The Postal Service™ is continuing to test key controls for Sarbanes-Oxley Act (SOX) compliance. Postmasters and site managers whose employees use the U.S. Postal Service® Voyager Fleet Cards to purchase fuel or repair services are reminded they must reconcile credit card transactions and verify/certify their accuracy each month.
Regular reconciliation of transactions is essential for offices using Voyager Fleet Cards. Improper reconciliation activities can result in duplicate, incorrect, or fraudulent charges left as undetected, which could cost the Postal Service millions of dollars annually.
The latest Key Control Guide, found at http://blue.usps.gov/sox/_pdf/Current_Key_Control_Guide.pdf, lays out the proper procedure and required documentation for Voyager Fleet Cards and Purchase Cards reconciliation processes. For example, it is important that all site managers enter comments into the eFleet Card System (eFCS) to explain the exception noted while performing monthly reconciliation activities and reviewing transaction records to follow up on high risk exception transactions. The following list details the three Voyager Fleet Cards and Purchase Cards controls tested regularly at Postal Service facilities:
n Reconcile Individual Fuel and Maintenance Charges.
n Record Comments for High Risk Exceptions in eFleet.
n Reconcile Purchase Card Statements.
You can also view links to the Key Control Guide Webinar series, hosted earlier this year by the SOX Program Management Office, and download the accompanying Q&A document. The Q&A document was recently updated to provide new guidance around purchasing fuel and gas cans needed for lawn maintenance. Access and review the latest Q&A document at http://blue.usps.gov/sox/field_controls.htm.
With your help and diligence, the Postal Service will continue to be SOX compliant in the area of Voyager reconciliations.
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.
Don’t forget — send SOX-related questions to the SOX inbox at SOX@usps.gov.
— SOX Management Controls and Integrations,
Controller, 6-14-12
