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D UNIVERSAL POSTAL - D UNION UPU International Bureau To: The designated operators of Union Weltpoststrasse member countries 3015 BERNE SWITZERLAND For information to: T+41 313503111 F +41 31 350 3110 Restricted unions www.upu.int Contact: Mr Jn Bojnansk T +41 31 350 32 03 Berne 31 May 2022 [email protected] Reference: 4631 (DOP.SC.TP)1 038 Subject; Questionnaire relating to the average weighted distance and compensation for costs arising from air conveyance inside the country of destination Dear Sir/Madam, 1 have pleasure in enciosing the questionnaire (Annex 1) designed to gather designated operators’ data for international incoming letter post forwarded by air within the country of destination. Piease compiete this questionnaire if your designated operator uses air conveyance of international incoming mail within your country. You wiil receive compensation if the weighted average distance of the sectors fiown by international mail on the internal network exceeds 300 kilometres. As you know, in accordancewith articie 34-101.6 of the UPU Convention Regulations, the International Bureau (IB) is responsible for caiculating the weighted average distance for each designated operator entitled under article 34.5 of the Convention to reimbursement of the additional costs incurred for the air conveyance of international ietter-post items within its country. 1 would remind you that, in accordance with article 34.7 of the Conventior, the designated operator of destina tion shall exclude, for the purpose of calculating the weighted average distance, the weight of ali mails for which the terminai dues calculation has been based specifically on costs, domestic rates or self-deciared rates set under article 29 of the Convention. The payment of air conveyance dues shall only be made in relation to the mail flows from and between countries in the transitional system below 100 tonnes a year, i.e. the mail flowsto which the terminal dues remuneration rates in article 31.11 of the Convention apply. As indicated in article 34-101.6 of the Convention Regulations (the IB commentary on article 85 of the 1989 Washington Convention, containing comprehensive information on the method of calculation, is attached as Annex 2), the weighted average distance is calculated in terms of the gross weight of ali the airmails arriving at the country of destination, including the mail which is not reforwarded by air within that country (more details in the questionnaire in Annex 1). This data is based on statistics prepared by designated operators which should reach the International Bureau each year. Designated operators that do not provide this information in the time allotted wilI not be able to request payment of internal air conveyance dues.  2 To enable us to keep the calculation of weighted average distances up to date, please let me have, by means of the questionnaire, your most recent airmail statistical data to be taken into account by the IB. This data should be notified to the International Bureau by 30 September 2022 at the Iatest (see article 34-1 01 .6.1 and 34-101.6.2 of the Convention Regulations). Compliance with the above return date is essential if we are to include your data in the new 18 circular and thus enable other designated operators, where applicable, to use your data for calculating their rates for airmail intended for abroad. The basic rate for air conveyance of mail for 2022 is 0.486 thousandths of an SDR per kilogramme of gross weight and per kilometre (0.486 SDR per tonne/kilometre) (see IB circular 72 of 10 May 2021). Yours faithfully, Abdel lIah Bousseta Director of Postal Operations k’’- D UNIVERSAL Annex 1 to Ietter463l(DOP.SC.TP)1038 Q.. POSTAL of 31 May 2022 D UNION Questionnaire Please download this questionnaire from the UPU website at www.upu.int/en/Members-Centre/ Questonnaires-Surveys and send it completed by e-mail to [email protected] by 30 September 2022 at the Iatest. Should you wish to send it by post, please use the following address: MrJän Bojnansk’ Transport Programme Manager Universal Postal Union Weltpoststrasse 4 3015 BERNE SWITZERLAND Name of country: Data relating to letter post forwarded by air Observation period (dates):_______________________________________________________________________ Total weight of airmails received during this period: kg, broken down as follows: a items redirected abroad (items in transit ä dcouvefl and missent items): kg; b items delivered in the area served by the airports of arrival of the mails or reforwarded by surface: kg; c items reforwarded by air inside the country:_______________________________________________ kg. Cost of conveyance per tonne/kilometre by air within the Country: SDR Cost of conveyance per tonne/kilometre by surface within the Country: SDR Breakdown of the weight of items reforwarded on the different sectors of the internal air network City of departure of flight City of arrivai of flight Airmail distance Weight (kg) (with IA TA code) (with IA TA code) (km)  2 City of departure of flight City of arrival of flight Airmail distance Weight (kg) (with IA TA code) (with IA TA code) (km)  D UNIVERSAL Annex 2 to letter 4631(DOP.SC.TP)1038 0.. POSTAL of 31 May 2022 D UNION Washington Universal Postal Convention (1989) — Article 85 Article 85 Basic rates and calcuiation of air conveyance dues relating to closed maiis 1 The basic rate appiicable to the settlement of accounts between administrations in respect of air con veyance shaii be fixed at 0.568 thousandth of an SDR at most per kiiogramme of gross weight and per kilo metre; this rate shali apply proportionaily to fractions of a kilogramme. (1) (2) 2 Air conveyance dues shali be calcuiated according to the actual basic rate (3) (iess than and at most equal to the basic rate fixed in paragraph 1) and the kilometric distances given in the List of Airmail Distarices (4) and to the gross weight of the mails; no account shall be taken of the weight of sacs cd Iecteurs. 