Effective October, 1, 2013, Handbook F-101, Field Accounting Procedures, will be revised to reflect the new calculation for stamp stock limits. The calculation has been updated to a single stamp stock limit applicable to all four Postal quarters; however, items such as Christmas stock, Philatelic stock, Unsalable stock, and Redeemed stock will be excluded from the stock on hand calculation for POS ONE units. This change to the calculation will reduce the number of units in excess of their accountability. The updated stamp stock limit calculations are as follows:
n For Postal Quarters 1, 2, 3, and 4 (October 1–September 30), the stamp stock limit is calculated by dividing the prior FY sales (for Quarters 1–4) reported in AIC 852 by four. Excluded from the stock on hand calculation are Christmas stock, Philatelic stock, Unsalable stock, and Redeemed stock (Item codes 339000, 3390, and 9100).
Note: All stamp stock must be accurately entered into the system using the correct item number in order for the stamp stock limit to be calculated correctly.
n For Postal Quarters 1, 2, 3, and 4 (October 1–September 30), the stamp stock limit is calculated by dividing the prior FY sales (for Quarters 1–4) reported in AIC 852 by four, No items are excluded.
n CPUs must not at any time exceed the maximum stock limit (based on the calculation described above), even if the authorized bond amount is higher.
n SDAs must not at any time exceed the maximum stock limit of $5000 (unless an exception was granted by the District Finance Manager (DFM).
The following three new reports have been created to help manage the stamp stock limits:
n Excess Stock — POS offices.
n Excess Stock — Non-POS offices.
n Current Unsalable Stock (shows current unsalable items in POS offices for destruction management).
Starting October 1, the reorts will be temporarily located at: EDW>Accounting>Shared Reports>User Shared>HQ> ADM Demos> Excess Stock.
Starting in early November 2013:
n The two Excess Stock reports can be found at: EDW>Accounting>Shared Reports>SAFR>Stock Ledger Reports>Excess Stock.
n The Current Unsalable Stock can be found at: EDW>Accounting>Shared Reports>SAFR>Segmented Inventory Accountability.
Note: SDAs can find their excess stock report in the National Financial Snapshot (NFS) http://nfs/. The offices will not be included in the excess stock reports in ADM.
Handbook F-101, Field Accounting Procedures
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11 Accountable Paper — Postal Retail Units
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11-3 Responsibilities
11-3.4 Stamp Stock Limits
[Revise the text of 11-3.4 to read as follows:]
The total stamp stock limit for PRUs and SSKs is based on the following:
POS Offices:
n For Postal Quarters 1, 2, 3, and 4 (October 1–September 30), the stamp stock limit is calculated by dividing the prior FY sales (for Quarters 1–4) reported in AIC 852 by four. Excluded from the stock on hand calculation are Christmas stock, Philatelic stock, Unsalable stock, and Redeemed stock (Item codes 339000, 3390 and 9100).
Note: All stamp stock must be accurately entered into the system by the correct item number in order for the stamp stock limit to be calculated correctly.
Manual Offices and Self–Service Kiosk (SSK):
n For Postal Quarters 1, 2, 3, and 4 (October 1–September 30), the stamp stock limit is calculated by dividing the prior FY sales (for Quarters 1–4) reported in AIC 852 by four, No items are excluded.
Exempt from this rule are PRUs and SSKs at which the daily stamp stock total is less than or equal to $5,000. This exception will allow PRUs and SSKs to maintain up to $5,000 in total stamp stock before the calculation for excess stamp stock applies.
This policy also applies to CPUs as long as the stamp accountability and unused balance on a remote-set postage meter (if applicable) does not exceed the CPU’s bond authorization limit (see part 6-4.2). CPUs must not at any time exceed the maximum stock limit (based on calculation described above), even if the authorized bond amount is higher. For example, if a CPU’s stamp stock limit (based on the calculation described above) is $10,000, but the CPU’s authorized bond amount is only $8,000, then the maximum allowable stamp stock on hand for the CPU is $8,000. In this example, if the CPU has an unused balance in a Post Office meter of $1,000, then the maximum amount of stamp stock on hand for the CPU is $7,000, because their maximum stock limit is only $8,000.
A unit’s stamp stock total is the amount reported in AIC 853 in the unit’s PS Form 1412, Daily Financial Report, and is comprised of the following:
a. The unit reserve.
b. Stamp stock credits assigned from the unit reserve (e.g., philatelic, Stamps by Mail, mobile units, and special events).
c. The retail floor stock when the unit operates under Segmented Inventory Accountability.
A PRU may temporarily exceed the maximum accountability limit for the unit based on the calculations as stated above, but only if it is due to a customer need or special circumstances.
(For example, a customer requests to purchase $50,000 of stamps, which if ordered, will bring the site over the limit). This stock scenario is an acceptable process; however, the unit must be at or below the stamp stock maximum limit within 7 business days after receipt of the stock in the office. It is the responsibility of the Postmaster, manager, or supervisor to monitor the stamp stock limits for excess and make the necessary adjustments to bring the unit back to their maximum limits.
Note: When there are no SPLY sales during a time period (timeframe) to accurately calculate the stamp stock limit, PRUs, SSKs, and CPUs can request that the DFM establish the stamp stock limit for that time period (timeframe). The DFM will provide the unit with a written authorization identifying the amount established as the stamp stock limit, effective date, and expiration date.
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We will incorporate these revisions into the next online edition of Handbook F-101 on the Postal Service PolicyNet website:
n Go to http://blue.usps.gov.
n In the left-hand column, under “Essential Links,” click PolicyNet.
n Click HBKs.
(The direct URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
— Revenue and Field Accounting,
Controller, 9-19-13
