personal effects or items purchased for personal use or as a gift during authorized user’s

TDY/deployment may be sent IDS as per USEUCOM ECG 8710.05, DoD 4525.6-M, C3.2.11.6.6, and USAFE AIRPS guidance.

3.42. Postal personnel will send undeliverable as address (UAA) IDS correspondence to the USAFE IDS Recovery office. As per DoD 4525.6-M, C3.2.11.8, EUCOM, and USAFE AIRPS SPRINT instructions.

3.43. Military Postal Activities are not authorized to establish mail recovery centers within the post office. Any undeliverable loose articles valued at $25 or more that cannot be returned to sender must be forwarded to the USPS Mail Recovery Center in Atlanta. As per Postal Operation Manual section 691.4 and USAFE AIRPS SPRINT Instructions.

Table C3.T4. USAFE AIRPS Address.

3.44. The USAFE IDS Recovery Office will maintain an IDS log to list undeliverable articles containing items of value and their disposition. IDS articles of no value, i.e., correspondence, flyers, notices, etc., do not have to be listed. As a minimum, the log should contain the "to" and "from" addresses (if available) of the article, contents, disposition, date received/disposed of, and initials of the postal supervisor (E-5 or above) and witness disposing of the item. Maintain these logs for two years plus the current year, as per DoD 4525.6-M, C3.2.11.8.1, EUCOM, and USAFE AIRPS guidance.

3.45. The USAFE IDS Recovery office personnel will open (in the presence of a witness) each article to determine the addressee within 48 hours of receipt. If this action fails to reveal an address (either sender or addressee), DO NOT SEND the item to the USPS Mail Recovery Center. As per DoD 4525.6-M, C3.2.11.8.1.1 EUCOM and USAFE AIRPS guidance. Take one of the following actions:

3.45.1. Items with no intrinsic value dispose of as waste. As per DoD 4525.6-M, C3.2.11.8.1.1.1, and USAFE AIRPS guidance.

3.45.2. Items of value will not be retained for more than 30 days unless approved by USAFE AIRPS. Give items of value, including cash, to a charitable or welfare organization such as the Chaplain Fund, Family Support Center, school, etc., after recording the information on the IDS log. File the log for 2 years plus the current year, as per DoD 4525.6-M, C3.2.11.8.1.1.2, and USAFE AIRPS guidance.

3.45.3. Suppose an address is determined, forward via IDS/MPS if appropriate. If an intra-theater APO/FPO does not serve the addressee, forward the item using PS Label 41, Official Indicia Label. As per DoD 4525.6-M, C3.2.11.8.1.1.3, and USAFE AIRPS guidance.

3.46. Post office personnel will discontinue instructing retirees to use the suffix or prefix "R" in their address. USPS automated sorters are likely to misread these addresses and inadvertently

USAFE IDS Recovery Office

Det 5, USAFE AIRPS

Unit 5150

APO AE 09463-5150

misdirect their mail. Additionally, many online shopping sites do not allow "R" to be placed in their address templates. Although the "R" should not be used as part of the address, postmasters/clerks should implement a system to differentiate retiree receptacles from other mail recipients. Color-coding the name labels on the back (delivery side) of the receptacles is one example of an effective measure, as per 4525.6-M, C3.3.3.9, and USAFE AIRPS guidance.

3.47. U.S. military retirees authorized to receive mail must complete a statement acknowledging their limited MPO privileges and providing proof of residency in the country the post office is located. Proof of residency can be any letter from the host nation that contains their name, street address, and city. If retirees do not provide proof of residency within 30 days of notification, mail privileges will be terminated as per DoD 4525.6-M, C3.3.3.9.1, EUCOM, and USAFE AIRPS

Figure C3.F3. USAFE AIRPS, Sample of Annual Retiree Statement.

Figure C3.F3. USAFE AIRPS, Sample of Annual Retiree Statement (cont).

Table C3.T5. Notes for Figure C3.F3.