3 When dues are payabie for air conveyance within the country of destination, they shall be fixed in the form of a single price. This single price shali include ali the dues for air conveyance within the country, regardless of the airport of arrival of the mails, less the corresponding surface conveyance costs. It shali be caicuiated on the basis of the rates actualiy paid for conveyance of the mail within the country of destination, but not exceeding the maximum rate specified in paragraph 1, and according to the weighted average dis tances of the sectors flown by international mail on the internal network. The weighted average distance shali be calcuiated by the international Bureau in terms of the gross weight of ali the airmails arriving at the country of destination, including the mail which is not reforwarded by air within that country. (5) (6) 4 Dues payable for air conveyance, between two airports in the same country, of airmails in transit may also be fixed in the form of a single price. This price shail be calcuiated on the basis of the rate actuaiiy paid for air conveyance of mail within the country of transit, but not exceeding the maximum rate specified in paragraph 1, and according to the weighted average distances of the sectors flown by international mail on the internal air network of the country of transit. The weighted average distances shall be determined in terms of the gross weight of ali the airmalis transiting through the intermediate country. (7) 5 The sum of the dues referred to in paragraphs 3 and 4 may not exceed in total the amounts which actualiy have to be paid for conveyance. 6 The prices for international and internal air conveyance, obtained by multipiying the effective basic rate by the distance, which are used in calcuiating the dues mentioned in paragraphs 2, 3 and 4, shali be rounded up to the nearest tenth of an SDR when the number made up by the figure of hundredths and that of thousandths is equal to or greater than 50; they shaii be rounded down to the nearest tenth of an SDR in other cases. (8) 1) As regards the method of caiculating the max basic rates per kg-km fixed in para 1, the studies undertaken by the ELC and EC can be summarized as foiiows: a The 1952 Brusseis Congress decided to refer back to the ELC a theoretical study of the probiem of variations in basic airmaii conveyance rates (ii 712 and 715). The Subcomm set up by the ELO for this study noted that the probiem as a whole feil into two parts: on the one hand, to consider whether the rates fixed for mali conveyance were in accord with costs and, on the other hand, to vary these rates, if possible, by adopting a sliding scale which would establish a close 1mk between these two elements. As regards the latter, the Subcomm considered that the reiative stability of running costs experienced for some years did not justify the creation of a siiding scaie and that, in addition, its introduction wouid invoive considerable difficuitmes for adms on the practicai level. As for the main object of the study, the Subcomm estabiished general principles and methods for determining equitable rates for mail conveyance, the structure of the system resting primarily on airlines’ average costs per revenue t-km. Since this average cost concerned ali categories of air traffic, various adjustments had to be made to find  2 the cost of international air conveyance. The Subcomm also agreed that the basic rate thus obtained should be apportioned between the two categories of mail, i.e. LC and other articles (AO, Jx and CP). The ELC accepted in principle the conclusions reached by the Subcomm but left it to adms to decide on their position. The Subcomms report, entitled Variations in basic airmail conveyance rates’, was distributed to adms in September 1956 and further information (under the same title) in 1957 (see ELC Summary Records 1956, p 15 and 1957, p 17). The 1957 Ottawa Congress fixed a unit rate of 1 g fr per t-km for AO and CP abolishing the Jx category (II 571 and 572, prop 625). b The 1957 Ottawa Congress instructed the ELO “to pursue the study started on the subject of basic airmail con veyance rates” (Ii 60 and 628). This was again a theoretical study which consisted in re-evaluating the data of the 1956 report. The ELO decided to distribute the new report, entitled “Study of basic airmail conveyance rates’, to adms making clear that the re-assessment had been made on the basis of a few examples cited by way of illus tration (1964 Vienna Oongress, Ii 202 and 203). The 1957 Ottawa Oongress also instructed the ELO to find out what simplifications could be made in the calculation of air conveyance dues, particularly on the basis of distance steps or single rates per country of destination, etc. (Ii 1158, props 627, 955, 956, 957 and 244). With regard to distance steps, the ELO concluded that this formula would cause