Standard Operational Guidelines in the Processing of Cross Border Mails

April 12, 2018

PHLPOST CIRCULAR NO. 24-18

 

I. PURPOSE:

These guidelines are hereby prescribed in order to standardize the handling and processing of cross border mails and ensure that:

1.1 The operation and management of cross border mails by concerned Offices (AMED, NTD, Post Office) are synchronized to fully achieve its objectives.

1.2 Reporting and accounting of cross border mails are properly managed.

1.3 PHLPost shall be the conduit in the expansion of cross border mails in the neighboring countries.

II. COVERAGE:

These guidelines shall apply to all cross border mails transited via PHLPost.

III. DEFINITION OF TERMS:

As herein used, the following terms shall be understood to mean:

1. Cross border mails — refers to item/s purchased via online shops across national borders transited to PHLPost for distribution to other countries.

2. PHLPost Postage Indicia (PPI) — refers to the imprint/markings on each mail piece that signifies the postage has been prepaid. This applies to bulk mails only.

3. Custom Declaration Form CN22 — is a required form used by foreign customs authorities to clear mail for entry into their country and, when appropriate, assess duty and taxes. Failure to fully and accurately complete this form may result in the delay of the mail, inconvenience to the recipient, or the incorrect assessment of duty and taxes.

4. Destination Postal Operator — any governmental or non-governmental entity officially designated by the member country to operate postal services and to fulfill the related obligations arising out of the Acts of the Union on its territory.

5. Custom Bonded Warehouse (CBW) — a warehouse licensed by the Bureau of Customs where imported articles (raw materials, semi-finished materials, components and packaging materials) are stored without the payment of duties and taxes provided the finished products are re-exported within the prescribed period of time and/or if withdrawn for local consumption, payment of duties, taxes and other charges shall be required.

6. Master Airway Bill (MAWB) — is a document that accompanies goods shipped by an international courier to provide detailed information about the shipment and allow n

7. Custom boat note — is a document issued by Port Authorities on the basis of Export Application and after ascertaining that Customs duties are paid under Shipping Bill and after payment of Port dues.

8. Event "A" — refers to the time of posting of item.

9. Event "B" — refers to the acceptance of item at the Office of Exchange.

10. Event "C" — refers to the time of dispatch to the next Office of Exchange.

IV. PROCEDURAL GUIDELINES

1. Client shall guarantee that all mails bear the following markings:

a. PHLPost Postage Indicia (PPI)

a.1. PPI format and design shall be approved and released by the Office of the Assistant Postmaster General for Operations thru the International Affairs Division (IAD), Service Regulations Department (SRD).

a.2. PPI shall bear the PHLPost logo and PPI Number issued by PHLPost. Envelope must also bear the return address (Philippine address) of the client.

a.3. The PPI number shall be exclusive for each client. (sample below)

b. Custom Declaration Form CN22

b.1. Client shall use the international standard format of CN22. Any deviation from the standard must be approved by the Office of the APMG for Operations. (sample below)

c. Registry Barcode Label (For registered Packets only)

c.1. All registered items must be attached with barcode label to ensure trackability/traceability.

c.2. Barcode digit number/series shall be issued by the Service Regulations Department (SRD) thru the office of the International Affair Division (IAD). (sample below)

c.3. Client shall ensure that all its packets for postal dispatch are presorted according to the Destination Postal Operator and its office of exchange.

A. ACCEPTANCE AND PROCESSING OF MAILS AND/OR SMALL PACKETS

1. Client shall ensure that all its packets for postal dispatch are presorted according to the Destination Postal Operator and its office of exchange.

2. For every transaction, client must accomplish the Certificate Of Mailing (COM) in three copies that shall include the following details:

• Date

• Type of Mail (Ordinary/Registered)

• Dispatch No.

• Number of Bags per shipment

• Total weight per Bag

• Total number of items per Bag

• Average weight per item

• Total weight per shipment

• Country of Origin

• Incoming Flight Details

3. COM or Pre-alert statement should be sent to PHLPost two (2) days prior to the actual inbound shipment date for proper monitoring. Pre-alert can be sent thru email or fax attention to the head of the Airmail Exchange Department (AMED).

4. A copy of the COM or pre-alert statement shall also be placed inside the final bag for purpose of verification.

5. The fully accomplished COM will also be used as pre-alert statement to inform PHLPost of any upcoming shipment that need to be processed.

6. Client shall bring the mails and/or small packets to the designated Custom Bonded Warehouse (CBW), or to the Airmail Exchange Department (AMED) at CMEC Compound, Pasay City.

7. Client, with the approval of PHLPost, may scan the items for Event A, otherwise, AMED shall scan Events A & B of the items.

8. The Manager of AMED shall assign and/or send employee/s who will receive the client's mails and/or small packet upon its arrival in the Custom Bonded Warehouse (CBW) and/or at AMED, PHLPost.

