Library: Policy

OKDHS:2-21-86. Business reply mail

Issued 5-1-14

     The Oklahoma Department of Human Services (DHS) uses Business Reply Mail (BRM) when DHS, not the client, pays the return postage on First-Class mail.  Pre-printed First-Class envelopes are printed by the DHS Departmental Services Unit (DSU) Print Shop.

• (1) Permit fee.  The DSU Mail Center pays the annual permit fee to the United States Postal Service (USPS).  This fee allows all DHS offices to use BRM.

  • (A) DHS office location does not pay the annual permit fee to the local post office.

  • (B) Each December a copy of the paid permit is sent to DHS office location.

  • (C) The office location submits the permit copy to the local post office as proof of the annual fee payment.

• (2) Annual account maintenance fee.

  • (A) An annual account maintenance fee is paid to reduce the cost of BRM pieces.

  • (B) The annual account maintenance fee is paid by individual DHS offices only when they receive more than 910 BRM pieces annually.

  • (C) The USPS does not require the fee, but it is used by local offices to reduce the per piece cost of returned mail.

  • (D) To pay the fee, submit Form 10A012E, Claim Form, to Financial Services.  Include the amount of funds needed on deposit with the local post office to cover future BRM or postage due charges.

  • (E) Attach an allocation letter to the check delivered to the local post office showing the:

    • (i) allocation of the total check amount to the annual account maintenance fee; and

    • (ii) balance to deposit to the Business Reply account.

• (3) Opening a business reply account.

  • (A) High-volume BRM is established when more than 910 returned pieces are expected in a year.

  • (B) Local offices pay an annual maintenance fee when the estimated number of annual BRM is more than 910 pieces.

  • (C) To pay the fee, submit Form 10A012E, Claim Form, to Financial Services.

  • (D) Include the amount of funds needed on deposit with the local post office to cover future BRM or postage due charges.

  • (E) Attach an allocation letter to the check delivered to the local post office showing the:

    • (i) allocation of the total check amount to the business return maintenance account; and

    • (ii) balance to deposit for funds for future activities.

  • (F) The BRM account balance is the amount in a local DHS office's BRM or Postage Due account.  Each office location:

    • (i) requests BRM account activity statements from the local post office; and

    • (ii) monitors the balance and charges.

• (4) Business reply envelopes.  After obtaining the new business reply account information:

  • (A) submit Form 23PU114E, Reproduction Request, to the DSU Print Shop; and

  • (B) the DSU Print Shop prints tall nine 5.75" x 8.75" business reply envelopes.