3.48. The use of MPO receptacles to deliver goods from commercial shippers such as FedEx, DHL and UPS is prohibited unless received through USPS mail channels. As per DoD 4525.6- M, C3.3.7.1, and USAFE AIRPS guidance.

3.49. Postal personnel will use the guidelines in paragraph C3.2.7.1.3 of the DoD 4525.6-M for processing non-accountable mail final notices. Use PS Form 3907, Post Office Box Mail Pickup Notice, or equivalent to document final notices. As per DoD 4525.6-M, C3.3.7.3, and USAFE AIRPS guidance.

3.50. Military postal activities may use AF Form 624, Base/Unit Locator, PSC Directory, or a locally created excel spreadsheet when AMPS directory is not available or as a backup to manage mail delivery/forwarding. This also applies to contingency postal activities. Attach source record documentation validating authority for postal services (i.e., orders, contract, and retiree statement) to the AF Form 624 and maintain the documents until the mail-forwarding period expires. Parent post offices have the option of handling directory services centrally for Unit Mail Rooms (UMR) or delegating that responsibility to UMRs; if delegated, parent MPO will validate compliance during UMR inspections. As per DoD 4525.6-M, C3.4.2.1, MPSA, and USAFE AIRPS guidance.

3.51. Directory records will be coded for deletion/destruction in 6 months versus 12, as per DoD 4525.6-M, C3.4.3.5, and USAFE AIRPS guidance.

3.52. Postal personnel will forward Priority Mail Express, Priority, and First Class mail for 6 months. International letter mail originating from a foreign address with the basic Airmail Letter-post rate of postage or more can be forwarded to the Continental United States (CONUS) or MPO and foreign addresses. Forward mail for 60 days after customers terminate their General Delivery

1. The military retiree is considered the “sponsor”; therefore, they must be physically present in the country where the MPS mail privilege is being requested. Mail privileges are not authorized for dependents of retired U.S. military personnel when the retiree does not reside in the country where the privilege is being requested.

2. Military retired personnel will validate and re-accomplish the statement memorandum annually. If unable to do so within 30 days of notification, the retiree’s receptacle will be closed, and the mail will be returned to the sender endorsed "unclaimed." A review of retiree statements will be conducted annually and filed at the MPO.

3. Military retired personnel are not authorized MPS retiree mail privileges if the host government objects to retirees of having mail privileges in their country or when the military retiree resides in the United States.

4. Make a statement in two copies, give the retiree the duplication, and maintain the APO's original. If the individual refuses to sign the retiree statement, postal personnel will not issue a retiree's mail receptacle.

5. Military retired personnel can use DD Form 2258, Temporary Mail Disposition Instructions to place their mail on hold as long as it doesn’t exceed 30 days. Extenuating circumstances, such as medical, may justify extending the 30 day period. Use of PS Form 3801 to avoid checking mail due to extended periods of absence is not authorized.

service. As per USAFE AIRPS guidance.

3.52.1. Mail of domestic origin and addressee moved to another country forwarding service is limited to letters and postcards. Postcards and unregistered letters that do not appear to contain merchandise and do not bear a notice forbidding forwarding may be redirected or forwarded to the original addressee in another country. Letters and postcards are forwarded without prepayment of additional postage, as per IMM, section 762, and USAFE AIRPS guidance.

3.52.2. Domestic mail (Periodicals Mail, USPS Marketing Mail, and Package Services) addressed to a domestic addressee who has moved to another country will not be forwarded to another country and will be returned to the sender. As per IMM, section 762, and USAFE AIRPS guidance.

3.52.3. Postal personnel will route letters and postcards addressed to another country according to the USAFE SPRINT International Mail Scheme Chart. As per USAFE AIRPS guidance.

3.49. Postal personnel will continue to use PS Forms 3579, Notice of Undeliverable Periodical until supplies are exhausted. Once the forms are exhausted, postal clerks will use the AMPS;

Magazines Attempted Not Known function to input PS Form 3579 action. As per DoD 4525.6- M, C3.4.6.2, and USAFE AIRPS guidance.

