MAX HEATH POSTAL INSTITUTE™ CERTIFICATE PROGRAM FOR NEWSPAPER

MAX HEATH POSTAL INSTITUTE CERTIFICATE PROGRAM FOR NEWSPAPER MAIL LESSON V EVERYTHING MAIL ENTRY WHERE TO ENTER MAIL AND WHY IT MATTERS MAIL ENTRY METHODS PROPER PREPARATION OF COMMERCIAL MAILINGS

WHERE mail is entered affects: IMPLICATIONS OF MAIL ENTRY 1. Cost - Price goes down as entry is closer to recipient 2. Time to in-home delivery 3. What can be entered (class, shape, volume, mail destination) 4. When and how it can be entered a. Facilities have wide-ranging hours b. Some have docks, some don’t DMM 207.28.1 Service Objectives The USPS does not guarantee the delivery of Periodicals within a specified time. Publications authorized or pending authorization for Periodicals entry receive, where practicable, expeditious distribution, dispatch, transit handling, and delivery. Publications labeled “NEWS” receive newspaper treatment if published weekly or more often or if authorized such treatment as of March 1, 1984. DMM 207.28.2 Basic Standards The publisher or news agent must present mailings at the Periodicals prices only at the times and places designated by the postmasters of the Post Offices where original or additional entry or exceptional dispatch is authorized (or as approved by the AMC/AMF manager; see 28.4).

Common Postal Entry Facilities DIFFERENT TYPES OF POSTAL FACILITIES Delivery Unit (Post Office) A Post Office, Post Office station, or Post Office branch or other facility such as a carrier annex that has carrier mail delivery functions serving one or more 5-Digit ZIP Codes. HUB Hubs accept direct cross-dock containers only of 5-Digit ZIP, 5-Digit Carrier for transportation to associated delivery units. Not all ZIP Codes are serviced by a HUB. Sectional Center Facility (SCF) A postal facility that serves as the processing and distribution center (P&DC) for Post Offices in a designated geographic area as defined by the first three digits of the ZIP Codes of those offices. SCFs typically serve more than one 3-digit ZIP Code range. Area Distribution Center (ADC) A mail processing facility that receives and distributes mail destined for specific ZIP Code ranges. An ADC is one of the points within the national distribution network as is defined by the first three digits of the ZIP Code of the Post Offices it serves. Network Distribution Center (NDC) Highly mechanized network facilities linked together and to other postal facilities by a transportation network. Each facility processes originating and destinating mail for a specific geographic area.

SERVICE AREAS EXAMPLES Each facility is assigned a SERVICE AREA based on ZIP Codes. Facilities are responsible for processing and distributing (plants) or delivering (delivery units) mail within their service area. Service areas are hierarchical and do not overlap. E.g., Each post office is served by only one upstream SCF. 49103 DU Delivery Unit / Post Office The service area for a Delivery Unit is one or more 5-Digit ZIP Codes. 49102 49103 49104 SCF Sectional Center Facility (SCF) The service area for an SCF is defined by one or more 3-Digit ZIP Codes and includes all Delivery Units with ZIP Codes that begin with those 3 digits. DU DU DU

USPS publishes service areas for all facilities online. SERVICE AREAS FINDING INFORMATION FAST (https://fast.usps.com/) Use the Facilities link to find the service area of a Delivery Unit / Post Office. This can also be used to find contact information, operating hours, facility information such as dock size and more for all postal facilities. Use the Labeling Lists to find the service area of all HUBs and plants (SCF, ADC, NDC). Labeling Lists are found under the Resources section.

