Common use of Mail Processing Clause in Contracts

Mail Processing. 2.2.1 Prudential mail consists of Remittance envelopes, OCR documents ("TADs"), non-OCR documents, On-Line Payments, Remittances consisting of checks, money orders, and all forms of cash and legal tender, and various forms of correspondence from customers such as notes, letters and payment instructions. Remittances that require Vendor processing may include multiple policy numbers and Remittance amounts that may not equal the billed amount. 2.2.2 Prudential mail will be received in lockbox(es) at the USPS in the city set forth in Attachment C in which Vendor will process Remittances for Prudential. 2.2.3 Vendor will pick up the Prudential mail seven (7) days a week from USPS in accordance with Attachment B-2, Exhibit 1. In the event that Vendor wishes to change the mail pick-up schedule in such a manner that will result in more efficient RP Services hereunder, Vendor shall obtain Prudential's explicit prior written consent. 2.2.4 Vendor must ensure that mail from the Louisville Post Office (or any other post office location identified by Prudential, as set forth in Section 2.2.8) is picked up by Vendor Resources. Vendor is responsible for insurance on the vehicle used for mail pick-up. Vendor will ensure that drivers meet all applicable motor vehicle requirements to operate the mail pick-up vehicle on a defined route. The vehicle must be equipped with a two-way communication device and fire extinguishers. The vehicle must have a separate cab and enclosed cargo area. The driver must not be able to access the cargo area, except through the back door. The driver will not make any stops during the return trip from the USPS to the Vendor processing site. The vehicle's cargo area must be locked at the USPS and the key must be held at the Vendor site. The driver must not have independent access to the mail at any time. The Vendor must provide an inside, covered loading dock to protect mail from weather, damage, and unauthorized access. 2.2.5 With respect to Vendor transportation of Prudential mail, all liabilities associated therewith is Vendor's responsibility, provided, however, that Prudential will pay for costs associated with Vendor's transportation of Prudential mail picked up from any location other than that specified in Attachment C. 2.2.6 The Vendor must log the Actual Receipt Date and Time of each mail run. The "Actual Receipt Date and Time" is the date and time that a Remittance is received at the Vendor's site, or for mail from the USPS, it is when the Vendor's mail pick-up vehicle is at the loading dock, or for overnight mail, it is when the package is delivered by the overnight service. All mail received must retain this Actual receipt Date and Time from arrival at the lockbox through records storage. During processing, the receipt date and time will be recorded for each Remittance included in the transmission file and documented in a report for every transmission. Vendor is responsible for implementing controls and quality reviews throughout the process to ensure proper recording of the receipt date and time. The Vendor will validate that transmitted items that do not meet the service level requirements have received the correct receipt date and time entry. Any incidents resulting in incorrect recording of the receipt date and time must be reported to Prudential immediately. The Vendor must immediately determine the root cause of each incident and provide a written correction plan within 24 hours and implementation of such plan as set forth in Attachment E-2. 2.2.7 Vendor will handle Express Mail as follows: 2.2.7.1 Any customer-initiated Express Mail that is received by Vendor by 12:00 P.M. Eastern Time must be processed according to the performance standards in Attachment E-2. All Remittances delivered via Express Mail must be logged in with receipt date and time and tracking number. If the Express Mail package is returned to Prudential, Vendor will ensure that the Express Mail log is updated to include the return date. Vendor must perform daily quality reviews to ensure that all items have been extracted from the Express Mail package. Reports should be presented to Prudential in a timely manner upon Prudential's request. 2.2.8 Prudential may, over time, change its addresses for Remittances and P.O. Boxes as it deems necessary. All such changes will be handled and communicated via the change request process in accordance with Attachment F.