DM 902 Prodecures for Handling Registered Postal Bank Remittance

Law links and verification status · Blank forms. Citation links are generated from extracted text; unverified links, image-only pages and incomplete citations require review. Reference-book links open publisher resources, not exact definitions.

PDF page 1

Procedures for Handling Registered Postal Bank Remittance Mail
Handbook DM-902 April 2010
Transmittal Letter
A. Introduction.  Handbook DM-902, Procedures for Handling Registered Postal Bank 
Remittance Mail, has been developed to constitute the official procedures and 
requirements for handling and processing Registered Postal Bank Remittance Mail. 
These policies and procedures have been developed in accordance with the United 
States Postal Inspection Service’s
® national security review of the Postal Service’s 
Registered Mail System. This Next Generation Registered Mail System is in alignment 
with the strategic goals outlined in the Postal Service Strategic Transformation Plan for 
improving security processes, streamlining operations, generating revenue, reducing 
cost, and achieving results with a customer-focused performance-based culture.
The governing regulations for the domestic Registered Mail system are contained in the 
Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 
503.2.0.
These instructions are consistent with the procedures provided in the Handbook DM-
901, Registered Mail, the Administrative Support Manual, and Handbook F-101, Field 
Accounting Procedures.
B. Availability. Handbook DM-902 is available via the Postal Service PolicyNet Web site:
 Go to http://blue.usps.gov.
 In the left-hand column,under “Essential Links,” click PolicyNet.
 Click HBKs.
(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)
C. Comments.
1. Content.  Refer all questions and suggestions about the content of this document to:
PROCESSING OPERATIONS
US POSTAL SERVICE
475 L’ENFANT PLAZ SW
WASHINGTON, DC  20260-6808
2. Clarity.  Refer all questions about the organization of this document and any 
editorial suggestions to:
INFORMATION POLICIES AND PROCEDURES
US POSTAL SERVICE
475 L’ENFANT PLAZ SW
WASHINGTON, DC  20260-6808
Jordan M. Small
Vice President
Network Operations

PDF page 3

April 2010 iii
Contents
1 General Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1-1 Purpose and Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . 1
1-1.1 Governing Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1-1.2 Remittance Dispatch Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1-1.3 Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . 1
1-1.4 Registry Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
2 Procedures for Preparing a Postal Bank Re mittance for Mailing . . . . . . . . . 3
2-1 Closeout Procedures at Retail Units. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2-2 Registered Mail Pouch Dispatch Procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2-2.1 Contents Bill (PS Forms 3854 or 3854-A) at Closeout Units  . . . . . . . . . . . . . . . . . . . . . 4
2-2.2 Procedures for Preparing the Pouch Contents Bill for Registered Mail 
Articles With a Remittance or For Only a Remittance. . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2-2.3 Procedures for Preparing the Pouch Contents Bill for Registered Mail 
Articles Without a Remittance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2-2.4 No Registered Mail Articles and No Remittance (NIL-BILL) . . . . . . . . . . . . . . . . . . . . . . 11
2-3 Securing the Registered Mail Pouch  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
2-3.1 Rotary Lock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . 14
2-3.2 Numbered Tin Band Seal  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
2-3.3 Pouch Slide Label . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . 14
2-4 Preparation and Dispatch of Dispatch  Bill (Driver’s Bill). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
2-4.1 Dispatch Bill  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
2-4.2 Hand-to-Hand Exchange  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2-5 Vestibule Exchange  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . 16
2-5.1 Description  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2-5.2 Picking Up and Signing for Registered Mail Involving a Vestibule Exchange. . . . . . . . . 16
2-5.3 Preparation for Dispatch (HCR Routes With Sealed Trucks)  . . . . . . . . . . . . . . . . . . . . . 17
2-6 Notification of Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3 Platform Operations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
3-1 General Requirements  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . 19
3-1.1 Acceptance of Inbound Registered Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
3-1.2 Verification Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
4 Banking Processing and Dist ribution Center/Facility Section. . . . . . . . . . . . 25
4-1 Registry Employees  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . 25
4-2 Registry Section Clerks  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

PDF page 4

Procedures for Handling Registered Postal Bank Remittance Mail
iv DM-902
4-2.1 Accepting Clerk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . 25
4-2.2 Clerk-in-Charge of the Vault, Safe, or Security Cage . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
4-3 Registry Section Opening Area. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  27
4-3.1 Registry Section Checklist  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 7
4-3.2 Opening Clerk Responsibilit ies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
4-3.3 Processing Registered Mail Pouch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4-4 Repairing Registered Mail Containing a Bank Deposit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
4-5 Consolidating Daily Bank Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1
4-5.1 Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
4-5.2 Discrepancy Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  32
4-6 Processing of Remittances by the Clerk-in-Charge of the Vault, Safe, or 
Security Cage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
4-6.1 Collecting of Remittances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 7
4-6.2 Building the Direct Bank Pouch  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
4-6.2.1 Using the Firm Print Work Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
4-6.2.2 Securing the Direct Bank Pouch to the Vault  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
4-6.2.3 Preparation for the Transfer of Accountability of the Direct Bank 
Pouches Between Tours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
4-6.2.4 Transfer of the Contents of Vault, Safe, or Security Cage  . . . . . . . . . . . . . . . . . . . 40
4-7 Armored Courier Service  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
4-7.1 Direct Armored Courier Services and Other Approved Procedures . . . . . . . . . . . . . . . . 42
4-7.2 Armored Courier Service Pick–Up at P&DC/F  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
4-7.3 Armored Courier Service Delivery to the Bank . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
5 Nonbanking Consolidation Mail  Processing and Distribution 
Centers and Facilities  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
5-1 Registry Employees  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . 47
5-2 Registry Section Clerk  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . 47
5-3 Registry Section Opening Area. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  48
5-3.1 Registry Section Checklist  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 8
5-3.2 Opening Clerk Responsibilit ies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
5-3.3 Processing Registered Mail Pouch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
5-4 Repairing Registered Mail Containing a Deposit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
5-5 Consolidating Daily Bank Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1
5-5.1 Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
5-5.2 Discrepancy Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  52
5-6 Processing of Remittances by the Clerk-in-Charge of the Vault, Safe, or 
Security Cage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
5-6.1 Collecting of Remittances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 2
5-6.2 Building the Direct Bank Pouch and Using the Firm Print Work Station  . . . . . . . . . . . . 53
5-6.3 Preparing the Contents Bill for the Direct Bank Pouch (Numbered Tin 
Band Seal) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
5-6.4 Containerizing Direct Bank Pouch  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
5-6.5 Arrival of the HCR/PVS Driver or Platform Registered Mail Receiver . . . . . . . . . . . . . . . 56

PDF page 5

Contents
April 2010 v
5-6.6 Preparation for Dispatch (Highway Contract Routes With Sealed Trucks). . . . . . . . . . . 57
6 Nonbanking Transfer Point . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
6-1 Offices With a Registry Section  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
6-2 Offices Without a Registry Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
6-2.1 Accepting Clerk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . 59
6-2.2 Consolidation of Pouches and Preparing for Dispatch. . . . . . . . . . . . . . . . . . . . . . . . . . 60
6-2.3 Preparation for Dispatch to the HCR/PVS Driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
6-2.4 Preparation for Dispatch (Highway Contract Routes With Sealed Trucks). . . . . . . . . . . 62
Appendix A — Hold-Up Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
1 Hold-Up Prevention  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . 63
2 Violence Prevention Procedures in Case of  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 
Robbery  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
3 Actions During a Hold-Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4 Actions After a Hold-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
5 Observe and Memorize All Characteristics of the Person Involved . . . . . . . . . . . . . . . . . . . . 65
6 Remember the Description of Vehicle  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

PDF page 7

April 2010 1
1 General Requirements
1-1 Purpose and Instructions
1-1.1 Governing Regulations
The procedures in this handbook constitute the official procedures and 
requirements for handling and processing Registered Postal Bank 
Remittance Mail.
Every Post Office™, station, branch, contract unit, and concentration office 
must submit a Registered Mail™ pouch to a concentration or banking 
processing and distribution center/facility (P&DC/F) each business day. 
Installations must follow the procedures documented in this handbook. This 
handbook also includes instructions for offices that do not submit daily 
postal remittances (NIL-BILL).
These instructions are consistent with the procedures provided in Handbook 
DM-901, Registered Mail, the Mailing Standards of the United States Postal 
Service, Domestic Mail Manual (DMM), the Administrative Support Manual 
(ASM), Handbook F-1, Reporting and Accounting Policy, and Handbook F-
101, Field Accounting Procedures.
See Appendix A for hold-up instructions.
1-1.2 Remittance Dispatch Facilities
Post Offices dispatch their remittances to one of the following three types of 
processing facilities each business day:
a. Banking P&DC/F (see Chapter 4).
b. Nonbanking consolidat ion facility (see Chapter 5).
c. Nonbanking transfer facility (see Chapter 6).
The information in Chapter 1 applies to all Postal Service™ facilities. Chapter 
2’s information applies to all retail units and some processing facilities. 
Chapter 3’s information applies to all processing facilities. The information in 
Chapters 4, 5, and 6 is specific to the three processing facilities listed above 
in items a, b, and c, respectively.
All employees must provide the proper hand-to-hand exchange of all 
Registered Mail in accordance with subchapter 4-1 of Handbook DM-901.
1-1.3 Training
All employees who handle Registered Mail must complete the Registered 
Mail Training course (number 31510-00).

PDF page 8

1-1.4 Procedures for Handling Registered Postal Bank Remittance Mail
2 DM-902
1-1.4 Registry Employees
Only career employees are permitted to work in the registry section.
Area responsibility occurs in a registry section when a group of employees, 
rather than an individual employee, is responsible for the Registered Mail.
The district manager/senior plant manager of the performance cluster or his 
or her designee may authorize area responsibility at an office when the cost 
of individual responsibility is prohibitive. Such authorization must be in 
writing. A copy of this authorization should be provided to the area manager 
of operations support, and prominently posted within the designated registry 
section. Area responsibility will not be authorized if other classes of 
accountable mail are processed within the secure area.
Registry bid employees and those regularly assigned to registry section must 
sign in and out of the registry section using PS Form 1625, Record of Entry 
Into Registry Section, to provide accurate records of employees working with 
Registered Mail. Instances requiring signing in and out include:
a. Upon beginning registry-related duties or beginning tour.
b. When leaving for and returning from lunch and breaks.
c. Upon ending registry-related duties or ending tour.
The use of a card access system does not relieve employees from the sign-in 
requirement.
Based on local conditions, local management may require employees to sign 
in and out when the employee leaves the registry section to perform registry-
related duties.
All other employees and visitors must sign in and out each time they enter or 
leave the registry section. There are no exceptions. Record this activity on a 
separate PS Form 1625.
Note:  Only individuals on official business should be allowed access to 
the registry section.
The Postal Service has established procedures to ensure appropriate internal 
control and separation of duties. To the extent practicable, as determined by 
management, functions are divided so that no one person has control over 
all parts of a transaction (i.e., signature of transfer, witnessing, and 
reconciliation of data).

PDF page 9

April 2010 3
2 Procedures for Preparing a Postal 
Bank Remittance for Mailing
2-1 Closeout Procedures at Retail Units
Post Offices, postal retail units (PRUs), and contract postal units (CPUs) use 
the tamper-evident plastic bags, ordered through the national contract, for 
remitting bank deposits.
Prepare the bank deposit remittance bag as follows:
a. Prepare and attach a self-adhesive Label 41, G-10, Open Return 
Address. 
 Apply the address to the label using the bank address stamp 
from Harland Clarke or a preprinted label.
 Ensure the return address is included on the G-10 label.
 Date stamp the G-10 label with the unit’s round-dater.
 Attach the G-10 label to the tamper-evident plastic bag in the 
space provided.
b. Attach a bar-coded Registered Mail red label 200 in the space 
provided on the front of the bag. Complete PS Form 3806, Receipt for 
Registered Mail, and file the form locally.
c. Enter the Registered Mail article number in the Register Dispatch Book 
(PS Form 3584 or 3584-A).
d. Place the deposit ticket, check items (e.g., checks, money orders, and 
traveler’s checks), list of check items, and cash in the tamper-evident 
plastic bag. (Do not include any other documents.) 
e. Seal the bag as follows:
 With the label side of the bag facing up, fold the tamper-evident 
flap away from the white strip underneath.
 Remove (peel) the white adhesive cover strip.
 Unfold the tamper-evident flap and press it against the adhesive 
on the back lining of the bag.
f. Use either a POS ONE terminal, Integrated Retail Terminal (IRT), or 
Intelligent Mail Device (IMD) to perform an “Acceptance” scan on the 
Registered Mail article number placed on the bag. If using an IMD, 
select the Accept event, choose First Class as the Product Code, and 
enter the bank ZIP Code as the Destination Zip Code.

PDF page 10

2-2 Procedures for Handling Registered Postal Bank Remittance Mail
4 DM-902
g. Dispatch the tamper-evident plastic bag containing the bank deposit 
with the other Registered Mail. A bank deposit cannot be registered if it 
has been prepared poorly and the contents can be revealed and 
examined easily without destruction.
Refer to Handbook F-101, Field Accounting Procedures, section 9-1.2.2, 
Preparing and Dispatching Bank Deposits. Also, a Bank Deposit Preparation 
Quick Reference guide is available at the accounting Web site. The direct 
URL for the guide is http://blue.usps.gov/accounting_pdf/
BankDepositPrepGuide.pdf.
See Appendix A for hold-up instructions.
2-2 Registered Mail Pouch Dispatch Procedures
2-2.1 Contents Bill (PS Forms 3854 or 3854-A) at 
Closeout Units
This section provides the instructions for preparing and dispatching a 
Registered Mail pouch in any one of the following scenarios (see Exhibit 2-2.1):
a. Registered Mail articles and a remittance.
b. Registered Mail articles without a remittance.
c. Only a remittance.
d. No Registered Mail articles and no remittance (NIL-BILL).
All retail offices are expected to send a pouch and a remittance each 
business day. Exhibit 2-2.1
 lists the four possible Registered Mail dispatching 
scenarios from all retail acceptance sites.
Exhibit 2-2.1
Dispatch Scenarios
Items 
Accepted At 
Counter Remittance PS Forms 3854 or 3854-A
Registered 
Article(s)
Remittance  PS Form 3854 or 3854-A noting all article 
numbers including remittance article 
number.
 The dispatching clerk must diagonally line 
through all remaining blank rows after the 
last article number.
Registered 
Article(s)
No Remittance  PS Form 3854 or 3854-A noting all article 
numbers plus the last row of the PS Form 
3854 or 3854-A must state “NO 
DEPOSIT.”
 The dispatching clerk must diagonally line 
through all remaining blank rows after the 
last article number and before the last row 
with the above ending statement.

