July 31, 1995 M23-1, Part II, Revised

CONTENTS

CHAPTER 4. MAIL AND MESSENGER

PARAGRAPH PAGE

4.01 Mail and Messenger 4-1

4.02 Mail and Messenger Administrative Division

Staff-Hour 4-3

4.03 Mail and Messenger Administrative Section

Staff-Hour 4-6

4.04 Mailing Costs Report (RCS 20-0403) 4-8

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December 13, 1995 M23-1, Part II, Revised

CHAPTER 4. MAIL AND MESSENGER

This chapter concerns all DOOR entries for the mail and messenger
activity. The composition of end products as well as the counting
instructions have been provided. In addition, the WIDs concerning the
staff-hour data have also been included, and have been divided into
separate sections for those activities that are located in an
Administrative Division as well as a Support Services Division.

4.01 MAIL AND MESSENGER

a\. [Other Measured Hours (WID 3020.06)]{.underline}

\(1\) Composition of WID. This end product WID includes any other
measured work performed in the area of the mail/messenger that is not
specifically described in any other WIDs listed. This field is an actual
hour for hour count.

\(2\) Counting Instructions. Count and report one (1) for each hour
worked.

b\. [Incoming Mail (WRS .0067)(WID 3020.00)]{.underline}

\(1\) Composition of WID. This end product WID includes processing and
analyzing incoming mail.

\(2\) Counting Instructions. Counts for incoming mail will be obtained
by weighing or manually counting the mail upon receipt in the mail room
as follows:

\(a\) Envelopes 10 3/8 inches or less in length will be weighed and
counted at 33 pieces per pound.

\(b\) Computer generated forms will be weighed and/or manually counted
based on the following:

([1]{.underline}.) VA Form 20-8270A will be counted at 97 pieces per
pound.

([2]{.underline}.) VA Form 22-1999-1 will be counted at 41 pieces per
pound.

([3]{.underline}.) VA Form 21-674c will be counted at 28 pieces per
pound.

([4]{.underline}.) VA Form 21-8938 will be counted at 36 pieces per
pound.

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M23-1, Part II, Revised December 13, 1995

\(c\) Each package routed unopened will have a count of one; envelopes
or packages that are opened that contain items relating to more than one
veteran or more than one subject will be counted individually.

c\. [Outgoing Mail (WRS .0036)(WID 3020.01)]{.underline}

\(1\) Composition of WID. This end product WID includes the total number
of pieces of outgoing mail that are dispatched.

\(2\) Counting Instructions. A count of one will be taken for each piece
of mail either mechanically or manually processed and ready for
dispatch. When individually processed pieces of mail are combined for
blanket mailing, each piece will be counted.

d\. [Outgoing Mail (Philadelphia ONLY)(WRS .2038)(WID
3020.02]{.underline})

\(1\) Composition of WID. This end product WID includes the total number
of l pieces of outgoing mail that are dispatched from the VARO&IC
Philadelphia ONLY.

\(2\) Counting Instructions. Count and report each piece of mail either
mechanically or manually processed and ready for dispatch. When
individual processed pieces of mail are combined for blanket mailing,
each piece will be counted.

e\. [Messenger Service Feet Traveled (WRS .2038)(WID
3020.03)]{.underline}

\(1\) Composition of WID. This end product WID includes walking or
riding in a motor care between delivery points serviced on regularly
scheduled messenger runs.

\(2\) Counting Instructions. Count and report the monthly total in feet
rounded to the nearest 1,000; e.g., 121,600 feet would be reported as
122.

f\. [Messenger Service Stops (WRS .0064)(WID 3020.04)]{.underline}

\(1\) Composition of WID. This end product WID includes servicing
pickup/delivery points and waiting for or riding elevators on regularly
scheduled messenger runs. It also includes sorting intraoffice mail
while on messenger runs.

\(2\) Counting Instructions. Report the total stops made during the
month.

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July 31, 1995 M23-1, Part II, Revised

g\. [Unscheduled Messenger Service (HRS) (WID 3020.05)]{.underline}

\(1\) Composition of WID. This end product WID includes making
unscheduled messenger runs within the station or scheduled trips outside
the station (i.e., to pick up the mail at the post office.) There is no
work rate schedule for this item since it is an hour for hour count.

