Inter-Service Postal Training Activity

Inter-Service Postal Training Activity
Process Mail February 2018

Process Mail (YouTube Video)

TERMINAL LEARNING OBJECTIVE
TLO – Process Mail LESSON OUTCOME Students will process mail accurately IAW USPS and DOD directives/guidance to include security, receipt, delivery, processing, collecting, and dispatching in support of postal operations. TERMINAL LEARNING OBJECTIVE ACTION: Process Mail CONDITIONS: In a classroom environment, given access to DoD M (Department of Defense Postal Manual), DoD M-L-1 (Military Post Office Location List (MPOLL)), Domestic Mail Manual (DMM), International Mail Manual (IMM), Notice 123 (Ratefold), United States Postal Service (USPS) forms, labels, supplies, and equipment, simulated articles of mail, student handout, and an awareness of Operational Environment (OE) variables and actors. STANDARDS: Receive, process, collect, deliver, and dispatch mail in accordance with DoD M. Students will be assessed with a minimum of 80% accuracy during the following learning activities: 1. Receive dispatched mail. 2. Prepare mail for delivery. 3. Process accountable mail. 4. Collect mail for dispatch. 5. Prepare mail for dispatch. 6. Dispatch mail. 7. Perform receptacle dispatching procedures (nesting). TERMINAL LEARNING OBJECTIVE The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes. The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs. ALA: Professional Competence GLOs GLO 14: Soldiers and Army Civilians are technically and tactically competent.

Operational Variables (OE)

Receiving Dispatched Mail
Mail originates from United States or other APO/FPOs. Mail accompanied by DD Form 1372, Mail Manifest. Postal clerk and supervisor verify mail by class.

Receipting for Incoming Mail
APO AE APO AE 01/08/18 AW SMITH, Carl Carl M. Smith ANDERSON, Fred Fred K. Anderson, E-5 1.5 Mail truck had a flat tire. SYNDER, Julie Julie Snyder, E-4 X x 1800 First Class Mail xxxxxxxxxxxxxxxxx

PE X Situation 1

Sorting Incoming Mail by Class
Priority Express Mail Registered Mail First Class Mail Priority Mail Parcel Air Lift Mail (PAL) Space Available Mail (SAM) Military Ordinary Mail (MOM)

Check on Learning What is DD Form 1372? What information is contained on the Mail Manifest? After mail has been off-loaded, what class of mail do you sort first?

Checking Pouches/Sacks

Enhanced Distribution Labels (EDL)
An EDL is a unique destination barcode applied as a slide label. It will be scanned prior to the Piece-to-Bag Nesting, Bag Closing, and Bag Dispatching processes via AMPS The EDL barcode will be affixed to the receptacle and will provide information on the destination and mail class of the mail items Retrograde EDL’s will be used on bags being routed to servicing ISC

Enhanced Distribution Label Breakdown
Dispatching Date and Time Destination ZIP Destination Of Mail Pouch Class Type Dispatching Postal Activity Barcode

Military EDL Bar Code Composition
_ _ _ _ _ | _ _ _ | _ _ | _ _ | _ _ _ _ | _ | _ _ _ _ _ | _ | _ Destination ZIP Code CIN Indicator Equip. Type Unique, 5-digit Serial Number Military Mail ISC to Military Location +4 of ZIP Branch of Serv. Indic. | 764 | 0 1 |1 1 | | 1 | | 3 | 9 FPO Location CIN Indicator Letter Tray +4 of ZIP Unique, 5-digit Serial Number Branch of Serv. Indic. ISC to Military Location Military Mail

Labels: UPU A UPU is a label affixed to the receptacle or outside piece when it has been assigned transportation. It will provide transportation details and barcode tracking. The UPU will only be generated if all nested items within the receptacle or the outside piece has been cleared for dispatch by Customs Border Agencies

Irregularity Reports

Irregularity Examples
Missent mail Improper tag/label Improper slide label Mail discovered in empty equipment Mail dispatched in defective equipment Mail transported in wrong sack for its class

Irregularity Circumstances DD Form 2273 Distribution
Between MPOs Send original to postal officer Send copy 1 to Major Command (MACOM) Headquarters Retain copy 2 USPS Errors Noted Send original to Joint Military Postal Activity (JMPA) Send copy 1 to MACOM Headquarters

Irregularity Report Leon D. Mitchell X E6 1 2 3 4 5 6 7 8 9 10
Postal Officer APO AE Dispatching Clerk 29th Postal Co. APO AP APO AE X FCM Mitchell, Leon D. NCOIC E6 Leon D. Mitchell Ref. #8 – Bottom of sack contained a hole the size of a fist. 0 1 1 2 3 4 5 6 7 8 9 10 0 0

Check on Learning If you find an error made by the USPS, where should you send the original DD Form 2273? Name reasons for using DD Form 2273. What form would you use to report missent mail?

