June 27, 1994 M23-1, Part I

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CONTENTS

CHAPTER 1. MAIL MANAGEMENT

PARAGRAPH PAGE

1.01 Mail Management Function 1-1

1.02 Centralized Mail Activity 1-1

1.03 Space 1-1

1.04 Special Equipment 1-1

1.05 Directories, Files, Guides, Schedules 1-2

1.06 Service Organization Mail 1-2

1.07 Mail Dispatched To and Folder Returns From the RPC 1-3

1.08 Misdirected Mail . 1-3

1.09 Undelivered Mail 1-4

1.10 Envelopes 1-4

1.11 Incoming Official Mail 1-5

1.12 Internal Controls 1-7

1.13 Requests for Information Submitted Under the Freedom of Information
Act or the Privacy

Act of 1974 1-8

1.14 Unidentified Veteran Mail 1-9

1.15 Identified Veteran Mail 1-9

1.16 Remittances 1-9

1.17 Medical Benefits 1-11

1.18 Outgoing Mail 1-11

1.19 Centralized Messenger Service 1-16

1.20 Records Control Points 1-17

1.21 Security of Mail 1-17

1.22 Completion and Release of Form SSA-24 (or OA-C24) to

Social Security Administration 1-17

1.23 State, Canadian Province and Territory Abbreviations . 1-18

1.24 Mailing Costs Report/Worksheet 1-18

APPENDIX

A Guidelines for Sending Mail to Addresses Residing Outside the
Continental United States 1A-1

B Addresses of Social Security Administration Program Service Centers
and District Offices 1B-1

C State, Canadian Province and Territory Abbreviations \.... 1C-1

D Guide for Completion of VA Form 23-8898, Mailing Costs Report (RCS
20-0403). 1D-1

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CHAPTER 1. MAIL MANAGEMENT

1.01 MAIL MANAGEMENT FUNCTION

The objective of mail management is to provide rapid handling and
accurate delivery of mail throughout the Department at minimum cost. To
accomplish this task, processing steps will be kept to a minimum;
principles of efficient workflow will be applied; modern equipment,
supplies, and devices will be used; and in general, operations will be
kept as simple as possible to assure efficiency.

1.02 CENTRALIZED MAIL ACTIVITY

To provide the most direct and immediate flow of mail to the point of
action, all mail received by and dispatched from Veterans Benefits
Administration (VBA) field stations will be processed by the centralized
mail activity.

1.03 SPACE

Adequate provision will be made for good ventilation and ample lighting
in the space occupied by the mail activity. The unit will be located to
provide greatest accessibility for deliveries to and from the U.S.
Postal Service (USPS) as well as the operating elements of the field
station. However, the Mail Activity should be a secured area.

1.04 SPECIAL EQUIPMENT

a\. The type of equipment and supplies needed to effectively operate a
mail activity varies with the volume and physical characteristics of
mail or correspondence to be processed. Some facilities may require only
basic items or equipment, while others may require more sophisticated
equipment. These devices include: automatic envelope opening machines,
automatic postage meter and envelope sealing machines, attachments for
postage meter machines, mail weighing, copying, tying, collating,
folding and inserting machines, addressing, labeling, and embossing
machines. Offices servicing more than one Department or Agency may
consider the use of Meter/Register Accounting System attachments to
facilitate cost allocations, e.g. Cooperative Administrative Support
Unit (CASU).

b\. Benefits gained through use of equipment must be balanced against
its cost. Evaluations concerned with application of machinery versus a
manual operation will include consideration of:

\(1\) Initial and maintenance costs of the equipment.

\(2\) Recurring costs of supplies required to be used with the
equipment.

\(3\) Volume of work to be converted to the equipment.

\(4\) Speed with which work must be accomplished.

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\(5\) Staff-hour savings (actual or diverted to other required
operations) to be realized by use of the equipment.

c\. When mail metering equipment failure prevents the dispatch of mail
in a timely manner, and servicing the equipment is not provided by the
vendor within a reasonable period of time; i.e., within 8 work hours,
the station should contact VBA, Administrative Support Staff, Operations
Division (20A54), Central Office, for assistance.

1.05 DIRECTORIES, FILES, GUIDES, SCHEDULES

Current, complete, and correct reference material required within the
mail activity for reference by operating personnel are:

a\. The National Five-Digit ZIP Code and Post Office Directory, and the
Domestic Mail Manual (DMM) are required. Other USPS publications may be
maintained, if desired. These include the Memo to Mailers; the Postal
Bulletin; and the International Mail Manual (must be maintained by
facilities who process International Mail).

b\. Station Mail Routing Guide. This guide will be divided into subject,
numeric, and miscellaneous sections, explaining the proper routing for
each item. The miscellaneous section will contain samples of requests
made under the Privacy Act or the Freedom of Information Act (PA/FOIA).
The guide will also contain information that will assist in the
processing and routing of incoming mail, as well as instructions for
processing PA/FOIA mail. Procedures are to be established for revising
the guide as changes occur. The Chief of the Administrative Activity
will ensure that employees involved in the Mail activity are familiar
with and have access to that guide.

c\. VA, Agency, and local issues covering use of mail services.

d\. Schedules of regular and special messenger service provided by VA
and any source serving VA.

e\. Consolidated Address and Territorial Bulletin No. 1 series.

1.06 SERVICE ORGANIZATION MAIL

a\. Mail addressed to service organizations collocated with VA will be
processed unopened with administrative mail. The unopened envelopes will
be forwarded directly to the addressees without being date stamped.
Service organizations are not permitted to use official VA envelopes or
metering facilities for outgoing mail.

b\. At the time a service organization representative presents mail from
or concerning a veteran or beneficiary to VA, the correspondence will be
date stamped to show the date officially received in VA and processed as
veteran mail.

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1.07 MAIL DISPATCHED TO AND FOLDER RETURNS FROM THE RPC

a\. VA mail will be dispatched via first-class mail in appropriate size
envelopes. Envelopes containing blanket mail for the Records Processing
Center (RPC) will be addressed as follows:

DEPT OF VETERANS AFFAIRS

RECORDS PROCESSING CENTER

P O BOX 5020

ST LOUIS MO 63115-5020

b\. All mail forwarded to the RPC will be batched by type. Small batches
of mail may be loose, as in a folder, or paper clippped together. Mail
for unrelated claims folders will not be stapled together. Each unit\'s
mail, so organized, will be forwarded to the person who has been
designated the responsibility for merging the mail from all the units
into a single batch for mailing to the RPC. M21-1, part II, paragraph
1.10d(1)(b), states this material will be transmitted daily to the RPC
by a single Optional Form (OF) 41, Routing and Transmittal Slip, signed
by the Adjudication Officer or a designated unit chief, certifying that
the material has been carefully reviewed and falls within the categories
prescribed in M21-1, part II, paragraph 2.41.

