PS Form 8144, Stamp Discrepancy Report

Effective immediately the following procedural changes have occurred with the processing of PS Form 8144, Stamp Discrepancy Report, for overages and shortages in stamp stock vendor shipments.

This article contains reporting and processing instruc­tions for Stamp Services Centers (SSCs) and Stamp Distri­bution Offices (SDOs) for Stamp Stock Vendors’ Overages and Shortages.

Immediately document overages and shortages found in stamp stock vendor shipments on a PS Form 8144 in duplicate.

The original documented PS Forms 8144 must be for­warded daily to the following address printed on the form:

MANAGER STAMP ACQUISTION
ATTN QUALITY ASSURANCE and Distribution
US POSTAL SERVICE
1735 N LYNN ST RM 5008
ARLINGTON VA 22209-6432

Documenting Discrepancies

Process Overages and Shortages found in Stamp Stock Vendors’ shipments weekly as follows:

• Enter overages into the SSS inventory using IMOD Code 4, Stock Adjustment. Overages are mapped to an expense account under AIC 247, Financial Differ­ences Overage (Line 44 of the FPR).
• Process shortages into the SSS inventory using IMOD Code 5, Claim for Stock Loss. Shortages are mapped to an expense account under AIC 647, Financial Differences Shortage (Line 44 of the FPR).
• File the duplicate PS Form 8144 locally as supporting documentation for the overage/shortage inventory adjustment.

Handling Lost Stamp Stock Vendors Shipments

The responsibility for locating missing registered stamp stock shipments remains the responsibility of the SDOs or the SSCs.

SDOs or SSCs remain responsible for locating missing vendor’s registered stamp stock shipments and non-registered envelopes and postal cards.

If all efforts fail to locate a missing vendor’s registered or nonregistered stamp stock shipments following the Guide­lines for Locating Lost or Missing Registered Stamp Ship­ments, and proper notifications have been made, Headquarters, Stamp Acquisition & Distribution (SA&D) will grant permission by adjudicating a PS Form 2130, Claim for Loss, for the missing vendor’s stamp stock shipments.

Processing the Claim for Loss

• Receive the stamp stock into the SSS inventory using IMOD Code 01, Received from Supplier.
• Prepare the PS Form 2130 in duplicate. Attach a copy of the correspondence that includes detailed information regarding steps taken to locate the miss­ing vendor-registered or -nonregistered stamp stock shipment. This correspondence must include the name and address of the local Postal Inspection Ser­vice that was notified.

Forward the documents to:

MANAGER STAMP ACQUISITION
ATTN QUALITY ASSURANCE and Distribution
US POSTAL SERVICE
1735 N LYNN ST RM 5008
ARLINGTON VA 22209-6432

The documents, after review, will be Adjudicated and returned to the submitting office for processing.

Upon receipt of the adjudicated PS Form 2130, process the claim using IMOD Code 5, Claim for Loss, in the SSS Inventory System. IMOD Code 05 is mapped to an expense account under AIC 647, Financial Differences Shortage (Line 44 of the FPR).

Maintain the original PS Form 2130 and all copies of supporting documentation for processing it.

— Stamp Services,
Government Relations, 5-8-08

PS Form 8144