MTAC UpdateSOX Compliance AuditsImpact on Detached Mail UnitsAugust 12, 2010

*Vince DeVitoPritha Mehra

SOX Compliance Testing Results (Vince DeVito, VP Controller)

SOX DMU Impacts(Pritha Mehra, VP, Business Mail Entry & Payment Technology)

Agenda

SOX Compliance Testing Results*Data as of 8/6/2010

SOX DMU Impacts Your SupportStaffing at DMUsClearance Documents: 8125, 8017Escalation Process

Agenda

Look for your support in:Agreements are CurrentAccess to Mail for VerificationComplete and accurate verification documents and Postage Statements, 8125s, 8017s

Your Support

DMU StaffingDMUs must be adequately staffed to complete all acceptance and verification processes per DM-109/SOPFor Origin-Entered USPS Transported Mail clerks must be on site to observe the loading and seal the vehiclesFor Plant Verified Drop Ship (PVDS) mail, the acceptance clerks must be on site to verify the mail and provide PS Form 8125 clearance documents, but not required to observe the physical loading of the PVDS portions of these mailings.For Drop Ship Management System (DSMS) sites acceptance clerks must be available to randomly access all mail produced for verification prior to mail being dispatched.

Staffing at DMUs

Mailer Transported Clearance Documents Plant Verified Drop Shipment Verification and ClearancePS Form 8125 - single PVDS mailingForm 8125-C multiple PVDS mailingsForm 8125-CD - Drop Shipment Management System (DSMS)Form 8125-CP - Periodicals Paid Under Centralized Postage Payment (CPP)

Used when Entry discounts are claimed and mail is transported by the mailer

Must be accurate and complete

FAST RedirectionsRedirectionsAny diversion of mail to an annex or alternate facility which affects the drop shipment point of entry of a loadFAST allows mailers a 75 day grace period to comply with a redirectionDuring grace period, load may be dropped at either the original destination facility or the redirected destination facilityAt the end of the grace period, the mailer must drop at the facility where mail has been redirected andThis must be the address that is printed on PS Form 8125

Remember: The Destination Entry Office field is a critical field that cannot be altered

Mailer Transported Clearance Documents Expedited Shipment Clearance FormPS Form 8017

Used for time-sensitive mailings transported by the Mailer (no drop-ship discounts)

Must be accurate and complete

Escalation Process for General BMA Local Post Office or Business Mail Entry UnitDistrict Business Mail Entry ManagerDistrict Marketing managerArea Marketing Manager

Mailers with Detached Mail Units and/or Special Postage Payment SystemsLocal Post Office or Business Mail Entry UnitDistrict Business Mail Entry ManagerDistrict Marketing ManagerBusiness Mailer Support Analyst

If you feel that your concerns have not been addressed and you want to escalate it further, prepare an email with the following information: Description of the issue/concern People you have already contacted Results of that contact at each stage of the process Send the email to MailerSOXConcerns@usps.gov to have your issue addressed at the Headquarters level. Escalation Process

Migrating to new Help Desk dedicated for FASTMigration will take place August 30thHelp Desk will provide both application and operational supportApplication Support escalation to internal IT (St Louis IBSSC FAST Team)Operational issues escalation to Area FAST Coordinators and or Facility ManagementRemedy ticket assigned for issuesEscalation to remedy tiers for issues that cannot be resolved Used to track resolutionAvailable 24 Hours DayImmediate issues will be escalated to Facility 24 Hour Contact NumberFAST Help Desk

FAST Help DeskOnline drop ship and Origin Entry users will now view the USPS Help Desk contact information on the pre and post login FAST Welcome Pages

Email : FAST@usps.com

Telephone: 1-877-569-6614

The pre and post login FAST Welcome Pages will also provide a direct link to the Facility Profile Page

Facility Profile Page list profile information including the Facilitys 24 Hr Contact Telephone Number

**PS Form 8125, Plant-Verified Drop Shipment (PVDS)

PVDS Verification and Clearance form is to prove to the entry facility that the mail being presented by the mailer or mailers agent was verified and paid for at Origin Post Office

PVDS Verification and Clearance form also serves to reconcile volume and document load irregularities at Destination Entry Office

**PS Form 8125, Plant-Verified Drop Shipment (PVDS)

PVDS Verification and Clearance form is to prove to the entry facility that the mail being presented by the mailer or mailers agent was verified and paid for at Origin Post Office

PVDS Verification and Clearance form also serves to reconcile volume and document load irregularities at Destination Entry Office

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