Election Mail Postal Updates

Friday, February 26, 2016

Daniel Bentley

Election Mail Program Manager

Isaac Cronkhite

Manager, Processing Operations

Prat Shah

Specialist, Processing Operations

2016 Election Mail

U.S. Postal Service

Committed to working with Election Officials to ensure

smooth processing

– Continue partnership with state and local Election

Officials

Ensure the needs of military and overseas voters are met

State and local Election Officials

Support State and Local Vote-by-Mail programs

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Agenda

2016 Election Mail Preparation

Key Issues

Postal Service Recommendations

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2016 Election Mail

2016 Election Mail Preparation

Postmaster General and Deputy PMG have made an

organization wide commitment to election officials that

Election Mail is our highest priority

– Cross Functional Election Mail Task Force

– State and local level Election and Political Mail

Coordinators

National webinars for each functional area

Collaborating with National Association of Secretaries of

State, National Association of State Election Directors,

Federal Voting Assistance Program, Military Postal

Service Agency, Election Center, Election Assistance

Commission and the Joint Election Officials Liaison

Committee 5

2016 Election Mail

2016 Election Mail Preparation contd.

Establishing Area and District Election Mail Coordinators

– Outreach – (District Managers) Develop and foster

relationships with State and Local Election Officials

Resource alignment – Sales, Mailpiece Design

Analysts, Mailing Prep and Entry, Coordinate

Delivery and Pickup activities

Education

– Manage escalations

Identify Issue/Scope

Manage Communications – Report all incidents to

the Election Mail Task Force

ElectionMailProgramManager@usps.gov

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2016 Election Mail

2016 Election Mail Preparation contd.

2016 Official Election Mail™ Program Kit.

– Tag 191 Fact Sheet and Sample Tag

– IMb Tracing® Fact Sheet

– Steps to Creating Your Intelligent Mail® Barcode Fact

Sheet

– Special Procedures APO/FPO Absentee Ballots Fact

Sheet

– Official Election Mail Program: an Overview for

Election Officials Fact Sheet

– Publication 631, Official Election Mail—Graphic

Guidelines and Logos

– Publication 632, State and Local Election Mail—User’s

Guide 7

2016 Election Mail

Key Issues

Service Standards

– First-Class Mail 2-5 business days

– Standard Mail 2-9 business days (Continental US)

Load Leveling

– Impact on Election Mail

Deferred Mail

Impacts from plant consolidations

– Election Mail is sometimes processed in plants across

state lines

Our commitment – Election Mail will be processed

within our Delivery Standards

APO/FPO Address Changes

– USPS will run dual sort plans for the remainder of 2016

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2016 Election Mail

Key Issues contd.

Postmark Issues

– Election officials have indicated illegible or missing

postmarks are an issue

Working with Election Officials to identify scope of

problem

Officials provide physical samples

Samples are reviewed and analyzed by Postal

Operations to determine root cause

Remedial processes are developed and

implemented

– Mailpieces having two postmarks

Round stamp and automated processing

postmarks

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2016 Election Mail

Key Issues contd.

Mail Collection Time

– Impact of mail arriving after collection time

Delivery and Pickup Coordination

– States have varying needs

Know state level regulations regarding Ballot in

Hand and/or Postmark acceptance

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Postal Service Recommendations

Postal Service Recommendations

Voter communication is an essential component of

preventing late ballots

– Election Officials should consider including a voter

notification in the ballot material packet to ensure the

timely delivery of election mail, voters returning ballots

via mail should use the following guidance regarding

the last suggested return by mail date;

Ballot in hand states

5 business days prior to Election Day

Postmark acceptance states

2 business days prior to Election Day

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2016 Election Mail

Postal Service Recommendations contd.

Use letter-size reply envelopes

Board of Elections should use First-Class Mail postage on

outbound absentee or vote by mail ballots

Design reply envelopes to contain:

– Official Election Mail logo

Recommend IMb Tracing® a service

which provides near real-time tracking

information for your automation-compatible

letters and flats

Tag 191 Domestic and International Ballots

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Contacts

Postal Service Recommendations contd.

– Election Mail Coordinators - Support preparation, entry

delivery and pickup planning

www.usps.com/electionmail

– Mailpiece Design Analysts – Support design and

compliance review MDA Support Center at 855-593-

6093 (hours of operation are Monday–Friday, 7 a.m.–5

p.m. CT) or by sending your request by e-mail to

mda@usps.gov. For more information

http://pe.usps.com/mpdesign/mpdfr_intro_all.asp

– Find a Business Mail Entry Unit: Learn where to drop off government and election mail. https://ribbs.usps.gov/locators/find-bme.cfm

– Election Mail Task Force/ Program Manager: ElectionMailProgramManager@usps.gov

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Summary

U.S. Postal Service

Committed to working with Election Officials to ensure

smooth processing

– Continue partnership with Election Officials

Let’s grow Election Mail together

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Thank you!

