Effective April 7, 2011, with the release of R28 on Automated Postal Center® (APC®) systems, a system-generated PS Form 3293, APC Credit Examination, along with system-generated count sheets have replaced the requirement to use a manual hard copy PS Form 3294-APC Draft and PS Form 3294, Cash and Stamp Stock Count and Summary, to perform and document the APC credit examination. The system will automatically print PS Form 3293 with the electronic signatures of the supervisor and the servicing employee after both have accepted the results of the count.
The upgrade also includes the following changes to the credit examination process:
n The frequency for APC counts has been changed from once every 3 months to once a postal quarter (PQ). (PQ1: October 1 to December 31; PQ2: January 1 to March 31; PQ3: April 1 to June 30; PQ4: July 1 to September 30)
n Servicing employees must enter their login ID and password to start the credit exam and re-enter their password to accept the final results of the exam.
n A new reminder screen has been added to ensure that the semi-annual examination of PS Form 3977, Duplicate Key, Combination, and Password Envelope, and the annual examination of keys and locks are performed as required. APC units must continue to maintain the hard copy PS Form 3902, Form 3977 Log and Lock Examination, to document the key and lock examination.
Subchapters 5-5 and 13-1 of Handbook F-101 are updated to reflect the changes to the APC system. Additionally, subchapter 21-5 of Handbook F-101 is revised to clarify the process for APC exchanges and refunds. An exchange of stamps does not require PS Form 3533; the exchange must be entered into the POS system, which will record both the stamp item that was returned and the equivalent item(s) that were provided to the customer. A refund should only be allowed for APC postage labels that were purchased for Express Mail® service and validated as service failure.
Handbook F-101, Field Accounting Procedures
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5 Daily Financial Reporting
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5-5 Automated Postal Center Kiosks
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5-5.3 Responsibilities
5-5.3.1 Servicing Employees
[Revise text to read as follows:]
Employees designated as APC servicing employees (SEs) are responsible for keeping the APC kiosk serviced and working properly. These responsibilities include the following:
a. Responding to kiosk alerts (Alerts are sent via e-mail to the host Post Office where the APC is assigned).
b. Replenishing consumables and stamp booklets in response to kiosk alerts.
c. Managing stamp inventory at the kiosk.
d. Initiating orders for consumables and stamp stock as needed. (See part 11-3.4 for stamp stock limits.)
5-5.3.2 Site Supervisor
[Revise text to read as follows:]
The site supervisor is responsible for the overall operation and financial accountability of the APC kiosk as follows:
a. Ensures accountability of all stamp stock (i.e., proper security and financial exams).
b. Oversees credit exams, which are required monthly for the first 3 months after installation of the machine and at least once every postal quarter (PQ) thereafter. (PQ1: October to December; PQ2: January to March; PQ3: April to June; PQ4: July to September)
c. Monitors expenses issued by Accounting Services via AIC 247/647. To view expenses, use the FPR Net Financial Differences (AIC 247/647) — Line Detail report in the ADM (Accounting>Shared Reports>SAFR>Store Expense Reports.)
d. Schedules appropriate SE coverage for servicing the kiosk.
e. Provides back-up service support for the APC in the event the designated service employee is not available.
f. Provides kiosk opening procedure support as needed.
g. Updates changes to the site contact information.
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13 Stamp Stock and Cash Credits
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13-1 Overview
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13-1.3 Stamp and Cash Credit Files
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Stamp and cash credit files must contain the following (if applicable):
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[Revise item b to read as follows:]
b. System-generated PS Form 3293, APC Credit Examination, along with system-generated count sheets. (The retention period is 2 years.)
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13-5 Automated Postal Center Stamp Credit Count
[Revise first paragraph to read as follows:]
The postmaster, manager, or supervisor is responsible for ensuring that the required Automated Postal Center (APC) stamp stock count is performed randomly at least once every postal quarter.
