Accurately handling Plant-Verified Drop Shipment (PVDS) mailings is critical to the SOX Compliance Program. The SOX program continues to test this key control at these destinations to ensure SOX compliance standards are met.
When accepting business mail, the destination office must confirm that PS Form 8125/8017 is complete, accurate, and matches the physical mail. This is especially important when handling Plant-Verified Drop Shipment (PVDS) mailings, as discrepancies or inaccuracies could impact revenue generation. The latest SOX Key Control Guide: http://blue.usps.gov/sox/_pdf/Current_Key_Control_Guide.pdf details the proper procedure and required documentation for PVDS destination processes.
Remember these three steps when receiving PVDS loads at the destination site:
n Verify that the load arrived at the correct destination.
n Identify errors and resolve discrepancies with origin office prior to unloading or rejecting the load.
n Confirm all required fields are completed.
n Confirm container counts are performed prior to releasing mail to operations.
n Perform a cursory review of the load to see if the Entry Office, Class of Mail, and Type of Mail Processing Category match the 8125(s).
n Resolve discrepancies with origin office (if discrepancies are not resolved, reject the mail).
n Record all drop shipment irregularities in the Facility Access & System Tracking (FAST) and eMIR systems.
n Retain all essential forms (PS Form 8125/8017).
To see how your unit is doing, check the SOX Compliance Scorecard on the SOX website at http://blue.usps.gov/sox. You can also view links to the latest Key Control Guide Webinar series held this past December. Please send any SOX-related questions to the SOX inbox at SOX@usps.gov.
— SOX Management Controls and Integration,
Controller, 4-18-13
