The following is a list of requirements and records that you will need to complete the appropriate reports in Step 3.
If your publication is printed by a commercial printer, a copy of the original printing statement showing a net press run and financial records showing payment is required. Further verification is done by a commercial printer sworn statement. If you print from your own presses, the CVC auditor may be required to view press runs, interview personnel and view press logs and paper usage bills.
Residential (Home) Delivery Totals
Summary sheets showing draw totals by carrier or route are required for home delivery distribution claims. During the audit we will request a sample number of carrier names, addresses and compensation information for verification purposes. Publishers must maintain area route lists or maps identifying households that receive the publication on a regular basis. Paid publications must supply a complete subscriber list that includes payment detail and expiration dates.
Mail Delivery Totals
Copies of appropriate original USPS forms and financial records showing payment are required for all mail distribution claims. A current mail list showing name, address, city, state and zip code is also required. If you use an independent postal system, please supply original statements and financial records showing payment. Further verification from the mailing house will be made in the form of a sworn statement. Paid publications must supply a complete subscriber list that includes payment detail and expiration dates.
Racks and Stores (Controlled Bulk) Information
Publications should supply draws and returns (gross distribution is allowed under certain circumstances) by delivery location in a route list format. All route lists should include location name, address, zip code and phone number. Current route lists must be provided for on-site verification of controlled bulk delivery locations during randomly selected times during the audit period.
Other Records and Support Documentation May Include:
• Current advertising rate cards.
• Sample issues for audit period.
• Sponsored copy agreements.