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Morticia

Morticia

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We have a payroll processing company that handles payroll. The employee gets direct deposit so no problem there. However, tax forms and payroll info come via post. The tax forms are then mailed by us to the employee and we get the forms we need for filling our taxes.
The payroll company also processes our quarterly payroll taxes and sends us the forms to file.
Here's the problem - for at least the second or third time in a year the envelope has been opened by someone else and then stuffed back into our mailbox. The forms contain personal info including tax IDs.
Any ideas? I'm thinking that we ask the company to require a signature on receipt so the mailman has to ring the bell and hand the envelope to us and get our signature.
 
If they won't do that (certified mail), maybe they can mail the forms in a non-descript envelope with a dull-sounding return address so that it is not obvious what kind of documents are within (so less tempting for someone to open)? Or can they send the forms as PDFs by e-mail (still not really secure), or perhaps they have an online account access website from which you could securely download the forms (that is probably the way to go, and if they don't offer that yet, you might consider looking for another payroll processor that does)? Failing that, maybe rent a PO Box -- or a private mailbox at a place like the UPS Store?
 
Something illegal is going on. Report it to the post office for sure and throw the ball into the payroll processor's court for a solution. If they can not send your personal documents safely by USPS perhaps they can use UPS or FedEx?
 
I guess my earlier attempt to post never took.
Options I had thought of:
(1) certified mail as you already suggested
(2) get the sender to use a non-descript envelope with a boring return address that would be less tempting to the interlopers.
(3) have the payroll service e-mail the documents as PDFs (although that isn't really very secure either)
(4) ask the payroll service if they have an online system so that you could download the documents securely from their website (this is the way everything is going, so if they can't do this, you might consider looking for another payroll provider...)
(5) if all else fails, get a PO Box (or possibly a private mailbox at the UPS Store or similar).
Just to be clear, you think this is happening after your route carrier has put the mail in your mailbox but before you have had a chance to go out to retrieve it? Or do think this is happening somewhere within the US Postal Service?
 
That is very strange! Report to the post office.
Also, have you told your payroll processor? Does it come in a big white 8 1/2 by 11 envelope? If so, I'd request they use one of those priority mailers that are cardboard. Those don't 'accidentally' get opened.
 
OnTheShore said:
I guess my earlier attempt to post never took.
Options I had thought of:
(1) certified mail as you already suggested
(2) get the sender to use a non-descript envelope with a boring return address that would be less tempting to the interlopers.
(3) have the payroll service e-mail the documents as PDFs (although that isn't really very secure either)
(4) ask the payroll service if they have an online system so that you could download the documents securely from their website (this is the way everything is going, so if they can't do this, you might consider looking for another payroll provider...)
(5) if all else fails, get a PO Box (or possibly a private mailbox at the UPS Store or similar).
Just to be clear, you think this is happening after your route carrier has put the mail in your mailbox but before you have had a chance to go out to retrieve it? Or do think this is happening somewhere within the US Postal Service?.
Click to expand...
Very odd. Your original post DID take because I read it!
We think it's being misdelivered to start with and whoever is getting it is opening it, reading thru it and then sealing it back up, with tape, and either walking it over here or giving it back to the post office.
Will pop over to the PO tomorrow and explain to them. Will also ask payroll folks to change the Personal and Confidential envelope to something less intriguing.
 
definately a signature and plane envelope - I am lucky as accountant (who also does payroll) lives locally and usually just drops stuff like that round.
 
Jcam said:
definately a signature and plane envelope - I am lucky as accountant (who also does payroll) lives locally and usually just drops stuff like that round..
Click to expand...
Same here. We drop off, he drops off...
 

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