The objective of this audit is to determine whether stamps and meter revenue refunds were properly issued, supported, and processed at the Bellmawr, NJ, Main Window.
The OIG’s data analytics identified that Bellmawr Main Window had a 128 percent increase in dollars for stamp and meter revenue refunds from April 1 to September 30, 2017, compared to the same period in fiscal year 2016. Of the $72,593 in stamp and meter revenue refunds during the period, the unit recorded $56,335 in Refund Spoiled/Unused Customer Meter Strips and $8,046 in Refund Stamps and Fees.
We audited 100 percent of the stamps and meter revenue refunds issued from April 1 to September 30, 2017.
What the OIG Found
Stamps and meter revenue refunds at the Bellmawr Main Window were not always properly issued, supported, and processed. Of the 162 refunds reviewed, unit personnel:
- Did not properly process 152 refund request forms totaling $59,029. A witness was not present during the destruction of stamped mail pieces.
- Did not properly maintain and support three refunds totaling $5,908included on the daily financial report.
The postmaster stated she signed the refund forms because she was unaware a witness was required when stamped mail pieces are sent to a third party for destruction. Further she stated she was not aware of the requirements for the unit manager or supervisor to review the daily financial report and the related supporting documentation. According to her training record, she completed training related to the daily financial report in May 2014.
The Bellmawr Main Window is at risk for issuing incorrect or unauthorized refunds without proper oversight of the process. From April 1 through September 30, 2017, the Bellmawr Main Window issued $5,908 in questionable refunds because Postal Service policy was not followed.
Because of this audit, management informed us effective March 6, 2018, they implemented procedures to ensure unit management personnel provide oversight and certify the stamped mail piece destruction process. In addition, effective March 1, 2018, unit management reviews the daily financial report and supporting documentation for stamps and meter revenue refunds.
What the OIG Recommended
We recommended management provide refresher training for the Daily Financial Reporting process to the Postmaster, Bellmawr, NJ, Main Window to re-enforce proper procedures relating to reviewing and managing the daily 1412 activities.