V. GENERAL TIPS ON PETITION AND APPLICATION ASSEMBLY
AND MAILING ADDRESSES
GENERAL INFORMATION
The majority of mail arrives on Monday (40%) and Friday (20%). The other three days of the week share an equal amount of mail. Because of the volume of mail arriving on the two busiest days, sending a case via express mail to arrive on either of those days does not assure it faster processing. Generally, mail received is assembled within six work hours of arrival at the Center regardless of how it was sent, except about half of the mail received Monday will not be assembled until Tuesday morning. The lower volumes of mail arriving on Tuesdays means that the mail is usually opened by Tuesday evening. From our Mail Unit the case proceeds to the Data Entry Unit.
Our Data Entry unit collects the appropriate fee or when necessary, rejects the case if the fee is incorrect or the form not signed. If a case is not clearly acceptable, it is immediately passed to our Case Resolution Unit for review. If they are unable to overcome the obstacle to processing, the case is returned to the applicant/petitioner for correction. Receipt or rejection notices are generated during Data Entry and mailed no later than the next morning.
The Center makes every effort to process each application/petition without returning it for further information. The reason is not completely selfless. It takes more effort to return a case that is not properly prepared than to process a case that is properly prepared when received.
The more orderly, better prepared applications/petitions take less time to process. The less time spent on each case permits faster processing of all cases. The more support you provide to us the more we will be able to provide the service you deserve. These better prepared cases enhance service.
GENERAL PROCESSING TIPS:
1. PLEASE DO NOT SEND CASH, IT WILL ONLY DELAY PROCESSING. The Service Center cannot deposit cash. When cash is received, it must be converted to a money order. Not only does it cost money to purchase the money order, it takes time. It takes roughly an additional half to one hour to convert cash to a money order. On a case-by-case basis, this time may seem small. However, the total time devoted to processing the average acceptable case is about 15 minutes. The rest of the time the case is waiting for the next processing step. The time it takes to convert cash adds significantly to total processing time.
2. Be sure checks are signed and correctly dated. Many checks are received that are not signed or are dated incorrectly. The date on the check should be no more than 6 months old. Post-dated checks are acceptable as long as the date on the check is NO MORE THAN 5 days away from the date the check is received.
3. Place the check on top of the application, securely fastened in the upper left corner. If more than one application is being filed for the same applicant (such as when an applicant concurrently files an I-485, 765, 131, 612 and 824) and multiple checks are submitted, each check should be securely fastened to the upper left corner of its respective application/petition. If only one check is submitted for all filings for the same alien it should be securely fastened to the upper left corner of the dominant application/petition. It is recommended that a separate check for each is submitted for each application. This will avoid the necessity of returning ALL applications should just one be found to be unacceptable.
If more than one petition is being submitted by the same petitioner for multiple beneficiaries, such as when a citizen applies for four siblings, and a check is submitted for each petition, please securely fasten all checks together on the top left corner of the top petition.
4. The less time it takes to enter each case into the CLAIMS processing program the faster all cases are processed. The easier it is to read the information on the form the faster the data can be entered. If data cannot be typed, use a dark colored ink pen to print clearly. Use of lead pencils is discouraged. They are generally too light, smear, and are hard to read.
5. If pictures are required for an application, please place them in a separate envelope and attach the envelope to the relating application. Stapling photographs directly to the form often results in the photo being unacceptable, causing delay while new photos are requested. Please send the correct number of pictures. Pictures must also be in color.
6. If small items or documents are being submitted, place them in an envelope. A list of the contents and the petitioner’s/applicant’s name and date of birth should be written on the outside of the envelope.
7. The unavailability of revised forms affects everyone. If you use photocopies of a form, please place the pages of the form in proper order. Processing of a form is delayed while personnel hunt for the pages containing the data needed to complete a case.
8. The use of strapping tape around all four sides to secure an envelope may add some protection against destruction while it is in the hands of the Post Office or other delivery service. It does, however, make it difficult to open the package when it arrives. Again, the longer it takes to process any single case the longer it takes to move on to the next case.
