Process

Resolution of PS Forms 8125/8125C

Without a Legend

Resolution of PS Form 8125CD/CP or PS Forms 8125/8125C With a Legend

Recording

1. Ensure the driver has an original PS Form 8125 for the drop shipment.

All drop shipments, with the exception of Electronic Verification System (eVS) and eInduction shipments, require a PS Form 8125.

If a shipment requiring a PS Form 8125 arrives without the form, then:

1. The driver must contact his/her dispatch office to fax a copy of PS Form 8125 to the destination facility.
2. Once the form is received from the dispatch office, the destination supervisor must contact the origin office for verbal validation that the faxed PS Form 8125 is legitimate and was verified at origin.
3. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.
4. If a PS Form 8125 cannot be provided or validated by the origin office, the destination supervisor must refuse the load.

If a shipment arrives with a copy of PS Form 8125 instead of the original, then:

1. The destination supervisor must contact the origin office for verbal validation that the copy is legitimate and was verified at origin.
2. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.
3. If the PS Form 8125 cannot be validated by the origin office, the destination supervisor must refuse the load.

If a shipment requiring a PS Form 8125 arrives without the form:

1. The driver must contact his/her dispatch office to fax a copy of the PS Form 8125 to the destination facility.
2. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.
3. If a PS Form 8125 cannot be provided, the destination supervisor must refuse the load.

Note: PS Forms 8125CD/CP and other versions with approved legends are generally computer generated. These computer-generated forms should not be assumed to be copies and should not be treated as irregularities.

Document the drop shipment that arrives without the original (copy) PS Form 8125 or with no PS Form 8125 regardless of whether or not the origin/driver is able to provide the PS Form 8125 at a later time by performing the following steps:

1. Check ‘Other’ on the PS Form 8125 in the Load Condition Irregularities field and provide a description in the comments section.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form.

In these cases, the following information should be recorded in the Comments field of the PS Form 8125:

What: Brief description of the irregularity.

Who: Name/phone number of the origin employee who validated the irregularity.

When: Date/time that the irregularity was validated.

How: Means by which the irregularity was validated (i.e., origin’s copy of PS Form 8125).

Note: If the documentation outlined above does not fit in the Comments field of the clearance document, it can be written on the back of the form or on a separate piece of paper, as long as the information is retained with the clearance document for filing. In these cases, write in the Comments field where the documentation information can be found.

2. Verify the drop shipment is at the correct destination.

The Entry Office field, located in the destination entry Post Office section of PS Form 8125, is a critical field. This field must identify the correct destination.

Note: The physical address (street, city, etc.) is not required in the field as long as the entry office can be identified as the correct location.

If a drop shipment arrives that is destined for a different facility, then:

1. The driver must contact his/her dispatch office to choose from the following:
2. Take the load to the correct facility.
3. The mailer/consolidator has the option to contact the origin office to resolve and adjust postage as necessary. Then the origin office must advise the destination office to receive the mailing. If the mailer/ consolidator and/or origin office is closed, the driver can return to the destination facility when offices are open.
4. If the above options are not chosen, the destination supervisor must refuse the load.
5. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.

(continued on next page)

If a drop shipment arrives that is destined for a different facility:

1. The driver must contact his/her dispatch office to choose from the following:
2. Take the load to the correct facility.
3. The mailer/consolidator has the option to contact the origin office to resolve and adjust postage as necessary. Then the origin office must advise the destination office to receive the mailing. If the mailer/ consolidator and/or origin office is closed, the driver can return to the destination facility when offices are open.
4. If the above options are not chosen, the destination supervisor must refuse the load.
5. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.

(continued on next page)

Document the arrival regardless of whether or not the driver takes the mailing to the correct destination facility by performing the following steps:

1. Check ‘Other’ on the PS Form 8125 in the Load Condition Irregularities field and provide a description in the comments section.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form.

If the mail is at the correct facility, but the address on the PS Form 8125 is incorrect, then:

Check to verify there is a current redirection in FAST. If so, then:

• Receive the load.
• Record the irregularity on PS Form 8125, in FAST, and in eMIR.

