604 Postage Payment Methods
1.0 Stamps
1.1 Postage Stamp Denominations
1.2 Postage Stamps Valid for Use
All postage stamps issued by the United States since 1860, unless listed in 1.3, are valid for postage from any point in the United States or from any other place where U.S. Mail service operates. Precanceled stamps may be used to pay regular postage and fees for extra services if the mailpiece is endorsed under the standards for the class of mail and service requested. Precanceled postage may be used only by permit holders authorized under 3.0. Unless excepted by standard, the total postage affixed must equal at least the postage charge for the class of the mail and, if applicable, the fee for the extra service requested. All nondenominated postage and makeup rate stamps, including official mail stamps, are valid at the original rates of issue. [P022.2.1]
1.3 Postage Stamps Invalid for Use
The following are not valid to pay postage for U.S. domestic or U.S.‑originated international mail:
a. Postage due, special delivery, special handling, and Certified Mail stamps.
c. United Nations stamps, unless on mail deposited at the United Nations, NY.
d. U.S. stamps that are mutilated or defaced; cut from stamped envelopes, aerogrammes, or stamped cards; covered or coated in such a manner that canceling or defacing marks cannot be printed onto the stamps; or overprinted with an unauthorized design, message, or other marking.
e. Nonpostage stamps, such as migratory‑bird hunting and conservation stamps, U.S. saving and thrift stamps. [P022.2.2]
1.4 Imitations of Stamps
Matter bearing imitations of postage stamps, in adhesive or printed form, or private seals or stickers resembling a postage stamp in form and design, is not acceptable for mailing. [P022.4.1]
1.5 Imitations of Markings
Matter bearing decorative markings and designs, in adhesive or printed form, resembling the markings and designs of official postal services, is not accepted for mailing (see Exhibit 1.5). [P022.4.2]
Exhibit 1.5 Prohibited Imitations 
1.6 Stamp Reproduction
Postmasters may not advise the public about the reproduction of foreign or domestic postage stamps. Such information is available from Stamp Development, USPS Headquarters (see 608.8.0 for address). [P022.3.0]
1.7 Position of Stamp on Mailpiece
Stamps must be affixed firmly in the upper right corner of the address side of the mail cover. Any stamp partly concealed by an overlapping stamp may not be counted as postage. [P022.1.3]
1.8 Reuse of Stamps
Reuse of stamps with intent to cause loss to the government or the USPS is punishable by fine and imprisonment. [P022.1.4]
1.9 Perforating Stamps
Postage stamps may be marked with perforation holes. The mark may not cover more than 1/4 square inch (1/2 inch by 1/2 inch) of the stamp, and the diameter of the holes may not exceed 1/32 inch. [P022.1.5]
1.10 Special Standards for Semipostal Stamps
Semipostal stamps are subject to the following special conditions:
a. Semipostal stamps are stamps sold for a price that exceeds the postage value of the stamp. The difference between the price and postage value (also known as the "differential") less an offset for reasonable USPS costs, as determined by the USPS, is contributed to a specific cause. Semipostal stamps are offered for sale for a limited time as provided by law or by the USPS.
b. The following semipostal stamps are available:
1. The Breast Cancer Research semipostal stamp. The difference between the purchase price and the First‑Class Mail nonautomation single‑piece first‑ounce letter rate in effect at the time of purchase constitutes a contribution to breast cancer research and cannot be used to pay postage. Funds (net of reasonable USPS costs) raised in connection with the Breast Cancer Research semipostal stamp are transferred to the Department of Defense and the National Institutes of Health.
2. The Stop Family Violence semipostal stamp. The difference between the purchase price and the First‑Class Mail nonautomation single‑piece first‑ounce letter rate in effect at the time of purchase constitutes a contribution to domestic violence programs and cannot be used to pay postage. Funds (net of reasonable USPS costs) raised in connection with the Stop Family Violence semipostal stamp are transferred to the Department of Health and Human Services.
c. The postage value of each semipostal stamp is the First‑Class Mail nonautomation single‑piece first‑ounce letter rate in 133.1.5, Rates for Letters, Flats, and Parcels, that is in effect at the time of purchase. Additional postage must be affixed to pieces weighing in excess of 1 ounce, pieces subject to the nonmachinable surcharge, or pieces for which extra services have been elected. The postage value of semipostal stamps purchased before any subsequent change in the First‑Class Mail nonautomation single‑piece first‑ounce letter rate is unaffected by any subsequent change in that rate. The purchase price of each semipostal stamp is listed in 1.1. [P022.1.6]
1.11 Paying for Stamps
Payment may be made in U.S. currency. Foreign or mutilated money is not acceptable. The USPS may require payment of the exact amount of the purchase. Checks are acceptable subject to USPS check‑acceptance policy and the assessment of charges to the customer for an uncollectible check returned by the bank. The customer must use a money order or certified check if the amount due is sent by mail. [P022.1.1]
1.12 Seals and Stickers
The nonaddress side of mail may have seals or stickers, if they do not imitate postage stamps and do not have words, numerals, or other markings indicating a value. [P022.4.3]
2.0 Stamped Stationery
2.1 Plain Stamped Envelope
2.1.1 Fee
2.1.2 Availability
Plain stamped envelopes are available at all post offices, except that:
a. Only sizes 6‑3/4 and 10 regular and window envelopes are sold in less than full box lots (a full box contains 500 envelopes).
b. Only nonprofit organizations and political committees authorized to use the Nonprofit Standard Mail rates may buy Nonprofit (precanceled) envelopes. Only full boxes are sold at post offices; only less than box lots are sold at philatelic outlets. [P021.1.1]
2.1.3 Envelope Dimensions
Envelope dimensions, which can vary 1/16 inch, are as follows:
a. Size 6‑3/4: 3‑5/8 by 6‑1/2 inches.
