Postage meters provide a means of achieving
positive accountability by imprinting the exact amount
of postage paid directly on an envelope, or on a postage
meter tape that is affixed to the mailing piece. The
meter records the value of postage paid on official
Postage meters may not be owned, but must be
leased from an authorized manufacturer. A license is
required from the USPS before a postage meter can be
leased to a command. The license identifies the civil or
MPO where the postage meter is registered and the
location and the model number of the meter.
Navy commands using postage meters are
required to use the Computerized Remote Postage
Meter Resetting System (CMRS). CMRS allows Navy
mail centers and other postage metering sites (to
include Navy ships) to add postage to their electronic
or digital meters over the phone.
To establish a CMRS account, the command OMM
contacts their local meter manufacturers
representative and explains the commands desire to
establish a CMRS account. The meter manufacturer
will establish the account and provide a 1-800 number
for purposes of adding postage on the meter.
Deposits of funds to CMRS accounts must be done
by electronic funds transfer (EFT). To arrange for
deposits by EFT, the command comptroller or other
finance personnel completes Standard Form (SF)
1034, Public Voucher for Purchases and Services
Other Than Personal, and submits the form to their
servicing Defense Finance and Accounting Service
(DFAS). The serving DFAS will make the EFT deposit
to the CMRS account.
When additional postage is required to be set on
postage meters, the command OMM calls the meter
manufacturers 1-800 number. Postage is initially set
on the meter, and then the meter reset each quarter for
the estimated amount of postage to be used during the
quarter. Because CMRS meters electronically record
meter register readings, commands are not required to
manually record daily ascending and descending
readings. System-generated reports received from the
meter vendor after transactions are made can serve as a
substitute for manual records and must be available for
review by the command OMM and by inspectors.
POSTAGE METERING SYSTEMS
Postage-metering systems consist of a mailing
machine, electronic scale, an electronic interface
between scale, an accumulator, and the postage meter.
All components except the postage meter may be
purchased, leased, or leased with an option to
purchase. The postage meter must be leased.
The electronic scale in most cases weighs mail in
1/2-ounce increments up to 70 pounds. It computes the
required postage electronically. The interface sends
the required postage electronically to the metering and
mailing machine. Then the interface either prints the
meter imprint directly on the envelope or produces a
tape with the meter imprint on it.
The accumulator is a piece of electronic
accounting equipment that is connected to the scale. It
records all mailings, and each command, tenant
activity, department, division, or office can be assigned
a separate account number. The operator can print out
information gathered in the accumulator for
management use in analyzing and controlling official
Adherence to official mail management
regulations, policies, and procedures is accomplished
under the control of the Navy Command Inspection
Program, SECNAVINST 5040.3.
Component headquarters, MACOMs, and
intermediate commands must conduct internal
headquarters OMM inspections at least once a year.
Inspections of subordinate installations and activities
must be conducted at least every 3 years. These
inspections can be combined with other inspections
and staff assistance visits.
Installation or equivalent OMMs will annually
inspect all staff activities, subordinate activities, and
tenant activities. These inspection reports will be
made available for review during MACOM and
Inspector General inspections and staff assistance
visits. Staff, subordinate, and tenant activities must
keep all previous inspection reports on file for a period
of 3 years.
The Official Mail Managers Inspection Checklist,
NAVSUP Form 5218, provided in OPNAVINST
5218.7, is used for inspections (see figure 13-8.) Local