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Postal Guide Last updated: 2006-09-18 Section B – Chapter 5 Paying for a Mailing, Product or Service Table of Contents
Methods of Payment to top of page
The following methods of payment can be used by certain Customers to pay for certain products and services. Some restrictions or conditions apply. Cash payments can be made only at postal outlets and they must be in Canadian or American currency. Cash is not acceptable if depositing at a Receipt Verification Unit. Debit cards are an acceptable method of payment for some services at postal outlets where debit card facilities are available. Some conditions and restrictions apply. Credit cards are an acceptable method of payment at postal outlets where credit card authorization facilities are available. Some conditions and restrictions apply. Canada Post accepts VISA, MasterCard and American Express. Contract Customers and VentureOne card holders: Credit card is available to Customers for payment of all Shipping and Delivery services. In the case of Communication Business services, some restrictions apply. When acceptable, credits cards can be used:
Credit cards will not be accepted:
Other conditions and restrictions may apply to the use of credit cards. Money Order/Traveller’s cheque Money Orders and traveller’s cheques are an acceptable method of payment for some products and services provided by Canada Post. Go to Section E – Chapter 7, Money Orders. NOTE: A coupon may be purchased in Canada or in any member country of the Universal Postal Union (UPU), and sent in a letter or parcel to a recipient in any member country of the UPU. The recipient can exchange one coupon for the reply postage required (in the form of postage stamps or postal stationary with preprinted stamps) for an international unregistered airmail letter. For more information, Go to Section D – Chapter 11, International Reply Coupon. Business cheques are an acceptable method of payment for certain services. Business cheques over $1,500 received at a postal outlet must be certified. Some restrictions or conditions apply. All Customer cheques that are returned from the bank for non-sufficient funds (NSF) are subject to a $25.00 NSF fee, on top of the amount of the NSF cheque. Commercial Customers who are approved for credit have the option to pay for their mailings on Account, and where applicable, must use a postal indicia on each mail item to denote payment. A commercial Customer can obtain authorization to use a postal indicia for qualifying services if he has an appropriate agreement in place with Canada Post. Customers wishing to apply for an Account or establish an agreement should contact their Canada Post Representative or call 1 800 260-7678. Standard terms of net 15 days from invoice date are available to all qualifying commercial Customers. Customers are invoiced weekly or monthly depending on annual activity. Customers with weekly invoicing must settle their Account using pre-authorized bank payment, electronic funds transfer, cheque or online payment. Customers with monthly invoicing must settle their Account by pre-authorized bank payment, pre-authorized credit card payment, cheque or online payment. Customers can obtain the appropriate authorization form by visiting www.canadapost.ca/caf, calling 1 800 267-7651 or by contacting their Canada Post Representative. Canada Post is not obliged to extend credit to any Customer. Canada Post may choose, at any time at its sole discretion, to require pre-authorized bank payment, pre-authorized credit card or payment in full at the time of mailing by certified cheque, money order or cash. All overdue amounts are subject to late payment fees of 18% per annum or 1.5% per month. Pre-authorized Bank Payment Pre-authorized bank payment is an electronic transfer of funds from the Customer’s financial institution directly into Canada Post’s bank account for payment of an invoice on the due date. Pre-authorized Credit Card Payment Pre-authorized credit card payment is a direct charge to the Customer’s credit card when an invoice becomes due. Some restrictions and conditions apply. Online Payment Online payment allows the Customer to pay invoices online through the Manage My Accounts section of Canada Post’s Online Business Centre. Electronic Funds Transfer Electronic funds transfer is the transfer of funds from the Customer’s financial institution to Canada Post’s bank account for payment of invoices on their due date. Franking privilege allows for mail to be sent from and to the following people, provided it is in Canada:
Franking privilege applies to the following services: Lettermail, Incentive Lettermail, Addressed Admail, and Publications Mail. In the case of Unaddressed Admail, franking privilege applies only to members of the House of Commons (see Parliamentary Unaddressed Admail below). Members of the House of Commons are entitled to franking privilege beginning on the day that their election to the House is announced in the Canada Gazette, and up to 10 days after they leave office. Franking privilege does not apply to parcels or to a certain number of services and options such as Return to Sender, Registered Mail, Coverage for loss or damage, Electronic Lettermail, Forward Under Cover, Address Correction, Hardcopy Delivery, Dimensional Addressed Admail, Xpresspost and Priority Courier. These services are available, provided the applicable fees are paid. Parliamentary Mailings using Unaddressed Admail (Franking Privilege): Parliamentary mailings using Unaddressed Admail may be used by members of the House of Commons to send free mailings to constituents up to four times each calendar year. These mailings must consist of printed matter only. Members of the House of Commons are entitled to Parliamentary Unaddressed Admail beginning on the day that their election to the House is announced in the Canada Gazette and up to 10 days after they leave office. All mailings must be mailed in Ottawa; through the House of Commons Post Office. Additional mailings are subject to the applicable price, Go to Canada Post Prices. Contact a Canada Post Representative for further details and requirements. Proofs of Payment to top of page