financial losses, either for adms or for the airlines, without making any real saving in accounting costs. With regard to the so called country to country’ rates, the ELO considered that such a system could not be put into general use or covered in the Oonv but might at most be conceived of on an optional basis for certain direct links (1964 Vienna Congress, II 203). c ln resolution 0 31, the 1964 Vienna Oongress instructed the El and OOPS to make a more thorough study of the rates question stressing the increasing importance of the conveyance of mail by air and the necessity to seek, by ali possible means, conditions favourable to the development of the traffic, while safeguarding the interests of postal adms and airline companies (III 300 and 301). At the end of the work carried out under this resolution, the El and the OOPS proposed that the guiding principle to be followed in the maifer of rates should be that air conveyance be used as the normal means of mail transport”. As for the general principle on which basic air conveyance rates should be calculated, it was proposed to calculate them “on the basis of world airline operating costs, using unit costs per revenue t-km, these costs to be adjusted to exclude items extraneous to the Post and to provide certain additional allowances” (1969 Tokyo Oongress, ii 507 to 539, Congress Doc 15). — In addition, for the first time, the El formulated a concrete prop based on its conciusions fixing a worid rate of 3 g fr per t-km for LO, the rate for AO remaining unchanged at 1 g fr. The 1969 Tokyo Oongress adopted this prop (ii 1506—1 509, prop 4000). As a resuit, the 4 g fr rate applicabie since the 1952 Brussels Oongress to the LO car ried on routes outside Europe was abolished. Of 1964 Vienna Acts English Annotated Acts, vol (2nd part), pp 67 — and 68, notes 6 and 7. d In approving Oongress—Doc 15 (cf subpara c above), the 1969 Tokyo Oongress passed resolution 071, instruct ing the El to revise the basic rates taking into account the guiding principles and methods described in Congress—Doc 15 and to re-examine, in consultation with the OOPS, the adjustments made to the constituent elements of these rates (lii 755). In carrying out this study together with the OOPS, the El decided to supplement the guiding principle Iaid down by the 1969 Tokyo Oongress with the concept of “taking account of the interest of postal administrations, users and airlines” (decision OE 7/1 972). The general method of calculation adopted at the 1969 Tokyo Oongress was retained. In 1973, after compieting the various stages of the revision, the El propos?d bringing down the LC rate from 3 to 2.80 g fr per t-km (1974 Lausanne Oongress, II 300, Oongress—Doc 9). At its February 1974 session, however, informed by IOAO and IATA about the considerable and unexpected rise in the cost of fuel in the second half of 1973 and its long-term effects on airiines’ unit costs, the El decided to withdraw its prop and recommend the maintenance of the existing 3 g fr rate (1974 Lausanne Oongress, II 333, Oongress—Doc 9.Add 1). The 1974 Lausanne Congress followed this recommendation (Ii 1359—1 361). e 1974 Lausanne Congress resolution 0 62 (II 1883—886) instructed the El to revise, in cooperation with the OOPS, the basic airmail conveyance rates, considering several methods and formulae as well as the possibility of fixing an LC/AO/CP rate or an LC/AO rate with a separate rate for OP. Having studied the various possibilities, the El agreed, on the prop of the OOPS, to continue to calculate air con veyance rates according to airiine unit operating costs (see subpara c above). Divergent views emerged, how ever, both in the El and in discussions with IATA on the application of this formula; nevertheless, agreement on an average rate of 1.74 fr per t-km was reached in the IATA—UPU Oontact Oomm in 1978 on the basis of values taken from various variants of the formula. After reconsidering the question in February 1979, the EO decided not to recommend to the 1979 Rio de Janeiro Oongress use of any particular formula, proposing the average rate of 1.74 fr per t-km reached in negotiations with IATA (1979 Rio de Janeiro Congress, II 855, Oongress—Doc 23).  3 In examining the possibility of adopting an LC/AO/CP rate or an LC/AO rate, the EC collected from some 100 adms statistics on the distribution of their international airmail governed by “UPU” rates among the LC, AO and CP categories. These data showed the financial effects for adms of the adoption of a single LC/AO/CP rate of 1.74 fr and of the application of a series of diiferential rates (LC/AO, CP; LC and AO/CP). At ts February 1979 session, the EC decided to submit five of these solutions, including the single LC/AO/CP rate, to the 1979 Rio de Janeiro Congress (see 1979 Rio de Janeiro Congress—Doc 23, II 856 and 858—871). in June 1979, IATA asked the UPU to revise and adjust the 1.74 fr per t-km rate because of the unexpected increase in the cost of fuel which had occurred since 1978 and the prospect of further longer term increases (1979 Rio de Janeiro Congress, 11872—875, Congress—Doc23.Add 1). However, the 1979 Rio de Janeiro Congress adopted the single LC/AO/CP rate of 1.74 fr per t-km proposed by the EC (Ii 1603—1617, prop 3071.4). f The 1979 Rio de Janeiro Congress passed resolution 0 30 concerning the continuation of the work on fixing air mail conveyance rates (III 905). In 1980, IATA asked for an urgent reassessment