Effective immediately, Handbook AS-701, Material Management, Part 543, Material Accountability Officers, is revised to reinforce the importance of this position and further define its responsibilities.
Handbook AS-701, Material Management
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5 Asset Accountability
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53 Responsibilities
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532 Material Accountability Officers
[Revise text to read as follows:]
Material accountability officers (MAOs) are responsible for overseeing compliance with all material accountability policies and procedures within their unit. MAO responsibilities include, but are not limited to, the tracking and documentation of personal property from the point of notification that an item is pending receipt to its final disposition or transfer to another organization. Documentation will be maintained through the regular review and recordkeeping of the receipts, transfers, loans, and disposal of assets.
The documentation of capital property records is critical and will be performed on a regular basis. MAOs are responsible for conducting, managing, and certifying the completion of the Semi-Annual Capital Property Reviews that are mandatory every 6 months. MAOs must work closely with management to ensure the capital property records are accurate and that all receipts, transfers, and disposals are processed timely.
MAO responsibilities include:
a. Providing training to all individuals (functional managers, material accountability assistants, etc.) that maintain subcustody records.
b. Maintaining subcustody records.
c. Ensuring that all capital property verification, physical inventory, and reconciliation procedures are followed.
d. Reviewing the Property Changes for the Month (PCFM) report for the finance number on a monthly basis. This report is available from the Accounting Data Mart (ADM).
e. Ensuring that all changes (additions and deletions) in the Property Changes for the Month (PCFM) report of capital property are documented. If there is a discrepancy, document the discrepancy and forward a copy of the PCFM to San Mateo Accounting Services. A copy of each PCFM report is to be maintained locally.
f. Verifying and completing the Semi-Annual Capital Property Reviews as directed, and maintaining copies of all related documentation.
g. Managing the capital physical inventory process.
h. Maintaining loan records on all capital, sensitive, and expendable assets loaned to private mailers, employees, and other internal and external organizations.
i. Monitoring and maintaining capital and expendable and sensitive material accountability records and files.
j. Ensuring the proper disposal of surplus, obsolete, and not repairable assets in accordance with policy and the best interests of the USPS.
k. Participating as a member of the destruction committee.
l. Ensuring the proper identification, reporting, and storage of excess serviceable assets.
m. Ensuring excess assets are promptly and accurately reported, and coordinating the transfer and shipment of excess serviceable assets.
n. Entering excess assets into the USPS Excess Items Catalog (EIC), and maintaining the integrity of the EIC through prompt and accurate updates
o. Supporting the fulfillment of asset requirements from excess stock first.
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— National Supply Management Programs,
Supply Management, 9-10-09