PDF page 11

Procedures for Preparing a Postal Bank Remittance for Mailing 2-2.2
April 2010 5
2-2.2 Procedures for Preparing the Pouch Contents Bill 
for Registered Mail Articles With a Remittance or 
For Only a Remittance
Use only authorized equipment approved for Registered Mail as described in 
subchapter 52 of Handbook DM-901, Registered Mail. The required 
equipment is the Number 2 canvas pouch and a rotary lock. An approved 
registry numbered tin band seal (item 0817-C) may be used if a rotary lock is 
not available. Rotary locks are approved for Cost Ascertainment Group 
(CAG) offices A through J. Numbered tin band seals are approved for CAG 
offices K and L and contract units.
Post Offices, stations, branches, and contract units must prepare PS Form 
3854 or 3854-A, Manifold Registry Dispatch Book bill, in duplicate. The 
dispatching employee must complete the form with the following information 
(see Exhibit 2-2.2a
 and Exhibit 2-2.2b):
a. Round date all the copies of the PS Form 3854 (top-right postmark of 
dispatching office block including the coupon portion of the bill) as the 
official postmark. It is not required to round date the PS Form 3854-A.
b. Address the “To” line to the destination office.
c. Enter the rotary lock number and rotary number or the numbered tin 
band seal for the pouch in the top heading portion of the form.
d. List each Registered Mail article number (except for outsides), 
beginning on line 1 of PS Form 3854 or 3854-A. Ensure accuracy of all 
hand-written numbers.
e. Bundle articles in quantities of no more than 30 pieces each and place 
the articles in the same sequence as they are listed on PS Form 3854 
or 3854-A.
f. Before placing the mail in the dispatch pouch, count the number of 
articles being dispatched and compare that number with the total 
number listed on PS Form 3854 or 3854-A. If the count does not agree, 
verify each piece against the corresponding entry on the bill.
g. Draw diagonal lines through any unused spaces.
h. Enter or verify on the Delivery Receipt Confirmation System (DCRS) the 
total number of registered articles listed on PS Form 3854 or 3854-A. 
Legibly sign name in the top postmaster block area on all copies of PS 
Form 3854 or 3854-A and enter the time the transaction was 
completed.
No Registered 
Article
Remittance  PS Form 3854 or 3854-A noting the 
remittance article number.
 The dispatching clerk must diagonally line 
through all remaining blank rows following 
the last article number.
No Registered 
Article
No Remittance  PS Form 3854 or 3854-A manifest with 
“NIL BILL” statement.
 The dispatching clerk must diagonally line 
through all available rows.

PDF page 14

2-2.3 Procedures for Handling Registered Postal Bank Remittance Mail
8 DM-902
i. Place the original PS Form 3854 or 3854-A (contents bill) either on top 
of or under the first article of the bundle or in an EP-399 and place into 
the Registered Mail pouch. Retain the second copy locally.
j. Attach an EP-9 envelope to the hasp before engaging the rotary lock or 
tin band numbered seal. Lock the pouch with the rotary number or the 
tin band number seal facing up.
k. Insert the pouch label and ensure that it is properly addressed as 
indicated in 2-3.3.
l. Do NOT double-pouch (except for restricted internal processes). An 
example of double-pouching would be to place a Number 2 canvas 
pouch used specifically for Registered Mail™ inside an Express Mail
® 
sack, Priority Mail® sack, or any other pouch/sack not intended for that 
class of mail. Double-pouching could cause mishandling and loss or 
theft of registered articles.
m. File all registry records in a secure area for 2 years, preferably inside 
the registry section.
2-2.3 Procedures for Preparing the Pouch Contents Bill 
for Registered Mail Articles Without a Remittance
If there is Registered Mail and no remittance to dispatch, Post Offices, 
stations, branches, and contract units must prepare PS Form 3854 or 3854-
A in duplicate. The dispatching employee must complete the form with the 
following information (see Exhibit 2-2.3a and Exhibit 2-2.3b):
a. Round date all copies of PS Form 3854 (top-right postmark of 
dispatching office block including the coupon portion of the bill) as the 
official postmark. It is not required to round date PS Form 3854-A.
b. Address the “To” line to the destination office.
c. Enter the rotary lock number and rotary number or the numbered tin 
band seal for the pouch in the top heading portion of the form.
d. List each Registered Mail article by number (except outsides), 
beginning on line 1. Ensure the accuracy of all hand-written numbers.
e. Because there is no remittance, complete the next available line on PS 
Form 3854 or 3854-A with the words “No Deposit.” Bundle articles in 
quantities of no more than 30 pieces each, and place the articles in the 
same sequence as they are listed on PS Form 3854 or 3854-A.
f. Before placing the mail in the dispatch pouch, count the number of 
articles being dispatched and compare that number with the total 
number listed on PS Form 3854 or 3854-A. If the count does not agree, 
verify each piece against the corresponding entry on the bill.
g. Draw diagonal lines through any unused spaces.
h. Enter or verify on the DCRS the total number of registered articles 
listed on PS Form 3854 or 3854-A. Legibly sign name in the top 
postmaster block area on all copies of PS Form 3854 or 3854-A and 
enter the time the transaction was completed.

PDF page 17

Procedures for Preparing a Postal Bank Remittance for Mailing 2-2.4
April 2010 11
i. Place the original PS Form 3854 or 3854-A (contents bill) either under 
the first article of the bundle or in an EP-399, and place into the 
Registered Mail pouch. The second copy is retained locally.
j. Attach an EP-9 envelope to the hasp before engaging the rotary lock or 
numbered tin band seal. Lock the pouch with the rotary lock or 
numbered tin band seal facing up.
k. Insert the pouch label and ensure that it is properly addresses as 
indicated in 2-2.3.
l. Do not double-pouch (e xcept for restricted internal processes). An 
example of double-pouching would be to place a Number 2 canvas 
pouch used specifically for Registered Mail inside an Express Mail 
sack, Priority Mail sack, or any other pouch/sack not intended for that 
class of mail. Double-pouching could result in the mishandling and loss 
or theft of registered articles.
m. File all registry records in a secure area for 2 years, preferably inside 
the registry section.
2-2.4 No Registered Mail Articles and No Remittance 
(NIL-BILL)
If there are no registered articles and no bank remittance, prepare a PS Form 
3854 or 3854-A in duplicate sheets as a NIL-BILL. The dispatching employee 
must complete the form with the following information (see Exhibit 2-2.4a 
and Exhibit 2-2.4b):
a. Round date all copies of the PS Form 3854 (top right postmark of 
dispatching office block including the coupon portion of the bill) as the 
official postmark. It is not required to round date the PS Form 3854-A.
b. Address the “To” line to the destination office.
c. Enter the rotary lock number and rotary number or the numbered tin 
band seal for the pouch in the top heading portion of the form.
d. Print the words “NIL-BILL”  in large print across the numbered columns 
on PS Form 3854 or 3854-A and draw diagonal lines through any 
unused spaces.
e. Total registered articles as “0” (zero) sent by this dispatch.
f. Legibly sign name in the top postma ster block area on all copies of PS 
Form 3854 or 3854-A and enter the time the transaction was 
completed.
g. Place the original copy of PS Form 3854 or 38540A inside an Envelope 
Container (EP-399). Keep a copy of PS Form 3854 or 38540A on file for 
2 years.
h. Attach an EP09 envelope to the hasp before engaging the rotary lock 
or numbered tin band seal. Lock the pouch with the rotary lock or 
numbered tin band seal facing up.
i. Insert the pouch slide label and ensure that it is properly addressed as 
indicated in 2-3.3
.

PDF page 20

2-3 Procedures for Handling Registered Postal Bank Remittance Mail
14 DM-902
j. Do not double-pouch (e xcept for restricted internal processes). An 
example of double-pouching would be to place a Number 2 canvas 
pouch used specifically for Registered Mail inside an Express Mail 
sack, Priority Mail sack, or any other pouch/sack not intended for that 
class of mail. Double-pouching could result in the mishandling and loss 
or theft of registered articles.
k. File all registry records in a secure area for 2 years, preferably inside 
the registry section.
2-3 Securing the Registered Mail Pouch
There are two approved methods for securing the Registered Mail pouch. 
Rotary locks are approved for CAG offices A through J. Numbered tin band 
seals (Item 0817-C) are approved for CAG offices K and L and CPUs.
2-3.1 Rotary Lock
Lock the pouch with the rotary number facing out. Test the lock to ensure 
that it is secured.
2-3.2 Numbered Tin Band Seal
Seal the pouch by slipping the seal, with the number down, through the hasp 
and up through one of the pouch’s grommets. Test the seal to ensure the 
ends have locked and securely fastened. The numbered tin band seal should 
be attached with the numbers facing outward (see Exhibit 2-3.2).
Exhibit 2-3.2
Numbered Tin Band Seal
2-3.3 Pouch Slide Label
Prepare the pouch label as follows:
 Top Line: City, state, and ZIP Code of destination.
 Second Line: Registered Mail.
 Bottom Line: City, state, and ZIP Code of dispatching office.

PDF page 21

Procedures for Preparing a Postal Bank Remittance for Mailing 2-4.1
April 2010 15
Ensure the label is properly completed as stated above and place it in the 
label slide attached to the Registered Mail pouch.
2-4 Preparation and Dispatch of Dispatch Bill (Driver’s 
Bill)
2-4.1 Dispatch Bill
Normally Registered Mail pouches and outsides must be dispatched on the 
“close-out” truck. However, if for any reason the dispatch is on an earlier 
transportation run, the Post Office must call the P&DC/F and report the 
trip number and provide the reason for early dispatch.
Postmaster or designated employee prepares another set of PS Forms 3854 
or 3854-A for the Highway Contract Route (HCR) or Postal Vehicle Service 
(PVS) employee in triplicate (unless additional copies are needed).
Enter the following information on PS Form 3854 or 3854-A in triplicate 
(unless additional copies are needed) at the time of dispatch:
a. Complete the headings properly showing the postmark of dispatching 
office (round-date all copies) and complete the “To” line with the name 
of the destination office.
b. Enter the rotary lock number and rotary number or numbered tin band 
seal for Registered Mail pouch(s) and outside articles (see 5-3.1
) 
beginning on Line 1. Also, include the name of the office or ZIP Code of 
origin (as identified by the originating round–date on the registered 
article) and the final destination (ZIP Code of delivery address).
c. Code all outsides articles by placing the symbol “Ø” before the 
registered article number.
d. Code all tin band seal pouches by placing the symbol “$” before the 
seal number.
e. Count the number of articles being dispatched and compare the count 
with the total number listed on PS Form 3854 or 3854-A. If the totals do 
not agree, verify each pouch and outside against the corresponding 
entry on the bill.
f. Draw diagonal lines through any unused spaces.
g. Do not sign and note the time of dispatch until the hand-to-hand 
exchange takes place except for a dispatch operating under a 
vestibule exchange.
Articles too large or too heavy to be enclosed in a Number 2 white canvas 
Registered Mail pouch are dispatched as outsides.
Each outside article number must be listed on the PS Form 3854 or 3854-A. 
List each registered article number, preceded by the capital letter O with a 
slash (/) through the letter O (Ø) and include the ZIP Code of the origin office 
(as indicated by the originating round date) and final destination.

PDF page 22

2-4.2 Procedures for Handling Registered Postal Bank Remittance Mail
16 DM-902
2-4.2 Hand-to-Hand Exchange
A hand-to-hand exchange is the documented transfer of registered articles, 
numbered seal pouches, rotary lock pouches, and containers between two 
individuals. Prior to dispatch, the dispatching individual must verify that the 
receiving individual has the appropriate Postal Service identification. The 
following actions apply:
a. At the time of the hand-to-hand exchange with the receiving individual, 
the clerk signs his/her name on the top postmaster line signature block 
on all copies and complete the actual time of dispatch.
b. The receiving individual verifies rotary lock number and rotary number 
or numbered tin band seal band pouches and outsides listed to PS 
Form 3854 or 3854-A.
c. The receiving individual must examine each Registered Mail pouch and 
outside for any visual damage. Resolve any discrepancies and note 
any irregularities on PS Form 3854 or 3854-A.
d. The receiving individual notes the quantity of articles, legibly signs and 
completes the actual time of receiving the shipment on all three copies 
on the postmaster block line.
e. The dispatching individual provides  the receiving individual with the 
original and third copy of PS Form 3854 as documentation of hand-to-
hand exchange of accountability and places them in the attached EP-9 
envelope. If any transportation exchange occurs between drivers prior 
to arrival at the final destination office, additional copies must be 
prepared and provided by the dispatching employee to accommodate 
the exchange. The office of dispatch keeps the second copy on file for 
2 years.
f. The accountability of the Register ed Mail pouches and outsides has 
transferred from the dispatching employee from the Post Office, 
station, branch, or contact station to the highway contract route motor 
vehicle service (HCR/PVS) driver.
g. Even after all registered rotary lock or numbered tin band seal pouches 
or outsides have been loaded on the truck, the driver must be present 
at all times until the door is closed and locked.
2-5 Vestibule Exchange
2-5.1 Description
A vestibule exchange occurs when the transportation employee arrives to 
receive or deliver Registered Mail at a Post Office with no Postal Service 
employee on duty.
2-5.2 Picking Up and Signing for Registered Mail 
Involving a Vestibule Exchange
The transportation employee locates the Registered Pouch, PS Form 3854, 
and any “outside” Registered Mail pieces. This employee must examine all

PDF page 23

Procedures for Preparing a Postal Bank Remittance for Mailing 2-5.3
April 2010 17
registered pouches and/or outside pieces to ensure they are in good 
condition and must verify all entries on PS Form 3854 or 3854-A. Indicate 
total pieces received, legibly sign, date, and enter the time of receipt on all 
copies of the PS Form 3854 or 3854-A. The transportation employee leaves 
the second copy of PS Form 3854 or 3854-A and takes the original and 
remaining copies with the Registered Mail.
If any discrepancies or irregularities are found, document them on all copies 
of PS Form 3854 or 3854-A. Transportation of the Registered Mail must 
continue. Report discrepancies, irregularities, or damage to a Postal Service 
supervisor as soon as possible but no later than upon arrival at the 
destination office.
If PS Form 3854 or 3854-A is missing, the transportation employee is 
required to transport the registered pouches and/or outsides to the 
destination office where a duplicate PS Form 3854 or 3854-A will be 
completed and provided to the driver.
If the registered pouch and/or outsides cannot be found in the vestibule, 
the transportation employee is required to notify a Postal Service 
supervisor as soon as possible but no later than the transportation 
employees’ arrival at the destination office.
In either case, the destination office must contact the office of origin to verify/
resolve any discrepancies and to confirm articles left for dispatch. An 
irregularity is any deficiency in preparing, accepting, paying, or dispatching a 
registered article. Issue a PS Form 3826 as appropriate.
PS Form 3854 is normally completed in triplicate by the dispatching 
employee. If any transportation exchange occurs between drivers prior to 
arrival at the final destination office, additional copies must be prepared and 
provided by the dispatching employee to accommodate the exchange.
Any transfer of Registered Mail made after the vestibule collection must be 
conducted as a hand-to-hand exchange.
2-5.3 Preparation for Dispatch (HCR Routes With Sealed 
Trucks)
The HCR driver must follow the procedures provided in 2-3.2.
The HCR driver must load the Registered Mail pouches and outsides directly 
onto the truck. The HCR driver must maintain visual control and be present 
until the back of the truck is closed, locked, and an orange numbered tin 
band seal (Item 0817-A) is applied to the back of the truck for that shipment. 
Prior to closing and securing the truck, the Postal Service employee 
completes PS Form 5398-A (see Exhibit 2-5.3
) and places it inside the back 
of the truck.
The HCR driver must be present and take custody of the Registered Mail 
anytime the seal is removed and contents are unloaded and be present when 
the truck is closed, locked and resealed. Prior to reclosing and securing the 
truck, the Postal Service employee completes a new PS Form 5398-A and 
places it inside the back of the truck.
Note:  Under no circumstances is an HCR or PVS driver permitted to 
transport Registered Mail pouches or outsides in the cab of the truck.

