Effective immediately, the Postal Operations Manual (POM) and Handbook F-101, Field Accounting Procedures, are revised to discontinue the use of PS Form 1096, Receipt, for retail window service transactions. PS Form 3544, USPS Receipt for Money or Services, is now used for retail window service transactions. Exception: PSIN# 13 (Routing Slip) replaces PS Form 1096 when issuing temporary cash receipts for local emergency purchases.
However, rural carriers will continue to use PS Form 1096 according to procedures stated in Handbook PO–603, Rural Carrier Duties and Responsibilities. A revision to PS Form 1096 is forthcoming, which will restrict usage to rural carrier and highway contract route (HCR) transactions only. Prior to availability of revised PS Forms 1096, issue the current version to rural carriers and HCRs only.
The online version of PS Form 1096 will be removed from the Postal Forms webpage; all replenishment orders must be made through the Material Distribution Center (MDC).
Postal retail units (PRUs) must ensure all PS Forms 1096 are removed from the retail window area and manual PS Forms 3544 (7/04 edition) are on hand to provide customers with manual receipts when electronic receipts are not available. POS and IRT units must have books of PS Forms 3544 on hand to provide customer receipts in the event of a system failure or power outage.
PRUs issue PS Forms 3544 in sequential number order, which provides required financial controls for manual customer receipts created outside electronic USPS® reporting systems (POS and IRT). For proper verification of receipts, only issue receipts from one book of PS Forms 3544 at a time. (Do not issue a receipt from a new book of PS Forms 3544 until the last receipt issued from the book is currently in use). See subchapter 3.7 in Handbook F-101 for using and controlling accountable receipts.
eMOVES units will continue to use PS Form 3544 to support PS Form 1412 entries, per current policy. Additionally, eMOVES units will issue PS Form 3544 as customer receipts for purchases when receipts are requested by the customer.
Postal Operations Manual, (POM) Issue 9
1 Retail Management
* * * * *
13 Retail Services at Counters
* * * * *
132 Stamp and Postal Stationery Sales
* * * * *
132.1 Stamps
* * * * *
132.14 Purchase Receipts
[Revise 132.14 to read as follows:]
PS Form 3544, Receipt for Money or Services, is used for postage and other services for which a record of payment is not already provided. The Postal Service employee fills in the total amount of the purchase and then round-date stamps the form once payment is received.
* * * * *
14 Other Retail Services Management
* * * * *
146 Indemnity Claims
* * * * *
[Delete 146.2, Reimbursements, and renumber current 146.3 and 146.4 as new 146.2 and 146.3.]
* * * * *
15 Easy Stamp Services
* * * * *
151 Stamps by Mail
* * * * *
151.3 Filling Orders
* * * * *
151.38 Lost Orders
[Revise 151.38 to read as follows:]
SBM orders are rarely lost in the mail. If a customer reports a lost or missing order to the postal unit from which his or her mail is delivered, replace it immediately as follows:
a. Mail all replacement orders by Certified Mail service, regardless of value (requires customer signature at time of delivery).
b. Record the amount of the replacement order in the appropriate AIC as follows:
n AIC 011, Forever Stamp Sales — by Internet, Mail, and Phone.
n AIC 094, Stamps by Mail, Internet, and Phone.
c. Offset the amount to AIC 647, Financial Differences Shortage, and use Reason Code 06, Stamps by Mail.
d. Attach the original order (PS Form 3227-O) and the Certified Mail Receipt to PS Form 3533 and file locally.
Note: The postmaster, manager, or supervisor must monitor these claims for recurrences.
* * * * *
8 Special Services
* * * * *
83 Money Orders
* * * * *
831 Issuance
* * * * *
831.2 Issuance to Rural Customers
* * * * *
831.25 Issuance to Highway Contract Route Customers
[Revise 831.25 to read as follows:]
If required to do so by the contract, highway contract route carriers accept money and applications for money orders and give receipts for the money on PS Form 6387. Unless an intermediate office is involved, the application and money must be turned in for issuance of the money order at the Post Office where the carrier’s trip begins and ends. If possible without delay to the issuance of the money order or to the proper dispatch of mail, the carrier submits the money order application and money to the intermediate office for issuance. When the money order is not issued before the carrier leaves the Post Office, the carrier must be given a receipt on PS Form 3544, USPS Receipt for Money or Services, for the funds turned in. After the money order is issued to the carrier, annotate on PS Form 3544 that the money order was issued and include the date. In all other respects, money order procedures for highway contract route carriers are the same as for rural carriers.
* * * * *
Forms Index
* * * * *
[Revise the following entry from the index:]
1096 Receipt 132.14
* * * * *
We will incorporate these revisions into the next printed version of the POM and into the next online update of the POM, available on the Postal Service™ PolicyNet website:
n Go to http://blue.usps.gov.
n Under “Essential Links” in the left-hand column, click PolicyNet.
n Click Manuals.
The direct URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.
Handbook F-101, Field Accounting Procedures
* * * * *
8 Financial Differences — AICs 247 and 647
* * * * *
8-6 Creating or Offsetting AIC 247 and AIC 647 Expenses
* * * * *
8-6.3 Reason Codes for AICs 247 and 647
[Revise table for Reason Code 11 — Cash Transfer as follows:]
* * * * *
19 Payments
19-1 Preferred Payment Methods
* * * * *
19-1.6 Temporary Cash Payments
[Revise 19-1.6 to read as follows:]
The procedure for making a local cash purchase is as follows:
a. The manager or a designated employee documents the amount and reason for a temporary cash payment on a routing slip (buck slip), PSIN # O13, and gives this routing slip to the requesting employee. The temporary cash payment must not exceed $25.
b. The requesting employee presents the routing slip to a retail associate (RA).
c. The RA issues the temporary cash advance and retains the routing slip in the cash drawer.
d. When the requesting employee presents the original sales receipt (and change, if applicable) for items purchased to the RA, the RA must return the routing slip to the requesting employee.
e. The RA records the payment in the appropriate AIC on PS Form 1412.
f. The RA submits the original sales receipt as supporting documentation for the entry on PS Form 1412.
g. The closeout employee maintains the original sales receipt with the approved eBuy requisition (or PS Form 7381, if eBuy is not available) as supporting documentation for the unit’s PS Form 1412.
h. The temporary cash advance transaction for cash purposes must be completed and settled by close of business the same day.
* * * * *
Appendix IV Forms Quick Reference
[Delete PS Form 1096 from the table.]
* * * * *
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, 8-27-09