b. Size 10: 4‑1/8 by 9‑1/2 inches.
c. Intermediate sizes (between 6‑3/4 and 10, as determined by surface area in square inches) are not less than 6‑1/2 or more than 9‑1/2 inches long, not less than 3‑5/8 or more than 5 inches high, have a surface area of not more than 39 square inches, and have an aspect ratio (length divided by height) not less than 1.3 or more than 2.5. [P021.1.3]
2.1.4 Window Sizes
Window envelopes are available with these window sizes:
a. The standard window is 1‑1/8 inches high and 4‑3/4 inches wide, and is placed 5/8 inch from the bottom edge of the envelope.
b. In size 6‑3/4 envelopes, the window is 7/8 inch from the left edge; in size 10 envelopes, 1 inch from the left edge.
c. On double window envelopes, the second window (designed for a return address) is 1/2 inch from the top and left edges, and measures 3/4 inch high and 2‑1/2 inches wide.
d. Other window sizes and locations can be produced, if the window size is not more than 1‑1/2 inches high and 5 inches wide, and the window is not less than 3/8 inch from any envelope edge. Windows must allow compliance with general USPS addressing guidelines. [P021.1.2]
2.1.5 Imprinting
Stamped envelopes may be privately imprinted in any style, if at least 3‑1/2 inches of clear space remains at the right end of the address side. [P021.1.4]
2.2 Personalized Stamped Envelopes
2.2.1 Fee
2.2.2 Availability
Personalized envelopes (stamped envelopes imprinted with a return address) are available by mail order only. Customers mail Form 3203, with the full payment (by check or money order) for the envelopes ordered, to Stamp Fulfillment Services (see 608.8.0 for address). [P021.2.1]
2.2.3 Printing Specifications
All printing on personalized envelopes is subject to these specifications:
a. Any line of printing is limited to 47 characters and spaces.
b. The total number of lines is limited to seven.
c. The last two lines of printing must be reserved for the street address or post office box number where mail is to be delivered, and the city, state, and ZIP Code.
d. Stamp Development, USPS Headquarters, must approve any printing not permitted under 2.2.4 through 2.2.6. Requests for nonstandard printing are considered on orders of one million or more identical envelopes. Stamp Development's decision is final.
e. Each envelope must bear a return address printed in uppercase and lowercase letters, with flush left margin, using 8‑point Helvetica type. The firm name or main lines are in bold type. [P021.2.2]
2.2.4 Printed Return Address Standards
The printed return address must include the local address that includes a street address; a post office box number; a rural route and box number; a building name, room number, and street address; or both a street address and post office box number; and the name of the post office or branch post office, state, and either the ZIP+4 or the 5‑digit ZIP Code. The ZIP Code must be correct for the address on the line immediately preceding the city and state. The postmaster determines whether the address is adequate to ensure return of undeliverable mail. [P021.2.3]
2.2.5 Printed Return Address Options
The printed return address may include:
a. The name and title of an individual, or the name of a firm, corporation, institution, association, or society.
b. Descriptive words that represent business or professional names.
c. The branch or department name of a business if necessary to ensure return of undeliverable mail.
d. The telephone number of an individual or group if printed immediately preceding the local address.
e. A brief advertising statement or descriptive phrase following the name or on up to two separate lines. Indecent matter may not appear on wrappers or envelopes (18 USC 1463). [P021.2.4]
2.2.6 Optional Information
The following endorsements and instructions printed in at least 8‑point type may be included as part of the return address:
a. Any ancillary service endorsement under 507.1.1 through 507.1.9 that requests address correction, forwarding, or return appropriate for the intended class of mail (e.g., "Address Service Requested"). The endorsement must appear directly below the return address, separated with a minimum clear space of 1/4 inch.
b. Any sender instruction under 507.1.8, Returning Mail, and 507.3.0, Address Correction Services, that specifies a period for holding mail, not fewer than 3 and not more than 30 days (e.g., "AFTER 5 days RETURN TO"). The instruction must appear directly above the return address. If such an instruction is printed on envelopes at Standard Mail rates, those envelopes must also bear an authorized ancillary service endorsement that provides for return postage. [P021.2.5]
2.2.7 Rejected Envelopes
A customer may reject personalized envelope orders for defective manufacture or mistakes in printing, denomination, size, etc.:
a. If the purchaser's error, only the value of the postage is refunded. Such a refund may be made at a post office or by returning the envelopes to Stamp Fulfillment Services (see 608.8.0 for address). If the customer wants the envelopes replaced instead, the customer must pay the difference between the full selling price of the envelopes and the postage value. The customer must include an explanation for rejecting the envelopes in a request for replacement or refund.