PDF page 25

April 2010 19
3 Platform Operations
3-1 General Requirements
The instructions in this chapter apply to the three processing facilities 
identified in Chapters 4, 5, and 6.
The manager of Distribution Operations (MDO) at the processing and 
distribution center/facility (P&DC/F) is responsible for maintaining a current 
listing of all 24-hour telephone numbers (including cell telephones) and the 
names of two contact persons of all submitting remittance offices who can 
be notified when discrepancies are found.
3-1.1 Acceptance of Inbound Registered Mail
Place rotary lock and numbered sealed pouches and any outside registered 
articles collected at the platform in a secured locked container. These 
containers and articles must be kept under the immediate control of the 
designated employee until transfer is made to the registry section. When 
more than one employee is designated to receive Registered Mail on the 
platform, each employee must have his or her own locked container.
The procedures listed below are to be followed on platform operations:
a. The highway contract route (HCR) or postal vehicle service (PVS) driver 
must provide the registered rotary locked or numbered tin band sealed 
pouches and outsides with the original and copy of PS Form 3854 or 
3854-A, Manifold Registry Dispatch Book bill, to the platform 
Registered Mail receiver employee or to the registry clerk on the 
platform. An HCR driver is not permitted on the workroom floor.
b. When an HCR truck is sealed , the driver unlocks the back of the truck 
and the Postal Service employee cuts the orange numbered tin band 
seal from the truck. The Postal Service employee immediately locates 
PS Form 5398-A, Contract Route Vehicle Record, and verifies the 
identification number on the orange numbered tin band seal on PS 
Form 5398-A. If the truck has been sealed, the HCR driver must be 
present when the seal on the back of the truck door is cut, removed, 
and verified.
3-1.2 Verification Procedures
The HCR driver presents Registered Mail pouches and outsides to the 
platform Registered Mail receiver or to the registry clerk on the platform with 
the original and the copy of PS Form 3854 or 3854-A. The receiving

PDF page 26

3-1.2 Procedures for Handling Registered Postal Bank Remittance Mail
20 DM-902
employee checks the condition of each Registered Mail pouch or outside for 
any visual damage and verifies the headings, rotary lock number, rotary 
number or numbered tin band seal, and the round date as entered on PS 
Form 3854 or 3854-A.
The receiving employee enters the total and legibly signs his or her name on 
both copies of PS Form 3854 or 3854-A in the bottom postmaster area block 
(top line). The receiving employee postmarks the form by round dating (in the 
postmark of receiving office block) and enters the actual time received. A 
copy is provided to the driver and the original is kept on file for 2 years. Once 
completed, the accountability of the Registered Mail transfers from the HCR 
driver to the platform Registered Mail receiver or to the registry clerk.
The platform Registered Mail receiver must maintain a Registry Pouch 
Check-Off Sheet at the platform area (see Exhibit 3-1.2a
). As the registry 
pouches and outsides arrive, the receiver records receipt by initialing his or 
her name beside the name of the dispatching office. Each office is required 
to send a Registered Mail pouch each business day. The Registered Pouch 
Check-Off Sheet must be provided to the registry section for filing.
A PS Form 3826, Registry Irregularity Report, must also be completed for all 
identified irregularities. Irregularities may include an improperly sealed 
pouch, two or more articles registered as one, items not numbered (without a 
registered label number), illegible endorsing or numbering, improper 
postmarking, a torn or damaged Registered Mail pouch, a registered article 
received not listed, a missing dispatch, and improper carrying of the 
Registered Mail pouch inside the HCR cab. A log sheet describing 
irregularities must be kept by the platform Registered Mail receiver for further 
investigation or action by management.
If any Registered Mail pouch or outside is missing, the MDO must be notified 
immediately and interview the HCR/PVS driver before the driver leaves the 
facility. The MDO or his or her representative must contact the postmaster or 
supervisor at the dispatching office to determine whether a pouch was 
dispatched. A physical search of the P&DC and origin office is required as 
appropriate. If the Registered Mail pouch is located at the origin office, an 
irregularity report must be submitted. If the Registered Mail pouch was not 
found, the MDO must immediately notify the Postal Inspection Service. The 
district finance manager should also be notified as soon as possible. 
Note:  On the next business day, the Tour 2 registry acceptance clerk is 
responsible for checking with platform operations and contacting all 
offices (by telephone) cited with an irregularity. A log sheet (see Exhibit 3-
1.2b) describing all irregularities must be kept and updated by the 
receiving office until resolution has been made.

PDF page 27

Platform Operations 3-1.2
April 2010 21
Exhibit 3-1.2a
Registry Pouch Check–Off Sheet
Monday-Friday
MVS Registered Mail Arrival Log Sheet
Run Station
Scheduled 
Arrival
Tiome 
Received Pouc hes Outsides
Clerk’s 
Initial
Contract Stations
GMF 20 CS#1 Linda’s Hallmark 85022 1715
GMF 20 CS#3 Michelle’s Hallmark 85016 1715
GMF 15 CS#4 Cornerstone Pharmacy 85018 1815
GMF 3 CS#5 hallmark Creations 85044 1730
GMF 14 CS#6 Camelback Village Pharmacy 85018 1830
GMF 25 CS#8 Monty’s Hallmark 85053 1745
GMF 20 CS#11 Martins Hallmark 85051 1715
GMF 7 CS#15 John & Kathy’s Smoke Shop 85003 1815
MVS CS#16 Postal Palace 85032 1715
MVS CS#24 Diana’s Card & Gift 85028 1745
GMF 21 CS#25 Desert Sky/Flying Stamp 85075 1715
GMF 19 CS#801 Diane’s Hallmark 85284 1800
GMF 12 CS#805 Doc Watson’s 85282 1815
GMF 19 CS#807 Bug and Weed Mart 85283 1800
Run Station
Scheduled 
Arrival
Tiome 
Received Pouc hes Outsides
Clerk’s 
Initial
Phoenix
209 Ahwatukee Sta. 85044 1815
229 Arcadia Sta. 85018 1850
213 Boulder Hills 85050 1900
206 Cactus Sta. 85032 1845
339 Capitol Sta. 85009 1830
225 Dowtown Sta. 85004 1810
235 Indian School Sta. 85014 1835
232 Maryvale Sta. 85031 1830
210 McDowell Sta. 85008 1815
235 Northeast Sta. 85016 1835
205 Northwest Sta. 85015 1830
205 Osborn Sta. 85013, Philatelic #50, 51 1830
228 Pecos Sta. 85048 1830
306 Rio Salado Sta. 85034 1745
301 Shaw butte Sta. 85029 1815
212 Sierra Adobe Sta. 85023 1900
204 South Mountain Sta. 85040 1820
207 Sunnyslope Sta. 85020 1830
224 Washington Sta. 85021 1840
GMF Window Serv 85026 (Early Close out) 1830
GMF Window Serv 85026 (Late Close out) 2230
Mobile Unit #56 85026 1600

PDF page 29

Platform Operations 3-1.2
April 2010 23
Employees not assigned to the registry unit, who are designated to receive, 
or are receiving Registered Mail on the platform must prepare, in duplicate, a 
PS Form 3854 or 3854-A to transfer the Registered Mail to the registry 
section. The manifold dispatch bill must completed as follows:
a. In the heading portion, complete the “To” line.
b. Descriptively list the particulars of all rotary lock pouches and 
numbered sealed pouches and outside articles including the office of 
origin and destination ZIP Code.
c. List the outside registered articles by registry numbers preceded by the 
symbol Ø (the capital letter O with a diagonal line through its center) 
and descriptively list offices of origin and destination.
Registry unit employees assigned to receive Registered Mail outside of the 
registry unit may transfer received items to the registry unit without preparing 
a new PS Form 3854 or 3854-A provided that the same employee physically 
delivers the locked container to the registry section.
If custody of the locked container or pouches is transferred to another 
registry unit employee outside of the registry unit for transport to the registry 
unit, a PS Form 3854 or 3854-A must be prepared in duplicate as outlined 
above for nonregistry unit employees in order to maintain individual 
accountability outside of the registry unit. All pouches and outsides within 
the locked container must be listed and verified individually.
The security containers must be kept under the immediate control of the 
platform Registered Mail receiver until hand-to-hand transfer is made to the 
registry cage. When more than one employee is designated to receive 
Registered Mail on the platform, each employee must have his or her own 
locking container. Incoming Registered Mail must be transferred to the 
registry cage no later than 30 minutes after arrival.
The platform Registered Mail receiver must round date all PS Forms 3854 or 
3854-A, enter the rotary lock and rotary number or numbered tin band seal, 
list all outsides, and complete the name of office or ZIP Code of origin. The 
“To” line must be addressed to the P&DC/F registry cage. The form permits 
up to 30 entries. Use additional forms if more than 30 items are being 
transferred. Draw diagonal lines through unused spaces, and enter the total 
number of pouches and outsides to be dispatched. The platform Registered 
Mail receiver legibly signs his or her name in the top postmaster area block 
(top line) on both copies and enters the date and time of transfer.
Note:  Under no circumstances is an HCR or PVS driver permitted to 
transport Registered Mail pouches or outsides in the cab of the truck.
If an HCR or PVS driver is observed with a Registered Mail pouch taken from 
the cab of the truck an irregularity report PS Form 5500 (HCR) or PS Form 
3826 (PVS) must be completed and submitted to the appropriate 
transportation and networks manager.

PDF page 31

April 2010 25
4 Banking Processing and Distribution 
Center/Facility Section
Note:  Registry cage employees and clerks-in-charge of the vault, safe, 
or security cage at a nonbanking Processing and Distribution Center/
Facility Section (P&DC/F) should refer to Chapter 5
.
4-1 Registry Employees
Registry bid employees and those regularly assigned to registry section must 
sign in and out of the registry section using PS Form 1625, Record of Entry — 
Registry Section, to provide accurate records of employees working with 
Registered Mail. These instances include the following:
a. Upon beginning registry-related duties or beginning tour.
b. When leaving for and returning from lunch and breaks.
c. Upon ending registry-related duties or ending tour.
Use of a card access system does not relieve employees from this sign-in 
requirement.
Based upon local conditions, local management may require employees to 
sign in and out when they leave the registry section to perform registry-
related duties.
All other individuals must sign in and out each time they enter or leave the 
registry section. There will be no exceptions. Record this activity on a 
separate PS Form 1625.
Note:  Only individuals on official business are allowed access to the 
registry section.
4-2 Registry Section Clerks
4-2.1 Accepting Clerk
When the registry clerk accepts Registered Mail pouches and outsides from 
the platform Registered Mail receiver or HCR/PVS driver, the following 
occurs:
a. The receiving employee checks the condition of each Registered Mail 
pouch or outside for visual damage and verifies that the headings on 
PS Form 3854 or 3854-A, Manifold Registry Dispatch Book Bill, are

PDF page 32

4-2.2 Procedures for Handling Registered Postal Bank Remittance Mail
26 DM-902
properly completed showing the postmark of dispatching office (round 
dated both copies) and the “To” line is completed with the name of the 
registry section, or cage. The receiving employee also verifies the 
rotary lock number and rotary number or numbered tin band sealed 
pouches and outsides registers to those listed on PS Form 3854 or 
3854-A and verifies the total number of articles dispatched to the total 
number of articles received, and enters the number received on the 
form. If there is a discrepancy in the rotary number or rotary lock 
number or numbered tin band seal, he or she immediately notifies the 
manager of distribution operations (MDO) or a supervisor and notes the 
irregularities on PS Form 3854 or 3854-A. Report any irregularity on PS 
Form 3826, Registry Irregularity Report.
b. The acceptance clerk legibly signs his or her name in the bottom 
postmaster signature block area (bottom line), completes the actual 
time of receipt, and round dates all copies (lower right-hand corner) of 
PS Forms 3854 or 3854-A.
The platform Registered Mail receiver or HCR/PVS driver keeps one copy of 
PS Form 3854 or 3854-A, and the registry clerk retains the original copy in 
the registry section for 2 years.
Note:  As a reminder, the Tour 2 registry acceptance clerk must also 
check with platform operations and contact the offices (by telephone) 
who were cited with a Registered Mail irregularity. Keep an updated log 
sheet (see Exhibit 3-1.2b
) describing irregularities on file until resolution 
has been made.
All direct Registered Mail rotary pouches addressed to “Registry – Vault” 
must be immediately transferred from the acceptance clerk to the clerk-in-
charge of the vault, safe, or security cage. The accepting registry clerk must 
identify it as a high-value article by writing the remittance pouch “RP” 
notation on the incoming PS Form 3854 or 3854-A and hand-to-hand 
transfer the accountability of the direct bank pouch to the clerk-in-charge of 
the vault, safe, or security cage. The clerk-in-charge of the vault, safe, or 
security cage must initial next to the “RP” notation on the PS Form 3854 or 
3854-A. The acceptance clerk provides the clerk-in-charge of the vault, safe, 
or security cage with the PS Form 3854 or 3854-A and the registered rotary 
locked or numbered tin band mail pouches. Under no circumstance is this 
pouch to be opened by an opening clerk. The bank reconciliation checklist 
must be notated showing receipt of the direct bank pouch.
4-2.2 Clerk-in-Charge of the Vault, Safe, or Security Cage
Employees in charge of or working in the valuable cage or vault must sign 
and note their times of entering and leaving the valuable cage or vault each 
time. Use a PS Form 1625 for recording the times.
Having accepted accountability, the clerk-in-charge of the vault, safe, or 
security cage must immediately transfer the direct bank to the valuable cage 
and must perform the following actions:
a. Remove the pouch label, open and remove the rotary lock or cut the 
numbered tin band seal, remove the EP-9 envelope from the pouch, 
and temporarily set the envelope aside.

