Finance

HANDBOOK F-1 REVISION

AIC 604, Vehicle Repair and Maintenance

The article "Handbook F-1 Revision: Changes to Account Identifier Code" in Postal Bulletin 22144 (12-23-04, page 71) announced the deactivation of account identifier code (AIC) 604, Vehicle Repair and Maintenance, effective December 23, 2004. AIC 604 can no longer be used to purchase vehicle repair items. Vehicle maintenance facility (VMF) personnel will continue to purchase parts using the Vehicle Repair Parts IMPAC Visa credit card, national contracts, and consignment national ordering agreements.

AIC 604 is authorized only for use if vehicle services are provided by outsourced (non-Postal ServiceTM) personnel, and payment is not made via a commercial fuel credit card or via the Vehicle Management Accounting System (VMAS) for vehicle maintenance repair agreement (VMRA) services. VMFs should make every effort to provide vehicle repair parts during servicing. If the servicing personnel provide parts and materials during the course of vehicle servicing, the parts must be listed on the invoice or the optional PS Form 4541, Order-Invoice for Vehicle Repair (Commercial Work Order).

The use of AIC 604 (General Ledger Account (GLA) 54543) should decrease, due to the existence of national contracts, VMRAs, and commercial fuel cards. Expenses for service contracts and agreements paid for via the commercial fuel credit card are associated with GLA 54543.000. All cost data for GLA 54543.000 and GLA 54543.604 services must be forwarded to the VMF for VMAS input, regardless of method of payment.

We will incorporate these revisions into the next printed edition of Handbook F-1 and into the next online update available on the Postal Service PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Then click on HBKs.

Handbook F-1, Post Office Accounting Procedures

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Appendix A Account Identifier Code and General Ledger Account Crosswalk

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[Revise AIC 604 to read as follows:]

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- Revenue and Field Accounting, Finance, 4-28-05

POSTMASTER/FIELD GUIDE REVISION

Revised Procedures for AIC 280, Disbursement Sent to ASC

Effective April 28, 2005, the procedures for using Account Identifier Code (AIC) 280, Disbursement Sent to ASC, in conjunction with the use of PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services, are revised.

Any Post OfficeTM, retail unit, or PostalOne! site that submits PS Form 3533 to the Scanning and Imaging Center (SIC) for a payment must provide supporting documentation that will validate an entry to AIC 280 as follows:

Note: If the required support documentation is not attached (use a paper clip) to the PS Form 3533, the refund request will not be processed and will be returned to the Post Office, retail unit, or PostalOne! office of origin.

All Post Offices, retail units, and PostalOne! sites will continue to submit PS Forms 3533 and support documentation to the Scanning and Imaging Center at the following address:

SCANNING AND IMAGING CENTER
UNITED STATES POSTAL SERVICE
PO BOX 9000
SIOUX FALLS SD 57117-9000

More in-depth information and procedures regarding refunds, transfers of funds, and trust account withdrawals can be found in the Postmaster/Field Guide under "Refunds Quick Reference Guide," or under "Trust Account Customer Activities." You can access the Postmaster/Field Guide on the Postal ServiceTM Intranet:

• Go to http://blue.usps.gov/finance.

• Under "Other Links," click on Accounting Center Support (ACS).

• Under "What's New with Accounting Services," click on the Updated Postmaster/Field Guide link.

The direct Web site address is http://acs/pubs/pmfg.php.

- Revenue and Field Accounting, Finance, 4-28-05

HANDBOOK F-1 AND DMM REVISIONS

Cashing Postal Money Orders, Postal Service Commercial Checks, and Treasury Checks

Postal money orders, Postal ServiceTM commercial checks, and Treasury checks may be cashed at Post OfficesTM or postal retail units provided the offices conform to the Postal Service policy and minimum requirements outlined in Handbook F-1, Post Office Accounting Procedures, part 314, and Mailing Standards of the United States Postal Service - Domestic Mail Manual (DMM 300) section 503.14.3.

We will incorporate these revisions into the next printed editions of Handbook F-1 and the DMM and into the next update of the online versions accessible on the Postal ServiceTM PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Then click on HBKs for the F-1 and Manuals for the DMM.

