Effective immediately, Handbook F-101, Field Accounting Procedures, is revised with a new procedure for reconciling master trust accounts for PostalOne® sites. Postal retail units (PRUs) that are interfaced with PostalOne are no longer required to reconcile master trust accounts once a month. Instead, these sites will receive a Narrowcast Master Trust Exception Report when there is an out-of-balance status for 3 consecutive days between PostalOne and the general ledger. The postmaster, unit manager, or designated employee must research and resolve the out-of-balance master trust account(s) upon receipt of the Narrowcast Master Trust Exception Report. Additionally, a copy of the report with an annotation of the actions taken to resolve the difference must be retained with PS Form 1412, Daily Financial Report, as supporting documentation.
Handbook F-101, Field Accounting Procedures
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2 Roles and Responsibilities
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2-4 Field Unit Managers
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2-4.2 Weekly Responsibilities
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[Revise 2-4.2 by adding item c as follows:]
c. For PostalOne Units: Research and resolve differences in customer trust accounts when a Narrowcast Master Trust Exception Report is received. Retain a copy of the report with annotation of the actions taken to resolve the difference.
2-4.3 Monthly Responsibilities
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[Revise item b of 2-4.3 to read as follows:]
Each month, field unit managers must complete the following tasks:
b. For Non-PostalOne Units: Review and reconcile customer trust accounts. At least once a month, validate that customer trust balances in the ADM or Customer Trust and Employee Items Narrowcast report match balances reported on PS Form 3083, Trust Accounts Receipts and Withdrawals. Research and resolve any differences. Retain a copy of the report with signature and date as supporting documentation for the monthly review.
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16 Customer Business Mail Activity (Permit Imprint and Periodicals)
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16-4 Advance Deposits
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16-4.2 Reconciling Advance Deposit Accounts
[Revise 16-4.2 to read as follows:]
All units that maintain customer advance deposit trust accounts must reconcile their local customer trust balances with Accounting Data Mart
(ADM) balances.
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16-5 Withdrawals from Customer Advance Deposit Accounts
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16-5.2 Recording Postage Statements
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16-5.2.1 PostalOne! Units
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[Revise the Note in 16-5.2.1 to read as follows:]
Note: Unit managers must reconcile differences when the Narrowcast Master Trust Exception Report is received.
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17 Customer Business Reply Mail and Postage Due Activity
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17-4 Advance Deposits
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17-4.2 Reconciling Advance Deposit Accounts
[Revise 17.4.2 to read as follows:]
All PRUs that maintain customer advance deposit trust accounts must reconcile their local customer trust balances with Accounting Data Mart (ADM) balances.
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17-5 Withdrawals from Customer Advance Deposit Accounts
17-5.1 Recording Daily Invoices
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17-5.1.2 PostalOne! Units
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[Revise the Note in 17-5.1.2 to read as follows:]
Note: Unit managers must reconcile differences when the Narrowcast Master Trust Exception Report is received.
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We will incorporate this revision 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 Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
— Field and International Accounting,
Controller, 8-26-10