\(1\) Action Mail: This mail type will include all one-time action mail,
such as VA Forms 10-7131, Exchange of Beneficiary Information and
Request for Administrative and Adjudicative Action; VA Forms 3232,
General Information Request; VA Forms 21-22, Appointment of Veterans
Service Organization as Claimant\'s Representative; and miscellaneous
correspondence.

\(2\) File Mail: This mail type will consist of material that requires
drop-filing in the claims folders. All file mail should be examined
carefully before forwarding to the file unit to determine if it is of
record value; or if it may belong in another file series in the
originating office; e.g., military file.

c\. Folders decentralized from the RPC will be dispatched in special RPC
claims folder transfer pouches. The pouches will use a reversible
mailing label allowing their return by reversing the label to show the
RPC\'s address. Whenever a station accumulates a 2-day supply of
pouches, they will be returned to the RPC via surface (Fourth-class)
mail.

1.08 MISDIRECTED MAIL

Mail received addressed to other Government agencies, firms, or
individuals will be placed in the outgoing mail for return to the postal
service on the same day it is received. Mail that is received on station
and found to belong to another VA facility located in the same city will
be forwarded to the proper facility by messenger, when possible, or
returned to the post office. Any mail received for former employees for
whom an address is available will be readdressed and forwarded to the
postal service.

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1.09 UNDELIVERED MAIL

Mail which is returned as undeliverable will be opened if necessary, and
routed to the originating element. The original envelope, stamped as
undeliverable by the postal service, will be attached to the mail.
Excluded from provisions of this paragraph are undelivered U.S.
Government checks or packet billing envelopes mailed for insurance
activities or finance activities, e.g. portfolio loan accounts.

1.10 ENVELOPES

a\. Window envelopes will be used to dispatch individual outgoing
correspondence. Do not use a window envelope if the material to be
enclosed involves national security, is highly confidential to the
Department or the addressee, or is sent to high level officials in
Government or the private sector.

b\. The proper size envelope will be used for the dispatch of mail to
provide the most economical dispatch. To reduce excess weight and
mailing costs, correspondence of six pages or less should be folded and
placed in letter size envelopes. The unnecessary use of large or extra
size envelopes will be avoided. Letter size envelopes should be
rectangles measuring from 3 1/2 inches x 5 inches x .007 inches thick to
6 1/8 inches x 11 1/2 inches x 1/4 inch. In addition to the applicable
postage and fees, there is a 10 cent surcharge assessed on each piece of
nonstandard size mail.

c\. Mail to be dispatched within a blanket mail envelope should show the
mail routing symbol as part of the address.

d\. Envelopes from other Government offices, except storage envelopes
containing exposed X-ray film or medical records, will be destroyed in
accordance with Records Control Schedule (RCS) VB-1, part I, item No.
13-052.200. Envelopes from individuals and firms will be disposed of by
mail clerk and/or preanalyzers at the time mail is routed. EXCEPTION:
Envelopes needed for addresses and those bearing postmarks needed to
establish dates, such as for the receipt of a claim or premium payment,
may be retained and routed with material, provided a written request for
this action is of record from the concerned operating element.

e\. Self addressed, stamped envelopes or postage stamps received from
correspondents will be used to mail replies, if adequate.

f\. Official Mail: Official mail is any letter, publication, or parcel,
relating exclusively to the business of the U.S. Government that is
mailed with official postage. Only those items that are mailable under
postal laws may be sent as official mail. Only officials of the U.S.
Government are authorized to send items through the postal system as
official mail. The penalty for misuse of official mail is \$300 (18
U.S.C. 1719).

g\. Business Reply Cards, Labels, and Envelopes. Official Business Reply
Mail (BRM) may be used to obtain a return mail reply on official
business from a firm or organization outside of the U.S. Government as
described in H-70-1, VA Correspondence Handbook 1991, chapter 10,
paragraph 3e. Official BRM may

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only be used when a reply is in the interest of the U.S. Government. BRM
will bear the mail routing symbol within the station that will receive
the return mail. Other instructions and dimension requirements for BRM
are in the DMM. Courtesy preaddressed return envelopes and cards, to
which the claimant or recipient of VA benefits and services must affix
postage, may be provided if desired. BRM is given first-class service by
the USPS, and is charged at the first-class rate, plus a per piece
accounting fee; therefore, its use in VBA is restricted as follows:

\(1\) Business reply cards and envelopes will not be provided to
debtors, claimants, or recipients of VA benefits and services except
when required by law or regulation. However, business reply envelopes
may be provided to individuals who are asked to participate in a VBA
approved customer satisfaction survey.

\(2\) Disinterested persons may be provided business reply cards,
labels, or envelopes; e.g., return statements requested to substantiate
another person\'s claim for benefits.

NOTE: BRM ENVELOPES WILL NOT BE USED TO SEND MAIL TO VA REGIONAL OFFICES
OR PERSONNEL.

h\. Preaddressed Courtesy Return Envelopes and Cards. Local management
will exercise discretion to determine the circumstances when a
preaddressed return envelope or card will be provided. Preaddressed
envelopes and cards do not provide postage. They do, however, bear the
station address, including the mail routing symbol within the station
that should receive the mail. The preaddressed format speeds up
processing of incoming mail. This format should be used when it is
advantageous to provide an envelope or card and the nature of the
correspondence does not permit the release of a BRM envelope or card.

i\. Reuse of Mail Containers. Padded or heavy-duty envelopes and boxes
will be used as many times as possible. Upon receipt, mail activities
will take special care in opening the mail containers to avoid damaging
them. Labels bearing an address can be adhered on top of the label
previously used. If sealing is required, use gummed tabs or tape.

j\. Procurement of Envelopes. Generally, all purpose mailing envelopes
are available on the Federal Supply Schedule, FSC Group 75, Part V,
Class 7530. Stations should provide a representative sample of the
envelope(s) when the requisition(s) is prepared, and forward for
processing to the servicing Chief, Acquisition and Materiel Management.

1.11 INCOMING OFFICIAL MAIL

a\. Mail will normally be delivered to the field stations by USPS.
Arrangements will be made for an early delivery or pickup at the Post
Office whenever practical, so that the first mail of the day will reach
the operating elements at or near the opening hour of the office.

b\. When mail is not delivered by the postal service, it will be picked
up at least once a day.

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c\. VBA field station offices will refuse acceptance of all postage due
mail. The USPS will return such mail to the sender.

d\. Mail will be sorted in the following categories for processing:

\(1\) Administrative Mail. Mail marked \"Publications,\" \"For Official
Use Only,\" \"Personal Attention,\" or \"Do Not Open in the Mail Room,\"
and that addressed by name to an employee, to the Personnel Division, to
a service organization, or to the agent cashier, will be delivered to
the addressee unopened. The envelope or wrapper on such mail will not be
time-date stamped. Exceptions are envelopes that are marked or stamped
\"Bids\", which will be time-date stamped and delivered unopened to the
appropriate operating element. VA Forms 26-6705, Offer to Purchase and
Contract of Sale, will be time-date stamped upon receipt and forwarded
directly to the Loan Guaranty Division.

