Ukrainian State Enterprise of Posts “Ukrposhta”
12 May 2006
On approval and coming into affect
of the procedure on sending of postal items
In order to
improve technological processes of provision of postal services based on IT
technologies, enhancing reliability of postal network, trust to it on part of
postal services customers, revision of regulatory framework,
I give the
1. to approve
the Procedure of postal items sending (new wording), (hereinafter referred to
as - Procedure) enclosed.
2. to enforce
the Procedure dd.01.07.2006.
3. The Marketing
Deputy Director General Mr. Ruzhitskiy P.A. is to arrange production of
required number of issues of the Procedure and provide it to the regional
branches of USEP “Ukrposhta” till 01.06.2008.
4. For the
directors of branches:
4.1. to arrange
in their subordinate postal facilities the study of the Procedure by the
employees dealing with acceptance, handling, transportation and delivery
(hand-over) of postal items as well as by the employees dealing with
monitoring. Once training is completed the reports have to be received from the
said employees till 29.06.2006.
4.2. to insure continuous
control over observance of the requirements of the Procedure.
5. for Services Technology
Department Head Mrs. Serednytska T.Y. to revise technological charts on
services of postal items dispatch in accordance with the provisions of the Procedure
6. to consider
null and void the Orders of USEP “Ukrposhta”:
No 445 “On approval and coming into effect of the Procedure on postal items
No 172 “On introduction of changes and addenda to the Order dd. 31.10.2001 No
No 47 “On introduction of changes and addenda to the Order dd. 31.10.2001 No
No 232 “On introduction of changes to the Order dd. 31.10.2001 No 445”;
No 472 “On approval and coming into effect of Provisionary procedure of postal
facilities operation in conditions of implementation of ASRK-RP “System for
recording and controlling of registered mail dispatch”;
No 187 “On introduction of changes and addenda to the Order dd. 05.12.2003 No
No 600 “On introduction of changes and addenda to the Order of USEP “Ukrposhta”
dd. 05.12.2003 no 472”;
No 139 “On approval and coming into effect of the Instructions”;
No 230 “On introduction of changes and addenda to the Instructions”;
No 334 “On approval and coming into effect of the Technology of handling,
customs clearance and delivery (hand-over) of grouped postal items with the
No 310 “On introduction of changes and addenda to the Order of USEP “Ukrposhta”
dd. 28.07.2004 No 334;
No 215 “On preparations for the implementation of airmail items (priority)”;
7. to cancel the
validity of the part 5 of the point 1.2 and the sentence of the second point
1.3 of the Order dd. 24.01.2003 No 23 “On procedure of sealing up”.
8. to entrust The
Deputy Director General on technical matters Mr. Moroz V.M. and Postal Services
Technology Director Mrs. Ratnykova with the control over completion of the
The Order shall be filed, sent to the branches of USEP “Ukrposhta”, directors
in different fields and their deputies, services and the headquarters
departments, Deputy Director Assistant.
3.6. Cash-on-Delivery Postal Items
3.6.2. For each
letter (wrapper) with declared value to be sent as cash-on-delivery (COD), the
sender shall fill out the form of the money order f. 113 that has a diagonal
strip of rich yellow colour.
For the COD
parcel, there is filled out the mixed form f. 117 (form of accompanying address
along with money order form with a diagonal strip of rich yellow colour). If at
the request of the sender funds are to be transferred by electronic money
order, then he/she is to fill out the form
f. 115 (Figure
3.6.3. In the
event of dispatch abroad of COD postal items the forms of international COD
money orders TFP3 (Figure 44) are used for drawing-up COD money orders.
3.6.4. On the
face side of all parts of the form f. 113, f.115, TFP3 the sender of the postal
item fills out the required data provided for in this form.
The address and
title of the recipient of the COD amount specified in the money order shall
accurately correspond to the return address and name of the sender of the
acceptance of COD postal items the postal worker checks whether the COD amount
does not exceed the declared value amount of the postal item, the correctness
of completion of COD money order and compliance of the data indicated on it
with the inscription on the postal item.
drawing-up of the postal item the postal worker indicates in respective side of
the money order form f. 113, f.115 the number of the item and the date of
acceptance of postal item.