Questions?

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Appendix

Appendix

2014 Election Cycle Improvements

8 Steps for Mailing Success

Address Hygiene

Intelligent Mail® barcode (IMb)

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Feature First-Class Mail Standard Mail

Open to Inspection No Yes

Service Standard 2-5 2-9

Pricing 39.1 - 49¢* 10.2 – 30.4¢*

Price by the ounce** up to 3.3 oz.

Content Restrictions No Yes

Sortation Yes/No Yes

*2015 Prices

**For presorted First-Class Mail letters, the 2nd ounce is free

Election Mail Postage Options

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Step 3: Applying for Permits

Mailing Permit

Business Reply Mail

Nonprofit

POSTAGE WILL BE PAID BY ADDRESSEE

JAMES STACKRUSS GALLERY LTD476 BROADWAYNEW YORK NY 10013-9991

BUSINESS REPLY MAILFIRST-CLASS MAIL PERMIT NO. 000 WASHINGTON DC

NO POSTAGE NECESSARY

IF MAILEDIN THE

UNITED STATES

First-Class Mail Auto

US Postage Paid

Washington, DC

Permit 423

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Step 4: Envelope Design

Work with Mailpiece Design Analyst (MDA)

Verify ZIP+4 & Barcode

Logo placement

Endorsements

Size, shape, weight

Barcode clearances

Review samples before printing

For assistance with mailpiece design, contact a Mailpiece

Design Analyst (MDA) by calling the MDA Support Center

at 855-593-6093 (hours of operation are Monday – Friday,

7 am-5 pm CT) or by sending your request by e-mail to

mda@usps.gov

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Reply Mail

Business Reply Mail

Permit required

Only pay for returned pieces

Courtesy Reply

No permit required

Voter pays postage

Meter Reply Mail

Permit Reply Mail

POSTAGE WILL BE PAID BY ADDRESSEE

JAMES STACKRUSS GALLERY LTD476 BROADWAYNEW YORK NY 10013-9991

BUSINESS REPLY MAILFIRST-CLASS MAIL PERMIT NO. 000 WASHINGTON DC

NO POSTAGE NECESSARY

IF MAILEDIN THE

UNITED STATES

Elections Officer Street Address Any town State ZIP Code

Elections Officer Street Address Any town State ZIP Code

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Consideration

Caution:

Addresses, numbers

and barcodes printed

on the back of the

Ballot Return

Envelope may cause

the ballot to be

misdirected or

delayed!

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Step 5: Printing

Before artwork is sent to printer:

Finalize design with MDA

Logo

Barcode

FIM

Return address

Legend if needed

Submit pre-production proof

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Step 6: Mailing

Contact Post Office or Business Mail Entry Unit

Obtain equipment

Tag 191 (Ballots Only)

Letter trays, flat tubs, sleeves

Discuss drop off times and procedures

Obtain names and numbers

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Step 7: Receiving Ballots

Contact local Post Office

Consider renting a Post Office Box

Discuss pick-up times and location

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Step 8:Payment Methods

Centralized Account Processing System (CAPS)

– Electronic postage payment system

– Centralized, convenient, cost effective

– https://caps.usps.gov/capsover.asp

Postage Meter

Permit Imprint

Stamps

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Address Hygiene - Does It Matter?

What?

Why?

6060 PRIMACY PKWY STE 101

MEMPHIS TN 38188-3333

IRENE PAYNE 6449 AMBERVIEW CV MEMPHIS TN 38141-8346

RETURN SERVICE REQUESTED

Presorted First-Class

Mail U.S.

POSTAGE PAID

Memphis, TN 38188

Permit No. 1

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Move Update

Undeliverable as Addressed (UAA)

– 6.6 Billion pieces in FY2014

– $1.3 Billion

– More than half Standard Mail®

Effective November 23, 2008

– Discount mailers must use addresses that were

updated within the previous 95 days

(previously 185 days)

– Applies to First-Class Mail® and Standard Mail

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Alternative Methods

(First-Class Mail® Only)

In Limited Circumstances, An Alternate Method to Meet

Move Update Requirement May Be Approved:

Mailer Demonstrates That Their Internal List

Management Maintains Address Quality at 99% or

Greater Accuracy For Change-of-Address

Mailer Demonstrates A Valid Legal Restriction Which

Prevents Changing Customer Address Without Approval

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Legal Restraint – Approval Process

Mailer Submits Letter to NCSC-Memphis Requesting

Authorization Of The Legal Restraint Method

Mailer Provides Valid Legal Statute (Law) That Restricts

Incorporating USPS-supplied COA Information Into Their

Mailing List Without Permission From The Addressees

Mailer Provides Flowchart And/Or Process Description

Of The Move Update Method Used And Customer

Confirmation Process

NCSC-Memphis Will Review Request – Approve/Deny

Request As Warranted

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Legal Restraint – Alternative Method

The authorization lasts for one year. The mailer reapplies for each subsequent year. The reauthorization process is streamlined for quick turnaround.

