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Figure 13-8.—An example of a NAVSUP Form 5218—Continued
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Postal Clerk - Military guide to working in a post office
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Preparations and Processing
records  of  these  discussions  to  make  future inspections easier.) ·   Inspect incoming mail at least once a week and report deficiencies to the originating command’s OMM. ·   Inspect outgoing mail at least once a week at the final preparation point to (1) decide who needs additional  training  and  what  policies  and procedures  need  more  emphasis  and  (2)  make sure outgoing official mail containing errors or deficiencies  in  preparation  is  returned  for correction. ·   Review   spoiled   postage   meter   tapes   and establish procedures to reduce their occurrence and ensure proper disposition has been made of them. ·   Analyze the use of postage and use the results to make the command’s official mail program more cost-effective. ·   Coordinate   with   supporting   supply   and procurement  activities  to  ensure  postal-related items being procured such as envelopes, cards, and labels meet standards outlined in: –  USPS regulations –  The   DOD   Official   Mail   Manual,   DOD 4525.8-M –  The   Navy   Official   Mail   Management Instructions, OPNAVINST 5218.7 –  Your  command’s  postal  Standard  Operating Procedures ·   Know  who  their  USPS  account  representative and other appropriate USPS officials are. ·   When possible, belong to and attend meetings of the  local  USPS-sponsored  Postal  Customer Council (PCC). The OMM should even consider starting a PCC if one does not exist in the area. Q13-10.   What  factor  determines  which  method  your command   will   use   for   postage   (postage stamps  or  computer-generated  postage,  or meter   machine)   for   conducting   official mailings? Q13-11.   What form is used as a daily recap of postage used for official mailings? Q13-12.   What  form  is  used  to  audit  postage  stamp stock used for official mailings? Q13-13.   Commands that desire to use computer-generated  postage  must  obtain  a meter license from the USPS.  (True or False) Q13-14.   Subordinate official mail installations should be inspected at least how often? Q13-15.   What form is used for inspecting official mail facilities? Now turn to appendix 1 to check your answers. CLAIMS AND INQUIRIES Learning  Objective:   Recall  the  procedures for processing claims on official mail. The Government Losses in Shipment Act (Title 40, United States Code, Section 726) and the government’s general self-insurance policy prohibit federal agencies from using registered and insured mail for the sole or primary purpose of obtaining postal indemnity. Do  not  process  claims  against  the  USPS  for indemnity on official mail items lost or damaged in the mail.   The  Comptroller  General  of  the  United  States Decision  B-114874,  13  October  1978,  allows  the government to use registered or insured mail only to obtain the added protection or proof of delivery offered by these special postal services. Keep  in  mind  the  information  just  discussed. You must remember we can only trace official mail by using a USPS claim or inquiry form.   There will be no actual mail claims for lost, damaged, or rifled official  mail.   A  mail  tracer  can  be  completed  and only used to try and locate missing or rifled official mail  or  the  tracer  form  may  be  used  to  document damage to official mail.  The various post offices that may  have  handled  the  lost  mail  should  receive  the tracer form as an inquiry. File a tracer immediately when the contents of a package are known to be rifled.  For lost official mail, sufficient  time  must  be  allowed  for  the  article  to  be delivered  before  filing  a  tracer.   There  are  minimum and maximum time limits applicable to filing tracers for  lost  mail  sent  to  the  United  States  or  APO-FPO addresses  (refer  to  the  DMM  or  POM  for  these  time limits). The  missing  official  mail  may  have  been misrouted or accidentally sent to another address.  So allow time for the missing official mail to reach its final destination. 13-14

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