The COD money
order is not stamped. After the acceptance of the letter (wrapper) with
declared value the COD money order form shall be attached to the cover of the
postal item so that to rule out the possibility for it to get lost at dispatch.
If the wrapper in plastic is accepted, COD money order form is put under the cover
of the postal item.
3.6.7. In the
event of reception of the postal item without form of COD money order the
postal facility of destination is to fill out a new money order form in
accordance with the data specified on the postal item. At the completion of a
new COD money order form addressed to the mail order company on the face side
of the coupon the number of the order is bound to de indicated.
notification f. 22 about arrival of the COD letter (wrapper) with declared
value, it is necessary to indicate the COD amount, money order dispatch amount,
place of acceptance.
the delivery to the addressee of the COD item, data specified on the item cover
and on COD money order are reconciled; it is checked whether all necessary data
are indicated in the specific side of the COD money order form, and in the
event of the absence of any data they shall be indicated by the postal worker
that delivers the postal item.
3.6.9. The COD
wrapper with declared value in plastic shall be open in the presence of the
recipient, COD money order form is taken out, the latter is checked and in case
of necessity it shall be given final make-up.
delivery of the COD item the postal worker that delivered COD postal item,
indicates on the face side of the coupon of COD money order f. 113 the date of
the delivery of the postal item, puts his/her signature and applies the date-stamp.
3.6.11. If at
the request of the recipient the COD amount is transferred by electronic money
order, the data on the postal item for which COD amount is sent, is indicated
in the line for the written notification. For instance: “COD for the parcel Lutsk
5 No 43005 0004839 8 dd.30.01.2006 for Kalinichenko of the amount of 10”.
3.6.12. The COD
money orders shall be accepted and drawn up in the same way as the ordinary
money orders, but hereby the correctness of completion of the specific side of
the COD money order form is checked, availability of signature of the postal
worker that delivered the COD postal item and the availability of imprint of
the date stamp. If the COD is transferred by electronic transfer, then they
check the information for which postal item it is transferred, its number and the
date of acceptance, its addressee. The settlement document is delivered to the
recipient of the COD postal item. On the back side of the notification related
to the COD delivered item the sign is made on the date of posting of the COD
money order with specification of its number.
3.6.13. If the
same recipient is delivered at a time five or more of COD postal items, COD
money orders are allowed to be handed over to the work place of the acceptance
of money orders in accordance with the list f. 103 to be drawn-up by the
recipient or postal worker for the payment in accordance with established
rates. The list is attached to one of the notifications on delivered COD postal
item, on other notifications the sign is applied about the money order number
with the reference to the notification number according to the list.
End of operational day
workers who accepted the registered postal items with the use of receipts are
bound to sum up accepted postal items in receipts and write down: ……
g) on the copy
of the last on this day (shift) completed receipt in the book f.5 – the number
of the accepted within the day postal money orders (in figures), the amount of
accepted money orders and the amount of the payment separately in cash and by
way of settlement documents (in figures and letters).
The sum-ups are
entered and signed by the worker that carried out acceptance of postal items in
ink or with pen.
office (process area, section) head or its deputy checks and signs the sum-ups.
If in the post office one manager works, then he carries out summing-up in
The cash and settlement
documents received within the working day (shift) for provided services of
acceptance of postal items, postal money orders, sales of goods, acceptance of
payments etc. shall be delivered by the workers to the cash desk of the postal
facility under the signature in the cash desk statement f. 42. …….
6.2.4. At the
end of the working day (shift) the postal worker draws up the report on
movement of accepted and dispatched postal items, postal money orders that he attaches
to the way bills f. 16, registers f. 11: ………..
b) in postal
facilities non-equipped with ARM VZ(automated work place of post office),
the postal worker sums up the movement of postal items, postal money orders for
the operational day (shift) according to the way bills f. 16, registers f. 11,
notifications on delivered postal items. Doing so, the number of postal items,
money orders available at the beginning of the working day (shift), those that
arrived during the working day (shift), delivered (handed-over), forwarded to
destination (returned) is taken into account. The balance for the end of the
working day (shift) is calculated.
convenience of the summing-up in the way bills f. 16, registers f.11 it is
advisable to use the seals of this form and keep the records manually:
Balance for (date,
It was delivered
It was forwarded
to destination and returned __________________________________
The balance for
(date, month) ______________________________________________
The balance is
The sum-ups are effected
for each type of items and are certified by the signatures of the worker of
this working day and the worker that carried out monitoring.
