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MTAC Update SOX Compliance Audits Impact on Detached Mail Units

MTAC Update SOX Compliance Audits Impact on Detached Mail Units. August 12, 2010. Vince DeVito Pritha Mehra. Agenda. SOX Compliance Testing Results (Vince DeVito, VP Controller) SOX DMU Impacts (Pritha Mehra, VP, Business Mail Entry & Payment Technology). SOX Compliance Testing Results.

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MTAC Update SOX Compliance Audits Impact on Detached Mail Units

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  1. MTAC UpdateSOX Compliance AuditsImpact on Detached Mail Units August 12, 2010 Vince DeVitoPritha Mehra

  2. Agenda • SOX Compliance Testing Results • (Vince DeVito, VP Controller) • SOX DMU Impacts • (Pritha Mehra, VP, Business Mail Entry & Payment Technology)

  3. SOX Compliance Testing Results Data as of 8/6/2010

  4. Agenda • SOX DMU Impacts • Your Support • Staffing at DMUs • Clearance Documents: • 8125, 8017 • Escalation Process

  5. Your Support • Look for your support in: • Agreements are Current • Access to Mail for Verification • Complete and accurate verification documents and Postage Statements, 8125s, 8017s

  6. Staffing at DMUs • DMU Staffing • DMUs must be adequately staffed to complete all acceptance and verification processes per DM-109/SOP • For Origin-Entered USPS Transported Mail clerks must be on site to observe the loading and seal the vehicles • For 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.

  7. Mailer Transported Clearance Documents Plant Verified Drop Shipment Verification and Clearance PS Form 8125 - single PVDS mailing Form 8125-C – multiple PVDS mailings Form 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

  8. FAST Redirections • Redirections • Any diversion of mail to an annex or alternate facility which affects the drop shipment point of entry of a load • FAST allows mailers a 75 day grace period to comply with a redirection • During grace period, load may be dropped at either the original destination facility or the redirected destination facility • At the end of the grace period, the mailer must drop at the facility where mail has been redirected and • This 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

  9. Mailer Transported Clearance Documents Expedited Shipment Clearance Form PS Form 8017 Used for time-sensitive mailings transported by the Mailer (no drop-ship discounts) Must be accurate and complete

  10. Escalation Process • Escalation Process for General BMA • Local Post Office or Business Mail Entry Unit • District Business Mail Entry Manager • District Marketing manager • Area Marketing Manager • Mailers with Detached Mail Units and/or Special Postage Payment Systems • Local Post Office or Business Mail Entry Unit • District Business Mail Entry Manager • District Marketing Manager • Business 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.

  11. FAST Help Desk • Migrating to new Help Desk dedicated for FAST • Migration will take place August 30th • Help Desk will provide both application and operational support • Application Support escalation to internal IT (St Louis IBSSC FAST Team) • Operational issues escalation to Area FAST Coordinators and or Facility Management • Remedy ticket assigned for issues • Escalation to remedy tiers for issues that cannot be resolved • Used to track resolution • Available 24 Hours Day • Immediate issues will be escalated to Facility 24 Hour Contact Number

  12. FAST Help Desk • Online 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 Facility’s 24 Hr Contact Telephone Number

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