IDS Warrants Changes - June 2014

 

It is important to note some very important changes that will be implemented once CORE goes live.

When requesting a warrant from CORE, you will notice there will be a required field for a handling code. There are three handling codes and these codes will direct IDS staff on how to deliver the warrants once they are printed. They will be batched based on handling and divided into three primary categories utilizing the codes*:

  • First, outgoing mail or handling codes that begin with the letter M (includes FedEx or UPS delivery methods);
  • Second, interdepartmental mail delivery or handling codes that begin with the C. This code is used to designate interdepartmental mail (or courier). These warrants will be delivered in the traditional black bag or red bag and all seek codes will require a signature upon delivery. If a C3 code is used for warrants it means they are confidential and can only be signed by the person designated; and
  • Third, a customer pickup with handling codes beginning with the letter H. These warrants will be held at the IDS location,1001 E. 62nd Ave., Denver, CO 80216, and a signature will be required at pick up.

*Note: It is very important that if you fail to designate a handling code, the default will be the M1 code, resulting in the warrant mailing to the payee via Presort First-Class Mail.

M1 (Mail - Presort/First-Class) - all warrants with the M1 category will be inserted through the IDS automated process and metered in line at the presort rate. Once this mail has been inserted and metered, it will move to the IDS outgoing mail sorter, then blended with other state agency presort mail to be delivered to the USPS general mail facility for further processing.

M2 (Mail - Presort/First-Class with Insert) - all warrants with the M2 category will be inserted through the IDS automated process and metered in line at the presort rate. Once this mail has been inserted and metered, it will move to the IDS outgoing mail sorter, then blended with other state agency presort mail to be delivered to the USPS general mail facility for further processing.

M3 (Mail - Priority) - all jobs with the M3 category will be inserted via the automated process, metered off-line at the priority mail rate and delivered with the rest of the State's First- Class Mail to the USPS general mail facility for further processing.

M4 (Mail - FedEx) - all warrants with the M4 category will be inserted through the automated process, collected and placed in a FedEx delivery envelope or box, manifested via the IDS FedEx terminal, and placed for FedEx pickup at the end of every business day.

M5 (Mail - Certified/Return Receipt) - all warrants with theM5 category will be inserted via the automated process, metered off-line at the certified mail rate, and complete appropriate paperwork for return receipt. This mail will be delivered to the USPS general mail facility with the rest of the State's First-Class Mail.

M6 (Mail - Certified) - all warrants with the M6 category will be inserted via the automated process, metered off-line at the certified mail rate with the appropriate entries being made for certified mail. This mail will then be delivered to the USPS general mail facility with the rest of the State's First-Class Mail.

M7 (Mail - Return Receipt) - all warrants with the M7 category will be inserted via the automated process, metered off-line, and complete appropriate paperwork. This mail will be delivered to the USPS general mail facility with the rest of the State's First-Class Mail.

M8 (Mail - UPS) - all warrants with the M8 category will be inserted through the automated process collected and placed in a UPS delivery envelope or box, manifested via the IDS UPS terminal, and placed for UPS pickup at the end of every business day.

H1 (Hold - Agency) - all warrants with the H1 category will be placed in secure envelopes, then brought up to the North Campus security desk, and held until the agency representative picks them up. A signature will be required from the individual picking up the package.

H2 (Hold - State Controller) - all warrants with the H2 category will be placed in a secure package, then brought up to the North Campus security desk, and held until a representative from the State Controller's Office picks them up. A signature will be required from the individual picking up the package.

H3 (Hold - Confidential) - all warrants with the H3 category will be placed in a secure package, and labeled with the only person or persons authorized to pick up confidential warrants. These will then be brought up to the North Campus security desk and held for pickup by the authorized individual(s). A signature will be required from the individual picking up the package.

C1 (Courier - Payroll) - all warrants with the C1 category will be packaged after printing, labeled with the appropriate customers information, and then brought over to IDS Mail Operations for appropriate routing. IDS delivery staff will require a signature upon delivery.

C2 (Courier - Agency [red bag]) - all warrants with the C2 category will be packaged after printing, labeled with the appropriate customers information, and then brought over to IDS Mail Operations for appropriate routing. IDS delivery staff will require a signature upon delivery.

C3 (Courier - Confidential) - all warrants with the C3 category will be packaged after printing, labeled with the appropriate customers information, and brought over to IDS Mail Operations for appropriate routing. IDS delivery staff will require a signature upon delivery.