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21 Refunds and Exchanges
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21-5 Automated Postal Center Transactions
[Revise the first paragraph to read as follows:]
The refund and exchange policy for Automated Postal Center (APC) transactions is as follows:
a. No cash (or cash equivalent) refunds are allowed.
b. Exchanges are allowed for equivalent value stamps only.
c. Exchanges may only be made at the office where purchased.
d. Refunds may be given for postage on Express Mail packages if there is a service failure.
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21-5.1 Exchange of Stamps
[Revise text to read as follows:]
Stamps may not be exchanged for cash. Customers may exchange stamps only for equivalent value stamps.
At POS units, RAs must use the Exchange option in the POS system to record exchanges and do the following:
a. Enter the value of the stamps to be exchanged as a 1-cent redeemed item.
b. Enter the item number and quantity of replacement stamps.
c. Provide the customer with stamps of the same value.
21-5.2 Variable Rate Postage Labels — Customer Error
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[Revise the second and third paragraphs to read as follows:]
RAs must exchange variable rate postage labels as follows:
a. Physically mark the label submitted by the customer as “void.”
b. Ensure PS Form 3533 is completed, and attach the variable rate postage label(s) to the back of the form.
c. Ensure that the ‘Request Disbursement For’ section is completed by checking the Other Refunds box. Write in “APC” and an explanation for the exchange.
d. Record the transaction amount in AIC 553 and offset the amount with a postage sale transaction on PS Form 1412.
e. Only give the customer stamps for the same total value.
f. Submit the PS Form 3533 as supporting documentation for the PS Form 1412 accounting entries.
g. Give a copy of the PS Form 3533 to the APC servicing employee.
The APC servicing employee files the copy of PS Form 3533 in the APC refund document file.
(1) Establish a file folder to track all APC exchanges. This folder allows managers to easily analyze APC exchange activity.
(2) Keep this file folder separate from all other daily documents.
[Renumber current 21-5.3 as new 21-5.4. Add new 21-5.3 to read as follows:]
21-5.3 Express Mail Postage Labels — Service Failure
The policy for refunding postage labels purchased through an APC for a domestic Express Mail package is as follows:
a. A claim for postage refund of an Express Mail package may only be made by the mailer.
b. A customer must present an original Label 11-B or the receipt from the APC if no Label 11-B was used.
c. The refund request must be made within 90 days after the date of mailing, as shown in the ‘Date In’ box on Label 11-B, or on the receipt from the APC if no Label 11-B was used.
d. When the Postal Service can determine the mailer is entitled to a refund, USPS refunds the postage immediately in cash or with a no-fee money order.
To complete an Express Mail refund, the RA must do the following:
a. Use an original Express Mail receipt to validate claim.
b. When applicable, annotate on the Express Mail receipt: ‘Refund given’ and initial.
c. Ensure PS Form 3533 is properly completed and includes all required signatures and dates.
d. Report the refund in AIC 676, Express Mail Refunds.
e. Give the customer cash or no-fee money order for the same total value.
f. Make a copy of the PS Form 3533 and Express Mail receipt.
g. Submit the original PS Form 3533, Label 11-B or Express Mail receipt, and proof of service failure as supporting documentation for PS Form 1412 accounting entries.
h. Hand the copy of PS Form 3533 and all supporting documentation to an SE to file in the APC Refund Document folder.
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21-5.4 Partial Exchange
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The process for a partial exchange is as follows:
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[Revise item c to read as follows:]
c. Follow the procedure in part 21-5.1 for stamp exchanges and 21-5.2 and 21-5.3 for postage label exchanges.
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We will incorporate these revisions into the next printed version of Handbook F-101 and into the next online update, available on the Postal Service™ PolicyNet website:
n Go to http://blue.usps.gov.
n In the left-hand column under “Essential Links”, click PolicyNet.
n Click HBKs.
(The direct URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
— Field and International Accounting,
Controller, 4-21-11
