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OFFICIAL MAIL PRE-DEPLOYMENT BRIEF

OFFICIAL MAIL PRE-DEPLOYMENT BRIEF. I NEED HELP !!!!!!!!!. Training For Personnel Who Prepare, Process And Receive OFFICIAL MAIL. Date: 31 JAN 2012. DON and DOD REFERENCE MATERIAL. DOD Official Mail Manual (DOD 4525.8-M) COMNAVREGMIDLANTINST 5218.1 COMNAVREGMIDLANTINST 5218.2

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OFFICIAL MAIL PRE-DEPLOYMENT BRIEF

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  1. OFFICIAL MAIL PRE-DEPLOYMENT BRIEF I NEED HELP !!!!!!!!! Training For Personnel Who Prepare, Process And Receive OFFICIAL MAIL Date: 31 JAN 2012

  2. DON and DOD REFERENCE MATERIAL • DOD Official Mail Manual (DOD 4525.8-M) • COMNAVREGMIDLANTINST 5218.1 • COMNAVREGMIDLANTINST 5218.2 • SECNAVINST 5510.36 • Navy Official Mail Management Instructions (OPNAVINST 5218.7 series) • OPNAVINST 5112.5 series • OPNAVINST 5112.6 series • Department of the Navy Correspondence Manual (SECNAVINST 5216.5 series )

  3. REFERENCE MATERIAL • The following is a list of required publications. Hard copies are required only when access to electronic copies are not available. • U.S. Postal Service publications are available on the Internet under www.usps.com, your ships Post Office should have: • USPS Domestic Mail Manual • USPS International Mail Manual • USPS Postal Bulletin • USPS Poster 123-L or Poster 123-S (Postal Rates & Fees) • USPS Zone Chart

  4. OFFICIAL MAIL METERS • A Postage Meter will not be issued for processing Official Mail for Fleet units. • The commands Official Mail Manager (OMM) will bring all outbound official mail shipments to the ships post office for processing and metering. The OMM will use the Navy Cash (NC) card to pay for official mail transactions at the Post Office. • Each daily transaction will be recorded on the EXCEL workbook provided by the RNMC OMM for tracking commands official mail use. Recorded transactions must match the expenditures for the NC card as provided for through the Merchants report.

  5. POSTAGE REQUEST • When deployed and requesting extra funding for the NC card the following information is required when calling or sending an e-mail. • Provide the EXCEL spreadsheet and Merchants report showing postage usage and current balance on the NC card. • Once the information is received and verified at the RNMC, a DD 1034 will be processed and forwarded to the requesting command OMM via email attachment. Command must then enter the NC card added amount to their EXCEL work book in the appropriate area.

  6. POINTS of CONTACT • When requesting extra postage contact Michael Mattson or Stanley Robinson at the address below: - Michael Mattson 757-444-8482 ext 38 e-mail: michael.mattson@navy.mil - Stanley Robinson 757-444-8482 ext 12 e-mail: stanley.robinson1@navy.mil • The following individual can also be contacted for assistance: - Larry Rapier 757-444-7203 ext 11 e-mail: larry.rapier@navy.mil

  7. STAMP STOCK • RNMC provides funds via a 1034 Form for SURFOR and AIRFOR ship commands OMM NC card for processing official mail at the ships post office while deployed. • Submarines will receive stamps for use while deployed and should adhere to procedures for having stamp stock on hand. • STAMP STOCK ON HAND If any official stamp stock is on-hand you are required to: • Perform a monthly audit (OPNAV Form 5512). • Keep stamps locked up and secured.

  8. RNMC NEWSLETTER PROGRAM • RNMC Newsletter Program allows the originator to forward their newsletter and mailing list by e-mail to RNMC. • Newsletter must be done in Microsoft WORD (4 pgs/8 sides) • Addresses must be done in Microsoft EXCEL • After e-mail is received it is reviewed and if accepted forwarded on to DAPS for printing • Errors preventing the newsletter from being sent to printing will be returned with an explanation to the sender • E-mail sent informing sender; when newsletters received, forwarded to DAPS and the date newsletter mailed • Records of newsletter mailing dates are kept on hand at RNMC • NOTE: U.S. FLEET FORCES COMMAND and TYCOM provide funding for all consumable costs of these items for ships/squadrons (must have an FPO address).

