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

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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.
POSTAL BULLETIN 22144 (12-23-04) 64 Reporting Vehicle Defects or Deficiencies 641 Routine Defects For vehicles under warranty, immediately report structural or mechanical defects that are not caused by normal wear and tear and that require repair and replacement parts. Use PS Form 4528, Vehicle Defect or Deficiency Report. List each failure in detail. Provide the manufacturer’s name or the trademark of the parts involved for reference to the manufacturer. 642 Urgent Defects For a defect constituting a serious safety issue (e.g., wheel spindle crack, rubbing brake hose, ruptured vehicle tires, etc.), immediately report the defect to Headquarters Delivery Vehicle Operations at 202-268-3836 and also notify the area vehicle maintenance staff by telephone or e-mail. Include the following information: a. Vehicle number. b. Date of failure. c. Type of failure, including a concise statement describing the failure. d. Any accident or injury that occurred due to the failure. e. Mileage at the time of the failure. 99 f. Current mileage. g. Present location of the vehicle. Confirm reported information by submitting PS Form 4528. 65 Adjustments, Repairs, and Defects Not Covered by Warranty 651 Adjustments and Repairs Normal adjustments or repairs — such as brake lining wear, toe-in, oil, oil filters, antifreeze, and spark plugs — are not usually within the scope of warranty terms. Therefore, for these types of repair actions, do not submit a warranty claim unless there are some very unusual circumstances and the contractor has provided a prior authorization number. 652 Defects PS Form 4528, Vehicle Defect or Deficiency Report, is not limited to new vehicles. Use this form whenever premature failure of a part, component, or assembly requires replacement prior to normal life expectancy. * * * * * — Delivery Vehicle Operations, Delivery and Retail, 12-23-04 MOVER’S GUIDE NEWS January 2005 Mover’s Guide Now Available The January 2005 issue of Publication 75, Mover’s Guide, will be arriving at your facility, packed in boxes of 300, 200, and 100. We print and distribute Mover’s Guide three times per year — in April, August, and December. To order up to 100 additional copies, please call the Material Distribution Center (MDC) by using touch tone order entry (TTOE): Call 800-332-0317, option 2. Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order.) Use the following information to order the January 2005 issue of Mover’s Guide: PSIN: PUB 75 PSN: 7610-03-000-4795 Unit of Measure: EA Minimum Order Quantity: N/A Bulk Pack Quantity: 100 Quick Pick Number: 441 Price: N/A Edition Date: 01/05 If you need more than 100 copies, or if you have other questions regarding Mover’s Guide, please call Imagitas directly at 800-816-6837. Do not start using this edition until January 1, 2005, unless your current stock of this item has been depleted. After January 1, 2005, you must recycle all copies of any older versions of Mover’s Guide remaining at your facility. Please keep track of your inventory. Businesses and other organizations must purchase Mover’s Guide and can obtain order forms by calling Imagitas at 800-816-6837. Remember, consumers can visit www.usps.com and select Change Address to change their address online. — Address Management, Intelligent Mail and Address Quality, 12-23-04
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Postal Bulletin 22144 - December 23, 2004 - USPS.com

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