3.50. Military postal activities will not endorse mail as "DECEASED." If elected by next of kin, mail received for personnel who have perished will be endorsed, "UNDELIVERABLE AS ADDRESSED" if returned to the sender. If mail is to be forwarded, it will bear no endorsement as per DoD 4525.6-M, C3.4.9.2.1, MPSA, and USAFE AIRPS guidance.

Table C3.T6. As per USAFE AIRPS, Treatment of Undeliverable as Addressed USPS Marketing Mail.

Rule MAILER ENDORSEMENT MILITARY POSTAL DIRECTORY SERVICED

BY THE MPS SHALL:

1 NO ENDORSEMENT In all cases: Piece disposed of by Military mail directory section. Restrictions: Standard Mail containing hazardous material must bear a permissible endorsement (see DMM 5.3e).

2 ADDRESS SERVICE

REQUESTED Forward. Endorse mail with "CHANGE OF

ADDRESS DUE TO OFFICIAL ORDERS." If Undeliverable, return to the sender with the reason for non- delivery and "POSTAGE DUE." Return the piece to the sender with a new address or reason for non-delivery and POSTAGE DUE.

3 FORWARDING SERVICE

REQUESTED

4 RETURN SERVICE

REQUESTED

5 CHANGE SERVICE

REQUESTED

Do not forward or return. Destroy and dispose of this mail.

6 ELECTRONIC SERVICE

REQUESTED

Do not forward or return. Destroy and dispose of this mail.

4. MILITARY POSTAL SERVICE (MPS) INFORMATION SYSTEMS.

4.1. Postal activities will maintain all references required by the USAFE Postal Publications and Policies instruction posted on the AIRPS PO Intelink website. As per DoD 4525.6-M, C4.1.3.1, and USAFE AIRPS guidance.

4.2. The DoD 4500.32-R is now integrated into Defense Transportation Regulation (DTR), DoD4500.9-R, Part 2, Defense Transportation Regulation - Cargo Movement. As per DoD 4525.6- M, C4.1.3.3.4, and USAFE AIRPS guidance.

4.3. Postal personnel will use the AMPS website for transportation, finance, USPS Supply/Equipment, and directory information. AMPS is available to civilian and military postal service personnel. As per DoD 4525.6-M, C4.2.7, MSPA, and USAFE AIRPS guidance.

4.4. AMPS Application Process and Resetting AMPS Accounts will be processed via AMPS.

For resetting "active" AMPS accounts (less than 30 days of inactivity), submit a reset password request via the AMPS website's main page. For resetting “inactive” AMPS accounts (over 30 days of inactivity), an e-mail request must be sent to AIRPS/PO for processing. AMPS account user must complete the latest AMPS Certification and Receptacle Nesting and Dispatch. In addition, depending assigned duty position; postal clerks must complete the latest USPS Point of Sale (POS) Retail System Software (RSS), USPS Current Fiscal Year Bank Secrecy Act (BSA) & Anti-Money Laundering (AML) On-Line Training, Voting and OMM Informational Assessment training. As per 4525.6-M, C4.2.7.1, and USAFE AIRPS guidance.

5. SELECTION AND DESIGNATION OF MILITARY POST OFFICE (MPO)

PERSONNEL.

5.1. Commanders may appoint U.S. citizens and local nationals (LN) as stock custodians if they meet all other criteria in the DoD 4525.6-M, C5.3.2; DoDI 4525.09, para 3.2(f) and the contract with the employee requires them to reimburse USPS for shortages discovered during counts of their accounts. Commanders are responsible for reimbursing USPS if LN or civilian stock custodians fail to reimburse USPS for any reason. As per DoD 4525.6-M, C5.3.2.9, and USAFE AIRPS guidance.