\(2\) Counting Instructions. Report the total number of hours it takes
to perform the messenger deliveries as described above.

4.02 MAIL AND MESSENGER - ADMINISTRATIVE DIVISION STAFF-HOUR

a\. [Borrowed Time (WID 3005.BT)]{.underline}

\(1\) Composition of WID. This manually input transfer WID includes the
General Operating Expenses (GOE) hours [borrowed]{.underline} from
another activity, section, division, or station by the mail and
messenger service, Administrative Division.

\(2\) Counting Instructions. Count and report the total number of hours
described above.

b\. [Loaned Time (WID 3005.LT)]{.underline}

\(1\) Composition of WID. This manually input transfer WID includes the
GOE hours [loaned]{.underline} to another activity, section, division,
or station by the mail and messenger service, Administrative Division.

\(2\) Counting Instructions. Count and report the total number of hours
described above.

c\. [Non-GOE Hours (WID 3005.02)]{.underline}

\(1\) Composition of WID. This manually input staff-hour WID includes
non-GOE hours of special employment program enrollees in the mail and
messenger service, Administrative Division, whose wages or salaries are
not paid from Agency appropriations. This includes Public Law 92-540
veteran-students and other special employment personnel assigned to VA
regional office activities. Excluded from this description are GOE hours

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M23-1, Part II, Revised July 31, 1995

borrowed from another department, office or facility which should be
reported as borrowed time.

\(2\) Counting Instructions. Count and report the total number of hours
described above.

d\. [Unmeasured Hours (WID 3005.03)]{.underline}

\(1\) Composition of WID. This manually input staff-hour WID includes
the unmeasured GOE hours spent by the mail and messenger service
employees, Administrative Division, on activities which detract from a
station\'s ability to perform its primary function of serving veterans.
This includes hours spent on fire drills, Equal Employment Opportunity
(EEO) representative activities, participating in work sampling studies,
physical movement of office location, etc.

\(2\) Counting Instructions. Count and report the total number of hours
described above.

e\. [PAID GOE Hours (WID 3005.04)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID is the PAID GOE
hours charged to the mail and messenger service, Administrative
Division. It is linked to DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system, and no input from field stations is necessary.

f\. [Overtime (WID 3005.05)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the
authorized overtime GOE hours of work paid in excess of 40 hours in an
administrative work week or in excess of 8 hours in a day (whichever is
greater), and hours worked by part-time and intermittent employees paid
at the overtime rate, charged to the mail and messenger service,
Administrative Division. It excludes compensatory time earned. It is
linked to the DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system, and no input from field stations is necessary.

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July 31, 1995 M23-1, Part II, Revised

g\. [Annual Leave (WID 3005.07)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the GOE
hours of paid annual leave taken, charged to the mail and messenger
service, Administrative Division. This excludes compensatory time. It is
linked to DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

h\. [Sick Leave (WID 3005.08)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the GOE
hours of paid sick leave taken, charged to the mail and messenger
service, Administrative Division. This excludes compensatory time. It is
linked to DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

i\. [Without Pay (WID 3005.09)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the GOE
hours of leave without pay (LWOP) and absent without leave (AWOL),
charge to the mail and messenger service, Administrative Division. It is
linked to the DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

j\. [Authorized Absence (WID 3005.10)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the GOE
hours represented by absences administratively authorized or approved,
which do not involve annual or sick leave or loss of basic salary, and
are charged to the mail and messenger service, Administrative Division.
Examples of excused absences are: military leave, court leave, job
injuries, voting and registration, civil defense and disaster
activities, blood donor programs, conference or conventions, weather and
emergency situations. It is linked to DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

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M23-1, Part II, Revised July 31, 1995

4.03 MAIL AND MESSENGER - ADMINISTRATIVE SECTION STAFF HOUR

a\. [Borrowed Time (WID 3505.BT)]{.underline}

\(1\) Composition of WID. This manually input transfer WID includes the
GOE hours [borrowed]{.underline} from another activity, section,
division, or station by the mail and messenger service, Administrative
Section, Support Services Division.

