Shhhh! This is top-secret info that you will not find published in any USPS manual, but it will help you to get your application expedited to mail at the nonprofit rate. Yes, it’s legal, but I only found out about this info as I watched 2 nonprofits struggle through the review & approval process.
How long does it take to get contacted by the USPS? Within the last 5 months, I submitted paperwork on behalf of 2 nonprofit clients who did not received any contact about their application for 6 weeks (ouch!). This is not approval in 6 weeks-this is initial contact from the USPS.
The fact that the USPS is under a great deal of financial pressure has been well-publicized recently. Let’s taking high road and assume that delays are the result of staff reductions, and the potential increase in application volume from nonprofits looking to save every penny possible with the dramatic drop off in donations last year.
Who ultimately approves the Application to Mail at Nonprofit Standard Mail Rate?
The PCSC (Pricing and Classification Service Center) in New York City reviews applications for approval.
What are the steps in the review process?
If an e-mail address is provided on the application, then the PCSC will contact the nonprofit via e-mail and provide a 7-digit application number that simply confirms receipt of the application. Again, in my recent experience, this took about 6 weeks.
If the PCSC has any questions about the application, then they will typically call the nonprofit that is applying. In my experience, this took an additional 2-3 weeks following the confirmation e-mail.
Finally, once approved, the nonprofit is issued a 6-digit authorization number which confirms the nonprofit’s ability to mail at discounted nonprofit rate. When nonprofits are not approved, they receive a rejection letter that explains the reason or reasons that the application was denied. My recent experience has the entire process lasting about 4 months.
How can I contact the PCSC if I want a status, or have a question?
You can’t! Only postal employees can contact the PCSC directly. To get status updates on behalf of my clients, I contact my local BMU (Business Mail Unit), and ask them to contact the PCSC on behalf of the nonprofit seeking approval. It’s best to wait until the 7-digit application # has been received before attempting any follow up with the PCSC
What steps should I take BEFORE turning in the Application to Mail at Nonprofit Standard Mail Rates?
• As ridiculous as it sounds, check with your local BMU to make sure that your nonprofit is not already set up to mail at the nonprofit rate. Staff turnover results in many nonprofits being unaware that they are already approved.
• If your organization is already approved, but you are changing your legal name, you DO NOT need to fill out another application. Instead, simply fill out form PS6015 (Nonprofit Database Change Request) , to update the name of your organization.
• Maintain photocopies of any of the documentation that you submit to the USPS. Keep a date log of activity, including the date that paperwork was initially submitted.
• Your request will be denied if you do not submit all of the requested documentation.
If you are not yet approved to mail at the nonprofit rate, you probably want to take a look at my earlier post, Help, I’m a Nonprofit and Need to Get Set Up to Mail at a Nonprofit Rate! After reading this post, there should be no reason to procrastinate any longer.
I would love to see comments below from nonprofits that recently submitted their Application to Mail at Nonprofit Standard Mail Rates, and had a quicker turnaround or a different experience.