of the rate of 1.74 g fr adopted by the 1979 Rio de Janeiro Congress, again citing the rise in the cost of fuel. The EC reviewed the situation and, at its 1982 session, consid ered it inadvisable to consult adms on that subject using the procedure set out in the Gen Regs for consideration of props submitted between Congresses. Meanwhile, none of the studies conducted jointly with ATA to find a method of calculating the basic air conveyance rate came up with a solution acceptable to both parties. Lastly, considering that IATA had not put forward sufficiently valid arguments to justify an increase in the rate of 1 .74 g fr, the EC recommended, at its 1984 session, maintenance at the status quo. This recommendation was accepted by the 1984 Hamburg Congress (II 497, Congress—Doc 17). g In resolution 0 45 (II 498 and 502, prop 4000.6), the 1984 Hamburg Congress instructed the EC to continue fol lowing up the question of the basic airmail conveyance rate in a general way. h Nevertheless, the study of three systems of degressive rates carried out by the EC (see 1989 EC Docs, pp 169— 171) did not allow any given method to be recommended to the 1989 Washington Congress, which decided in the end to retain the status quo (II Congress/C 6 Rep 3, prop 4000.4 and Congress—Doc 63). — 2) The Iist of LC and AO items which appeared in 1974 Lausanne Conv, ari 71 (cf note le above) is given below as a reminder: — LC: letters, aerogrammes, postcards, postal money orders, COD money orders, inpayment money orders, bills for collection, insured letters, advices of payment, entry and delivery; — AO: items other than LC. (The abbreviation ‘AO’ means “autres objets” (other articles). Although the 1964 Vienna Congress had decided, as pari of the general revision, to replace the word “objet” (article) by “envoi” (item), the 1969 Tokyo Congress preferred to keep the term ‘AO’, hallowed by usage, to avoid innumerable changes in the texts (see resolution 076, 111757). 3) The EC expressed the opinion that the actual rates (fixed within the limits of the max rates prescribed at para 1) which serve for the calculation of the rates per kg published in the AV 1 List (Det Regs, ari 224, para 1 b, ii), could vary according to route and in time (see CE 1973— Doc 10, p 6). 4) See Det Regs, ari 225, para 1 b. 5) Para 3, together with the text of ari 84, para 4, defines the system adopted atthe 1957 Ottawa Congress for inter nal air conveyance dues (cf ari 84, note 3). The aim is to estabiish a uniform rate applicable to ali airmails from abroad, whether entirely or partiy reforwarded by air (II 578 and 767). To faciiitate the establishment of single prices to be determined as a function of the entire mail received in the country of destination, including that not actually reforwarded by airmail, the 1964 Vienna Congress introduced the concept of “weighted average distances” (II 1176, prop 5041). Since the 1979 Rio de Janeiro Congress adopted a single LC/AO/CP rate (see note le), a weighted average distance wiIl have to be established for airmail corr (LC/AQ), on the one hand, and CP, on the other, and a separate single price wiIl, if necessary, have to be fixed for CP. The two examples below illustrate the calculation of the single prices per kg of LC/AO.  4 Examples: A postal adm receives from other adms at its international airport A, 10,000 kg gross of mail over a certain period. lts air network consists of two routes, namely: — a route from A to C of 700 km with a place of call at B, situated at 300 km from A and at 400 km from C; — a route from A to D of 1,200 km. Assuming that the distribution of the mail is as foilows: kg — maii for A (either mail intended for the town of A or mail reforwarded by surface route) 4,500 — mailforB 500 — maiiforC 1,800 — mail for D 3,200 the establishment of the weighted average distance is as follows: mail for A: 4,500 kg x 0 km = 0 kg-km mail for B: 500 kg x 300 km = 150,000 kg-km mail for C: 1,800 kg x 700 km = 1,260,000 kg-km mail for D: 3,200 kg x 1,200 km = 3,840,000 kg-km 10,000 kg 5,250,000 kg-km 5,250,000 Weighted average distance: = 525 km 10,000 Assuming that the rate actually paid for internal air conveyance is 1.50 thousandths of a fr per kg-km, the single price per kg is: 525 km x 0.0015 g fr 0.80 g fr ii lf the postal adm receives at a second international airport at M, 6,000 kg gross of mail during the same period, the procedure is as indicated under i in order to determine the number of kg-km traversed. Assuming that the number of kg-km to be taken into account is 3,950,000, the calculation of the weighted average distance will be as follows: Mail unloaded at the airport ofA: 10,000 kg 5,250,000 kg-km Mail unloaded at the airport of M: 6,000 kg 3950000 kg-km 16,000 kg 9200,000 kg-km 9200000 Weighted average distance: = 575 km 16,000 Single price per kg: 575 x 0.0015 g fr = 0.90 g fr The same procedure is followed if the international mail arrives at severai international airports. It should be remembered that, in the above two examples, the weighted average distance is established according to the weight of mail received from abroad over a certain period fixed as the adm concerned considers appropriate. An increase or decrease in the total weight of mails coming from abroad does not affect the weighted average distance provided that the proportions of mail for the various offices (A, 8, 0, etc.) remain unchanged. On the other hand, if the distribution of the totai weight of the mails among the various offtces changes radically, the weighted average distance will have to be recalculated. In ali cases, the internal air conveyance dues for this new weighted average distance are subject to the provisions of art 87. 