b. If an error is made by the USPS, Stamp Fulfillment Services refunds the total cost of the envelopes. The envelopes must be returned to Stamp Fulfillment Services (see 608.8.0 for address) with an explanation of the error. Only the customer whose name is in the return address, or the customer's representative, may submit rejected personalized envelopes for a refund. Rather than seeking a refund, the customer may request that the envelopes be replaced. [P021.2.6]
2.3 Other Stationery
2.3.1 Stamped Cards
Stamped cards are available as single stamped cards, double (reply) stamped cards, and in sheets of 40 for customer imprinting. Single and double stamped cards are 3‑1/2 inches high by 5‑1/2 inches long. Sheets must be cut to this size so that the stamp is in the upper right corner of each card. The USPS does not offer personalized stamped cards (cards imprinted with a return address). [P021.3.1]
2.3.2 Fee for Stamped Cards
2.3.3 Aerogramme
Aerogrammes (airletter sheets) are available for use in international mail. [P021.3.2]
2.3.4 Validity of Postal Stationery
All stamped envelopes, stamped cards (formerly called postal cards), and aerogrammes issued by the United States since 1873 are valid for postage from any point in the United States or from any other place where U.S. domestic mail service operates, under the same conditions as for postage stamps in 1.0. [P021.4.0]
3.0 Precanceled Stamps
3.1 General Information
3.1.1 Definition
Precanceling is the cancelation of adhesive postage stamps, stamped envelopes, or stamped cards before mailing. Precanceling may be done by the USPS or by the mailer under a postal permit. Precanceled commemorative stamps are not available. [P023.1.1]
3.1.2 Use of Precanceled Stamps
Precanceled postage is an optional postage payment method for mailings at Presorted and automation First‑Class Mail rates and at all Standard Mail rates. [P023.1.2]
3.1.3 Prohibited Use of Precanceled Stamps
Precanceled postage stamps may not be used on matter mailed in boxes, cases, bags, or other reusable mailing containers. [P023.1.4]
3.1.4 Documentation
Unless excepted by standard, a precanceled stamp mailing must be accompanied by documentation subject to the standards for documentation for each class of mail if the mailing contains nonidentical‑weight pieces or pieces without the full postage at the applicable rate. [P023.1.6]
3.1.5 Amount of Postage
The value of precanceled stamps affixed to each piece in a mailing must be either the exact amount due or another amount permitted by standard. Refunds for overpayment must meet the standards in 10.0, Refunds and Exchanges. [P023.1.5]
3.1.6 Depositing Precanceled Stamp Mailings
Mail bearing precanceled postage must be presented to the post office where the permit is held, at the times and places designated by the postmaster. Mail bearing precanceled postage must not be deposited in street collection boxes. [P023.1.9]
3.1.7 Combining Precanceled Stamps With Other Postage Payment Methods
Precanceled mail may be combined in a mailing with mail paid with other means only if authorized by the USPS. [P023.1.10]
3.1.8 Return Address
Mailpieces with any precanceled imprint must have a complete domestic return address. If the return address is outside the delivery area of the post office of mailing, the mailer must put a cancelation endorsement to the left of the postage showing city, two‑letter state abbreviation, and ZIP Code of the office of mailing; or submit, at the time of mailing, a duplicate of the postage statement and a sample mailpiece, both in an envelope stamped and addressed to the postmaster at the post office shown in the return address; or use the cancelation endorsement "Mailed From ZIP Code" followed by the 5‑digit ZIP Code assigned to the postmaster at the office of mailing. [P023.1.8]
3.1.9 Markings and Endorsements
Whether the mailer or the USPS precanceled the stamps, each mailpiece with precanceled postage must bear markings and endorsements required for the rate claimed or services requested. [P023.1.7]
3.2 Permit to Use Precanceled Stamps
3.2.1 Authorization to Use Precanceled Stamps
A mailer who wants to use USPS‑precanceled stamps and stamped envelopes must complete Form 3615 and file it at the post office where mailings are to be deposited. If an applicant has a completed Form 3615 on file for other services, precanceled authorization is annotated on the existing application. There is no fee for this permit. [P023.2.1]
3.2.2 Revocation of Precanceled Stamp Permit
A permit may be revoked if used in operating any unlawful scheme or enterprise, or for buying or acquiring stamps or mailer's precancel postmarks for other than mailing, or for failing to comply with the format requirement or instructions on Form 3615. The permit holder has 10 days to file a written statement showing why the permit should not be revoked. The manager, customer service support (district), issues the decision on such appeals. [P023.2.2]
3.3 Precancelation of Stamps by USPS
3.3.1 Stamps Precanceled by USPS
Stamps ordered with a precancel imprint have one visible line across their faces. Endorsement stamps precanceled by post offices have two visible parallel lines across the face of each stamp between which the name of the post office of mailing and its two‑letter state abbreviation appear. [P023.1.11]
3.3.2 Using Precanceled Stamps With Rate Designation
Precanceled stamps can be ordered with the rate category preprinted as the precancelation device. These stamps are for matter mailed as part of a qualifying mailing of the rate category shown on the stamps. Mailpieces bearing a rate category precancelation legend must include the return address. If the return address is not within the delivery area of the post office of mailing, the mailer must place a cancelation endorsement on the piece or provide information to the post office shown in the return address. Precanceled stamps with a preprinted rate marking may be used to pay single‑piece postage if the piece bearing the stamps has the correct marking (e.g., "First‑Class MAIL") immediately under the postage. [P023.1.12]
3.4 Precancelation of Stamps by Mailer
3.4.1 Definition of Stamps Precanceled by Mailer
A mailer meeting the standards in 3.4 may precancel adhesive stamps, stamped cards, and stamped envelopes with a mailer's precancel postmark. Stamped cards are precanceled at the time of printing and do not require a mailer's precancel postmark. [P023.1.3]
3.4.2 Authorization to Precancel Stamps
A mailer must request authorization to preprint rate markings on precanceled stamps or to use a precancel postmark on adhesive stamps, stamped cards, and stamped envelopes. The applicant must submit a specimen mailpiece showing the preprinting method or proposed precancel postmark. If more than one preprinted marking is prepared or more than one format is used, a specimen for each must be submitted. Form 3615 must be endorsed "Preprinting of Rate Markings," or "Mailer's Precancel Postmark," or both, as appropriate. The application and format samples must be submitted to the postmaster of the office where the precanceled mailings are to be deposited for approval by the district Business Mail Entry manager. If the application and samples are approved, the applicant receives written notice of approval from the postmaster and a unique permit number assigned by the postmaster. [P023.3.1]
3.4.3 Authorization Conditions
Mailer precancelation is authorized only for the specimen mailpieces submitted and approved. After that, a specimen must be submitted and approved for each new precancel postmark format or preprinted marking to be used. [P023.3.3]
3.4.4 Denial of Authorization to Precancel Stamps
If the application and format samples are not approved by the district Business Mail Entry manager, the applicant receives written notice from the postmaster stating the reasons for the denial and the applicant's appeal rights. The applicant may file a written appeal with the Pricing and Classification Service Center (PCSC). (See 608.8.4, PCSC and District Business Mail Entry Offices Contact Information.) [P023.3.2]
3.4.5 Revocation of Authorization to Precancel Stamps
A permit may be revoked for operating any unlawful scheme or enterprise, for buying or acquiring stamps for other than mailing, or for failing to comply with the required format standards. Within 10 days of receipt of the revocation notice, the permit holder may file a written appeal with the PCSC. (See 608.8.4, PCSC and District Business Mail Entry Offices Contact Information.) The PCSC issues the final agency decision. [P023.3.4]
3.4.6 Design and Content of Mailer's Postmark
The mailer's precancel postmark must contain specific elements:
a. The mailing date (day, month, and year) if used on First‑Class Mail; the month and year of mailing may be shown on Standard Mail.
