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7. EFFECTIVE DATE. This Instruction is effective on the date of signature.

 

Enclosures

1. References

2. Responsibilities

3. Procedures

Glossary 
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TABLE OF CONTENTS

CHANGE LOG ................................................................................................................ 4

ENCLOSURE 1: REFERENCES..................................................................................... 5

ENCLOSURE 2: RESPONSIBILITIES ............................................................................ 6

Director, Security and Installations ........................................................................................6

Director, ..................................................................................6

Installation Operations Office Site Managers.........................................................................6

NGA Office Mail Manager .....................................................................................................6

Director, Financial Management............................................................................................7

Director, Office of Contract Services .....................................................................................7

Directorate Heads and Agency Element Leads .....................................................................7

ENCLOSURE 3: PROCEDURES.................................................................................... 8

GLOSSARY .................................................................................................................. 11

(b)(3)10 USC 424

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ENCLOSURE 1

REFERENCES

(a) Department of Defense (DoD) Instruction 4525.09, “Military Postal Service (MPS),”

10 July 2018, Change 1, 31 August 2018

(b) DoD Manual 4525.8-M, “DoD Official Mail Manual,” 26 December 2001, 

Incorporating Change 1, 31 August 2018

(c) NGA Instruction 5100.1, “NGA Acquisition Regulation Implementation (NARI),”

13 July 2016, latest Administrative Update

(d) NGA Standard Operating Procedure for Mail Distribution and Mail Security, Mail 

SOP 0001, 27 February 2012

(e) Air Force Materiel Command Instruction 20-102, “Requirements Definition and 

Purchase Instrument Development,” 28 July 2017 changes through 07 January 

2019

(f) US Postal Service Publication 28, “Postal Addressing Standards,”

May 2015
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ENCLOSURE 2

RESPONSIBILITIES

1. Director, Security and Installations (D/SI).

a. Establishes standardized instructions for the management and control of the NGA 

Official Mail Program IAW Reference (a).

b. Designates the Director, SIO (D/SIO), as the Program Manager for the NGA 

Official Mail Program.

2. D/SIO.

a. Manages NGA’s Official Mail Program IAW Reference (a).

b. Provides funding for US Postal Service (USPS) prepaid and penalty postage.

c. Appoints the NGA Official Mail Manager (OMM).

d. Appoints the Assistant Official Mail Manager.

3. SIO Site Managers.

a. Establish procedures and performance measures to monitor and evaluate NGA’s 

Official Mail Program IAW Reference (a).

b. Provide oversight of the NGA OMM.

4. NGA OMM.

a. Develops a mail center five-year plan IAW Reference (b).

b. Coordinates with Directorates to ensure timely, temporary Miscellaneous 

Obligation/Reimbursement Document (MORD) for USPS penalty and prepaid postage 

when a true obligation document is not available.

c. Administers and executes the procedures outlined in this Instruction and its 

references.

d. Assists Directorates with establishing third-party mail service provider accounts at 

NGA-sponsored facilities.

e. Develops and maintains mail stop listings.

f. Establishes security and sustainability plans IAW Reference (b).
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g. Conducts annual mail center inspections IAW Reference (a).

5. Director, Financial Management (D/FM), certifies properly completed MORDs.

6. Director, Office of Contract Services (D/OCS), enters into and administers contracts 

in direct support of the NGA Mail Operations Centers. (Reference (c))

7. Directorate Heads and Agency Element Leads.

a. Coordinate funding for prepaid postage as part of the NGA annual budgeting 

cycle.

b. Coordinate MORDs for USPS penalty and prepaid postage with the NGA OMM 

whenever a true obligation document is not available.

c. Forecast requirements, develop budget, and fund all commercial shipping 

requirements to support their respective NGA mission.

d. Establish, track, and coordinate MORDs for commercial shipping (e.g., FedEx 

Mail, FedEx Freight, FedEx Custom Critical, or Powertrack).

e. Review and approve invoices associated with their commercial shipping accounts

and/or contracts.