6) With a view to simplifying accounting of internal air conveyance dues, resolution 0 58 of the 1974 Lausanne Congress instructed the EC to study the possibility of settling ths account on the basis of annual or semi-annual statisti cal returns (III 881). The EC looked into the idea of holding annual statistics for this purpose in 1977. in conclusion, how ever, the suggestion was rejected since, on the one hand, AV 7 blls wouid have to be drawn up in ali cases and, on the other hand, adms which S0 desired could already take advantage of Det Regs, art 217, para 2, to use a statistical proce dure (1979 Rio de Janeiro Congress, 11125). Considering, however, that the principle and method of calculating internal air conveyance dues should be clarified and simplified, the 1979 Rio de Janeiro Congress passed resolution 0 31(111 905 and 906) instructing the EC to carry out a study on that subject. The EC studied the possibility of making free air conveyance a general practice, which would have solved ali the prob lems connected with caiculating dues. An inquiry in August 1980 reveaied that most adms favoured such a move butthat it would be challenged by large countries. With regard to the methods of caiculating internal air conveyance dues, the EC decided notto propose any change to the existing system as there were no significant enough data on this subject (1984 Hamburg Congress, 11009 and 1010, Congress—Doc 1, para 26). The 1984 Hamburg Congress adopted resolution 0 14 instructing the EC to continue this study (II 491). The latter deter mined that the majority of adms were opposed to abolishing the right to collect internal air conveyance dues, but that these dues should be limited to the difference between the cost of air conveyance and that of surface conveyance, the  5 max rate being that given in art 85, para 1 (1989 Washington Congress, II Congress/C 6 Rep 4, prop 4083.1 and — Congress—Doc 64). The same study concuded that the weighted average distances should be caIcuated by the IB. 7) An optional provision introduced by the 1974 Lausanne Congress following the study carried out in impiementa tion of 1969 Tokyo Congress resolution 0 75, which instructed the EC “to study the questions of costs payable for air conveyance of airmail dispatches transiting one country to a third country” (III 756). This study showed that while most of the adms concerned fix their dues on the basis of the distance actually flown by the transit mails, in accordarice with para 2, others apply the weighted average distance principle. Also, there is some degree of uncertainty owing to the absence of any reference in the Conv. With the exception of the provision appearing at the end of para 3 (‘including the mail which is not reforwarded by air ), the proposed single rate is similar to that provided for in respect of air conveyance dues in the interior of the country of destination. The factors involved in determining this rate are thus the total weight of mail conveyed by air in transit in the interior of the country, and the sum of the distances used for such transit. Seasonal fluctuations which might affect the average volume are not, in the view of the Comm that studied the problem, significant enough to justify the use of a compensating factor. It was found that the effect of any marked fluctuation is offset by taking account, in the calculation, of mail volumes and distances relevant to the two periods associated with airline timetabies. The weighted average distance is calculated mutatis mutandis in the manner described in note 5 above (II 1356, prop 3065.7). The single prices fixed by adms are given in the AV 1 List. 8) Mathematical 5/4 rule of rounding off figures introduced by the 1984 Hamburg Congress (II 489, prop 4079.1). See also Det Regs, ari 204, para 2, and ari 213, para 2. 1 () D 11 POSTAL UNIVERSAL 7’— DuNIoN UPU International Bureau To: Member countries of the Postal Weltpoststrasse 4 Operations Counci! (POC) 3015 BERNE SWITZERLAND POC observers T+41 313503111 F+41 313503110 www.upu.int Contact: Ms Wendy Eitan (POC Secretary)/ Mr Jeremy Pawsey (POC Assistant Secretary) Berne, 30 May 2022 T +41 31 350 36 22/+41 31 350 3548 [email protected]/[email protected] Reference: 4880(DOP. POC.SEC) 1041 Subject: invitation to the JunelJuly 2022 POC standing groups session, 27 June to 8 July 2022 Dear Sir/Madam, On behalf of the Chair of the Postal Operations Council, 1 wish to invite the POC members and observers to attend the POC standing group meetings. These meetings are to be held at the UPU international Bureau (iB) in Berne from 27 June to 8 July 2022, from 9.00 to 17.00 CEST (UTC+2). The timetable and provisional agendas and meeting documents for the standing group meetings will be made available on the UPU website at www.upu.intlen/Members-Centre. The session will held in hybrid format, namely, physical participation on site in Berne, with remote participation for delegates unable to attend the session in person. 