The extension penalty mail privilege is a special mailing privilege worked out between the U.S. Department of Agriculture and the U.S. Postal Service which pertains only to Cooperative Extension. All correspondence, bulletins, and reports may be transmitted without prepayment of postage.
For complete information and regulations regarding use of penalty mail, refer to Chapter IX of the Administrative Handbook for Cooperative Extension Work. Each county office has a 3/94 revised copy of Chapter IX. The instructions apply to all official mail prepared and mailed by the Cooperative Extension Service under official postal meters, permits, or stamps.
New staff must be authorized to use the penalty mail privilege. The CED should request penalty mail authorization for new staff by using the sample form below or by correspondence which includes all information found on the form. The card or correspondence must be signed by the CED and sent to Roger Martell, State Penalty Mail Officer. Staff members can not use penalty mail until they have received authorization from the state penalty mail officer.
Please note that the penalty mail officer should be notified if an agent moves, transfers, or receives a change in assignment. The county office or the CED should notify the penalty mail officer if an agent is terminated or leaves extension.
A copy of the penalty mail privilege authorization is shown below
| DATE: | ____________ | |
| TO: | __________________________ NAME |
__________________________ SOCIAL SECURITY NO. |
| __________________________ TITLE |
__________________________ OFFICIAL HEADQUARTERS | |
| FROM: | __________________________ DIRECTOR/ADMINISTRATOR |
__________________________ STATE |
| SUBJECT: | Use of Penalty Mail in Furtherance of: | |
| _________________________________________ NAME OF PROJECT TO WHICH ASSIGNED | ||
| This is to authorize you/cancel your authorization (delete the one which does not apply) to use the penalty mailing privilege in carrying out the official business of the U.S. Department of Agriculture as outlined in your project assignment. | ||
| ___________________________________ NAME OF PROJECT | |
| ___________________________________ DIRECTOR/ADMINISTRATOR |
| Distribution: | |
| Original to Employee Duplicate copy to be retained in State Office |
March 1994 (Revised)
For questions, please contact:
Roger Martell
212 Agricultural Administration Building
University Park, PA 16802
Phone: (814) 863-0307
Fax: (814) 863-0515
E-mail: ram8@psu.edu
