4-5 Refunds

If you discover that you have overpaid postage and wish to file a request for a postage refund, you must submit a written request to the administering postmaster. You must document and clearly explain the reasons for requesting the refund and explain what corrective action has been taken to ensure that the discrepancy does not recur. Copies of all documentation supporting your postage refund request must be submitted with your request.

4-5.1 District-authorized systems:

Refund requests for district-authorized systems are authorized by the district manager.

1. If the district manager determines that the refund is valid and excess postage was paid, a full refund will be made subject to 4-5.3.
2. If the district manager denies your refund request, then you may file a written appeal with the district manager within 15 days of receiving the notice. Your appeal should include any additional evidence that supports your refund request. Your appeal is forwarded to the manager of Business Mailer Support (BMS), who advises you, in writing, of the final decision.

4-5.2 BMS-authorized systems:

1. If the BMS manager determines that the refund is valid and excess postage was paid, a full refund will be made subject to 4-5.3.
2. If the BMS manager denies your refund request, then you may file a written appeal with the BMS manager within 15 days of receiving the notice. Your appeal should include any additional evidence that supports your refund request. Your appeal is forwarded to the manager of Marketing Technology and Channel Management, who advises you, in writing, of the final decision.

4-5.3 When a system failure in your operation causes a postage refund request to be processed, the administrative costs of processing those requests will be passed on to you. The responsible manager will determine the extent of those costs .You must pay this amount to the administering postmaster or authorize, in writing, its deduction from the amount of the refund, before the refund can be processed. The refund amount will be denied if you refuse to pay the administrative costs or fail to notify the postmaster that the costs are to be deducted from the refund amount.