PE X Situation 2

Processing Case for Letter Mail

Verification of Unit Mail Clerks
APPOINTMENT OF MILITARY POSTAL CLERK, UNIT MAIL CLERK OR MAIL ORDERLY (See Instructions on Reverse) 1. DATE EFFECTIVE 2. DATE REVOKED 3. NAME OF APPOINTEE (Last, First, Middle Initial) 4. RANK OR GRADE 5. SERVICE NUMBER/SSAN 6. TITLE OF APPOINTEE 7. ORGANIZATION/ACTIVITY 8. APO, NPO, OR CONUS INSTALLATION MAIL AUTHORIZED TO RECEIVE (Check and Initial) 10. THIS FORM MUST BE VALIDATED BY THE SERVICING AGENCY’S GENERAL PURPOSE DATING STAMP PRIOR TO CLERK RECEIVING MAIL. IN THE CASE OF THE NAVY MOBILE UNITS, VALIDATION MAY BE BY IMPRESSION OF THE UNIT’S OFFICAL SEAL. OFFICIAL (Except accountable) PERSONAL (Except accountable) OFFICIAL POUCHES ONLY OFFICAL (All) SIGNATURE OF APPOINTING OFFICIAL SIGNATURE OF APPOINTEE DD FORM PREVIOUS EDITION IS OBSOLETE 1 JUN 67 DUNCAN, Timothy S. SPC xxx-xx-1234 UNIT MAIL CLERK 151ST Postal Company APO AP X Timothy S. Duncan Lisa B. Johnson LBJ APDS PERSONAL (All) Note: Due to recent changes only enter the last 4 digits of the SSN.

Accountable Mail Accountable mail is mail that requires a signature of the addressee/agent upon receipt, such as: Priority Mail Express Certified Mail Numbered Insured Mail - Registered Mail Official accountable mail is delivered on PS Form 3883, Firm Delivery Receipt for Accountable and Bulk Delivery. Personal accountable mail is delivered on PS Form 3849, Delivery Notice/Reminder/Receipt.

Receiving Priority Mail Express
Postal clerk completes his/her portion of 11B Verification of mail clerk’s DD Form 285 Receipt using PS Form 3883

Completing Delivery Portion of Label 11-B
2 3 1 01/08/18 5:00 Julie Snyder X 5 X 4 Tony Parker 6 01/08/18 8:00 1 – Date Military Post Office (MPO) Receives Article – Time MPO Receives Article – Postal Clerk’s Signature – Date Mail Clerk Receives Article – Time Mail Clerk Receives Article – Postal Clerk’s Signature

PS Form 3883 Stacy Joseph 3 1 2 4 5 6 7 9 8 2 10 X X VV 679 886 992 US
APDS 5 10 1 X 1-34TH INF/25 VV US VV US 08 JAN 18 Stacy Joseph 2 Belinda Jeffers 7 X

Delivery Using PS Form 3849 Used for delivery from military/civilian postal clerk to addressee Via mail receptacle Via unit mail clerk

Preparation and Delivery Using PS Form 3849
2 1 3 5 6 4 7 8 11 9 BACK SIDE OF FORM FRONT SIDE OF FORM 10

Check on Learning What form is used to deliver personal accountable mail? What form is used to deliver official accountable mail? Mail orderlies are designated on what DD Form?

PE X Situation 3

Letter Mail .44

First of Three Processing Phases
Facing - Stacking mail - Address and stamps facing same direction Check for: - Correct postage - Insufficient postage - No postage

Example of Properly Stacked Letters

Endorsing Insufficient Postage
SGT William Jones 40 TRANS CO Unit 30020, Box 29 APO AE Roger L. Carter 37 E. 10th Street Blanket, TX .20 PM JAN APO AE POSTAGE DUE $.24

Endorsing Insufficient Postage for International Address
SGT William Jones 40 TRANS CO Unit 30020, Box 29 APO AE Rose Gutierrez 145 San Jose Street Las Palmas, SPAIN .20 Returned for ______ additional postage. When r ing, cross out this notice or paste stamps over it. $.64

