(d) Restrictions. The following restrictions apply to franked mail: (1) Official correspondence transmitted under frank of the Vice President, Members and Members-elect of Congress, Secretary of the Senate, Sergeant at Arms of the Senate, and Resident Commissioners, must be on official or departmental business. (2) No franked mail will be admitted to the mail unless admissible as ordinary mail. (3) A person entitled to use franked mail may not loan his frank or permit its use by any committee, organization, or association; or permit its use by any person for the benefit or use of any committee, organization, or association. This restriction does not apply to any committee composed of Members of Congress. (4) Franked mail is forwarded like any other mail, but when once delivered to the addressee it may not be remailed. A package of franked pieces may be sent by a person entitled to the franking privilege, to one addressee, who, on receiving and opening the package, may on behalf of such person, place addresses on the franked articles and mail them. (5) Franked mail is handled as ordinary mail. Fees for special services must be paid at the time of mailing. (6) Franked mail must be addressed to the recipient by name. See § 123.4(d) of this Chapter. (e) Weight and size limits-(1) Weight. Official correspondence is limited to 4 ounces, except that when addressed to a Government official by title the limit is 4 pounds. (2) Size, shape, ratio, and sealing. The provisions of §§ 132.3, 132.2(a) (7), 131.3(b) and 134.3(b) of this chapter apply. [26 F.R. 11553, Dec. 6, 1961, as amended at 27 F.R. 12753, Dec. 27, 1962; 29 F.R. 564, Jan. 23, 1964; 30 F.R. 89, Jan. 6, 1965. Redesignated at 31 F.R. 15350, Dec. 8, 1966] § 137.2 Executive and judicial officers. (a) Collection of postage. Departments, agencies, and establishments of the U.S. Government must reimburse the Post Office Department in amounts equivalent to the amount of postage and fees due on their mail for which the Post Office Department does not otherwise receive compensation. Instructions governing the manner of reimbursement for mailings made without postage or fees prepaid are issued by the Bureau of Finance which negotiates reimbursement agreements with the departments and agencies concerned. (b) Description. The following kinds of mail may be sent as Federal Government mail by those authorized to use this privilege: (1) Official mail relating exclusively to the business of the Government of the United States mailed by officers of the executive and judicial branches of the Government; official mail of legislative counsel for the House of Representatives and the Senate; official mail of the Superintendent of Documents; and official correspondence concerning the Congressional Directory under direction of the Joint Committee Printing. on (2) All correspondence, bulletins, and reports relating to agricultural extension work and home economics carried on in cooperation with the United States Department of Agriculture, when mailed by the college officer or other person connected with the extension department of the college who has been designated by the Secretary of Agriculture. Mailings may be deposited by the designated officer only at the authorized post office. Correspondence must be conducted under the name of the designated officer. Correspondence with autograph signature may be sealed but all other matter must be left unsealed. (3) Bulletins, reports, periodicals, reprints of articles, and other publications necessary for the dissemination of results or researches and experiments, including lists of publications available for distribution, when mailed by agricultural experiment stations designated by the Act of March 2, 1887, as amended by the Act of August 11, 1955, as follows: The officer in charge of a station that claims the privilege of sending materials without prepayment of postage through the mail must file an application with the Bureau of Operations, Classification and Special Services Division, through the post office where the station is located, stating the date of establishment of the station, its name or designation, its official organization, the names of its officers, the name of the college, school or institution to which it is attached, if any, the legislation of the State or Territory providing for its establishment, and any other legislation granting it the benefits of the act of Congress referred to in this section. (4) Annual reports of Governmentaided colleges established under the Act of July 2, 1862, when addressed to the Secretary of the Interior, the Secretary of Agriculture, and to any other Government-aided college. The postmaster receiving the annual reports from an officer of the college will use a post office penalty envelope or label to send it through the mail. (5) Copyright material sent to the Register of Copyrights with claim for registration, as follows: (i) Postmasters receiving the claim for registration and any articles that are required to accompany the claim will use a post office penalty envelope or label to send the matter to the Register of Copyrights, Washington, D.C., 20540. (ii) If requested to do so, the postmaster will give a receipt for articles de livered to him to accompany a claim for registration. (iii) When desired, the person submitting copyright matter to the postnaster may also present the fee for copyright registration enclosed in a sealed envelope addressed to Register of Copyrights, Washington, D.C., 20540, which must have postage prepaid at the letter rate. The postmaster, after canceling the postage stamps, will enclose the envelope containing the fee together with the copyright material in the post office penalty envelope sent to the Register of Copyrights. (iv) Matter for copyright enclosed in post office penalty envelopes will not be sent by registered mail unless the registry fee is prepaid. Agency for International Development Agriculture, Department of Air Force, Department of Appalachian Regional Commission Army, Department of and Atlantic-Pacific Interoceanic Canal Study Atomic Energy Commission Bureau of the Budget Commerce, Department of Federal Bureau of Investigation Federal Communications Commission Federal Mediation