Official mail is any letter, publication, parcel or
other mailable item relating exclusively to the business
of the U.S. Government, and mailed as penalty mail or
mail on which postage and fees have been prepaid.
Penalty mail is official mail on which postage and
fees are paid by either a penalty metered indicia, penalty
permit indicia, penalty mail stamps, penalty business
reply and merchandise return indicia, or standard
penalty indicia. Penalty postage is paid for after mailing
versus prepaid postage paid for when obtained.
Navy commands use commercial postage meters
(see figure 13-1), commercial postage stamps, or
computer generated postage to prepay postage on
letters, flats, publications, or parcels, etc.
NAVY OFFICIAL MAIL COST
CONTROL PROGRAM (NOMCCP)
Learning Objective: Recall the procedures
for establishing and managing a command
official mail cost control program (OMCCP),
including accountability requirements and
treatment of official mail.
The NOMCCP, the Navys program to reduce
postage costs is not new, and all Postal Clerks are
involved to some extent in official mailings and,
therefore, should have knowledge of this program.
Before the NOMCCP there was no requirement to
put postage on outgoing official mail. Each DOD
component had a unique code to identify mailings
from their activities. This code was preprinted in the
upper right-hand corner of envelopes and mailing
labels. To receive reimbursement for handling and
transporting mail originating at DOD activities, the
USPS conducted periodic samplings of government
mail. Based on this sampling system, each DOD
component headquarters received a postage bill.
Because commanders and commanding officers were
not paying for postage out of their operating funds
there was little interest in reducing costs.
From 1988 to 1994 the Navy used penalty postage
and meters to account for postage for official mailings
with the postage bill for the entire Navy paid for by the
Chief of Naval Operations. In October of 1994, the
Navy converted to commercial postage and payment
for postage was decentralized down to the user level.
Positive accountability and control of the NOMCCP
was then achieved by requiring host installations to
budget for their postage expenditures (pay as they go)
and by monitoring or surveying outgoing and
incoming official mail for proper preparation and
correct postage. This positive accountability and
control is achieved by making sure each command has
an Official Mail Cost Control Program (OMCCP) and
an appointed official mail manager (OMM) to provide
oversight of the program.
The overall goal of the NOMCCP is to reduce
official mail costs. This is accomplished through
cost-effective use of the USPS, DOD Official
Intra-Theater Mail, guard mail, and alternate carriers
such as Federal Express, or United Parcel Service.
Consolidating mail to as many locations as possible is
another way in which the Navy has reduced postage
The DOD Official Mail Manual, DOD 4525.8-M,
which is supplemented by the Navy Official Mail
Management Instruction, OPNAVINST 5218.7,
provides the necessary guidelines for Navy commands
to establish a viable official mail cost control program.
Every Navy command must have a command
OMCCP to review mailing practices. The purpose of
this program is to ensure official mailings are prepared
and processed efficiently, in a timely manner, and at the
least cost based on mission needs as directed by:
Figure 13-1.An example of a postage meter tape.