9. Client shall present the following documents for validation and confirmation of PHLPost representative:

a. Three (3) copies of accomplished COM with certification that "NO PROHIBITED/NON-MAILABLE ITEM" is included in their mails.

b. Original and photocopy of the Master Airway Bill (MAWB) showing the arrival of the shipments in the Philippines.

c. Original and photocopy of Custom's boat note, duly signed and certified by the Airport Operations Division (AOD) with remarks of customs on guard for transshipment to the country of destination.

B. AIRMAIL EXCHANGE DEPARTMENT (AMED)

1. PHLPost representative shall check and verify all documents presented to them and ensure that the actual incoming shipments tally with the COM, Custom boat note and MAWB presented. Any discrepancy between the MAWB, boat note and COM must be coordinated immediately to the client's representative and the custom on guard for proper action.

2. After thorough verification, PHLPost representative then shall accept the mails and/or small packets and postmark the copies of COM, showing thereof the actual date of receipt of the said mail and/or small packets.

3. PHLPost representatives should ensure that all mails received are compliant to the conditions set forth by the postal destination and the rules and regulations of IATA and Airlines and Aviation regulation. In the event that there is a non-compliant mail and/or small packet, PHLPost shall immediately notify the client thru phone calls and to be followed by a written notice or email regarding the findings. The client shall sent immediately a representative to AMED or in the Custom Bonded Warehouse (CBW) for them to reprocess their mails and/or small packets. All necessary coordination with other agency such as custom and airport authority that may arise due to the findings of PHLPost shall be the responsibility of the client. PHLPost shall not be held liable on any delay and/or stoppage of a specific shipment if the reason of such delay is due to the non-Compliant Mails and/or small packets.

4. All mails and/or small packets are subject for inspection and can be examined/opened randomly at the prerogative of PHLPost personnel with proper coordination to the client.

5. All mails and/or small packets arriving at AMED or designated Custom Bonded Warehouse (CBW) shall be processed by PHLPost's personnel only or by the client's own personnel, provided that the latter shall comply with the security measures, subject to the following limitations:

a. Labeling or relabeling of the mails and/or small packets

b. Changing of packaging of damaged items and sorting of items per destination

6. To maintain the security and control of other postal documents, production of any other UPU forms aside from the Custom Declaration form (CN22) as stated on Paragraph A, Item 3 shall be done by PHLPost's representative only.

7. Each item shall be scanned for "Event C" prior its dispatch to the next Office of Exchange. For Registered mails and/or small packets, only the capturing of events in the system can be done by the Client.

8. The turnover of the mails and/or small packets to the airline carriers shall be done also by PHLPost's representative only.

9. PHLPost shall process within the agreed Turn-around time the mails and/or small packets unless otherwise advised by the PMG, APMG Finance or APMG Operations to hold processing.

IV. DISPATCH OF MAILS

Dispatches shall be prepared in accordance with existing dispatch scheme.

A. NETWORK and TRANSPORT DEPARTMENT

A.1 TURNOVER OF MAILS TO THE AIRLINES

1. For Client/s using the Air Conveyance Partner of PHLPost

1.1 Prior to the commencement of business, the Client shall provide the Network and Transport Department (NTD) with the following:

1.1.1 List of countries (Inbound/Outbound)

1.1.2. Type of mail (Inbound/Outbound; parcel or documents)

1.1.3 Category of mail (i.e., ordinary, etc.)

1.1.4 Average volume to be received/dispatched (weight in kilograms and no. of pieces/palette) per load (inbound/outbound)

1.1.4 Frequency of receipt/dispatch (i.e., daily)

1.1.5 Commitment time/day

1.1.5 Preferred airline/carrier

1.1.6 Name of contact person/s with e-mail address; tel./cp no.

1.1.7 Office address and business hours

1.1.8 Starting date of business

1.2 Once the above data are provided by the Client, NTD shall give the Client a copy of the AIRLINE SCHEDULE with the following details:

1.2.1 Dispatch Day

1.2.2 Collection Time

1.2.3 Carrier/Flight No.

1.2.4 Expected Time of Departure/Arrival (Etd/Eta)

1.2.5 Connecting Flights (If Applicable)

1.2.6 Expected Time of Arrival at Destination

1.2.7 IMPC Code

1.2.8 List of Countries

 The name of contact person/s with their corresponding telephone/mobile no./e-mail address; business hours and office address shall likewise be provided to the Client.

 A mail car/truck with the corresponding Driver/Courier shall be assigned for this purpose, if necessary.

2. For Client/s using the Air Conveyance of their own choice:

2.1 Prior to the commencement of business, the Client shall provide the following information to the Network and Transport Department:

2.1.2 n Type of Mail (Inbound/Outbound; Parcel or Document)

2.1.3 Category of Mail (Ordinary, Express or Registered)

2.1.4 Average Volume to be Received/Dispatched (Weight in Kg; No. of Pieces/Palette) Per Load (Inbound/Outbound)

2.1.5 Name of Contact Person/s with E-mail Address; Telephone/Mobile No.

2.1.6 Office Address and Business Hours

2.1.7 Starting Date of Business

2.1.8 AIRLINE SCHEDULE indicating the:

— dispatch day/s

— collection time

— carrier/flight no.