f. Use Government Purchase Card under the micro purchase level, or through OCS

above the micro purchase level.

g. Coordinate payment of approved invoices through FM.

h. Establish and fund separate third-party mail service provider accounts (e.g., 

FedEx, DHL) at NGA-sponsored facilities when USPS mail services or other mail 

support services are unavailable to the host agency.

i. Arrange all shipping of geospatial products, except for products distributed by the 

Defense Logistics Agency, and the shipment of equipment for newly acquired 

Information Technology program systems and assets IAW Reference (d).

j. Notify SI Site Management of any address changes caused by reorganization, 

reassignments, or other moves.

k. Report annually to the NGA OMM as required in Enclosure 3, paragraph 8.b(2).
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ENCLOSURE 3

PROCEDURES

1. Packaging. Package mail IAW Reference (b). Select mail containers, such as 

envelopes, boxes, or crates, that best suit the volume of mail to be forwarded, to avoid 

underfilling or overfilling the container.

2. Mail delivery. Deliver all mail, such as postal mail, interoffice mail, or small package 

carrier, to each customer using mail stop codes and service locations. The exceptions 

to this standard are NGA organizations at NGA-sponsored facilities where mail stops 

are not used and mail is delivered to room numbers.

3. Routine mail. Place routine internal mail and outgoing mail in the organization’s mail 

stop box.

4. Controlled mail. Handle all controlled mail, such as registered, classified (up to 

SECRET), or outside the continental United States (OCONUS), through the local mail 

centers, and then forward to the site registry office for processing and delivery. Deliver 

TOP SECRET or compartmented mail directly to the site registry office for processing.

5. Special handling. Affix shipping instructions (NGA Form 5000-2, “Request for 

Shipment or Transmittal of Material/Equipment,” or DD Form 1149, “Requisition and 

Invoice/Shipping Document”; both available at 

on all outgoing mail that requires special 

handling, such as registered, certified, express mail, or merchandise return. Hand carry 

outgoing special handling mail to the local agency mail center for processing.

6. Addressing non-controlled mail. Include complete delivery and return addresses on 

outgoing mail. Remove obvious US Government references from delivery and return 

addresses on all mail that might be serviced by a foreign postal service.

a. Clearly mark mail containers (envelopes and packages) with proper delivery and 

return addresses. The address must include all address elements mandated by the 

postal service(s) that will route the mail. Address samples are provided below in 

paragraphs 6.b through 6.f. Limit addresses to five lines to facilitate automated 

processing IAW Reference (f).

b. Sample delivery address for internal mail:

John Doe, Mail Stop 

or

John Doe, Office Code, Mail Stop 

NOTE: For NGA organizations at NGA-sponsored facilities, the mail address must 

include Agency name/organization symbol, building name, and room number. (NGA-

(b)(3)10 USC § 130e (b)(3) 10 USC 424 (b)(3) 10 USC 
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sponsored facility addresses may be found below or on the SI Home Page: “Facilities”

pull-down menu, scroll to “Mail & Freight,” and locate the “Mail & Freight Related 

Documents” available at 

c. Sample delivery addresses for USPS-originated/destined mail:

Attn: Mail Stop John Doe (Optional)

NGA SPRINGFIELD

7500 GEOINT Drive

Springfield, VA 22150-7500

or

Attn: Office Code, Mail Stop John Doe (Optional)

NGA ARNOLD

3838 Vogel Rd

Arnold, MO 63010-6205

d. Sample return address for USPS-originated/destined mail:

Attn: SIO, Mail Stop 

NGA SPRINGFIELD

7500 GEOINT Drive

Springfield, VA 22150-7500

OFFICIAL BUSINESS

e. Sample delivery/return address for foreign-originated/destined mail:

ATTN: MAIL STOP, JOHN DOE (OPTIONAL)

135 ATLAS ROAD

JUNOURTON

BENDIGO, VICTORIA 3551

AUSTRALIA

f. Sample return address for USPS-originated/foreign-destined mail:

ATTN: MAIL STOP 

7501 HELLER ROAD

SPRINGFIELD, VA 22150-7500

USA

7. Distribution of incoming mail.

a. NCE: Deliver mail to the Remote Inspection Facility for security screening, then 

transport to the NCE Mail Center for sorting and delivery to established mail stops.