\(2\) Counting Instructions. Count and report the total number of hours
described above.

b\. [Loaned Time (WID 3505.LT)]{.underline}

\(1\) Composition of WID. This manually input transfer WID includes the
GOE hours [loaned]{.underline} to another activity, section, division,
or station by the mail and messenger service, Administrative Section,
Support Services Division.

\(2\) Counting Instructions. Count and report the total number of hours
described above.

c\. [Non-GOE Hours (WID 3505.02)]{.underline}

\(1\) Composition of WID. This manually input staff-hour WID includes
non-GOE hours of special employment program enrollees in the mail and
messenger service, Administrative Section, Support Services Division,
whose wages or salaries are not paid from agency appropriations. This
includes Public Law 92-540 veteran-students and other special employment
personnel assigned to VA regional office activities. Excluded from this
description are GOE hours borrowed from another department, office or
facility which should be reported as borrowed time.

\(2\) Counting Instructions. Count and report the total number of hours
described above.

d\. [Unmeasured Hours (WID 3505.03)]{.underline}

\(1\) Composition of WID. This manually input staff-hour WID includes
the unmeasured GOE hours spent by the mail and messenger service
employees, Administrative Section, Support Services Division, on

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July 31, 1995 M23-1, Part II, Revised

activities which detract from a station\'s ability to perform its
primary function of serving veterans. This includes hours spent on fire
drills, EEO representative activities, participating in work sampling
studies, physical movement of office location, etc.

\(2\) Counting Instructions. Count and report the total number of hours
described above.

e\. [Paid GOE Hours (WID 3505.04)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID is the PAID GOE
hours charged to the mail and messenger service, Administrative Section,
Support Services Division. It is linked to DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

f\. [Overtime (WID 3505.05)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the
authorized overtime GOE hours of work paid in excess of 40 hours in an
administrative work week or in excess of 8 hours in a day (whichever is
greater), and hours worked by part-time and intermittent employees paid
at the overtime rate, charged to the mail and messenger service,
Administrative Section, Support Services Division. It excludes
compensatory time earned. It is linked to the DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

g\. [Annual Leave (WID 3505.07)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the GOE
hours of paid annual leave taken, charged to the mail and messenger
service, Administrative Section, Support Services Division. This
excludes compensatory time. It is linked to DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

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M23-1, Part II, Revised July 31, 1995

h\. [Sick Leave (WID 3505.08)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the GOE
hours of paid sick leave taken, charged to the mail and messenger
service, Administrative Section, Support Services Division. This
excludes compensatory time. It is linked to DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

i\. [Without Pay (WID 3505.09)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the GOE
hours of LWOP and AWOL, charge to the mail and messenger service,
Administrative Section, Support Services Division. It is linked to the
DOOR from the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

j\. [Authorized Absence (WID 3505.10)]{.underline}

\(1\) Composition of WID. This PAID/DOOR linkage WID includes the GOE
hours represented by absences administratively authorized or approved,
which do not involve annual or sick leave or loss of basic salary, and
are charged to the mail and messenger service, Administrative Section,
Support Services Division. Examples of excused absences are: military
leave, court leave, job injuries, voting and registration, civil defense
and disaster activities, blood donor programs, conference or
conventions, weather and emergency situations. It is linked to DOOR from
the PAID system.

\(2\) Counting Instructions. This information is calculated by the PAID
system and no input from field stations is necessary.

4.04 MAILING COSTS REPORT (RCS 20-0403)

The following WIDs are used to report the monthly mailing costs report.
With a few exceptions, these WIDs are in decimals since they record
money associated with postage fees.

NOTE: For stations that have more than one USPS mail meter, the SAME WID
MUST BE USED EVERY MONTH FOR EACH METER. Start with the meter with the
lowest serial number for the first WID. Then, use the meter with the
next to the lowest serial number for the second WID number, and continue
until you have logged in all of your meters. If a meter is replaced
during the month, total the two figures and enter the total into the WID
used for the old serial number.

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July 31, 1995 M23-I, Part II, Revised

a\. [USPS Meter - Descending Reading Beginning of Period (WID
3014.00)]{.underline}

\(1\) Composition of WID. This WID is the total ending USPS descending
meter balance from the previous month.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

b\. [USPS Meter - #1 Descending Beginning of Period (WID
3014.01)]{.underline}

\(1\) Compositon of WID. This WID is the actual ending USPS descending
meter balance from the previous month for meter #1.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number. If you do not have more than one meter,
this WID will be blank for your station.

