823 Undetermined Obligation to Share

823.1 Share Estimate

Installation heads may be unable to determine whether the total vending machine commissions will exceed $3,000 in the coming fiscal year and, therefore, create an obligation to share with the SLA.

At the beginning of each fiscal year, the installation head makes an objective estimate of the expected vending machine income. The installation head will follow the procedures in 823.2 unless he or she is certain that total annual income will not exceed $3,000.

823.2 Payments

Field units that regularly receive vending machine commission checks must remit the appropriate payment to the SLA and properly deposit remaining funds through the unit’s daily financial report.

  1. Commission checks for:
    1. Contracted, commercially operated snack vending machines are received by the district HR manager, postmaster, or installation head.
    2. Vending machines in local facilities may also be received directly from the vendor by the installation head.
  2. The postmaster or installation head collects and distributes income from vending machines to the SLA and ensures that activity reports of vending machine revenue are prepared.
  3. The district finance manager reviews vending machine commission records at least once a year.
  4. Upon receiving the operating fee check and the commission check from the snack machine vendor, the postmaster or installation head prepares a breakdown of the amounts to be disbursed and delivers the checks with the breakdown to the postal retail unit.
  5. The district finance manager:
    1. Records the operating fee check amount in AIC 176 and furnishes either PS Form 3544, USPS Receipt for Money or Services, or a system-generated receipt for the checks.
    2. Exchanges commission checks for no-fee postal money orders. This is an authorized exception to the check acceptance policy.
    3. Issues a money order for the amount due to the social and recreational committee.
    4. When appropriate, issues another money order for the amount due to the SLA.
    5. Ensures the fee for the no-fee money orders is reported in AIC 586. POS and eMOVES units use Reason Code 36, Social and Recreation Committee Fund Disbursement.

Note: See Handbook F-101, Field Accounting Procedures, Part 6-7.6, which describes vending machine income.

Exhibit 821

Randolph-Sheppard Income Sharing Process

Exhibit 821 - Randolph-Sheppard Income Sharing Process