Mail and Postal Services
Postage, Mailing Services and PO Box Rentals

A state agency may use appropriated money to purchase postage or rent a post office box only from the United States Postal Service (USPS). This limitation does not apply to a reimbursement that is:

• Received by a state agency for authorized services and is appropriated directly to the receiving agency.
• Under a contract for mailing services that may include postage if the contract was approved by the Comptroller’s Statewide Procurement Division (SPD).
• To an authorized petty cash account.
• To a state employee for an emergency purchase of postage or an emergency payment of post office box rent.

An agency (other than an institution of higher education) that exceeds the postage dollar amount set by the General Appropriations Act for that fiscal year, must purchase or rent a postage meter machine.

• The agency is required to record all purchases for postage on the machine (except for purchases of postage for employees in field offices and traveling employees).
• The rental of a postage meter machine must be from a company approved by SPD — this applies to by any state agency, the Legislature or an agency in the legislative branch of state government.
• SPD (by rule) is required to adopt procedures for the renting entity to pay for postage.

All state agencies must use the most cost-effective means of postal service available. A state agency may use appropriated money to purchase any form of mailing service from USPS that:

• Results in a lower cost to the agency.
  –and–
• Is comparable in quality to other available postal services.

SPD is required to assist state agencies in determining the types and comparability of postal services available from USPS.

Documentation Requirements [+]

Sources [+]