Throughout the year, the Sarbanes-Oxley Act (SOX) program tests key controls associated with financial activities to ensure we are compliant under federal regulations. In our second year of SOX testing, we must focus on maintaining compliance. To help the Postal Service™ accomplish this goal, employees must familiarize themselves with the SOX controls relevant to their daily tasks, follow policies and procedures, and seek out relevant job aids and training. When policies and procedures are not followed or are carried out incorrectly, we risk loss of revenue and inaccurate financial reporting. Only by continually testing our internal controls is USPS® able to ensure that payment is received for all the services we provide to our customers. Complying with SOX does not change the way you do your job, and it should never conflict with providing quality service to our customers. With your help, we can ensure that the Postal Service follows the law, uses funds efficiently, and remains focused on customer service.
SOX testing for 2011 includes controls for Business Mail Entry Units (BMEUs), Detached Mail Units (DMUs), Postal Retail Units (PRUs), Purchase Cards, Voyager, Business Reply Mail (BRM) and Plant-Verified Drop Shipment (PVDS). Following approved policies and procedures helps the Postal Service remain SOX compliant. Remember: SOX compliance and our high customer service standards are everyone’s responsibility.
During FY 2011, the following controls will be tested regularly:
BMEUs/DMUs
n Postage statement completion.
n Check-in procedures.
n Initial/in-depth verifications.
n PVDS origin, verification, and release.
n Use of PS Form 3607-P release document.
n End-of-day reconciliation.
n Loading and securing of vehicles (plant-load release procedures).
PRUs
n Daily closeout procedures.
n Bank deposits.
n Stamp stock inventory.
Purchase Card
n Monthly reconciliation.
Voyager
n Site compliance with eFleet card policies and procedures.
n Fuel and maintenance charge reconciliation.
n eFleet exception identification and review.
BRM
n Timely and accurate revenue recognition.
n Verification of customer funds on account.
PVDS at Destination
n Complete and unaltered clearance document.
n Physical verification of container count.
n Load arrival at correct facility.
For more information on key field controls, visit the SOX website at http://sox. On the site, you can download the latest Key Control Guide, listen to webinars focusing on individual key controls, and check your unit’s SOX compliance scorecard. USPS’ financial accountability depends on you!
— SOX Management Controls and Integration,
Controller, 5-19-11
