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Plant-Verified Drop-Shipment PVDS

2. Plant-Verified Drop-Shipment. Getting Started. AgendaPVDS Definition

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Plant-Verified Drop-Shipment PVDS

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    1. Plant-Verified Drop-Shipment (PVDS) Welcome to the PCC Workshop in a Box. We will discuss procedures for acceptance employees who receive Plant-Verified Drop-Shipment (PVDS) mailings.Welcome to the PCC Workshop in a Box. We will discuss procedures for acceptance employees who receive Plant-Verified Drop-Shipment (PVDS) mailings.

    2. 2 Plant-Verified Drop-Shipment Getting Started Agenda PVDS Definition – what it offers and how it works What mail is eligible for the discount prices How to complete required forms Common Issues Things to remember Questions/Discussion In this session, we will cover: PVDS - what it offers and how it works. What mail is eligible for the discounts. Which forms to use and how to complete them. What are the common issues mailers face and the things to remember to avoid those issues with your drop shipments. In this session, we will cover: PVDS - what it offers and how it works. What mail is eligible for the discounts. Which forms to use and how to complete them. What are the common issues mailers face and the things to remember to avoid those issues with your drop shipments.

    3. 3 Plant-Verified Drop-Shipment Continuation of ongoing effort to enhance and improve customer service through an accurate and efficient mail acceptance process. You are part of the mail supply chain and have a contribution to the quality of service for the end product.

    4. 4 Plant-Verified Drop-Shipment PVDS Definitions Enables origin verification and postage payment Mail transported to destination USPS facilities for acceptance. By mailer (or third party) at the mailer’s expense On mailer’s own or contracted vehicle Mail eligible for discounts Standard Mail Parcel Select Bound Printed Matter Periodicals Plant-verified drop shipment (PVDS) enables origin verification and postage payment for shipments transported by a mailer (or third party) at the mailers expense, on the mailers own, contracted vehicle. Standard Mail, Parcel Select, Bound Printed Matter and Periodicals may be eligible for further discounts if the mail is entered closer to its destination. Note: PS Form 8125 is not required for eVSPlant-verified drop shipment (PVDS) enables origin verification and postage payment for shipments transported by a mailer (or third party) at the mailers expense, on the mailers own, contracted vehicle. Standard Mail, Parcel Select, Bound Printed Matter and Periodicals may be eligible for further discounts if the mail is entered closer to its destination. Note: PS Form 8125 is not required for eVS

    5. 5 Plant-Verified Drop-Shipment PVDS Definitions Postage destination entry price Discount depends on entry point Destinations Destination Network Distribution Center (DNDC) Destination Area Distribution Center (DADC) Destination Sectional Center Facility (DSCF) Destination Delivery Unit (DDU) The mailings may be prepared for deposit at a destination entry price, or they may be claimed at the applicable prices from the destination entry facility. Discount depends on entry point. Destination Network Distribution Center (DNDC) Destination Network Distribution Center (DNDC) Destination Area Distribution Center (DADC) Destination Sectional Center Facility (DSCF) Destination Delivery Unit (DDU) The mailings may be prepared for deposit at a destination entry price, or they may be claimed at the applicable prices from the destination entry facility. Discount depends on entry point. Destination Network Distribution Center (DNDC) Destination Network Distribution Center (DNDC) Destination Area Distribution Center (DADC) Destination Sectional Center Facility (DSCF) Destination Delivery Unit (DDU)

    6. 6 Plant-Verified Drop-Shipment Plant-Verified Drop Shipment Flow Review PVDS Flow Review PVDS Flow

    7. 7 Plant-Verified Drop-Shipment Plant-Verified Drop Shipment Flow Review PVDS Flow Review PVDS Flow

    8. 8 Plant-Verified Drop-Shipment What is a PS Form 8125? PVDS Verification and Clearance

    9. 9 Plant-Verified Drop-Shipment PS Form 8125 PVDS Verification and Clearance Form 8125 Form 8125C Form 8125-CP Form 8125-CD Now, let’s take a look at the different types of PVDS PS forms that accompany a drop shipment mailing such as: PS Form 8125 PS Form 8125-C PS Form 8125-CP PS Form 8125-CDNow, let’s take a look at the different types of PVDS PS forms that accompany a drop shipment mailing such as: PS Form 8125 PS Form 8125-C PS Form 8125-CP PS Form 8125-CD

    10. 10 Plant-Verified Drop-Shipment PS Form 8125 PVDS Verification and Clearance Proof of verification and payment at Origin Post office for entry facility Reconciliation of volume Documentation of 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 mailer’s agent was verified and paid for at Origin Post Office. The 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 mailer’s agent was verified and paid for at Origin Post Office. The form also serves to reconcile volume and document load irregularities at Destination Entry Office.

    11. 11 Plant-Verified Drop-Shipment PS Form 8125 PVDS Verification and Clearance Used for single mailing Facsimile of form permitted Format requires prior approval by DM of Business Mail Entry PS Form 8125, Plant-Verified Drop Shipment (PVDS) Plant-Verified Drop Shipment (PVDS) Verification and Clearance – Reports a single PVDS mailing and indicates mailing was verified and postage was paid at the origin postal facility. A facsimile of the form is permitted if you have received approval in advance by the district manager of Business Mail Entry or a designee. PS Form 8125, Plant-Verified Drop Shipment (PVDS) Plant-Verified Drop Shipment (PVDS) Verification and Clearance – Reports a single PVDS mailing and indicates mailing was verified and postage was paid at the origin postal facility. A facsimile of the form is permitted if you have received approval in advance by the district manager of Business Mail Entry or a designee.

