FDA h:2250.1 Metered Mail Headquarters Instructions
- August 23, 2024
- FDA
Table of Contents
FDA h2250.1 Metered Mail
Purpose
This Guide sets forth requirements for the metering of outgoing administrative mail at Headquarters locations in order to prepay USPS postage costs.
Background
In order to more accurately assess postage costs and more effectively satisfy USPS audit requirements, FDA through the guidance of DHHS, abolished the system of performing sample mail counts, and implemented a metered mail system. With the installation of metering equipment and the implementation of metered mail, these sample counts are no longer required.
Responsibility
A. The Office of Facilities Engineering and Mission Support Services
(OFEMS) is responsible for analyzing meter equipment needs at FDA locations,
coordinating the purchase of necessary equipment and initial postage required,
and monitoring actual postage expenses from each mailing location in order to
prepare annual postage estimates to the Office of Finance, Budget,
Acquisitions and Planning, DHHS, and USPS.
B. Supervisors of mailroom functions in which a metering system is
located are responsible for ensuring proper usage of the equipment,
maintaining adequate postage on the meter, and submitting postage requests to
the FDA Mail Manager.
C. FDA employees are responsible for utilizing the most economical class
of mailing service that will meet their program mailing requirements.
Procedures
A. All envelopes, mailing labels, and self-mailers must indicate the
Agency name (FDA), name of sender, building, and room number in the upper left
corner as part of the return address. It may be printed, typed, stamped, or
hand-written.
B. D. Existing supplies of penalty indicia envelopes will be used and
overprinted with a meter stamp until depleted. All future orders for envelopes
to stock the PSC Warehouse will be ordered without the “Postage and Fees Paid”
indicia in the upper right-hand corner.
Effective Date
The effective date of this guide is January 25, 2024.
Document History
– SMG h:2250.1, “Metered Mail/Headquarters”
Status (I,R,C)| Date Approved| Location of Change History|
Contact| Approving Official
---|---|---|---|---
Initial| 01/24/2024| N/A| OFEMS| Alan Zawatsky, Director, OFEMS
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