Identifying Mail Owners in eDoc

One of the more challenging aspects of submitting mailing jobs electronically to PostalOne! is properly identifying the various entities involved in the mailing job – specifically, the Mail Owner, the Mail Preparer, and the eDoc Submitter.

For the most part, these entities may be identified using their Mailing Identification number (MID) or their Customer Registration Identification number (CRID). However, in the case of the Mail Owner identification, there are a number of places in the eDoc where this needs to be identified, and the USPS has recently modified the types of data that is used to validate this information. For Mail Service Providers (MSP’s), getting all of this straight can be a bit intimidating and it can be a real chore to collect or verify all of these critical pieces of information for their clients too.

Uses of Mail Owner information
The USPS uses the Mail Owner data in eDoc for three main purposes:
1. To identify the Mail Owner for Full-Service compliance (this is the “For” part of the “By/For” relationship identification).
2. To validate nonprofit price eligibility when nonprofit prices are claimed.
3. To display the Mail Owners on postage statements.

Means of Identification
By/For Relationship: Currently, the Mail Owner MID, CRID or Mail Owner permit data may be used to identify the Mail Owner for this purpose. The Mail Owner is required to be identified when the owner represents 5,000 or more pieces in a mailing.

Nonprofit Price validation: For each nonprofit mailing, all mail owners must be identified and must have a valid Nonprofit Authorization (NPA) number, regardless of the number of pieces per owner in the mailing. For mailings consisting of multiple mail owners, all of the mail owners must be identified in the eDoc; it is no longer permitted to provide the mail owner information using a hard copy spreadsheet presented to the mail clerk at the time of mailing. Another recent change involves the data used to validate nonprofit eligibility. Previously, the only data used for this validation was Permit data; either that of the Mail Owner if using their own postal permit to pay the postage, or what is called a “Ghost Permit” (Local Permit) if the Mail Owner used a MSP’s postage permit for payment. In either case, those permits are required to be linked to a valid NPA number in PostalOne! These ghost permits are established by request at the post office where the mailing is verified and paid for. These are non-paying postal permits, used for identification purposes only. Effective with the November 30, 2014 PostalOne! release, the USPS added the options of the Mail Owner MID or the Mail Owner CRID in addition to the Permit data for this nonprofit validation. As with the permit data, the Mail Owner MID and CRID data must be linked to a valid NPA Number in PostalOne! In cases where some of these validation fields are blank in the Mail.dat files, or when there is data populated in multiple validation fields in the Mail.dat files, the chart below shows the order of precedence that PostalOne! uses to determine which data is used for the validation. What this means is that it is very critical to pay attention to this order of precedence to make sure that your Mail.dat files are populated with the correct data in the correct fields, and that you do not have any conflicting or invalid data in these fields.

Display Owner on Postage Statements: On the first page of postage statements, there are three blocks for Mailer information. The first block is the Permit Holder, and the data displayed in this block is that of the owner of the permit used to pay for the mailing, identified using that permit number. The second block is the Mailing Agent or Mail Preparer. This is identified by the CRID or MID of the Mail Preparer in the Mailer Postage Accounting (MPA) file of the Mail.dat file. The third block is the name and address of the organization for which the mailing is prepared, i.e. Mail Owner. The USPS also changed the data used to populate this section effective with the November 30, 2014 PostalOne! release. This block is now populated using one of the following: the Mail Owner MID, Mail Owner CRID, or the data in the Local Permit field. If the Mail Owner uses their own permit to pay the postage, this data should be identical to the data in the first block. However, if the Mail Owner uses the postal permit of the Mail Preparer, a valid Mail Owner MID, CRID or Ghost Permit is needed to correctly display the Mail Owner in this block. That ghost permit number should be populated in the Local Permit field of the Mailer Postage Account file (MPA) in the Mail.dat file. Ghost permits should be identified as “V” for Virtual in the Permit Type field. The charts below show the order of precedence that PostalOne! uses to determine which validation field to populate these blocks on the postage statement. Again, it is very critical to understand the order of precedence so that you are populating your Mail.dat files with the correct, non-conflicting data.

Mail Service Provider Challenges
If you are a Mail Service Provider, you may need to obtain not only the CRID’s and MID’s of your clients, but also the Local Permit Numbers, which may actually be a ghost permit number if the mail owner is not paying postage through their own permit account.

This can become a bit of a challenge for mail preparers, who may have hundreds of clients using hundreds of postal permits to pay for their postage. Associating each of the clients and permits with the appropriate MID’s can be a daunting task to say the least.

Mail Service Providers often ask, which piece of information should I get from my clients, their MID or their CRID? Currently, either piece of data may be used in eDoc, but that may change in the future. For that reason, we encourage Mail Service Providers to obtain both pieces of data for all their clients so that they are prepared should the USPS change the identification requirements in the future.

So, how do you try to make sense of all of this? The best resources are the Business Customer Gateway and PostalOne! A Mail Service Provider (MSP) may also verify or gather the MID and CRID data for their clients using the Business Customer Gateway. There is a new Bulk Search utility available to MSP’s on the BCG for this purpose. MSP’s may use this utility to upload text files containing client Permit, MID, CRID, or NPA data to PostalOne!, which then returns an Excel file with the validated or corrected data. Up to 250 records per file may be uploaded, so this is a great way for MSP’s to validate or request the various client identification data for numerous clients at one time. Even if you think your client data is up to date, we strongly encourage MSP’s to take advantage of this free utility to validate your data. The USPS RIBBS web site also has some helpful information to clarify MIDs and CRIDs, as well as an excellent Guide to Mail Owners in eDoc.

Getting Help From the Experts
Window Book’s DAT-MAIL™ software allows you to easily manage MID and CRID information as well as see all the By/For relationships in the Mail.dat files using the Navigator View. This also allows you to quickly edit this information if necessary. Mail Service Providers can maintain the MID, CRID and Local Permit data in master client and permit files within DAT-MAIL.

DAT-MAIL even has great new BCG Gateway Export and Import features, which allow MSP’s to take advantage of the new BCG’s Bulk Search option with just a few mouse clicks. And, if you are a Bell and Howell BCC Mail Manager user, there is an interface available that allows you to import your client data from BCC Mail Manager into DAT-MAIL.

Window Book offers a FREE educational webinar on the topic of Identifying Mail Owners in PostalOne!, as well as many products and services to help you easily manage electronic documentation submissions. Call us at 1-800-524-0380 for more details or to sign up for your FREE Mailing Optimization Analysis!