Postal Bulletin 22144 - December 23, 2004 - USPS.com

POSTAL BULLETIN 22144 (12-23-04)
97
Post Offices
HANDBOOK PO-701 REVISION
Warranty Claims and Defect Reports
Effective December 23, 2004, chapter 6 in Handbook
PO-701, Fleet Management, is revised in its entirety to reflect
current information.
We will incorporate this revision into the next printed version
of Handbook PO-701 and also into the online version
of Handbook PO-701 available on the Postal Service
PolicyNet Web site:
Go to http://blue.usps.gov.
Under “Essential Links” in the left-hand column, click
on References.
Under “References” in the right-hand column, under
“Policies,” click on PolicyNet.
Click on HBKs.
(The direct URL for the Postal Service PolicyNet Web
site is http://blue.usps.gov/cpim.)
Handbook PO-701, Fleet Management
* * * * *
6 Warranty Claims and Defect Reports
[Revise chapter 6 in its entirety to read as follows:]
61 General
611 Warranty Recovery Program
Documentation and recovery of warranted parts, materials,
and labor is essential to minimizing fleet costs and to
promptly identifying potentially adverse maintenance issues
and trends. VMF managers and vehicle post office
(VPO) postmasters and managers are responsible for
maintaining aggressive warranty recovery programs.
612 Warranty Information
Manufacturer-specific warranty information and claim procedures
for new mail-hauling vehicles are published in a
Postal Service Vehicle Maintenance Bulletin (VMB) on or
about the time of vehicle delivery. Vehicle suppliers and repair
parts consignment suppliers may provide warranty procedure
manuals, service bulletins, or Web-based systems
containing detailed instructions on the disposition of warranty
claims and the handling of defective parts. If suppliers
provide files electronically to the Postal Service, the information
must be in “read-only” format and may not be
installed onto Postal Service computer workstations.
613 Warranty Labor Recovery Rate
For repairs performed by the VMF, use the labor rate for
warranty reimbursement most recently published in a VMB.
This rate includes both direct personnel and related overhead
costs.
Note: If a particular vehicle contract establishes manufacturer-specific
labor claim rates, the VMB will publish this
information.
62 Options and Methods for Warranty Repair and
Recovery
621 Repair by a Dealership or Commercial Repair
Facility
A dealership or other commercial repair facility authorized
by the manufacturer may perform repairs with no warranty
recovery action required by the VMF, as long as this method
does not create excessive additional costs or adverse
operational impacts, such as shuttle costs or excessive
downtime. When a manufacturer or dealer makes repairs,
obtain a copy of the repair order, no-charge invoice, or
other form of documentation and place it in the VMF vehicle
jacket for reference.
622 Repair and Recovery by a VMF
When economically feasible and most advantageous to the
Postal Service, the VMF should provide the labor for making
minor repairs and replacing parts. If the VMF has a billback
agreement with the manufacturer, code work orders to
bill the manufacturer to avoid the cost and delay involved in
shuttling the vehicle to and from the authorized dealer.
However, this procedure does not preclude the VMF from
the requirement of preparing and submitting PS Form
4528, Vehicle Defect or Deficiency Report, nor does it preclude
the VMF from fully using the dealer when that use is
economically feasible.
Before repairing major components such as engines and
transmissions, the VMF might have to receive authorization
from the manufacturer. Consult manufacturer warranty
manuals and service bulletins to ensure that VMF personnel
follow proper procedures. Be aware of extended warranty
provisions, such as those covering emissions
systems. After completing an in-house repair, process the
claim utilizing the manufacturer’s claim submission system
(e.g., online, fax, manual, or other method as specified by