Mail Management: Improved Social Security Mail Management Could Reduce Postage Costs
GGD-91-34
Published: Feb 13, 1991. Publicly Released: Mar 18, 1991.
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Highlights
Pursuant to a congressional request, GAO reviewed the effectiveness of the Social Security Administration's (SSA) mail management program.
Recommendations
Recommendations for Executive Action
| Agency Affected | Recommendation | Status |
|---|---|---|
| Social Security Administration | The Commissioner of Social Security should integrate ZIP code software into all SSA systems to take full advantage of postage discounts. |
Closed – Implemented
ZIP code software was added to the files affecting 18.7 million benefit payment checks as of March 1991. Other data files have been targeted for completion during FY 1991.
|
| Social Security Administration | The Commissioner of Social Security should develop and implement specific plans to presort, add ZIP+4, and barcode computer-generated, first-class outgoing mail from large volume mailing locations where cost beneficial. |
Closed – Implemented
SSA, through the use of the Department of the Treasury, will be presorting, using ZIP+4, and barcoding its mail in FY 1991.
|
| Social Security Administration | The Commissioner of Social Security should develop and implement procedures to more accurately estimate postage costs to avoid overpayments to USPS. |
Closed – Implemented
SSA performs a comprehensive review of estimated postage cost to more accurately estimate postage costs to avoid overpayments to USPS.
|
| Social Security Administration | The Commissioner of Social Security should reconcile actual postage costs with USPS within the time period established by USPS. |
Closed – Implemented
SSA is reducing the time it takes to reconcile actual postage with USPS.
|
| Social Security Administration | The Commissioner of Social Security should develop and implement a multiyear mail management plan to guide SSA mail management efforts. |
Closed – Implemented
SSA mail management officials drafted a multiyear plan in October 1992. However, a USPS change on "penalty mail" has required revision of the plan. The plan is now complete and this recommendation can be closed.
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Topics
Agency proceedingsCheck disbursement or controlCost controlFinancial managementMail transportation operationsManagement information systemsPostal ratesPostal serviceSocial security benefitsOverpayments