\(2\) Policy/Procedure Mail. Department mail that is concerned with
policy and/or procedures will be opened and routed without being
time-date stamped.

\(3\) Veteran Mail. All mail concerning individual veterans or
beneficiaries will be opened, date stamped, and routed to the initial
point of action within 4-to-6 hours after receipt on station. Exposed
x-ray film will be processed as veteran mail, opened in the mail room,
and routed in the storage envelope to the point of initial action.
Time-date stamping of mail, with the actual date of receipt, will be
performed in the Mail activity, consistent with legal and program
requirements.

\(a\) Original documents, such as discharge certificates, marriage,
birth and death certificates, divorce decrees and similar records will
not be date stamped. If the cited documents are accompanied by a letter
of transmittal, the date stamp affixed to the letter will suffice for
the purpose of indicating receipt by VA. If there is no such letter, the
envelope in which the original document(s) arrived in, a 3 x 5 slip or
Optional Form 41 will be attached to the document(s) with a paper clip.
The items which are attached to the original document(s) must indicate
the type of document(s) received, together with the claimant\'s name, VA
file number, or other identifying information, and the date stamp will
be placed thereon.

\(b\) When a change of address is received which shows that the new
address is to, or in care of, a known penal institution, the words
\"Penal Institution\" will be annotated and the document forwarded to
the Adjudication Division.

\(c\) When VA Forms 2008, Application for United States Flag for Burial
Purposes, is received, it will be date stamped and the top portion
forwarded for processing as a notice of death; the bottom portion will
be forwarded to the servicing VA Materiel Management Service. If the
bottom portion of a form, or a duplicate copy of the bottom portion is
not received, a photocopy of the original application will be made and
forwarded to the VA Materiel Management Service.

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\(d\) Mail activity personnel will forward all returned VA Forms
27-8996, Request for Information on VA Benefits, and related computer
listings to the Veterans Services Division (VSD) for action.

e\. Special Mail Services. Registered, certified, and insured mail will
be checked and receipted for at the delivering Postal Service. The
Postal Service forms will be filed by date for subsequent disposal in
accordance with RCS VB-1, part I, item No. 03-038.002. Authority to sign
for registered, certified, and insured mail is to be delegated to mail
room personnel, when feasible, to expedite receipt processing.

\(1\) Registered material addressed to the Collections and Cashier
Section will be time-date stamped and delivered unopened to the
Collections and Cashier Section, Finance activity.

\(2\) Registered mail will be entered in VA Form 4522, Registry Log,
only when it contains cash or negotiable instruments.

f\. Miscellaneous Requests. The mail activity or VSD may process
individual requests for pamphlets, forms, or applications.

\(1\) Requests for pamphlets, forms, or applications, including requests
concerning other VA actions that cannot be handled or addressed by the
Mail activity, will be forwarded to the appropriate operating element
for action.

\(2\) Requests for large numbers of forms and/or publications will be
processed by the Publications activity.

g\. When a post card (enclosure to FL 20-680, VADS LETTER) is received
from a recently separated veteran, it will be analyzed to determine the
proper pamphlets and applications the veteran correspondent needs. The
Mail activity will address the appropriate self-mailer pamphlet(s) and
enclose the application(s) or other material as indicated. The open edge
of the pamphlet will be sealed with a gummed fastener (staples will not
be used) to avoid loss of material. In those cases where no pamphlet is
to be forwarded, or if the material is too bulky for use of a
self-mailer, an envelope will be addressed. The material will be placed
in the envelope and mailed. Subsequent to this mailing, all post cards
from veterans requesting a telephone call, will be referred to VSD. All
other post cards will be disposed of in accordance with RCS VB-1, part
I, item No. 13-052.200.

1.12 INTERNAL CONTROLS

a\. Supervisory personnel will ensure that all incoming mail is reviewed
and any U.S. Government checks are removed. These checks will be
processed in accordance with paragraph 1.16d.

b\. Time and date stamping of incoming mail will be controlled as
follows:

\(1\) Local management will be responsible for implementing a system
that shows which employee affixed the time-date stamp on incoming mail.

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\(2\) Numbered time-date stamps will be used where more than one
employee stamps incoming mail.

\(3\) Supervisors must maintain records on use of other time-date
stamping equipment, such as electronic clock time-date stamping
machines.

\(4\) Records of mail stamping assignments will be maintained by the
first-line supervisor.

1.13 REQUESTS FOR INFORMATION SUBMITTED UNDER THE FREEDOM OF INFORMATION
ACT

OR THE PRIVACY ACT OF 1974

a\. Written requests for release of information will require special
handling. Operating elements will provide samples of such requests made
under the Privacy Act (PA) or the Freedom of Information Act (FOIA) to
the Administrative activity mail room to help personnel quickly and
accurately identify requests. These samples will be made a part of the
station\'s Mail Routing Guide. (See par. 1.05b)

\(1\) PA Requests. MP-1, part II, chapter 21, requires that VA responses
to PA requests be made within 10 workdays of receipt. Accordingly, mail
room personnel will immediately identify and conspicuously mark such
requests, either by rubber stamp or special tag, with the legend
\"PRIVACY ACT REQUEST.\" The record of disclosure may be maintained on
VA Form 5572, Accounting of Records/Information Disclosure under Privacy
Act; by creating extra copies of the written transactions; appropriately
adapting data sheets; or in any other manner that will constitute a
record. The request will be delivered on the next scheduled messenger
delivery to the operating element which is responsible for the reply.

\(2\) FOIA Requests. FOIA mandates that initial requests under this Act
be responded to within 10 workdays. Therefore, it is equally important
that mail room personnel promptly identify and mark these requests,
either by rubber stamp or special tag, with the statement \"FOIA
REQUEST.\" These requests will be delivered on the next scheduled
messenger delivery to the operating element responsible for reply.

b\. If needed for control purposes, designate a centralized point for
delivery of all PA and FOIA requests. If this procedure is used,
personnel from the Mail activity will stamp \"FOIA/PA\" on such material
and deliver it to the control point. Designated personnel in the control
unit will determine the element responsible for the reply and attach VA
Form 5572, as appropriate. Field stations should also consider
maintaining a log of FOIA/PA Requests for control and annual reporting
purposes.