Best Practices:

– Send confirmation notices every 95 days to those addresses with no response

– Suppress mailings for Moved Left No Address (MLNA), Box Closed No Order (BCNO) and Foreign Moves

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Addressing Products

Coding Accuracy Support System (CASS™) with

– Delivery Point Validation (DPV®)

– Locatable Address Conversion System (LACSLink®)

– SuiteLink®

Address Element Correction (AEC) I & II

National Change of Address Link (NCOALink®)

Address Change Service (ACS™)

To learn more:

https://ribbs.usps.gov/index.cfm?page=address_manage_q

uality

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Intelligent Mail® Barcode (IMB)

Sortation, address correction and

tracking for letters/flats

Best automation prices

– Full Service

– Basic

Benefits

– Piece-level visibility

– Electronic address change

notices (ACS)

Required on all automation-

compatible letter/flat mail

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Intelligent Mail Barcode

IMb Tracing™

IMb Tracing® is a free subscription-based service

Provides real-time tracking information for your

automation-compatible letters and flats, giving advance

notice for both incoming and outgoing mail

Uses Intelligent Mail Barcode (IMb)

– Available for IMb Tracing™ and OneCode ACS

– Ability to track different mailing levels

– Entire mailing can be analyzed

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IMb Tracing™ provides real-time scan data for letters and flats

Customers receive the following data:

1. Facility ID (ZIP)

2. Operation Code

3. Scan Date and Time

4. Routing Code

5. Tracking Code

Data is received in a comma separated file

The file can be pushed or downloaded

IMb Tracing™ Data

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IMb Tracing™ cont.

How do I get started with IMb Tracing™?

To learn more or get started with IMb Tracing™, visit

our website or contact our customer support center

Mail NATIONAL CUSTOMER SUPPORT CENTER UNITED

STATES POSTAL SERVICE

225 N HUMPHREYS BLVD STE 501

MEMPHIS TN 38188-1001

Telephone 800-238-3150

Email IMbTracing@usps.gov

Website

https://mailtracking.usps.com/

IMb Tracing https://ribbs.usps.gov/index.cfm?page=confirm

IMb https://ribbs.usps.gov/index.cfm?page=intellmailmailpieces

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Joint effort by USPS and MPSA in response to Military Overseas Empowerment Act (MOVE)

Military personnel in

APO/FPO/DPO locations can

return absentee ballots via EM

Label 11-DOD

Unique label to be used only

for absentee ballots originating

from overseas military and

diplomatic postal locations by

military personnel

Military Postal Service Agency/U.S. Postal Service:

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Balloting materials for federal elections may be sent without prepayment of postage to and from:

– Member Armed Forces in active service

– Member U.S. Merchant Marine

– Expatriates

– Spouses and dependents of above

Ballots in free Election Mail envelopes, mailed to the United States from overseas Military Post Office, an American Embassy or an American Consulate requires EM Label 11-DOD

Ballots in free Election Mail envelopes, mailed to the United States from abroad through the local mail service, must bear appropriate international postage to cover the transit of the mailpiece to the US, after which it travels free. Without such postage, the ballot will not be delivered to the US

General and Special Elections for federal offices

Military & Overseas Absentee Ballots

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Mailed by or for persons who cannot read or use printed materials

May be opened for postal inspection

Treated as First-Class Mail

Domestic only

No advertising

DMM 703.5 Hare County Election Office 133 Industry LN Forest Hill MD 21050-2124

Free Matter for

the Blind or

Handicapped

John Q. Public

133 Main ST

Forrest Hill, MD 21050-1801

Free Matter for the Blind or Other

Physically Handicapped Persons

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Except for blind or handicapped that can not read printed

materials, active military & U.S. citizens overseas, all

other ballot material must have the correct postage

affixed

Havard County Election Office

133 Industry Ln

Forest Hill MD 21050-2124

John Q. Public

133 Main St

Forest Hill, MD 21050-1801

First-Class Mail

US Postage Paid

Forest Hill, MD

Permit 1234

Domestic Absentee Ballots

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Election Mail Support Daniel Bentley

Program Manager

United States Postal Service

ElectionMailProgramManager@usps.gov

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