    12. 12 Plant-Verified Drop-Shipment PS Form 8125 Mailer Information Section Required mailer information items in red Now, let’s take a look at reviewing the Mailer Information section of PS Form 8125. The mailer must submit an original and at least one copy of PS Form 8125, or an approved facsimile with each PVDS mailing presented for verification and postage payment to the origin verifying Post Office (or detached mail unit) completed as follows: The mailer must submit the original Form 8125, after being signed and round stamped by the origin verifying Post Office, to the entry Post office with the PVDS mailing it represents. Now, let’s take a look at reviewing the Mailer Information section of PS Form 8125. The mailer must submit an original and at least one copy of PS Form 8125, or an approved facsimile with each PVDS mailing presented for verification and postage payment to the origin verifying Post Office (or detached mail unit) completed as follows: The mailer must submit the original Form 8125, after being signed and round stamped by the origin verifying Post Office, to the entry Post office with the PVDS mailing it represents.

    13. 13 Plant-Verified Drop-Shipment PS Form 8125 Mailer Information Section Required Fields Drop Ship Appointment Number* FAST Scheduler ID* (Required when Drop Shipments arrive without an appointment number or the drop is unscheduled.) Mailer Name Mailer Contact Name Mailer Contact Telephone Origin Plant Location Class of Mail Type of Mail Processing Category Pallets (number of Pallets of Trays, Sacks, Parcels, or Bundles) or Non-Palletized Containers Entry Discounts Claimed Comments - DMM label list designator (SCF, ADC, NDC, ASF) and ZIP Code(s) Destination Entry Office Required Fields on PS Form 8125 in Mailer Information Section Listed below are the fields that a mailer must complete in the Mailer Information section on the Form 8125: Block 2 (Drop Ship Appointment Number) Block 3 (Mailer Name) Block 5 (Mailer Contact Name) Block 6 (Mailer Contact Telephone) Block 7 (Origin Plant Location, City, State, ZIP+4) Block 9 (Class of Mail) Block 12 (Type of Mail Processing Category) Block 13 (Container Information) Block 14 (Entry Discounts Claimed) Block 15 (Comments – Must record SCF/ADC/NDC/ASF designator(s) and ZIP Code(s) from the DMM label list for mailing presented or attach register) (Mailer must record the total number of containers by each destination when Block 14, “Mailing Includes Pieces for Delivery Outside Service Area of Entry Office” box is checked.) Block 28 (Entry Office, Facility Name, Address, City State and ZIP+4 code as found in the Drop Ship Product) Required Fields on PS Form 8125 in Mailer Information Section Listed below are the fields that a mailer must complete in the Mailer Information section on the Form 8125: Block 2 (Drop Ship Appointment Number) Block 3 (Mailer Name) Block 5 (Mailer Contact Name) Block 6 (Mailer Contact Telephone) Block 7 (Origin Plant Location, City, State, ZIP+4) Block 9 (Class of Mail) Block 12 (Type of Mail Processing Category) Block 13 (Container Information) Block 14 (Entry Discounts Claimed) Block 15 (Comments – Must record SCF/ADC/NDC/ASF designator(s) and ZIP Code(s) from the DMM label list for mailing presented or attach register) (Mailer must record the total number of containers by each destination when Block 14, “Mailing Includes Pieces for Delivery Outside Service Area of Entry Office” box is checked.) Block 28 (Entry Office, Facility Name, Address, City State and ZIP+4 code as found in the Drop Ship Product)

    14. 14 Plant-Verified Drop-Shipment PS Form 8125 Origin Post Office Section Origin Post Office Acceptance clerk completes items in red Be sure the mailer has completed every required field in the Mailer Information section and item 28. If the clerk receives a PVDS form that has not been completed, it must be returned to mailer. After verifying that all required Mailer Information is completed on every 8125 is correct, complete the Origin Post Office section. Items 23 and 24 are optional. Sign and round stamp this form. Return original and a copy (if submitted by mailer) to the mailer. Retain a copy in your files for 1 year.Be sure the mailer has completed every required field in the Mailer Information section and item 28. If the clerk receives a PVDS form that has not been completed, it must be returned to mailer. After verifying that all required Mailer Information is completed on every 8125 is correct, complete the Origin Post Office section. Items 23 and 24 are optional. Sign and round stamp this form. Return original and a copy (if submitted by mailer) to the mailer. Retain a copy in your files for 1 year.

    15. 15 Plant-Verified Drop-Shipment PS Form 8125 Origin Post Office Section Acceptance employees required items. Origin Post Office Verified at Permit Number Postage Payment Method Total Pieces Total Weight of Mailing Name of USPS® Employee Verifying Mail Employee’s Telephone Number Signature of Verifying Employee* Round Stamp* * Note: Waiver of signature must be approved in advance and must the print signature waiver legend on Form 8125. Required Fields on PS Form 8125 in the Origin Post Office Section: Listed below are the fields that a postal employee must complete in the Origin Post Office section on the Form 8125. Block 17 (Origin Post Office) Block 18 (Verified at) Block 19 (Permit Number) Block 20 (Postage Payment Method) Block 21 (Total Pieces) Block 22 (Total Weight) Block 26a (Name of USPS Employee Verifying Mail) Block 26b (Employee’s Telephone Number) Block 26c (Signature of Verifying Employee) Block 27 (Round Stamp) Note: Block 25 is required when there is a mailer discrepancy and the clerk has changed to form or needs to clarify the discrepancy. Required Fields on PS Form 8125 in the Origin Post Office Section: Listed below are the fields that a postal employee must complete in the Origin Post Office section on the Form 8125. Block 17 (Origin Post Office) Block 18 (Verified at) Block 19 (Permit Number) Block 20 (Postage Payment Method) Block 21 (Total Pieces) Block 22 (Total Weight) Block 26a (Name of USPS Employee Verifying Mail) Block 26b (Employee’s Telephone Number) Block 26c (Signature of Verifying Employee) Block 27 (Round Stamp) Note: Block 25 is required when there is a mailer discrepancy and the clerk has changed to form or needs to clarify the discrepancy.

