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Figure 13-7.—An example of an Official Stamp Audit sheet
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Postal Clerk - Military guide to working in a post office
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Figure 13-8.—An example of a NAVSUP Form 5218.
POSTAGE METERS 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 mailings. 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   manufacturer’s representative and explains the command’s 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 manufacturer’s 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 postage costs. INSPECTIONS 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. CHECKLIST The Official Mail Manager’s Inspection Checklist, NAVSUP  Form  5218,  provided  in  OPNAVINST 5218.7, is used for inspections (see figure 13-8.) Local 13-11

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