1 Registration ofparticipants Registration is compuisory for ali delegates. Ali delegates participating in the session, whether in person or remotely, are required to register through the UPU’s Event Management Platform (EMP). Registration will open on 6 June 2022. Please register at events.upu.int. Note that registration for observers and ad hoc observers wili close on 20 June 2022. / Practical information for delegates attending in person can be found in Annex 1. ii Interpretation costs During the POC standing groups session, simultaneous interpretation will be provided. it should be noted that the cost of the interpretation services will be divided among ali the participating countries (POC members and observers). Information on the choice of languages by UPU member countries at POC meetings is contained in the reievant articles of the POC Rules of Procedure. Accordingly, UPU member countries that are not members of the POC but will be participating as observers in the POC standing groups session are asked to inform the IB, using the form provided in Annex 2, of the lan guage(s) that they wish to use. Yours faithfully, MA,JANDUS- JA UNKATSIO0NjSTEERM 03. 06. 2022 Director General 1’ - 1 1 - II!” -  D UNIVERSAL Annex 1 to ietter 4880(DOP.POC.SEC)1041 .. POSTAL of 30 May 2022 Practicai information for ali participants in the JunelJuly 2022 POC standing groups session Guidelines for delegation registration 1 To faciiitate the registration of member country deiegations and other eiigible participants for the PDC standing group sessions, the international Bureau wouid like to remind ali prospective participants of the appiicable guidelines, and provide the foiiowing step-by-step process for successfui registration: Step 1 Notification to the IB of the responsible entity and accreditor and of the composition of the — delegation (for member countries only) 2 The Event Management Piatform enabies participants to register for ali UPU meetings. It streamlines the registration process and helps to ensure that UPU member countries are represented at meetings by individuais duly authorized and empowered by their national authorities. These individuais are referred to coi iectively as the “delegations”. 3 in this connection, ali UPU member countries must provide: i) the name of the entity responsibie for providing formal notification of delegates’ names (referred to as the responsibie entity”); and ii) the contact detaiis of the person within the responsibie entity who wiil act as accreditor on the EMPO Most UPU member countries have provided this information in order to register for previous meetings, and therefore aiready have a designated accreditor responsibie for validating the registrations of thew deiegates for the meetings of the bodies of the UPU (Congress, CA and PDC). 4 UPU member countries are asked to verify that the information sent to the POC secretariat regarding their designated accreditor for previous POC sessions is stiil valid. UPU member countries that do not have a designated accreditor, or that need to communicate a change of accreditor, are asked to compiete the form in Attachment 1 and return it to the POC secretariat as soon as possibie. Please note that the IB must be notified of the nomination of the designated accreditor by the competent governmental authority of the UPU member country concerned, i.e. by the supervising ministry, department, embassy or permanent mission to the United Nations and other international organizations. 5 UPU member countries that have yetto compiete this first step are kindiy invited to do so without further deiay. Step 2 — Participant registration (for member countries, observers and ad hoc observers) 6 Ali delegates from POC members and observers wishing to participate in the session, whether on site in Berne or remoteiy, are required to be registered. 7 Foiiowing registration prospective participants wiil receive an e-maii stating that their registration has been received and is pending confirmation. Step 3 Participant registration validation by the accreditor — — this step is required for confirmation of submitted registrations (for member countries only) 8 Subject to the formal notification requirements referred to above, accreditors are officiais named by the responsibie entity of a member Country as authorized to accredit the individual pending registrations of that organization’s delegation members (see § 3 and 4 above).  2 9 As a first step, ali accreditors must log in to the EMP and update their profiles. Once Iogged in to the system, accreditors will be able to review the pending registrations of their delegates (see step 2 above). 10 The accreditor must verify whether the person requesting registration is indeed a member of the organ ization’s delegation. f not, the accreditor is expected to reject the person’s registration request. Once the accreditor validates a registration request, the delegate concerned wilI receive an e-mail stating that his/her registration has been confirmed. Should the accreditor reject a request, the person concerned will receive an e-mail to that effect with the reasons for the refusal. 11 Please note that accreditors aiso attending the meeting must both register and accredit themseives. 12 Note that participants that are considered observers or ad hoc observers of the POC (e.g. United Nations, restricted unions, Consultative Committee, international organizations) will be validated by the 18 and will not be requested to provide the accreditor information referred to in step 1. Step 4 — Doubts and difficulties encountered during the above processes 13 In case of any doubts or difficulties encountered during the processes described above, UPU member countries and observers are kindly invited to send an e-mail to one of the following addresses: — For technicai issues relating to the EMP: [email protected]; — For ali other issues: [email protected].  