Employer Bulletin: Your Plan Administration Resource

ICMA-RC Client Mailings Follow USPS Regulations

ICMA-RC sends regulatory and other types of mailings to plan sponsors and participants to keep them informed about their retirement plans, as appropriate.

One of the ways we ensure we are using the most current information is through compliance with the United States Postal Service’s (USPS) "Move Update" standard. This is the process for updating addresses in a mailing by checking for relocations against the USPS' address management database using one of the USPS-approved methods. One of the methods approved by USPS is the National Change of Address (NCOA) database.

ICMA-RC updates mailing lists approximately every 95 days using the NCOA database. This database, which is maintained by the USPS, contains address change information for the past 48 months and is updated on a weekly basis. For example, if within the past 48 months a participant has moved and has also provided the USPS with his or her new mailing address, his or her new address will appear in the NCOA database.

The NCOA database enhances the processing speed of mail pieces, since less time and effort is needed to research and obtain addresses. It also reduces the number of undeliverable mail pieces by providing the current address information on file.

ICMA-RC's goal in working with the USPS is to provide timely information to our clients.