Acceptance of EMS items...EMS logo in accordance with specification in the EMS manual and EMS House Style EMS Module 1 OHT 1.11

EMS Module 1 OHT 1.1

Objectives of Module 1

Acceptance of EMS items At the end of this module, you should be able to do / explain: • Check the EMS item and decide by referring to Job

Aid based on the EMS Operational Guide (Ready

Reckoner provided by the administration that has

tariff tables, conditions for acceptance etc.) whether

the item satisfies all conditions for acceptance:

§ Locations to which EMS service is available

§ Maximum weight, size and acceptable packing

§ Prohibited articles

§ Customs requirements

• Accept the item, calculate the charges payable

(with the help of tariff tables)

• Affix correct labels on the EMS items

• Make correct entries on the documents

accompanying the item; E1, CN 22 / CN 23


Activities of Module

• Listen to several presentations

• Participate in individual exercises

• Participate in group exercises

• Participate in practical work of completing forms

• Complete one progress test


What is Express Mail Service (EMS)?

• EMS aims to provide customers with a high

quality competitive express mail product at an

affordable price on a global basis

• Largest delivery network worldwide

• EMS is presently offered in more than 191

countries worldwide

• EMS Cooperative was created to strengthen the

EMS service worldwide. It has 140 members at

present.

• Regulated on the basis of o Bilateral agreements

o Standard multilateral agreement

o EMS Cooperative documents

• Aspects not governed by agreements are subject

to Acts of UPU

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Characteristics of EMS

• EMS takes priority over other postal items in

o Collection

o Dispatch and

o Delivery

• Acceptance at any post office or pick up from customer premises

• Quick and reliable service

• End-to-end tracking

• Signature on delivery

• Delivery of items at addressee’s premises

• Many other value additions are provided by

operators

• Service available for documents and merchandise


Conditions of acceptance

EMS item should

• be meant for a location to which this service is

available

• satisfy the conditions of weight and size

• not contravene the prohibitions

• be packed in a manner adapted to the nature of

the contents and the conditions of transport

Conditions are specified by the Delivery Operator in the EMS Operational Guide – maximum weight and size, localities served in the destination country and delivery arrangements, customs requirements, liability and prohibited items not specified in the convention


Limits of weight and size

Maximum Weight: 30 kg. generally.

Maximum weight is specified in EMS Operational

Guide or bilateral agreements and may vary from 20

to 50 kg

Size: should not exceed

i. 1.5 m for any one dimension or

ii. 3 m for the sum of length and the greatest

circumference measured in a direction other than

length

Maximum size is specified in EMS Operational Guide or bilateral agreements and may vary


Packing requirements

Packing shall

• be in a manner befitting

- the weight

- the shape

- nature of contents

- mode and duration of conveyance

• not present any danger to officials who handle it

• soil or damage other mail or postal equipment

• have durable separate label

Special packing

ü Glass or fragile objects packed in strong box with

protective material ü Liquids and substances which easily liquefy shall

be enclosed in perfectly leak-proof containers ü Fatty substances shall be enclosed in first

packing and then in a sturdy box ü Dry colouring powders in leak-roof metal boxes

and then placed in strong box


Special packing contd…

ü Dry non-colouring shall be placed in strong box containers and then in a sturdy box

ü Live bees, leeches and parasites shall be

enclosed in boxes ü Light green label is recommended on items

containing urgent medicines or chemical references

ü No packing required for articles in one piece

such as pieces of wood, metal etc. – address to be given on the article


Prohibited items – broad classification

• Provisions of the UPU Convention list out

prohibited items

• Prohibitions provided for by the legislation of the concerned countries over and above what is mentioned in the convention (published in the EMS Operational Guide)

1 Dangerous and injurious

substances

2 Obscene or immoral items

3 Live animals

4 Personal correspondence other than sender to addressee

5 Valuables – coins, bank notes, gold, bullion etc.

6 Customs restrictions


EMS label

EMS Label will provide following information

1. Name and complete address of sender

2. Name and complete address of addressee

3. Description of contents

4. Declared value of contents

5. Telephone/fax/e-mail address of the sender and

addressee when known

6. Standard unique item identifier and barcode

7. EMS logo in accordance with specification in the

EMS manual and EMS House Style


Customs declaration • EMS items containing goods or merchandise shall

be accompanied by customs declaration – (CN 22, CN 23 or CN 72) or its equivalent E 1 form.

