Access Mail – A USPS Approved Combined Mailer
The USPS Option 4 program allows Access Mail to enter mail metered in other cities at the SCF Postal facility located in Tampa, without any customer-applied drop shipment markings.
Under this program, we must be sure that all our clients are aware that their mail is being dropped at the Tampa SCF facility. This procedure should not in any way affect your mail; it is only an approval process required by the Postal Service. Although USPS delivery standards will not be altered, the Postal Service has required us to state that “the consolidation of your mail may influence delivery performance.” For us to fully comply with the USPS requirements allowing us to do this, we must have your current meter number. This is the number that prints under your postage and city-state information. If you change meters for any reason, please let us know immediately. In order to keep our Option 4 valid, we must provide the USPS with our clients’ current and correct meter listings on a daily basis.
From the USPS DMM 705.18.6: Advanced Preparation and Special Postage Payment Systems: Option 4
18.6 Option 4: Consolidated Drop Shipment Without Endorsement
18.6.1 General
A mailer presenting a consolidated mailing may apply to collect metered mail bearing postage from meters licensed at different post offices and consolidate that mail for mailing (entry and deposit) at other entry post offices, subject to the conditions and limitations in 18.6. All conditions for presenting presort mailings must be met as applicable for the class of mail. All applicable conditions under 604.9.4, Value Added Refunds, and 5.0 First Class Mail or Standard Mail Mailings With Different Payment Methods, must also be met.
18.6.2 Barcoded and Nonbarcoded Portions
The majority of the mail consolidated for entry under Option 4 must be prepared in a single mailing (with a single postage statement) in which all pieces, regardless of rate claimed, have the correct barcode (ZIP+4 for flats, delivery point for letters and cards) and are physically compatible with automated mail processing equipment. The entry post office may reject a mailing if all pieces do not have the correct barcode. A minor portion of the consolidated mail may be prepared as a second, separate mailing (with its own postage statement) in which the pieces do not bear the correct barcode (or are not compatible with automated processing equipment) but do meet the standards that apply to the rates claimed.
18.6.3 Service Objective
When a mailpiece is part of a consolidated mailing, the service objective that applies must be the same as or better than that which would have applied had the piece been entered at the licensing post office. As part of the application, documentation must be provided by the mailer to show compliance with this standard to USPS satisfaction. (Typical documentation lists the service objective that applies to each pair of origin/destination 3-digit ZIP Codes in the consolidated mailing, both if entered at the licensing post office and if entered as authorized under Option 4.)
18.6.4 Information
An application under Option 4 must be submitted by the mailer (i.e., the party to present the consolidated mailing to the USPS). The information in 18.2, Authorization, must be provided for each post office at which mail is to be entered under Option 4. The application must also detail: the meter licensees whose mail is to be consolidated and the serial numbers of each licensee's meters; the mailer's method of sortation, documentation, and quality control; and the mailer's procedures for ensuring that all pieces in the consolidated mailing are entered to meet or exceed the service objectives for the place of origin.
18.6.5 Notice to Licensees
After receiving the authorization notice, the mailer must give written notice to each licensee whose mail is to be consolidated under the authorization. The mailer's notice must include a copy of the authorization, a full explanation of preparation requirements, and a reminder that consolidation of their mail can adversely affect service. The mailer must give copies of each licensee notice to the entry office and licensing office postmasters.
18.6.6 Additional Standards
Metered mail deposited under Option 4 must be prepared in segments for entry at postal facilities according to schemes and schedules provided by the USPS. Further, each segment must be prepared for dispatch without additional postal processing or handling, and deposited at places and times specified by the USPS. The USPS may stipulate preparation beyond that required to qualify for the rate paid for the mail. Failure to meet these standards can lead to revocation of the authorization.
18.6.7 Transportation
The mailer must provide transportation for the consolidated mailing, unless the USPS provides plant load service.
18.6.8 Endorsement
A drop shipment endorsement is not required on pieces mailed under Option 4.
18.6.9 Preparation
The preparation and documentation standards that apply to the rates claimed in the mailing remain unaffected by entry under Option 4.
18.6.10 Consolidation
Mail collected from licensees for mailing under Option 4 may not be further collected or consolidated by any other mailer or consolidator.
18.6.11 Documentation
The mailer/consolidator must keep documentation supporting each consolidated mailing, including the volume collected from each meter licensee, for at least 1 year from the date of mailing, and make it available for postal inspection on request.