[NOTE]{.underline}: For WIDs 3014.02, 3014.03, 3014.04, 3014.05,
3014.06, 3014.07, 3014.08, and 3014.09, the definition and counting
instructions for WID 3014.01 will apply. These additional WIDs are for
stations that have more than one meter. The corresponding numbers apply
to additional meters. If your station has ONE meter ONLY, the data will
be reported in WID 3014.00.

c\. [USPS Meter - Descending Reading Postage Added During Period (WID
3015.00)]{.underline}

\(1\) Composition of WID. This WID is the total postage added during the
current reporting period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This field is a decimal number.

d\. [USPS Meter - #1 Descending Reading Postage Added During Period (WID
3015.01)]{.underline}

\(1\) Composition of WID. This WID is the actual postage added during
the current reporting period for meter #1.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

[NOTE]{.underline}: For WIDs 3015.02, 3015.03, 3015.04, 3015.05,
3015.06, 3015.07, 3015.08, and 3015.09, the definition and counting
instructions for WID 3015.01 will apply. These additional WIDs are for
stations that have more than one meter. The corresponding numbers apply
to additional meters. If your station has ONE meter ONLY, the data will
be reported in WID 3015.00.

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M23-1, Part II, Revised July 31, 1995

e\. [USPS Meter - Descending Reading for End of Period (WID
3016.00)]{.underline}

\(1\) Composition of WID. This WID is the total USPS postage remaining
at the end of the current reporting period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

f\. [USPS Meter - Reading #1 for Descending Reading for End of Period
(WID 3016.01)]{.underline}

\(1\) Composition of WID. This WID is the actual USPS postage remaining
at the end of the descending meter reading of the current month.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

[NOTE]{.underline}: For WIDs 3016.02, 3016.03, 3016.04, 3016.05,
3016.06, 3016.07, 3016.08, and 3016.09, the definition and counting
instructions for WID 3016.01 will apply. These additional WIDs are for
stations that have more than one meter. The corresponding numbers apply
to additional meters. If your station has ONE meter ONLY, the data will
be reported in WID 3016.00.

g\. [USPS Meter - Ascending Reading Beginning of Period (WID
3017.00)]{.underline}

\(1\) Composition of WID. This WID is the total ascending meter reading
for USPS postage at the beginning of the month. The amount entered in
this WID should be the same as the ascending reading at the end of the
previous month.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

h\. [USPS Meter - #1 Ascending Reading Beginning of Period (WID
3017.01)]{.underline}

\(1\) Composition of WID. This WID is the actual USPS postage for the
end of the period ascending meter reading from the previous month for
meter #1.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

[NOTE]{.underline}: For WIDs 3017.02, 3017.03, 3017.04, 3017.05,
3017.06, 3017.07, 3017.08, and 3017.09, the definition and counting
instructions for WID 3017.01 will apply. These additional WIDs are for
stations that have more than one meter. The corresponding numbers apply
to additional meters. If your station has ONE meter ONLY, the data will
be reported in WID 3017.00.

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December 13, 1995 M23-1, Part II, Revised

i\. [USPS Meter - Ascending Reading End of Period (WID
3022.00)]{.underline}

\(1\) Composition of WID. This WID is the total ascending meter reading
for USPS postage at the end of the month. The amount entered in this WID
will become the ascending reading beginning of the period for the next
month.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

j\. [USPS Meter - #1 Ascending Reading End of Period (WID
3022.01)]{.underline}

\(1\) Composition of WID. This WID is the actual USPS postage remaining
at the end of ascending meter reading of the current month.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

[NOTE]{.underline}: For WIDs 3022.02, 3022.03, 3022.04, 3022.05,
3022.06, 3022.07, 3022.08, and 3022.09, the definition and counting
instructions for WID 3022.01 will apply. These additional WIDs are for
stations that have more than one meter. The corresponding numbers apply
to additional meters. If your station has ONE meter ONLY, the data will
be reported in WID 3022.00

k\. [UPS Register - Descending Reading End of Period (WID
3018.00)]{.underline}

\(1\) Composition of WID. This WID is the actual UPS postage for the
beginning of period descending reading for the current reporting period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

l\. [UPS Register - Descending Reading Beginning of Period (WID
3018.01)]{.underline}

