1017.1 Purpose

This chapter sets policy and procedures for the mail services provided
by BPA. It applies to all BPA employees and contractor personnel who use
the BPA mail services.

1017.2 Definitions

A.  **Overnight Mail** (time sensitive mailings of documents) with two
    options:

    1.  Federal Express Priority Overnight (preferred);

    2.  U.S. Postal Service Express Mail

B.  **Certified Mail** provides the sender with a mailing receipt and a
    record of delivery with no record kept at the office of mailing.

C.  **Courier Pickup** is on-call pickup and delivery services normally
    provided by a contract service.

D.  **First Class** is handwritten, typewritten, or computer printed
    material, bills, statements, or invoices, that have the character of
    actual and personal correspondence and weigh no more than 13.0
    ounce, with 2-5 days delivery time.

E.  **Employee/Contractor Change Notification Form** has been superseded
    by the use of the BPA Administration Requisition System (BARS).
    Employee changes are entered into BARS by the Administrative Staff
    of ht requesting organization.

F.  **Mail Stop** is the BPA organization code for each employee used in
    conjunction with the applicable location code for all mail dispensed
    to the Mail Services organization for distribution

G.  **Official Mail** is Government Mail with the notation: "Official
    Business".

H.  **Priority Mail** is First-Class Mail weighing more than 13 ounces
    and, at the mailer's option, any other mail matter (including
    regular First-Class Mail) weighing 13 ounces of less (1-3 days
    delivery time).

I.  **Registered Mail** provides for personal control and protection of
    documents and items of real value. Mail Services maintains a receipt
    for the sender and has a record of the delivery.

J.  **Return Receipt Mail** provides a record of the date, location, and
    to whom the mail was delivered.

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3.  Policy

    **A. Mail Services** will provide an effective mail management
    program to ensure that all employees use the most economical class
    and type of mail services available, consistent with operational
    needs, while complying with all applicable regulations in all
    matters relating to mail.

    **B. All Official Outgoing BPA Mail** must be sent in official
    BPA/DOE envelopes or bear official mailing labels, (unless prior
    approval is obtained from the Mail Services Manager). The outgoing
    mailing labels will include the following information:

    1\. The legend "U.S. Department of Energy", "Bonneville Power
    Administration" and "Official Business"

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2.  The legend or warning may [not]{.underline} be handwritten or typed.

    **C. The use of official mail or services** for personal use or gain
    is strictly prohibited. Personal use of official mail is a violation
    of DOE standards of conduct and may result in disciplinary action as
    outlined in Personnel Letter 752-1 and under the provisions of 10
    Code of Federal Regulations (CFR), part 1010.

    1017.4 Responsibilities

    **A. The Manager for Mail Services** manages and administers BPA's
    mail operations, orders BPA envelopes and mailing labels, and
    determines the most effective and economical method for mailing
    material.

    **B. BPA's Commercially Leased Facilities, Regional Offices and
    Substations** are responsible for their internal mail systems and
    are to ensure that outgoing mail meets all requirements in the
    *General Services Policy and Procedures Manual.*

    1017.5 ProcedureS

    **A. Use of Zip Codes**:

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1.  A Zip Code must be used on all BPA envelopes, stationery, and
    publications, wherever an address is shown.

2.  Zip Codes, for both the sender and addressee, must be included on
    the last line of all outgoing BPA correspondence.

3.  The use of the expanded zip code (Zip code + 4) is encouraged for
    the addresses of both the sender and the addressee.

    **B. Use of Mail Stops** for outbound BPA envelopes and parcels
    should be a part of the return address, including the sender' name
    and complete mail stop (Organization Code + Location Code). Internal
    Mail should include the recipient's name and complete mail stop (if
    sent to an individual) or mail stop only (if sent to an
    organization). Mail Stops for BPA employees are listed in the BPA
    Directory. For the Headquarters Building only, use the organization
    code, and the floor location, (for example PSB-5). For the other
    Portland areas, use the organization code, the building, and the
    floor location, if there is more than one level. (for example,
    CGF-911-2). The use of mail stops also applies for all the Ross
    Complex buildings, in Vancouver, Washington. (for example:
    CGM-DITT1). For mailing outside the Portland/Vancouver area, use the
    organization code, followed by the substation or location name from
    the official Mail Stop designated for that location. (for example:
    CGF-Seattle or TFN-Snohomish).

    **C. *General Services Policy and Procedures Manual ***provides
    further information for obtaining mail services.

    **D. For address changes to BPA Publications/subscriptions**, use
    the following forms; they are available at the Administrative
    Service Center (ASC):

    1\. BPA Form 1410.02HQ for Headquarters.

    2\. BPA Form 1410.02RC for Ross Complex.

    3\. BPA Form 1410.02VM fro Van Mall.

    1017.6 References

    **A. 10 Code of Federal Regulations, (CFR),** Part 1010, Conduct of
    Employees;

    **B. *USPS Domestic Mail Manual****;*

    **C. *USPS International Mail Manual****;*

    **D. *BPA Manual Chapter 1013, ****Printing and Reproduction*;

    **E. *BPA Manual Chapter 1014, ****Central Mail List System;*

    **F. *General Services Policy and Procedures Manual Chapter 1025,***
    Headquarters/Portland Metropolitan Area Courier and Light Freight
    Service;

    **G. Personnel Letter 752.1,** Discipline, Adverse Actions, and
    Alternative Discipline;
    <http://webip3/ebr/PersonnelServices/letters_search.asp?qu=752-1&Search=Execute+Query>

    .