Annex 1 Attachment 1 to letter 4880(DOP.POC.SEC)1 041 of 30 May 2022 June/July 2022 Postal Operations Council standing groups session Form to be completed by the relevant government entity of the UPU member country concerned (e.g. ministry, department, embassy or permanent mission to the United Nations and other international organiza tions, etc.). Please return the completed form to the International Bureau by fax (+41 31 350 31 10) or e-mail ([email protected]) by 6 June 2022 at the Iatest. Fuli name and title of person completing this form IJMr Ms Fuil name of entity Position/title Address Tel. Fax E-mail Date Signature Accreditor (ministry, regulator, designated operator, head office of observers, etc.) responsible for notifying the International Bureau of delegates’ names in advance of each Congress, CA and POC session: Fuli name and title of individual Mr JMs Fuil name of accreditor entity Address Tel. Fax E-mail ‘-‘ D UNIVERSAL Annex 2 to letter 4880(DOP.POC.SEC)1041 0.. POSTAL of 30 May 2022 ‘J6’ D UNION To: POC Secretariat Universal Postal Union Weltpoststrasse 4 3015 BERNE SWITZERLAND Fax: +41 31 350 3110 poc.secretariat@upu. int UPU member country (including non-members of the POC invited as observers) The above POC member or observer wiII be using the following Ianguage(s) of discussion during the June/July 2022 POC standing groups session and wiII bear the associated cost in accordance with article 22 of the POC Rules of Procedure. LJ French J Arabic LJ English Li Spanish If no declaration is made, the above country wiII be automaticaNy placed in the category deemed most appro priate, either according to its membership of a language group or on the basis of the language of discussion it has chosen in the past. Sender UMr Ms Function/title Address Fax Date Signature D 1 UNIVERSAL 1 POSTAL DuNloN UPU International Bureau To: Member countries of the Postal Weltpoststrasse 4 Operations Council (POC) 3015 BERNE SWITZERLAND POC observers T+41 313503111 F +41 31 3503110 www.upu.int Contact: Ms Wendy Eitan (POC Secretary)I Mr Jeremy Pawsey (POC Assistant Secretary) Berne, 30 May 2022 T +41 31 350 36 22/+41 31 350 3548 wendy.eitanupuJnt)jeremy.pawseyupu.int Reference: 4880(DOP. POC.SEC) 1041 Subject: Invitation to the JunelJuly 2022 POC standing groups session, 27 June to 8 July 2022 Dear Sir/Madam, On behaif of the Chair of the Postal Operations Council, 1 wish to invite the POC members and observers to attend the POC standing group meetings. These meetings are to be held at the UPU International Bureau (IB) in Berne from 27 June to 8 July 2022, from 9.00 to 17.00 CEST (UTC+2). The timetable and provisional agendas and meeting documents for the standing group meetings wiIi be made available on the UPU website at www.upu.int/en/Members-Centre. The session will heid in hybrid format, namely, physical participation on site in Berne, with remote participation for delegates unable to attend the session in person. 1 Registration ofparticipants Registration is compulsory for ali delegates. Ali delegates participating in the session, whether in person or remotely, are required to register through the UPU’s Event Management Platform (EMP). Registration wiIl open on 6 June 2022. Piease register at events.upu.int. Note that registration for observers and ad hoc observers will close on 20 June 2022. / Practical information for delegates attending in person can be found in Annex 1. ii Interpretation costs During the POC standing groups session, simultaneous interpretation wili be provided. it should be noted that the cost of the interpretation services wiii be divided among ali the participating countries (POC members and observers). information on the choice of languages by UPU member countries at POC meetings is contained in the relevant articies of the POC Rules of Procedure. Accordingiy, UPU member countries that are not members of the POC but wili be participating as observers in the POC standing groups session are asked to nform the IB, using the form provided in Annex 2, of the lan guage(s) that they wish to use. Yours faithfully, ko Metoki Director General  -: - - - -, - - k - 4 - - - - - -, - -- - - -  D UNIVERSAL Annex 1 to ietter488O(DOPPOC.SEC)1041 POSTAL of 30 May 2022 Practical information for ali participants in the JunelJuiy 2022 POC standing groups session Guideiines for delegation registration 1 To faciiitate the registration of member country deiegations and other eligibie participants for the POC standing group sessions, the International Bureau would like to remind ali prospective participants of the applicabie guidelines, and provide the foilowing step-by-step process for successful registration: Step 1 Notification to the IB of the responsible entity and accreditor and of the composition of the — delegation (for member countries oniy) 2 The Event Management Piatform enabies participants to register for ali UPU meetings. it streamiines the registration process and heips to ensure that UPU member countries are represented at meetings by individuais duly authorized and empowered by their national authorities. These individuais are referred to col iectively as the deiegations”. 