If there is no redirection in FAST, then:

• The destination supervisor must contact the origin office to verify that the load is at the correct facility and to obtain a copy of PS Form 8125 with the correct information. If the origin office is closed, the driver can return to the destination facility when offices are open.
• Receive the load.
• Record the irregularity on PS Form 8125, in FAST, and in eMIR.

Note: If an unofficial redirection is in place due to operational diversions or emergency conditions and is NOT listed in FAST (e.g., the facility was closed due to a fire), then receive the load and record the situation ONLY on PS Form 8125 and not in FAST or eMIR.

Check to verify there is a current redirection in FAST. If so:

• Receive the load.
• Record the irregularity on PS Form 8125, in FAST, and in eMIR.

If there is no redirection in FAST:

• The mailer/consolidator must contact the origin office to verify that the load is at the correct facility. Then the origin office must advise the destination office to receive the mailing. If the mailer/consolidator and/or origin office is closed, the driver can return to the destination facility when offices are open.
• Receive the load.
• Record the irregularity on PS Form 8125, in FAST, and in eMIR.

Note: If an unofficial redirection is in place due to operational diversions or emergency conditions and is NOT listed in FAST (e.g., the facility was closed due to a fire), then receive the load and record the situation ONLY on PS Form 8125 and not in FAST or eMIR.

3. Verify the correct appointment number.

The Drop Ship Appointment Number must be on the PS Form 8125. Verify the appointment number on the PS Form 8125 with the appointment number listed on the FAST Facility Schedule Report, or for SV sites, enter the appointment number into the SV IMD.

When a vehicle has multiple mailings for the same destination with multiple PS Form 8125s, only one drop ship appointment number is permitted. The appointment number is obtained from the first PS Form 8125 of the stack of multiple PS Form 8125s presented for each mailing on the truck. Therefore, the appointment number is not needed on the remaining PS Form 8125s.

The receiving employee must circle the appointment number on the top PS Form 8125 to show which appointment number was used to receive the entire load.

If the Drop Ship Appointment Number is not on PS Form 8125, then:

1. The driver must contact the dispatch office to obtain the appointment number or the scheduler ID number. When the appointment number is obtained, write the number on the PS Form 8125 and continue with the process.
2. If no appointment was made, the destination office will receive the shipment as an unscheduled arrival, when operationally feasible, using the scheduler ID number and continue with the drop shipment process.

If the Drop Ship Appointment Number is not on the PS Form 8125:

1. The driver must contact the dispatch office to obtain the appointment number or the scheduler ID number. When the appointment number is obtained, write the number on the PS Form 8125 and continue with the process.
2. If no appointment was made, the destination office will receive the shipment as an unscheduled arrival, when operationally feasible, using the scheduler ID number and continue with the drop shipment process.

Document the missing Drop Ship Appointment Number on the PS form 8125 regardless of whether or not the driver obtains the appointment number by performing the following steps:

1. Check ‘Other’ on the PS Form 8125 in the Load Condition Irregularities field and provide a description in the comments section.
2. Input into SV and/or FAST.

Note: Do NOT enter this irregularity into eMIR.

4. Check the Mailer Information section for completion.

The following are the critical fields in the Mailer Information section that must be completed:

• Class of mail.
• Type of mail processing category.
• Number of pallets.
• Entry discounts claimed.

If any of the critical fields in the Mailer Information section are not complete, then:

1. The destination supervisor must contact the origin office to obtain a faxed copy of PS Form 8125 with the completed information. If the origin office is closed, the driver can return to the destination facility when offices are open.
2. The destination supervisor must refuse the load if any of the following critical fields cannot be obtained from the Mailer Information section of the faxed copy:
3. Class of mail.
4. Processing category.
5. Number of pallets.
6. Entry discounts claimed.
7. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.

If any of the critical fields in the Mailer Information section are not complete, then:

1. The driver should contact his/her dispatch office to fax a legible copy of the PS Form 8125 containing the missing information to the destination facility.
2. The destination supervisor must refuse the load if any of the following critical fields cannot be obtained from the Mailer Information section of the faxed copy:
3. Class of mail.
4. Processing category.
5. Number of pallets.
6. Entry discounts claimed.
7. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.

Document the incomplete critical fields regardless of whether or not a completed form is provided later by performing the following steps:

1. Check ‘Other’ on the 8125 in the Load Condition Irregularities field and provide a description in the comments section.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form.

