REFUNDS AND EXCHANGES Pacific Area Finance Training February 2008

2 Documentation PS Form 3533  Application for Refund of Fees, Products and Withdrawals of Customer Accounts. Retention Period  Maintain a copy of the PS Form 3533 locally for 4 years.

3 How To Pay Local refunds are limited to $500 To process refunds for $500 or less do the following:  If paid in cash limit to $25, have the payee sign & date PS Form  If greater than $25, enter no-fee money order number & date issued on PS Form 3533, Part 5, Disbursements for Refunds.  The PRU must ensure the amount of the refund is reported into the appropriate refund AIC and the offset AIC in the Unit Form Follow the guidelines on PS Form 3533 and as outlined in Field Accounting Procedures, Section  File original PS Form 3533 locally as supporting documentation for Note: For units on PostalOne! no entries are made to unit 1412 regardless of refund amount.

4 How To Pay (Cont.) To process refunds greater than $500, do the following:  Enter the amount into the corresponding refund AIC and offset the amount to AIC 280, Disbursement Sent to ASC, in the Unit Form  Send the original PS Form 3533 to the Scanning and Imaging Center (SIC) for processing. If a POS/IRT office, attach the system-generated customer receipt (3544) for AIC 280. If an eMOVES office, attach a copy of the Unit Form 1412 confirming the AIC 280 entry.  File a copy of PS Form 3533 locally as supporting documentation for Form  Customer will receive a commercial check in the mail. Note: For units on PostalOne! no entries are made to unit 1412 regardless of refund amount.

5 Supporting Documents To SIC POS ONE or IRT: Refunds $ and Over. System-generated customer receipt (PS Form 3544) for AIC 280 from postal retail unit. BMEU PostalOne!: System-generated PS Form 3533-X. BRM PostalOne!: System-generated PS Form 3533-X. eMOVES: Refunds $ and Over. Copy of the Unit PS Form 1412 showing/confirming AIC 280 entry.

6 Completion of PS Form 3533 Divided in 6 parts PART 1, APPLICATION:  Customer/Company Name  Mailing Address  Telephone Number  Amount of Refund Request  Customer Account Number/Postage Meter Number  Signature of Customer  Date of Request  Reason for Disbursement

7 Completion of PS Form 3533 (Cont.) PART 2, VERIFICATION OF DISBURSEMENT:  Post Office Name  Approved Amount of Disbursement  Post Office Zip+4  Finance Number and Unit ID  Telephone Number (area code included)  Contact Name  Certifying Employee Signature and Date  Witness Signature and Date

8 Completion of PS Form 3533 (Cont.) PART 3 POSTAGE OR METER STAMPS (EXCLUDING PC POSTAGE):  Meter Manufacturer, Serial Number, and License  Group & List by: Postage Unit or Value  Number of Pieces  Amount per Piece  Postage Value  Grand Total to Postage Value  Supervisor/Manager Signature and Date  Witness Signature and Date

9 Completion of PS Form 3533 (Cont.) PART 3 Continued:  Customer’s meter-licensed at the refunding office  Complete, legible, valid unused meter stamps submitted  60 days from the date shown on indicia  Charges assessed at 10% off the face value, if total is $350 or less  If face value is more than $350, a charge of $35 per hour is assessed for actual hours to process refund; minimum charge is $35  Post Office must destroy meter stamps to prevent reuse

10 Completion of PS Form 3533 (Cont.) PART 4 SPECIAL SERVICES AND OTHER REFUNDS:  Reason for requested refund  Amount of Refund PART 5 DISBURSEMENT FOR REFUNDS:  Issued locally  Do not submit form to Scanning and Imaging (SIC)  For cash refund, obtain payee’s signature  Money order serial number  Date

11 Completion of PS Form 3533 (Cont.) PART 6 DISBURSEMENTS PROCESSED BY THE ACCOUNTING SERVICE CENTER (ASC)  Postal Service official & witness verify claim & enter approved amount in “Approved Amount of Disbursement”.  Certifying Postal Service official & witness required to print & sign as authorization for payment or withdrawal of trust account.  Ensure proper accounting entries are performed.  SUBMIT PS Form 3533 with attached AIC 280 supporting documentation to the USPS Scanning & Imaging Center.  Customer will receive the payment from USPS.

12 PS Form 3533

13 PS Form 3533 (Cont.)

14 Exchanges Acceptable Exchanges  Damaged Stamps (full value)  Purchase Errors (full value)  Postal Cards (85% of postage value)  Stamps affixed to envelopes or postcards (90% of postage value)  Stamped Envelopes (stamp value only)

15 Exchanges (Cont.) Unacceptable Exchanges  Stamps cut from postcards, envelopes or aerogrammes  Meter strips of any kind  Postage affixed to BRM envelopes or BRM postcards  PC Postage

16 Related Reference DMM Section Handbook F-1 Section 63 FAP Section 2500 & Appendix V