8-6 Refunds

MMS postage refunds may be authorized by the district manager for district-authorized systems and by the BMS manager for BMS-authorized systems. All requests for postage refunds relating to MMS mailings must be submitted with complete details to the district manager or BMS manager as appropriate. The district manager or BMS manager may authorize a refund in accordance with the standards in the DMM if the mailer is able to establish the validity of the amount being refunded.
If a mailing is accepted at a presort level claimed on the postage statement, a lower presort level rate cannot subsequently be claimed nor a refund made without sufficient documentation to support the mailer’s claim. The documentation must demonstrate that the mailing pieces were actually prepared and submitted in such a manner as to qualify for any discounts claimed after the mailing has been accepted and entered into the mailstream.

Reviews the refund request and supporting documentation.
If the district manager approves the mailer’s application for refund, the administering postmaster processes the refund under the direction of the district manager.
If the district manager determines that excess postage was paid because of an error by the Postal Service, a refund of the authorized amount of postage overpaid is made.
If the district manager determines that the refund request is valid and excess postage was paid because of an error by the mailer, a refund of the authorized amount of postage overpaid is made, under the following procedures:

The district manager documents the total administrative costs (work hours) for processing the refund request and any associated costs (travel expenses) incurred to adjudicate the refund.
The district manager notifies the administering postmaster of the additional administrative charges to collect from the mailer for processing the postage refund request. The district manager authorizes the administering postmaster to refund the postage only after the mailer has furnished payment for the additional administrative costs or agreed in writing to the deduction of those costs from the amount of the refund.
In the event that the mailer fails or refuses to pay the administrative costs, the district manager denies the refund request. The district manager also determines whether the MMS authorization should be continued. If the authorization will not be continued, the mailer is notified in writing (by Certified Mail service with return receipt requested) that the MMS authorization will be suspended effective upon receipt of the notification.

If a decision is made to deny the refund, the district manager notifies the mailer and the administering postmaster of the decision in writing. The mailer may submit a written appeal to the manager of Business Mailer Support at Postal Service Headquarters. The appeal must be submitted, through the district manager, within 15 days of the mailer’s receipt of the denial letter. The district manager forwards the mailer’s appeal, along with the original file and any additional information, to the manager of Business Mailer Support at Postal Service Headquarters for a final decision.

Reviews the refund request documentation for completeness and accuracy, make a recommendation to approve or deny, and forward the complete refund request to the BMS manager.
If the request for a refund is a result of an error by the mailer, the district manager must document the amount of time spent reviewing and processing the application and supporting documentation for the refund. In addition, the names of individuals processing the application and performing the in-depth examination, their titles and pay levels, and the amount of time spent by each must be documented and submitted with the refund application to the BMS manager.

Reviews the refund request and supporting documentation.
If the BMS manager approves the mailer’s application for refund, the administering postmaster processes the refund under the direction of the BMS manager.
If the BMS manager determines that excess postage was paid because of an error by the Postal Service, a refund of the authorized amount of postage overpaid is made.
If the BMS manager determines that the refund request is valid and excess postage was paid because of an error by the mailer, a refund of the authorized amount of postage overpaid is made, under the following procedure:

The BMS manager documents the total administrative costs (work hours) for processing the refund request and any associated costs (travel expenses) incurred to adjudicate the refund.
The BMS manager notifies the administering postmaster of the additional administrative charges to collect from the mailer for processing the postage refund request. The BMS manager authorizes the administering postmaster to refund the postage only after the mailer has furnished payment for the additional administrative costs or agreed in writing to the deduction of those costs from the amount of the refund.
In the event the mailer fails or refuses to pay the administrative costs, the BMS manager denies the refund request. The BMS manager also determines whether the MMS agreement should be continued. If the agreement will not be continued, the mailer is notified in writing (by Certified Mail service with return receipt requested) that the MMS agreement will be suspended effective upon receipt of the notification.

If a decision is made to deny the refund, the BMS manager notifies the mailer, the administering postmaster, and the district of the decision in writing. The mailer may submit a written appeal to the manager of Marketing Technology and Channel Management at Postal Service Headquarters. The appeal must be submitted, through the BMS manager, within 15 days of the mailer’s receipt of the denial letter. The BMS manager forwards the mailer’s appeal, along with the original file and any additional information, to the manager of Marketing Technology and Channel Management at Postal Service Headquarters for a final decision.