mtac workgroup 141 spoilage and shortage reporting and postage reconciliation february 2011
DESCRIPTION
Desired Results Develop standard operating procedures for handling spoilage and shortages Recommend verification and acceptance procedures and policies including hard-copy and electronic documentation required Recommend postage payment and postage adjustment policies and procedures including proper postage statement reporting in both hard-copy and electronic form Recommend postal induction policies and procedures including proper 8125 completion and reviewTRANSCRIPT
MTAC Workgroup 141
Spoilage and Shortage Reporting and Postage Reconciliation
February 2011
Issue Statement Identify the business needs for reporting piece
spoilages or shortages occurring within business mailings using either hard copy or electronic postage payment processes.
Develop consistent standard operating procedures for the handling of spoilage and shortages during the verification and acceptance, postage payment and mail induction processes. Identify the business processes for reporting and reconciling
spoilage/shortages using hard copy procedures. Identify the business processes, at a level sufficient to
develop information system requirements, for reporting and reconciling spoilage/shortages using electronic mailing information supported by the USPS.
Desired Results Develop standard operating procedures for handling
spoilage and shortages Recommend verification and acceptance procedures
and policies including hard-copy and electronic documentation required
Recommend postage payment and postage adjustment policies and procedures including proper postage statement reporting in both hard-copy and electronic form
Recommend postal induction policies and procedures including proper 8125 completion and review
Progress Workgroup formed October 8, 2010 Approximately 60 workgroup members Bi-weekly conference calls 2 Face-to-face meetings Target completion May 31, 2011 17 initial ideas/issues generated
4 initial recommendations
Level Set Exercises Mailing Agreements
Different approaches Different segments working on different %
Guide to Intelligent Mail – 3.7 Spoilage and Shortage1. The postage for wasted and shorted pieces is paid on the
postage statement (refund process involved)2. The postage is adjusted on the postage statement so
postage is paid for only the mailed pieces3. The postage adjustment is reported as a dollar amount and
piece count for the entire mailing4. The electronic documentation in either Mail.dat or Mail.XML
states only the pieces mailed Four member workflow team formed
Next Steps
Review of feasibility of ideas/issues Incorporate task group finding Finalize list of recommendations Submit to MTAC Leadership Team
Workgroup Leaders
Paula StoskopfDirector of Product ManagementBCC Software75 Josons DriveRochester, NY 14623-3494585/[email protected]
Wanda SenneNational Director Postal DevelopmentWorld Marketing, Inc.1961 S Cobb Ind. Blvd., Smyrna, Georgia 30082-4915 [email protected]
Bill ChatfieldClassification Specialist Mailing Standards 475 L'Enfant Plaza SW RM 4446 Washington DC 20260-5015 202-268-7278 [email protected]
Audrey Meloni Business Systems Analyst PostalOne! ® USPS Headquarters Mailer Enterprise Integration Business Mail Entry and Payment Technologies 202-268-7298 [email protected]
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