Labeling Lists are updated monthly and are valid for two months from their Effective Date. SERVICE AREAS LABELING LISTS L001 5-Digit Scheme - Periodicals, Standard Mail, and Package Services Flats and Irregular Parcels L002 3-Digit ZIP Code Prefix Matrix L003 3-Digit ZIP Code Prefix Groups - 3-Digit Scheme Sortation L004 3-Digit ZIP Code Prefix Groups - ADC Sortation L005 3-Digit ZIP Code Prefix Groups - SCF Sortation L007 5-Digit Scheme - Periodicals, Standard Mail, and Package Services Flats in Bundles L008 3-Digit Scheme - Periodicals, Standard Mail, and BPM Flats in Bundles L009 Mixed ADCs - Periodicals, Package Services Flats and Irregular Parcels and Standard Mail Flats L010 NDC/ASF Entry - Standard Mail Letters and Package Services Irregular Parcels L011 Non-NDC/ASF Entry - Periodicals and Standard Mail Letters L012 5 Digit ZIP Scheme Combination L014 5 Digit ZIP Scheme Combinations for Hubs L015 3-Digit ZIP Code Prefix Groups - ADC Package Services Optional Sortation L051 DSCF for Parcel Select L201 Periodicals Origin Split and First-Class Mail Mixed ADC/AADC L601 Network Distribution Centers (NDCs) L602 ASFs L605 NDCs/ASFs - Nonmachinable Parcel Select L606 5-Digit Scheme - Standard Mail, First-Class Mail, and Package Services Parcels L607 3-Digit ZIP Code Sort Option for Drop-Ship Mailers L801 AADCs - Letter-Size Mailings

Example Use: To find which SCF processes mail for a specific ZIP Code, use Labeling List L005. SERVICE AREAS LABELING LISTS EXAMPLE L001 5-Digit Scheme - Periodicals, Standard Mail, and Package Services Flats and Irregular Parcels L002 3-Digit ZIP Code Prefix Matrix L003 3-Digit ZIP Code Prefix Groups - 3-Digit Scheme Sortation L004 3-Digit ZIP Code Prefix Groups - ADC Sortation L005 3-Digit ZIP Code Prefix Groups - SCF Sortation L007 5-Digit Scheme - Periodicals, Standard Mail, and Package Services Flats in Bundles L008 3-Digit Scheme - Periodicals, Standard Mail, and BPM Flats in Bundles L009 Mixed ADCs - Periodicals, Package Services Flats and Irregular Parcels and Standard Mail Flats L010 NDC/ASF Entry - Standard Mail Letters and Package Services Irregular Parcels L011 Non-NDC/ASF Entry - Periodicals and Standard Mail Letters L012 5 Digit ZIP Scheme Combination L014 5 Digit ZIP Scheme Combinations for Hubs L015 3-Digit ZIP Code Prefix Groups - ADC Package Services Optional Sortation L051 DSCF for Parcel Select L201 Periodicals Origin Split and First-Class Mail Mixed ADC/AADC L601 Network Distribution Centers (NDCs) L602 ASFs L605 NDCs/ASFs - Nonmachinable Parcel Select L606 5-Digit Scheme - Standard Mail, First-Class Mail, and Package Services Parcels L607 3-Digit ZIP Code Sort Option for Drop-Ship Mailers L801 AADCs - Letter-Size Mailings

USPS publishes service areas for all facilities online. FAST (https://fast.usps.com/) SERVICE AREAS LABELING LISTS EXAMPLE The 3-Digit ZIP Codes on the left indicate the service area of the SCF shown on the right. Most Labeling Lists follow a similar format.

SERVICE AREAS RELATE TO ENTRY USPS categorizes mail as either ORIGIN-entered or DESTINATION-entered depending on where the mail is entered in relation to its delivery address. Origin-entered mail is any mailpiece with a delivery ZIP Code that is not within the service area of the facility where it was entered. Origin-entered To: 32591 Destination-entered To: 49102 Destination-entered mail is any mailpiece with a delivery ZIP Code that is within the service area of the facility where it was entered. It sometimes helps to think of a mail piece being “entered at the origin of its trip” or “entered at its destination”. Post Office 49102 49103 49104

Typical path for destinating mail with applicable entry discounts. DESTINATION ENTRY OPTIONS NDC Discount:DNDC (Network Distribution Center) ADC Discount:DADC (Area Distribution Center) SCF Discount:DSCF (Sectional Center Facility) HUB Discount:DSCF (Sometimes) Destination entry discounts may apply when entering mail at any facility with a service area that includes the final delivery ZIP Code. Delivery Unit / Post Office Discount:DDU

USPS facilities are changing. USPS NEW NETWORK RPDC (Regional Processing and Distribution Center) LPC (Local Processing Center) SDC Discount:DDU (Sort & Delivery Center) Besides possible disruptions in plants (RPDC and LPC) and transportation, the largest impact to newspapers is likely the creation of Sort & Delivery Centers. SDCs become the new starting point for carriers from all associated post offices. This may require entering at an SDC instead of a post office for fastest delivery. Delivery Unit / Post Office Discount:DDU