and Conciliation Service Federal Reserve System, Board of Governors of the Federal Trade Commission Foreign Claims Settlement Commission Health, Education, and Welfare, Department of Housing and Urban Development, Department of Immigration and Naturalization Service Internal Revenue Service Interstate Commerce Commission John F. Kennedy Center Justice, Department of Labor, Department of Marine Corps National Aeronautics and Space Agency National Capital Housing Authority National Commission on Food Marketing National Capital Planning Commission National Gallery of Art National Institutes of Health National Labor Relations Board National Mediation Board National Science Foundation Navy, Department of Office of Civil Defense Office of Emergency Planning Office of Economic Opportunity Peace Corps Plans for Progress President's Committee on Employment of the Physically Handicapped President's Council on Physical Fitness Renegotiation Board Saint Lawrence Seaway Development Corporation Secretary of Defense, Office of Securities and Exchange Commission Selective Service System Small Business Administration Smithsonian Institution Special Representative for Trade Negotiation State, Department of State Employment Security Offices. (See § 137.4 of this chapter.) Subversive Activities Control Board U.S. Commissioner-Delaware River Basin Commission U.S. Court of Claims U.S. Court of Customs and Patent Appeals U.S. Court of Military Appeals U.S. Courts U.S. Customs Court U.S. General Accounting Office U.S. Information Agency U.S. Soldier's Home U.S. Supreme Court Veterans Administration (iii) This mail must show over the words "Official Business" in the upper left corner of the address side the name and return address, including ZIP Code, of the department, bureau, office, or officer. (iv) Printed reply envelopes or labels marked "Postage and Fees Paid (name of department or agency)" and preaddressed to a Federal Government office or officer may be furnished to persons or concerns for convenience in submitting information for official purposes, or for delivery of official matter, subject to the following conditions: (a) Reply envelopes or labels furnished to contractors must in every case bear printed return address of one of the agencies listed in subdivision (ii) of this subparagraph over the words "Official Business". No return name and address of a private person or firm may be shown. (b) When a special service is required, the reply envelope or label must be preprinted with the type of special service desired. Users of reply labels may not add their own markings for these services. (2) Penalty. Penalty mail, subject to the restrictions of paragraph (d) of this section, is sent without prepayment of postage. Envelopes, cards, labels, tags, and wrappers used in transmitting official mail under the penalty privilege must bear in the upper right corner of the address side the printed statement of the penalty of misuse: "Penalty for Private Use to Avoid Payment of Postage, $300." The printed statement of the penalty for misuse may not be handwritten or typewritten. They must also show, over the words "Official Business" in the upper left corner of the address side, the name and address of the department, bureau, office, or officer. The following markings are required, when applicable: (i) Official mail of designated State extension directors must bear in the upper left corner the name of the agricultural college and the name of the post office at which the mail is to be accepted without prepayment of postage, followed by the name and title of the designated officer and the words "Cooperative Agricultural Extension Work-Acts of May 8 and June 30, 1914." (ii) Official mailings by agricultural experiment stations must bear in the upper left corner of the address side the name of the station, the name of the post office at which the matter is to be accepted, and the name and title of the officer in charge of the station, followed by the word "Publication". The title of the bulletin or report may be used. (3) Prepaid postage. Official mail which is not sent as penalty mail or as postage and fees paid mail must have postage prepaid. The regular rates and conditions apply except that postage on official mail weighing over 4 pounds may be paid at the fourth-class rates. See paragraph (e) (1) of this section. (d) Use. (1) The markings authorized on official mail in paragraph (c) of this section may not be placed on other mail to avoid payment of postage or special service fees. (2) Any department or office authorized to use the official mail privilege may furnish self-addressed envelopes or labels to persons or concerns for their convenience in submitting official information desired by any U.S. Government department or agency. Reply envelopes may not be furnished to bidders or contractors, or to enable private persons or concerns to send without prepayment of postage reports or other information which they are required by law to make. (3) The right of an officer to use the official mail privilege ceases immediately on his going out of office. (4) Official matter of those departments and agencies listed in paragraph (c) (1) (ii) of this section that is marked "Postage and Fees Paid (name of department or agency)" shall be given any special service, including airmail, when it is so marked by the sender without requiring prepayment of postage or fees. See § 221.2(d) (2) (ii) of this chapter regarding international mail. (5) Airmail and the special services may not be given official mail in penalty envelopes without prepayment of air postage or prepayment of the appropriate fee for the special service requested. EXCEPTION: Penalty envelopes of a President-elect (see § 137.7) and those containing urgent official communications of the Postal Service may be sent airmail without prepayment of postage. Official mail of the Postal Service may be sent as registered, certified, or special delivery mail without prepayment of the postage or fees. except stamped paper and supplies sold or used by the Postal Service, and books or documents published or circulated by order of Congress when mailed by the Superintendent of Documents. Official matter in packages exceeding 4 