Interagency Mail Service
The Texas Comptroller of Public Accounts (CPA) operates an interagency mail service to deliver unstamped or non-metered written communications and packages, up to 70 pounds, between state agencies located in Travis County in accordance with Government Code, Title 10, Subtitle D, Chapter 2176.
This interagency mail service eliminates the need for agencies to pay postage for letters, flats and parcels that are delivered between state agency locations served by the system. These are the Agency Locations Served by Mail Messenger service.
Interagency Mail is picked up and delivered at least once per day for each location served. Use of the United States Postal Service (USPS) for mailing Interagency communications located in Travis County is prohibited, unless required by state or federal law.
Please use the following guidelines to prepare and dispatch Interagency Mail:
- Interagency Mail must adhere to the following guidelines:
- NO PERSONAL MAIL
- Write or stamp "INTERAGENCY" across the front of the envelope or parcel
- Include the complete Inter-agency address
Agency Name/person name or Department name
Addressee Room # or mail code
- Separation of Interagency Mail from USPS Mail
- All interagency mail must be separated from mail requiring postage. The Interoffice Transfer envelope, Commodity Code 966-31-68 (often called a shotgun or Holy Joe envelope) is available from the state term contract for printed envelopes and may be used as long as the correct address for the recipient is affixed or printed legibly.
- Agencies are encouraged to use Kraft or brown envelopes for interagency mail to help reduce their inventory when feasible. Kraft envelopes are less desirable for metered mail because the USPS Merlin optical character scanners used to read barcodes have a problem distinguishing the black barcodes from the brown color of the envelopes. While no specific date has been announced, we anticipate USPS to prohibit the use of Kraft envelopes in the near future. Kraft envelopes are always acceptable for use as interagency mail envelopes.
- Handling Negotiable Instruments
- Texas Government Code, Chapter 2176.053 states that state warrants may be delivered in a manner agreed to by the Comptroller and the affected agency.
- Agencies must complete a CPA Form 74-189, Agency Authorization for Warrant Pickup [PDF, 114KB] and have it signed by the agency’s chief financial officer or agency head before submitting to Payee Services, Fiscal Management at CPA. Any questions about the form or submitting it may be directed to CPA Payee Services at 475-0789.
- Additionally, agencies shall send a copy of their Form 74-189 to the State Mail Office requesting TPASS be the authorized agent for pickup and delivery of their warrants. This may be sent to the State Mail Office, TPASS, Central Services Building, Room 174, 1711 San Jacinto Blvd. or email to email@example.com. Once an Authorization form is on file with Payee Services and the State Mail Office, state warrants for your agency will be delivered using secured reusable mail bags.
- The State Mail Office mail courier shall collect, inventory and insert agency warrants in a secured mail bag for each agency and deliver it to the authorized person(s) at that agency on each route as required. If no one is available to receive the warrants and sign the manifest, the bag will be returned to the Statewide Mail Office, secured overnight and delivered to the agency the morning of the next business day.
- The authorized person at the receiving agency will account for the warrants, sign both copies of the inventory sheet, one for the agency file and one for the TPASS file, and return the mail bag to the courier. Any discrepancies with the delivered warrants will be immediately reported to the State Mail Office.
- If for any reason an agency’s warrants are not able to be delivered during the messenger’s normal route, the warrants will be secured overnight in the State Mail Office and delivered the following business day.
- Mail messengers are prohibited from carrying any money or its equivalent, other than state warrants, on their routes.
United States Postal Service Mail Service
United States Postal Service (USPS) mail may be delivered to and from USPS by mail messenger upon agreement between the Comptroller’s State Mail Office and the requesting agency.
Outgoing USPS mail may be metered upon agreement between the Comptroller’s State Mail Office and the requesting agency. USPS mail shall be collected at least once a day during business hours with the exception of state and national holidays.
Mail Service Contacts
Questions regarding mail services may be addressed by contacting Chris Christine, Statewide Mail and Program Development Manager at (512) 463-9520 or firstname.lastname@example.org or Jesus Pichardo, State Mail Office Manager, at (512) 475-5605 or email@example.com.