b. The words "Mailer's Postmark" followed by the permit number and enough lines to deface (cancel) the postage.
c. Either the city, state, and 5‑digit ZIP Code of the post office where the precancel permit is held and the mailing is to be deposited, or the words "Mailed From ZIP Code" followed by the 5‑digit ZIP Code of the mailing office. (If that post office is assigned more than one 5‑digit ZIP Code, the precancel postmark must show the 5‑digit ZIP Code assigned to the postmaster.) [P023.3.5]
3.4.7 Rate Marking
The precancel postmark may include the words or authorized abbreviations of the rate marking required for the rate claimed. Alternatively, if authorized under 3.4.2, the mailer may preprint rate markings required by other standards on adhesive stamps to be used for mailings at the corresponding rates. Such preprinted markings must be in uppercase letters of at least 6‑point type, printed in black indelible ink on the stamp where optimum contrast is possible. A preprinted rate marking applied by the mailer, by itself or with a precancel postmark, must not obscure other printing on the stamp that is part of the USPS design (e.g., "USA"). [P023.3.6]
3.4.8 Cancelation of Stamps
Black ink must be used for cancelation. It must provide enough indelibility and contrast to prevent reuse of the stamps. The precancel permit number must not be obscured by the cancelation. [P023.3.7]
3.4.9 Required Format
A mailer must use one of the Format A designs in Exhibit 3.4.9. Format B may be used only by a mailer previously authorized to do so and who has the necessary die. The only permissible alternative or modification to any format is the addition of a rate marking permitted by 3.4.7. [P023.3.8]
Exhibit 3.4.9 Format for Mailer's Precancel Postmarks 
3.5 Stamp Collectors
Subject to USPS policy in 608.4.0, precanceled postage may be bought for philatelic purposes as well as postage payment. A stamp collector may mail matter bearing precanceled postage if the collector has a permit to use precanceled postage at the post office where the mail is presented. Creating philatelic oddities or precanceling issues or denominations that would not otherwise see legitimate mail use is not permitted. Mail orders must include a stamped, self‑addressed envelope. [P023.4.0]
3.6 Using High Value Stamps
If precanceled postage on a single piece is more than $1, the precanceled stamps must be overprinted or handstamped in black ink with the mailer's initials and the numerical abbreviations of the month and year for use (e.g., "A. B. Co. 9‑78"). These stamps are acceptable on mail during the month shown and through the 10th of the following month. [P023.1.13]
4.0 Postage Meters (Postage Evidencing Systems)
4.1 Basic Information
4.1.1 Definition of Postage Evidencing Systems
Postage evidencing systems are secure postage metering systems that generate indicia imprinted on or affixed to a mailpiece to evidence prepayment of postage. The USPS regulates these systems and their use to protect postal revenue. Only USPS‑authorized manufacturers or product service providers may design, produce, and distribute the systems. Misuse of a postage evidencing system to avoid payment of postage is punishable by law. The major components of a postage evidencing system are:
a. Funds registers and accounting functions to store and maintain financial data. Two funds registers are required:
1. The descending register that records the postage value remaining in the postage evidencing system.
2. The ascending register that increases as postage is printed. This register records the total value of all postage printed during the life of the postage evidencing system unless it is reset to zero by the provider during servicing between customers or when it reaches its maximum limit.
b. Indicia generated by the system to show evidence of postage prepayment on the mailpiece. Indicia are also called "meter stamps" or "metered postage."
c. USPS and provider infrastructure to support user licensing and customer information, ensure proper payment for postage, set and reset the system with postage value, and provide for inventory management. Provider and USPS interface to accomplish these functions. [P030.1.1]
4.1.2 Types of Postal Evidencing Systems
Generation 1 postage evidencing systems use industry‑standard electronic components for managing the registers and accounting for postal funds. Generation 2 postage evidencing systems use a USPS‑approved electronic component called a "postal security device" (PSD) for managing the registers and accounting for postal funds. All PSDs must meet USPS performance criteria and must have a self‑disabling feature that prohibits the printing of postage when specific programmed requirements are not met. For all Generation 2 postage evidencing systems the provider and the USPS infrastructure must interface to support licensing and customer information, ensure proper payment for postage, and provide for inventory management. The systems are categorized as follows:
a. Traditional postage meter—a Generation 1 postage evidencing system:
1. The industry‑standard electronic components used for managing registers and accounting for postal funds may or may not include a self‑disabling feature that prohibits the printing of postage when specific programmed requirements are not met.
