Operational Memorandum # 18

AACS postage costs are very high!! Certainly, we must have an adequate flow of printed materials, reports, and other papers between our offices and centers. But, too, we must achieve the most efficient and least costly ways of doing that.

Here is what we've done to try to do to work this problem out:

(l) Routing Envelopes - You should have a supply of routing envelopes (entitled "Inter-Department Delivery"). These are to be used for any inter-office transmittals WHENEVER POSSIBLE (That means exactly what it says!), and time constraints relative to our reporting requirements do not prohibit.

Use postage stamps only for non-inter-office mail, when the routing envelopes alternative is not feasible within the above definition, or when your project director or senior line supervisor (such as a component coordinator in Head Start) directs, making certain to note that directive on the postage log.

The county coordinator, center director, head teacher or another senior staff person in each AACS office or center shall be conferred with the responsibility for receiving and coordinating all inter-office transmittals and AACS mailing. There shall be one such person designated in each AACS location; back-up responsibilities shall be arranged in each instance to assure that the procedures are carried out when the designee must be out or is unavailable to carry out these responsibilities.

The routing envelopes should be exchanged between AACS offices as AACS staff travel throughout the service area in the normal conduct of their AACS business. For example, some (often numerous) senior staff person(s) are in the respective AACS offices weekly. On other occasions staff from the counties visit the central office on business. On each such visit there is an opportunity to transmit "mail" and inter-office correspondence and reports without postage.

Seize every such opportunity. In some cases, there is a daily connection. Use these opportunities to conserve AACS postage and maximize the flow of needed materials.

The CSBG (Community Services) County Office/Center in each GRADD county is hereby designated as the central point for AACS inter-office, inter-county transmittals in the Green River Area. In counties where there are multiple offices and/or centers, such as CSBG and Head Start, the designated senior staff in the "satellite" office will contact the CSBG county coordinator and keep him/her advised if there is inter-office, inter-county "mail" to be picked up for delivery. Whenever possible the satellite offices/centers should bring their filled routing envelopes in to the CSBG county coordinator's office for inter-county delivery. The central office has a bulletin board for the purpose of all central office staff posting their out-of-county travel plans. This is done for the purpose of using that travel to accommodate the deliveries to and pick-ups from AACS offices in other counties. This could also be done in other AACS offices/counties for better coordinating the maximum use of the routing envelopes procedure for inter-office, inter-county transmittals.

(2) Postage Stamps Log - There shall be a person designated in each AACS office/center to receive, dispense and record the usage of Agency postage stamps. Generally, it would be the senior staff person in each office/center. All postage stamps received from the central office and used in the conduct of AACS business must be logged. Each office/center will receive a quantity of first class postage ($.32) stamps; other denominations will be available only on request. The senior staff person (County Manager/Coordinator, center director, Head Teacher, or other designated person) in each office/center will be responsible for the control, dispensing, and requisitioning of all postage. In the central office, the Purchasing and Property Manager will handle all central office mailing and postage requests.

The postage log must be maintained and updated as all postage is received and/or used. Examples are given on the attached log for the entries required. The county/center coordinators will submit the log(s) with their end-of-the-month reports (by the 5th of the month following) to the central office through their respective supervisors to the Finance Department.

Examples of how to complete the log are given on the form. This was reviewed at a General Staff Meeting. The program codes to be used are the same as those two digit codes used to designate AACS programs on the AACS time sheets. The AACS line supervisors and fiscal department will monitor the logs. This is the means through which the postage charges will be allocated to the respective programs based on actual usage, except for such instances where this is not feasible such as payable where one AACS check may include several AACS programs each paying a share of the total. There will be a monthly and annual auditing of the postage logs; the central office will also maintain logs for central office postage use and the number and value of stamps and the date(s) given to each AACS office/center/program. NO PERSONAL USAGE OF AACS STAMPS WILL BE PERMITTED! I have directed the staff to look closely at our logs and procedures to ensure that this does not occur.

The responsible official in each AACS office/center is charged with the direct responsibility to assure that AACS postage is properly accounted for and that unauthorized use is prevented. He/she shall also be responsible for requisitioning postage stamps for his/her office or center when supplies are low, usually when only 15-20 stamps remain.

(3) Central Office Mailing - There will be no postage stamps in the central office. A postage meter is installed. All outgoing mail is handled, stamped and mailed from the AACS Fiscal Department by the Purchasing and Property Manager. All central office staff are to have their outgoing mail sealed, bundled, labeled by program, ready to be stamped, and delivered to the mail area in the Finance Department by 4:00 p.m. daily.

(4) Take Care Not Over-Post - One first class stamp (e.g., currently a $ .32 stamp) mails one ounce of first class mail. One ounce is about 5-6 sheets of paper and an envelope. Additional ounces of mail, after the first ounce, cost less (e.g., currently $ .23 per second and subsequent ounces) for first class mailing. Thus (at $ .32 and $ .23 for the required ounces of weight), two ounces of first class mail cost $.55, three ounces cost $.78, four ounces cost $1.01, five ounces cost $l.24, and so forth.

A great deal of the flat large mail (manila envelope and bulk mail) and many of the fully stuffed standard envelopes that come to the Central Office from the county offices/centers have far too much postage on them. (And the Post Office gives no refunds. It's just wasted postage!) Very little mail comes in "postage due." If you can, take the bulkier items to the Post Office and have them weighed. If you (the designated mailer only in each AACS center/office) have an out-of-pocket expense, get an itemized receipt and forward it with your monthly postage log and you will be reimbursed.

Too, if you have several light-weight (single or double sheets) items going to the same address, do not put single first-class stamps on each envelope. You may be able to combine them into another envelope and mail two to three for the price of one. Finally, if you have to mail larger items into the central office (only) and you lack the postage or the exact denomination(s), you may mail it postage due if you put a single first-class stamp on it. However, please avoid this when other avenues are available to post the article with the correct postage, and never use this approach when mail must be delivered promptly; this can delay the mail as much as several days.

(5) Requisitioning Postage, Reimbursements - Use judgment and forethought in planning your postage requisition. Do not plan to keep or acquire large supplies of postage stamps. This is precisely what we are endeavoring to control.

Forward your requisition for postage through your normal channel (your line supervisor, project director, or through whomever you presently request goods and services) for review and forwarding to the Purchasing and Property Manager -- now also postage and mailing -- for processing. Whenever possible, send your requisition in with your monthly postage log. Exceptions can be made, but we want the system to work much like a petty cash system.

We need your backup documentation to support the postage expenditures and stamp purchases.

This is a statement of our ideas on improving our system and controlling postage cost. Please give me your ideas as to improving the procedures. hank you for your understanding and cooperation.

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