When applied to a mailing, the following proofs of payment indicate that Customers have provided payment to Canada Post. Some restrictions or conditions may apply. A postage stamp is a stamp or impression approved by Canada Post that indicates postage payment, which can be used on certain mail items. It may be printed directly on applicable mail items (as with pre-stamped envelopes) or on gummed or self-adhesive paper which is affixed to applicable mail items. Postage stamps are available in various denominations. Stamps are sold at all post offices, authorized retailers and the National Philatelic Centre by calling 1 800 565-4362. The following are not acceptable for postage:
For additional information regarding postage stamps, see Postage Stamps. A meter impression is an imprint that indicates the amount of postage paid. It must be printed, using bright fluorescent red ink, by a meter machine directly on an envelope or a gummed meter tape, which may be affixed to certain mail items. Customers using a Bill of Lading, must apply the meter impression to the back of the data entry copy of the label. It is not acceptable to have meter impressions on small pieces of paper other than postage meter tape, or to alter meter impressions. These items will be treated as unpaid mail. For additional information regarding meter impression, see Meter Impression. Commercial Customers who are approved for credit have the option to pay for their mailings on Account, and where applicable, must use a postal indicia on each mail item to denote payment. The Customer must ensure that each item mailed has a reproduction of the approved postal indicia and must submit a completed Order (Statement of Mailing or Manifest or Bill of Lading) with each mailing deposited. For additional information regarding postal indicia, Go to Canadian Postal Standards. Franking is the marking on an item of mail with an official signature, initials or sign indicating the right of the sender to franking privileges. Tax Information to top of page All prices and fees published in the Canada Postal Guide are subject to the Federal Goods and Services Tax (GST), and to the Provincial Sales Tax (PST or QST) or to the Harmonized Sales Tax (HST), where applicable. Tax rules relating to items mailed to foreign destinations and Canadian Forces Post Offices are as follows:
Tax rules relating to inter-provincial (consumer) Lettermail and (consumer) Parcels are as follows:
Tax rules relating to inter-provincial Priority Courier, Xpresspost and (commercial) Parcels are as follows:
Tax rules relating to inter-provincial (commercial) Lettermail, where a postal indicia is used, Addressed Admail, Unaddressed Admail, Publications Mail and Catalogue Mail, are as follows:
Unless covered by a contract or sales agreement, all prices and fees may be changed without notice. Progressive Pricing to top of page This rating process means that the price will be calculated according to the exact weight of the item instead of by weight level. It applies to Incentive Lettermail Short and Long items over 50 g up to 100 g (Presort items only) and for Oversize items over 100 g up to 500 g. Phantom Pricing to top of page Customers may deposit less than the minimum volume requirement provided that the difference between the actual volume and the minimum volume is paid at the phantom price. Phantom pricing applies to certain categories of Incentive Lettermail, Addressed Admail, Catalogue Mail, Publications Mail and International Incentive Letter-post. Documentation and Online Tools to top of page Consumers Ship-In-a-Click The Ship-In-a-Click tool allows Customers to purchase and pay for Canada Post shipping services online using any major credit card. Customers using the Ship-In-a-Click can print a shipping label from their personal computer and deposit their item in a street letter box or at a postal outlet. The following services are offered online:
Commercial Customers
Commercial Customers must complete an Agreement Activation Form, a Credit Application Form and any other documentation required by Canada Post. Once all completed documentation is approved, Canada Post will provide the Customer with a copy of all the required documentation, along with a Customer Number, an Agreement Number and any other identification number required. In order to establish an Agreement with Canada Post, Customers must complete the appropriate Agreement Activation Form (40-076-718). The form captures all the information which Canada Post needs to provide the Customer with an Account and a unique Customer Account Number, to be used by the Customer on all his Orders. The Customer’s signature on the Order confirms that the Customer has acknowledged and read the terms and conditions stated on the back of the hard copy Order or included in the Electronic Shipping Tools. NOTE:
The Credit Application Form (40-070-051) captures the information required to establish a Customer Account. This form sets out some of the financial terms and conditions for the Customer’s Account and enables Customers to also sign up for pre-authorized payment. A Credit Application Form is required for all Customers being invoiced weekly. The form is available at www.canadapost.ca/caf . Canada Post respects the fact that financial information is private and confidential. Therefore, this information is provided on a separate form (Credit Application Form) which can be faxed directly to Canada Post’s Credit Management Group at 1 800 730-5883. Commercial Customers must complete an Order (Statement of Mailing) for each deposit. The Customer Number and the Agreement Number are required on all Orders. The Order may be submitted electronically by using the Electronic Shipping Tools (EST). It may also be prepared manually using the hard copy Order (Statement of Mailing) form (40-076-705) provided by Canada Post. A Manual Order Processing Fee will be applied to most manually-prepared Orders (Statements of Mailing). Two (2) printed copies of the Order (Statement of Mailing) prepared electronically, or the original of a manually prepared Order (Statement of Mailing), must be provided to an authorized Canada Post Representative at a postal facility approved by Canada Post at the time of mailing. All Orders are subject to dimension, weight, volume, mail preparation and price verification by Canada Post. Where applicable, the Customer must specify the Address Accuracy data on each Order. Addressed Admail: For Addressed Admail, the use of the Electronic Shipping Tools (EST) to prepare and submit Orders (Statements of Mailing) is mandatory to access Letter Carrier Presort (LCP) and Machineable prices. LCP and/or Machineable items accompanied by a manually prepared Order are subject to a manual Order processing fee and will be priced at the applicable NDG prices in effect at the time of mailing. NOTE: Incentive Lettermail: For Incentive Lettermail Customers must submit the Order electronically by using the Electronic Shipping Tools in order to access the Incentive Lettermail prices. Publications Mail: For Publications Mail, the use of the Electronic Shipping Tools (EST) to prepare and submit Orders (Statement of Mailing) is mandatory to access Letter Carrier Presort (LCP) and Machineable prices. LCP and/or Machineable items accompanied by a manually prepared Order are subject to a manual Order processing fee and will be priced at the applicable NDG National prices in effect at the time of mailing. Unaddressed Admail: For Unaddressed Admail, the Order (Statement of Mailing) must be provided to an authorized Canada Post Representative at the postal facility approved by Canada Post at the time of mailing and deemed to be the office of payment as declared on the Unaddressed Admail Delivery Slip. An Order (Statement of Mailing) should be prepared and submitted electronically using the Electronic Shipping Tools (EST) but can be submitted manually. Manually prepared Orders (Statements of Mailing) are subject to Non-Contract prices. Use of the Electronic Shipping Tools (EST) to prepare and submit Orders (Statements of Mailing) is mandatory to access Unaddressed Admail Contract prices. To ensure the Unaddressed Admail volumes contribute to the Customer’s annual volume commitment level, Go to Canada Post Prices for conditions that apply when a manual Order is used. Items weighing 115 g or less and items weighing more than 115 g must be entered on separate Orders (Statements of Mailing). Electronic Shipping Tools (EST) Canada Post’s Electronic Shipping Tools, available on Canada Post’s website, automate the preparation and settlement of Orders (Statements of Mailing or Manifests) or labels. Available free of charge, these Internet-based shipping tools allow users to prepare and submit forms electronically. Customers have the option of using either the Electronic Shipping Tools (EST) online, or the desktop version, which can be downloaded to prepare Orders off-line and submitted later. Customers can obtain the Electronic Shipping Tools (EST) by registering for a user ID and password at www.canadapost.ca/obc. For technical enquiries regarding the Electronic Shipping Tools, call the Technical Help Line at 1 800 277-4799 or visit www.canadapost.ca/tools/default-e.asp. For Unaddressed Admail, Canada Post has three versions of the Electronic Shipping Tools (EST), which are:
Visit the Canada Post website at: www.canadapost.ca/est_uam for more information on EST for Unaddressed Admail. Using the Fully featured or Express Order Entry versions of the EST will enable Customers to:
* If the “Fully Featured” version of EST is used, the Statement of Mailing, Packing Slip and Mailing Summary will be combined and printed as one form. Customers must access the fully featured version of the Electronic Shipping Tools (EST) when targeting more than one Delivery Installation. The SOM Only version of the EST will enable Customers to:
The Customer will still be required to have the Unaddressed Admail Delivery Slip(s) back stamped to certify payment, at the time of payment. Order (Manifest or Bill of Lading) Commercial Customers must prepare an Order (Manifest or Bill of Lading), except when using Electronic Shipping Tools online version. The Customer Number and the Agreement Number are required on all Orders (Manifests or Bills of Lading). For prepaid products, a Manifest is not required unless the quantity shipped is to be considered for the Customer’s scheduled pick-up weekly volume, or if additional options are selected. Commercial Customers may prepare a Order (Manifest or Bill of Lading) electronically, using the desktop or online version of Electronic Shipping Tools or a third-party shipping system, or manually using a hard copy Order (Manifest or Bill of Lading) provided