SOX Compliance: Accurate Documentation for Plant-Verified Drop Shipment Mailings

By accurately handling plant-verified drop shipment (PVDS) mailings, the Postal Service™ avoids discrepancies and revenue loss. All destination offices must continue to confirm that documentation is complete, accurate, and matches the physical mail, to achieve SOX compliance.

The latest SOX Key Control Guide outlines procedures and required documentation for PVDS destination pro­cesses. The guide is online at http://blue.usps.gov/sox/_pdf/Current_Key_Control_Guide.pdf.

An easy reminder is to, remember the 3 R’s:

Review PS Forms 8125/8017:

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.

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 Forms 8125/8017 and in the electronic Mail Irregularity Report System (eMIRS).

n Record all appointment-related irregularities in Facility Access & System Tracking (FAST).

To see how your unit is doing, check the SOX Compli­ance Scorecard, available on the SOX website: http://blue.usps.gov/sox/sox_compliance_scorecard_2012.htm.

Don’t forget — please send SOX-related questions to the SOX inbox at SOX@usps.gov.

— SOX Financial Controls & Support,
Controller, 8-23-12