1.22.8. Mailing and Shipping Equipment

(1) Every IRS office, whether operated by a staffed mailroom or self-serviced by individual IRS employees, needs equipment for mailing and shipping. This IRM section contains information about postage meters, Small Package Carrier (SPC) shipping systems and SPC web based shipping. Employees are reminded that it is forbidden to use Government property for conducting personal business or for other unauthorized personal purposes. Government property includes:

• Office Supplies

• Telephone and other telecommunications equipment and services

• Government mail carried by agency personnel, contractors, the U.S. Postal Service and all other carriers

• Government Mail Services

• Automated data processing capabilities

• Printing and reproduction facilities

• Government records and Government vehicles, per 5 CFR 2635.101 and 107

(1) 5 CFR 2635, 101&107, Office of Government Ethics, Standard of Ethic Conduct

(2) 41 CFR 102-192, Mail Management

(3) IRM 10.8.27, Information Technology (IT) Security, Personal Use of Government Furnished Information Technology Equipment and Resources

(4) IRM 1.35.3, Financial Accounting, Receipt and Acceptance Guidelines

(5) IRM 1.35.5, Administrative Accounting, Advances, Prepaid Expenses and Other Assets

(1) Wage and Investment (W&I)/Media and Publications (M&P)/Distribution Requirements Branch (DRB) provides guidance and support to the affected stakeholders, including expense verification, adjustments and reconciliation.

(2) Postal and Transport (PTP):

1. Develops and evaluates policies, systems, procedures and standards for mail and transportation services

2. Serves as Contracting Officer Representatives (CORs) on Mail and Transportation contacts and Tenders of Service

(3) Facilities Management and Security Services (FMSS)/Office of the Deputy Director Facilities Support/Logistics:

1. Oversees the operation of the Mail Management program.

2. Establishes a Territory Point of Contact (TPOC) who provides mail management program guidance for mailroom operations and mail services within their Territory.

3. Coordinates Servicewide field office mailroom operations and mail delivery services

4. Serves as the Contracting Officer’s Representatives (COR) for the National Mailroom Services Contract, and the National Postal Meter Contract

5. Communicates changes in policy to field offices

6. Provides TPOCs with training and education

(4) Business Operating Divisions (BOD) assign Local Points of Contact (LPOC) in IRS Field offices that are not serviced by the Primary Mail Contractor. The LPOC serves as the primary contact for the FMSS Mail Program TPOC.

(1) PTP reconciles postal meter charges and credits from the USPS for the IRS.

(1) The following forms and reports are used for control of the program:

• OMAS report

• Vendor Meter Reset Report

• IPAC Billing Document

(2) F10580-A, Postage Purchase/Expenditure Report, is used to reconcile postal meter charges and credits from the USPS for the IRS.

(1) The following charts contain defined terms and acronyms used throughout this IRM:Terms

(1) Related resources include:

• href=http://publish.no.irs.gov/mailtran/spc.html

• 5 CFR 2635.101&107, Office of Government Ethics, Standard of Ethic Conduct

• DMM 604, Postage Meters and PC Postage Products

(1) A list of authorized postage meter providers is contained in Chapter 604 of the USPS Domestic Mail Manual (DMM).

(1) Meter licensee responsibilities include:

1. Securing the meter to prevent any unauthorized use and prevent access to the meter components

2. Keeping the meter in IRS custody until returned to the authorized provider

3. Recording each day's readings of the ascending and descending registers

(1) USPS requires authorized providers to electronically submit the necessary customer information to the designated Postal Service processing facility in order for the Postal Service to authorize a customer to use a postage meter. There is no application or license fee.

(2) USPS authorizes use of the postage meter when the electronic application is accepted. Conditions that apply to this authorization are:

1. Customer must provide updated address information to the provider

2. Postage meter providers must conduct scheduled inspections of meters

3. A defective meter, loss, or theft of a meter must be reported immediately to the provider

(1) Postage meter inspections are required every three months according to Postal Service regulations. Meters refilled at least once every three months only require annual examination by the USPS.

(2) If a postage meter inspection is not performed, USPS will not allow the meter to be refilled.

(1) The licensing Post Office and the meter provider must be notified of any change in the name, telephone number, meter location, or any other information contained on the original meter license. The licensing Post Office will issue a modified meter license reflecting the updated information.

(2) If an office relocation requires the mail to be processed at a different Post Office and the meter license has not been updated, the Post Office may refuse IRS mail.

(1) Faulty meters must be immediately reported to the meter provider Service Call Center. The meter is repaired on site by the meter provider after a service call is placed. If a meter is inoperable or unable to be repaired, the meter provider will replace it with another meter of the same caliber.

(1) When equipment fails and it is difficult to place a meter imprint on outgoing mail, the postage meter provider's Service Call Center should be contacted. If mail must be processed before the equipment repairs and/or replacement can be made, the following options are available:

1. Maintain a supply of postage stamps - A small supply of postage stamps stored in the mailroom can be used to process urgent outgoing mail until the meter is repaired or replaced.

2. Arrange for mail to be metered by the nearest IRS office - This option must be coordinated by the TPOC/Local Point of Contact (LPOC).

(1) When a meter is taken out of service, all unused postage loaded on the meter is credited to the IRS OMAS account. Copies of daily ascending and descending meter readings may be required as supporting documentation.

(1) The security of the postage meter requires the following:

1. Access to the meter must be controlled. Each meter is equipped with a 4-number PIN to lock and unlock the meter. Refer to the meter providers user guide for this information.

2. At the end of the workday, the meter must be placed in the locked position.

3. Offices with after-hours cleaning must secure the meter in a locked interior room or in a locked cabinet each evening.

4. Offices that do not have an intrusion detection system must secure the meter in a locked interior room or a locked cabinet.

(1) All electronic equipment and web sites are subject to failures and breakdowns. Rebooting a system and/or stepping away for 5 to 10 minutes may resolve the situation. If not, follow one of the options below:

1. Carrier provided shipping systems - Contact the TPOC/LPOC and advise them of the breakdown. If known, call the local carrier representative and advise them of the situation. Replacement software/hardware and technical support must be provided by the equipment owner

2. Carrier web site - Attempt to open the internet site. If this web site will not load, the problem is internal and not external. Most web site failures are due to an IRS network problem and not related to the SPC web site

(2) If unable to resolve, manually prepare 2nd Day Air and/or Next Day Air shipping documents to ensure timely delivery of high priority shipments. Manually prepared labels should only be used as a last resort.