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Process and Distribute Incoming Mail

Policy: 

Mail is delivered to F/EA at <<address>> each day that federal mail is delivered. F/EA receptionist sorts mail. <<Staff Title>> is notified when mail has been sorted and is ready for Customer Service to pick up. <<Staff Title>> assigns staff to pick up F/EA mail from receptionist. 

<<Staff Title>> (or assigned staff) opens all mail immediately upon receipt. Mail is immediately date stamped. F/EA mail is sorted into categories and placed in applicable inboxes within 3 hours of delivery. Staff assigned to each inbox review and process mail by the close of each business day.
Procedure: 

 

  1. Each day when mail is delivered to F/EA the F/EA receptionist identifies and sorts F/EA mail
  2. All opened mail is immediately date stamped
  3. After date stamping each piece of mail, documents are sorted by type and placed in applicable inboxes
    • Any time sensitive mail is identified and flagged for immediate follow up, if necessary
  4. Sort mail per the following:
    • Individual Budgets go to:
    • Timesheets go to:
    • Employee Hire Packages go to:
    • Worker Terminations go to:
    • Direct Deposit forms go to:
    • Change of Address forms go to:
    • Employer Start-Up Packages go to:
    • 2678, 8821, EIN Confirmation Notices from IRS go to:
    • State DOL and DOR notices go to:
    • Employment Verification and Social Security Wage Information Requests go to:
  5. Staff assigned to each inbox review and process mail in their inbox by the close of each business day
    • Any time sensitive mail is identified and flagged for immediate follow up, if necessary
Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. All mail is opened immediately upon receipt
    • This ensures that all time sensitive mail is identified as soon as it is delivered to F/EA
  2. Inboxes are pre-determined and staff are assigned to each inbox
  3. Staff process mail in the inbox(es) to which they are assigned by close of business each day
    • All mail is processed the day it is received
    • Any time sensitive mail is identified and flagged for immediate follow up, if necessary