Effective May 6, 2010, Handbook F-101, Field Accounting Procedures, is revised to update the procedures for payment of lobby copy machine invoices. The address that all postal retail units (PRUs) and contract postal units (CPUs) must send all lobby copy machine payment invoices to is as follows:
USPS Scanning and Imaging Center
PO Box 5212
Janesville, WI 53547-5212
Lobby copy machine invoices will no longer be paid by a no-fee money order at the PRU, regardless of amount.
Handbook F-101, Field Accounting Procedures (FAP)
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6 Revenues
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6-7 Miscellaneous Revenue and Reimbursement
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6-7.3 Lobby Service Collections
[Revise text to read as follows:]
Vendors that service lobby machines (copiers) will collect the money from the machine and send a check for the amount due to the PRU.
Upon receipt of the check from the vendor, the manager remits the check to the PRU for deposit. The PRU deposits the check by recording the amount in AIC 248 on PS Form 1412.
PRUs that do not have contracts or that have not modified existing contracts with their lobby machine (copier) vendors must record lobby copy machine activities as follows:
a. Collect funds from lobby machines (copiers).
b. Record the amount in AIC 248 on PS Form 1412.
c. Deposit the funds.
d. Keep a log of funds received from lobby copy machines.
At the end of each month, PRUs process the invoice(s) received from the copy machine servicing vendor or company as follows:
a. Complete PS Form 3533 with the servicing vendor’s or company’s name.
b. Ensure that the supervisor authorizing the payment has printed and signed his or her name on the form.
Record reimbursement payments as follows:
a. The PRU must ensure the amount of the reimbursement is reported in AIC 548 with an offset to AIC 280 in the unit’s PS Form 1412.
b. Attach the required supporting documentation to the PS Form 3533 as follows:
c. Submit the completed PS Form 3533 with the attached supporting documentation to the SIC for processing.
d. File a copy of PS Form 3533 locally as supporting documentation for the unit’s PS Form 1412.
e. Keep a log of funds reimbursed to servicing vendor or servicing company.
Note: Do not use AIC 535 or AIC 548 for customer refunds for postal lobby copy machine services. Customer refunds must be withdrawn from the machine.
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We will incorporate these revisions into the next updated version of Handbook F-101 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 On the Policynet page, click HBKs.
(The direct URL for the PolicyNet website is
http://blue.usps.gov/cpim.)
— Accounting Policy, Controller, 5-6-10