2. Indicia are printed either by a letterpress or digital printing process. Letterpress indicia are generated by the impact of a hard, inked printing die on the print surface. Digital indicia are generated electronically and produced on the print surface by a nonimpact technology, such as an ink jet, thermal, or laser printing process.
3. The provider and USPS infrastructure systems for all Generation 1 postage evidencing systems interface to support licensing and customer information and to provide for inventory management. Generation 1 postage meters can be either manually reset (the meter must be physically taken to the USPS) or remotely reset. Remotely reset meters are replacing manually reset meters in accordance with a phased USPS retirement plan. The USPS infrastructure currently supports payment for postage for all Generation 1 postage evidencing systems, both manually reset and remotely reset. The provider infrastructure supports payment for postage for remotely reset meters but does not support payment for postage for manually reset meters.
b. PSD meter—a Generation 2 postage evidencing system:
1. A PSD meter must use a USPS‑approved PSD.
2. The indicia generated by a PSD meter must be digital indicia approved by the USPS.
3. A PSD meter must be reset using an electronic connection between the provider's postage resetting system and the postal registers in the PSD.
c. Information‑based indicia (IBI) meter—a Generation 2 postage evidencing system:
1. An IBI meter must use a USPS‑approved PSD.
2. An IBI meter must generate information‑based indicia. IBI are digital indicia that include human‑readable information and a USPS‑approved two‑dimensional barcode or other USPS‑approved symbology, with a digital signature and other required data fields.
3. An IBI meter must be reset with an electronic connection between the provider's postage resetting system and the postal registers in the PSD.
d. PC Postage system—a Generation 2 postage evidencing system:
1. A PC Postage system must use a USPS‑approved PSD.
2. The indicia generated by a PC Postage system must be IBI.
3. A PC Postage system must be reset with postage value using a personal computer to establish an electronic connection between the provider's postage resetting system and the postal registers in the PSD. The user must employ a personal computer to access critical infrastructure functions. [P030.1.2]
4.1.3 Authorized Providers of Meters
Postage evidencing systems are available only from authorized providers. All postage evidencing systems and PSDs remain the property of the USPS‑authorized provider and are available only through a lease or rental agreement with the provider or its authorized agent. The USPS holds providers responsible for the control, secure operation, distribution, maintenance, inspection, and replacement of postage evidencing systems and PSDs throughout their entire life cycle. The provider is also responsible for the secure disposal or destruction of postage evidencing systems and PSDs at the end of their useful life. The following providers are authorized:
FRANCOTYP‑POSTALIA INC
140 N MITCHELL CT STE 200
ADDISON IL 60101‑5629
800‑341‑6052
www.fp‑usa.com
HASLER Inc
19 FOREST PKWY
SHELTON CT 06484‑6140
800‑243‑6275
www.haslerinc.com
NEOPOST
30955 HUNTWOOD AVE
HAYWARD CA 94544‑7084
800‑624‑7892
www.neopostinc.com
PITNEY BOWES INC
1 ELMCROFT RD
STAMFORD CT 06926‑0700
800‑322‑8000
www.pitneybowes.com
PSI SYSTEMS ENVELOPE MANAGER SOFTWARE
247 HIGH ST
PALO ALTO CA 94301‑1041
800‑576‑3279 x140
www.envmgr.com
STAMPS.COM
3420 OCEAN PARK BLVD STE 1040
SANTA MONICA CA 90405‑3035
www.stamps.com [P030.1.3]
4.1.4 Licensee Agreement
The licensee of a postage evidencing system is the person or entity authorized by the USPS to lease or rent a system. The licensee cannot own a postage evidencing system or PSD and may possess a postage evidencing system only under a valid lease or rental agreement with an approved provider or its agent. The licensee is responsible for the control, maintenance, and use of the postage evidencing system in accordance with USPS regulations. The base or host component of the mailing equipment that supports the postage evidencing system or PSD may be sold, leased, or rented at the discretion of the provider and the customer, in accordance with the product approval as granted by the USPS. [P030.1.4]
4.1.5 Possession of a Postage Evidencing System
No person or entity other than an authorized provider, its authorized agent, the USPS, or a licensee may have a postage evidencing system or PSD in their possession. Any person or entity must immediately surrender a postage evidencing system or PSD to the provider, the provider's agent, or to the USPS upon termination of a lease or rental agreement. [P030.1.5]
4.1.6 Use of a Postage Evidencing System
No person or entity other than an authorized provider may use a postage evidencing system until the provider initializes the system or, where applicable, the USPS sets and seals the system, performs the required validations, and checks the system into service. Once the postage evidencing system is properly in service, it may be used by the licensee or others authorized by the licensee. The licensee is responsible for control and use of the system. [P030.1.6]
4.1.7 Mail Classes Eligible to Use Postage Meters
Postage may be paid by imprinting or affixing indicia generated by a USPS‑approved postage evidencing system on any class of mail except Periodicals. Such mail is called "metered mail" and is entitled to all privileges and subject to all conditions applying to the various classes of mail. [P030.1.7]
4.2 Licensing
4.2.1 Applying for a Meter License
To possess and use a postage evidencing system, the user must apply for and be granted a license by the USPS. A single license allows the licensee to use multiple postage evidencing systems for metered mail deposited in the licensing post office in accordance with 4.10. A postage evidencing system can be licensed to only one post office. The user must submit a separate application, be granted a separate license authorization, and have a separate postage evidencing system for each licensing post office where the user intends to deposit mail. The procedures are as follows:
a. The applicant submits to the provider all data required for the license, including the city, state, and ZIP Code of the licensing post office where the user intends to deposit the metered mail.
