The Postal Service™ is continuing its Sarbanes-Oxley Act (SOX) compliance efforts. Accurately handling plant-verified drop shipment (PVDS) mailings is critical to the SOX Compliance Program. The SOX program continues to test key controls to ensure SOX controls are in place and effective.
When accepting business mail, the destination office must confirm that documentation is complete, accurate, and matches the physical mail. This is especially important when handling PVDS mailings, as discrepancies or inaccuracies could result in lost revenue. The latest SOX Key Control Guide (http://blue.usps.gov/sox/_pdf/Current_Key_Control_Guide.pdf) lays out the proper procedure and required documentation for PVDS destination processes.
Remember the 3 R’s when receiving PVDS loads at the destination site:
Review PS Form 8125, Plant-Verified Drop Shipment (PVDS) Verification and Clearance, and PS Form 8017, Expedited Plant-Load Shipment Clearance:
n Confirm all critical fields are complete.
n Verify that the load arrived at the correct destination.
n Identify errors and resolve discrepancies with the origin office prior to unloading the load.
Receive the Load:
n Confirm container counts are performed prior to releasing mail to operations.
n Complete the Destination Entry Post Office section.
Record Irregularities:
n Record all drop shipment irregularities on PS Form 8125 and/or PS Form 8017 and in the electronic Mail Irregularity Report System (eMIRS).
n Record all appointment-related irregularities in Facility Access and Shipment Tracking (FAST).
With your help and diligence, the Postal Service will continue to be a SOX-compliant organization.
To see how your unit is doing, check the SOX Compliance Scorecard, available on the SOX website at http://blue.usps.gov/sox/sox_compliance_scorecard_2012.htm. You can also view links to the Key Control Guide Webinar series, hosted earlier this year by the SOX Program Management Office (PMO), and download the accompanying Q&A document here.
Don’t forget —send SOX-related questions to the SOX inbox at SOX@usps.gov.
— SOX Management Controls and Integrations,
Controller, 5-3-12