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1.14 UNIDENTIFIED VETERAN MAIL

a\. Local procedures will be developed to handle applications and
correspondence not identified with a file number at the time of receipt.
This includes Beneficiary Identification and Records Locator Subsystem
(BIRLS) processing to identify and locate records or claims
establishment action.

b\. VA Forms 29-336, Designation of Beneficiary, will be forwarded to
the appropriate VA regional office and insurance center, according to
the address of the insured as provided for in the Consolidated Address
and Territorial Bulletin No. 1 series.

c\. Applications for loan guaranty benefits without a loan guaranty
number will be forwarded to the activity which has responsibility for
loan guaranty file number assignment.

d\. Applications for loan guaranty benefits with loan guaranty numbers
which cannot be associated with a folder will be forwarded to the Loan
Guaranty Division.

e\. Mail which contains minimum identifying information; i.e.,
veteran\'s last name, first name and middle initial, and either the
serial number, date of birth, or enlistment and discharge dates, and
which must be associated with the respective folder, will be routed to
the appropriate operating element via the DTU and folder files.

1.15 IDENTIFIED VETERAN MAIL

a\. Mail that can be processed without association with claims folders,
Rehabilitation and Education (R&E) folders, Dependents\' Educational
Assistance (DEA) folders, insurance folders, loan guaranty folders, or
principal guardianship folders will be routed directly to the
appropriate operating element; e.g., VSD, Loan Guaranty Division.
Benefit payment inquiries and requests for general information, will
also be routed to the concerned operating element. Mail relating to
medical benefits will be time-date stamped and routed directly to the
appropriate medical activity.

b\. Local procedures will be developed to identify and expedite the
handling of special mail, such as applications, notices of death,
changes of address, possible overpayments, congressional mail, mail from
national headquarters of service organizations, complaint mail,
complimentary mail, appeals, notices of disagreements, etc. As
necessary, VA Form 3245, Special - Please expedite!, may be used to
identify this type of material.

1.16 REMITTANCES

a\. Preprinted insurance remittance transmittal envelopes will not be
time-date stamped but delivered unopened to the Collections and Cashier
Section, Finance activity, unless the remittance is sent by registered
mail. If so, then it will be time-date stamped and delivered to the
Finance activity.

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b\. Preprinted portfolio loan remittance envelopes will not be time-date
stamped and will be delivered unopened to the agent cashier or
Collections and Cashier Section.

c\. Nonnegotiable remittances, such as unsigned checks (not signed by
the maker), remittances made payable to wrong payee, postage stamps,
foreign currency, and U.S. savings bonds, as well as checks or money
orders made payable to VA, will be routed in the envelope in which
received. Returned unendorsed U.S. government checks received will be
treated as nonnegotiable instruments and do not need to be entered in
the registry log. The amount of remittance, any identifying number for
the remitter, and initials of the person opening the envelope will be
noted on the face of the envelope.

d\. Currency or negotiable instruments such as checks, money orders, or
drafts received in and opened by mail room personnel, will be checked
against letters of transmittal for accuracy and handcarried to the
registry clerk or person designated to perform the function. Endorsed
U.S. Government checks will be handled as bearer items and accordingly,
will be entered in the registry log. The registry clerk or designated
person will check the correspondence and remittance and enter in ink the
registry number, date, name of the remitter, and amount of remittance on
VA Form 4522, Registry Log, prepared in duplicate. The person opening
the envelope and the registry clerk or designated employee will initial
the registry log. A new VA Form 4522 will be used for each mail
delivery. The duplicate copy of the registry log will be held in
suspense in the mail activity pending return of the receipted original
of VA Form 4522 from the agent cashier or Collections and Cashier
Section. Upon return, the supervisor of the mail activity or another
employee who was not responsible for recording any information on the
log will compare the original with the duplicate copy to determine
accuracy. Any erasure or lineout will be fully explained in a statement
at the bottom of the registry log by the person making the correction.
The original copies of the VA Forms 4522, will be disposed of in
accordance with RCS VB-1 part I, item No. 03-038.002. Duplicate copies
of this form will be destroyed under RCS VB-1, part I, item No.
13-052.200.

e\. Each individual entry for remittance of cash or negotiable
instruments, recorded on VA Form 4522, will be assigned a number from
those issued to the mail room for this purpose. Numbers for this log
will be assigned consecutively on a calendar-year basis with the
two-digit year followed by the assigned number. (EXAMPLE: 93-1, 93-2,
etc.) A record of the numbers issued to the mail room will be kept in
the office of the Chief, Administrative activity.

f\. After processing each mail delivery, the correspondence and
remittance(s) identified in paragraphs 1.16c and d, will be handcarried
along with the original copy of the registry log to the agent cashier or
the Collections and Cashier Section, whichever is appropriate.

g\. The RPC will use the services of the Finance activity, VA Regional
Office, St. Louis, Missouri, in following the procedures prescribed
above. A special messenger will hand-carry currency or negotiable
instruments to the agent cashier in that office and obtain the receipted
copy of the VA Form 4522 from the agent cashier.

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1.17 MEDICAL BENEFITS

a\. VA Forms 10-10, Application for Medical Benefits, or informal
applications for medical benefits and all inquiries concerning such
benefits, will be date stamped and routed directly to the appropriate
medical activity.

b\. When VA Form 21-22; VA Form 22a, Appointment of Attorney or Agent as
Claimant\'s Representative; or a letter from an attorney written on the
attorney\'s letterhead, accompanies an application for medical benefits,
the form or letter will be separated from the application. The form or
letter will be noted to show the type of application received, and
forwarded to the appropriate operating element for processing.

1.18 OUTGOING MAIL

a\. Metering/Presorting of Mail

\(1\) VBA facilities under a mail metering system will follow the
regulations governing the use of official (Government) mail meters
contained in the USPS DMM, Modules E and P. The following USPS
instructions and regulations apply to each metering VBA facility:

\(a\) VBA facilities will ensure the Agency Code and Subcode is recorded
on PS Forms for mail services being used. The Agency Code is 238 as
listed in the DMM Module E, Exhibit 4.1. The Subcode is a five digit
code with the first two digits being 20 followed by the stations\' three
digit identification number. For example, Albuquerque Regional Office\'s
Subcode is 20340.

\(b\) The postal facility will apply postage to licensed meters. No
payment is made at the time of meter settings. Payments for meter
postage are made by VA Central Office. At each instance of meter
setting, the USPS must provide PS Form 3603, Receipt for Postage Meter
Settings. The amounts shown on the form(s) must correspond with the
ascending and descending register readings on the meter(s) after the
meter setting. NOTE: PS Form 3602-A, Record of Meter Register Readings,
will be maintained. The ascending and descending meter readings will be
recorded daily at the close of business to hasten the discovery of meter
malfunctions. DMM Module P, paragraph P030.2.4, pertains to licensee
responsibilities.

