9-4 Postage Verification

The Exhibits section contains the following sampling worksheets to conduct postage samplings for itemized manifest mailings:

PS Form 8159, MMS Sampling/Postage Adjustment Worksheet — Itemized Manifest Mailings (Exhibit 17).
PS Form 8160, MMS Sampling/Postage Adjustment Worksheet — Standard Mail Piece and Piece/Pound Rate Mailings (Exhibit 18).
PS Form 8161, MMS Sampling/Postage Adjustment Worksheet — Presorted and Carrier Route Bound Printed Matter Mailings (Exhibit 19).

Instructions for conducting those verifications and completing PS Forms 8159, 8160, and 8161 are detailed in Exhibits 17A, 18A, and 19A, respectively.

9-4.2 Mixed Classes of Single-Piece Rate Mail

For postage verification, a mailing that combines classes or processing categories is considered a single mailing. Follow these procedures to conduct the postage sampling:

Perform a single postage sampling using PS Form 8159.
The number of pieces must be considered when determining the verification sample size as described in Exhibit 20. Try to choose the number of pieces from each class of mail in proportion to the volume of that class or subclass in the overall mailing.
If a postage adjustment is required (for example, if the postage adjustment factor is greater than 1.015), calculate the corrected postage as specified on the worksheet.
The additional postage due is determined by subtracting the mailer’s declared postage on the manifest summary from the corrected postage. The additional postage due from the mailer is deducted as an adjustment to his or her account.
For a mixed-classes mailing, ensure that the totals of all postage statements match the manifest summary and equal the total postage.

9-4.3 Combined Mailings of Standard Mail and Package Services (DMM 705.6)

When conducting postage verifications of combined mailings of Standard Mail and Package Services, follow these procedures:

Perform a separate postage sampling verification on each manifest submitted for each class or subclass of mail.
The number of pieces on each manifest must be considered when determining the verification sample size, as described in Exhibit 20. For example, if the mailing consists of 500 pieces of Standard Mail, 500 pieces of Parcel Post, and 500 pieces of Library Mail reported on separate manifests, then you would select 30 sample pieces of each class or subclass. If it is not possible to locate enough pieces for each class or subclass, then obtain the minimum sample size from the classes available.
Postage adjustments are considered separately by class or subclass for each manifest type submitted. Use PS Form 8159 to sample Parcel Post, Media Mail^®, or Library Mail; use PS Form 8160 to sample Standard Mail; and use PS Form 8161 to sample Presorted Bound Printed Matter.
The additional postage due is determined by subtracting the mailer’s declared postage on the manifest summary from the corrected postage for the class or subclass that exceeded the 1.015 postage adjustment factor. It is therefore possible to adjust postage for the Package Services Parcel Post portion of the mailing, but not the Standard Mail portion. The additional postage due from the mailer is deducted as an adjustment to his or her account.
Be sure to verify that that the totals of the postage statements equal the total postage reported on the applicable manifest.

9-4.4 Combined Package Services Mailing (DMM 705.7)

Mailings that combine more than one Package Services subclass are verified as follows:

Single-Piece Package Services:

A mailing prepared under DMM 705.7 that contains two or more subclasses of single-piece rate Package Services (Parcel Post, Library Mail, Media Mail, Bound Printed Matter parcels, and Bound Printed Matter flats) is considered a single mailing, and a single sampling is performed using PS Form 8159.
The number of pieces must be considered when determining the verification sample size as described in Exhibit 20. Attempt to choose the number of pieces from each subclass in proportion to the volume of that subclass in the overall mailing.

Single-Piece Package Services and Presorted BPM:

For a mailing that contains at least one of the subclasses above and Presorted Bound Printed Matter, follow these procedures:

Conduct a separate sampling for Parcel Post, Media Mail, and Library Mail as a group and a separate sampling of the Presorted Bound Printed Matter portion.
Use PS Form 8159 to sample Parcel Post, Media Mail, and Library Mail.
Use PS Form 8161 to sample Presorted Bound Printed Matter.
The number of pieces of Parcel Post, Media Mail, and Library Mail must be considered when determining the sample size to be used for PS Form 8159.
A separate sampling size representing the number of Presorted Bound Printed Matter pieces in the mailing must be used for PS Form 8161.
Since a Package Services mailing that includes Presorted Bound Printed Matter is subject to two samplings (the first sampling containing Parcel Post, Media Mail, and Library Mail, and the second sampling containing Presorted Bound Printed Matter), it is possible to adjust postage for the Presorted Bound Printed Matter portion of the mailing, but not the Parcel Post, Media Mail, and Library Mail subclass portion.
The additional postage due from the mailer is deducted as an adjustment to the mailer’s account.
The mailer must submit separate postage statements for each subclass of mail in the combined mailing. Be sure to verify that the totals of all postage statements equal the total postage reported on each manifest.