3 in this connection, ali UPU member countries must provide: 1) the name of the entity responsibie for providing formal notification of delegates’ names (referred to as the “responsibie entity”); and ii) the contact detaiis of the person within the responsibie entity who wili act as accreditor on the EMP. Most UPU member countries have provided this information in order to register for previous meetings, and therefore already have a designated accreditor responsible for vaiidating the registrations of their delegates for the meetings of the bodies of the UPU (Congress, CA and POC). 4 UPU member countries are asked to verify that the information sent to the POC secretariat regarding their designated accreditor for previous POC sessions is stiii valid. UPU member countries that do not have a designated accreditor, or that need to communicate a change of accreditor, are asked to compiete the form in Attachment 1 and return it to the POC secretariat as soon as possible. Piease note that the 1B must be notified of the nomination of the designated accreditor by the competent governmental authority of the UPU member country concerned, i.e. by the supervising ministry, department, embassy or permanent mission to the United Nations and other international organizations. 5 UPU member countries that have yet to compiete this first step are kindiy invited to do so without further deiay. Step 2 — Participant registration (for member countries, observers and ad hoc observers) 6 Ali deiegates from P00 members and observers wishing to participate in the session, whether on site in Berne or remotely, are required to be registered. 7 Foiiowing registration, prospective participants wiiI receive an e-maii stating that their registration has been received and is pending confirmation. Step 3— Participant registration vaiidation by the accreditor— this step is required for confirmation of submitted registrations (for member countries oniy) 8 Subject to the formal notification requirements referred to above, accreditors are officiaIs named by the responsible entity of a member country as authorized to accredit the individual pending registrations of that organization’s delegation members (see § 3 and 4 above).  2 9 As a first step, ali accreditors must log in to the EMP and update their profiles. Once logged in to the system, accreditors will be able to review the pending registrations of their delegates (see step 2 above). 10 The accreditor must verify whether the person requesting registration is indeed a member of the organ ization’s delegation. If not, the accreditor is expected to reject the person’s registration request. Once the accreditor validates a registration request, the delegate concerned will receive an e-mail stating that his/her registration has been confirmed. Should the accreditor reject a request, the person concerned will receive an e-mail to that effect with the reasons for the refusal. 11 Please note that accreditors also attending the meeting must both register and accredit themselves. 12 Note that participants that are considered observers or ad hoc observers of the POC (e.g. United Nations, restricted unions, Consultative Committee, international organizations) will be validated by the IB and will not be requested to provide the accreditor information referred to in step 1. Step 4 — Doubts and difficulties encountered during the above processes 13 in case of any doubts or difficulties encountered during the processes described above, UPU member countries and observers are kindly invited to send an e-mail to one of the following addresses: — For technical issues relating to the EMP: [email protected]; — For ali other issues: [email protected].  Annex 1 .Attachment 1 to letter 4880(DOP.POC.SEC)1 041 of 30 May 2022 June/July 2022 Postal Operations Council standing groups session Form to be completed by the relevant government entity of the UPU member Country concerned (e.g. ministry, department, embassy or permanent mission to the United Nations and other international organiza tions, etC.). Please return the Completed form to the International Bureau by fax (+41 31 350 31 10) or e-mail ([email protected]) by 6 June 2022 at the Iatest. Fuil name and title of person completing this form UMr Ms Fuil name of entity Position/title Address Tel. Fax E-mail Date Signature Accreditor (ministry, reguiator, designated operator, head office of observers, etC.) responsible for notifying the International Bureau of delegates’ names in advanCe of eaCh Congress, CA and POC session: Fuli name and title of individual Mr JMs Fuli name of accreditor entity Address Tel. Fax E-mail  D UNIVERSAL Annex 2 to letter 4880(DOPPOC.SEC)1041 .. POSTAL of 30 May 2022 76 D UNION To: POC Secretariat Universal Postal Union Weltpoststrasse 4 3015 BERNE SWITZERLAND Fax: +41 31 3503110 poc.secretariat@upu. int UPU member country (including non-members of the POC invited as observers) The above POC member or observer wiII be using the following Ianguage(s) of discussion during the June/July 2022 POC standing groups session and wiII bear the associated cost in accordance wth article 22 of the POC Rules of Procedure. LI French J Arabic Li English LJ Spanish If no declaration is made, the above Country wiII be automatically placed in the category deemed most appro priate, either aCCording to ts membership of a language group or on the bass of the language of disCussion it has chosen in the past. Sender Mr DMs Function/tftle Address Fax Date Signature