BUSINESS MAIL ACCEPTANCE
COVID-19 CONTINGENCY
Version 8, April 2020
Contents
Business Mail Entry COVID Contingency Plans ....................................................................................................................... 2
Business Mail Entry Closure Contingency .......................................................................................................................... 2
Exception Requests from Mailers ........................................................................................................................................ 3
Communications Support Channel ...................................................................................................................................... 3
Mailer Diversion Requests ................................................................................................................................................... 3
BME Staffing Contingency .................................................................................................................................................. 4
Seamless Mailer .................................................................................................................................................................. 4
Non-Seamless and Seamless Parallel Mailer ...................................................................................................................... 4
eVS Mailers.......................................................................................................................................................................... 4
Detached Mail Unit (DMU) Contingency ........................................................................................................................... 5
Seamless Mailer .................................................................................................................................................................. 5
Non-Seamless and Seamless Parallel Mailer ...................................................................................................................... 5
eVS Mailers.......................................................................................................................................................................... 5
Version 8, April 2020
Business Mail Entry COVID Contingency Plans
Business Mail Entry Closure Contingency
In the event a Business Mail Acceptance facility is temporarily suspended, local and Area management must follow the COOP to
identify a PostalOne! facility to divert customers for mail acceptance. The contingency plan outlined below must be followed.
Suspended facility actions
1. Notify Area of facility suspension of BME Operations, and follow COOP.
2. Manager Business Mail Entry (MBME) works with District Marketing Manager (DMM) and Operations to identify facility that
will accept diverted mail. Days and hours of operation, in addition to facility logistics such as dock space, vehicle access,
transportation, volume and workload accommodations must be considered.
3. MBME and DMM notify all key Internal stakeholders (BSN, local Transportation, Operations)
4. MBME notifies gaining facility of start date of mail acceptance from closing facility.
5. MBME notifies local permit holders and Mail Service Providers (MSPs) of diversion to new facility via phone, email and/or
letter.
6. For any associated Detached Mail Units (DMUs) that are impacted, local management will work with the mailer to
accommodate the verification and acceptance of mail based on available resources.
7. MBME manager posts HQ provided signage at closing facility.
8. MBME completes COVID-19 Survey located on the BMA Share point Survey site: CoVID-19 Diversion Survey
9. MBME must complete the Diversion Request tab on the COVID-19 Diversion Notification Request Log and email it to
HQMailEntry@usps.gov .
10. Mailers at the suspended facility must complete the Job Data tab on the COVID-19 Diversion Notification Request Log which
can be accessed on PostalPro or provided by the MBME. At the end of the month the completed log must be emailed to the
MBME and HQMailEntry@usps.gov . This essential step will assist with assessment mitigation.
Gaining facility actions
1. MBME posts HQ provided signage at gaining facility.
2. MBME directs gaining facility to accept and verify mail as per normal procedures. If additional training or support is needed
for specific verifications, MBME must follow the chain of support channel.
3. Supporting Personnel- MEPT HQ, BAPS, Area CSPA, MSBDMA, DMM and MBME must all be in close communication for any
facility closures to ensure minimal impact on BME customers and USPS operations.
NOTE: When a BMT cannot access a specific finance number in PostalOne! for eDoc, they should contact the MSSC at 1-877-672-
0007. The MRC will access and process the postage statement while the BMT is on the phone and advise which PBV verification is
required. The MRC will log the results prior to finalizing the Postage Statement. For after-hours emergencies, the BMT’s should
follow the Postalone! Outage Contingency.
Area Actions
Assist DMM and MBME with diverting mailers to an alternate BME facility as needed. Work with DMM and MBME to ensure gaining
facility is prepared for additional workload.
Headquarters actions
Send Industry Alert and BMA Advisory alerting customers and internal stakeholders of facility diversions.
Provide training and support as needed at gaining facility.
Work with Areas and Districts to mitigate scorecard assessments and service performance exclusion requests on a case by
case basis that may result from facility diversions.
Keep list of impacted facilities on Service Alerts- will link to BMA Homepage and PostalPro.
Version 8, April 2020
Exception Requests from Mailers
USPS is committed to identify solutions that will allow the continuity of mail acceptance with minimal disruption. BME management
must work with Mailers to offer local exceptions or identify solutions:
Mailers with Special Postage Payment Systems that need to be accepted at a different entry location
Metered dates on First-Class mailings that require additional time to prepare or present due to diversion
Identification of Mail Owners in combined mailings where partner mailers will identify mail owners as diverting MSP
Mail with Pre-printed indicia’s that require entry at alternate locations
CASS dates beyond threshold
Assessments
o Move Update
o eInduction
o Full Service
Entry Discounts
Label List
Mailer must request exceptions through the local MBME, and the MBME must complete the Exception Request tab on the COVID-19
Exception Request sheet, and submit it to HQMailEntry@usps.gov with the subject line: COVID 19 Mail Contingency Exception
Request. HQ Mail Entry will provide the MBME and mailer with an approval via email.
