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

98 POSTAL BULLETIN 22144 (12-23-04)
the manufacturer). Be aware of time limits for individual
claim submissions, in addition to the manufacturer’s warranty
coverage period (such as 3 years/36,000 miles).
Ensure timely submission of claims, regardless of their
dollar amount.
Manufacturers typically reimburse VMFs for accepted warranty
claims by making bulk payments. Upon receipt of a
warranty check from the manufacturer, the VMF must process
the check as follows:
a. In all cases, record the check under General Ledger
Account (GLA) 52951.
b. If the VMF sends the check to the Eagan Service
Center, record the check under Account Identifier
Code (AIC) 000.
c. If the VMF deposits the check at a Postal Service retail
window, record the check under AIC 168.
The Postal Service will receive a credit to budget line 3A
Supplies/Services, Expenses/Reductions. Since VMFs are
not established as revenue-generating sites, the credits will
usually be reflected in the district or postmaster’s finance
number. The credit also appears under account code 46 on
AEH600P1, VMAS Mainframe Cost Report in Dollars. District
VMF reports reflect the summed warranty recoveries
from all VMFs within the district. Nondistrict VMF reports reflect
the individual VMF’s recoveries. Each VMF must
maintain a master file of claims and supporting documentation,
including reimbursement deposit receipts and/or
reports.
623 Repair by VMF, With Commercial Recovery
Service
VMFs can also recover repair costs by using a commercial
warranty recovery service, which is a fee-for-service option
(the fee is typically 8 to 10 percent of the claim value).
To facilitate the commercial warranty recovery service option,
the Philadelphia Vehicles Category Management Center
(Vehicles CMC) may establish national ordering
agreements (NOAs). For information on authorized warranty
recovery NOAs and their associated terms and procedures,
access the Vehicles CMC Web site at
http://blue.usps.gov/purchase/material/pmsc/philadelphia/
dlphi.htm; click on National Ordering Agreements &
Contracts.
Typically, a warranty recovery service analyzes copies of
vehicle maintenance work orders submitted by a VMF, logs
claims, and submits the claims to the manufacturer for payment.
The service provider sends the VMF copies of all
claims submitted, accepted, and rejected, and issues bulk
warranty reimbursements to the VMF. The VMF processes
the payments, maintains a master file of claims (as described
in part 622), and makes fee payments to the
recovery service provider using the IMPAC expense card,
unless another method is identified by NOA terms.
Note: VMFs may not use the IMPAC repair parts or Voyager
commercial cards for fee payments to warranty recovery
service providers.
624 Replacement Parts From Stock
When using replacement parts from stock to repair a vehicle
warranty item, issue the part from inventory to the correct
vehicle via PS Form 4543, Vehicle Maintenance Work
Order, under account code 45. Follow the manufacturer’s
current warranty procedures.
625 Warranty Parts for Vehicles Out of Warranty
Parts suppliers typically issue credit invoices for warrantable
parts that fail on vehicles that are out of warranty.
Check with the individual NOA supplier for its policy on
failed parts retention and return.
When it receives parts credit invoices from NOA suppliers,
the VMF must certify the invoices, retain a copy of each invoice,
and forward the original invoices to the San Mateo
Accounting Service Center, Accounts Payable Section.
Each invoice must include the NOA number, supplier’s tax
identification number, and VMF finance number. When the
San Mateo Accounting Service Center processes the credit
invoices, the recorded finance number receives a credit for
line 3H, Vehicle Maintenance, in GLAs 14351.042 and
84351.007. A debit is posted to GLAs 84351.008 and
23439.000.
63 Refusal or Delay of Warranty Service
If a warranty service provider refuses or disputes a claim,
submit a written report to the following address:
DELIVERY VEHICLE OPERATIONS
UNITED STATES POSTAL SERVICE
475 L’ENFANT PLZ SW RM 7142
WASHINGTON DC 20260-2817
Include the following information:
a. Date vehicle was placed in service.
b. Vehicle number.
c. Name of authorized dealer.
d. Name, title, and telephone number of the individual
who refused to provide service.
e. Nature of defects and reason for refusal.
f. Mileage at the time of the failure.
g. Current mileage.
Send a copy of the written report to the area vehicle maintenance
staff.