b. The provider submits the required information to the USPS electronically.
c. The USPS notifies the provider after granting the license.
d. The USPS can cancel the licensee's authorization to rent or lease postage evidencing systems if an active system is not associated with the license for 60 days or more. The customer must reapply for a license to resume the use of a postage evidencing system. Exceptions may be granted to seasonal users. [P030.2.1]
4.2.2 Licensee Agreement
By applying for a USPS license to rent or lease a postage evidencing system, the applicant agrees that the license may be revoked immediately and the provider notified by the USPS to withdraw the postage evidencing system from service for the following reasons:
a. The postage evidencing system is used in any fraudulent or unlawful scheme or enterprise.
b. The postage evidencing system is not used for 12 consecutive months.
c. The licensee fails to exercise sufficient control of the postage evidencing system or PSD or fails to comply with the regulations for its care or use.
d. The licensee fails to abide by the terms and conditions of the authorized provider's lease or rental agreement.
e. The postage evidencing system or PSD is taken or used outside the United States, its territories or possessions, except as specifically authorized under these regulations by the manager of Postage Technology Management, USPS Headquarters.
f. Mail is deposited at other than the licensing post office (except as permitted under 4.10, Mailings). [P030.2.2]
4.2.3 Refusal to License a User
The USPS notifies both the applicant and the provider in writing when authorization for a license is refused. Any applicant refused authorization may appeal the decision under 4.2.5. The USPS may refuse authorization for a license for the following reasons:
a. The applicant submitted false information on the license application.
b. The applicant violated any regulation regarding the care or use of a PSD, postage evidencing system, or the indicia generated by a system that resulted in the revocation of the applicant's postage meter or postage evidencing system license within 5 years before the date the applicant submitted the application.
c. There is sufficient reason to believe that the applicant will use the postage evidencing system or PSD in violation of USPS regulations. [P030.2.3]
4.2.4 Revocation of a License
The USPS can revoke the user's license when the user does not fulfill the responsibilities for the care and use of a PSD, postage evidencing system, or the indicia generated by a system. The USPS notifies the licensee's provider(s) of the revocation so that the provider(s) can notify the licensee, cancel the lease or rental agreement(s), and withdraw all postage evidencing systems from service. The notification is sent by Certified Mail. Revocation takes effect 10 calendar days after the licensee receives the revocation notice unless, within that time, the licensee appeals the decision under 4.2.5. A license is subject to revocation for the reasons listed in 4.2.2, or if there is probable cause to believe that it will be used in violation of USPS regulations. [P030.2.4]
4.2.5 Appeal Process
An applicant who is refused a license, or a licensee whose license is revoked, may file a written appeal with the manager of Postage Technology Management, USPS Headquarters (see 608.8.0 for address), within 10 calendar days after receiving notification of the decision. [P030.2.5]
4.3 Licensed User's Responsibilities
4.3.1 Signed Lease or Rental Agreement With Financial Agreement for Resetting
The licensee must enter into a lease or rental agreement with the provider that includes provisions for resetting the postage evidencing system with postage and an authorized postage payment process under which the licensee agrees to make payment for postage using a payment method approved by the USPS. The USPS is not a party to the lease or rental agreement but use of a postage evidencing system is subject to the regulations of the USPS and the terms and conditions of the lease or rental agreement and the payment process.[P030.3.1]
4.3.2 Custody of Meter
A postage evidencing system or PSD that is in the possession or custody of a licensee must remain in that user's custody until it is returned to the authorized provider, to its authorized agent, or to the USPS, or is seized by the Postal Inspection Service for violation of federal law. [P030.3.2]
4.3.3 Updating Licensee Information
The licensee must update required license application information with the provider whenever there is any change in the licensee's name, address, telephone number, licensing post office, location of the postage evidencing system, or location of the PSD. The USPS will update the license information based on the receipt of updated information submitted by the provider. [P030.3.3]
4.3.4 Relocation of Licensee
When a licensee notifies the provider of a change of the licensing post office in accordance with 4.3.3, the provider will perform the appropriate accounting functions to withdraw the postage evidencing system from service at the original licensing post office and install it and then reauthorize it for use at the new licensing post office, or issue another postage evidencing system for use at the new location. [P030.3.4]
4.3.5 Required Resetting
All postage evidencing systems must be reset at least once every 3 months. A zero value reset will meet this requirement. [P030.3.5]
4.3.6 Maintaining Records of Transactions
Some postage evidencing systems generate records of transactions relating to indicia creation, funds transfer (including postage value downloads), and system or PSD audits. For postage evidencing systems that do not maintain automated transaction records, licensees are strongly encouraged to maintain their own records of the readings of the ascending and descending registers for each day of operation. Transaction records are important in the validation of requests for refunds in the case of system malfunction. [P030.3.6]
4.3.7 Inspection and Examination of Transaction Records
The licensee must, upon request, make immediately available for examination and audit by the provider or by the USPS any postage evidencing system or PSD in the licensee's possession and any corresponding transaction records. The USPS can perform physical or remote examination of any postage evidencing system or PSD. The licensee must meet the requirements for provider inspections and USPS examinations. All postage evidencing systems are inspected in accordance with the Postage Evidencing Systems Inspection and Examination Schedule below.