PDF page 33

Banking Processing and Distribution Center/Facility Section 4-3.2
April 2010 27
Note:  The EP-9 envelope is used by the HCR/PVS driver to 
transport PS Form 3854 or 3854-A.
b. Open and remove the contents from the Registered Mail pouch. The 
contents will have another Registered Mail pouch labeled to the bank 
that is secured with a numbered tin band seal along with a EP-399 
envelope containing PS Form 3854 or 3854-A (contents bill) and a 
penalty envelope containing PS Forms 3883 or 3883-A, Firm Delivery 
Receipt for Accountable and Bulk Delivery Mail. The clerk must ensure 
all contents have been removed by elbowing the pouch.
The clerk-in-charge of the vault, safe, or security cage must locate the 
penalty envelope and verify the back of the penalty envelope for the 
dispatching office’s round date, the two employees’ signatures, and the 
identification number of the numbered tin band seal to the pouch received. 
The clerk opens the penalty envelope and removes copies of PS Forms 3883 
or 3883-A. The clerk must verify the numbered tin band seal listed on the last 
sheet of the forms to the direct numbered tin band seal on the pouch to the 
bank. The enclosed PS Forms 3883 or 3883-A provide a detailed listing of 
the registered bank remittances submitted from the nonbanking P&DC/Fs 
that are enclosed in the pouch to the bank. Do not open the direct pouch 
to the bank but place it and PS Forms 3883 or 3883-A in the vault, safe, or 
security cage for later processing to the armored car service.
Report any discrepancies on PS Form 3883 or 3883-A immediately to the 
MDO. Notify the district finance manager as soon as possible. 
4-3 Registry Section Opening Area
4-3.1 Registry Section Checklist 
The P&DC/F registry section is responsible for maintaining a bank checklist 
that provides a listing of all Post Offices, stations, branches, and contract 
units that submit a bank remittance nightly. The checklist is used to 
document the receipt of a remittance, NIL-BILL, a no deposit, or a late 
deposit at the opening unit and will be used later during the reconciliation 
procedures. Exhibit 4-3.1
 is an example of a bank checklist.
4-3.2 Opening Clerk Responsibilities
The opening clerk must properly document receipt of a remittance by 
initialing the checklist under the appropriate column labeled for the type of 
remittance received, such as a deposit, NIL-BILL, no deposit, or late deposit. 
Additional copies of the checklist should be available to opening clerks for 
easier tracking of incoming deposits from retail units. If multiple bank 
checklists are used, a consolidated bank checklist will be required for 
reconciliation procedures.
Once all Registered Mail pouches have been processed, one opening clerk is 
responsible to gather and round date all bank checklists, update the previous 
day’s worksheet, and update the log sheets for any registry irregularity. The 
clerk must immediately notify the MDO/SDO of the name of any office not

PDF page 34

4-3.3 Procedures for Handling Registered Postal Bank Remittance Mail
28 DM-902
submitting a Registered Mail bank deposit, a NIL-BILL, or the statement “No 
deposit.” The MDO/SDO should immediately contact the office for resolution.
4-3.3 Processing Registered Mail Pouch
To process the Registered Mail pouch, the opening clerk must perform the 
following:
a. Check and remove the contents in EP-9 envelope attached to the pouch.
Note:  There should be no contents in the envelope. The EP-9 is 
used by the HCR/PVS driver to transport PS Form 3854 or 3854-A.
b. Check the condition of the pouch. Remove the pouch label, open and 
remove the rotary lock or cut the numbered tin band seal from the 
pouch, and set them aside. Remove the EP-9 envelope.
c. Remove all contents. Check the pouch by elbowing and visually 
ensuring that all contents have been removed or by turning the pouch 
inside out.
d. Locate PS Form 3854 or 3854-A (contents bill) or the envelope 
container (EP-399) to verify the rotary lock number and rotary number 
or the numbered tin band seal to the entries listed on the form. The PS 
Form 3854 or 3854-A may be located inside the EP-399 envelope or 
attached to a bundle.
Note:  EP-399 is used at Post Offices, stations, branches, or 
contract units that submit a Registered Mail pouch nightly that 
contains no Registered Mail articles and no remittance (deposit). 
EP-399 contains PS Form 3854 or 3854-A. The form will show the 
words “NIL-BILL” written in large print across the columns. Once 
accepted, the opening clerk must identify the name of the office on 
the bank checklist and must initial his or her name to show the 
receipt of a NIL-BILL.
Note:  All EP-399s must be opened to verify contents.
For offices sending a Registered Mail pouch with Registered Mail 
articles and no remittance (deposit), the PS Form 3854 or 3854-A 
will show the last numbered line entry as “No Deposit.” The 
opening clerk identifies the name of the office on the bank 
checklist and initials his or her name to document the receipt of a 
“No Deposit.” 
e. Initial his or her name on the da ily bank checklist to document the 
receipt of a bank deposit. For poorly prepared deposits, refer the 
installation head of the dispatching office to the proper procedures 
detailed in Handbook F-101, Field Accounting Procedures, 9-1.2.2, 
Preparing and Dispatching Bank Deposits. Also, a Bank Deposit 
Preparation Quick Reference guide is available at the following link: 
http://blue.usps.gov/accounting/_pdf/BankDepositPrepGuide.pdf
.
f. Place all registered bank deposits into a container identified for Postal 
Service bank deposits, located near the opening table(s) within the 
registry section. The clerk-in-charge of the vault, safe, or security cage 
is responsible for continuously collecting these deposits and securing

PDF page 35

Banking Processing and Distribution Center/Facility Section 4-3.3
April 2010 29
them in the vault, safe, or security cage. Deposits must not be left 
unattended in the opening area in the registry section.
Note:  The opening clerk must check the round date on the G-10 
address label attached to the bank deposit remittance. If the date 
is not current, this deposit must be included on the current day’s 
bank checklist sheet and marked as “Late Deposit” in order to 
obtain the total number of registered deposits received. This 
deposit is considered late and must also be accounted for on the 
previous day’s bank checklist sheet to balance the worksheet.
Note:  Part 2-2.4
 provides the NIL-BILL and dispatch system 
standard procedures that are used by Post Offices, stations, 
branches, and contract units. If there are any irregularities in how 
these procedures are carried out, then the office must be 
contacted immediately. All irregularities must be noted on PS Form 
3854 or 3854-A. A PS Form 3826 must be completed.
g. Examine the condition of individual articles and verify each article received 
to the listed entries on the PS Form 3854 or 3854-A. Indicate the 
distribution of each article received by writing one of the following symbols 
adjacent to the article number as listed on PS Form 3854 or 3854-A:
VP Valuable piece.
R Remittance article (bank deposit).
— City (local delivery).
√ Outgoing mail.
XO p e n e r .
RP Remittance pouch (direct bank pouch).
Note:  Remittances are not required to be exchanged hand-to-
hand from the opening clerk to the high value clerk. However, bank 
remittances must be individually verified by the valuable clerk and 
transferred to the high valuable cage timely but no longer than 30 
minutes after opening.
h. Verifies a direct bank pouch received inside another authorized 
container from a nonbanking mail P&D/F on the contents bill and 
transfers by hand-to-hand to the valuable clerk immediately.
i. Enters the number of articles received on the PS Form 3854 or 3854-A, 
legibly signs his or her name (in the bottom postmaster block area of 
form), enters time received, and round dates the form (lower right-hand 
corner). This registry copy of PS Form 3854 or 3854-A is kept on file in 
the registry section for 2 years. 
j. Identifies any irregularity in writin g on PS Form 3854 or 3854-A. If there 
is a discrepancy involving the rotary lock, the rotary number, numbered 
tin band seal, contents, or a damaged article, the clerk must 
immediately notify the MDO or an appropriate supervisor, complete PS 
Form 3826, and maintain a log sheet of irregularities.
Note:  For damaged articles, management and the opening clerk 
must sign PS Form 3854 or 3854-A and write “DC” (damaged 
condition) after the article number listed on the form. The clerk 
must retain the rotary lock or numbered tin band seal and the 
pouch label for further investigation.

PDF page 37

Banking Processing and Distribution Center/Facility Section 4-5
April 2010 31
4-4 Repairing Registered Mail Containing a Bank Deposit
The following procedures must be followed when a registered tamper-
evident plastic bag containing a bank deposit arrives at a registry unit in a 
manner not consistent with Registered Mail items or breaks open in a registry 
cage:
a. Immediately notify a supervisor. The supervisor should determine 
whether or not the tamper-evident plastic bag or its contents were 
violated. If it is determined that it has been violated, immediately 
contact the Inspection Service and request their involvement in 
examining the package and verifying its contents.
b. If the Inspection Service is not available, the supervisor should 
determine whether to verify the contents. Witnesses are required for 
verification of contents.
c. If the contents are verified and the original package is repaired or a 
separate package is used, then use the original PS Label 200, affix and 
endorse PS Label 21 as per Handbook DM-901, 6-3.2.1, document the 
irregularity, and forward the articles accordingly. If the contents have 
been compromised or it can not be determined, the original dispatch 
items (pouch, rotary lock, numbered tin band seal, label, paperwork, 
and packaging) must be retained pending confirmation of the deposit 
by the bank and for audit control purposes.
d. The registry unit employee discovering the questionable tamper-
evident plastic bag containing the bank deposit should write a brief 
narration of the incident, sign it, and have the supervisor sign it as a 
confirmation of the transaction. They must also initial all documents 
and notes that came with the shipment or new containers made for 
forwarding.
4-5 Consolidating Daily Bank Checklist
The opening clerk consolidates the daily bank checklists (see Exhibit 4-5) to 
determine the following:
a. Total of deposits received.
b. Total of NIL-BILL received.
c. Total of No Deposits received.
d. Total of Late Deposits received.
e. Number of expected deposits.
f. Grand total of number of deposits received.
The clerk prints his or her name and round dates the form. The total number 
of remittances received (including NIL-BILLs and no deposits) must match 
the total number of bank remittances expected. For offices with multiple 
forms, a consolidated sheet must be completed with the totals of 
remittances received on each checklist and documented on the consolidated 
sheet. Total the consolidated sheet. The clerk prints his or her name as the

PDF page 38

4-5.1 Procedures for Handling Registered Postal Bank Remittance Mail
32 DM-902
person completing the consolidated form, round dates, and attach all the 
checklists to this form.
4-5.1 Discrepancies
The MDO is required to maintain a current list of all office’s 24-hour 
telephone numbers (including cell telephone numbers) and the names of two 
contact persons who can be notified at the time of any discrepancies in 
receiving bank deposits. This includes the names and telephone numbers of 
personnel responsible for direct Registered Mail pouches from the 
concentration facilities. It is recommended to include the names and 
telephone numbers of managers of Post Office operations and managers of 
customer service.
4-5.2 Discrepancy Reports
If there are any discrepancies, notify the supervisor immediately. All 
discrepancies must be followed up and resolved as soon as possible. At the 
end of each tour, the registry supervisor or MDO must ensure that a Daily 
Remittance Discrepancy Report is completed (see Exhibit 4-5.2
). This report 
must be sent to the district manager, plant manager, manager Post Office 
operations, district finance manager, MDOs, registry coordinators, and 
registry supervisors.

PDF page 43

Banking Processing and Distribution Center/Facility Section 4-6.2
April 2010 37
4-6 Processing of Remittances by the Clerk-in-Charge of 
the Vault, Safe, or Security Cage
4-6.1 Collecting of Remittances
For collecting remittances, the following procedures are to be followed:
a. The clerk-in-charge of the vault, safe, or security cage is responsible 
for gathering and placing all registered bank deposits in letter trays 
grouped together by size. This procedure makes the scanning of 
registered barcodes easier to complete.
b. The clerk-in-charge of the vault, safe, or security cage verifies that all 
articles are appropriately addressed for banking purposes. The total 
received at the vault, safe, or security cage must match the total 
received at the opening unit and must be verified to the total on the 
consolidated bank checklist and the clerk must initial each individual 
item. Any discrepancy in totals must be resolved immediately.
Note:  Responsibility for the high valuable vault, safe, or security 
cage must be limited to only one employee per tour. Access to the 
high valuable vault, safe, or security cage must be restricted to the 
high valuable clerk and the witness during the building of the bank 
pouch. Any employee entering the high valuable vault, safe, or 
security cage must document on PS Form 1625 every time they 
enter or leave the area.
4-6.2 Building the Direct Bank Pouch
The following procedures are to be followed in building the Direct Bank 
pouch:
a. The clerk-in-charge of the vault, safe, or security cage must prepare a 
direct Registered Mail numbered tin band sealed pouch to the bank.
b. To prepare and properly seal a number 2 canvas Registered Mail 
pouch for the bank, the following materials are needed:
(1) Number 2 canvas mail pouch (pouches appearing torn or 
defective upon examination are not used).
(2) PS Forms 3854 or 3854-A.
(3) Registered Mail bank deposits.
(4) Printed PS Forms 3883-A.
(5) Bank checklists.
(6) Pouch label for the Number 2 ca nvas mail pouch made out to the 
bank.
(7) Numbered tin-band seal (Item 0817-C).
(8) Rubber bands.

PDF page 44

4-6.2.1 Procedures for Handling Registered Postal Bank Remittance Mail
38 DM-902
4-6.2.1 Using the Firm Print Work Station
Prepare a direct mail pouch to the bank as described below:
a. The clerk-in-charge of the vault, safe, or security cage must scan all 
Registered Mail barcodes for bank deposits by using the PWS scanner. 
A supervisor (preferred) or another registry clerk must be present to 
witness the scanning of Registered Mail barcodes for the bank 
deposits, placing of the contents in the mail pouch, and sealing of the 
pouch. After scanning all items, the clerk must print three copies of the 
firm delivery bill (PS Form 3883-A).
The clerk must verify the grand total printed on PS Form 3883-A to the 
appropriate total on the consolidated checklist. The totals must match. 
All discrepancies must be resolved immediately. The clerk-in-charge of 
the vault, safe, or security cage, and a witness, supervisor (preferred) 
or a registry clerk after verifying that all entries are correct must sign 
their names on the consolidated bank checklist and on all of the last 
pages of PS Form 3883-A. Round date to certify the total number 
scanned equals the total number received and recorded on the bank 
checklist.
Note:  The creation of a firm sheet permits the clerk-in-charge of 
the vault, safe, or security cage to link multiple mail pieces to a 
single signature by using the barcodes on the firm sheets and PS 
Form 3849, Delivery Notice/Reminder/Receipt.
b. The clerk-in-charge of the vault, safe, or security cage places the three 
printed copies of the firm delivery bill (PS Form 3883-A) in front of the 
item relating to the first registered number printed on the form. The firm 
delivery bill shows the first 50 pieces scanned by listing each of the 
registered articles on lines 1 through 50.
The next set of firm delivery bills shows the next 50 scanned registered 
remittances by listing each of the registered articles on lines 51 through 
100. If the registered remittances are dispatched in trays, the 
succeeding pages of PS Forms 3883-A are placed in front of the first 
registered number article on the printed list. This procedure continues 
until all Registered Mail bank deposits have been accounted for by 
using the PWS scanner.
If the registered remittances are bundled, the clerk-in-charge of the 
vault, safe, or security cage then separates the 3 copies of Form 3883-
A and places the original and 1 copy of the form on top of the first 
article listed and sets the other copy aside. The clerk bundles the 
registered remittances and places all the Forms 3883-A on top of the 
first article of the first bundle. The best practice in bundling is to place 
the articles in sequence as listed on PS Form 3883-A and number the 
bundles sequentially. Letters and flats should be bundled separately.
Note:  Always check the interior of the No. 2 canvas mail pouch for 
articles that may have been trapped in the pouch prior to using.
The clerk-in-charge of the vault, safe, or security cage must write the 
numbered tin band seal identification number on the last printed sheets

PDF page 45

Banking Processing and Distribution Center/Facility Section 4-6.2.2
April 2010 39
of all the PS Forms 3883-A prior to placing into the Registered Mail 
pouch.
c. The clerk-in-charge of the vault, safe, or security cage must secure the 
Number 2 canvas Registered Mail pouch with a numbered tin band 
seal and prepare the pouch label.
Note:  The clerk must seal the pouch by slipping the seal, with the 
number down, through the hasp and up through one of the 
pouch’s grommets before sealing. The number should appear on 
the outside of the seal.
The clerk should identify the registered pouch by properly preparing 
the mail pouch label:
Top line: Name of bank, Post Office box number.
Second line: City, state and ZIP Code of destination.
Bottom line: City, state, and ZIP Code of dispatching office.
The clerk ensures the label is completed as stated above and places it 
in the label slide attached to the Registered Mail pouch.
4-6.2.2 Securing the Direct Bank Pouch to the Vault
Secure the Direct Bank pouch to the vault as described below.
a. The clerk-in-charge of the vault, safe, or security cage must place the 
pouch and the copies of any PS Forms 3883-A in the vault, safe, or 
security cage for dispatch to the armored car service.
Note:  The direct mail pouch to the bank from the concentration 
offices (nonbanking P&DC/Fs) and PS Forms 3883 or 3883-A are 
verified, accepted, and placed in the vault, safe, or security cage 
until the armored car service driver arrives. This pouch must be 
listed to the valuable inventory on PS Form 3854 or 3854-A. The 
concentration offices account for bank deposits by providing the 
banking P&DC/F with the appropriate PS Form 3883 or 3883-A 
relating to that shipment.
b. Once the numbered tin band seal Direct Bank pouch has been 
prepared, the clerk-in-charge of the vault, safe, or security cage must 
complete a PS Form 3849 in blue or black ink, as follows:
(1) Enter today’s date.
(2) Enter sender’s name/ZIP Code.
(3) Check “Other”  on the left side of the front of the form and write 
Pouch(s).
(4) In the article number(s) area, list the numbered tin band seals of 
the bank Registered Mail pouches (including the direct pouches 
from the nonbanking P&DC/Fs).
(5) Provide the customer  name (the bank) and address in the Notice 
Left Section for customer pick up.
c. The clerk must leave all Direct Bank pouches in the vault, safe, or 
security cage until the arrival of the driver from the armored car service.
d. The clerk-in-charge of the vault, safe, or security cage prepares PS 
Form 3854 or 3854-A (in triplicate) to hand-to-hand transfer the