\(1\) Composition of WID. This WID is the actual UPS postage for the
beginning of the period descending reading for the current reporting
period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

m\. [UPS Register - Ascending Reading End of Period (WID
3019.00)]{.underline}

\(1\) Composition of WID. This WID is actual UPS postage at the end of
period ascending reading for the current month.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

n\. [UPS Register - Ascending Reading Beginning of Period (WID
3019.01)]{.underline}

\(1\) Composition of WID. This WID is the actual UPS postage for the
beginning of period ascending reading for the current reporting period.

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M23-1, Part II, Revised December 13, 1995

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This is a decimal number.

o\. [UPS Spoiled Postage (WID 3020.23)]{.underline}

\(1\) Composition of WID. This WID is the total amount spoiled postage
submitted to UPS for reimbursement for the current reporting period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. Daily totals will be added together to get the monthly total
amount for spoiled postage. This is a decimal number.

p\. [USPS Spoiled Postage (WID 3020.09)]{.underline}

\(1\) Composition of WID. This WID is the total amount of spoiled
postage submitted for reimbursement to USPS for the current reporting
period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. Daily totals will be added together to get the monthly total
amount for spoiled postage. This is a decimal number.

q\. [Number of Presort Pieces (WID 3020.10)]{.underline}

\(1\) Composition of WID. This WID is the total number of pieces of mail
ELIGIBLE for presort post rate either by contracting or in-house
presorting during the current reporting period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. Total pieces that were submitted for presorting will be reported.
This is a WHOLE number.

r\. [Number of Presort Pieces Qualified (WID 3020.11)]{.underline}

\(1\) Composition of WID. This WID is the total number of pieces of mail
that QUALIFIED for presort postage rates during the current reporting
period.

\(2\) Counting Instructions. Data are input on a monthly basis. The
number of pieces that actually qualify during the month will be
reported.

This is a WHOLE number.

[s. Amount of Residual Postage (WID 3020.12)]{.underline}

\(1\) Composition of WID. This WID is the total amount of residual
postage paid for mail pieces submitted to presort service that did not
qualify for presort postage rate during the month.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. The daily totals for residual postage will be kept and added
together at the end of the current reporting period for input as one
total. This is a decimal number.

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December 13, 1995 M23-1, Part II, Revised

t\. [Amount of Presort Fees Paid (WID 3020.13)]{.underline}

\(1\) Composition of WID. This WID is the total amount of fees paid to
the presort service for mail pieces qualifying for presort postage
discount.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. Daily totals will be added together for the monthly total. This
is a decimal number.

u\. [Total Presort Savings (3020.14)]{.underline}

\(1\) Composition of WID. This WID is the total amount saved using
presort postage rate by a contractor or in-house.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. This figure is computed by subtracting the residual postage and
fees paid from the amount it would cost had the mail been dispatched at
regular postage rates. This is a decimal number.

v\. [Total Number of BRM Post Cards (WID 3020.15)]{.underline}

\(1\) Composition of WID. This WID is the total number of Business Reply
Mail (BRM) postcards received during the current reporting period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. The daily totals will be added together and a monthly total will
be entered into the system. This is a WHOLE number.

w\. [Total Number of BRM Letters (WID 3020.16)]{.underline}

\(1\) Composition of WID. This WID is the total number of Business Reply
letters received during the current reporting period.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. The daily totals will be added together and a monthly total will
be entered into the system. This is a WHOLE number.

x\. [Cost of GSA Contract Overnight Mail (WID 3020.24)]{.underline}

\(1\) Composition of WID. This WID is the total cost of mail pieces
shipped by General Services Administration (GSA) approved overnight
carrier.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. The daily totals will be added together and a monthly total will
be entered into the system. This figure is a decimal number.

y\. [Number of Pieces of GSA Contract Overnight Mail
(3020.25)]{.underline}

\(1\) Composition of WID. This WID is the total number of mail pieces
shipped by GSA approved overnight carrier.

\(2\) Counting Instructions. Data collected are input on a monthly
basis. Daily counts will be added together to get a monthly total. This
is a WHOLE number.

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