Cost per pound is less for mail entered closer to its destination. DESTINATION ENTRY POSTAGE IMPACT

Sacks, Trays and Pallets cost changes based on entry facility. DESTINATION ENTRY POSTAGE IMPACT

DMM 207.29.6 Destination Delivery Unit DESTINATION ENTRY DESTINATION DELIVERY UNIT (DDU) 29.6.1 Definition For this standard, the destination delivery unit (DDU) is the facility where the carrier cases mail for delivery to the addresses on the pieces in the mailing. 29.6.2 Price Eligibility Determine price eligibility as follows: a. Piece Prices. In-County pieces are eligible for a per piece discount off the addressed piece price. b. Pound Prices. Carrier route pieces (In-County and Outside-County) are eligible for DDU pound prices when deposited at the facility where the carrier serving the delivery address on the mail is located. c. Container Prices. Outside-County mailers may claim a DDU container price for 5-digit scheme and more finely presorted containers that are entered at and destined within the service area of the DDU at which the container is deposited.

Simple Mailing – Everything to Original Office of Entry MAIL ENTRY In the most basic mailings, all copies are entered to the post office linked to the mailing permit, a.k.a. the Original Entry Office. Mail prepared in 5-Digit and carrier-route bundles that can be delivered by the entry office is kept for local delivery. The rest gets sent upstream for additional processing. Required documentation is submitted to the same office, as hardcopy or electronically through eDoc into PostalOne!. Mail verification is performed locally to ensure documentation and postage matches preparation. Postage is paid to entry office by check, local trust account or EPS (Enterprise Payment System), etc.

There are multiple ways of entering at additional facilities. ADDITIONAL MAIL ENTRY OPTIONS Exceptional Dispatch Authorized Additional Entry Pay at original post office. Verify and pay at destination facility. Annual verification. Postage Statement is No additional paperwork. filed with additional entry facility. Limited volume. Enables entry of most Limited distance from mail to most facilities. original post office. Requires application via Periodical Mail only. PS Form 3510-M. Requires permission. Requires additional permit when used for Marketing Mail. Plant-Verified Drop Shipment (PVDS) Verify and pay at one facility, then enter at another. Form PS-8125 or eInduction required for each additional entry location. No application required. Must be scheduled by appointment in FAST. No additional permit required for use with Marketing Mail.

Program Description EXCEPTIONAL DISPATCH The Postmaster of an entry Post Office may authorize a publisher to deliver copies of a Periodicals publication, at the publisher’s own expense and risk, by Exceptional Dispatch to other Post Offices. (DMM 207.28.3) The provision for Exceptional Dispatch is intended for local distribution (zones 1 and 2) of publications with total circulation of no more than 25,000 and is not to be used to circumvent additional entry standards. Exceptional Dispatch is for publications with over 25,000 total circulation may be considered on a case-by-case basis. Exceptional Dispatch may not be used for publications authorized to be mailed under the Centralized Postage Payment System or under the plant-verified drop shipment postage payment system.

Application Process EXCEPTIONAL DISPATCH (DMM 207.28.3) The publisher must file an application for exceptional dispatch at the office of original or additional entry where postage is paid. The application must fully explain the proposed exceptional dispatch, including the mode of transportation and approximate time of arrival and the number of pieces qualifying for and mailed at the various presort level prices. If the number of qualifying pieces mailed at such prices changes more than 2%, the publisher must file an amended application with the approving office. No form is provided for this application. The Postmaster who receives the request can approve it if the Exceptional Dispatch improves service and does not add to USPS costs. The Postmaster who received the application approves it if the exceptional dispatch improves service and does not add to USPS costs. Denials for Exceptional Dispatch may be appealed to the PCSC manager, who issues the final decision.