    16. 16 Plant-Verified Drop-Shipment PS Form 8125 Destination Office/Facility Section Destination Entry Post Office or Delivery Unit Ensure completeness before unload process Finalize after drop shipment received Before beginning the unload process, Postal Service personnel must ensure the completeness of the 8125 After the drop shipment has been received by the destination facility, complete the “Destination Entry” section of PS Form 8125 with the following information. Before beginning the unload process, Postal Service personnel must ensure the completeness of the 8125 After the drop shipment has been received by the destination facility, complete the “Destination Entry” section of PS Form 8125 with the following information.

    17. 17 Plant-Verified Drop-Shipment PS Form 8125 Destination Office/Facility Section Required information USPS Receiving Employee Signature USPS Receiving Employee Name Date/Time of Arrival Date/Time of Departure Check applicable boxes under the Load Condition Irregularities Finalizing the “Destination Entry” of PS Form 8125 with the following information: USPS Receiving Employee Signature USPS Receiving Employee Name Date/Time of Arrival Date/Time of Departure Check applicable boxes under the Load Condition Irregularities Finalizing the “Destination Entry” of PS Form 8125 with the following information: USPS Receiving Employee Signature USPS Receiving Employee Name Date/Time of Arrival Date/Time of Departure Check applicable boxes under the Load Condition Irregularities

    18. 18 Plant-Verified Drop-Shipment PVDS Consolidated Verification and Clearance, PS Form 8125-C Multiple mailings form One mailer Cleared on same day Single destination point Same vehicle PS Form 8125C, Plant-Verified Drop Shipment (PVDS) Consolidated Verification and Clearance Computer-generated form (format available at www.usps.com) provides for reporting multiple PVDS mailings and indicates that mailings were verified at the origin postal facility on same day for entry at a single destination postage facility on the same vehicle. Form 8125-C must always by computer-generated.PS Form 8125C, Plant-Verified Drop Shipment (PVDS) Consolidated Verification and Clearance Computer-generated form (format available at www.usps.com) provides for reporting multiple PVDS mailings and indicates that mailings were verified at the origin postal facility on same day for entry at a single destination postage facility on the same vehicle. Form 8125-C must always by computer-generated.

    19. 19 Plant-Verified Drop-Shipment PS Form 8125-C Mailer Information Section Mailer Information required fields Drop Ship Appointment Number Mailer Name Mailer Contact Name Mailer Contact Telephone Origin Plant Location Destination Entry Discounts Claimed Individual Mailings Permit Holder, Product Name/ID, Postage Statement Sequence No., Permit No. & Payment Type, No. Pallets & Type, # of Non-Palletized Containers & Type (if applicable), Number of Pieces, Piece Weight, Total Gross Weight, Class of Mail, Processing Category and Totals Comments - DMM label list designator (NDC, ASF, ADC, SCF) and ZIP Code(s) Entry Office Now, let’s take a look at reviewing the Mailer Information section of PS Form 8125-C. The mailer must submit an original and at least one copy of computer generated PS Form 8125-C, or an approved facsimile with each PVDS mailing presented for verification and postage payment to the origin verifying Post Office (or detached mail unit) completed as described below. The mailer must submit the original Form 8125-C, after being signed and round stamped by the origin verifying Post Office, to the entry Post office with the PVDS mailing it represents. Now, let’s take a look at reviewing the Mailer Information section of PS Form 8125-C. The mailer must submit an original and at least one copy of computer generated PS Form 8125-C, or an approved facsimile with each PVDS mailing presented for verification and postage payment to the origin verifying Post Office (or detached mail unit) completed as described below. The mailer must submit the original Form 8125-C, after being signed and round stamped by the origin verifying Post Office, to the entry Post office with the PVDS mailing it represents.

    20. 20 Plant-Verified Drop-Shipment PS Form 8125-C Origin Post Office Section Origin Post Office (Where verified) Verify information on mailer section Acceptance clerk completes red sections Be sure the mailer has completed every required field in the Mailer Information section and item 28. If the clerk receives a PVDS form that has not been completed, it must be returned to mailer. After verifying that all required Mailer Information is completed on every 8125-C is correct, complete the Origin Post Office section. Items 23 and 24 are optional. Sign and round stamp this form. Return original and a copy (if submitted by mailer) to the mailer. Retain a copy in your files for 1 year. Be sure the mailer has completed every required field in the Mailer Information section and item 28. If the clerk receives a PVDS form that has not been completed, it must be returned to mailer. After verifying that all required Mailer Information is completed on every 8125-C is correct, complete the Origin Post Office section. Items 23 and 24 are optional. Sign and round stamp this form. Return original and a copy (if submitted by mailer) to the mailer. Retain a copy in your files for 1 year.