Handbook F-1, Post Office Accounting Procedures

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3 Managing Postal Funds

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31 Acceptable Payment for Postal Goods and Services

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314 Items That May Be Cashed

314.1 Cashing Domestic Postal Money Orders

[Revise 314.1 to read as follows:]

Domestic postal money orders are cashed at Post Offices and postal retail units regardless of the issue date. The following nine items outline Postal Service policy and the minimum requirements for cashing postal money orders:

1> Verify that the customer's name and address is on the money order.

2> Verify that the money order is not on the Missing, Lost, or Stolen U.S. Money Order Forms list, provided in the most recent issue of the Postal Bulletin.

3> Ensure that the customer signs the money order in the presence of the Postal Service accepting employee.

4> Request to see photo-bearing identification that also contains the customer's signature (see section 312.3). The employee must record the identification number on the face of the money order.

5> Verify that the signature on the customer's identification matches the signature on the money order. Do not cash the check if the signatures do not match or if the money order appears altered.

6> The employee may accept the verified signature of the payee or purchaser shown on the money order with exceptions for the following conditions:

a. A customer who cannot write may sign by using a mark and a non-Postal Service employee witness will provide a photo-bearing identification (see section 312.3) and sign the money order.

b. For a money order payable to a minor, the father or mother as natural guardian, must provide photo-bearing identification and sign the money order.

c. For a money order payable to a person when declared incompetent by a court, the legal guardian or other duly authorized person may sign and cash the money order. A copy of an appropriate proof of authority must be submitted and filed at the local postal unit.

d. Use of a title (e.g., Mrs., M.D.) is not required in signing a money order for payment if such title is used on the face of the money order.

e. A money order addressed to more than one payee is paid to either payee if the conjunction "or" is used to connect the payees. If no conjunction is used, then all listed payees must sign the money order in the presence of the accepting employee and provide photo-bearing identifications (see section 312.3).

f. A customer with a power of attorney may sign and cash the money order for a payee who gave the person that authority. A copy of power of attorney must be submitted and filed at the local postal unit.

g. An executor or court-appointed administrator of the estate may sign and cash a money order payable to a deceased person, provided that a copy of that appointment is submitted and filed at the local postal unit.

7> Money orders are cashed only in the exact amount imprinted up to the authorized maximum amount.

8> A money order with more than one endorsement is invalid, except under 6.e.

9> Postal money orders payable to a business firm, an organization, a society, an institution, a government agency, a corporation (LLC or other), or a partnership will not be cashed at the Post Offices or postal retail units. These money orders can be deposited or negotiated at their bank or financial institution.

314.2 Cashing Other Postal Money Orders

[Revise 314.2 to read as follows:]

Other postal money orders are cashed at Post Offices and postal retail units such as replacement money orders and international postal money orders issued by countries listed in the International Mail Manual (IMM) part 371, provided that Postal Service policy and minimum requirements outlined in section 314.1 are followed. Such money orders must be made payable in U.S. dollars.

Note: No international money order will be paid after the expiration date on the money order.

[Revise the title and text of 314.3 to read as follows:]

314.3 Cashing Postal Service Commercial Checks

Postal Service commercial checks, including Postal Service salary checks, not more than 1 year old may be cashed at Post Offices and postal retail units provided sufficient funds are available. The following is an outline of Postal Service policy and minimum requirements for cashing Postal Service commercial checks:

1> Verify that the customer's name and address is on the check.

2> Request to see photo-bearing identification that also contains the customer's signature (see section 312.3). The employee must record the identification number on the face of the commercial check.

3> Verify that the signature on the customer's identification matches the signature on the commercial check. Do not cash the check if the signatures do not match or if the check appears altered.

4> Do not allow commercial checks payable to a business firm, an organization, a society, an institution, a government agency, a corporation (LLC or other), or a partnership to be cashed at Post Offices or postal retail units. These checks may be deposited or negotiated at a bank or financial institution.

5> If a commercial check is addressed to more than one payee, pay either payee if the conjunction "or" is used to connect the payees. If no conjunction is used, then all listed payees must sign the check in the presence of the accepting employee and provide photo-bearing identifications (see section 312.3).

Note: Do not retain cash for the sole purpose of cashing Postal Service salary checks on payday.

314.4 Cashing Treasury Checks

[Revise 314.4 to read as follows:]

Treasury checks, not more than 1 year old, may be cashed at Post Offices and postal retail units provided that sufficient funds are available. The following is an outline of Postal Service policy and minimum requirements for cashing Treasury checks:

1> Verify that the customer's name and address is on the check.