5. Check the Origin Post Office section for completion.

The following are the critical fields in the Origin Post Office section that must be completed:

• Origin Post Office.
• Signature of verifying employee.
• Round stamp.

If any of the critical fields in the Origin Post Office section are not complete, then:

1. The destination supervisor must contact the origin office to obtain a faxed copy of PS Form 8125 with the completed information. If the origin office is closed, the driver can return to the destination facility when offices are open.
2. The destination supervisor must refuse the load if any of the following critical fields cannot be obtained from the Origin Post Office section of the faxed copy:
3. Origin Post Office.
4. Signature of verifying employee.
5. Round stamp.
6. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.

* Signature of verifying employee is not required on faxed copy of 8125.

Note: PS Forms 8125-CD and 8125-CP do not require the signature or round stamp from the origin office. They will have an approved printed legend used in the place of the signature and round stamp. There is no origin section on these forms.

There are a few mailers who have been approved to waive postal signatures on PS Forms 8125 and 8125-C; these will have an approved legend.

Document the incomplete critical fields of the origin section regardless of whether or not the origin office provides a completed form later by performing the following steps:

1. Check ‘Other’ on the PS Form 8125 in the Load Condition Irregularities field and provide a description in the comments section.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form.

6. Ensure the PS Form 8125 has not been altered.

“Altered” is defined as a change or modification in a critical financial field. Critical financial fields are the following:

• Class of mail.
• Type of mail processing category.
• Number of pallets.
• Entry discounts claimed.
• Entry office in the destination entry Post Office section.

If a critical field on the PS Form 8125 has been altered, then:

1. The destination supervisor must contact the origin office for verbal validation that the alteration is legitimate and was verified at origin.
2. If the alteration cannot be resolved, the destination supervisor must refuse the load.
3. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.

If the Number of Pallets field on PS Form 8125 has been altered, then:

1. The mailer/consolidator has the option to contact the origin office to resolve the issue and adjust postage as necessary. Then the origin office must advise the destination office to receive the mailing. If the mailer/consolidator and/or origin office is closed, the driver can return to the destination facility when offices are open.
2. If an alteration in the container field cannot be resolved, the destination supervisor must refuse the load.

If any other critical field on the PS Form 8125 has been altered, then:

1. Receive the load.
2. Follow the steps to record an irregularity for the altered critical field.

Document that a critical field on PS Form 8125 has been altered by performing the following steps:

1. Check ‘Other’ on the PS Form 8125 in the Load Condition Irregularities field and provide a description in the comments section.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form.

In these cases, the following information should be recorded in the Comments field of the PS Form 8125:

What: Brief description of the irregularity.

Who: Name/phone number of the origin employee who validated the irregularity.

When: Date/time that the irregularity was validated.

How: Means by which the irregularity was validated (i.e., origin’s copy of PS Form 8125).

Note: If the documentation outlined above does not fit in the Comments field of the clearance document, it can be written on the back of the form or on a separate piece of paper, as long as the information is retained with the clearance document for filing. In these cases, write in the Comments field where the documentation information can be found.

Process

Resolution of PS Forms 8125/8125C

Without a Legend

Resolution of PS Forms 8125CD/CP or

8125/8125C With A Legend

Recording

1. Check for unstable or unsafe load.

Palletized shipments that have not maintained integrity during transit result in unstable, leaning, or broken pallets.

If a load appears to be unstable or unsafe, then:

1. As long as the safety of Postal Service personnel and the driver is not compromised, this shipment may be received with the driver required to perform the unload process (with Postal Service assistance).
2. If the load is deemed unsafe, the destination supervisor must refuse the load and the mailer given the option to rebuild the shipment (off site) to match original preparation.

If a load appears to be unstable or unsafe:

1. As long as the safety of Postal Service personnel and the driver is not compromised, this shipment may be received with the driver required to perform the unload process (with Postal Service assistance).
2. If the load is deemed unsafe, the destination supervisor must refuse the load and the mailer given the option to rebuild the shipment (off site) to match original preparation.

Document the unstable or unsafe load by performing the following steps:

1. Check ‘Load Unsafe’ on the PS Form 8125 in the Load Condition Irregularities field.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form.

