Effective immediately, Handbook F-101, Field Accounting Procedures, is revised to clarify the procedures for contract postal units (CPUs) to return accountable paper. These procedures are not intended for CPUs that are on the Contract Retail Access System (CARS).
The host Post Office™ or contracting officer’s representative (COR) must perform a verification of all blank money orders that were issued to the CPU before the money orders are returned to the servicing stamp distribution office (SDO) or stamp services center (SSC).
A PS Form 17, Stamp Requisition/Stamp Return, must be completed listing the serial numbers and quantities. The postal official performing the verification of the money orders being returned signs the PS Form 17 as a witness and retains a copy of the form at the host Post Office. Partial blocks of blank domestic money orders must be returned separately from international and/or unopened full blocks of domestic money orders.
The host Post Office accounts for the verified and returned blank money orders in the electronic Money Order Voucher Entry System (eMOVES) as follows:
n Remove full blocks of blank money orders from eMOVES.
n Mark each blank money order of a partial block as “VOID” in eMOVES.
When closing a CPU, the host Post Office coordinates with the SDO or SSC the return of any remaining stamp stock. If any stamp stock is transferred between the CPU and the host Post Office, follow the procedure in Handbook F-101, section 11-10.3.
Handbook F-101, Field Accounting Procedures (FAP)
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11 Accountable Paper — PRUs
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11-6 Returning Stock to the SDO or SSC
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11-6.11 Blank Money Order Stock
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11-6.11.1 Returning Blank Money Order Stock for Reissue
[Add a Note at the end of this section to read as follows:]
Note: The host Post Office or contracting officer’s representative (COR) must perform a verification of all blank money orders that were issued to the CPU before the money orders are returned to the servicing SDO or SSC. The postal official performing the verification signs PS Form 17 as a witness and retains a copy of the form at the host Post Office. The host Post Office removes the full blocks of domestic money orders from eMOVES per the serial numbers listed on the PS Form 17. Any international money orders listed on the PS Form 17 should be marked as “VOID” in eMOVES.
11-6.11.2 Returning Blank Money Order Stock for Destruction
[Add a Note at the end of this section to read as follows:]
Note: The host Post Office or COR must perform a verification of all blank money orders that were issued to the CPU before the money orders are returned to the servicing SDO or SSC. The postal official performing the verification signs the PS Form 17 as a witness and retains a copy of the form at the host Post Office. The host Post Office personnel mark each blank money order of a partial block as “VOID” in eMOVES per the serial numbers listed on the PS Form 17.
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13 Stamp Stock and Cash Credits
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13-7 Contract Postal Unit Stamp Credit Count
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13-7.3 Closing a CPU
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13-7.3.2 Returning Accountable Papers
[Revise 13-7.3.2 to read as follows:]
If the CPU issues postal money orders, the host Post Office or COR must perform a verification of all blank money orders before the money orders are returned to the servicing SDO or SSC. The postal official performing the verification signs the PS Form 17 as a witness and retains a copy at the host Post Office.
Follow procedure in section 11-6.11.1 when returning full blocks of money orders and all international money orders and section 11-6.11.2 when returning partial blocks of money orders.
After the final count of the CPU’s stamp stock is conducted, the host Post Office supervisor does the following:
a. Coordinates the return of any remaining stamp stock with the servicing SDO or SSC. (If any stamp stock is transferred between the CPU and host Post Office, follow the procedure in part 11-10.3.)
b. Records the amount of the returned stamp stock in AIC 848 on the CPU’s PS Form 1412; this should decrease the stamp accountability balance in AIC 853 to zero.
c. Enters the CPU’s final PS Form 1412 into eMOVES.
d. Three business days after transmitting the CPU’s last PS Form 1412, certifies that the CPU’s closing stamp accountability balance (AIC 853) is “zero”. To obtain this information, use the Stock Ledger Balances report in the Accounting Data Mart (ADM) (Accounting>Shared Reports>SAFR>Stock Ledger Reports>Stock Ledger Balances — “Stock on Hand” column.) Units that cannot access the ADM can call the Accounting Help Desk (AHD) at 866-974-2733 for assistance.
e. Contacts the finance number control master (FNCM) coordinator to deactivate the CPU unit.
f. Contacts the servicing SDO or SSC to deactivate the CPU after the last stock shipped out of the CPU is received by the SDO or SSC.
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We will incorporate these revisions into the next updated version of Handbook F-101 available on the Accounting website:
n Go to http://blue.usps.gov/wps/portal/accounting.
n Under “References,” click the Handbook F-101, Field Accounting Procedures (FAP) link.
The direct URL is http://blue.usps.gov/accounting/_pdf/HandbookF-101.pdf.
— Accounting Policy,
Controller, 6-4-09