\(c\) Unusable meter imprints or meter strips are referred to as
\"spoiled\" postage. Spoiled postage may occur for a number of reasons:
the meter operator inadvertently produces a meter strip with erroneous
postage; accidental mangling or tearing of envelopes occurs after
metering; or a meter strip is torn by the meter to the extent that it
cannot be applied to a package. Spoiled postage should be taken to the
USPS facility for credit at least once each quarter, or sooner if a
large amount is accumulated within the month. A PS Form 3533,
Application and Voucher for Refund of Postage and Fees, must be
completed by VA personnel prior to taking the spoiled postage to the
postal facility. Be sure to retain a copy of the PS Form 3533 after
submitting the spoiled postage. The amount of the credit will be 90
percent of the face amount of the spoiled postage unless the spoiled
postage is over

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M23-1, Part I March 7, 1994

Change 87

\$250. When the face value of spoiled postage exceeds \$250, refunds
will be made for the face value of the postage less \$10 per hour for
the actual manhours required to process the refund, with a minimum
charge of \$25 deducted from the amount of the refund. NOTE: Do not
accept a check or cash as payment for the spoiled postage. Specific USPS
regulations governing credit for spoiled postage are contained in DMM,
Module P.

\(d\) The meter(s) may be set by another postal facility (other than the
one shown on the meter) if it is within the same city shown on the
license. The amount of postage added to a meter should be the lesser of
1 month\'s postage needed by the station or the maximum amount the meter
will hold.

\(e\) If a meter is taken out of service and replaced with another
meter, the postage remaining will be transferred to the replacement
meter. The meter removed from service and its replacement are taken to
the USPS facility for transfer of postage. A receipt must be obtained
showing the amount of the transferred postage.

\(2\) Field stations are encouraged to use the discounts offered by
USPS, such as the first-class mail presort discount and third-class bulk
mail rates. Stations should follow the guidelines contained in MP-1,
part II, chapter 6, Mail Management, and the USPS DMM.

b\. Dispatch of Regular Mail. Mail dispatched to other VA installations
or government agencies in volume will be dispatched as \"blanket mail.\"
When preaddressed envelopes are used for blanket mail, both large and
small sizes should be available, and the appropriate size used.

\(1\) The USPS can provide better service using automated sorting
equipment if addresses are typewritten or machine printed in dark ink on
a light background using all upper case (capital) letters, and if all
punctuation is omitted except for the hyphen between the fifth and sixth
digits in the ZIP+4 Code. These standards should be followed to the
extent possible, particularly for computer-generated letters.

Example:

MR JOHN Q BROWN

123 S CENTER AVE

YORK PA 17403-5213

\(2\) To protect mail against loss or damage, ensure that envelopes are
large enough to hold the material without putting a strain on the seams,
and that packages are reinforced with corrugated paper, if required. As
an added precaution, gummed tape should be applied over flaps of
envelopes and packages.

\(3\) Envelopes or packages containing both blanket mail and veterans\'
records will be noted to show the legend \"MIXED MAIL.\"

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Change 87

\(4\) Envelopes or packages containing only veterans\' folders destined
for Central Office will be noted to show the legend \"CLAIMS FOLDERS\"
and will be addressed to Department of Veterans Affairs Central Office
(031B2), 810 Vermont Avenue, NW, Washington, DC 20420-0002.

\(5\) The use of USPS priority mail envelopes, boxes, or tape (provided
free of charge from USPS) should be used for mailing individual claims
folders to other stations, or Central Office. This includes parcels
containing veterans\' records (claims and related folders) weighing more
than 11 ounces, but less than 70 pounds, and veterans\' records sent to
Central Office for statistical quality reviews.

\(6\) ZIP codes will be shown in the addresses of all official mailings
to include the use of ZIP+4 and ZIP+4+2 where possible.

\(7\) Blanket mail will be dispatched daily, preferably during the
latter part of the day.

\(8\) Operating elements will route claims and DEA folders ready for
transfer to the Mail activity with copy 1 of VA Form 7216a, Request for
and/or Notice of Transfer of Veterans Records. The Mail activity will
stamp the date the folder is mailed in item 18 of copy 1 of VA Form
7216a.

\(9\) X-ray film small enough to fit inside the claims folders will be
shipped enclosed in the X-ray film storage envelope inside the claims
folder. X-ray film too large to fit inside a claims folder will be
securely wrapped to avoid damage in transit and dispatched separately.
The storage envelope will not be used as a mailing envelope. Each film
or set of film, whether associated with records or in bundles (such as
blanket mail), must be sealed in separate storage envelopes and labeled
to show the veteran\'s name and file number and/or insurance number.

c\. Dispatch of Registered Mail. The use of registered mail will be
confined to the limitations imposed by MP-1, part II, chapter 6. When
registered mail is used:

\(1\) PS Form 3877, Firm Mailing Book for Registered, Insured, C.O.D.,
Certified and Express Mail, or equivalent, will be properly completed
prior to delivery of registered mail to the postal service. Receipted
copies of PS Form 3877 will be retained in the mailing activity for
disposal in accordance with RCS VB-l, part I, item No. 03-038.002.

\(2\) The use of registered and certified mail with return receipt
requested is not authorized for mailings to other VA installations or
government agencies, except as required by law. For other mailings,
return receipts will be restricted to those instances in which records
of signature of the recipient of the registered item is considered to
have legal significance.

\(3\) Blanket registered mail will be used whenever more than one item
is dispatched to the same addressee.

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d\. Dispatch of Other Special Mail. The use of special delivery,
international mail, registered mail, certified mail, and parcel post
will be as prescribed in MP-1, part II, chapter 6, with the following
exceptions:

\(1\) \"Restricted delivery\" will not be requested when certified mail
is dispatched to other VA installations or Government agencies. In other
instances, restricted delivery will be limited to cases in which the
record of the signature of the recipient of certified item is deemed to
be necessary for legal purposes or as otherwise determined by the
Director. The boxes on PS Form 3811, Domestic Return Receipt, will not
be checked prior to its release with letters of disallowance or
disagreement and notices of matured endowments. Returned receipts
bearing the signature of another person signing on behalf of the
addressee will be acceptable.

\(2\) When it is required that veterans records (claims, insurance, or
related records) be transmitted by certified mail, the VA Form 3029,
Transfer of Veteran\'s Miscellaneous Records, or VA Form 7216a series
accompanying the records will be stamped with the certified number. A
copy will be retained as the record of transmittal.

\(3\) To promptly identify PS Form 3811, the veteran\'s name, file, or
insurance number and mail routing symbol of the originating element will
be typed in the upper margin of the form.

e\. Dispatch of Overnight Mail.

\(1\) The use of overnight mail service is limited to the government
express small package contract carrier. In locations where contract
service is not available, field stations may use existing carrier
services until the contract carrier establishes service for their
respective locations. Cost reimbursable contractors may use the
government contract carrier. Payments for all government contract
services are to be budgeted for, and paid by, individual field stations.
While the contract carrier offers insurance at additional cost, field
stations are reminded that the Government self-insures and insurance
will not be purchased.