Mailer Responsibilities EXCEPTIONAL DISPATCH (DMM 207.28.3) Sufficient funds must be available in the Periodicals account prior to mail acceptance for all mailings. All Publishers approved for Exceptional Dispatch are required to submit postage statements via electronic documentation features available through the PostalOne! system. Postage statements must be submitted to PostalOne! no later than 11:00 A.M. on the next immediate business day after the Exceptional Dispatch drop occurs. If the number of qualifying pieces mailed at an Exceptional Dispatch point changes more than 2%, the publisher must file an amended letter of request. Publishers will drop the mail in an agreed upon secure location and maintain a Critical Entry Time in order to receive timely delivery. USPS will conduct Semi-Annual Reviews and publishers agree to provide additional documentation upon request

Definition from USPS Job Aid OVERNIGHT PERIODICALS The Overnight Periodicals Program allows mailers to enter mailings of time-sensitive Periodicals publications to a Destination Post Office at times when the BMEU is closed. Overnight Drop Periodicals mailings are transported by the mailer and are intended for short-haul local distribution (Zones 1 and 2) to improve the delivery time of the publication. Application All requests for authorizations for Overnight Drop of TimeSensitive Periodicals must be submitted to the Mailing Shipping Solutions Center at 1-800-672-0007 or email [email protected] who will notify: District Manager Business Mail Entry (MBME) The MBME will forward the publisher’s request to the Headquarters Manager Business Acceptance Performance Specialists (MBAPS) for review. If approved, the District MBME notifies the publisher and the acceptance post office

Eligibility OVERNIGHT PERIODICALS Periodicals Eligible to be considered as Overnight Periodicals must meet the following eligibility criteria: Funding for mailings must be in the account prior to deposit of the mailing Mail 500,000 or fewer copies per fiscal year Mail 10,000 or less copies per postage statement At least 50% or more mailed copies at the In-County prices Mail at a frequency of weekly or more often. Be enrolled in the USPS Alternate Marked-Copy program. This program provides publishers the option to submit marked copies for Periodicals mailings at the time of the Statement of Ownership review; eliminating the requirement to provide marked copies with every mailing. Instructions for enrolling in the Alternate Marked Copy Program are available at https://postalpro.usps.com/USPSVerificationofPeriodicalsAdvertisingPercentage Electronic submission by the mailer of postage statements and piece-level supporting documentation (eDoc) to a PostalOne! BMEU office. Electronic postage statement and supporting electronic documentation may be submitted no later than 11:00 A.M. on the next immediate business day after the overnight drop occurs. Mailers are encouraged (not required) to provide the Electronic Confirmation Acceptance Notice (ECAN) when presenting the mail. All previously approved Overnight Periodicals authorizations are required to migrate to Electronic submission of postage statements and supporting documentation (eDoc) to a PostalOne! BMEU office. (Contact the Mailing

Overview MAIL ANYWHERE (DMM 705.23.3.2) Mail Anywhere allows a mailer to maintain a single permit for a postage payment method for mailings at any Business Mail Acceptance site. Mailers must request authorization to participate in Mail Anywhere by contacting the PostalOne! Help Desk. To be eligible to participate, mailers must prepare at least 90% of full-service eligible mailpieces as full-service and meet full-service participation criteria for 30 days prior to requesting authorization. For Periodical Mail, this allows Additional Entry without filing PS Form 3510-M. For Marketing Mail, this allows the use of a single permit for entry to entry to any post office. https://postalpro.usps.com/mailing-and-shipping-services/mail-

Postage Statement(s) PS-3541 for Periodicals PS-3602 for Marketing Mail DOCUMENTS REQUIRED DURING MAIL ENTRY (DMM 203) Hardcopies must be original USPS forms, generated by PAVE or MAC certified software, or approved for use by the entry office postmaster. A single mailing may be represented by multiple postage statements to reflect different entry locations, weight, ad %, etc. Qualification Report with Bundle and Container Reports Hardcopies must be original USPS form, generated by PAVE or MAC certified software, or approved for use by the entry office postmaster. (Technically required, most offices don’t want it every time.) 3553 CASS Summary Report Provide upon request. Form PS-8125 Plant Verified Drop-Ship (PVDS) Required for drop-ship mailings ONLY. Should not be used with

Copies of Publication DOCUMENTS REQUIRED DURING MAIL ENTRY (DMM 207.16) Filing Each Issue The publisher must file a copy of each issue with the postmaster of the original entry office. Filing Marked Copy The publisher must file a copy (marked by the publisher) of each issue, so the advertising content may be verified, with the Postmaster of either the original entry office or an additional entry office. If there is more than one edition for an issue, the publisher must submit the main or most prominent edition of the issue and must have all other editions available for review upon request by the USPS. On the first page of each marked copy, the publisher must show the total units and percentage of space devoted to advertising and nonadvertising in the copy. Publishers are not required to submit marked copies if they are certified by the USPS to use the Periodicals Accuracy, Grading, and Evaluation (PAGE) Program or participate in the Alternate Marked Copy process.