5.2. The designation of PCs, MPCs, COPEs, and PFOs. Commanders can authorize, in writing, detachment/Operating Location (OL) chiefs and postmasters to sign DD Form 2257 and DD Form 285. Attach and file PS Forms 8139, Your Role in Protecting the United States Mail Security, with DD Form 2257. As per DoD 4525.6-M, C5.4.1, and USAFE AIRPS guidance.

5.3. LN employees cannot handle official registered mail. Commanders who appoint LN employees as a stock custodian must have a U.S. citizen employee authorized to handle, receive, and dispatch official registered mail.

5.4. All augmentees must complete PS Form 8139 in addition to DD Form 2257, and DD Form

285. Volunteers only require PS Form 8139. Postmasters will ensure volunteers are briefed on the importance of mail security, the privileged nature of mail, and work center safety. As per DoD 4525.6-M, C5.4.1.3, and USAFE AIRPS instructions.

6. POSTAGE STOCK.

6.1 Postal activities will operate the Point of Sale (POS) Retail Systems Software (RSS) terminal using a flexible credit account of the accountable postmaster New York (NY). The use of the POS RSS will require commercial internet service. USAFE AIRPS/PO and USPS must approve approval for additional POS RSS terminals. USAFE AIRPS/PO will determine the use of USPS Click-N-Ship (CNS) or POS RSS at smaller and/or contingency locations. USPS stamp stock, postage refund, and purchase of money orders services are not available at CNS operating locations. As per DoD 4525-6-M, C6.2.1, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS guidance.

6.2. Military finance lobby mail drop-off points must be staffed by a military finance clerk to ensure only authorized patrons are dropping off mail. Unattended mail deposits or drop points are prohibited for items requiring a customs form. Finance clerks must “screen” the item(s) prior to being dropped off to prevent introduction of an explosive device or other harmful material into U.S. facilities or other locations where U.S. personnel or employees are located by means of the mail systems. The following items must be brought to finance clerk for screening: Prepaid and Click-N-Ship (CNS) postage labels; Priority Mail Express shipping label; Inter/Intra Theater Delivery Service (IDS) Parcels and/or International shipments; items bearing a customs form and paid with only postage stamps. As per IAW USPS Domestic Mail Manual, section 703.2.3.11, IAW EUCOM OPORD 11-05 and USAFE AIRPS guidance.

6.3 Prepaid and/or Click-N-Ship acceptance procedures at POS/RSS operating locations, finance clerks will utilize the Prepaid Mail Acceptance workflow in the RSS terminal. At a Non-POS/RSS operating sites, postal clerks will utilize the Product Tracking and Reporting (PTR) Data Entry Module in the Automated Military Postal System (AMPS) to accept Prepaid and/or CNS tracking number(s) with AMPS PTR Event code: 03 – Accepted at Retail Counter. As per DoD 4525.6-M, C3.2.7., MPSA, and USAFE AIRPS guidance.

6.4 Postal activities are authorized to accept personal checks. Follow procedures outlined in the USAFE AIRPS/PO Poster 4, Credit Cards, Debit Cards, Checks, and Mobile Wallets Acceptance.

As per DoD 4525.6- M, C6.2.6, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS guidance.

6.5. Military finance clerks will follow accounting procedures outlined in DoD 4525.6-M, C6.4.8.

A bank deposit slip will be completed and submitted along with non-cash tenders received. Check items (checks, cashed money orders, traveler’s checks, etc.) should be deposited within 5 business days, even if the total deposit is less than $100. For locations that do not have a banking facility or cash cage on the installation, mail the bank deposit envelope via certified mail with return receipt to the Community Bank (APO AE 09013) in Germany. As per DoD 4525.6- M, C6.2.6.6, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS guidance.

6.6. There is no requirement to write the SSN on the check. Annotate the customer's unit, APO number, and duty phone. As per DoD 4525.6-M, C6.2.7.1.2.3, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS guidance.

6.7. Finance clerks will follow the POS RSS terminal instructions when accepting traveler’s checks. After completing the transaction or at the end of the business day, deposit each traveler’s check with cash remittance final Account Indicator Code (AIC) 752. Follow accounting procedures outlined in DoD 4525.6- M C6.4.8. As per DoD 4525.6-M, C6.2.7.2, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS guidance.