Endorsing Mail Without Postage
SGT William Jones 40 TRANS CO Unit 30020, Box 29 APO AE Roger L. Carter 37 E. 10th Street Blanket, TX RETURNED FOR POSTAGE

Second of Three Processing Phases
Canceling Cancel by hand or machine. SGT William Jones 40 TRANS CO Unit 30020, Box 29 APO AE Roger L. Carter 37 E. 10th Street Blanket, TX .20 PM JAN APO AE POSTAGE DUE $.24

Third of Three Processing Phases
Sorting - Take mail to distribution case - Sort by destination - CONUS gateways - Other area MPOs - International mail

APO AE 09166 Sorting Letter Mail SGT William Jones JFK
SFO SFO SFO SFO SFO SGT William Jones 40 TRANS CO Unit 30020, Box 29 APO AE Roger L. Carter 37 E. 10th Street Blanket, TX PM JAN APO AE JFK JFK JFK JFK JFK Local POSTAGE DUE 24 ¢ Directory International JFK For classroom purposes only, write the name that corresponds to the slot on the lower left-hand corner of the envelope. Example: For this envelope write “JFK.” Place letter in “JFK” slot

Intra-Theater Delivery Service (IDS)
Send mail at no cost Between overseas MPOs only Write “MPS” instead of postage SSG Barbara Joyner 120th Medical Hospital APO AP SSG Joyce Simmons 75th PSB, Unit APO AP MPS If addressed to your base, place it in “LOCAL” slot. If not, place in appropriate APO/FPO slot.

IDS Service not available:
If an article is sent to and from CONUS. Between MPOs where item transits through USPS facilities. If requesting special services, e.g., insurance. If an article is addressed to a foreign or CONUS address.

Local Geographic Areas
ATLANTIC "AE" - Area served by ZIP Codes beginning with "09”. PACIFIC "AP" - Area served by ZIP Codes beginning with "96”. LATIN AMERICA "AA" - Area served by ZIP Codes beginning with "34“.

Check on Learning If you receive a piece of Official Mail in a collection box, what should you do with it? What endorsement should be placed on a letter going stateside with insufficient postage? What are the two ways you can postmark mail?

PE X Situation 4

Suspicious Package

Preparing Mail for Dispatch

Bundling Letter Mail Sandra Washington TH PSB, Unit APO AP 4” No More Than 4” Thick

Letter Mail Trays Letter Tray Tray Sleeve Holds approx. 600 letters
Weighs 17.5 lbs. full Must be at least 75% full Half-sized Tray Holds approx. 200 letters

Pouches/Sacks Differences Used for:
Pouch: Mail given First Class handling Sack: Mail other than First Class Used for: Bundled letters Small/Medium-sized parcels

Color Use of Pouches Priority Mail Express………..orange & blue nylon pouch Priority Mail………………...…….…orange nylon pouch SAM/PAL………………….…………….red nylon pouch (SAM and PAL separate) Official Mail…………………..………..gray nylon pouch Local Mail…………………….…..….green nylon pouch Surface Mail…………………………..…….canvas sack

An Outside Piece (OSP) cannot be enclosed in a mail sack due to:
Size Weight Irregular Shape Nature Condition Also referred to as outside mail (OSM).

Check on Learning Letter trays should be at least what % full? What color pouch is priority mail express dispatched in? What is the maximum weight of any pouch/sack?

Converting Pounds to Kilograms

Identifying End Destination
ORD O’HARE ILLINOIS (USA) U.S. MAIL PS TAG JAN. 1971 ORD WEIGHT VIA DESTINATION Enhanced Distribution Label Destination Airport Code must match Tag

SFO SAN FRANCISCO CALIFORNIA (USA)
PS Tag 135 SFO SAN FRANCISCO CALIFORNIA (USA) U.S. MAIL PS TAG JAN. 1971 SFO WEIGHT VIA DESTINATION 11.8 kg

PS Label 136 Jan 01 18

Tagging PAL Mail Pouches
DFW DALLAS TEXAS (USA) U.S. MAIL PS TAG JAN. 1971 DFW WEIGHT VIA DESTINATION 8.4 kg Use Both Tags Place Tag 18 over Tag 135 Don’t forget the weight!

- Affixed to pouches or OSP originating from an overseas MPO.
PS Tag 10 PS TAG 10 AUG. 1996 SUPPOSED LIABLE TO CUSTOMS DUTY - Affixed to pouches or OSP originating from an overseas MPO.