PDF page 46

4-6.2.3 Procedures for Handling Registered Postal Bank Remittance Mail
40 DM-902
accountability of direct Registered Mail numbered tin band seal 
pouches to the armored car service driver, who then transfers them to 
the bank.
In preparing PS Form 3854 or 3854-A, the clerk-in-charge of the vault, 
safe, or security cage must do the following:
(1) Ensure that headings show the postmark of the dispatching 
office (round date all copies).
(2) Complete the “To” line with the names of the armored car service 
and the bank.
(3) List all numbered tin band seal(s) of each registered pouch 
(beginning on line 1) to be dispatched to the bank and complete 
office name or ZIP Code of the facility that prepared the pouch 
and the destination ZIP Code of the bank.
(4) Draw diagonal lines through unused spaces.
(5) Complete the block with the total number of Registered Mail 
pouches on the form.
(6) Keep PS Form 3854 or 3854-A and copies with registered 
numbered tin band seal pouch(s) in the vault, safe, or security 
cage until delivery can be made.
4-6.2.3 Preparation for the Transfer of Accountability of the Direct 
Bank Pouches Between Tours
The ending tour’s clerk-in-charge of the vault, safe, or security cage 
transferring the accountability of the direct numbered tin band seal 
Registered Mail pouch(s) to the next tour’s clerk-in-charge of the vault, safe, 
or security cage must complete PS Form 3854 or 3854-A (in triplicate). In 
preparing the form, the ending tour’s clerk must:
a. Round date the form (in the top postmark of dispatching office block).
b. Address the “To” line to the next tour (number) clerk name in charge of 
vault, safe, or security cage.
c. List numbered tin band seal pouches for hand-to-hand transfer.
d. Provide the name of office or ZI P Code of origin and destination.
e. Draw diagonal lines through unused spaces.
f. Enter the total number of Registered Mail pouches to transfer.
Keep PS Form 3854 or 3854-A with registered pouch(s) in the vault, safe, or 
security cage until hand-to-hand transfer of accountability can be 
completed.
4-6.2.4 Transfer of the Contents of Vault, Safe, or Security Cage
The following actions occur during transfer of the contents of a vault, safe, or 
security cage:
a. At the time of hand-to-hand transf er of the accountability of the high-
valuable items, including the Direct Bank pouch(s), the ending tour’s 
clerk-in-charge of the vault, safe, or security cage provides the 
incoming tour’s clerk-in-charge of the vault, safe, or security cage with 
the appropriate number of PS Forms 3854 or 3854-A, the high-valuable

PDF page 47

Banking Processing and Distribution Center/Facility Section 4-6.2.4
April 2010 41
items, and numbered tin band seal Direct Bank pouch(s). The ending 
tour’s clerk legibly signs his or her name in the top postmaster block 
area (top line) to make the exchange and enters the time of the 
transaction on all copies.
b. The incoming tour’s clerk-in-charge of the vault, safe, or security cage 
must verify the headings of PS Form 3854 or 3854-A, must verify the 
register number of the high valuables and the registered numbered tin 
band seal pouch(s) to the items listed on the PS Form 3854 or 3854-A, 
and must examine the condition of each pouch transferred. The 
incoming tour’s clerk legibly signs his or her name in the top 
postmaster block area (bottom line), enters the date and time, and 
round dates all forms in the lower right-hand corner as the receiving 
clerk. Any discrepancies identified during these procedures must be 
resolved immediately.
c. The incoming tour’s clerk provides the ending tour’s clerk with the 
original copy and keeps the third copy. The second copy is kept on file 
for 2 years.
d. The total count of all articles in the high valuable area must be recorded 
on PS Form 3875, Daily Balance — Registry Section.  The purpose of 
this form is to account for the number of valuable articles, pouches, 
sacks, and jackets transferred to the valuable unit. The form is 
prepared at the end of each tour. A receipt must be obtained from the 
clerk assigned to the unit on the succeeding tour. The form is divided 
into two sections:  “Registered Articles Handled” and “Registered 
Pouches, Sacks, and Jackets Handled.” Each section has one column 
for mail received or held from previous day or tour and the other 
column for mail dispatched or on hand for the next day or tour. The 
total lines must always balance in each section (mail on hand or 
received in the unit must equal mail dispatched from the unit or still on 
hand for the next day or tour).
e. The bottom portion of the form contains a line for signature of the 
person in charge of the registry section and two lines for signatures of 
responsible clerks. The clerk preparing the form and transferring the 
registered articles must sign on the top line and the clerk receipting for 
Registered Mail articles signs on the bottom line.
f. If valuables are to be locked in a safe, vault or high valuable area for 
overnight retention, a descriptive listing by number and office must be 
prepared on PS Form 3854 or 3854-A and retained with the articles. 
These articles must be listed for the tour that will dispatch them the 
following day on PS Form 3875 under “received from other sources.”
g. If the valuables will not be dispatch ed on the next tour (i.e., on a 
holiday), this transfer must take place at the end of each tour until 
these items are dispatched.

PDF page 48

4-7 Procedures for Handling Registered Postal Bank Remittance Mail
42 DM-902
4-7 Armored Courier Service
4-7.1 Direct Armored Courier Services and Other 
Approved Procedures
Where management has provided for direct armored courier pick-up or local 
deposit to a branch bank from a retail unit, there must be a letter of 
authorization outlining these procedures. These procedures will be 
established by the area finance office (area treasury coordinator on behalf of 
the area finance manager) with approval of the district manager, local 
Inspection Service, Deputy Chief Inspector Headquarters, area security 
coordinator, and the assistant treasurer bank relations, Washington, DC. 
Districts that provide direct armored courier service to retail units must 
consult with the approval authorities listed above on acceptable procedures, 
and issue instructions to their retail units on protecting and transferring the 
remittance to the armored courier. Copies of the authorization and 
instructions must be on file with all approval authorities.
4-7.2 Armored Courier Service Pick–Up at P&DC/F
Note:  When the armored courier service arrives at the banking P&DC/F, 
the courier must be escorted on Postal Service premises.
The following actions are required:
a. The vault, safe, or security cage clerk or supervisor is responsible for 
verifying that the armored courier is an approved authorized courier 
prior to letting them into the building. The clerk must verify the courier’s 
identity to a picture identification and signature list maintained for the 
vault, safe, or security cage. The armored car service is responsible for 
providing updated information of all authorized couriers assigned to 
pick up Postal Service remittances. Under no circumstances can 
Registered Mail articles be provided to unauthorized and unconfirmed 
couriers. Once authorization has been confirmed, the Registered Mail 
can be released.
Note:  Never remove the deposit from the vault, safe, or security 
cage until the armored courier is verified and ready to receive the 
shipment.
b. The clerk-in-charge of the vault, safe, or security cage presents the 
driver with PS Form 3854 or 3854-A, Registered Mail pouch(s) and PS 
Form 3849. The clerk legibly signs his/her name in the top postmaster 
block area (top line) making the dispatch, and enters the time of 
exchange on all copies of the forms.
c. The armored car courier verifies headings, postmark date, and the 
numbered tin band seals of pouches listed on PS Form 3854 or 3854-A 
and examines the condition of each registered pouch. Any discrepancy 
or concerns involving the condition of the Registered Mail pouch or 
form must be resolved immediately. The courier legibly signs his or her 
name in the top postmaster block area (bottom line) and enters the 
date and time. The clerk must compare the signature and match the

PDF page 49

Banking Processing and Distribution Center/Facility Section 4-7.2
April 2010 43
name to the courier list for reasonable assurance. If it is questionable, 
summon a supervisor/manager to the registry room. The courier 
verifies the information written on PS Form 3849 and must legibly sign 
and print his or her name. The clerk-in-charge of the vault, safe, or 
security cage retains the signed form. The clerk must compare the 
signature and match the name to the courier list for reasonable 
assurance. If it is questionable, summon a supervisor/manager to the 
registry room.
d. The clerk-in-charge of the vault provides the driver with the original and 
the third copy of the PS Form 3854 or 3854-A and the numbered tin 
band sealed Registered Mail pouch(s). The vault clerk keeps the 
second copy on file for 2 years.
e. The clerk-in-charge of the vault, safe, or security cage scans the 
barcode on PS Form(s) 3849 and all PS Forms 3883 or 3883-A 
barcodes (including PS Form(s) 3883 or 3883-A from the concentration 
offices) to electronically link the barcode information to report that the 
Registered Mail deposits have been delivered. The clerk also must 
enter the barcode identification number of PS Form 3849 on all PS 
Form 3883 or 3883-A.
f. The clerk-in-charge of the vault, safe, or security cage makes a copy of 
the signed PS Form 3849 and sends the original copy to the Central 
Forwarding System (CFS) for updating delivery information into the 
national database.
Note:  The signed PS Form 3849 must be kept intact and in good 
condition, free of folds, tape, and tears. This will ensure that the 
form can be imaged properly on the optical scanning workstation 
at the CFS site.
g. The clerk-in-charge of the vault, safe, or security cage gathers together 
and files them in the registry section for 2 years all copies of PS Form 
3883 or 3883-A, the opening clerk’s consolidated bank checklists, PS 
Form 3854 or 3854-A, and the signed copy of PS Form 3849.
Note:  See Exhibit 4-7.2
, Daily Armored Courier Transaction 
Report, which records all the elements of the courier pick–up.
h. At times the armored car service will bring cash and coin fulfillment 
orders for Post Offices. Once these items are received at the P&DC/F 
registry cage, the following steps must be taken:
(1) The registry acceptance clerk accepts PS Form 3877 and 
Registered Mail articles from the armored courier. All articles 
received are verified to the articles listed on the form. 
(2) The clerk must total the number of pieces listed by sender, total 
the number of pieces received at the Post Office, sign his/her 
name legibly in the postmaster block area, and round date all 
copies. The copy is sent to the bank and the original is filed and 
retained at the registered cage for 2 years.
(3) Once each article is accepted, the registered clerk is required to 
affix a First-Class Mail Postage and Fee Paid Postal Service 
Permit No. G10 label to each article in order to dispatch.

PDF page 50

4-7.3 Procedures for Handling Registered Postal Bank Remittance Mail
44 DM-902
(4) If there is a discrepancy, the registered clerk notifies his/her 
immediate supervisor to verify those items presented and 
accepted on PS Form 3877. All discrepancies are noted on the 
form and the supervisor must notify the district Finance manager 
(DFM) and the Inspection Service.
4-7.3 Armored Courier Service Delivery to the Bank
The following procedures apply to armored courier service delivery to the bank:
a. At the time of the hand-to-hand exchange with the bank, the armored 
courier service provides the original and one copy of PS Form 3854 or 
3854-A and the Registered Mail pouch(s) to transfer the accountability 
to the bank representative. The courier must legibly sign his or her 
name again on the bottom postmaster block area (top line) to make the 
dispatch and must enter the date and time of transfer on all copies of 
PS Form 3854 or 3854-A.
b. The bank representative must examine the condition of each registered 
sealed pouch and verify the postmark date and the numbered tin band 
seal(s) from the received pouch(s) to PS Form 3854 or 3854-A. The 
bank representative must legibly sign his/her name on both forms in 
the bottom postmaster block area (bottom line). Any discrepancy must 
be noted on both forms and the MDO must be immediately notified by 
the bank representative.
c. The bank representative returns to the armored courier the copy of PS 
Form 3854 or 3854-A and keeps the original on file for 2 years.
d. The bank representative removes each pouch label, cuts the numbered 
tin band seal from the pouch, and sets them aside. He or she removes 
the EP-9 envelope (if attached to the pouch) and all bank remittances 
that are inside the pouch.
Note:  Only canvas mail pouches from the nonbanking P&DC/Fs 
will have an EP-9 envelope attached to the pouch. There should be 
no contents in the envelope.
e. The bank representative must verify each Registered Mail article inside 
the pouch to the listed entries on PS Forms 3883 or 3883-A enclosed 
with each of the bundles or letter trays.
f. Any discrepancy must be reported immediately to the MDO and to the 
district finance office. If a discrepancy is identified, the bank 
representative is responsible to retain and return to the MDO or 
designee, the original signed copy of PS Form 3854 or 3854-A, PS 
Forms 3883 or 3883-A, the Registered Mail pouch, the numbered tin 
band seal, and the pouch label for further investigation. The MDO must 
make arrangements with the bank on how to have the items listed 
returned in a timely manner.
Note:  The MDO and the district finance office will notify the 
Inspection Service and the district finance manager of any 
irregularity. The MDO must make arrangements with the bank to 
return the items listed in a timely manner. The bank representative

PDF page 53

April 2010 47
5 Nonbanking Consolidation Mail 
Processing and Distribution Centers 
and Facilities
5-1 Registry Employees
Registry bid employees and those regularly assigned to the registry section 
must sign in and out of the registry section using PS Form 1625, Record of 
Entry Into Registry Section, to provide accurate records of employees 
working with Registered Mail. These times include the following:
a. Upon beginning registry-related duties or beginning tour.
b. When leaving for and returning from lunch and breaks.
c. Upon ending registry-related duties or ending tour.
Use of a card access system does not relieve employees from this sign-in 
requirement.
Based on local conditions, local management may require employees to sign 
in and out when they leave the registry section to perform registry-related 
duties.
All other individuals must sign in and out every time they enter or leave the 
registry section. There will be no exceptions. This activity will be recorded on 
a separate PS Form 1625.
Note:  Only individuals on official business are allowed access to the 
registry section.
5-2 Registry Section Clerk
The registry clerk accepting Registered Mail pouches and outsides from the 
platform Registered Mail receiver or highway contract route/private vehicle 
service (HCR/PVS) driver performs the following:
a. Checks the condition of each Registered Mail pouch or outside for any 
visual damage.
b. Verifies that the headings on PS Form 3854 or 3854-A, Manifold 
Registry Dispatch Book Bill, are properly completed showing the 
postmark of dispatching office (round date both copies).