by Canada Post. Customers who electronically submit a Manifest and apply a bar-code to their mail items can benefit from a 3% discount. Also, items (other than Priority Courier) processed with the online version of Electronic Shipping Tools only, may be deposited into a street letter box if they fit. The label generated by the online version of Electronic Shipping Tools acts as the Manifest and therefore allows for street letter box deposit for specific products. Two (2) printed copies of the Order (Manifest) prepared electronically, or the original of a manually prepared Order (Manifest or Bill of Lading), must be provided to an authorized Canada Post Representative at a postal facility approved by Canada Post or to an authorized Canada Post driver for Customers who have scheduled pick-up. All items on an Order form are subject to weight, volumetric weight, quantity, product type and options verification by Canada Post. AdCard Forms (for Addressed Admail and Unaddressed Admail) Addressed Admail Agreement Supplement for AdCard Services The supplement sets out the terms and conditions applicable to Addressed AdCard services. AdCard Print Request Form (Addressed Admail and Unaddressed Admail) This form must be completed and signed by the Customer for each AdCard order. A separate form exists for Unaddressed Admail and Addressed Admail. It captures information relating to the Customer and the requested AdCard services. By signing the AdCard Print Request form, the Customer acknowledges having received and agrees to the AdCard Terms and Conditions and all documents referenced therein, which form the Agreement with Canada Post and the Customer. Meters to top of page
Postage meters can be obtained by contacting a local Representative of one of the following authorized meter suppliers:
Meter Approval and Maintenance Meters may be used for metering (printing postage impressions) when Canada Post has approved the type, design, installation and use. To obtain approval for postage meter types, design and use, manufacturers and suppliers must apply to: DIRECTOR POSTAGE METER MANAGEMENT CANADA POST 4567 DIXIE RD MEZZANINE LEVEL MISSISSAUGA ON L4W 1S2 For approval to install meters, manufacturers or suppliers must apply to the following authority: DIRECTOR, CASH MANAGEMENT PROCESS CANADA POST 2701 RIVERSIDE DR SUITE C0120 OTTAWA ON K1A 0B1 The meter supplier must properly service and maintain the meter. This requirement must be included in the agreement between the user and supplier. When given reasonable notice by Canada Post, a user must make his meter available for inspection by either the supplier or the Corporation. While meters may be obtained from private companies, the meter impression die or software to produce the postage indicia is the property of Canada Post. When the user changes name or address, the supplier must be notified. Counter set meters are no longer approved for use by Canada Post. For additional information, contact your meter supplier. Electronic Postage Setting System (EPSS) The Electronic Postage Setting System allows the user of designated meters to reset meters at their place of business. The Customer can reset their meter through a modem to modem connection or by telephone. The Customer pays the meter supplier directly for the meter resets. The supplier in turn electronically transfers funds equivalent to a given day’s purchase, including applicable taxes, to Canada Post during the morning of the following banking day. The meter suppliers handle all installations, withdrawals and refunds of unused postage of Electronic Postage Setting System meters, as well as the transfer of funds between those meters. When a Customer stops using a meter, the supplier must be informed and the supplier will arrange for the withdrawal of the meter. Any unused postage remaining in a postage meter machine at the time of withdrawal will be refunded to the Customer by the meter supplier, who will either credit the Customer‘s Account or emit a cheque to the Customer. If the postage meter has defects, the user must inform the supplier and must stop using the meter until the defect has been corrected. The supplier should make a replacement meter available. When an investigation is needed, the meter must be withdrawn by the supplier in the same condition as when the defect was first noticed. Spoiled Meter Impression Refunds Canada Post may refund unused meter postage provided that the meter impressions:
Spoiled meter impressions of less than $200 in value can be refunded to the Customer directly at participating postal outlets. When the value of spoils exceeds $200, the request for a refund will be forwarded by the postal outlet to Canada Post’s head office for processing. Once the refund is approved by Canada Post, the meter supplier will be advised to process the Customer refund. Customers pay a minimal handling fee. Prepayment of return postage on metered impressions may be used on addressed reply envelopes, mailing containers or cards sent out by firms. Every return postage prepaid die must show Return Postage – Prepaid and/or Port de retour payé. Figure illustrates information contained in text. A meter impression must be clear and distinct, using bright fluorescent red ink obtained from the supplier. It must be attached to the upper right hand corner on the address side of the item. Impressions must not overlap. Canada Post must approve words or symbols, including advertisements, printed with meter impressions. A single Canadian return address must be printed on all items with meter impressions. The meter design must contain:
Figure illustrates information contained in text.