• Contents shall be shown in detail on the customs

declaration • Invoice is also required for commercial items • Sender is responsible for correctly furnishing the

details on the customs declaration • Administrations shall inform senders of the correct

way to complete customs declaration, but assume no responsibility for the accuracy of the declaration

• Sender should be informed about the number of

copies of the customs declaration by referring to EMS Operational Guide

Time-certain EMS items

• Service exists only if specified in bilateral

agreements • Documents can be sent as time-certain items • A special coloured sticker should be affixed (e.g.

“10 AM Delivery”) on the item and address label


EMS logo

• Standard EMS logo in accordance with

specification in the EMS manual and EMS House

Style

• EMS is identified by a logo comprising of

following elements

o an orange wing

o the letters EMS in blue

o three horizontal orange stripes

• The logo may be supplemented by adding the

name of the national service


EMS unique identifier barcode

• Barcode is used for the unique identification of

EMS items, bags, containers or receptacles

• EMS barcode is mandatory for all EMS Operators

• Barcode system is in accordance with European

Standard EN 800 and the AIM Uniform

Symbology Specification Code 39 standard

• Barcode has 13 digits

E E 4 7 3 1 2 4 8 2 9 X X 1 2 3 4 5 6 7 8 9 10 11 12 13

EMS

item

EMS number Check

digit

Country


How to calculate check digit?

“Weighted modulus 11” formula 1. Weight the digits of the basic number using the

following weighting factors 8,6,4,2,3,5,9,7 (that is, multiply the first digit by 8; the second by 6; the third by 4 and so on down to the last by 7).

2. Calculate the sum of these weighted values.

3. Divide the sum by 11 (eleven).

4. Subtract the remainder from 11.

5. If the result is in the range of 1 (one) to 9 (nine),

use the result as the check digit.

6. If the result is 10 (ten), use 0 (zero) as the check digit.

7. If the result is 11, then use 5 (five) as the check

digit.


Insurance

• Postal administration should adopt insurance cover to provide the following to the customer: o Compensation in the event of damage or

loss o Indemnity in case of loss due to non-

delivery of item • Insurance cover may be adopted as part of the

basic service or an optional feature • Provide insurance through a private insurance

company, if necessary

• Take into account the insurance service offered by the competition in setting limits


Acceptance Procedure

Counter staff should check that

ü EMS service is available to the location

ü Within the weight limit for EMS item

ü Within the size limit for EMS item

ü Full and correct tariff is paid

ü Insurance fee if needed and applicable

ü Completed EMS Label – E1 is affixed

ü Sender’s and delivery addresses are complete

ü Sender’s and addressee’s phone numbers are

provided

ü Items being sent are not classified as

dangerous or prohibited

ü Correct Customs declaration is attached

ü Commercial invoice is provided where required

ü The sender has signed and dated the

declaration confirming that all details are

correct


Acceptance Procedure contd… To accept an EMS item at a post office counter or collect an item at the sender's premises, the postal employee:

1. assesses charges by weight and destination;

2. completes the customer receipt;

3. receives payment and makes change;

4. dispatches the item to the EMS office of

exchange

Charges for the service are set by the administration

of origin in consideration of costs and market

requirements


Dispatch to Office of Exchange / Sorting centre

• Post office sends the accepted EMS items to

Office of Exchange or to the nearby sorting centre which in turn forwards to OE

• Dispatching arrangements from Post office to OE

depend on

o The times that the OE closes dispatches to other countries

o The local transport arrangements for

dispatching mails from Post offices

o Customs procedures