Retail

HANDBOOK PO-102 REVISION

Frequency of Bank Deposits

Effective May 26, 2005, Handbook PO-102, Self Service Vending Operational and Marketing Program, is revised to change the frequency requirement for bank deposits. Where fund removal is part of the servicing, the removed funds must be deposited. This applies whether the machine is in or out of service.

We will incorporate these revisions into the next printed edition of Handbook PO-102 and into the next update of the online version 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.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

Handbook PO-102, Self Service Vending Operational and Marketing Program

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5 Financial Control

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57 Bank Deposits

571 Preparing and Making Deposits

571.1 Frequency

[Revise text to read as follows:]

The servicing person in CAG A-G offices must deposit cash into the post office bank account from all self service vending equipment every time funds are retrieved from the vending equipment, and no less frequently than twice each month. The servicing person in CAG H-L offices must make a cash deposit every time funds are retrieved from the vending equipment, and at least once each month.

Note: A servicing employee must not drive from his or her domicile to service a remotely located vending machine for the sole purpose of removing cash, except to meet the monthly requirement.

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64 Self Service Vending Credit Adjustments

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642 Overages

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642.3 Adjustments

642.31 Overage of Less Than $100

[Revise text to read as follows:]

The following steps are taken for a net overage of any amount less than $100:

a. The servicing person records the amount as an entry to AIC 175, Vending Machine Overages, on PS Form 1412, Daily Financial Report (see Exhibit 463). This will bring the credit back into balance, and no further adjustment is necessary.

b. The servicing person's supervisor issues PS Form 3544, USPS Receipt for Money or Services (Exhibit 642.31), giving the original to the servicing person, attaching one copy to PS Form 3293, Retail Vending Credit Examination, and keeping one copy for the file.

c. Cash overages are submitted to the bank on the same business day of the examination.

[Revise exhibit to read as follows:]

Exhibit 642.31
PS Form 3544, USPS Receipt for Money or Services

See form on page 2.

642.32 Overage of $100 or More

[Revise text to read as follows:]

The following steps are taken for a net overage of any amount of $100 or more:

a. The servicing person records the amount as an entry to AIC 175, Vending Machine Overages, on PS Form 1412, Daily Financial Report. This will bring the credit back into balance, and no further adjustment is necessary.

b. The servicing person's supervisor issues PS Form 3544, USPS Receipt for Money or Services (Exhibit 642.31), giving the original to the servicing person, attaching one copy to PS Form 3293, Retail Vending Credit Examination, and keeping one copy for the file.

c. The servicing person's supervisor also reports the overage to the Inspection Service on PS Form 571, Discrepancy of $100 or More in Financial Responsibility (Exhibit 642.32).

d. Cash overages are submitted to the bank on the same business day of the examination.

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- Retail Service Equipment,
Delivery and Retail, 5-26-05

Accountable Vending Credit Security

Effective May 26, 2005, Handbook PO-102, Self Service Vending Operational and Marketing Program, is revised to improve the security for self service vending credits and incorporate the use of bait money orders in accordance with MI AS-220-1999-1.

We will incorporate these revisions into the next printed edition of Handbook PO-102 and into the next update of the online version 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.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

Handbook PO-102, Self Service Vending Operational and Marketing Program

1 The Self Service Vending Program

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16 Organizational Function and Responsibility

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164 Post Offices

164.1 Postmasters

[Revise text to read as follows:]

The postmaster is responsible for the following:

a. Ensure a backup person is assigned and trained.

b. Make site recommendations based on local business requests for self service vending equipment.

c. Ensure that all applicable criteria have been followed.

d. Coordinate with the district Retail office to determine fund availability and to secure project approval.

e. Publicize and promote the Self Service Vending Program.

f. Ensure compliance with the collocation policy stated in section 222.2.

g. Adhere to times in pre-installation checklists (see part 251, Pre-installation Checklist for Retail Specialist).

h. Coordinate with the district Finance manager for authorization letter for cash reserve.

i. Ensure the availability of stock, cash, and bait money orders required to establish a self service vending credit for the assigned servicing person.

j. Provide a security container for the servicing technician to secure the self service vending credit.

k. Initiate and compile information for dedication ceremony and publicity at their office.

l. Provide local direction and supervision of the Self Service Vending Program.

m. Procure vending supplies and services under established procedures.

n. Ensure the servicing person completes PS Form 8130, Vending Equipment Sales and Service Log (see chapter 7) for each month in a timely fashion.

o. Review completed reports, taking action to maintain a high level of revenue and efficiency, including evaluating the effectiveness of program management at the post office level.

p. Send the correctly completed reports to the district office at the established time.

q. Ensure supervisory and service personnel follow accounting and examination procedures as outlined in chapters 5 and 6 of this handbook.

r. Ensure servicing personnel are allocated sufficient time to properly service the vending equipment, respond to customer complaints, perform accounting duties, and make frequent bank deposits of revenues as required (refer to 571).

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5 Financial Control

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53 Self Service Products

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533 Determination of Self Service Vending Credit

[Revise text to read as follows:]

The self service vending credit is minimally defined as the stamp stock and cash assigned to the servicing person. Bait money orders are also assigned. The amount of stamp stock necessary in a self service vending credit depends on the models of the vending machines being serviced. To determine the amount, first identify the types of self service vending machines being serviced and the total number of each type. Then refer to 532 to determine the amount of stamp stock required.

533.1 Accountability

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The accountability of each vending machine model must equal the amount of stamp stock needed to fully load the machine and the cash required to operate the machine, plus 1 month's average sales.

533.2 Contingency Servicing Stock

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Once the vending credit has been established, the contingency servicing credit (minimum amount to keep machines operational during an absence) must be secured using the procedures in 561. This contingency servicing credit is part of the total amount of the self service vending credit.

[Add new 533.3 to read as follows:]

533.3 Bait Money Orders

Each servicing person must be issued three bait money orders. A Bait Money Order Control Log must be maintained for all money orders received and issued (MI AS-220-1999-1). This log may be reproduced locally from Exhibit 533.3 and must be kept current.

Exhibit 533.3
Bait Money Order Program Control Log

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56 Security

561 Accountable Vending Credit Security

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[Add new 561.1 and 561.2 to read as follows:]

561.1 Security Between Servicing Visits

Between servicing visits, the servicing person must keep all cash, bait money orders, and stamp stock locked in a safe. Day lock is not considered locked for self service vending accountabilities. The self service vending credit must be maintained separately from any other credit consigned to the servicing person or any other employee.

Vending credit for contingency servicing must be secured separately from all other vending accountable credits in an approved security container along with a PS Form 3293, Retail Vending Credit Examination, listing the exact types of amounts of stamp stock.

561.2 Security While Servicing Equipment

While servicing self service vending equipment, cash and stamp stock must be kept in places inaccessible to the public and concealed from public view. A separate cash bag must be used for each machine being serviced. Bait money orders must be carried in the cash bags. Cash or stamp stock not loaded in self service vending equipment must not be stored in the vending machine. Cash and stamp stock not loaded in the machine must be returned to the safe at the domicile location.

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6 Examining Self Service Vending Credit

61 Procedure

[Revise text to read as follows:]

Supervisory personnel must examine the entire self service vending credit assigned to an employee at least once every 4 months. To avoid setting a pattern, examinations are unannounced and staggered.

611 Supervisor

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[Add new paragraph to read as follows:]

Supervisory personnel must conduct bait money order spot checks. While vending equipment is being serviced, supervisory personnel must make unannounced spot checks at least once every 4 months to ensure bait money orders are being used appropriately.

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- Retail Service Equipment,
Delivery and Retail, 5-26-05