  9. NEWSLETTER PREPARATION • Helpful hints in preparing Newsletters: • Use Arial or Times New Roman fonts • Keep margins at minimum of .5” on all sides • Keep pictures to a minimum and no larger than 4” x 4” • Keep complex graphics to a minimum • Do not use page breaks and page numbers • Do not use headers or footers • Hints in Preparing Address List: • USE capital letters • Format columns for -- Name, Address, City, State, Zip and Country (if applicable) • DO NOT use any punctuations • DO NOT use zip + 4 (for civilian addresses)

  10. NEWSLETTER PROGRAM POINTS of CONTACT • Send e-mail to: kathy.lumsden.ctr@navy.mil and michael.mattson@navy.mil Note: Send both files in one e-mail. Sending e-mail from a ship you may have to send in a zip file or two separate e-mails. • POC’s are: - Michael Mattson 757-444-8482 ext 16 e-mail: michael.mattson@navy.mil • - Kathy Lumsden 757-444-8482 ext 20 • e-mail: kathy.lumsden.ctr@navy.mil

  11. CONTACT PERSONNEL • Need assistance, experiencing problems, have questions? • First contact the LS/PPO in your Ships Post Office • Information available via RNMC web page -- Directions to the Regional Navy Mail Center website: - To access the webpage go to: www.navsup.navy.mil https://www.navsup.navy.mil/ - On the front page look under OUR TEAM select NAVSUP FLC NORFOLK - Once you are on the FLC Norfolk page, select SUPPLY MANAGEMENT - Under Supply Management links select REGIONAL NAVY MAIL CENTER (RNMC) link to go to the web page.

  12. NAVY CASH CARD(NCC) • This program allows admin personnel to process official mail without using a meter. Here’s how it works: 1. OMM will prepare letter describing the postal service and date funds required. 2. RNMC will prepare a SF 1034 (Public Voucher for Purchases and services other than personal). 3. Based on estimated official mail usage will issue $ amount to be loaded accordingly to the Navy Cash Card. 4. OMM will submit Expenditure Log of NCC to RNMC monthly via e-mail. 5. When outgoing OFFICIAL mail is prepared take to post office for processing and use cash card to pay for postage. 6. OMM will secure cash card until next official mailing. 7. Advantages: 1) Don’t have to pick-up or turn in a meter 2) Mobility 3) Easy to secure card and takes up a lot less room.

  13. Expenditure Log (EXCEL WORKBOOK)

  14. Funds RequestPoint of Contact Request for funds send e-mail to the below individuals: TO: michael.mattson@navy.mil ronny.t.dixon@navy.mil stanley.robinson1@navy.mil larry.rapier@navy.mil

  15. REGIONAL NAVY MAIL CENTER ON-LINE • For access to training guides, instructions, links and other information, go online at • RNMC web page -- • Directions to the Regional Navy Mail Center website. • - To access the webpage go to: www.navsup.navy.mil • https://www.navsup.navy.mil/ • - On front page look under OUR TEAM select NAVSUP FLC NORFOLK • - Once you are on the FLC Norfolk page, select SUPPLY MANAGEMENT • - Under Supply Management links select REGIONAL NAVY MAIL CENTER(RNMC) link to go to the web page. • Ensure Official Mail Managers provide their e-mail address to: • michael.mattson@navy.mil

  16. REGIONAL NAVY MAIL CENTER MAIN OFFICE POINTS OF CONTACTS Stanley Robinson Trainer/Postal Advisor 444-8482 (ext 12) Mike Mattson Official Mail Manager 444-8482 (ext 38) Ronny Dixon Admin Officer 444-7203 (ext 14) Larry Rapier Trainer 444-7203 (ext 11)

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