Check on Learning What does the top line on a slide label provide? When converting pounds to kilograms, what number should you round to? 24lbs converts into how many kgs?

Check on Learning What label would you place on an OSP? What color are PAL tags? What two tags are used in conjunction with each other?

PE X Situation 5 & 6

Dispatching the Mail

Tally Sheet

Dispatching Outgoing Mail
01/08/18

Registered - loaded by registry clerk
Loading Mail By Class ORDER SAM/PAL Priority First Class Registered loaded by registry clerk Express Use “Bricklaying” Method

Final Dispatching Procedures
Secure the vehicle doors using: Key or combination lock Numbered tin ban seal Annotate on DD Form 1372: Vehicle number Seal number Mail guard’s signature Mail guard takes original and copy 1 Dispatch clerk retains copy 2 for MPO’s file

Check on Learning How many total copies of DD Form 1372 should you prepare? What three items must you have before turning over the mail to a mail guard? When loading a truck with mail, what is the first type of mail loaded? The last?

PE X Situation 7

Automated Military Postal System (AMPS)
Instructor Log into AMPS Knowledge Management Folder Documents Discuss CAMALS and how it pertains to Mail Processing

Receptacle Dispatching Procedures (NESTING)

Key Terms Nesting: Scanning and placing mail pieces into a receptacle which allows for improved visibility and tracking Closing: Physically closing a receptacle and applying a Seal and Flight Tag PS-135: Flight Tag applied to bag during Closing Item ID: Individual barcode of mail item which is scanned to nest into receptacle ISC: International Service Center

Trade Compliance Initiative
These enhancements will provide the capability to comply with future trade legislation for safety and security of airline transportation. Pre-Departure alerts on mail entering the United States as defined by US Law (US Legislation H.R. 3001: TSA Authorization Act of 2011) Pre-Departure alerts on mail entering and transferring the European Union as defined by the European Commission (EC) (EC Regulation No 169/2010 Annex 30A and EC Regulation No 1875/2006) USPS Letter dated 6 Jan 2015 requiring: The capture and transmission of electronic customs data for all military mail The ability for the Post Office to hold a mail item that receives a hold status The nesting of all packages to a receptacle for piece to receptacle tracking The barcoding of all receptacles to uniquely identify a mail receptacle and its contents prior to tender to the air transportation provider

Global Trade Compliance Check
The Global Trade Compliance Check process is initiated once a user has scanned (nested) an Item ID. The process will determine if the item can be dispatched, and thus is in accordance with Export Compliance regulations. It is dependent on the following: The mail item does not have an “Active Hold” This is a decision from government agencies, per individual mail piece, which states why a piece of mail should not be dispatched (“Held”). For example, AMPS will alert the user if the item is required to be held for further inspection. The mail item is not missing a disposition This means that the responsible agency has made a decision that they are in agreement with the mail item being shipped The mail item is not missing electronic customs manifest This means that the Electronic Customs form has been completed; either by the Customer or by the Retail Counter Clerk at an APO, FPO, or MPO If the mail item does not pass the check, the receptacle holding the piece will not be permitted to be closed nor dispatched unless it is unnested In all of the above scenarios, the AMPS system will display Pre-Departure alerts to notify the user of the issue during the nesting, closing, and dispatching processes

Customs Data Entry Forms
Long Form: 2976-A (CP72) Short Form: 2976 Online Form: (Click-N-Ship)

Customs Data Entry Forms
Customs Form data may be entered using the following methods: Customer at Home: Customs Form Online APO/FPO/MPO: Customs Form Online from a Customs Form Data Entry Workstation Retail Counter APO/FPO/MPO CBPMAN at POS locations AMPS at non-POS locations Recommended Option: Customer completion of the Customs Form online prior to visiting the APO/FPO/MPO.

AMPS Receptacle Dispatching Specifics
Nesting Piece to Bag Mail items will be nested piece to bag at the APO, FPO, AMT, or FMC using AMPS All receptacles will receive a Receptacle Assignment with a 29 character UPU Barcode for better visibility and tracking and a specific mail subclass Receptacle Scanning Air Carriers to perform “Possession, Load and Delivery” scans on Receptacles Servicing ISC Servicing ISC’s will be the destinations for mail originating from overseas Servicing ISC’s will provide an acceptance scan