6.8. Postal activities are authorized to accept credit and debit cards. Follow procedures outlined in the USAFE AIRPS/PO Poster 4, Credit Cards, Debit Cards, Checks, and Mobile Wallets Acceptance. Finance clerks must verify signatures on credit card transactions. An unsigned credit card will not be accepted. Customers cannot use credit cards to pay for USPS money orders.

However, debit cards can be used. Maintain receipts as outlined in USPS Handbook F-101, Field Accounting Procedures Section 9-2. As per DoD 4525.6-M, C6.2.10, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS Poster 4 instructions.

6.9. USAFE AIRPS/PO is the focal point for establishing MPOs with POS RSS terminals. As per DoD 4525.6-M, C6.4.2, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS guidance.

6.10. Stock custodians will maintain their main stock accounts within the specified amounts listed in Table C6.T1 below. The total amounts are based on a 9-week average of main stock usage for each location. The amounts reflected represent the unit finance report total AIC 853, “to include each finance clerk’s AIC 853 stamp balance”. If units wish to increase stock amounts over these set limits, submit a memorandum of justification to USAFE AIRPS/PO to increase main stock accounts. During the holiday season (1 November – 15 January), locations may exceed the above limits without submitting a request memorandum. However, postmasters will ensure accounts are reduced to normal operating levels no later than 1 February.

NOTE: The USPS will not accept excess stamp stock returns unless the operating location is closing permanently. As per DoD 4525.6- M, C6.4.3, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS guidance.

Table C6.T1. USAFE AIRPS, Mail Stamp Stock Maximum Reference.

6.11. PS Form 3369, Consigned Credit Receipt will also be used for the stock custodian’s Unit Cash Reserve (UCR) and stamp stock issued credit. The stock custodian's UCR account maximum levels will be maintained as follows: IAW USPS F-101 Handbook, section 13-7.1.1, the maximum amount of UCR is $700.00. If units wish to increase UCR amounts over the below-set limits, submit a memorandum of justification to USAFE AIRPS/PO to request an increase to the amount of the UCR. As per DoD 4525.6-M, C6.4.3.1, USPS F-101, Field Accounting Procedures Handbook, and USAFE AIRPS guidance.

6.11.1. Large APOs $700.00 - Ramstein Northside, Lakenheath, and Mildenhall.

6.11.2. Medium APOs $400.00 – Croughton.

6.11.3. Small APOs: $150.00 - Menwith Hill.

6.11.4. Debit/Credit Only (No cash) – Kapaun, Spangdhalem, Alconbury, Molesworth, Aviano, Papa, Buechel, Ghedi, Ankara, Kleine Brogel, Moron, Blenheim Crescent, Stavanger, Incirlik, Izmir, Volkel, Geilenkirchen, and Lajes.

6.12. Upon completion of the stock custodian transfer, accomplish a new PS Form 3369. In the "Credit Amount" block, annotate the results from that day's audit. In the "Max Authorized Cash Portion," enter the cash retained amount "AIC 753." The outgoing stock custodian will sign in the “issued by" block to sign over the account to the new stock custodian. Prepare one copy of each form and retain it in the stock custodian's account folder. Send an e-mail to USAFE AIRPS/PO requesting a stock custodian change in AMPS. As per DoD 4525.6-M, C6.4.4.2, and USAFE

6.13. If the total deposit is more than $100, postal personnel will deposit USPS funds by taking funds either to the bank the following business day or by mailing a check (deposit) to the designated bank (unless an approved deposit waiver is on file). The dollar amount of daily deposits must match AIC 752 of the UNIT 1412 for that business day. A bank deposit slip must be completed for mailing to the bank for each day of business. Do not combine business days on a single deposit slip. Bank deposit slips will be ordered via AMPS supply module. As per DoD 4525.6-M, C6.4.8, and USAFE AIRPS guidance.