4.3.8 Quality Assurance of PC Postage Indicia
Some PC Postage systems print indicia with a printer that may also be used for nonpostal applications. Users of such systems must forward a mailpiece bearing an indicium produced by the postage evidencing system and associated printer to the provider for quality assurance evaluation. The licensee must forward a quality assurance mailpiece to the provider when the system is installed, when there is a change to the printer connected to the system, and at least once every 12 months thereafter, in accordance with provider directions. [P030.3.8]
4.3.9 Labels With Fraud Warning and Serial Number
The licensee must ensure that the fraud warning label placed by the provider on the postage evidencing system or its housing is not removed or destroyed while the postage evidencing system is in the licensee's possession. The fraud warning contains basic reminders on leasing or rental and use of the postage evidencing system, warnings against system tampering or misuse resulting in nonpayment of postage owed, and the penalties for such system misuse. The USPS does not authorize postage evidencing systems for use without this fraud warning. When the postage evidencing system has a serial number or barcode equivalent on the system housing, the user must ensure that neither the serial number nor the barcode is removed or destroyed while the postage evidencing system is in the licensee's possession. [P030.3.9]
4.3.10 USPS Examination of Suspect Postage Evidencing Systems or Postal Security Devices (PSDs)
The USPS may conduct unannounced, on‑site examinations of postage evidencing systems or PSDs reasonably suspected of being manipulated or defective. A postal inspector may immediately withdraw a suspect postage evidencing system or PSD from service for physical and/or laboratory examination. The inspector withdrawing a suspect postage evidencing system or PSD issues the licensee a written acknowledgement of receipt of the item; forwards a copy to the provider; and, if appropriate, assists in obtaining a replacement postage evidencing system or PSD. Unless there is reason to believe that the postage evidencing system or PSD is fraudulently set with postage, existing postage in the postage evidencing system or PSD is refunded to the licensee, in accordance with established refund procedures, when it is withdrawn from service. [P030.3.10]
4.3.11 Defective Postage Evidencing System or Postal Security Device (PSD)
A defective postage evidencing system or PSD is one that is inoperable or inaccurately reflects its proper status. A faulty postage evidencing system or PSD may not be used under any circumstance. The procedures for dealing with a defective system are as follows:
a. The licensee must immediately report any defective postage evidencing system or PSD to the provider.
b. The provider must begin the retrieval process for any defective postage evidencing system or PSD within 2 business days of notification by the licensee.
c. The provider may supply the licensee with a replacement postage evidencing system or PSD unless there is a reasonable basis for suspecting actual or attempted tampering.
d. The provider may not authorize or issue a refund for monies remaining on the faulty postage evidencing system or PSD until the faulty system is in the possession of the provider and has been carefully inspected, and the refund amount has been approved by the manager of Postage Technology Management, USPS Headquarters. [P030.3.11]
4.3.12 Missing Postage Evidencing Systems or PSDs
The licensee must immediately report to the provider the loss or theft of any postage evidencing system or PSD or the recovery of any missing postage evidencing system or PSD. The report must include the system identification number and the date, location, and details of the loss, theft, or recovery. In the case of suspected theft, the licensee must submit a copy of the police report to the provider upon request. The provider will report all details of the incident to the manager of Postage Technology Management, USPS Headquarters, in accordance with established procedures. [P030.3.12]
4.3.13 Returning a Postage Evidencing System or Postal Security Device (PSD)
A licensee in possession of a faulty or retired postage evidencing system or PSD, or a licensed user who no longer plans to keep a postage evidencing system or PSD in their possession for any reason, must return it within 3 business days to the provider to be withdrawn from service. Postage evidencing systems and PSDs must be shipped by Priority Mail with Delivery Confirmation unless the manager of Postage Technology Management, USPS Headquarters, gives written permission to ship by another means or service. [P030.3.13]
4.3.14 Approval for Use of Postage Evidencing Systems at Military Post Offices
A person authorized by the Department of Defense to use the services of an overseas military post office, such as an APO or FPO, can use a USPS‑approved postage evidencing system. For such users, the APO or FPO will be designated as the licensing post office on their user license. These users must deposit the mail prepared with their system at the licensing post office. All USPS policies and regulations regarding postage evidencing systems apply. [P030.3.14]
4.3.15 Approval for Use of Postage Evidencing Systems Outside the United States
The manager of Postage Technology Management, USPS Headquarters (see 608.8.0 for address), must give approval to the provider before the provider may place a postage evidencing system with a licensee who plans to use the system outside the customs territory of the United States to print evidence of U.S. postage. The procedures and conditions are as follows:
a. Licensees must maintain a permanent, established business address in the United States.
b. Postage evidencing systems used in foreign locations may be leased or rented only from those providers who have an authorized dealer or representative in the country where the postage evidencing system is to be located. The only exception is for those PC Postage systems for which the PSD remains in the custody and possession of the provider rather than the licensee.
c. Licensees are subject to all USPS regulations and U.S. statutes pertaining to mail, mail fraud, and misuse of postage evidencing systems.
d. All postage evidencing systems authorized by the USPS for use in foreign locations must have enhanced security features that include remote reset and a self‑disabling feature that prevents printing of postage when specific programmed requirements are not met. Only those systems specifically approved in writing by the manager of Postage Technology Management, USPS Headquarters, may be used outside the customs territory of the United States.
e. Potential users must submit to the provider all data required for a license to lease or rent postage evidencing systems outside the country. The provider will annotate the application to state that it is for the foreign use of a U.S. postage evidencing system and show where the system is to be located. The provider must submit the application to the manager of Postage Technology Management, USPS Headquarters, for review and approval. Once an application is approved and the license authorized, Postage Technology Management will designate the licensing post office and notify the provider and the licensee. The license can be used for multiple postage evidencing systems as long as they all belong to the same user and are licensed at the same post office. Mailers who already have a USPS license to lease or rent postage evidencing systems must apply separately to participate in this program.
