Field Accounting Procedures Revision: Replacement of Lost or Missing Stamp by Mail Orders

Effective January 3, 2008, Post Offices™ and postal retail units providing Stamps by Mail^® service to customers must follow the accounting procedures for lost Stamps by Mail customer purchase stamp orders.

Field Accounting Procedures

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600 Revenues 601 Postage Products

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601.3 Stamps by Mail (SBM)

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[Revise the title and text of the Lost or Missing Orders sec­tion to read as follows:]

Establishing That a Customer Stamp Order Is Lost or Missing

A customer’s Stamps by Mail order may be established as a lost or missing stamp order only after the following pro­cedures are followed:

1. Ensure that there is a record of the customer’s stamp order on file (PS Form 3227-O, Stamp by Mail Bro­chure Order Form).

2. Verify that the stamp order is logged on PS Form 3867, Accountable Mail Matter Received for Delivery, which is the carrier check-out log.

3. Make sure the customer or the postal retail unit ini­tiates a PS Form 3533, Application for Refund of Fees, Products, and Withdrawal of Customer Accounts:

• Part 1 must be completed with customer’s name, address, telephone number, and the amount of the replacement order.
• Check the “Other Refunds” box and write “SBM replacement order AIC 647.”
• Part 2 must be completed and certified by the postmaster, manager, or supervisor and a witness.

Replacing Lost or Missing Orders

To replace lost or missing Stamps by Mail orders, follow these steps:

1. Mail all replacement orders by Certified Mail™ service, regardless of value (requires customer signature at time of delivery).

2. Record the amount of the replacement order in the employee’s PS Form 1412, Daily Financial Report, into AIC 094, Stamps by Mail, Internet, and Phone, and offset to AIC 647, Financial Differences — Short, (Reason Code 06, Stamps by Mail).

3. Attach the original order (PS Form 3227-O) and the Certified Mail Receipt to PS Form 3533 and file locally.

It is the responsibility of the postmaster, manager, or super­visor to monitor these claims for recurrences.

Note: Customers who wish to report suspected mail theft or rifling must go to the Postal Inspection Service Web site at www.usps.com/postalinspectors or call 1-800-ASK-USPS.

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We will incorporate this revision into the next online edi­tion of the Field Accounting Procedures on the Postal Service Intranet.

• Go to http://blue.usps.gov/finance.
• Under “References,” click on the AUG 2007 Draft link for Field Accounting Procedures (FAP).

(The direct Web site address is http://blue.usps.gov/accounting/_pdf/draftFAP.pdf.)

— Accounting Policy,
Finance, 1-3-08