6.14. Stock custodians are required to update scheduled down days, family, goal days, and holidays in the AMPS profile. In addition, stock custodians are required to e-mail the USPS Field Sales Branch (FSB) Office and copy the USAFE AIRPS/PO org box anytime there is an interruption of finance service post office not be opened on a regular business day. Contact USAFE AIRPS for the current FSB e-mail address. As per DoD 4525.6-M. C6.4.8.1 and USAFE AIRPS guidance.

6.15. All USAFE-AFAFRICA accountability credit counts will be conducted randomly within the minimum established frequency using the POS RSS. In addition to the required minimum frequency counts, postmasters/stock custodians have the authority/option to conduct unannounced, monthly, or weekly counts for the applicable credit accounts if they choose to as per USPS F-101, Field Accounting Procedures Handbook, Section 13, DoD 4525.6-M, C12.3, and USAFE AIRPS guidance.

6.15.1. Personnel authorized to conduct counts will follow the below table frequency list (If applicable) for counting stock custodian and finance clerk accounts as per USPS F-101, Field Accounting Procedures Handbook, Section 13-9, DoD 4525.6-M, C12.3, and USAFE AIRPS Table C6.T2.

Table C6.T2. USAFE AIRPS, Accountability Credit Count Reference.

For this accountability credit

Count Frequency

Regular Count Tolerance

Final/Transfer Count Tolerance

Unresolved Issues (Overage/Shortage/ Tampering)

Unit Reserve Stock

Once per quarter

+/- $50.00 +/- $0.00 Refer to the RSS Procedures Guide

Unit Cash Reserve

Once per quarter

+/- $0.00 +/- $0.00 Refer to the RSS Procedures Guide

Credit/Debit Terminal Inspection

Daily & Quarterly *

N/A N/A Refer to the

USAFE

AIRPS/PO

SharePoint

Finance clerk Once Every 4 months

+/- $50.00 +/- $0.00 Refer to the RSS Procedures Guide

Notes: * Daily visual inspection and AMPS Quarterly inspection

6.15.2. Personnel authorized to conduct counts will use PS Form 3368-P, Accountability Examination Record, PS Form 3369, Consigned Credit Receipt and PS Form 3902, Form 3977 Log, and Lock Examination Receipt to track and maintain financial accountability records on all postal finance accounts under the POS/RSS. The retention period for all three forms is 2 years plus the current fiscal year. As per USPS F-101, Field Accounting Procedures Handbook, Appendix D, and USAFE AIRPS guidance.

6.16. Use SF Form 702, Security Container Check Sheet, to document each opening and closing of safes and lockable containers. Place AFTO Form 36, Maintenance Record for Security Type Equipment inside each security container. PS Form 3977, Duplicate Key, Combination, and Password Envelopes will be used to store security container combinations, POS RSS passwords, security container keys, and or cash drawer keys. Stock custodians will maintain a master PS Form 3902; Form 3977 Log and Lock Examination Receipt, to account for all PS Forms 3977. As per DoD 4525.6-M, C.6.5.2, and USAFE AIRPS guidance.

6.17. Postal finance clerks may issue cash refunds up to $25.00 based on the circumstances. Use PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services, and AIC 553, Refund Postage and Fees to account for refunds and AIC 676, Priority Mail Express Service Failure Refund. The customer signs the reverse of PS Form 3533 to confirm the refund transaction. Maintain PS Forms 3533 with your Unit 1412, Daily Financial Report, documentation for 2 years plus 1 year inactive. As per DoD 4525.6-M, C10.8, and USPS F-101,

1. Stock custodians who are also issued active finance clerk accounts will be counted in conjunction with their unit reserve account and UCR accounts.

2. Stock custodians are accountable for ensuring the completion of this mission-critical task and logging of inspections on daily financial business days. Stock custodians will need to inspect all payment terminals and pin pads using the USPS Daily Payment Terminal Inspection Standard Work Instruction (SWI).