USPS Updates PO 603 to update procedures for data collection devices (Scanners)

THE TIMES THEY ARE A-CHANGIN’
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Handbook PO-603 Revision: Data Collection Devices

Effective January 21, 2016, the Postal Service™ is revising Handbook PO-603, Rural Carrier Duties and Responsibilities, to update procedures for data collection devices in Chapters 2, 3, and 4.

Handbook PO-603, Rural Carrier Duties and Responsibilities

2 Office Work of Rural Carriers

24 Undeliverable-as-Addressed Mail Information

242 Procedures for Processing Undeliverable-as-Addressed Mail

242.3 Accountable and Signature Mail

[Revise the second sentence of 242.3 to read as follows:]

***Return accountable mail signed receipts or signature records captured with the data collection device for delivered accountable items found in your mail during the delivery process for which accountability was not established prior to your departure for the route as provided in 431.4.

252.1 Acquiring Accountable Items

[Revise the fifth sentence of 252.1 to read as follows:]

***Return accountable items or signed receipts for items which the customer was unable to sign on the data collection device for any delivered accountable mail you find in your mail during the delivery process for which accountability was not established prior to your departure for the route.

253.1 General

[Revise the text of 253.1 to read as follows:]

As you make delivery, use PS Form 3849, Delivery Notice/Reminder/Receipt, as required for accountable mail.

253.21 Use as Notice or Receipt

[Revise the first sentence of 253.21 to read as follows:]

Use PS Form 3849 (see Exhibit 253.21) as a notice for mail that cannot be delivered on the first attempt or as a delivery receipt for accountable mail for items which the customer could not sign directly on the data collection device.***

253.23 Do Not Use as a Receipt

[Revise the third sentence (in parentheses) of 253.23 to read as follows:]

***(Obtain a receipt for registered COD mail on the COD tag and on PS Form 3849 when the customer is unable to sign directly on the data collection device.)

341.32 Delivery

[Revise items a and b to read as follows:]

a. If addressees indicate that they will pay for the COD parcel, detach the COD tag (PS Form 3816).

b. Deliver the parcel after you have received all funds and the customer has signed on the data collection device. If the customer cannot sign on the data collection device for any reason, use PS Form 3849 to obtain their signature and address. If there is a difference between the amount of the charges shown on the tag and the amount of the package, collect the higher amount. If the money order fee is not correctly stated on the tag, correct the fee and report the error to your Postmaster or supervisor.

341.42 Delivery

[Revise items a, d, and e to read as follows:]

a. Deliver registered articles to anyone authorized to receive mail for the addressee. This person must sign on the data collection device before you may deliver the article. If the person cannot sign on the data collection device for any reason, complete a PS Form 3849. Require identification if the customer is unknown.

d. When a person other than the addressee signs for an article, the person must sign his or her own name on the data collection device. If the customer cannot sign on the data collection device for any reason, complete a PS Form 3849.

e. If PS Form 3849 is used, complete the date of delivery and your signature (see Exhibit 253.21).

341.52 Delivery

[Revise items a, d, and e to read as follows:]

a. Deliver certified articles to anyone authorized to receive mail for the addressee. This person must sign on the data collection device before you may deliver the article. If the person cannot sign on the data collection device for any reason, complete a PS Form 3849. Require identification if the customer is unknown.

d. When persons other than the addressee sign for an article, they must enter their own name on the data collection device.

e. If PS Form 3849 is used, complete the date of delivery and your signature (see Exhibit 253.21).

341.62 Delivery

[Revise the third and fourth sentence of 341.62 to read as follows:]

***This person must sign on the data collection device before you may deliver the article. If the customer cannot sign on the device for any reason, complete PS Form 3849.***

342.22 Signature

[Revise the text of 342.22 to read as follows:]

Use the data collection device to capture the customer signature for Priority Mail Express items. If the customer cannot sign on the device for any reason, complete PS Form 3849. If the waiver of signature option has been requested and the shipment can be delivered to the addressee’s mail receptacle or left in another secure location, follow the handheld scanner waiver of signature procedures.

431.1 Handling

[Revise the introduction of 431.1 to read as follows:]

Give the Postmaster or supervisor, or designee, the data collection device for clearance of delivered articles and for all of the following articles attempted for delivery:

[Revise item c to read as follows:]

c. PS Forms 3849, Delivery Notice/Reminder/Receipt, for items not signed for on the data collection device.

431.2 Clearance

[Revise the text of 431.2 to read as follows:]

The Postmaster or supervisor, or designee, prints a report of articles delivered using the data collection device or clears items with a completed PS Form 3849 listed on PS Form 3867, Accountable Mail Matter Received for Delivery (see Exhibit 431.2).

431.3 Handling

[Revise the text of 431.3 to read as follows:]

Where the use of the PS Form 3883-A, Firm Delivery Receipt, has been authorized, return the original bill (as proof of delivery) and all return receipts for articles listed for clearance when unable to obtain a signature on the data collection device.

432.2 Clearance

[Revise the text of 432.2 to read as follows:]

The Postmaster or supervisor, or designee, clears each item on PS Form 3867 when unable to obtain a signature on the data collection device (see Exhibit 252.21c).

44 Disposition of Signed Forms for Numbered Insured Mail

[Revise the text of 44 to read as follows:]

Give to the clearing employee PS Form 3849 and PS Form 3811 when unable to obtain a signature on the data collection device for numbered insured mail. Where the use of PS Form 3883-A has been authorized, return the original bill (as proof of delivery) and all receipts for articles listed.

Source: Policies, Procedures, and Forms Updates

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