[Code of Federal Regulations]
[Title 41, Volume 3]
[Revised as of July 1, 2003]
From the U.S. Government Printing Office via GPO Access
[CITE: 41CFR102-192.125]

[Page 344-345]
 
           TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT
 
               CHAPTER 102--FEDERAL MANAGEMENT REGULATION
 
PART 102-192--MAIL MANAGEMENT--Table of Contents
 
             Subpart F--Agency Mail Manager Responsibilities
 
Sec. 102-192.125  What are my general responsibilities as an agency mail 
manager?

    In addition to carrying out the responsibilities in Sec. 102-192.50, 
an agency mail manager should:
    (a) Establish written policies and procedures to provide timely and 
cost effective dispatch and delivery of mail;
    (b) Ensure agency-wide awareness and compliance with standards and 
operational procedures established by all service providers used by the 
agency;
    (c) Monitor the agency's mailings and other mail management 
activities, especially expedited mail, mass mailings, mailing lists, and 
couriers, and seek opportunities to implement cost-effective 
improvements and/or to enhance performance of the agency's mission;
    (d) Develop and direct agency programs and plans for proper and 
cost-effective use of transportation, equipment, and supplies used for 
mail;
    (e) Although not required for other than large agencies, develop, 
implement and provide to GSA the agency's annual mail management and 
mail security plan (see subpart C of this part);
    (f) Ensure that facility mail managers receive the training they 
need to perform their assigned duties;
    (g) Ensure that users at the program level receive the training 
needed to reduce, track and budget for their mailing expenses;
    (h) Ensure that expedited mail and couriers are used only when 
authorized by the Private Express Statutes (39 U.S.C. 601-606) and when 
necessary and cost-effective;
    (i) Establish written policies and procedures to minimize personal 
mail in incoming, outgoing, and internal agency mail;
    Note to paragraph (i):
    An agency may decide to accept and process personal mail for 
personnel living on a Federal facility, personnel stationed outside the 
United States, or personnel in other situations who would otherwise 
suffer hardship. Mailing costs associated with filing travel vouchers 
and payment of Government sponsored charge card

[[Page 345]]

billings are considered as ``incidental expenses'' as defined in the 
``Per Diem Allowance'' in the Federal Travel Regulations (41 CFR 300-
3.1).
    (j) Establish and maintain a system that tracks the financial and 
other performance data discussed in Sec.Sec. 102-192.50 and 102-192.100;
    (k) Work with agency executives to ensure that, to the maximum 
practical extent, the person who makes the decision to mail any 
significant number of pieces of mail is the same person who controls the 
funds for postage;
    (l) Work with agency accounting personnel to ensure that financial 
systems show allocations and expenses for postage and all other mail 
costs separately from all other administrative expenses; and
    (m) Ensure that bills from all service providers are reconciled and 
paid on a timely basis.

[67 FR 38897, June 6, 2002, as amended at 67 FR 54132, Aug. 21, 2002]