2> Request to see photo-bearing identification that also contains the customer's signature (see section 312.3). The employee must record the identification number on the face of the Treasury check.

3> Verify that the signature on the customer's identification matches the signature on the Treasury check. Do not cash the check if the signatures do not match or if the check appears altered.

4> Do not cash Treasury checks payable to a business firm, an organization, a society, an institution, a government agency, a corporation (LLC or other), or a partnership at Post Offices or postal retail units. These checks can be deposited or negotiated at a bank or financial institution.

5> If a Treasury check is addressed to more than one payee, pay either payee if the conjunction "or" is used to connect the payees. If no conjunction is used, then all listed payees must sign the check in the presence of the accepting employee and provide photo-bearing identifications (see section 312.3).

Note: Do not cash Treasury checks for anyone other than the payee(s) named on the face of the check.

315 Endorsing Checks for Deposit

[Revise 315 to read as follows:]

The following is the Postal Service-required endorsement on the back of each check or money order accepted for deposit:

Note: The Postal Service-required endorsement must fit within the 1.5-inch trailing edge on the back of the check or money order in location A as shown in Exhibit 315.

Offices that continue to use the round-dater must ensure the endorsement and round-dater fits within the 1.5-inch trailing edge on the back.

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Mailing Standards of the United States Postal Service - Domestic Mail Manual (DMM 300)

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500 Additional Services

503 Extra Services

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14.0 MONEY ORDERS

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[Revise the title of 14.3 to read as follows:]

14.3 Cashing USPS Money Orders

14.3.1 Validity and Value

[Revise 14.3.1 to read as follows:]

Domestic postal money orders are cashed at Post Offices and postal retail units regardless of the issue date. Money orders are cashed only in the exact amount imprinted up to the authorized maximum amount.

14.3.2 Redemption

[Revise 14.3.2 to read as follows:]

Postal money orders may be cashed at Post Offices and postal retail units provided sufficient funds are available.

14.3.3 Identification

[Revise 14.3.3 to read as follows:]

When presenting a postal money order to be cashed at a Post Office or postal retail unit, the customer seeking payment must sign in the presence of the Postal Service accepting employee. The Postal Service employee must request to see photo- bearing identification that also contains the customer's signature. The employee must verify the signature on the customer's identification with the signature on the money order and record the identification number on the face of the money order.

14.3.4 Acceptable Signature

[Revise 14.3.4 to read as follows:]

The verified signature of the payee or purchaser shown on the money order may be accepted with the exception of the following conditions:

a. A customer who cannot write may sign by using a mark, and a non-Postal Service employee witness will provide a photo-bearing identification (see section 312.3) and sign the money order.

b. If the money order is payable to a minor, the father or mother, as natural guardian, must provide a photo-bearing identification and sign the money order.

c. If the money order is payable to a person when declared incompetent by a court, the legal guardian or other duly authorized person may sign and cash the money order. A copy of an appropriate proof of authority must be submitted and filed at the local postal unit.

d. Use of a title (e.g., Mrs., M.D.) is not required when signing a money order for payment if such title is used on the face of the money order.

e. A customer with a power of attorney may sign and cash a money order for the payee who gave the person that authority. A copy of the power of attorney must be submitted and filed at the local postal unit.

f. An executor or court-appointed administrator of an estate may sign and cash a money order payable to a deceased person, provided that a copy of the appointment is submitted and filed at the local postal unit.

g. Money orders payable to a business firm, an organization, a society, an institution, a government agency, a corporation (LLC or other), or a partnership may not be cashed at Post Offices or postal retail units. These money orders may be deposited or negotiated at a bank or financial institution.

14.3.5 More Than One Payee

[Revise 14.3.5 to read as follows:]

A money order addressed to more than one payee is paid to either payee if the conjunction "or" is used to connect the payees. If no conjunction is used, then all listed payees must sign the money order in the presence of the accepting employee and provide photo-bearing identifications (see section 312.3 of Handbook F-1, Post Office Accounting Procedures).

[Delete 14.3.6 and 14.3.7 and renumber current 14.3.8 and 14.3.9 as new 14.3.6 and 14.3.7.]

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- Revenue and Field Accounting, Finance and Mailing Standards, Pricing and Classification, 4-28-05