Effective with the timelines outlined below, all Post Offices™ and postal retail units (PRUs) must use the new tamper-evident plastic bags to remit bank deposits. The change from paper envelopes to tamper-evident plastic bags will increase the security of our remittances. Districts will provide instructions on how to use the tamper-evident plastic bags. Handbook F-101, Field Accounting Procedures, is revised to reflect the new procedures for preparing and submitting bank deposits (see “Handbook F-101 Revision: Preparing Bank Deposits” on page 7).
Prior to July 1, 2009, all offices must deplete current stock of customized paper envelopes before using the tamper-evident plastic bags. After such paper supply is depleted or on July 1, 2009, whichever comes first, all offices must remit postal bank deposits using the tamper-evident plastic bags. The customized bank deposit paper envelopes cannot be used for any other purpose, and offices must destroy/recycle all paper envelopes remaining as of July 1, 2009.
Instructions for preparing and dispatching the tamper-evident plastic bags for remitting bank deposits are detailed in the Bank Deposit Preparation Quick Reference guide, which is available on the accounting website. The direct website address for the Quick Reference guide is http://blue.usps.gov/accounting/_pdf/BankDepositPrep Guide.pdf.
The Postal Service™ has entered into a national contract for all tamper-evident plastic bags for remitting bank deposits. The tamper-evident plastic bags must be ordered through the national contract. Offices must order the plastic bags for receipt prior to the July 1, 2009, implementation date or depletion of current stock of paper envelopes, whichever comes first.
The eBuy purchasing program is the preferred method for placing orders through the national contract, and all offices must use eBuy if they have access to it.
Use the eBuy on-catalog requisition system to order the bank deposit bags from the Material Distribution Center — Supplies, Equipment, and Retail Catalog; search for items using the postal stock number (PSN) listed here (without the dashes). Each order must be for exactly 100 bags, which will cost $7.08.
If your office does not have access to eBuy, you may order using touch-tone order entry (TTOE): Call 800-273-1509. Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order.) For complete TTOE ordering instructions, visit the Materials Customer Service website at http://blue.usps.gov/purchase/_doc/ops_ttoeins.doc or call 800-332-0317, option 4, option 4.
PSIN: O1163A
PSN: 8105-11-000-0545
Unit of Measure: EA
Minimum/Maximum
Order Quantity: 100
Price: $0.0708
All charges will be allocated to the FEDSTRIP number in the order.
The host Post Office will order plastic deposit bags for the contract postal unit (CPU) through one of the two methods described above based on the host Post Office’s access to the eBuy system. All orders will be mailed to the host Post Office.
Effective immediately, cost ascertainment group (CAG) A through G offices are no longer required to have a deviation approved in writing by the district finance manager (DFM) when a witness is not available to verify the unit bank deposit. However, a witness must be used to verify the unit’s bank deposit whenever possible. The preparer of the bank deposit has a financial responsibility regardless of whether a witness is or is not available.
It is the responsibility of the postmaster or unit manager to ensure proper procedures are followed in preparing daily bank deposits by monitoring banking differences issued by Accounting Services. Postmasters or unit managers must ensure that expenses from banking reconciliations are researched and resolved in a timely manner (see Handbook F-101, subchapter 8-3).
n Paper envelopes cannot be used for remitting bank deposits after June 30, 2009.
n Tamper-evident plastic bags may be used prior to July 1, 2009, if the supply of customized paper envelopes is depleted.
n PRUs are to discontinue writing “NWA” on the bank deposit ticket (all copies) when a witness is not available to verify the deposit.
n PRUs must not make a bank deposit for less than $100. (Exception: Checks should be deposited within 5 business days, even if the total deposit is less than $100.)
— Corporate Treasury and Accounting Policy,
Controller, 4-9-09