\(2\) A group of federal civil and criminal laws collectively known as
the Private Express Statutes has generally conferred on the USPS the
exclusive right to carry letters for others over post routes. The Postal
Service has suspended the statues under certain conditions. One of these
is the suspension for \"Extremely Urgent Letters\".

\(a\) If the value or usefulness of a letter would be lost or greatly
diminished were the letter not delivered under the following conditions,
then the letter is considered \"extremely urgent\" and may be shipped by
the contract carrier under the express small package contract.

[1]{.underline}. Letters dispatched before 12:00 noon to destinations of
less than 50 miles must be delivered within 6 hours or before close of
the addressee\'s normal business day, whichever is later.

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[2]{.underline}. Letters dispatched after 12:00 noon to destinations of
less than 50 miles must be delivered before 10:00 a.m. of the
addressee\'s next business day.

[3]{.underline}. Letters dispatched for destinations greater than 50
miles must be delivered within 12 hours or by 12:00 noon of the
addressee\'s next business day.

\(b\) It is conclusively presumed that a letter is \"extremely urgent\"
if the amount paid for carriage under the contract is at least \$3.00 or
twice the applicable U.S. postage for First-Class Mail (including
priority mail), whichever is greater.

\(c\) In addition to the exception for shipping extremely urgent
letters, data processing materials may be shipped as an express small
package when conditions in 39 CFR Parts 320.2 and 320.3 are met. The
term \"data processing\" means electro-mechancial or electronic
processing. The suspension relates to all types of material sent
exclusively for processing which includes recording data by
electro-mechanical or electronic means for further processing as well as
the direct output of data processing when shipped to the office which
originated them. In order to qualify for this suspension, the material
must been the following requirements.

[1]{.underline}. The material must be produced on a recurring basis.

[2]{.underline}. Transmission to or from the data processing sites must
be completed within 12 hours or before noon of the next business day.

[3]{.underline}. Work at the data processing site must begin on the
material within 36 hours of receipt.

\(3\) Field stations shall ensure that all outside covers or containers
of letters are prominently marked with the words \"Extremely Urgent\" or
\"Private Carriage Authorized by Postal Regulations (39 CFR 320.6).\" In
addition, each outside cover shall show the names and addresses of the
contractor, the sender, and the addressee.

\(4\) Field stations should compare costs for USPS Express Mail, UPS,
and government contract carrier. Use of overnight mail on Fridays should
be avoided unless the extremely urgent material must be delivered on
Saturday, in which case there is an additional charge. Letters or
packages weighing less than 2 pounds may be sent by USPS two-day
priority mail at a lower rate than the contract carrier, for less urgent
material.

f\. Dispatch of Mail via Private Carriers.

\(1\) The use of private carriers, in addition to USPS, is permitted
when shipping the following items:

\(a\) Claims folders when they are mailed:

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Change 87

[1]{.underline}. To or retrieved from a storage facility, i.e., VA RPC
or a Federal Records Center;

[2]{.underline}. To a place for destruction;

[3]{.underline}. To a quasi-judicial body, such as the Board of Veterans
Appeals; or

[4]{.underline}. As part of a regional office relocation.

\(b\) All shipments of blank forms to schools, service organizations,
mortgage lenders, real estate brokers, etc.

\(2\) Stations lacking the volume of qualified items to warrant the
expense of automating UPS capabilities should consider the UPS \"book
and stamp system\" for periodic shipments. UPS charges will be paid from
station funds.

\(3\) The use of overnight mail service is limited to the government
express small package contract carrier. In locations where contract
service is not available, field stations may use existing carrier
services until the contract carrier establishes service for their
respective locations. Cost reimbursable contractors may use the
government contract carrier. Payment for all these government contract
services is to be budgeted for and paid by individual field stations.
While the contract carrier offers insurance at additional cost, field
stations are reminded that the Government self-insures, and they will
not purchase insurance.

\(4\) In all instances, field stations should compare costs for USPS
Express Mail, UPS, and government contract carrier. Use the most
cost-effective one when the contract carrier cannot be used.

g\. Mail to Foreign Addresses. Mail to foreign addresses will be as
prescribed in MP-1, part II, chapter 10, paragraph 12, and the
guidelines outlined in appendix A of this chapter.

1.19 CENTRALIZED MESSENGER SERVICE

a\. Administrative activities will provide regularly scheduled messenger
service for the pickup and delivery of mail and records at established
points within the regional office and the offices to which it provides
mail service. The field station will publish a local directive which
contains the schedule for messenger service, folder runs, and procedures
for obtaining special service. The directive will be distributed to all
operating elements.

b\. Regular messenger service will be scheduled to coincide with mail
receipt and dispatch schedules to preclude retention of mail in the mail
room beyond the time required for processing.

c\. Messenger schedules will be planned to provide mail delivery and
pickup following the normal sequence of mail routing through operating
elements. The schedules will be reviewed annually to improve deliveries,
minimize delays, and provide only essential service.

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d\. Special messenger service will be provided as approved by the
Director. Such service should not overlap any scheduled messenger
routes.

e\. Messenger service will stem from the centralized mail distribution
center, but mail sorting en route will be accomplished whenever
practicable.

f\. Pickup and delivery points on messenger routes will be identified by
routing symbols rather than room numbers. The delivery point designation
will be the same as the routing symbol of the organizational element and
be clearly identified as IN, OUT, and INTRAOFFICE.

1.20 RECORDS CONTROL POINTS

In cooperation with operational elements, the Administrative activity
will have established records control points to which veterans records
will be delivered and from which they will be picked up on established
time schedules.

1.21 SECURITY OF MAIL

Regional office employees, especially those in the Mail activity, will
exercise caution and sound judgment to insure protection from
unauthorized release of information and overall security of mail. Mail
messenger carts will not be left unattended in hallways, corridors, or
offices. When it is necessary for a messenger to leave a mail cart, the
messenger should take it into an area occupied by other station
personnel.

1.22 COMPLETION AND RELEASE OF FORM SSA-24 (OR OA-C24) TO SOCIAL
SECURITY

ADMINISTRATION

a\. Processing. Upon receipt, the Mail activity will date stamp Forms
SSA-24 (or OA-C24), Application for Survivors Benefits, and take
necessary action as outlined in subparagraph b below. If a properly
completed Form SSA-24 (or OAC24) is attached to VA Form 21-534,
Application for Dependency and Indemnity Compensation or Death Pension
by Surviving Spouse or Child, or VA Form 21-535, Application for
Dependency and Indemnity Compensation by Parent(s), the material is to
be forwarded to the appropriate operating element to ensure that the
SSA-24 (or OA-C24) bears the correct VA file number.