PDF page 54

5-3 Procedures for Handling Registered Postal Bank Remittance Mail
48 DM-902
c. Checks that the “To” line is completed with the name of the P&DC/F, 
registry section, or cage.
d. Verifies that the rotary lock number and rotary number or numbered tin 
band sealed pouches and outsides registers to those listed on PS 
Form 3854 or 3854-A.
e. Verifies the total number of articles dispatched to the total number of 
articles received and enters the number received on the form. Reports 
any irregularity using PS Form 3826, Registry Irregularity Report.
The acceptance clerk performs the following:
a. Legibly signs his/her name in the bottom postmaster signature block 
area (bottom line).
b. Completes the actual time of receipt.
c. Round dates all copies (lower right-hand corner) of PS Forms 3854 or 
3854-A.
The platform Registered Mail receiver or HCR/PVS driver keeps one copy of 
PS Form 3854 or 3854-A, and the registry clerk retains the original copy in 
the registry section for 2 years.
Note:  The Tour 2 registry acceptance clerk must also check with 
platform operations and contact the offices (by telephone) who were 
cited with a Registered Mail irregularity. A log sheet (see Exhibit 3-1.2b
) 
describing irregularities must be kept and updated on file until resolution 
has been made.
5-3 Registry Section Opening Area
5-3.1 Registry Section Checklist
The mail processing and distribution centers and facilities (P&DC/F) registry 
section is responsible for maintaining a bank checklist that provides a listing 
of all Post Offices, stations, branches, and contract units that submit a bank 
remittance each business day. The checklist is used to document the receipt 
of a remittance, NIL-BILL, a no deposit, or a late deposit at the opening unit 
and will be used later during the reconciliation procedures. Exhibit 4-5
 is an 
example of a bank checklist.
5-3.2 Opening Clerk Responsibilities
The opening clerk must properly document receipt of a remittance by 
initialing the checklist under the appropriate column labeled for the type of 
remittance received, such as a deposit, NIL-BILL, no deposit, or late deposit. 
Additional copies of the checklist should be available to opening clerks for 
easier tracking of incoming deposits from retail units. If multiple bank 
checklists are used, a consolidated bank checklist will be required for 
reconciliation procedures.
Once all Registered Mail pouches have been processed, one opening clerk is 
responsible to gather and round date all bank checklists, update the previous 
day’s worksheet, and update the log sheets for any registry irregularity. The

PDF page 55

Nonbanking Consolidation Mail Processing and Distribution Centers and Facilities 5-3.3
April 2010 49
clerk must immediately notify the manager of distribution operations/
supervisor of distribution operations (MDO/SDO) of the name of any office 
not submitting a Registered Mail bank deposit, a NIL-BILL, or the words “No 
deposit.” The MDO/SDO will immediately contact the office for resolution.
5-3.3 Processing Registered Mail Pouch
To process the Registered Mail pouch, the opening clerk must:
a. Check and remove the contents in EP-9 envelope attached to the 
pouch.
Note:  There should be no contents in the envelope. The EP-9 is 
used by the HCR/PVS driver to transport PS Form 3854 or 3854-A.
b. Check the condition of the pouch. Remove the pouch label, open and 
remove the rotary lock or cut the numbered tin band seal from the 
pouch, and set them aside. Remove the EP-9 envelope.
c. Remove all the contents. Check the pouch by elbowing and visually 
ensuring that all contents have been removed or by turning the pouch 
inside out.
d. Locate PS Form 3854 or 3854-A or the envelope container (EP-399) to 
verify the rotary lock and rotary number or the numbered tin band seal 
to the entries listed on the form.
Note:  An EP-399 is used at Post Offices, stations, branches, or 
contract units that submit a Registered Mail pouch nightly that 
contains no Registered Mail articles and no remittance (deposit). 
An EP-399 contains PS Form 3854 or 3854-A. The form will show 
the words NIL-BILL written in large print across the columns. Once 
accepted, the opening clerk must identify the name of the office on 
the bank checklist and initial his or her name to show the receipt of 
a NIL-BILL.
Note:  All EP-399s must be opened to verify contents.
For offices sending a Registered Mail pouch with Registered Mail 
articles and no remittance (deposit), the PS Form 3854 or 3854-A will 
show the last numbered line entry as No Deposit. The opening clerk 
identifies the name of the office on the bank checklist and initials his or 
her name to document the receipt of a No Deposit.
e. The opening clerk must initial his or her name on the daily bank 
checklist to document the receipt of a bank deposit. For poorly 
prepared deposits, refer the installation head of the dispatching office 
to proper procedures detailed in Handbook F-101, Field Accounting 
Procedures, 9-1.2.2, Preparing and Dispatching Bank Deposits. Also, a 
Bank Deposit Preparation Quick Reference guide is available at the 
following link: http://blue.usps.gov/accounting/_pdf/
BankDepositPrepGuide.pdf.
f. The clerk must place all registered bank deposits into a container 
identified for Postal Service bank deposits, located near the opening 
table(s) within the registry section. The clerk-in-charge of the vault, 
safe, or security cage is responsible for collecting these deposits and

PDF page 56

5-3.3 Procedures for Handling Registered Postal Bank Remittance Mail
50 DM-902
securing them in the vault, safe, or security cage. Deposits must not be 
left unattended in the opening area in the registry section.
Note:  The opening clerk must check the round date on the G-10 
address label attached to the bank deposit remittance. If the date 
is not current, this deposit must be included on the current day’s 
bank checklist sheet and marked as Late Deposit in order to obtain 
the total number of registered deposits received. This deposit is 
considered late and must also be accounted for on the previous 
day’s bank checklist sheet to balance the worksheet.
Note:  Part 2-2.4
 provides the NIL-BILL and dispatch system 
standard procedures used by Post Offices, stations, branches, and 
contract units. If there are any irregularities in how these 
procedures are carried out, then the office must be contacted 
immediately. Note all irregularities on PS Form 3854 or 3854-A and 
complete a PS Form 3826.
g. Examine the condition of individual articles and verify each article 
received to the listed entries on the PS Form 3854 or 3854-A. Indicate 
the distribution of each article received by writing one of the following 
symbols adjacent to the article number as listed on PS Form 3854 or 
3854-A:
VP Valuables piece.
R Remittance article (bank deposit).
— City (local delivery).
√ Outgoing mail.
XO p e n e r .
RP Remittance pouch (“direct bank” pouch).
Note:  Remittances are not required to be exchanged hand–to–
hand from the opening clerk to the high value clerk. However, bank 
remittances must be individually verified by the valuable clerk and 
transferred to the high valuable cage timely but no longer than 30 
minutes after opening.
h. A direct bank pouch received inside another authorized container from 
nonbanking mail processing and distribution centers/facilities must be 
verified on the contents bill and transferred by hand-to-hand to the 
valuable clerk immediately.
i. The opening clerk enters the number of articles received on the PS 
Form 3854 or 3854-A, legibly signs his/her name (in the bottom 
postmaster block area of form), enters time received, and round dates 
the form (lower right-hand corner). This registry copy of PS Form 3854 
or 3854-A is kept on file in the registry section for 2 years.
j. Any irregularity must be identified  in writing on the PS Form 3854 or 
3854-A. If there is a discrepancy involving the rotary lock, the rotary 
number, numbered tin band seal, contents or a damaged article, the 
clerk must immediately notify the manager distribution office (MDO) or 
an appropriate supervisor and complete PS Form 3826 and maintain a 
log sheet of irregularities.
Note:  For damaged articles, management and the opening clerk 
must sign the PS Form 3854 or 3854-A and place the symbol “DC”

PDF page 57

Nonbanking Consolidation Mail Processing and Distribution Centers and Facilities 5-5
April 2010 51
(damaged condition) after the article number listed on the form. 
The clerk must retain the rotary lock or numbered tin band seal and 
the pouch label for further investigation.
5-4 Repairing Registered Mail Containing a Deposit
The following procedures must be followed when a registered tamper-
evident plastic bag containing a bank deposit arrives at a registry unit in a 
manner not consistent with Registered Mail items or breaks open in a registry 
cage:
a. Immediately notify a supervisor. The supervisor should determine 
whether or not the tamper-evident plastic bag or its contents were 
violated. If it is determined that it has been violated, immediately 
contact the Inspection Service and request their involvement in 
examining the package and verifying its contents.
b. If the Inspection Service is not available, the supervisor should 
determine whether to verify the contents. Witnesses are required for 
verification of contents.
c. If the contents are verified and the original package is repaired or a 
separate package is used, use the original PS Label 200, affix and 
endorse PS Label 21 as per Handbook DM–901, Registered Mail, 
section 6-3.2.1, document the irregularity, and forward the articles 
accordingly. If the contents have been compromised or it can not be 
determined, the original dispatch items (pouch, rotary lock, numbered 
tin-band seal, label, paperwork, and packaging) must be retained 
pending confirmation of the deposit by the bank and for audit control 
purposes.
d. The registry unit employee discovering the questionable tamper-
evident plastic bag containing a bank deposit should write a brief 
narration of the incident, sign it, and have the supervisor sign it as a 
confirmation of the transaction. They must also initial all documents 
and notes that came with the shipment or new containers made for 
forwarding.
5-5 Consolidating Daily Bank Checklist
The opening clerk consolidates the daily bank checklists (see Exhibit 4-5) to 
determine the following:
a. Total of deposits received.
b. Total of NIL-BILL received.
c. Total of No Deposits received.
d. Total of Late Deposits received.
e. Number of expected deposits.
f. Grand total of number of deposits received.

PDF page 58

5-5.1 Procedures for Handling Registered Postal Bank Remittance Mail
52 DM-902
The clerk prints his or her name and round dates the form. The total number 
of remittances received (including NIL-BILLs and No Deposits) must match 
the total number of bank remittances expected. For offices with multiple 
forms, a consolidated sheet must be completed with the totals of 
remittances received on each checklist and documented on the consolidated 
sheet. Total the consolidated sheet. The clerk prints his or her name as the 
person completing the consolidated form, round dates, and attaches all the 
checklists to this form.
5-5.1 Discrepancies
The MDO is required to maintain a current list of all office’s 24-hour 
telephone numbers (including cell phones) and the names of two contact 
persons who can be notified at the time of receiving any discrepancies in 
bank deposits. This list includes the names and telephone numbers of 
personnel responsible for direct Registered Mail pouches from the 
concentration facilities. It is recommended to include the names and 
telephone numbers of managers of Post Office operations and managers of 
customer service.
5-5.2 Discrepancy Reports
If there are any discrepancies, notify the supervisor immediately. All 
discrepancies must be followed up and resolved as soon as possible. At the 
end of each tour, the registry supervisor or MDO must ensure that a Daily 
Remittance Discrepancy Report is completed (see Exhibit 4-5.2
). This report 
must be sent to the district manager, plant manager, manager Post Office 
operations, district finance manager, MDOs, registry coordinators, and 
registry supervisors.
5-6 Processing of Remittances by the Clerk-in-Charge of 
the Vault, Safe, or Security Cage
5-6.1 Collecting of Remittances
The clerk-in-charge of the vault, safe, or security cage is responsible for 
gathering and placing all registered bank deposits in letter trays grouped 
together by size. This procedure makes the scanning of registered barcodes 
easier to complete.
The clerk-in-charge of the vault, safe, or security cage verifies that all articles 
are appropriately addressed for banking purposes. The total received at the 
vault, safe, or security cage must match the total received at the opening unit 
and must be verified to the total on the consolidated bank checklist and the 
clerk must initial each individual item. Resolve any discrepancy in totals 
immediately.
Note:  Responsibility for the high valuable vault, safe, or security cage 
must be limited to only one employee per tour. Access to the high 
valuable vault, safe, or security cage must be restricted to the high 
valuable clerk and the witness during the building of the bank pouch. Any

PDF page 59

Nonbanking Consolidation Mail Processing and Distribution Centers and Facilities 5-6.2
April 2010 53
employee entering the high valuable vault, safe, or security cage must 
document on PS Form 1625 every time they enter or leave the area.
5-6.2 Building the Direct Bank Pouch and Using the Firm 
Print Work Station
The following procedures are to be followed in building the Direct Bank 
pouch:
a. The clerk-in-charge of the vault, safe, or security cage must prepare a 
direct Registered Mail numbered tin band sealed pouch to the bank.
b. To prepare and properly seal a Number 2 canvas Registered Mail 
pouch for the bank, the following materials are needed:
 EP-9 Envelope.
 EP-399 Envelope.
 Number 2 canvas mail pouch (2) (pouches appearing torn or 
defective upon examination are not used).
 Rotary lock.
 Penalty envelope large enough to hold a copy of PS Form 3883 
or 3883-A.
 PS Forms 3854 or 3854-A.
 Registered Mail bank deposits.
 PS Forms 3883 or 3883-A.
 Consolidated and attached bank checklists.
 Pouch label for the Number 2 canvas mail pouch (2).
 Numbered tin band seal.
 Rubber bands.
Prepare a direct mail pouch to the bank as described below:
a. The clerk-in-charge of the vault, safe, or security cage must scan all 
Registered Mail barcodes for bank deposits by using the PWS scanner. 
After scanning all items, the clerk must print four copies of the firm 
delivery bill (PS Form 3883-A, Firm Delivery Receipt for Accountable 
and Bulk Delivery Mail).
The clerk must verify the grand total printed on PS Form 3883-A to the 
appropriate total on the consolidated bank checklist. The totals must 
match. Resolve all discrepancies immediately. The clerk-in-charge of 
the vault, safe, or security cage and a witness, supervisor (preferred), 
or a registry clerk, after having verified all entries are correct must sign 
their names on the consolidated bank checklist and all of the last 
pages of PS Form 3883-A. Round date to certify the total number 
scanned equals the total number received and recorded on the bank 
checklist.
Note:  The creation of a firm sheet permits the clerk-in-charge of 
the vault, safe, or security cage to link multiple mail pieces to a 
single signature by using the barcodes on the firm sheets.
b. The clerk-in-charge of the vault, safe, or security cage places the four 
printed copies of the firm delivery bill (PS Form 3883-A) in front of the

PDF page 60

5-6.3 Procedures for Handling Registered Postal Bank Remittance Mail
54 DM-902
item relating to the first registered number printed on the form. The firm 
delivery bill shows the first 50 pieces scanned by listing each of the 
registered articles on lines 1 through 50.
The next set of firm delivery bills shows the next 50 scanned registered 
remittances by listing each of the registered articles on lines 51 through 
100. This printed list is placed in front of the first registered number 
article printed on this additional set of PS Forms 3883-A. This 
procedure continues until all Registered Mail bank deposits have been 
accounted for by using the PWS scanner.
c. The clerk-in-charge of the vault, safe, or security cage then separates 
the four copies of PS Form 3883-A and places the original and one 
copy of the form under the first article listed and sets the other copy 
aside. The clerk bundles each group of registered bank deposits with 
the appropriate PS Form 3883-A. Do not bundle more than 50 
registered articles together. The best practice in bundling is to place 
the articles in sequence as listed on PS Form 3883-A and number the 
bundles sequentially. Letters and flats should be bundled separately.
Note:  Always check the interior of the Number 2 canvas mail 
pouch for articles that may have been trapped in the pouch prior to 
using.
d. The clerk-in-charge of the vault, safe, or security cage must write the 
numbered tin band seal identification number on the last printed sheets 
of all the PS Forms 3883 or 3883-A prior to placing into the Registered 
Mail pouch.
The clerk-in-charge of the vault, safe, or security cage must secure the 
Number 2 canvas Registered Mail pouch with a numbered tin band 
seal and prepare the pouch label.
Note:  The clerk must seal the pouch by slipping the seal, with the 
number down, through the hasp and up through one of the 
pouch’s grommets before sealing. The number should appear on 
the outside of the seal.
e. The clerk should identify the registered pouch by properly preparing 
the mail pouch label:
Top line: Name of bank, Post Office box number.
Second line: City, state, an d ZIP Code of destination.
Bottom line: City, state, and ZIP Code of dispatching office.
f. The clerk ensures the label is completed as stated above and places it 
in the label slide attached to the Registered Mail pouch.
5-6.3 Preparing the Contents Bill for the Direct Bank 
Pouch (Numbered Tin Band Seal)
The clerk-in-charge of the vault, safe, or security cage completes PS Form 
3854 or 3854-A by completing the following:
a. Round date all the copies of the PS Form 3854  (top right postmark of 
dispatching office block including the coupon portion of the bill) as the 
official postmark. It is not required to round date the PS Form 3854-A.

