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® 1 Sarbanes-Oxley (SOX) and Business Mail Acceptance Long Island PCC Monthly Meeting September 22, 2010 Cher Rupp-Ruggeri Marketing Specialist Business.

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Presentation on theme: "® 1 Sarbanes-Oxley (SOX) and Business Mail Acceptance Long Island PCC Monthly Meeting September 22, 2010 Cher Rupp-Ruggeri Marketing Specialist Business."— Presentation transcript:

1 ® 1 Sarbanes-Oxley (SOX) and Business Mail Acceptance Long Island PCC Monthly Meeting September 22, 2010 Cher Rupp-Ruggeri Marketing Specialist Business Mail Acceptance

2 ® 2 Agenda  Sarbanes Oxley (SOX)  Next Scheduled Full Service Software Release  Advisories  Business Mail Acceptance Direction

3 ® SOX  Sarbanes-Oxley (SOX) Overview  What SOX Means for the Postal Service  What SOX Means for Our Customers  SOX Testing Results 3

4 ® SOX Overview What is SOX?  The Sarbanes-Oxley Act of 2002 (SOX) is administered to: ●Improve confidence in financial reporting through increased corporate governance ●Reduce fraudulent practices and accounting inconsistencies  We must comply with the Sarbanes-Oxley Act by September 30, 2010 as a result of the Postal Accountability and Enhancement Act of

5 ® What SOX Means for the Postal Service Certification Requirements  The Postal Service must certify the strength of its internal controls over financial reporting  Certification requires: ●A quarterly certification (Section 302), started December 31, 2007 ●An annual certification (Section 404), as of September 30, 2010 ●Senior management must:  State its responsibility for establishing and maintaining adequate internal controls for financial reporting  Make an assertion on the effectiveness of the internal controls for financial reporting  Provide annual certifications for FY 2010 and beyond ●Our external auditor annually certifies all internal controls 5

6 ® What SOX Means for the Postal Service SOX Accomplishments 6 Determine Materiality and Scope Establish Steering Committee Develop Communications and Training plan FY 2007 Prepare FY 2008 Document Prepare Documentation Identify Controls and Gaps Initiate Gap Remediation Continue Gap Remediation Update Documentation as Needed Perform Readiness Testing FY 2009 Test Update Documentation Test Controls CEO and CFO Certification FY 2010 Full Assessment

7 ® Update Documentation Test Controls CEO and CFO Certification FY 2010 Full Assessment What SOX Means for the Postal Service FY 2010 SOX Milestones 7  Complete first round of FY 2010 testing  Remediation of gaps from first round testing  Complete second round of FY 2010 testing  Remediation of gaps from second round testing  Finalize testing of Q4 quarterly and annual key controls  PMG and CFO conclude on effectiveness of internal controls over financial reporting as of September 30, 2010

8 ® What SOX Means for the Postal Service Our Vision  The SOX vision is a strategic transformation beyond compliance to improve business performance  Our goal is to continuously improve our processes and financial performance 8

9 ® What Does SOX Mean for Customers?  The majority of SOX efforts will take place away from customer-facing roles  The standard of service will not change – SOX will make the Postal Service a better run business  Customers can support SOX efforts in several ways, including: ●Accurately preparing mailings ●Completing postage statements ●Submitting documentation electronically 9 The focus remains on moving the mail

10 ® 10 SOX Internal Testing  SOX Testing ●Who, When ●Results of Reviews, Issues ●Impact on Mailers ●Visibility into DM-109 and Revenue Deficiencies ●Staffing at DMUs

11 ® 11 SOX Testing- Who and When  Financial Control Group  Testing began June 1, completed by August 31 ●BMEUs, Associate Offices/Post Offices, Detached Mail Units ●Induction Sites

12 ® 12 National Implementation Results of Reviews, Issues

13 ® 13 Results of Reviews, Issues  386 NDC and P&DC sites have been reviewed to date National Implementation

14 ® 14 Impact on Mailers  Focus Areas ●BMEUs, Associate Offices ●DMUs ●Induction Sites, NDCs, SCFs, etc