Figure illustrates information contained in text. There are some exceptions to the above requirements:
Postage Stamps to top of page Reproducing Postage Stamps Subject to the restrictions outlined below, stamps may be reproduced to illustrate news items in newspapers, magazines, catalogues, etc. Reproduction is also allowed on the stationery of stamp clubs and societies, but not on envelopes or other types of containers, wrappers or articles. Reproduction for any other reasons must be approved in writing by the following authority: DIRECTOR, STAMP PRODUCTS CANADA POST 2701 RIVERSIDE DR SUITE N1070 OTTAWA ON K1A 0B1 All stamp reproductions must be at least twice as large as or half the size of the original. The reproduction must be clearly defaced. The defacing line must be in the plate or die from which the reproduction is made. The plates or dies used to reproduce stamps must be made entirely of babbitt or other soft metal or material. Steel is not acceptable. Redeeming Postage Stamps Stamps will be redeemed at full face value. The maximum refund of postage per day is $1,000. No receipt is required for refunds up to $100, however Customers must complete a Customer Refund form. For refunds over $100, a receipt of purchase is required and Customers must complete the Customer Refund form. Postal Indicia to top of page
Upon receiving approval to use a postal indicia on applicable mailings, a commercial Customer will be provided with a Customer Account Number and a copy of the camera-ready artwork for the postal indicia. Camera-ready artwork is available electronically at « www.canadapost.ca/personal/tools/pg/indicia/default-e.asp », or on the Canada Postal Guide CD-ROM. For more information send an email to: postalguide@canadapost.ca Prior to mailing, commercial Customers must provide a Canada Post Sales Representative with a sample item to be mailed to verify that the postal indicia meets Canada Post’s standards. No imprint or indicia, except the postal indicia, may be used. NOTE: Postal indicia must:
Canada Post is subject to the Official Languages Act; therefore the postal indicia must be bilingual. For any mailing with a return address within the province of Québec, the main information contained within the body of the indicia must be French first. In all other provinces, English must be first. Phosphorescent ink is not acceptable for use in imprinting the indicia on a mail piece. The postal indicia artwork can be downloaded by visiting www.canadapost.ca/tools/pg/indicia/default-e.asp Customers may only use Canada Post postage indicia, logos, trademarks or markings if the Customer has obtained the prior written consent of Canada Post. Any use by the Customer must then be only in strict accordance with the consent granted. Any unauthorized use is an offence under the Canada Post Corporation Act. NOTE:
It is the Customer’s obligation to obtain approval for any proposed endorsement or other markings from Canada Post prior to printing. NOTE: Unpaid/Shortpaid Mail to top of page Unpaid mail or shortpaid mail is mail for which the postage or fees payable have not been paid or only partially paid. Outgoing Mail All unpaid or shortpaid mail with a return address (except Registered Mail) is subject to be returned to sender for collection of the deficient postage. All outbound international unpaid or shortpaid mail with no return address will be treated as undeliverable and will be forwarded to the Undeliverable Mail Office. All unpaid or shortpaid Registered Mail, with or without a return address, is forwarded to the country of destination as a fully prepaid mail. Such mail may be subject to charges levied by the country of destination. |
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