EZ Messenger Staff - E-Certified Mailing - OK

Instructions

Guidance/Help Text

Specific Batch File Format:

1) Open the CERTS TEMPLATE spreadsheet

To use the SendSuite software, address must be placed in a specific file format (template), this template contains columns A-I.

2) Column A (header DUNS) is where the JOB NUMBER will be entered

3) Column B must contain a period (.)

4) Column C may contain the name of the SERVE – ORGANIZATION

• IMPORTANT: if RESTRICTED DELIVERY requested type in ATTN: RESTRICTED TO (DEFENDANTS NAME)

IMPORTANT! DO NOT MAIL RAUSCH S&P’S RESTRICTED DELIVERY. ESCALATE TO LOGISTICS MANAGER IF ASSIGNED TO THIS QUEUE AND DO NOT PROCEED.

LBN S&P’S CAN BE MAILED RESTRICTED DELIVERY ONLY IF INSTRUCTED BY CLIENT TEAM.

5) Column D is the FIRST portion of the address – ADDRESS 1

6) Column E is the CITY for the address

7) Column F is the STATE for the address

8) Column G is the ZIP CODE for the address

9) Column H must contain “US” in the column for EACH JOB

10) Column I should include a PHONE NUMBER - should already be filled in on the template

11) Once addresses are all in the correct format, open the EXECUTIVE PROCESS SSL JOB AID REV A and follow the steps to process for e-certified mailings

Certified Mailing

1) Once COVER SHEETS have been printed, MATCH them to respective jobs using the ADDRESS

• Place cover sheet ON TOP of SERVICE DOCUMENTS

• If any information does NOT match then ESCALATE the job

2) Open FAST DASHBOARD

3) In GO TO JOB # field enter in the JOB NUMBER and click GO JOB

4) In JOB SUN-INFO tab:

• 1st CLASS DT MAILED: enter in TODAYS DATE

• CERT DATE MAILED: enter in TODAYS DATE

• Check the CERT BOX

• RECEPT #: scan in cover sheet bar code and delete semi colon

The Job Sub-Info tab is located in the bottom left-hand of the job screen.

5) In DateRec field enter in TODAYS DATE

The DateRec field is located in the orange box on the right-hand side of the job screen towards the middle.

6) Click SAVE button

The save button is found in the top right of the job screen. Do not close the job screen yet.

7) Place cover sheet with service documents in specialized Certified Mailing Envelopes

• VERIFY the EZM RETURN ADDRESS and SERVEE ADDRESS are visible in ENVELOPE WINDOW

• If RESTRICTED MAILING was requested, make sure the envelope has RESTRICTED labeled or stamped on the envelope

• The label or stamp should be in the highlighted area as shown in the image to the right

The specialized certified mailing envelopes are the envelopes with the green certified mail title and windows.

8) To find COST OF SERVICE:

• For REGULAR DELIVERY:

• CERTIFIED MAIL costs $3.35

• ELECTRONIC RECEIPT costs $1.45

• Then ADD the COST OF WEIGHT

• For RESTRICTED DELIVERY:

• RESTRICTED DELIVERY FEE is $9.00

• RETURN RECEIPT FEE is $2.85

• Then ADD in COST OF WEIGHT, to find cost of weight for restricted:

• Place envelope on SCALE

• Select CLASS, then DOMESTIC

• Select FIRST CLASS then FLAT

• Click PAGE DOWN button

• Select CERT REST DEL

• Select RET RECEIPT

• Click ENTER

Cost of Service is needed for data entry too.

9) Back in JOB SCREEN, in the COST OF SERVICE field enter in the AMOUNT calculated

• Click SAVE button

The Cost of Service field is found under the Job Sub-Info tab on the far right side.

10) Click ALT + G to assign the job

• In the search bar type in SENT CERTIFIED MAIL – PENDING USPS SIGNED RECEIPT

• Double click option to assign

11) Click SAVE/CLOSE button to close job screen

12) Utilize the CUSTOM PRE-SET postage select on the PB METER and place the applicable POSTAGE on the ENVELOPE

13) Place in outgoing USPS MAILING TUB

14) Repeat steps 3-13 for all mailings