— expected time of departure/arrival (ETD/ETA)

— connecting flights (if applicable)

— expected time of arrival at destination

— IMPC code

— list of countries (inbound/outbound)

 The NTD shall provide the Client with the name of contact person/s with their corresponding telephone/mobile no./e-mail address; business hours and office address shall likewise be provided to the Client.

 A mail car/truck with the corresponding Driver/Courier shall be assigned for this purpose, if necessary.

2.2. Client shall inform PHLPost at least Six (6) hours before the actual date and time of the flight schedule. This is to give ample time to the PHLPost to prepare all necessary documentation for the turnover of the mails and/or small packets to the airlines.

2.3. Client shall also coordinate to the airlines the date and time of pickup of the mails and/or small packets from the designated Custom Bonded Warehouse (CBW).

2.4. After receipt of the confirmation of the pickup from the client, PHLPost shall ensure that all necessary documents like the CN form shall be prepared and completely furnished and signed by its representative to avoid delays on the process.

2.5. Client shall ensure that all other documents required for the service like Custom Boat Note and other regulatory documents which is beyond PHLPost control, are processed and approved by the concern agency. PHLPost will not be held liable for any delay caused by the coordination and processing of the mention documentation.

2.6. All additional cost that will be incurred during the turnover of the mails and/or small packets like the airport x-ray, towing out, etc. shall be paid solely the client.

V. RETURN TO SENDER MAILS (RTS)

1. Client shall apply for a PHLPost PO Box. All undelivered/RTS mails shall be returned to the designated PO Box of the client.

2. Designated PO shall coordinate with the client all undelivered/RTS mails on a daily basis via email, fax or mail.

3. Client shall be notified for the pick-up/return of their RTS mails.

4. Client must self-clear its PO Box containing the undelivered/RTS mails within seven (7) days from notification, otherwise, said mails shall be turned-over to the Dead Mail Office (DMO) and disposed of in accordance with existing rules and regulations.

VI. PAYMENT TERMS, BILLING AND ACCOUNTING

1. The client shall post an advance payment to cover its mailing charges amounting to the amount stipulated in the contract or equivalent to its two-month mailing expense, whichever is higher, to PHILPost dollar account with Banco de Oro under Account No. 4570-02858-9.

2. The balance of the advance payment made by the client must be monitored and inform the latter if the remaining balance is below 25% of the advance payment.

3. AMED shall prepare and submit weekly report on statement of processed mails and/or small packets together with the copies of the following:

a. Certificate of Mailing (COM)

b. Incoming MAWB

c. Custom Boat Note and

d. Final Permit to Transport (CN38)

to the International Accounts Division (IAD), Service Regulations Department every THURSDAY of the following week using the prescribed form. Cut-off period of transactions shall be every WEDNESDAY of the week.

4. IAD, upon receipt of the report, shall compute the charges based on the approved rate as indicated in the "Agreement," prepare and send the billing statements to the client on a monthly basis.

5. IAD shall monitor the usage of deposit and shall inform the client if the balance reaches the 25% of the total deposit. In which case, replenishment of the amount shall be immediately requested.

6. Client, within twenty-one (21) days or three weeks from date of the invoice/billings, shall make prompt payment of actual mail charges. This is to ensure that the advance payment is maintained at all times as guaranty deposit. This is to enable PHLPost to continue processing the mails without interruption. However, if the advance payment is not enough to cover the mails being processed, PHLPost will hold the mails in excess of the advance payment until the client replenishes its advance payment.

7. The advance payment shall be reviewed from time to time and adjusted according to the increase/decrease of the actual mail volume being processed.

8. In the event of dispute in the amount, the client shall still make timely payment to cover the undisputed balance of the invoice. Both PHLPost and the client shall work together to resolve any dispute to their mutual satisfaction.

VII. INQUIRIES

1. All queries and complaints shall be forwarded to the Office of the Department Manager, Airmail Exchange Department, CMEC, Pasay City or to the Division Chief, Letter Post Division, AMED or via email of designated PHLPost representatives. AMED shall answer dispatch, delivery and billing queries/complaints from clients within seven (7) working days, depending on the response of the Destination Postal Operator.

VIII. Miscellaneous

1. Contract Monitoring

The Office of the Assistant Postmaster General for Marketing and Management Support Services thru the Business Lines Department, shall monitor validity of the contract and work out for its renewal prior to expiration date, unless sooner terminated or if the Contract shall no longer be renewed.

2. OAPMG-Operations

The Offices under the Asst. Postmaster General for Operations shall process mails of client/s with valid contract only, unless with written approval from the Postmaster General.

The APMG for Operations; APMG for MMSS, Managers of AMED, NTD, Area Director-Mega Manila, Support Service Manager-Mega Manila shall ensure that this Order is properly disseminated and complied with by all concerned employees.

All existing guidelines, memoranda, orders and other issuances of similar nature which are inconsistent with this Order are hereby deemed repealed and superseded.

For strict compliance.

(SGD.) JOEL L. OTARRAPostmaster General & CEO

n Note from the Publisher: Copied verbatim from the official copy. Missing portion.

n Note from the Publisher: Copied verbatim from the official copy. Missing item no. 2.1.1.