9 Acceptance Procedures

9-1 General Instructions

9-1.1 Postal Service employees must verify mailings either at the Post Office or at the mailer’s facility, as determined by the administering postmaster with concurrence of the district office. When verifications are done at the mailer’s facility, Postal Service employees must have sufficient time to verify the mail before the scheduled dispatches.

9-1.2 Acceptance employees must complete the following steps on every mailing:

1. Review each manifest for manual corrections to verify that the numbers on the summary and postage statements are properly adjusted.
2. Compare manifest totals with manifest summary and postage statement(s).
3. Retain a copy of the sampling/postage adjustment worksheet and the postage statement in the administrative file and provide a copy of these to the mailer if a scheduled postage sampling shows that the accuracy level exceeds ±1.5 percent.
4. Deduct the additional postage as an adjustment from the mailer’s account if the postage total was adjusted.
5. Scan the barcode on PS Form 3152, Confirmation Services Certification, for mailings using Confirmation Services. The PS Form 3152 may be included on the manifest rather than as a separate form.
6. Record required data on the Quarterly MMS Accuracy Worksheet (see chapter 10).
7. If mail is accepted at a detached mail unit, ensure that verified mailings are not left unsecured before dispatch. (Exception: Not required for PVDS mailings.)