Effective October 17, 2009, Post Offices™ and postal retail units (PRUs) will no longer use AIC 074, Special Provisions Local Trust Advance Deposit, or AIC 474, Special Provisions Local Trust Withdrawal, unless they are authorized by their district finance manager. AIC 074 and AIC 474 will be used in compliance with Handbook F-101, Section 18-2, Special Provisions Trust Account, which allows using AIC 074 and AIC 474 for government agencies that are governed by annual budgets and require a once-a-year advance deposit for future payment of postal products and services. This requires the PRU to maintain and manage individual government advance deposit accounts.
At POS ONE offices, AIC 074 and AIC 474 will not be accessed except for those offices that are authorized by their district finance managers. The district finance managers have identified a list of authorized PRUs, with their unit finance numbers, that can use these AICs. It is the responsibility of the authorized PRU to do the following:
n Maintain an individual government advance deposit account using PS Form 25, Trust Fund Account. Enter the deposits and withdrawals and calculate the balance.
n Report activities for all accounts on PS Form 3083, Trust Accounts Receipts and Withdrawals, daily, at the close of business.
n At least once a month, the postmaster, manager or supervisor must verify that the AIC 074 closing balance in the Accounting Data Mart (ADM) or Narrowcast report matches the closing balance on PS Form 3083 and the PS Form 25 daily summary (see Handbook F-101, Section 18-2).
All other PRUs not authorized to use AIC 074 or 474 must ensure the following:
n If you have a balance amount, either negative or positive, in AIC 074, you must zero-out this amount and close the account prior to October 17, 2009.
n After October 17, 2009, any balance amount will be purged and expensed to the unit finance number.
n After October 17, 2009, unauthorized offices will either not have access to these AICs, or, if used, will create an exception which entails an expense to the 10-digit unit finance number.
— Retail and International Accounting,
Controller, 10-8-09