NOTE: The Manila Regional Office will operate under the special
procedures providing for referrals to the Social Security Administration
activity located in that office.

b\. Release. Properly completed Forms SSA-24 (or OA-C24) will be
transmitted directly to the Social Security Administration by the
Administrative activity. Completion of items on the form to show the
requested evidence is not required.

\(1\) When the social security account number (social security number)
is shown, Form SSA-24 or (OA-C24) will be sent to the appropriate
program service center (see App. B).

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Change 87

\(2\) When the social security account number is unknown, Form SSA-24
(or OA-C24) will be sent to the appropriate district office of the
Social Security Administration (see App. B).

1.23 STATE, CANADIAN PROVINCE, AND TERRITORY ABBREVIATIONS

Stations will use the Postal Service style of two-letter State, Canadian
Province and Territory abbreviations, contained in Appendix C of this
chapter.

1.24 MAILING COST REPORT/WORKSHEET

The guide for completion of VA Form 23-8898, Mailing Cost
Report/Worksheet, RCS 20-0403, is contained in Appendix D of this
chapter.

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Change 90

APPENDIX A

GUIDELINES FOR SENDING MAIL TO ADDRESSEES RESIDING

OUTSIDE THE CONTINENTAL UNITED STATES

1\. Send all correspondence, including computer-generated mail, direct
to addressees residing outside the continental United States via
\"airmail\" including persons living in the following blocked countries:

Cuba

North Korea

This mail, as prescribed in the International Mail Manual, paragraph
145.3, is to be marked with the words PAR AVION on the address side to
the left of the destination address. Post offices will furnish Label
19-A, Par Avion Air Mail, or Label 19-B, Air Mail Par Avion for this
purpose. A second PAR AVION marking or Label 19-A Label 19-B should be
placed on the back of the mail piece.

EXCEPTION: Mail to Hawaii and Alaska should be sent by first-class.

2\. The locality and country will be typed in capital letters on
envelopes to be sent through postal channels to addressees in foreign
countries.

3\. Letters to be sent airmail will be dispatched in regular envelopes
(unless blanket airmail service is to be provided). Affix Label 19\'s to
these envelopes.

4\. There is reasonable doubt that persons living in blocked countries
listed in paragraph 1 will actually receive their mail. The Department
of State will not be able to assist the VA in any way since the United
States has no diplomatic or consular representation with these
countries. Address information will not be requested from blocked
countries.

5\. In all other countries, the Department of State will perform
specific services, such as arranging for physical examinations, field
investigations, performing services in connection with educational
benefits, or for registered mail with return receipt requested.

EXCEPTION: In Canada, these activities are performed by \[Canadian
Department of Veterans Affairs Canada (VAC).\]

a\. A request for State Department services originating at the
Washington Regional Office should be addressed and mailed directly to
the foreign service post having jurisdiction over the locality in which
the beneficiary resides. If the consular jurisdiction is not known, the
correspondence should be sent by blanket mail without individual
envelope to \[Foreign Services Officer (372/001F), VA Regional Office,
1120 Vermont Avenue, NW, Washington, D.C. 20421\], for addressing and
premailing as described in MP-1, part II, chapter 10, paragraph 12.

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M23-1, Part I January 22, 1997

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APPENDIX A

b\. Requests for services in Mexico originating at the Houston Regional
Office should be addressed and mailed directly to the appropriate
foreign service post in Mexico. Requests for services in Canada
originating at the White River Junction VAM&ROC should be addressed and
mailed directly to the \[VAC\].

c\. All requests for State Department services originating at other VBA
field stations should be sent by blanket mail without individual
envelopes to the \[Foreign Service Officer (372/001F), VA Regional
Office, 1120 Vermont Avenue, NW, Washington, DC 20421,\] for addressing
and premailing as described in MP-1, part II, chapter 10, paragraph 12.
These requests may also be transmitted via electronic mail to \[MAIL VBA
WASH FOREIGN.\] Separate instructions for requests for field
examinations are contained in M27-1, part III, paragraph 6.ll.

6\. Special instructions for sending mail to addressees living outside
the continental United States are as follows:

a\. Cuba. Addressees residing in Cuba should be encouraged to correspond
directly with the VA rather than through diplomatic channels provided by
the Swiss Embassy (see pars. 1 and 2).

b\. Mailing Codes. Mailing codes similar to U.S. Zip codes are used by
some foreign countries (e.g., Australia, Canada, Germany, France,
Italy). When sending a letter to an addressee in such a country, include
the mailing code, if known, in the address.

c\. Republic of the Philippines. Correspondence addressed to individuals
or organizations in the Republic of the Philippines may be sent via
airmail directly to the addressee. If the correspondence is such that it
requires handling as registered mail, complete the appropriate U.S.
Postal Service forms and dispatch directly to the addressee.

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March 7, 1994 M23-1, Part I

Change 87

APPENDIX B

ADDRESSES OF SOCIAL SECURITY ADMINISTRATION

PROGRAM SERVICE CENTERS AND DISTRICT OFFICES

a\. Program Service Centers. These centers of the Bureau of Retirement
and Survivors Insurance take final action on claims for social security
benefits and also handle post-adjudicative actions. Although social
security account numbers are composed of nine digits; i.e., grouped as
\"000-00-0000,\" the appropriate Program Service Center (PSC) will be
determined by the first three digits of the social security account
number. Each PSC services cases within a specified range of account
numbers, regardless of the place of residence or the place of death of
the holder of the account number. The mailing address and account number
range of each center is as follows:

PSC and Mailing Address Account Number

Range

NORTHEASTERN PSC 001-134

1 JAMAICA CTR PLZ

JAMAICA NY 11432-3898

MID ATLANTIC PSC 135-222

300 SPRING GARDEN ST 232-236

PHILADELPHIA PA 19123-2932 577-584

596-599

GREAT LAKES PSC 268-302

600 W MADISON ST 316-399

CHICAGO IL 60661-2400 700 Series

SOUTHEASTERN PSC 223-231

2001 12TH AVE N 237-267

BIRMINGHAM AL 35285-0001 400-428

587-595

WESTERN PSC 501-504 516-576

PO Box 2000 586 600-626

RICHMOND CA 94802-1000 646-647 650-653

680 750-751

MID AMERICA PSC 303-315

601 E 12TH ST 429-500

KANSAS CITY MO 64106-2808 505-515

525

585-586

b\. District Offices. The district offices of the Social Security
Administration initiate and develop claims for social security benefits
and prepare awards and disallowances which are submitted to the PSC\'s
for final

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M23-1, Part I March 7, 1994

Change 87

APPENDIX B

approval. These district offices are located throughout the United
States in major cities. When the social security account number is
unknown, each station will forward Forms SSA-24 (or OA-C24) to the
Social Security Administration district office designated by the
Administrative activity. The following criteria will be used to
determine the proper district office:

\(1\) The address for the district office of the Social Security
Administration that is nearest to the VA office will be used. The local
telephone directory should contain this address information.