(b)(3)10 USC § 130e (b)(3) 10 USC 424 (b)(3) 10 USC 4 (b)(3) 10 USC 424 (b)(3) 10 USC 424
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b. St. Louis: Deliver all mail to Arnold via the Remote Inspection Facility for security 

screening, then:

(1) Sort Arnold mail and deliver to Building 100 for distribution.

(2) Transport 2nd Street mail to the St. Louis mailroom, Building 36; 

sort and deliver to established mail stops.

8. Reporting.

a. NGA OMM.

(1) Prepares USPS Form 1952, “U.S. Postal Service Annual Estimate of 

Anticipated Penalty Mail Usage,” available at

 Submits completed form to the DoD 

Military Postal Service Agency and DoD OMM by 15 October.

(2) Reports annual NGA mail-related expenditures in the Automatic Military 

Postal System (AMPS) by 15 October.

b. Mail Center Managers.

(1) Report computerized meter resetting system meter balances monthly (by the 

end of the first week) to the NGA OMM; “as of” date is the end of the previous month.

(2) Annually report the following to the NGA OMM by 15 November:

(a) Training professional certifications required by AMPS;

(b) Results of annual security and mailroom inspections; and

(c) Small package carrier costs in support of the mail program.

(b)(3)10 USC § 130e (b)(3) 10 USC 424 (b)(3) 10 USC 424
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GLOSSARY

Agency Mail Internal and outgoing mail and packages. (Definition 

developed by NGA for NGA purposes only)

Miscellaneous 

Obligation/ 

Reimbursement 

Document (MORD)

NGA uses AF Form 406, MORD, which is a temporary 

obligating document or, in rare cases, a document in lieu of 

an actual obligating document. It is used to temporarily 

record known obligations or reimbursements when the 

required documents to support the obligation/reimbursable 

transactions are not immediately available. The obligation 

amount may be estimated, and the estimate can be revised 

when the actual obligation amount is known. A MORD is 

used as a financial document placeholder for requirements 

when the transactions must be executed before the actual 

funding document will be recorded prior to the end of a fiscal 

period—e.g., end of year, end of month, or if the document 

is not physically available (held up in electronic 

coordination). MORDs may not be used to set aside or 

reserve funds in the accounting records before an obligation 

occurs. The MORD should be reversed when the actual 

document becomes available.

In logistics applications, MORDs are used to fund the 

government furnished material Unit Repair Cost associated 

with a contract delivery order. For instance, a MORD must 

be used to cover contractor expenses prior to incurring costs 

in excess of the actual awarded amount to prevent potential 

Anti-Deficiency Act (ADA) violations or contractor work 

stoppage. When applicable, MORD amendments must be 

accomplished prior to customer funding expiration.

Refer to Deputy Assistant Secretary of the Air Force for 

Programs (SAF/FMP) Air Force Accounting and Finance 

Office (AFAFO) Processing Miscellaneous 

Obligation/Reimbursement Documents (MORD) Guide, 24 

July 2011, AFMC Financial Management Handbook 

(Financial Management Reference System [FMRS]) August 

2002 Chapter 30–Funding Documents and AFMCI 21-149 

for additional guidance. (Reference (e))

Official Mail DoD business mail with postage and fees paid by 

appropriated funds. (Reference (a))

True Obligation 

Documents

An official document that supports committing obligated 

funding such as invoice, receiving reports, DD Form 448 
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“Military Interdepartmental Purchase Request” (MIPR), DD

Form 448-2 MIPR Acceptance, payment voucher, and 

executed contract obligation documents. (Definition 

developed by NGA for NGA purposes only)