f. The provider selected by the licensee must agree in writing to all terms and conditions established by the USPS pertaining to the distribution of U.S. postage evidencing systems outside of the United States. Once the postage evidencing system is installed, the provider must provide the information on system placement directly to the manager of Postage Technology Management, USPS Headquarters.
g. Mail to be metered must be metered with U.S. postage and must be entered at the domestic licensing post office.
h. Postage evidencing systems located outside the United States must be remotely reset at least once every 3 months. A reset for zero postage satisfies this requirement. The Postage Evidencing System Inspection and Examination Schedule in 4.3.7 applies to all systems; however, special circumstances may be invoked to inspect systems placed outside the country more frequently. Failure to make the postage evidencing system available for inspection may result in the revocation of the foreign use license. [P030.3.15]
4.3.16 Updating Address Management System CD‑ROM
For postage evidencing systems designed to access the USPS Address Management System (AMS) CD‑ROM, the licensed user must maintain address quality by ensuring the CD‑ROM is updated at least once every 6 months. [P030.3.16]
4.4 Manually Reset Generation 1 Postage Meters
4.4.1 Initial Setting, Check In, and Installation
All manually reset meters will be taken out of service and replaced by remotely reset meters in accordance with a phased USPS retirement plan. No manually reset meters may be installed. [P030.4.1]
4.4.2 Check Out and Withdrawal
When a manually reset meter is withdrawn from a user, the provider must present the meter and a completed Form 3601‑C to the licensing post office to have the meter checked out of service by the post office where it was regularly set or examined, unless the meter was serviced through the on‑site meter service program described in 4.4.5. The manager of Postage Technology Management, USPS Headquarters, may allow the provider to check out a specifically designated manually reset meter model from service without USPS participation when the provider uses a USPS‑approved process to transfer the postage remaining on the meter directly to a remotely reset meter. The withdrawal process for manually reset meters is completed when the data from Form 3601‑C is transmitted to the appropriate postal information systems. [P030.4.2]
4.4.3 Location of Setting
Except under 4.4.5, a manually reset meter must be set at the licensing post office. Alternative meter setting locations are not allowed. A meter may not be set at a contract postal unit. [P030.4.3]
4.4.4 Paying for Postage Settings
Payment must be made for postage at the time of resetting. Payment may be in cash or by check, USPS‑approved debit card, or money order. Payment is subject to USPS standards and procedures. [P030.4.4]
4.4.5 On‑Site Meter Service Program
The on‑site meter service program, where available, allows qualified USPS employees to set or examine manually reset meters and check them into or out of service at a licensee's place of business within the area served by the licensing post office, or at a facility of the provider or their agent. Only the licensee's meters participating in the on‑site meter service program may be serviced at that location. A fee is charged for each meter set, examined, or checked into or out of service at a licensee's place of business, unless a USPS employee qualified to service meters is regularly assigned to that licensee's location for other postal administrative duties. The licensee must pay applicable postage and on‑site meter service fees in 4.5.7 by check at the time of the meter service for manually reset meters. A fee is charged for each meter examined or checked into or out of service at a facility of the provider or their agent. The provider must pay applicable postage and on‑site meter service fees by check at the time of the meter service. Fees are charged in accordance with 4.5.7. [P030.4.5]
4.4.6 Transfer or Refund of Unused Postage
After USPS verification, unused postage in a manually reset meter checked out of service may be transferred to another of the licensee's meters licensed at the same post office, or the licensee may request a refund. Refunds are granted in accordance with 10.0. [P030.4.6]
4.4.7 Postage Adjustment for a Faulty Meter
To request a postage adjustment for a faulty manually reset meter, the licensee must present to the provider the meter and the licensee's transaction records, if any. After examining a meter to be checked out of service for apparent faulty operation affecting the ascending or descending registers, the provider must report the malfunction to the manager of Postage Technology Management, USPS Headquarters. The report must contain all applicable meter documentation (including the setting history and transaction records, if any) and a recommendation about the appropriate postage adjustment, if any. When the electronic redundant memory data, as examined by the provider, is inconclusive with respect to the appropriate postage adjustment, the provider must include an analysis of the licensee's recent mailing history supporting the recommended postage adjustment, the reason for the memory failure, and the method used to determine the lost register values. At the same time the report is made to the USPS, the provider must notify the licensee of the proposed postage adjustment. A licensee may appeal a postage adjustment to the manager of Postage Technology Management, USPS Headquarters (see 608.8.0 for address), within 60 calendar days of the date that the provider submitted the postage adjustment recommendation to the USPS and notified the user. [P030.4.7]
4.5 Remote Reset Generation 1 Postage Meters
4.5.1 Initial Setting, Check In, and Installation
A remote reset Generation 1 postage meter is checked into service in the presence of a postal employee qualified to check in postage evidencing systems. The meter is checked into service at the licensing post office unless the on‑site meter service program in 4.5.6 is used. The provider must furnish the postal employee with the meter and a completed Form 3601‑C. The check in process for a remote reset Generation 1 postage meter is completed when the required data is transmitted to the appropriate postal information systems, and may be completed concurrently with or prior to installation of the meter at the licensee's location. The manager of Postage Technology Management, USPS Headquarters, may allow the provider to check in a specifically designated meter model without USPS participation when the provider uses a USPS‑approved process in which the information to complete the check in process is captured directly from the postage evidencing system. The installation process for these meters is completed when the provider transmits required data to the appropriate postal information systems. [P030.5.1]