Communications Support Channel
To ensure all communication provided is consistent and accurate, all questions and concerns must follow the chain of command as
listed below:
MBME to DMM
MBME/DMM to Area CSPA, MSBDMA
Area CSPA, MSBDMA to BAPS, MEPT HQ
Mailer Diversion Requests
If a mailer requires a change in entry location for business mail acceptance due to their facility closure or if they will transfer mail
preparation and presentation to another mailer, they must complete the COVID-19 Diversion Notification Request Log and submit to
MBME and email to HQMailentry@usps.gov. MBME should advise mailer to follow the external Business Mail Entry COVID-19
Impact Contingency Plan in addition to completing the CoVID-19 Diversion Survey.
Version 8, April 2020
BME Staffing Contingency
BMEU’s with staff insufficient to support normal operations due to COVID-19, must follow the procedures below.
Seamless Mailer
Seamless samplings will be performed if required by PBV at the time of presentation to the BME as usual. If BME staff is not
available, mail is released to operations. Any non-barcoded mail, or mail requiring manual verifications should follow the Non-
Seamless Mailer instructions.
Non-Seamless and Seamless Parallel Mailer
Mailers present mailings to BME
The number of mailings to be verified is based on the average number of mailings each day (includes mailings presented by
all mailers). Historical data for previous week can be used from the PostalOne! dashboard to determine the daily average.
Total required verifications per day are determined using chart 1 below:
Chart 1
BME will select the jobs that must be presented for verification
In the event PostalOne! requests verifications on other mailings, the BME clerk will override the verifications using the
following reason (Non-performance COVID-19) * This exception is only valid and approved at sites impacted by COVID 19
with reduced staffing or diversions in place.
*Mailer’s not enrolled in eInduction must present all drop shipment mailings to the BME for verification and completion of 8125’s
and/or 8017’s.
**If the above referenced solutions cannot be met, the MBME and Area CSPA/MSBDME must contact their Business Acceptance
Performance Specialist for further instructions.
eVS Mailers
For DMUs that cannot be accessed with eVS which require 70 samples to be collected per week, the USPS will collect samples
through processing operations.
If a content audit is required and clerks cannot access a mailer’s facility due to COVID-19 the MBME must email Lakeisha Koonce at
Lakeisha.L.Koonce@usps.gov and provide the Area, District, and Mailer information.
Total number of
mailings per day
Total number of jobs
Requiring Verification
1 1
2 to 15 2
16 to 25 3
26 to 90 5
91 to 150 8
151 to 280 13
281 to 500 20
501 to 1200 32
Version 8, April 2020
Detached Mail Unit (DMU) Contingency
In the event a mailer’s production or facility cannot be accessed or USPS has insufficient staff available to send to DMU due to
COVID-19; the following procedures will be followed:
Seamless Mailer
Manager Business Mail Entry (MBME) and Supervisor BME (SBME) will coordinate with mailer to perform sampling on origin mail at
the time of induction at the USPS facility. MBME, SBME will determine what time mail will arrive based on FAST appointment to
determine opportunity for sampling. If BME staff is not available, mail is released to operations. Any non-barcoded mail, or mail
requiring manual verifications must be brought to the BME.
Non-Seamless and Seamless Parallel Mailer
Mail must be presented to the BMEU, or mailer and MBME must work to identify alternate location that is mutually agreed upon for
mail verification and acceptance if needed (alternate Mailer’s DMU Facility, alternate Mail Service Provider/Preparer with approved
DMU or BME entry, BME Origin Facility). *If BME entry is not feasible, verifications will be performed as follows:
Mailer provides BME with mailing schedule or other supporting documentation
The number of mailings to be verified will be determined using chart 1 below:
Chart 1
BME will select the jobs that must be presented for verification
In the event the entire mailing cannot be presented (dock space, volume) a production schedule must be used to determine
which portion of the mail must be presented for verification.
For mailings not identified for verification, the BME clerk will override the verifications in PostalOne! using the following
reason (Non-performance COVID-19) * This exception is only valid and approved at sites impacted by COVID 19 with
diversions in place.
*Mailer’s not enrolled in eInduction must present all drop shipment mailings to the BME for verification and completion of 8125’s
and/or 8017’s.
**If the above referenced solutions cannot be met, the MBME and Area CSPA/MSBDME must contact their Business Acceptance
Performance Specialist for further instructions.
eVS Mailers
For DMUs that cannot be accessed with eVS which require 70 samples to be collected per week, the USPS will collect samples
through processing operations.
If a content audit is required and clerks cannot access a mailer’s facility due to COVID-19 the MBME must email Lakeisha Koonce at
Lakeisha.L.Koonce@usps.gov and provide the Area, District, and Mailer information.
Total number of
mailings per day
Total number of jobs
Requiring Verification
1 1
2 to 15 2
16 to 25 3
26 to 90 5
91 to 150 8
151 to 280 13
281 to 500 20
501 to 1200 32
