CFR > Title 41 - Public Contracts and Property Management > SUBTITLE C—Federal Property Management Regulations System > CHAPTER 102—FEDERAL MANAGEMENT REGULATION (parts 102 to 102-197) > SUBCHAPTER G—ADMINISTRATIVE PROGRAMS (parts 102-191 to 102-197) > PART 102-192—MAIL MANAGEMENT > SUBPART B—Financial Requirements for All Agencies (§102-192.50 to §102-192.65) > 102-192.65—What features must our finance systems have to keep track of mail costs?

102-192.65—What features must our finance systems have to keep track of mail costs?

All agencies must have an accountable system for making postage payments; that is, a system that allocates postage expenses at the program level within the agency and then makes program level managers accountable for obligating and tracking those expenses. The agency will have to determine the appropriate program level for this requirement, because the level at which it is cost-beneficial differs widely. The agency's finance system(s) should track all mail costs separately to the program level or below, and should—
(a) Show allocations and expenses for postage and all other mail costs (e.g., payments to service providers, mail center personnel costs, mail center overhead, etc.) separate from all other administrative expenses;
(b) Allow mail centers to establish systems to charge their customers for mail costs; and
(c) Identify and charge mail costs that are part of printing contracts to the program level.

Code of Federal Regulations

Note to § 102-192.65 : To better accomplish these goals listed in this section, you should maintain separate accounts with the USPS and all other service providers for mail, as defined by this part. Shipment of non-mail items should be arranged and paid for through other accounts. This will make it possible for your annual mail management report to reflect only amounts paid for mail, as defined in § 102-192.35 .