Facility Access and Shipment Tracking (FAST) FAST ENTRY APPOINTMENTS Scheduling Mail Entry Appointments FAST is a USPS program where mailers can schedule one-time or recurring appointments to enter bulk mail at specific times and locations. https://fast.usps.com Log in to FAST using your Business Customer Gateway username and password. USPS intends to require FAST appointments for ALL mail entry, including DDU, as early as September 2023.

Electronic Documentation (eDoc) EDOC Electronic Documentation (eDoc) may be submitted to USPS PostalOne! system in lieu of providing hardcopy reports. Multiple ways to submit eDoc: Mail.dat – Mailing software produces a file on your computer containing eDoc information, which is uploaded to USPS’ PostalOne! using USPS’ upload tool. Mail.XML – Software sends eDoc directly to PostalOne! Postal Wizard – Mailer’s enter information from Postage Statement to a webpage, accessible through the Business Customer Gateway. (Does not include Qualification Report.) USPS clerk’s look up eDoc instead of hand-entering from hardcopy forms, speeding acceptance and reducing errors. If eDoc cannot be submitted, USPS must still accept and process mailings under the eDoc Contingency Plan. eDoc is submitted later. https://postalpro.usps.com/contingency-plan

Electronic Documentation (eDoc) Requirements EDOC Electronic Documentation (eDoc) is required now for the following: Exceptional Dispatch Overnight Drop eDoc is Required for ALL Mailings Beginning January 2024

MAILING SOFTWARE Role of mailing software Routes and sequences mailing addresses. Maintains routing instructions based on USPS service areas. Provides instructions for proper preparation of mailing. Creates required entry documentation. May submit documentation electronically (eDoc). PAVE Certification The Postal Service has designed the Presort Accuracy, Validation, and Evaluation (PAVE) program in cooperation with the mailing industry to evaluate presort software and determine its accuracy in sorting address files according to DMM standards. Mailing software should be updated regularly to keep up with Labeling Lists, changes to presort requirements and addressing where applicable.

Vehicle Unloading DESTINATION ENTRY DESTINATION DELIVERY UNIT (DDU) DMM 207.29.6.5 Vehicle Unloading At delivery units, drivers must unload all mail within 1 hour of arrival. Unloading procedures are as follows: a. If pallets or pallet boxes are stacked, drivers must unload, unstrap, and unstack them. b. When drivers unload containerized mail, delivery unit employees may require drivers to place the containers together by 5-digit ZIP Codes or 5-digit schemes. c. When mail is not containerized or on pallets or at facilities that cannot handle pallets, drivers must unload and place the mail into containers as delivery unit employees specify Delivery unit employees may require drivers to place mail into containers to separate mail by 5-digit ZIP Codes or 5-digit schemes. d. For scheduled arrivals at DDUs when USPS employees are not present, drivers must place the mail in a secure location protected from the weather.

All Mailings are Verified VERIFICATION ON ENTRY Mailings that are not Full-Service (no eDoc, no unique barcoding on labels, trays, etc.) undergo traditional, manual verification on entry to ensure the mailing is prepared according to documentation. All Full-Service mailings undergo automated verification: Acceptance clerk uses handheld scanner to scan barcodes on one pallet (if present), three sacks/trays and 30 pieces from the mailing. Upstream mail processing equipment verifies the rest during automated processes (which doesn’t happen for most newspapers). Warnings/Errors are recorded from verifications and displayed on the Mailer Scorecard, accessible from within the Business Customer Gateway. Excessive errors may result in additional fees being assessed. Mail entered via Exceptional Dispatch does not undergo an official verification process every time.

Overview SEAMLESS ACCEPTANCE (DMM 705.22) Seamless Acceptance automates the entry and verification of commercial mailings by leveraging electronic documentation, Intelligent Mail barcodes (IMbs), and information collected from handheld sampling devices and mail processing equipment scans. Criteria for participation in Seamless Acceptance include: Mailers must participate in Full-Service Mailings must be submitted using eDoc All containers, trays, and pieces must contain a unique Intelligent Mail Barcode Piece data information must be submitted Participation in eInduction is required Mailers initiate participation in the Seamless Acceptance Program by contacting a local BMEU or the PostalOne! Helpdesk at 1-800-522-9085.

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