PDF page 61

Nonbanking Consolidation Mail Processing and Distribution Centers and Facilities 5-6.4
April 2010 55
b. Enter the rotary lock number for the outside pouch in the appropriate 
field in the upper left-hand corner of the PS Form 3854 or 3854-A.
c. Address the “To” line to the destination banking P&DC/F.
d. Enter the numbered tin band seal for the pouch on the PS Form 3854 
or 3854-A on line 1 and include the ZIP Code of origin and final 
destination.
e. Draw diagonal lines through any unused spaces.
f. The dispatching employee enters the total number of registered 
pouches listed on the PS Form 3854 or 3854-A. The employee legibly 
signs his or her name in the top postmaster block area on all copies of 
PS Form 3854 or 3854-A and enters the time the transaction was 
completed.
5-6.4 Containerizing Direct Bank Pouch
After the Direct Bank pouch has been made, the clerk-in-charge of the vault, 
safe, or security cage takes another empty Number 2 canvas mail pouch and 
places the prepared registered sealed Direct Bank pouch inside the empty 
canvas mail pouch in the presence of the witness.
a. The clerk-in-charge of the vault, safe, or security cage must place a 
copy of all scanned bank deposits listed on PS Forms 3883-A in a 
penalty envelope and seal. The penalty envelope must be addressed to 
the banking P&DC/F, registry section, clerk-in-charge of the vault. 
Once the envelope is properly addressed, the clerk legibly writes the 
numbered tin band seal identification number(s) on the back of the 
envelope.
b. The clerk-in-charge of the vault, safe, or security cage and a witness, 
supervisor (preferred), or a registry clerk must sign their names and 
round date the back of the sealed penalty envelope. (Each employee 
signs his or her name over the intersection of the envelope flaps or 
seal.) The sealed envelope is inserted into an EP-399 along with the PS 
Form 3854 or 3854-A (contents bill) (for listing the rotary lock number 
of the Direct Bank pouch) and placed into the canvas mail pouch prior 
to securing with a rotary lock.
c. The clerk-in-charge of the vault, safe, or security cage must secure the 
outer mail pouch by attaching an empty EP-9 envelope under the 
rotary lock and then locking the rotary lock with the rotary number 
facing out. Ensure that the lock is properly locked. The outer pouch 
must always be secured with a rotary lock.
Note:  The EP-9 envelope is used by the HCR/PVS driver to 
transport the documents (PS Form 3854 or 3854-A).
d. Prepare the direct mail pouch label for the banking P&DC/F as follows:
Top Line: Registry — VAULT.
Second Line: City, state, an d ZIP Code of destination.
Bottom Line: City, state, and ZIP Code of dispatching office.
e. The clerk ensures the label is completed properly as stated above and 
placed in the label slide in the Registered Mail pouch.

PDF page 62

5-6.5 Procedures for Handling Registered Postal Bank Remittance Mail
56 DM-902
f. The clerk-in-charge of the vault, safe, or security cage must place 
Registered Mail rotary lock and rotary number pouch(s) in the vault, 
safe, or security cage waiting the arrival of the HCR/PVS driver or 
platform Registered Mail receiver.
Note:  In the event that the Direct Bank pouch is dispatched on a 
succeeding tour, ensure that the pouch is handled in accordance 
with the procedures for high values listed in sections 4-6.2.3 and 4-
6.2.4.
5-6.5 Arrival of the HCR/PVS Driver or Platform 
Registered Mail Receiver
The actions listed below are performed after the arrival of the HCR/PVS 
driver or platform Registered Mail receiver.
The clerk-in-charge of the vault, safe, or security cage prepares PS Form 
3854 or 3854-A (in triplicate) to hand–to–hand transfer the accountability of 
the rotary locked Registered Mail pouch to the HCR or PVS driver, who will 
then hand-to-hand exchange to the banking P&DC/F.
Note:  The clerk-in-charge of the vault, safe, or security cage prepares 
PS Form 3854 or 3854-A to transfer the accountability to the dispatching 
platform Registered Mail receiver, to the HCR or PVS driver, who will 
then transfer accountability to the banking P&DC/F.
The clerk–in–charge of the vault must prepare PS Form 3854 or 3854-A in 
the following manner:
a. Round date all copies of the form in the top postmark of dispatching 
office block.
b. Complete the To line with the HCR or PVS and the name of the banking 
P&DC/F. Headings of PS Form 3854 or 3854-A for the platform 
Registered Mail receiver must address the To line to Platform 
Registered Mail Receiver/HCR or PVS/Name of banking P&DC/F.
c. List the rotary number and lock number of each registered pouch 
(beginning on line 1) to be dispatched in this shipment.
d. Complete the office name or ZIP Code of origin.
e. Draw diagonal lines through any unused spaces.
f. Complete the block with the total number of Registered Mail pouches 
sent by this dispatch on the form.
Keep PS Forms 3854 or 3854-A with registered locked pouch(es) in the vault, 
safe, or security cage until transfer of accountability can be made to the 
HCR/PVS driver or platform Registered Mail receiver.
Upon arrival of the HCR/PVS driver or platform Registered Mail receiver, the 
clerk-in-charge of the vault, safe, or security cage verifies the person 
accepting the bank deposits is approved as the authorized employee. 
Under no circumstances can Registered Mail articles be provided to an 
unconfirmed or unauthorized employee. Once authorization has been 
confirmed, the Registered Mail pouches can be released.
Note:  Never remove Registered Mail pouches containing remittances 
from the vault, safe, or security cage until the authorized employee is

PDF page 63

Nonbanking Consolidation Mail Processing and Distribution Centers and Facilities 5-6.6
April 2010 57
ready to receive the shipment.
At the time of the hand-to-hand exchange with the HCR/PVS driver or 
platform Registered Mail receiver, the clerk-in-charge of the vault, safe, or 
security cage provides PS Forms 3854 or 3854-A. The clerk legibly signs his 
or her name in the top postmaster block area top line of all copies of the form 
and enters the date and time.
The HCR/PVS driver or platform Registered Mail receiver verifies the PS 
Form 3854 or 3854-A headings, the rotary lock, and rotary number of 
Registered Mail pouch(s) to the entries listed, examines the condition of the 
pouch(s), and legibly signs his or her name to the original and copies of the 
forms (in the top postmaster block area, bottom line). Resolve any 
discrepancy immediately.
The clerk-in-charge of the vault, safe, or security cage provides the driver or 
platform Registered Mail receiver with the original and third copy of PS Form 
3854 or 3854-A and registered locked pouch(s). The registry section keeps 
the second copy of PS Form 3854 or 3854-A on file for 2 years.
Note:  If a platform Registered Mail receiver is involved in the transfer, 
prepare a fourth copy of PS Form 3854 or 3854-A.
The clerk–in–charge of the vault must scan the barcodes on the registry 
section copies of PS Forms 3883 and use the event code as “in transit.”
Group all forms together and keep them on file in the registry section for 2 
years.
5-6.6 Preparation for Dispatch (Highway Contract Routes 
With Sealed Trucks)
The highway contract route (HCR) driver must follow the procedures in 
Subchapter 2-3.
The HCR driver must load the Registered Mail pouches and outsides directly 
onto the truck. The HCR driver must maintain visual control and be present 
until the back of the truck is closed, locked, and an orange numbered tin 
band seal is applied to the back of the truck for that shipment. Prior to 
closing and securing the truck, the Postal Service employee completes PS 
Form 5398-A, Contact Route Vehicle Record, and places it inside the back of 
the truck.
The HCR driver must be present and take custody of the Registered Mail 
anytime the seal is removed and contents are unloaded and be present when 
the truck is closed, locked, and resealed. Prior to reclosing and securing the 
truck, the Postal Service employee completes a new PS Form 5398A and 
places it inside the back of the truck.
Note:  Under no circumstances is a HCR or PVS driver permitted to 
transport Registered Mail pouches or outsides in the cab of the truck.

PDF page 65

April 2010 59
6 Nonbanking Transfer Point
6-1 Offices With a Registry Section
Registry bid employees and those regularly assigned to registry section must 
sign in and out of the registry section using PS Form 1625, Record of Entry 
Into Registry Section, to provide accurate records of employees working with 
Registered Mail. These times include the following:
a. Upon beginning registry-related duties, or begin tour.
b. When leaving for and returning from lunch and breaks.
c. Upon ending registry-related duties or ending tour.
Use of a card access system does not relieve employees from this sign-in 
requirement.
Based upon local conditions, local management may require employees to 
sign in and out when they leave the registry section to perform registry-
related duties.
All other individuals must sign in and out each time they enter or leave the 
registry section. There will be no exceptions. This activity will be recorded on 
a separate PS Form 1625.
Note:  Only individuals on official business should be allowed access to 
the registry section.
6-2 Offices Without a Registry Section
Offices without a secure area or registry section must maintain, at all times, 
individual accountability of all Registered Mail pouches and outside articles 
received.
6-2.1 Accepting Clerk
The clerk accepting Registered Mail pouches and outsides from the platform 
Registered Mail receiver or highway contract route/private vehicle service 
(HCR/PVS) driver must ensure the following:
a. The platform Registered Mail receiver must maintain a Registry Pouch 
Check-Off Sheet at the platform area. See Exhibit 3-1.2a
. As the registry 
pouches and outsides arrive, the receiver records receipt by initialing his 
or her name beside the name of the dispatching office. Each office is 
required to send a Registered Mail pouch each business day.

PDF page 66

6-2.2 Procedures for Handling Registered Postal Bank Remittance Mail
60 DM-902
b. The receiving employee does the following:
(1) Checks the condition of each Registered Mail pouch or outside 
for any visual damage.
(2) Verifies headings on PS Form 3854 or 3854-A are properly 
completed showing the postmark of dispatching office (round 
dated both copies) and the To line is completed with the name of 
the P&DC/F, registry section, or cage.
(3) Verifies the rotary lock number and rotary number or numbered 
tin band sealed pouches and outsides registers to those listed on 
PS Form 3854 or 3854-A, Manifold Registry Dispatch Book.
(4) Verifies the total number of articles dispatched to the total 
number of articles received, and enters the number received on 
the form.
(5) Reports any irregularity on PS Form 3826, Registry Irregularity 
Report.
c. The acceptance clerk legibly signs his/her name in the bottom 
postmaster signature block area (bottom line), completes the actual 
time of receipt, and round dates all copies (lower right hand corner) of 
PS Forms 3854 or 3854-A.
The platform Registered Mail receiver or HCR/PVS driver keeps one 
copy of PS Form 3854 or 3854-A and the registry clerk retains the 
original copy in the registry section for 2 years.
Note:  As a reminder, the Tour 2 clerk or supervisor must also 
check with platform operations and contact the offices (by 
telephone) who were cited with a Registered Mail irregularity. Keep 
a log sheet (see Exhibit 3-1.2b
) describing irregularities updated 
and on file until resolution has been made.
6-2.2 Consolidation of Pouches and Preparing for 
Dispatch
The accepting clerk will consolidate the registry pouches and prepare the PS 
Form 3854 or 3854-A (contents bill).
Use only authorized equipment approved for Registered Mail as listed in 
subchapter 51 of Handbook DM-901, Registered Mail. The required 
equipment is the Number 2 canvas pouch or a security (hamper) liner (item 
18-G) and a rotary lock.
To pouch Registered Mail, the accepting/dispatch clerk must prepare PS 
Form 3854 or 3854-A, Manifold Registry Dispatch Book bill, in duplicate. The 
accepting/dispatch clerk must complete the form with the following 
information:
a. Round date all the copies of the PS Form 3854 (top-right postmark of 
dispatching office block including the coupon portion of the bill) as the 
official postmark. It is not required to round date the PS Form 3854-A.
b. Address the To line to the destination office.
c. Enter the rotary lock number and rotary number for the pouch in the 
top heading part of the form.

PDF page 67

Nonbanking Transfer Point 6-2.3
April 2010 61
d. List each Registered Mail seal number (except for outsides), beginning 
on line 1 on PS Form 3854 or 3854-A. Record the ZIP Code of origin 
and destination after each seal number. Ensure accuracy of all hand-
written numbers.
e. Draw diagonal lines through any unused spaces.
f. The dispatching employee enters the total number of registered 
pouches listed on the PS Form 3854 or 3854-A. The employee legibly 
signs his or her name in the top postmaster block area on all copies of 
PS Form 3854 or 3854-A and enters the time the transaction was 
completed.
g. Place the original PS Form 3854 or  Form 3854-A (contents bill) and a 
copy of the pouch checklist in an EP-399 and place into the Registered 
Mail pouch.
h. Attach an EP-9 envelope to the hasp before engaging the rotary lock. 
Lock the pouch with the rotary number facing up.
i. Insert the pouch label and ensure that it is properly addresses as 
indicated in 2-3.3.
j. File all registry records in a secure area for 2 years, preferably inside 
the registry section.
6-2.3 Preparation for Dispatch to the HCR/PVS Driver
a. The dispatch clerk prepares PS Form 3854 or 3854-A (in triplicate) to 
hand-to-hand transfer the accountability of the rotary locked Registered 
Mail pouch to the HCR or PVS driver, who will then hand-to-hand 
exchange to the nonbanking consolidation or banking P&DC/F.
b. The dispatching clerk must prepare PS Form 3854 or 3854-A in the 
following manner:
(1) Round date all copies of the form in the top postmark of 
dispatching office block.
(2) Complete the “To” line with the HCR or PVS and the name of the 
nonbanking consolidation or banking P&DC/F.
(3) List the rotary number and lock number of each registered pouch 
and (beginning on line one) to be dispatched in this shipment.
(4) Complete the office name or ZIP Code of origin and final 
destination.
(5) List all outside articles (list the original ZIP Code of origin and the 
ZIP Code of the final destination).
(6) Draw diagonal lines through any unused spaces.
(7) Complete the block with the total number of Registered Mail 
pouches and outside articles sent by this dispatch on the form.
(8) Keep PS Forms 3854 or 3854-A wi th registered locked pouch(s) 
in a secure area until transfer of accountability can be made to 
the HCR/PVS driver.
c. Upon arrival of the HCR/PVS driver, the dispatch clerk verifies the 
HCR/PVS driver as the authorized employee. Under no circumstances 
can Registered Mail pouches or outside articles be provided to an

PDF page 68

6-2.4 Procedures for Handling Registered Postal Bank Remittance Mail
62 DM-902
unconfirmed or unauthorized employee. Once authorization has been 
confirmed, the Registered Mail pouches can be released.
Note:  Never remove Registered Mail pouches from the secured 
area until the authorized employee is ready to receive the 
shipment.
d. At the time of the hand-to-hand exchange with the HCR/PVS driver, 
the dispatch clerk provides PS Forms 3854 or 3854-A to the driver. The 
clerk legibly signs his or her name in the top postmaster block area top 
line of all copies of the form and enters the date and time.
e. The HCR/PVS driver verifies the PS Form 3854 or 3854-A headings, 
the rotary lock and rotary number of Registered Mail pouch(s) and 
outside articles to the entries listed, examines the condition of the 
pouch(s) and outside articles, and legibly signs his or her name to the 
original and copies of the forms (in the top postmaster block area, 
bottom line), and records the time of the transfer on the form. Any 
discrepancy must be resolved immediately.
f. The dispatch clerk provides the driver with the original and third copy 
of PS Form 3854 or 3854-A and registered locked pouch(s) and outside 
articles. The dispatch office keeps the second copy of PS Form 3854 
or 3854-A on file for 2 years in a secure area.
Note:  If additional transfers are necessary, a fourth copy of PS 
Form 3854 or 3854-A must be prepared.
6-2.4 Preparation for Dispatch (Highway Contract Routes 
With Sealed Trucks)
The HCR driver must load the Registered Mail pouches and/or outside 
articles directly onto the truck. The HCR driver must maintain visual control 
and be present until the back of the truck is closed, locked, and an orange 
numbered tin band seal is applied to the back of the truck for that shipment. 
Prior to closing and securing the truck, the postal employee completes PS 
Form 5398-A, Contact Route Vehicle Record, and places it inside the back of 
the truck.
The HCR driver must be present and take custody of the Registered Mail 
anytime the seal is removed and contents are unloaded and be present when 
the truck is closed, locked and resealed. Prior to reclosing and securing the 
truck, the Postal Service employee completes a new PS Form 5398-A and 
places it inside the back of the truck.
Note:  Under no circumstances is a HCR or PVS driver permitted to 
transport Registered Mail pouches or outsides in the cab of the truck.

