RouteMailDroxBoxes

Job Instruction Sheet: Routing Mail To Drop Boxes	Date/Version: 07/14/2025 - v.1
	Process Owner: Customer Care Team
	Review Cadence: Annually
Process/Purpose: Procedure for identifying mail that is not scanned but routed to mail drop boxes.

#	Important Steps (WHAT?)	Key Points (HOW?)	Artifacts
#	A logical segment of the operations that advances the work	Important actions in the steps that will: Make or break the job Make the job easier	Sketches, layouts, digital pictures , etc. that will improve understanding of the job
1	Mail that is routed to the internal Mail Drop Box and is routinely forwarded to other areas within DES Via interoffice mail.	Hospital Paternity Program (HPP) Internal Mail Drop Box Mail will be addressed to HPP Do not remove contents from envelope Stamp the envelope with the date received Place in the HPP internal mail drop box On Wednesdays and Fridays, HPP mail is placed in an inter-office envelope Black out other Mail Drop information and enter the Mail Drop number followed by “HPP” in the destination section Place interoffice folder in “Outgoing Inter-Office Mail” basket Bankruptcy Internal Mail Drop Box Envelope with contain the words “Official Business - Bankruptcy“ Do not remove contents from envelope Place in Bankruptcy internal mail drop box On Wednesdays and Fridays, Bankruptcy Mail is placed in an inter-office envelope Black out other Mail Drop information and enter Mail Drop number followed by “Bankruptcy” in the destination section Childcare Internal Mail Drop Box Child Care Assistance Applications, supporting documentation, or correspondence addressed to Child Care Assistance Program Do not remove contents from envelope Stamp envelope with the date received Place in the Child Care internal mail drop box Daily, Child Care mail is placed in an inter-office envelope Black out other Mail Drop information and enter Mail Drop number followed by “Child Care” in the destination section Place interoffice folder in the “Outgoing Interoffice Mail” basket Unemployment Internal Mail Drop Box Unemployment Applications, supporting documentation, or correspondence address to DES Unemployment Do not remove contents from envelope Stamp envelope with the date received Place in the Unemployment internal mail drop box Daily, Unemployment mail is placed in an inter-office envelope Black out other Mail Drop information and enter Mail Drop number followed by “Unemployment” in the destination section
2	Mail that is routed to Window Mail Drop Boxes serve as inboxes that can be accessed by partners from 8:00 am to 4:00 pm, except for holidays. Mail is placed in these boxes daily as mail is processed.	Settlements, Claims, Passports (SCP) Window Mail Drop Verify contents of envelope, do not discard envelope NO LIVE CHECKS ARE TO BE PLACED IN THIS BOX Mail addressed to PO Box 40516 Does not receive much mail, mostly checks and checks, DO NOT get placed in this box (See Check Process Desk Aid) Financial Institution Data Match (FIDM) Window Mail Drop Verify the contents of the envelope, do not discard the envelope NO LIVE CHECKS ARE TO BE PLACED IN THIS BOX Mail addressed to PO Box 40408 and sometimes PO Box 40458 FIDM’s mail consists of bank responses and checks from financial institutions Mail routed to FIDM’s window box are responses from financial institutions regarding seizures of assets resulting from a lien or levy Evaluate all contents of the envelope to ensure there is no live check in the correspondence Stamp the envelope with the date and enter initials Place in Window Mail Drop State Disbursement Unit (SDU) Verify the contents of the envelope, if a live check is included, place the envelope and contents on the counter for check processing NO LIVE CHECKS ARE TO BE PLACED IN THIS BOX Mail addressed to PO Box 40458 and PO Box 36626, Attn: Recovery Unit or Support Clearinghouse Electronic Payment Authorization Forms (EPA) - Frequently includes voided checks not to be confused with live checks Bond of Indemnity Affidavit of Forgery Recoupment letters (occasionally contain live checks- follow live check procedure) or correspondence that deals with payments or disbursements, 1st Notice, 2nd Notice, 3rd Notice, Final Notice