    21. 21 Plant-Verified Drop-Shipment PS Form 8125-C Destination Office/Facility Section Destination Entry Post Office or Delivery Unit Postal Service personnel ensure completeness Finalize after receipt of the drop shipment Before beginning the unload process, Postal Service personnel must ensure the completeness of the 8125-C. After the drop shipment has been received by the destination facility, complete the Destination Entry section of PS Form 8125-C with the following informationBefore beginning the unload process, Postal Service personnel must ensure the completeness of the 8125-C. After the drop shipment has been received by the destination facility, complete the Destination Entry section of PS Form 8125-C with the following information

    22. 22 Plant-Verified Drop-Shipment PS Form 8125-C Destination Office/Facility Section Destination Entry required fields USPS Receiving Employee Signature USPS Receiving Employee Name Date/Time of Arrival Date/Time of Departure Check applicable boxes under the Load Condition Irregularities Finalizing the Destination Entry of PS Form 8125-C with the following information: USPS Receiving Employee Signature USPS Receiving Employee Name Date/Time of Arrival Date/Time of Departure Check applicable boxes under the Load Condition Irregularities Finalizing the Destination Entry of PS Form 8125-C with the following information: USPS Receiving Employee Signature USPS Receiving Employee Name Date/Time of Arrival Date/Time of Departure Check applicable boxes under the Load Condition Irregularities

    23. 23 Plant-Verified Drop-Shipment PS Form 8125-CD Must have Drop Shipment Management System (DSMS) System requires approval Computer generated form No acceptance signature or round-date Allows mail movement to consolidated facilities prior to payment PS Form 8125-CD, Plant-Verified Drop Shipment (PVDS) Drop Shipment Management System (DSMS) This form can only be generated by mailers that have Drop Shipment Management Systems (DSMS) that are approved by the Business Mail Support (BMS) office at USPS headquarters. Information from an electronic file is used to create this form and the form does not contain an acceptance employee’s signature or date. The authorized DSMS sites have approved systems and processes to allow movement of the mail to consolidation facilities prior to postal payment.PS Form 8125-CD, Plant-Verified Drop Shipment (PVDS) Drop Shipment Management System (DSMS) This form can only be generated by mailers that have Drop Shipment Management Systems (DSMS) that are approved by the Business Mail Support (BMS) office at USPS headquarters. Information from an electronic file is used to create this form and the form does not contain an acceptance employee’s signature or date. The authorized DSMS sites have approved systems and processes to allow movement of the mail to consolidation facilities prior to postal payment.

    24. 24 Plant-Verified Drop-Shipment PS Form 8125-CD Mailer Information Section Mailer Information required fields Drop Ship Appointment Number Consolidator’s Name Consolidator’s Contact Telephone Origin Plant Location Contact and Telephone at Company Making Drop Shipment Appointment (if other than consolidator and if known when completing this form) Destination Entry Discounts Claimed Product Job Name/Job ID, Permit No. & Payment Type, Pallet/Pallet group ID, # of Pallets & Type, DSMS Mailer ID, Total Gross Weight, Class of Mail, Processing Category, DMU Release Date Comments - DMM label list designator (NDC, ASF, ADC, SCF) and ZIP Code(s), Postal DMU Contact Date This Form 8125-CD Created Entry Office Now, let’s take a look at reviewing the Mailer Information section of PS Form 8125-CD. Listed below are the fields that a mailer must complete on PS Form 8125-CD: Drop Ship Appointment Number Consolidator’s Name Consolidator’s Contact Telephone Origin Plant Location Contact and Telephone at Company Making Drop Shipment Appointment (if other than consolidator and if known when completing this form) Destination Entry Discounts Claimed Product Job Name/Job ID, Permit No. & Payment Type, Pallet/Pallet group ID, # of Pallets & Type, DSMS Mailer ID, Total Gross Weight, Class of Mail, Processing Category, DMU Release Date Comments - DMM label list designator (NDC, ASF, ADC, SCF) and ZIP Code(s), Postal DMU Contact Date This Form 8125-CD Created Entry Office Now, let’s take a look at reviewing the Mailer Information section of PS Form 8125-CD. Listed below are the fields that a mailer must complete on PS Form 8125-CD: Drop Ship Appointment Number Consolidator’s Name Consolidator’s Contact Telephone Origin Plant Location Contact and Telephone at Company Making Drop Shipment Appointment (if other than consolidator and if known when completing this form) Destination Entry Discounts Claimed Product Job Name/Job ID, Permit No. & Payment Type, Pallet/Pallet group ID, # of Pallets & Type, DSMS Mailer ID, Total Gross Weight, Class of Mail, Processing Category, DMU Release Date Comments - DMM label list designator (NDC, ASF, ADC, SCF) and ZIP Code(s), Postal DMU Contact Date This Form 8125-CD Created Entry Office

    25. 25 Plant-Verified Drop-Shipment PS Form 8125-CD Origin Post Office Section There is no Origin Post Office (where verified) for PS Form 8125-CD Approved legend will be printed in lieu of postal signature and round stamp There is no Origin Post Office for this form and there is no postal signature or round stamp. There is no Origin Post Office for this form and there is no postal signature or round stamp.