2. Check for damaged mail.

‘Damaged’ mail is defined as mail that is unable to be processed due to its condition upon arrival at a facility.

If there is damaged mail on the load, return the damaged mail to the driver and unload the remaining load.

If there is damaged mail on the load, return the damaged mail to the driver and unload the remaining load.

Document the damaged mail by doing the following:

1. Check ‘Damaged Mail’ on the PS Form 8125 in the Load Condition Irregularities field.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form. If possible, take a photo of the damaged mail so it can be uploaded to eMIR.

3. The load must be separated by destination, and the mail on the tail of the trailer should be for your destination.

If the load is not physically separated by destination:

1. The driver must reconcile the load.
2. The mailer is given the option to rebuild the shipment (off site) to match original preparation.
3. If the load is unable to be reconciled, the destination supervisor must refuse the load.

If the load is not physically separated by destination:

1. The driver must reconcile the load.
2. The mailer is given the option to rebuild the shipment (off site) to match original preparation.
3. If the load is unable to be reconciled, the destination supervisor must refuse the load.

Document the irregularity by doing the following:

1. Check ‘Mailings are not Separated by PS Form 8125’ on the PS Form 8125 in the Load Condition Irregularities field.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form.

4. Verify that the number of containers on the truck for your destination equals those containers claimed on the PS Form 8125(s). Perform a cursory review of the load to see if the Entry Office, Class of Mail, and Type of Mail Processing Category match the PS Form 8125(s) using one of the following options:
5. If your facility accommodates full staging of the entire load, stage and count all containers from the load.
6. If your facility does not accommodate full staging of the entire load, count and verify each container by individual PS Form 8125 during the unload process.
7. In either staging scenario, if the sum of the containers unloaded equals the sum claimed on the PS Form 8125(s), the containers can be moved for processing.

If the number counted does not match the PS Form 8125, the driver must reconcile the load to identify the discrepancy.

If the container count is greater than what is claimed on the PS Form 8125, then:

1. The mailer/consolidator has the option to contact the origin office to resolve the issue and adjust postage as necessary. Then the origin office must advise the destination office to receive the mailing. If the mailer/consolidator and/or origin office is closed, the driver can return to the destination facility when offices are open.
2. Any portion of the load that cannot be reconciled must be returned to the driver.
3. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.

(continued on next page)

If the number counted does not match the PS Form 8125, the driver must reconcile the load to identify the discrepancy.

If the container count is greater than what is claimed on the PS Form 8125, then:

1. The mailer/consolidator has the option to contact the origin office to resolve the issue and adjust postage as necessary. Then the origin office must advise the destination office to receive the mailing. If the mailer/consolidator and/or origin office is closed, the driver can return to the destination facility when offices are open.
2. Any portion of the load that cannot be reconciled must be returned to the driver.
3. During the resolution process, it may be necessary to move the vehicle away from the dock to make space for other shipments.

(continued on next page)

Document the irregularity by doing the following:

1. Check ‘Container Counts do not Match’ on the PS Form 8125 in the Load Condition Irregularities and provide a description in the comments section. In the comments section, specify the number of containers and if the count was less than or greater than what was claimed on the PS Form 8125.
2. Input into SV and/or FAST.
3. Complete the eMIR Data Collection Form.

If the container count is less than what is claimed on the PS Form 8125, then:

1. Receive the load.
2. The mailer/consolidator should contact the origin office to resolve the issue, and the origin office will adjust postage as necessary.

Note: Any residual containers that are brought to a facility after the original load has been received should have their own PS Form 8125. They cannot be claimed as a portion of a load for a PS Form 8125 that has already been accepted and filed.

If the container count is less than what is claimed on the PS Form 8125, then:

1. Receive the load.
2. The mailer/consolidator should contact the origin office to resolve the issue, and the origin office will adjust postage as necessary.

Note: Any residual containers that are brought to a facility after the original load has been received should have their own PS Form 8125. They cannot be claimed as a portion of a load for a PS Form 8125 that has already been accepted and filed.

If a Periodical mailing with PS Form 8125-CP has a container count discrepancy, the load must be received and the irregularity recorded in eMIR. Periodical mailings cannot be refused due to a container count irregularity.