\(2\) In areas in which there is more than one district office or the
district office is not in the same city as the VA office, the following
addresses will be used:

VA Office Social Security Administration

District Office

CA, Los Angeles 11000 WILSHIRE BLVD

STE 10203

LOS ANGELES CA 90024-3602

CA, San Francisco 10 UNITED NATIONS PLZ

5TH FL

SAN FRANCISCO CA 94102-4910

IL, Chicago 120 SANGAMON

CHICAGO IL 60607-2614

ME, Togus 40 WESTERN AVE

FEDERAL OFFICE BLDG

AUGUSTA ME 04330-6325

MD, Baltimore 500 N CALVERT ST

BALTIMORE MD 21202-3651

MI, Detroit RM 1515

PATRICK V MCNAMARA BLDG

477 MICHIGAN AVE

DETROIT MI 48226-2518

MO, St. Louis RM 50 MID LEVEL

815 OLIVE ST

ST LOUIS MO 63101-1531

MT, Fort Harrison 301 S PARK

DRAWER 10075

HELENA MT 59601-6282

NY, New York City RM 31-120

26 FEDERAL PLZ

NEW YORK NY 10278-0004

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March 7, 1994 M23-1, Part I

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APPENDIX B

VA Office Social Security Administration

District Office

OH, Cleveland RM 793

FEDERAL OFFICE BLDG

1240 E 9TH ST

CLEVELAND OH 44199-2002

PA, Philadelphia 220 W CHELTEN AVE

1ST FL

PHILADELPHIA PA 19144-3803

VT, White River Junction 162 S MAIN

RUTLAND VT 05701-4531

WI, Milwaukee 5452 W FOND DU LAC AVE

MILWAUKEE WI 53218-1349

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March 7, 1994 M23-1, Part I

Change 87

APPENDIX C

STATE, CANADIAN PROVINCE, AND TERRITORY ABBREVIATIONS

United States and Territories

AL Alabama MP Northern Mariana Islands

AK Alaska MT Montana

AZ Arizona NV Nevada

AR Arkansas NE Nebraska

AS American Samoa NH New Hampshire

CA California NJ New Jersey

CO Colorado NM New Mexico

CT Connecticut NY New York

DC District of Columbia NC North Carolina

DE Delaware ND North Dakota

FM Federated States of Micronesia OH Ohio

GA Georgia OK Oklahoma

GU Guam PA Pennsylvania

HI Hawaii PR Puerto Rico

ID Idaho PW Palau Island

IL Illinois RI Rhode Island

IN Indiana SC South Carolina

IA Iowa SD South Dakota

KS Kansas TN Tennessee

KY Kentucky TX Texas

LA Louisiana UT Utah

MH Marshall Islands VT Vermont

ME Maine VA Virginia

MD Maryland VI Virgin Islands

MA Massachusetts WA Washington

MI Michigan WV West Virginia

MN Minnesota WI Wisconsin

MS Mississippi WY Wyoming

MO Missouri CZ Canal Zone

Canadian Provinces

AB Alberta ON Ontario

BC British Columbia PE Prince Edward Island

MB Manitoba PQ Quebec

NB New Brunswick SK Saskatchewan

NF Newfoundland YT Yukon Territory

NT Northwest Territories LB Labrador

NS Nova Scotia

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March 7, 1994 M23-1, Part I

Change 87

APPENDIX D

GUIDE FOR COMPLETION OF VA FORM 23-8898, MAILING COSTS REPORT/WORKSHEET

RCS 20-0403

1\. General. VA Form 23-8898 is used by Central Office personnel to
facilitate the reconciliation of USPS quarterly billings. Field station
Directors should assure the accuracy of the data prior to its being
submitted to Central Office. USPS regulations governing the use of
official (Government) mail meters are contained in the Domestic Mail
Manual (DMM).

a\. The USPS meters used by VBA facilities will be official meters only.
An official meter differs from a commercial meter in that the imprint
made by an official meter must state \"Official Mail\" and \"Penalty for
Private Use \$300.\" Some VBA facilities will also use UPS meters
(registers) which are not governed by USPS regulations.

b\. Instructions for license applications are contained in the DMM,
Module P, paragraph P030. All licenses will be obtained prior to use of
the meters. Application for postage meters must be made by submitting PS
Form 3601-A, Application for a Postage Meter License, to the post office
where the metered mail will be deposited. No fee is charged. On
approval, the postmaster issues licenses.

2\. Meter License Number. Enter the meter license number(s); i.e.,
90000, 90044, found on the PS Form 3601-A, or the PS Form 3602-A, Daily
Record of Meter Register Readings, in the space(s) provided on the form.
The only time a license number should be shown more than once is when a
malfunctioning meter is replaced.

3\. Preparation of Report. The explanation and example that follow refer
to columns of figures on the VA Form 23-8898. The amounts in columns D
and G (end of period\--descending and ascending readings) at the end of
any month should become columns A and F (beginning of
period\--descending and ascending readings) the following month. The
following example should help clarify this point.

a\. At the close of business on August 31, 1988, a station\'s end of
period, descending reading, column D, is \$12,796.54. This amount
represents the amount of postage available for use on September 1, 1988,
and should be the beginning of period, descending reading, column A on
the September 1988 report. Any postage added during August 1988 should
be reported in column B and the sum of columns A and B reported in
column C, total.

b\. The ascending readings, columns F and G, represent a running total
of postage used. Column G, ascending reading, end of period, should
represent the accumulated postage used by the station since the
conversion to metering. If a station had its meter(s) tested prior to
installation and the meters were not cleared before being used by the
station, the amount in column G, may not

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M23-1, Part I March 7, 1994

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APPENDIX D

represent the total amount of meter postage used by the station. In any
event, the amount in column G, at the close of business at the end of
any month will be the ascending reading beginning of period, column F,
the following month if the meter has neither malfunctioned nor
rolled-over.

c\. Compute the difference in columns E and H for each metering device,
using the formula: column E (the sum of column C minus column D) and
column H (the sum of column G minus column F).

d\. UPS Charges Paid. Enter the amount paid.

e\. Number of Pieces of Business Reply Mail. Show the actual number of
business reply mail post cards and envelopes received during the
preceding month.

f\. Spoiled Postage Submitted During Reporting Period. Enter the amount
of refund received from USPS or UPS in the appropriate space.

g\. Presort (Current Period). Self-explanatory.

4\. Reporting Requirements. VA Form 23-8898 will be prepared monthly and
the information inputted to the Distribution of Operational Resources
system no later than the 6th workday following the end of each month.
RCS 20-0403 is assigned to this report.

5\. Disposition of Records. Copies of VA Forms 23-8898 will be
maintained by each activity and destroyed after 1 year in accordance
with Records Control Schedule VB-1, part I, item 13-091.100.

1D-2