    26. 26 Plant-Verified Drop-Shipment PS Form 8125 -CD Destination Office/Facility Section Postal Service personnel Ensure completeness before beginning unload process Finalize after drop shipment received Required fields USPS receiving employee signature and name Date/Time of arrival Date/Time of departure Check applicable boxes in Load Condition Irregularities section Review of Destination Office/Facility Section of PS Form 8125-CD. Before beginning the unload process, Postal Service personnel must ensure the completeness of the 8125-CD. After the drop shipment has been received by the destination facility, complete the Destination Entry section of PS Form 8125-CD with the following information: USPS Receiving Employee Signature USPS Receiving Employee Name Date/Time of Arrival Date/Time of Departure Check applicable boxes under the Load Condition Irregularities Review of Destination Office/Facility Section of PS Form 8125-CD. Before beginning the unload process, Postal Service personnel must ensure the completeness of the 8125-CD. After the drop shipment has been received by the destination facility, complete the Destination Entry section of PS Form 8125-CD with the following information: USPS Receiving Employee Signature USPS Receiving Employee Name Date/Time of Arrival Date/Time of Departure Check applicable boxes under the Load Condition Irregularities

    27. 27 Plant-Verified Drop-Shipment PVDS Verification and Clearance PS Form 8125-CP For Periodicals Paid Under Centralized Postage Payment (CPP) Computer generated Periodicals under centralize postage payment No authorized signature or round date Form 8125-CP, Plant-Verified Drop Shipment (PVDS) Verification and Clearance for Periodicals Paid Under Centralized Postage Payment (CPP) Computer-generated Form 8125-CP is designed for PVDS for Periodicals Paid Under Centralized Postage Payment (CPP). Form 8125-CP does not bear the authorized signature of the Postal Service acceptance employee or a Post Office round-date stamp Form 8125-CP, Plant-Verified Drop Shipment (PVDS) Verification and Clearance for Periodicals Paid Under Centralized Postage Payment (CPP) Computer-generated Form 8125-CP is designed for PVDS for Periodicals Paid Under Centralized Postage Payment (CPP). Form 8125-CP does not bear the authorized signature of the Postal Service acceptance employee or a Post Office round-date stamp

    28. 28 Plant-Verified Drop-Shipment PS Form 8125-CP Mailer Information Section Mailer Information Required Fields Drop Ship Appointment Number Mailer’s Name Mailer’s Contact name Mailer’s Contact Telephone Origin Plant Location Class of Mail Product or Publication Title or Names Type of Mail Processing Category # Pallets of Bundles, Non-Palletized Containers Destination Entry Discounts Claimed Comments - DMM label list designator (NDC, ASF, ADC, SCF) and ZIP Code(s), DMU Postal Contact Contact of Company Making Drop Ship Appointment (if other than mailer and if known when completing this form) / Telephone / Issue Date Mailers Signature, Mailers Telephone, Date Entry Office Review the Mailer Information section of PS Form 8125-CP. Listed below are the fields that a mailer must complete on PS For 8125-CP. Drop Ship Appointment Number Mailer’s Name Mailer’s Contact name Mailer’s Contact Telephone Origin Plant Location Piece Weight Information Class of Mail Product or Publication Title or Names Type of Mail Processing Category # Pallets of Bundles, Non-Palletized Containers Destination Entry Discounts Claimed Comments - DMM label list designator (NDC, ASF, ADC, SCF) and ZIP Code(s) Contact of Company Making Drop Ship Appointment (if other than mailer and if known when completing this form) / Telephone / Issue Date Mailers Signature, Mailers Telephone, Date Entry Office Review the Mailer Information section of PS Form 8125-CP. Listed below are the fields that a mailer must complete on PS For 8125-CP. Drop Ship Appointment Number Mailer’s Name Mailer’s Contact name Mailer’s Contact Telephone Origin Plant Location Piece Weight Information Class of Mail Product or Publication Title or Names Type of Mail Processing Category # Pallets of Bundles, Non-Palletized Containers Destination Entry Discounts Claimed Comments - DMM label list designator (NDC, ASF, ADC, SCF) and ZIP Code(s) Contact of Company Making Drop Ship Appointment (if other than mailer and if known when completing this form) / Telephone / Issue Date Mailers Signature, Mailers Telephone, Date Entry Office

    29. 29 Plant-Verified Drop-Shipment PS Form 8125-CP Origin Post Office Section There is no Origin Post Office (where verified) for PS Form 8125-CP Approved legend will be printed in lieu of postal signature and round stamp Again, for this form there is no origin post office, postal signature or round stamp. Again, for this form there is no origin post office, postal signature or round stamp.

    30. 30 Plant-Verified Drop-Shipment PS Form 8125-CP Destination Office/Facility Section Destination Entry Post Office or Delivery Unit Ensure completeness before beginning unload process Finalize after drop shipment received Required fields USPS receiving employee signature and name Date/Time of arrival Date/Time of departure Check applicable boxes in Load Condition Irregularities section Review of Destination Office / Facility Section of PS Form 8125-CP. Before beginning the unload process, Postal Service personnel must ensure the completeness of the 8125-CP. After the drop shipment has been received by the destination facility, complete the Destination Entry section of PS Form 8125-CP with the following information: USPS Receiving Employee Signature USPS Receiving Employee Name Date / Time of Arrival Date / Time of Departure Check applicable boxes under the Load Condition Irregularities Review of Destination Office / Facility Section of PS Form 8125-CP. Before beginning the unload process, Postal Service personnel must ensure the completeness of the 8125-CP. After the drop shipment has been received by the destination facility, complete the Destination Entry section of PS Form 8125-CP with the following information: USPS Receiving Employee Signature USPS Receiving Employee Name Date / Time of Arrival Date / Time of Departure Check applicable boxes under the Load Condition Irregularities

