Postal Bulletin 22144 - December 23, 2004 - USPS.com
Postal Bulletin 22144 - December 23, 2004 - USPS.com
Postal Bulletin 22144 - December 23, 2004 - USPS.com
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98 POSTAL BULLETIN <strong>22144</strong> (12-<strong>23</strong>-04)<br />
the manufacturer). Be aware of time limits for individual<br />
claim submissions, in addition to the manufacturer’s warranty<br />
coverage period (such as 3 years/36,000 miles).<br />
Ensure timely submission of claims, regardless of their<br />
dollar amount.<br />
Manufacturers typically reimburse VMFs for accepted warranty<br />
claims by making bulk payments. Upon receipt of a<br />
warranty check from the manufacturer, the VMF must process<br />
the check as follows:<br />
a. In all cases, record the check under General Ledger<br />
Account (GLA) 52951.<br />
b. If the VMF sends the check to the Eagan Service<br />
Center, record the check under Account Identifier<br />
Code (AIC) 000.<br />
c. If the VMF deposits the check at a <strong>Postal</strong> Service retail<br />
window, record the check under AIC 168.<br />
The <strong>Postal</strong> Service will receive a credit to budget line 3A<br />
Supplies/Services, Expenses/Reductions. Since VMFs are<br />
not established as revenue-generating sites, the credits will<br />
usually be reflected in the district or postmaster’s finance<br />
number. The credit also appears under account code 46 on<br />
AEH600P1, VMAS Mainframe Cost Report in Dollars. District<br />
VMF reports reflect the summed warranty recoveries<br />
from all VMFs within the district. Nondistrict VMF reports reflect<br />
the individual VMF’s recoveries. Each VMF must<br />
maintain a master file of claims and supporting documentation,<br />
including reimbursement deposit receipts and/or<br />
reports.<br />
6<strong>23</strong> Repair by VMF, With Commercial Recovery<br />
Service<br />
VMFs can also recover repair costs by using a <strong>com</strong>mercial<br />
warranty recovery service, which is a fee-for-service option<br />
(the fee is typically 8 to 10 percent of the claim value).<br />
To facilitate the <strong>com</strong>mercial warranty recovery service option,<br />
the Philadelphia Vehicles Category Management Center<br />
(Vehicles CMC) may establish national ordering<br />
agreements (NOAs). For information on authorized warranty<br />
recovery NOAs and their associated terms and procedures,<br />
access the Vehicles CMC Web site at<br />
http://blue.usps.gov/purchase/material/pmsc/philadelphia/<br />
dlphi.htm; click on National Ordering Agreements &<br />
Contracts.<br />
Typically, a warranty recovery service analyzes copies of<br />
vehicle maintenance work orders submitted by a VMF, logs<br />
claims, and submits the claims to the manufacturer for payment.<br />
The service provider sends the VMF copies of all<br />
claims submitted, accepted, and rejected, and issues bulk<br />
warranty reimbursements to the VMF. The VMF processes<br />
the payments, maintains a master file of claims (as described<br />
in part 622), and makes fee payments to the<br />
recovery service provider using the IMPAC expense card,<br />
unless another method is identified by NOA terms.<br />
Note: VMFs may not use the IMPAC repair parts or Voyager<br />
<strong>com</strong>mercial cards for fee payments to warranty recovery<br />
service providers.<br />
624 Replacement Parts From Stock<br />
When using replacement parts from stock to repair a vehicle<br />
warranty item, issue the part from inventory to the correct<br />
vehicle via PS Form 4543, Vehicle Maintenance Work<br />
Order, under account code 45. Follow the manufacturer’s<br />
current warranty procedures.<br />
625 Warranty Parts for Vehicles Out of Warranty<br />
Parts suppliers typically issue credit invoices for warrantable<br />
parts that fail on vehicles that are out of warranty.<br />
Check with the individual NOA supplier for its policy on<br />
failed parts retention and return.<br />
When it receives parts credit invoices from NOA suppliers,<br />
the VMF must certify the invoices, retain a copy of each invoice,<br />
and forward the original invoices to the San Mateo<br />
Accounting Service Center, Accounts Payable Section.<br />
Each invoice must include the NOA number, supplier’s tax<br />
identification number, and VMF finance number. When the<br />
San Mateo Accounting Service Center processes the credit<br />
invoices, the recorded finance number receives a credit for<br />
line 3H, Vehicle Maintenance, in GLAs 14351.042 and<br />
84351.007. A debit is posted to GLAs 84351.008 and<br />
<strong>23</strong>439.000.<br />
63 Refusal or Delay of Warranty Service<br />
If a warranty service provider refuses or disputes a claim,<br />
submit a written report to the following address:<br />
DELIVERY VEHICLE OPERATIONS<br />
UNITED STATES POSTAL SERVICE<br />
475 L’ENFANT PLZ SW RM 7142<br />
WASHINGTON DC 20260-2817<br />
Include the following information:<br />
a. Date vehicle was placed in service.<br />
b. Vehicle number.<br />
c. Name of authorized dealer.<br />
d. Name, title, and telephone number of the individual<br />
who refused to provide service.<br />
e. Nature of defects and reason for refusal.<br />
f. Mileage at the time of the failure.<br />
g. Current mileage.<br />
Send a copy of the written report to the area vehicle maintenance<br />
staff.