15 ® 15 Verification Perform initial verification Perform in-depth verification if necessary Record results, contact mailer if necessary Finalize/Clear Finalize postage statements Affix 3607P/ Complete 8017/8125 Move to cleared staging area Reconciliation Perform management concurrence Ensure all mailings are accounted for Generate and electronically perform End-of-Day Reconciliation Check-in Ensure funds on hand and fees paid Ensure completed postage statements Check mailing into PostalOne! Standardized Process for BMEU / AO

16 ® 16 Profile of DMUs  All DMUs must follow the DM-109  DMUs with SPPS must have ●An agreement on file ●A verification SOP on file  Standardized SOPs  Customized SOPs ●SOP Supersedes DM-109 Acceptance and Verification at DMUs

17 ® 17 Verification Perform initial verification Perform in-depth verification if necessary Record results, contact mailer if necessary Finalize/Clear Finalize postage statements Affix 3607P/ Complete 8017/8125 Move to cleared staging area Reconciliation Perform management concurrence Ensure all mailings are accounted for Generate and electronically perform End-of-Day Reconciliation Check-in Ensure funds on hand and fees paid Ensure completed postage statements Check mailing into PostalOne! Standardized Process for BMEU / AO

18 ® 18 Special Postage Payment System (SPPS) Type Combined Mailings (Value Added Refunds) (COM, CVAR) Optional Procedures (OP) Drop-Ship Management System (DSMS) Manifest Mailing Systems (MMS) Copal/Co-tray (Copal) Postage Due Weight Averaging (PDWA) One-Pass Finalization (One-Pass) Alternate Mailing System eVS Profile of DMUs

19 ® 19 Review Ensure 8125 is complete and accurate Ensure 8125 is not altered Contact origin to resolve issues Receive Match 8125 against mail Contact origin to resolve issues Record Record issues on 8125, eMIR Close out appointment in FAST Retain 8125s for 1 year ® ® ® Standardized Process for Drop-Ship

20 ® 20 Your Role  Look for your support in: ●Complete Postage Statements and Documentation ●Complete Clearance Documents  8125  8017 ●Work with Postal acceptance in support of SOPs ●Access to Mail for Verification ●Current Agreements

21 ® 21 Escalation  Support for Mailers ●Manager, Business Mail Entry ●District Marketing Manager ●Business Mailer Support ●PostalOne! Help Desk/  Updating RIBBS to include Access  USPS verification processes will be posted on RIBBS

22 ® Any Questions? 22

23 ® 23 Recent Advisories

24 ® 24 Plant-Verified Drop Shipment (PVDS) – Nonpostal Documentation  We posted on Postal Explorer® the “Plant-Verified Drop Shipment (PVDS) – Nonpostal Documentation,” Federal Register final rule regarding bills of lading presented by mailers’ transportation providers.  Postal personnel may sign a bill of lading, upon request, as long as it is presented separately from required documentation. A bill of lading is not a substitute for PS Form 8125, Plant-Verified Drop Shipment (PVDS) Verification and Clearance, or for any form of official documentation for USPS® acceptance purposes.  This final rule will be incorporated into the July 6 DMM® update. May 26, 2010

25 ® 25 DMM Advisory on Courtesy Reply Mail  We recently revised the Domestic Mail Manual (DMM®) to postpone the Intelligent Mail® barcode (IMb) requirement for Qualified Business Reply Mail® (QBRM) and permit reply mail (PRM) pieces until May Current DMM standards, which we are not proposing to change, require an IMb on all BRM letters and on all PRM pieces as of May  This advance announcement is intended to provide customers with reasonable time to use up existing stock. We will be publishing a Federal Register proposed rule to require BRM flats (in addition to letters as stated above) to use an Intelligent Mail Barcode as of May In addition, in the Federal Register proposed rule, Courtesy Reply Mail™ that does include a barcode must bear an Intelligent Mail barcode effective May 2011.

26 ® Any Questions? 26


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