    31. 31 Plant-Verified Drop-Shipment Alteration of 8125 Forms Alterations are not permitted (with a few exceptions below) Any change or modification in a required field An error during the completion requires a new form Exceptions: Certain fields may be altered Block 2: Drop Ship Appointment Number Block 4: FAST Scheduler ID Block 5: Mailer Contact Name Block 6: Mailer Contact Telephone No alterations are permitted on PVDS Forms with a few exceptions, Exceptions: Certain fields may be altered Block 2: Drop Ship Appointment Number Block 4: FAST Scheduler ID Block 5: Mailer Contact Name Block 6: Mailer Contact Telephone If the clerk receives a PVDS form that has been altered, it must be returned to mailer. Also, all PVDS forms presented to the Origin clerk must be legible. No alterations are permitted on PVDS Forms with a few exceptions, Exceptions: Certain fields may be altered Block 2: Drop Ship Appointment Number Block 4: FAST Scheduler ID Block 5: Mailer Contact Name Block 6: Mailer Contact Telephone If the clerk receives a PVDS form that has been altered, it must be returned to mailer. Also, all PVDS forms presented to the Origin clerk must be legible.

    32. 32 Plant-Verified Drop-Shipment How does the Postal Service verify Drop-Shipment mailings? At Origin and At Destination Now, let’s take a look at how does the Postal Service verify Drop-Shipment mailings at Origin and at Destination facility. Now, let’s take a look at how does the Postal Service verify Drop-Shipment mailings at Origin and at Destination facility.

    33. 33 Plant-Verified Drop-Shipment PVDS at Origin

    34. 34 Plant-Verified Drop-Shipment PVDS Compliance: Mail Acceptance – Verification at Origin Compare 8125 to Mailing Documentation Postage Statements, Qual. Reports, Registers, 3602C Destination Entry Point Accuracy Entry Point Discount Accuracy Now, let’s take a look at how to perform PVDS verification by matching hardcopy postage statement & documentation / electronic postage statement & documentation to Plant-Verified Drop-Shipment form(s) to physical mail. Acceptance personnel must ensure that the destination entry discounts claimed and the total pieces claimed are identified correctly on Form 8125. Acceptance personnel are responsible for ensuring that the correct form (type and date) is used and that it has been completed as required. They must also be sure that the correct container count is on the 8125 to prevent additional or incorrect mail from entering the destination facility. We will discuss each one of these processes later on. When reviewing either hardcopy or electronic documentation, if any discrepancies are found between the postage statement and the PS Form 8125, or if the PS Form 8125 is not accurately completed, then the acceptance employee must return the applicable document to the mailer for correction or completion. Now, let’s take a look at how to perform PVDS verification by matching hardcopy postage statement & documentation / electronic postage statement & documentation to Plant-Verified Drop-Shipment form(s) to physical mail. Acceptance personnel must ensure that the destination entry discounts claimed and the total pieces claimed are identified correctly on Form 8125. Acceptance personnel are responsible for ensuring that the correct form (type and date) is used and that it has been completed as required. They must also be sure that the correct container count is on the 8125 to prevent additional or incorrect mail from entering the destination facility. We will discuss each one of these processes later on. When reviewing either hardcopy or electronic documentation, if any discrepancies are found between the postage statement and the PS Form 8125, or if the PS Form 8125 is not accurately completed, then the acceptance employee must return the applicable document to the mailer for correction or completion.

    35. 35 Plant-Verified Drop-Shipment PVDS Compliance: Mail Acceptance Verification Compare 8125 to Physical Containers Correct Destination? Correct Preparation? Correct Quantity/Content? Employees are not to alter or accept altered 8125* DSMS Approach Sampling Approach * Exceptions The mailings may be prepared for deposit at a destination entry price, or they may be claimed at the applicable prices from the destination entry facility. On the postage statement, verify that the total pieces on the postage statement and documentation claimed at each entry discount level and any mail pieces included for delivery outside the service area of the entry facility cannot be less than the total pieces indicated on Form 8125. Verify that the containers to be dropped are correctly placarded and are for the destination identified on the 8125. Compare the placard to the destination entry and the destination discount price claimed on the postage statement and documentation. Make sure that the container makeup is correct for the destination entry prices claimed. Acceptance clerks are not to alter or accept altered PS Form 8125. Exceptions: block 2, 4, 5, & 6 fields may be altered Block 2: Drop Ship Appointment Number Block 4: FAST Scheduler ID Block 5: Mailer Contact Name Block 6: Mailer Contact Telephone The mailings may be prepared for deposit at a destination entry price, or they may be claimed at the applicable prices from the destination entry facility. On the postage statement, verify that the total pieces on the postage statement and documentation claimed at each entry discount level and any mail pieces included for delivery outside the service area of the entry facility cannot be less than the total pieces indicated on Form 8125. Verify that the containers to be dropped are correctly placarded and are for the destination identified on the 8125. Compare the placard to the destination entry and the destination discount price claimed on the postage statement and documentation. Make sure that the container makeup is correct for the destination entry prices claimed. Acceptance clerks are not to alter or accept altered PS Form 8125. Exceptions: block 2, 4, 5, & 6 fields may be altered Block 2: Drop Ship Appointment Number Block 4: FAST Scheduler ID Block 5: Mailer Contact Name Block 6: Mailer Contact Telephone

    36. 36 Plant-Verified Drop-Shipment PVDS at Destination After a mailing has been verified and postage paid at the origin entry post office, it is tendered to the mailer for transport to destination entry office(s). After a mailing has been verified and postage paid at the origin entry post office, it is tendered to the mailer for transport to destination entry office(s).