9-4.5 Optional Combined Parcel Mailings (DMM 705.20)

Package Services parcels, Standard Mail parcels, and Not Flat-Machinables (NFMs) in a combined parcel mailing must be supported by the appropriate documentation and verified as follows:

Each combined mailing must be supported by the following documentation:

A Package Services manifest representing all Package Services subclasses included in the mailing. See Exhibit 43 for an example.
A Standard Mail manifest representing all processing categories included in the mailing. See Exhibit 37 for an example. If Standard Mail Regular and Nonprofit rates are included, separate manifests for Regular and Nonprofit rates would be acceptable if the mailer is unable to produce a manifest consolidating both.
For each class and subclass, a summary that matches the postage claimed on the postage statements. See Exhibits 37F and 43A for examples.
A separate Qualification report to support how the mailing has been sorted. See Exhibit 37G for an example of the Qualification report and Exhibit 24 for the required codes. This Qualification report will show to where each piece is sorted.
For each class, subclass, and processing category (as defined by the DMM), a separate postage statement.
For a plant-verified drop shipment, a register of mailings and the appropriate PS Form 8125.

Note: The items noted in 9-4.5a1–4 represent general guidelines. Business Mailer Support may authorize other acceptable formats.

Each combined mailing must be verified as follows:

Use the Combined Parcel universal Excel workbook sampling form provided by Business Mailer Support. Alternatively, use PS Forms 8159, 8160, and 8161.
Use Exhibit 20 for sample size and frequency.

Note: Selecting a certain number of pieces of each class or subclass is not required. Simply select the required number of pieces from the sacks or pallet containers.

Complete the universal Combine Parcel sampling workbook, which will automatically calculate any additional postage owed due to presort or postage payment errors. If the manual sampling forms are completed, then manually calculate any additional postage due.
Provide a copy of the sampling form to the mailer if additional postage is due or upon the mailer’s request.

9-4.6 Batch Manifest Mailings

Exhibit 16 contains a sampling worksheet of PS Form 8158, MMS Sampling/Postage Adjustment Worksheet — Batch Manifest Mailings, to conduct postage samplings for batch manifest mailings. Exhibit 16A gives detailed instructions for conducting those verifications and completing PS Form 8158.

9-4.7 Registered Mail and Registered COD Mailings

Follow the same postage verification procedures described in Exhibit 17A for PS Form 8159 and also do the following:

Ensure that all registered articles and registered COD articles are physically separated from other mail and reported on a separate manifest.
Perform postage verification.
Match each registered and registered COD article against PS Form 3877, Firm Mailing Book for Accountable Pieces.
Return a signed and round-dated copy to the mailer, and retain a copy as required for claims and inquiry.

9-4.8 Insured, COD, Certified, or Return Receipt for Merchandise Articles

Articles with extra services other than Registered Mail service may be commingled with pieces not using extra services. Follow the same postage verification procedures described in Exhibit 17A for PS Form 8159 and also do the following:

Match the article number and the addressee’s name and address on each randomly selected extra service piece against PS Form 3877.
Scan the barcode on PS Form 3152 for mailings using Confirmation Services.
Return a signed and round-dated copy of the summary to the mailer.
For manifests with COD, retain a hardcopy of the manifest as required for claims and inquiry.

Also note the following additional issues:

Customers with privately printed extra service labels may now combine Delivery Confirmation or Signature Confirmation with insurance on an integrated barcode label. The manifest must report the correct fee for each service used.
If an electronic PS Form 3877 is used, the submission of a hardcopy summary is required (see chapter 7).
The manifest may serve as PS Form 3877. The articles with extra services may be grouped together on the manifest.
A manifest and PS Form 3877 in electronic form are allowed except for registered and COD articles. If a claim is filed, the customer must still provide proof of mailing. The Post Office must verify the customer’s proof of mailing against the electronic form.

9-4.9 International Mailings

For international mailings, follow the same postage verification procedures described for domestic mail and for articles containing extra services.
International manifests must also show a country code and extra services (if applicable).

Verify the accuracy of the required information on the manifest for the pieces selected for the sample.