pounds, if otherwise mailable, will be accepted on payment of postage at the fourthclass rates within the limits of weight prescribed for such matter. (See § 135.3 (a) of this chapter.) Such parcels may be sealed or unsealed, and may include written matter when mailed at those rates. Official matter of the Postal Service, and books and documents circulated by order of Congress when mailed by the Superintendent of Documents may weigh up to 70 pounds. (ii) Postage and fees paid mail. Maximum weight same as § 135.3(a) of this chapter, except airmail. See § 136.3 of this chapter. (iii) Prepaid Government mail. Maximum weight same as § 135.3(a) of this chapter, except airmail. See § 136.3 of this chapter. (2) Size, shape, ratio, and sealing. The provisions of §§ 132.3, 131.2(a) (7), 134.2(b), 134.3(b), 134.8, 135.3(b), and 136.3(b) apply. (f) ZIP Coding of Mail. Addresses prepared in typewriting or handwriting on official mailings of Federal Executive Departments and Agencies under this section must include the ZIP Code number. [26 F.R. 11554, Dec. 6, 1961, as amended at 27 F.R. 7021, July 25, 1962; 29 F.R. 564, Jan. 23, 1964; 30 F.R. 89, Jan. 6, 1965; 31 F.R. 5963, Apr. 19, 1966; 31 F.R. 8234, June 11, 1966. Redesignated at 31 F.R. 15350, Dec. 8, 1966] § 137.3 Mail sent to Government Departments. (a) Census mail. All mail, of whatever class, relating to the census and addressed to the Census Office, or to any official thereof, and endorsed "Official Business, Census Office", will be sent without prepayment of postage. Such mail may not exceed 4 pounds. (See § 137.2(a) regarding postage reimbursement.) Mail sent by the Census Bureau of the Department of Commerce or one of its officers in envelopes of that Bureau is subject to the conditions in § 137.2(c) (1). (b) Immigration and Naturalization Service mail. All mail of whatever class, relating to naturalization, including duplicate papers required by law or regulation to be sent to the Service by clerks of courts addressed to the Department of Justice or the Immigration and Naturalization Service, or any official of either, and endorsed "Official Business", will be transmitted without prepayment of postage and marked "Naturalization Papers" Mail relating to naturalization may not exceed 4 pounds. (See § 137.2 (a) regarding postage reimbursement.) [26 F.R. 11555, Dec. 6, 1961. Redesignated at 31 F.R. 15350, Dec. 8, 1966] § 137.4 State employment security mailings. All mail of State employment security offices cooperating with the Department of Labor, that bears in the upper left corner of the address side the words "Official Business" printed immediately below the name and address of the State employment agency, and in the upper right corner the words "Postage and Fees Paid, Employment Security Mail”, will be accepted without prepayment of postage or fees. Postage and fees chargeable are collected periodically under a special arrangement with the Post Office Department. Such matter will be given the service indicated on the cover. [27 F.R. 7021, July 25, 1962. Redesignated at 31 F.R. 15350, Dec. 8, 1966] § 137.5 Diplomatic and consular mail. (a) Diplomatic mail. All correspondence (written or printed) of members of the Diplomatic Corps of the countries of the Postal Union of the Americas and Spain stationed in the United States may be reciprocally transmitted in the domestic mail without prepayment of postage. This correspondence may not exceed 4 pounds in weight. The envelopes, cards, tags, wrappers, and labels must show in the upper left corner of the address side the name of the ambassador or the minister, or the name of the embassy or legation, together with the post office address; and in the upper right corner the inscription "Diplomatic Mail" over the word "Free". These inscriptions may be handwritten, handstamped, or printed. (b) Consular mail. The official correspondence (written or printed) exchanged between consulates (consuls and vice consuls) of the countries of the Postal Union of the Americas and Spain stationed in the United States and correspondence directed by those consulates to the Government of the United States or their respective embassies or legations or to officials of State or local governments may be transmitted in the domestic mail without prepayment of postage. 66-086-67- -8 This correspondence may not exceed 4 pounds in weight. The envelopes, labels, etc., covering correspondence of consulates must show over the words "Official Correspondence", in the upper left corner of the address side, the name and address of the consul or consulate, and the name of the country represented; and, in the upper right corner, the inscription "Consular Mail" over the word "Free". These inscriptions may be handwritten, handstamped, or printed. [26 F.R. 11556, Dec. 6, 1961. Redesignated at 31 F.R. 15350, Dec. 8, 1966] § 137.6 Absentee balloting materials. (a) Purpose. Balloting materials consisting of post card applications, ballots, voting instructions. and envelopes, are sent through the mail without prepayment of postage, including airmail postage, for the purpose of enabling every person in any of the following categories to vote by absentee ballot when he is absent from the place of his voting residence and is otherwise eligible to vote: (1) Members of the Armed Forces while in active service and their spouses and dependents. (2) Members of the merchant marine of the United States and their spouses and dependents. (3) Civilian employees of the United States in all categories serving outside the United States and the District of Columbia and their spouses and dependents when residing with or accompanying them, whether or not the employee is subject to the civil-service laws and the Classification Act of 1949, as amended, and whether or not paid from funds appropriated by the Congress. (4) Members of religious groups or welfare agencies assisting members of the Armed Forces, who are officially attached to and serving with the Armed Forces, and their spouses and dependents. (b) Elections affected. The materials may be sent for any general election of electors for President and Vice President or of Senators and Representatives in Congress and for other general, primary, and special elections. |