    37. 37 Plant-Verified Drop-Shipment PVDS Compliance: Appointments Scheduling of Drop Ship Appointments FAST Coordinators configure appointments for NDC, ADC (Per Only), and SCF Telephone appointments for Delivery Units Recording of arrival, appointment, and closeout information for mail processing facilities PS Form 8125 Surface Visibility (SV) Transportation Information Management Evaluation System (TIMES) Facility Access and Shipment Tracking (FAST) Mailers must contact a destination entry office to schedule a day and time of the arrival for their drop shipment. There are two methods for scheduling drop ship appointments: Telephone requests are used when a facility is not active in the Facility Access and Shipment Tracking (FAST). This includes most post offices receiving DDU drop shipments. If the mailer makes a telephone appointment for a DNDC, DADC, or DSCF drop ship appointment, the mailer must call the facility and give a FAST Scheduler ID, so the postal employee can schedule an appointment in FAST. Electronic requests are made through the Postal Service Business Customer Gateway. Registered mailers log into FAST and enter appointment request information. Most drop ship appointments are scheduled electronically. Once the drop shipment arrives at its destination, mail processing employees will record its entry on PS Form 8125, and through other systems, such as Surface Visibility, TIMES and/or FAST. Mailers must contact a destination entry office to schedule a day and time of the arrival for their drop shipment. There are two methods for scheduling drop ship appointments: Telephone requests are used when a facility is not active in the Facility Access and Shipment Tracking (FAST). This includes most post offices receiving DDU drop shipments. If the mailer makes a telephone appointment for a DNDC, DADC, or DSCF drop ship appointment, the mailer must call the facility and give a FAST Scheduler ID, so the postal employee can schedule an appointment in FAST. Electronic requests are made through the Postal Service Business Customer Gateway. Registered mailers log into FAST and enter appointment request information. Most drop ship appointments are scheduled electronically. Once the drop shipment arrives at its destination, mail processing employees will record its entry on PS Form 8125, and through other systems, such as Surface Visibility, TIMES and/or FAST.

    38. 38 Plant-Verified Drop-Shipment PVDS Compliance: Destination Follow 3 Rs for receipt of drop shipments: Review PS Form 8125 and resolve issues as needed Receive the load and resolve issues as needed Record irregularities During February, over 10,000 mail processing employees took online training for receiving drop shipments that mailers bring to destination entry offices. The national training was developed around three simple steps, also known as the three Rs. You can expect postal employees to follow these steps whenever a drop shipment arrives at their office: Review PS Form 8125 and resolve issues as needed Receive the load and resolve issues as needed Record irregularities The next slides will highlight important elements of the 3 Rs.During February, over 10,000 mail processing employees took online training for receiving drop shipments that mailers bring to destination entry offices. The national training was developed around three simple steps, also known as the three Rs. You can expect postal employees to follow these steps whenever a drop shipment arrives at their office: Review PS Form 8125 and resolve issues as needed Receive the load and resolve issues as needed Record irregularities The next slides will highlight important elements of the 3 Rs.

    39. 39 Plant-Verified Drop-Shipment PVDS Compliance: Destination Review PS Form 8125 Only PS Form 8125 accepted and processed Verify Mailer and Origin sections complete and unaltered Resolve issues by contacting mailer/consolidator and/or Origin Office Drop shipment at wrong facility Missing 8125 Incomplete/Altered Mailer or Origin sections Review of PS Form 8125 involves checking that the Mailer Information section is complete and that the Origin Entry Post Office section is complete. PS Form 8125 is our official document indicating a drop shipment was verified and postage paid at origin. When the postal clerk reviews PS Form 8125 at destination, each block in the Mailer Information and Origin Entry sections will be checked to ensure they are complete and unaltered. If needed, a resolution process will be used so the driver contacts the mailer / consolidator or a postal employee contacts the origin office. Some examples of Issues that require resolution include: Drop Shipment at wrong facility Missing PS Form 8125 Incomplete or altered Mailer or Origin sectionsReview of PS Form 8125 involves checking that the Mailer Information section is complete and that the Origin Entry Post Office section is complete. PS Form 8125 is our official document indicating a drop shipment was verified and postage paid at origin. When the postal clerk reviews PS Form 8125 at destination, each block in the Mailer Information and Origin Entry sections will be checked to ensure they are complete and unaltered. If needed, a resolution process will be used so the driver contacts the mailer / consolidator or a postal employee contacts the origin office. Some examples of Issues that require resolution include: Drop Shipment at wrong facility Missing PS Form 8125 Incomplete or altered Mailer or Origin sections