PDF page 69

April 2010 63
Appendix A
Hold-Up Instructions
A-1 Hold-Up Prevention
1. Call the police at once if you notice suspicious loitering in or near the 
Post Office or delivery areas.
2. Be very cautious in  the building lobbies or other remote areas, 
especially in high-crime areas.
3. Ensure that your employees have been instructed about any electronic 
security devices such as cameras or alarms.
4. Avoid having large accumulations of cash. Do not count or otherwise 
display currency in areas of public view.
5. Keep all exterior doors that allow access to work areas closed and 
locked when not in use. 
6. Be identification conscious. Check out all nonpostal personnel in areas 
where they should not be.
7. If you are alone in your area, a radio in another area could suggest 
another person is present. 
8. Lock your credit draw er(s) when leaving your window area, even for 
short periods of time. Secure accountable mail and money orders.
9. Never respond to an emergency request to open the Post Office unless 
in the presence of the police, postal inspector, or postal police officer. 
If the caller identifies themselves as a police officer, call that person 
back to verify the call.
10. Keep the safe and vault doors closed and locked. Do not give burglars 
or robbers an advantage.
11. Do not discuss transportation methods for Registered Mail with 
anyone. 
A-2 Violence Prevention Procedures in Case of Robbery
Keep It Short and Smooth:
The longer it takes, the more nervous the robber will become. 
Nervous individuals are more apt to shoot and worry about the 
consequences later.

PDF page 70

A-3 Procedures for Handling Registered Postal Bank Remittance Mail
64 DM-902
Obey His Commands:
Robbers rarely hurt individuals who cooperate with their commands, 
so cooperate to the best of your ability. 
Do Not Argue:
Once the robber has made his intentions clear, it is too late for him to 
change his mind, so do not make him angry by arguing. 
Do Not Fight:
Attacking a robber is very foolhardy. Money is not worth risking your 
life. You may even lose your life in the attempt. 
Do Not Use Weapons:
Guns and other weapons are not allowed on postal property. Postal 
police officers and postal inspectors are the only employees 
authorized to carry weapons. 
Inform Robber About Any Surprises:
While in the process of cooperating with the robber, inform him of 
any surprises that might startle him. He will more than likely be 
extremely nervous, and it would not take much to scare him into 
shooting.
Do Not Chase or Follow Him:
Robbery suspects will usually shoot at a pursuer. The police may 
even shoot at you thinking that you are the robber. 
Call the Police (911) and Postal Inspectors:
Call the police and postal inspectors as soon as it is safe to do so. 
Stay on the phone until told to hang up. Stay near the phone until 
help arrives. 
Do Not Talk To Reporters:
Do not speak to reporters about the details of the robbery. 
Estimating money losses may attract other robbers to do the same. 
Direct all questions to the Postal Inspection Service.
A-3 Actions During a Hold-Up 
1. Take no action that would jeopardize your safety.
2. If the robber displays a firearm, consider it to be loaded.
3. Attempt to alert other employees by pre-arranged signals.
4. Follow the robber’s instructions, but do not volunteer.
5. If the robber has written a note, place it aside and out of sight in an 
attempt to retain it as evidence.
6. Give the robber only what he demands.
7. Do not be obvious, but carefully observe the robber’s actions. Try to 
remember a detailed description of what he is wearing and other 
identifying items.

PDF page 71

Hold-Up Instructions A-5
April 2010 65
A-4 Actions After a Hold-Up 
1. Call the police and give them a description of the robber, type of 
weapon used, vehicle used, direction of travel, and time of departure. 
Then notify the Postal Inspection Service immediately.
2. Ask witnesses to remain until police arrive. Do not let anyone in except 
police, Postal Inspectors or postal police officer.
3. Protect the scene of the crime. Do not touch anything or allow anyone 
else to do the same. 
4. As soon as possible, jot down your memory of the crime and your 
description of the robbers. 
5. Do not compare notes with others until you give your information to the 
postal inspectors or police.
6. Assist the Postal Inspectors and police officers in every way possible.
7. Do not discuss the details of sensitive information with anyone other 
than the Inspection Service, police officers, or postal police officers. 
A-5 Observe and Memorize All Characteristics of the 
Person Involved 
1. Hair Line, if visible
2. Shape of eyebrow
3. Type of eyelids
4. Shape of ear
5. Shape of nose
6. Shape of head
7. Size and shape of lips
8. Type of chin
9. Indentation at temples
10. Wrinkles of baggy eyes
11. Pronounced cheek bone
12. Sunken cheeks
13. Wrinkles, scars, marks
14. Height

PDF page 73

April 2010 67
Glossary
Address — The location to which the Postal Service is to deliver or return a 
mailpiece. It consists of certain elements such as recipient name, street 
name and house number, and city, state, and ZIP Code as required by the 
mail class.
All–purpose dating stamp — A handstamping device for imprinting (in red 
ink) the date, the name of city, and the Post Office branch or Post Office 
station on Registered Mail and nonmail items such as receipts. (Also called 
round-dater stamp.)
Backstamp — To mark the back of a mailpiece with a postmarking or 
canceling device to show that the piece was received, dispatched, or 
missent. (Also, see postmark.)
Best practice — A method of accomplishing a postal business function or 
process that is considered to be superior to all other known methods.
Bundle — Two or more packages secured together into a single piece or 
unit.
Cage — A secure, enclosed area in a Post Office, separated from the rest of 
the workfloor, where Registered Mail and other accountable mail are kept.
Carrier — An individual contractor or private company (e.g., airline, trucking 
company, railroad) that transports the mail from one postal facility to another.
Case — A piece of equipment that contains separations into which clerks or 
letter carriers sort letters, flats, or irregular parcels. To sort mail into a case.
Collect — To pick up mail from co llection boxes or customers.
CON–CON (Concentration and Convoy) — Registered Mail dispatched by 
air to and from designation airports in the CON–CON program.
Concentration and Convoy Tracking System (CCTS) — Tracks registered 
mail from origin to destination through the registered bar code serial number.
Contract postal unit — A postal unit that is a subordinate unit within the 
service area of a main Post Office. It is usually located in a store or place of 
business and is operated by a contractor who accepts mail from the public, 
sells postage and supplies, and provides selected special services (for 
example, postal money orders or Registered Mail).
Delivery — The act of taking mail from the Post Office to the customer. A 
name for the mail itself taken to the customer’s business or residential 
delivery address or for the mail picked up at a Post Office, whether Post 
Office box, window, or dock.

PDF page 74

Procedures for Handling Registered Postal Bank Remittance Mail
68 DM-902
Direct —  A package, pouch, sack, or other mail container with each piece 
addressed to the same address, company, postal unit, or Post Office.
Dispatch — Mail readied and loaded for transportation. To ready the mail for 
loading.
Distribute — To sort mail in order to group pieces according to a plan or 
scheme.
Driver — An activity or condition that has a direct influence on the 
operational performance or cost structure of other activities.
Dumping table — A worktable where sacks or pouches are emptied.
Elbow and eyeball (Informal) — To open and examine the interior of a 
presumably empty sack to ensure that it does not contain mail trapped 
inside.
Handbook — A Postal Service directive that documents the procedures 
needed to implement Postal Service policy stated in manuals.
Hand–to–hand exchange — An exchange of registered articles between 
two individuals. Receiving employee receipts for the articles.
Headquarters — The national Postal Service unit that directs administration, 
policy, and operations. It is located at 475 L’Enfant Plaza, SW, Washington, 
DC 20260–0001.
Highway contract route (HCR) — A route of travel served by a postal 
contractor to carry mail over highways between designated points. Some 
HCRs include mail delivery to addresses along the line of travel. (Also known 
as a star route.)
Irregularity — A deficiency in the preparatio n, acceptance, payment, billing, 
or dispatch of registered articles.
Letter — According to the Private Express Statutes, a message directed to a 
specific person or an address and recorded in or on a tangible object. Also a 
shortened way to refer to letter-size mail.
Letter tray — A flat cardboard or plastic container for sorted letter–size mail 
that can hold several hundred letters. Various kinds and sizes of trays are 
used in place of sacks or pouches for transporting mail within and between 
major Postal Service facilities.
Local postmark — A cancellation that a Post Office without mail processing 
operations applies to postage stamps, if requested by the mailer. It shows 
the city, state, and ZIP Code of the Post Office.
Lock — A device used to seal Registered Mail and other valuable mail 
shipments and for locking surface pouches of First-Class Mail.
Mail — Any mailable matter that is accepted for mail processing and delivery 
by the Postal Service. Also, the sum total of the mail at any time that is in 
Postal Service custody.
Mail count — An enumeration (in pieces or pounds) of the amount of mail 
sorted or handled.
Mailpiece — A single addressed article of mail, usually a letter, flat, card, or 
parcel.

PDF page 75

April 2010 69
Manifold book — A document (PS Form 3854, Manifold Registry Dispatch 
Book) that contains perforated forms to track Registered Mail items.
Manual — A directive that contains Postal Service policy.
NIL–BILL — If a Post Office, station, branch, or contract unit is submitting no 
registered articles and no bank deposit, then it must prepare a PS Form 3854 
or 3854-A, Manifold Registry Dispatch Book bill, in duplicate as a NIL-BILL.
Opening unit — An operational area within a mail processing facility where 
pouches, sacks, and containers of mail are received from arriving dispatches 
and are opened and prepared for distribution.
Origin facility — The point of entry used by  a mailer presenting a mailing.
Outside — A mailpiece that cannot be placed into a sack or container 
because of size, weight, shape, or contents.
Platform Registered Mail receiver — Anyone authorized within the 
platform (dock) operations to accept the accountability of a Registered Mail 
pouch or outside that is received or dispatched to a PVS/HRC driver or a 
Registered Mail clerk.
Postmark — A postal cancellation imprint on letters, flats, and parcels. The 
imprint shows the date and the name, state, and ZIP Code of the Post Office 
or sectional center facility that accepted custody of the mailpiece.
Postmaster — The manager in charge of a Post Office.
Post Office (PO) — The basic organizational unit of the Postal Service. 
Generally, each Post Office has primary responsibility for collection, delivery, 
and retail operations in a specific geographic area. Each year, these units are 
categorized by revenue and mail volume.
Post Office station — A unit of a main Post Office that is within the 
corporate limits of the city or town of the main Post Office.
Pouch — A container identified by its leather neck strap with a closing latch 
and eye near the opening (unlike a sack, which is tied). It is generally used for 
First-Class Mail and Registered Mail; a special blue and orange pouch is 
used for Express Mail. The term used to indicate one unit making up a direct 
pouch labeled to another unit. (In mail processing and dispatch functions) To 
place mailpieces in pouches.
Registered Mail — A service by which, through a system of receipts, the 
Postal Service monitors the movement of a mailpiece from the point of 
acceptance by the Postal Service to delivery. The sender receives a receipt 
at the time of mailing, and a delivery record is kept at the Post Office of 
address. This service also provides optional indemnity in case of loss or 
damage. Registered Mail is the most secure service offered by the Postal 
Service.
Remittance (bank deposit) — A daily deposit that is received from retail 
offices for the sales generated for that business day.
Return mail — Mail that must be sent in the opposite direction for proper 
dispatch.
Rotary lock — A special lock for pouches of Registered Mail. The lock is 
cylindrical and made of brass. The words “Registered U.S. Mail” are 
engraved on the front of the lock, and the back is engraved with the

PDF page 76

Procedures for Handling Registered Postal Bank Remittance Mail
70 DM-902
accountable serial number. A counter in the lock rotates to the next higher 
number with each turn of the key.
Round date — ( See all–purpose dating stamp.)
Route — A scheduled course to follow by a Postal Service employee or 
carrier (a contractor) in performing transportation or delivery duties. To 
designate the time, schedule, mode of transportation (such as air, highway, 
or rail), and the line of travel to be used in dispatching mail from a postal unit 
or transportation terminal.
Separation — A compartment in mail processing equipment used to hold 
separated mail.
Tour — One of three scheduled Postal Service shifts:  Tour I is the night shift 
(usually from 11:00 p.m. to 7 a.m.), Tour II is the daytime shift (usually from 7 
a.m. to 3 p.m.), and Tour III is the evening shift (usually from 3 p.m. to 11 
p.m.)
Tray — A container used in Postal Servic e facilities to hold letters and First-
Class Mail flats. It is used as a basic unit of mail quantity for purposed or 
preparing mail to qualify for discounted postage rates.
United States Postal Service — The successor to the Post Office 
Department, created on July 1, 1971, by the Postal Reorganization Act, as an 
independent establishment of the executive branch.
Valuable piece — A registered article that is determined by local conditions 
to warrant transfer to the valuable unit. Local management determines the 
minimum value for articles to be transferred to a vault, safe, or security cage.
Valuable unit — A safe, vault, separate cage, or locked container within a 
registry unit where valuables are held until delivery or dispatch.
Verification — The procedural ch ecks of a mailing presented by a mailer to 
determine proper preparation and postage payment.
Verify — To check either the proper destination of mail by piece-by-piece 
examination.
Worked — Sorted mail ready for dispatch.

DM 902 Prodecures for Handling Registered Postal Bank Remittance

What this file is for

PDF page 1

PDF page 3

PDF page 4

PDF page 5

PDF page 6

PDF page 7

PDF page 8

PDF page 9

PDF page 10

PDF page 11

PDF page 12

PDF page 13

PDF page 14

PDF page 15

PDF page 16

PDF page 17

PDF page 18

PDF page 19

PDF page 20

PDF page 21

PDF page 22

PDF page 23

PDF page 24

PDF page 25

PDF page 26

PDF page 27

PDF page 28

PDF page 29

PDF page 30

PDF page 31

PDF page 32

PDF page 33

PDF page 34

PDF page 35

PDF page 36

PDF page 37

PDF page 38

PDF page 39

PDF page 40

PDF page 41

PDF page 42

PDF page 43

PDF page 44

PDF page 45

PDF page 46

PDF page 47

PDF page 48

PDF page 49

PDF page 50

PDF page 51

PDF page 52

PDF page 53

PDF page 54

PDF page 55

PDF page 56

PDF page 57

PDF page 58

PDF page 59

PDF page 60

PDF page 61

PDF page 62

PDF page 63

PDF page 64

PDF page 65

PDF page 66

PDF page 67

PDF page 68

PDF page 69

PDF page 70

PDF page 71

PDF page 72

PDF page 73

PDF page 74

PDF page 75

PDF page 76