Handbook F-101 Revision: Debts and Returned Checks

Effective January 24, 2013, Handbook F-101, Field Accounting Procedures, is revised to include references to the updated PS Form 2134, EMCA Uncollectible. Please recycle all obsolete versions of this form. Note: This form will now be mailed to Eagan Accounting Services. See copy of PS Form 2134 on pg. 6.

Returned Checks

Effective December 13, 2012, the Returned Check fee increased from $25 to $30. See Postal Bulletin 22352 (12-13-12, pages 101-102): https://about.usps.com/postal-bulletin/2012/pb22352/pdf/pb22352.pdf

Collection Agency

Effective January 31, 2013, the new collection agency for the USPS will be Payliance, Inc., and they will process returned items sent from Eagan Accounting Services.

Handbook F-101, Field Accounting Procedures

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18 Other Customer Mail Activity

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18-1 Express Mail Corporate Accounts

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18-1.2 District Procedures

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18-1.2.2 Negative Balance Accounts

[Revise 18-1.2.2 to read as follows:]

The District Finance Manager or designee must review the Express Mail Corporate Account (EMCA) Deficient Balance report at least twice per year to ensure that the District Business Mail Entry office complies with established collection procedures for negative balance accounts.

The collection procedure for a negative balance account is as follows:

a. Exhaust all methods for local collection.

b. Close the account in Electronic Marketing Reporting System (EMRS) and initiate a PS Form 2134, EMCA Uncollectible.

c. Submit PS Form 2134 to Eagan Accounting Services.

d. The collection agency provides confirmation through placement report to Accounting Services.

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18-1.2.5 Closing an Account with a Negative Balance

[Revise 18-1.2.5 to read as follows:]

The District Business Mail Entry office must close an account that has a negative balance as follows:

a. Notify the customer that the Postal Service will forward the account to the collection agency.

b. If the customer does not pay the balance, invalidate the account in EMRS.

c. After 30 days, the EMCA closes in EMRS and the balance appears as “Transfer to PM.” EMRS automatically posts accounting entries to AICs 055 and 606. (The PRU employee does not make any local PS Form 1412 entries).

d. Complete PS Form 2134 and forward it to Eagan Accounting Services.

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Appendix D: Forms and Retention Periods

[Revise the table text for PS Form 2134 under “Instructions” to read as follows:]

The District Business Mail Entry Office prepares and submits the form to Eagan Accounting Services.

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We will incorporate these revisions into the next online edition of Handbook F-101 on the Postal Service intranet:

n Go to http://blue.usps.gov.

n In the left-hand column, under “Essential Links,” click PolicyNet.

n Click HBKs.

(The direct URL for Handbook F-101 is http://blue.usps.gov/cpim/ftp/hand/f101.pdf.)

PS Form 2134, EMCA Uncollectibleform