Mail from Sharepoint

The purpose of this SOP is to outline the standard process for handling incoming mail at Payroll Vault, including scanning, digital filing, and franchisee notification. This ensures timely access to notices and organized documentation by service group. 

• Physical mail from agencies, or vendors is directed to the Littleton office. 

• Upon receipt, mail is: 

• • Opened and reviewed 

• • Scanned and digitized  

• • Uploaded to SharePoint for digital access  

Uploaded mail is stored in the following path structure: 

Payroll Service Group > PV Tax > Mail > Year > Month > Day >  

Example: 
Payroll Service Group > PV Tax > Mail > 2025 > 11 - November> 11.10.25 

• Martha will scan in mail and forward any tax notices directly to the franchise handling that client

• The franchise will be responsible for submitting a tax ticket if needed and communicating the information to their client

• Check the Mail folder daily in SharePoint 

• Review items they are assigned to

• Take action on relevant documents or escalate as needed