Postage Statement Transition Issues

with one comment

On January 2, the USPS will require new postage statements.  The official USPS position has been that you cannot use the statements prior to the implementation date, but you must do so on the implementation date – even if you are not claiming any rates that are changing.

PROBLEM:  For many companies, these days are holidays and require overtime staffing to update postage statement generation software.
SOLUTION:  USPS, don’t schedule hard-date updates for a holiday!  It puts an undue and unnecessary burden on your customers.

PROBLEM:  By the time the USPS puts out final statements for programming purposes, the window is far too small for mailing software vendors to program, test, educate, and distribue to their customers in any sort of timely fashion.
SOLUTION:  Give vendors 90-180 days from FINAL changes publication to implementation date.

PROBLEM:We brought issues with statement transition up at MTAC in November, and any extension or grace period was flatly refused by the USPS.  Several times.
SOLUTION:  USPS, listen with open ears, establish workable policies, and communicate them to both the field and to the industry well in advance

So now we are days away, with no official communication from the USPS on what options mailers have if they do not have access to the new statements in time.  However, there is a grace period, and a procedure established for those mailers that can’t comply by January 2. Several large mail owners and mailers are aware of it.  Here is unofficially what is being circulated:

– The field BMEUs will be notified to continue accepting the old postage statement from customers that cannot make the change by Jan 2nd, and continue to do so until Jan 28, 2011 if necessary. No exception request will be needed for customers who expect to be capable of producing the new postage statements by Jan 28th.

– The old postage statement covers existing products only and does not include new package products such as Critical Mail and Regional Rate Boxes. Any customer using products that are not included on the old postage statement must complete a hardcopy postage statement for those products until they are capable of producing the new mailing statement.

– The BMEU staff will maintain a questionnaire for each of the customers that continue to use the old statement with the primary purpose of ascertaining when the customer will be able to comply and produce the new postage statements.

– Customers that do not anticipate meeting the Jan 28th cutoff date for accepting the old postage statements will need to request an exception through the normal exception process and the local BMEU will assist with that process.

– No postage statement is created for eVS manifest mailers consequently no process change will be required unless an existing eVS customer is using a new product. Any eVS customer mailing one of the new products available after Jan 2 that cannot complete the new postage statement should work one on one with their Strategic Account Manager or Business Alliance Manager to ensure a seamless acceptance process.

SOLUTION:  A contingency plan for statement changes should have been decided upon in November, and made the standard operating procedure, for now AND for future changes.  Since that wasn’t done, it should be done as soon as possible for future reference.  This way both customers and the USPS field will know what to expect, and what to do.  The current “process” is downright silly – nothing but bad customer service, and bad internal communication to the entry units. It would be so easy to NOT repeat this same mistake over and over, that is the most frustrating part about it.  USPS, recognize the need for planning and communication,  and work with your customers so this doesn’t happen again in the future. And for the immediate need – for Pete’s sake, put out an official communication all parties can reference.

In 2011, if the USPS could replace “mandate” with common sense and cooperation even half the time, everyone would be so much better off.

Written by Lisa.Bowes

December 30th, 2010 at 12:07 pm

Posted in USPS

One Response to 'Postage Statement Transition Issues'

Subscribe to comments with RSS or TrackBack to 'Postage Statement Transition Issues'.

  1. Thanks for this important info, Lisa. And thanks to MTAC for trying to get us all a more realistic implementation. You have, as usual, stated the mailing industry perspective very well and I appreciate your keeping us informed about this and other USPS issues in 2010 and for the future.

    Cam Swegman

    30 Dec 10 at 4:04 pm

Leave a Reply