    40. 40 Plant-Verified Drop-Shipment PVDS Compliance: Destination Receive the load Verify PS Form 8125 to shipment contents as outlined in Pub. 804 Use Surface Visibility to scan trailer arrival and containers Finalize Destination Entry section after load acceptance Resolve issues by contacting mailer / consolidator and/ or Origin Office Unsafe load Container count does not match After the 8125 has been reviewed, the drop shipment is ready to be unloaded from the truck. The postal employee will follow several steps while receiving the load: Verify PS Form 8125 to shipment contents as outlined in Publication 804. This includes making sure the load was separated by destination so the mail on the tail of the trailer belongs to right facility and verifying the number of containers on the truck equals those claimed on PS Form 8125. Use Surface Visibility (SV) to scan trailer arrival and containers. After load acceptance, the postal employee will finalize destination entry section by printing the date/time of arrival and departure, signing the 8125, and noting any irregularities with the drop shipment. If issues occurred during the unload process, the resolution process will be followed. For example, pallets may not have maintained their integrity during transit or actual container counts did not match the 8125, then it will be necessary to use a specific resolution step to resolve the issue.After the 8125 has been reviewed, the drop shipment is ready to be unloaded from the truck. The postal employee will follow several steps while receiving the load: Verify PS Form 8125 to shipment contents as outlined in Publication 804. This includes making sure the load was separated by destination so the mail on the tail of the trailer belongs to right facility and verifying the number of containers on the truck equals those claimed on PS Form 8125. Use Surface Visibility (SV) to scan trailer arrival and containers. After load acceptance, the postal employee will finalize destination entry section by printing the date/time of arrival and departure, signing the 8125, and noting any irregularities with the drop shipment. If issues occurred during the unload process, the resolution process will be followed. For example, pallets may not have maintained their integrity during transit or actual container counts did not match the 8125, then it will be necessary to use a specific resolution step to resolve the issue.

    41. 41 Plant-Verified Drop-Shipment PVDS Compliance: Destination Record Irregularities PS Form 8125 FAST Electronic Mail Improvement Reporting (eMIR) “Record” is the last of the 3 Rs. Any time there is an issue or irregularity with a drop shipment will be noted on PS Form 8125, recorded in FAST, and reported to eMIR. On PS Form 8125 - the destination entry employee can check one of 11 boxes under Load Condition Irregularities or they can enter information about other discrepancies under the Comments section. The facility FAST coordinator will capture information on irregularities during the appointment closeout process. Sites with Surface Visibility will have irregularity information automatically downloaded into FAST. When the Postal Service's processing operations personnel identify a problem with the drop shipment, they complete the eMIR data collection form and enter this information into the PostalOne! system.“Record” is the last of the 3 Rs. Any time there is an issue or irregularity with a drop shipment will be noted on PS Form 8125, recorded in FAST, and reported to eMIR. On PS Form 8125 - the destination entry employee can check one of 11 boxes under Load Condition Irregularities or they can enter information about other discrepancies under the Comments section. The facility FAST coordinator will capture information on irregularities during the appointment closeout process. Sites with Surface Visibility will have irregularity information automatically downloaded into FAST. When the Postal Service's processing operations personnel identify a problem with the drop shipment, they complete the eMIR data collection form and enter this information into the PostalOne! system.

    42. 42 Plant-Verified Drop-Shipment What Mailers Need to Do!

    43. 43 Plant-Verified Drop-Shipment Typical Issues Form 8125 not in approved format [8125, 8125C, 8125-CP, 8125-CD] 8125 altered 8125 not complete 8125 does not match content on truck Drop Shipment contents not separated by 8125 Drop Shipment at wrong facility Drop Shipment without FAST Appointment Bill of Lading presented instead of 8125 Now, let’s take a look at typical PVDS issues: Form 8125 not in approved format [8125, 8125C, 8125-CP, 8125-CD] PS Form 8125 altered PS Form 8125 not complete PS Form 8125 does not match content on truck Drop Shipment contents not separated by PS form 8125 Drop Shipment at wrong facility Drop Shipment without FAST Appointment Bill of Lading presented instead of PS form 8125 Now, let’s take a look at typical PVDS issues: Form 8125 not in approved format [8125, 8125C, 8125-CP, 8125-CD] PS Form 8125 altered PS Form 8125 not complete PS Form 8125 does not match content on truck Drop Shipment contents not separated by PS form 8125 Drop Shipment at wrong facility Drop Shipment without FAST Appointment Bill of Lading presented instead of PS form 8125

    44. 44 Plant-Verified Drop-Shipment Things to Remember Comply with DMM (reference 705.15.0) Follow Pub 804 Complete 8125 Accurately Ensure Mail Matches Documentation, Postage Statement, 8125 Maintain Accurate Appointments Work with Supply Chain To avoid issues with drop shipments, keep several important points in mind. Comply with Section 705.15 from the Domestic Mail Manual. This contains the standards for drop shipments. Mailers are always expected to be in compliance with DMM standards. Use the Pub. 804, Drop Shipment Procedures for Destination Entry. Updated in spring 2010, Pub. 804 supports the DMM and provides additional information about drop shipments. Make sure PS Form 8125 is complete and accurate. Make sure every mailing presented for acceptance at an origin entry post office matches its supporting documentation, postage statement and 8125. Adhere to the scheduled appointment. Work with the supply chain for drop shipments. Thank you for your interest in this presentation.To avoid issues with drop shipments, keep several important points in mind. Comply with Section 705.15 from the Domestic Mail Manual. This contains the standards for drop shipments. Mailers are always expected to be in compliance with DMM standards. Use the Pub. 804, Drop Shipment Procedures for Destination Entry. Updated in spring 2010, Pub. 804 supports the DMM and provides additional information about drop shipments. Make sure PS Form 8125 is complete and accurate. Make sure every mailing presented for acceptance at an origin entry post office matches its supporting documentation, postage statement and 8125. Adhere to the scheduled appointment. Work with the supply chain for drop shipments. Thank you for your interest in this presentation.

    45. 45 Plant-Verified Drop-Shipment Questions Answers Discussion

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