The worker that
carries out monitoring together with the postal worker reconcile the leftovers
of postal items stocked in the stockroom and money order records based on the
sum-ups of the day indicated in the report on movement of postal items, money
At transfer of
the leftovers of postal items, money orders between postal workers at the end
of the working day (shift) the inscription is additionally made:
The leftover was
The leftover was
6.2.5. In postal
facilities the operational documents for items dispatched, received, money
orders for each working day (shift) are made up in set of the documents for day
(shift), five days, 10 days, 15 days or a month, depending on the quantity of
postal items and documents. …………..
Verification of the movement and factual leftovers of postal items, postal
money orders and other valuables
verification of the movement and factual leftover of postal items, money orders
and things are effected on each work place before the workers;
a) in main post
offices, hubs (postal centers) – by workers that are appointed by the Order of
the main post office manager, hub (postal center).
b) in post
offices (process areas, sections) - by post office (process area, section)
heads, their deputies.
In main post offices,
hubs (centers) and post offices (process areas, sections) with unfixed pattern
of work, the movement and leftovers of postal items, money orders and things are
checked separately for each shift.
Movement and leftovers of postal items, money orders and things are checked by
reconciliation of expenses and proceeds documents.
Herein it is
of calculation and summing-up according to documents of received, arrived,
dispatched and delivered postal items, money orders (things); compliance of
leftovers of postal items, money orders and things, indicated in books and
documents to the actual leftover;
of notifications on all delivered registered items and correctness of their
drawing-up (availability of signatures of the recipients on reception of items,
data of the presented document, and in specific cases – powers of attorney, availability
of the signature of the worker, that delivered the item);
b) timeliness of
dispatch to its destination of notifications on delivery of postal items;
v) timeliness of
dispatch of COD amounts, payments charged by the customs office;
The fact of
verification is certified by the signature of the worker, that carries out monitoring,
on each bundle of documents that he/she effected.
In the event of
non-compliance of the number of accepted, received, dispatched or delivered
postal items (things), money orders the urgent steps are taken as to clarifying
the cause of the non-compliance.
Storage of production documentation
of post offices (process areas, sections) for outbound postal money orders,
registers f.10a, forms of paid money orders, lists f.103, the certificate on
correction of massives; acts on cancellation of mistakenly effected transaction
and cancellation of the service in case of rejection of the provided service on
the part of the customer, acts (certificates) on cancellation of return of the
surpluses in case of return of the surplus of the payment for the service to
the customer; register of cash additional payments of advanced money orders
accepted in accordance with settlement documents; the last X-report for the
operational day; odd sheets f.55 according to which the report is accepted;
statement of the services provided by the user at the expense of provided
advances; floppy disk; cash desk certificates f.42 along with cash desk report
are sent daily by service post packets to the main post office, hub (postal
center) with the attachment to the way bill f.16.
Statements on pensions
payment, welfare allowances (one-off payment orders) together with the
registers f.B3-Ì, report of B5-Ì are sent at the end of the paying period.
inbound postal items (money orders) and duplicates of documents on inbound
postal items drawn-up into the sets for the month in the first working day of
the month following the month under review shall be sent to the main post
office, hub (postal center).
check-strips PPO and the last used book OPO are stored in post office within 3
working days, and then they are sent to the main post office, hub (postal
center) under the signature.
books ff.1, 47, 5, Ï-2 following their complete usage
are sent according to the inventory to the main post office, hub (postal
center) to the worker responsible for their inventory, storage and delivery.
22.214.171.124. In the archives
of main post offices, hubs (postal centers) the production documentation is
stored on the shelves in special boxes or sorted in bundles according to months
and post offices (process areas, sections, points).
In the event of
availability in the structure of main post offices, hubs (postal centers) of
kiosks, shops their documentation is also stored in the archives on shelves in
special boxes or sorted in bundles according to months.
documents, stored in the archives of main post offices, hubs (postal centers),
DTTP, area hub, CTTP, Center for treatment of mail, including documents relating
to transfer operations, time of storage is set in accordance with the
In the course of
destruction of documents the Act is drawn-up that is constantly stored in
records of the post office.