AMPS Receptacle Dispatching Process
Nesting Barcoded mail items are nested to EDL’s at the APO, FPO, AMT, or FMC Performed via barcode scanning Closing Receptacles are closed after nesting to prepare for Transportation Assignment Trade Compliance Validation is performed Occurs primarily at APO/FPO If receptacle is not closed at the APO/FPO, it can be closed at the AMT/FMC Dispatching Receptacles are dispatched after closing to allow for Transportation Assignment and Receptacle Tracking The AMT/FMC will print a Universal Postal Union Label (UPU) and place it on the back of the flight tag to indicate the flight that the receptacle is assigned. Occurs at AMT/FMC/APO/FPO

Nesting and Dispatching Locations
This is a mature MPO that can dispatch mail items themselves and are not serviced by an AMT/FMC

Piece to Bag Nesting APO/FPO/MPO
Piece to Bag Nesting allows for item tracking benefiting DoD, USPS, and the Customer. The process is as follows: Using scanner attached to AMPS Workstation, the user scans the affixed EDL of the destination receptacle AMPS User scans either: - Preferred: U.S. Customs Form barcode (13 characters) - USPS Tracking # (22 characters) User will nest (place) items into the destination receptacle Once receptacle is full or all items have been nested, the receptacle is ready to be closed - AMPS alerts the user if nested item has an “active” hold, is missing disposition, or missing electronic customs manifest and will not allow the bag to be closed

Piece to Bag Nesting Process Outside Pieces
An Outside Piece is a mail item that is too large to be nested into a receptacle. In order to nest the item, a UPU label will be affixed to the outside piece, allowing for it to be individually dispatched. The process is as follows: Using scanner attached to AMPS Workstation, User scans the Barcode of the item - Preferred: U.S. Customs Form barcode (13 characters) - USPS Tracking # (22 characters) User enters item Mail Handling Code into AMPS - Example: 7D – Priority Outsides; 7N – SAM Outsides UPU Label (PS-150) is generated if item has been cleared for dispatch by Customs Border Agencies - AMPS alerts the user if outside piece has an “active” hold

Dispatching Receptacle AMT/FMC/MDC/MPO
Dispatching the receptacle allows for the transportation assignment and receptacle tracking. The process is as follows: Receive Closed Receptacle with Seal and Flight Tag (PS-135) Receptacle seal number and weight is verified In AMPS, User selects dispatch details, such as Departure Date, Destination, and Carrier Generated Route (CGR) In AMPS, User scans receptacle EDL to identify destination & mail type AMPS

Dispatching Receptacle AMT/FMC/MDC/MPO
Dispatching the receptacle allows for the transportation assignment and receptacle tracking. The process is as follows: 5. UPU Label (PS-150) is generated if all items have been cleared for dispatch by Customs Border Agencies AMPS alerts the user if any nested piece inside receptacle has an “active” hold 6. UPU Label is affixed onto receptacle Flight Tag 7. Receptacle staged for airline tender 8. In AMPS, the AV-7 is generated AMPS

Check on Learning Q1. What is the Global Trade Compliance GTC?
Q2. What are the two options a customer have to enter a parcel into the mailing system? What is initiated when this is done? Q3. When is a parcel considered nested? Q4. If a parcel has not been cleared for GTC can it be un-nested and taken out of the receptacle? Q5. What is a UPU label and where is it placed after it has been generated?

PE X Situation 8

TERMINAL LEARNING OBJECTIVE
TLO – Process Mail LESSON OUTCOME Students will process mail accurately IAW USPS and DOD directives/guidance to include security, receipt, delivery, processing, collecting, and dispatching in support of postal operations. TERMINAL LEARNING OBJECTIVE ACTION: Process Mail CONDITIONS: In a classroom environment, given access to DoD M (Department of Defense Postal Manual), DoD M-L-1 (Military Post Office Location List (MPOLL)), Domestic Mail Manual (DMM), International Mail Manual (IMM), Notice 123 (Ratefold), United States Postal Service (USPS) forms, labels, supplies, and equipment, simulated articles of mail, student handout, and an awareness of Operational Environment (OE) variables and actors. STANDARDS: Receive, process, collect, deliver, and dispatch mail in accordance with DoD M. Students will be assessed with a minimum of 80% accuracy during the following learning activities: 1. Receive dispatched mail. 2. Prepare mail for delivery. 3. Process accountable mail. 4. Collect mail for dispatch. 5. Prepare mail for dispatch. 6. Dispatch mail. 7. Perform receptacle dispatching procedures (nesting). TERMINAL LEARNING OBJECTIVE The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes. The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs. ALA: Professional Competence GLOs GLO 14: Soldiers and Army Civilians are technically and tactically competent.

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