AND MAILING ADDRESSES
GENERAL INFORMATION
The majority of mail arrives on Monday (40%) and Friday (20%). The other three days of the week share an equal amount of mail. Because of the volume of mail arriving on the two busiest days, sending a case via express mail to arrive on either of those days does not assure it faster processing. Generally, mail received is assembled within six work hours of arrival at the Center regardless of how it was sent, except about half of the mail received Monday will not be assembled until Tuesday morning. The lower volumes of mail arriving on Tuesdays means that the mail is usually opened by Tuesday evening. From our Mail Unit the case proceeds to the Data Entry Unit.
Our Data Entry unit collects the appropriate fee or when necessary, rejects the case if the fee is incorrect or the form not signed. If a case is not clearly acceptable, it is immediately passed to our Case Resolution Unit for review. If they are unable to overcome the obstacle to processing, the case is returned to the applicant/petitioner for correction. Receipt or rejection notices are generated during Data Entry and mailed no later than the next morning.
The Center makes every effort to process each application/petition without returning it for further information. The reason is not completely selfless. It takes more effort to return a case that is not properly prepared than to process a case that is properly prepared when received.
The more orderly, better prepared applications/petitions take less time to process. The less time spent on each case permits faster processing of all cases. The more support you provide to us the more we will be able to provide the service you deserve. These better prepared cases enhance service.
GENERAL PROCESSING TIPS:
1. PLEASE DO NOT SEND CASH, IT WILL ONLY DELAY PROCESSING. The Service Center cannot deposit cash. When cash is received, it must be converted to a money order. Not only does it cost money to purchase the money order, it takes time. It takes roughly an additional half to one hour to convert cash to a money order. On a case-by-case basis, this time may seem small. However, the total time devoted to processing the average acceptable case is about 15 minutes. The rest of the time the case is waiting for the next processing step. The time it takes to convert cash adds significantly to total processing time.
2. Be sure checks are signed and correctly dated. Many checks are received that are not signed or are dated incorrectly. The date on the check should be no more than 6 months old. Post-dated checks are acceptable as long as the date on the check is NO MORE THAN 5 days away from the date the check is received.
3. Place the check on top of the application, securely fastened in the upper left corner. If more than one application is being filed for the same applicant (such as when an applicant concurrently files an I-485, 765, 131, 612 and 824) and multiple checks are submitted, each check should be securely fastened to the upper left corner of its respective application/petition. If only one check is submitted for all filings for the same alien it should be securely fastened to the upper left corner of the dominant application/petition. It is recommended that a separate check for each is submitted for each application. This will avoid the necessity of returning ALL applications should just one be found to be unacceptable.
If more than one petition is being submitted by the same petitioner for multiple beneficiaries, such as when a citizen applies for four siblings, and a check is submitted for each petition, please securely fasten all checks together on the top left corner of the top petition.
4. The less time it takes to enter each case into the CLAIMS processing program the faster all cases are processed. The easier it is to read the information on the form the faster the data can be entered. If data cannot be typed, use a dark colored ink pen to print clearly. Use of lead pencils is discouraged. They are generally too light, smear, and are hard to read.
5. If pictures are required for an application, please place them in a separate envelope and attach the envelope to the relating application. Stapling photographs directly to the form often results in the photo being unacceptable, causing delay while new photos are requested. Please send the correct number of pictures. Pictures must also be in color.
6. If small items or documents are being submitted, place them in an envelope. A list of the contents and the petitioner’s/applicant’s name and date of birth should be written on the outside of the envelope.
7. The unavailability of revised forms affects everyone. If you use photocopies of a form, please place the pages of the form in proper order. Processing of a form is delayed while personnel hunt for the pages containing the data needed to complete a case.
8. The use of strapping tape around all four sides to secure an envelope may add some protection against destruction while it is in the hands of the Post Office or other delivery service. It does, however, make it difficult to open the package when it arrives. Again, the longer it takes to process any single case the longer it takes to move on to the next case.