Policies, Procedures, and Forms Updates

Handbooks

Handbook F-101 Revision: Appendix D, Forms and Retention Periods

Effective January 26, 2012, Handbook F-101, Field Accounting Procedures, Appendix D, Forms and Retention Periods, is revised to add forms and to revise retention periods of forms. These forms and retention periods are revised in the Elec­tronic Records and Information Management System (ERIMS) found on the Postal Service™ Intranet at https://erims.usps.gov/erims/erims.

Handbook F-101, Field Accounting Procedures

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[Revise Appendix D as follows:]

Appendix D Forms and Retention Periods

This appendix contains a list of the forms mentioned in Handbook F-101.

 

PS Form Number

Title

Instructions

Retention Period

17

Stamp Requisition/Stamp Return

Requisition stamp stock from the stamp distribution office (SDO) or stamp services center (SSC), return stock to the SDO or SSC, or make an internal stock shipment. File copies locally.

2 plus current fiscal year

25

Trust Fund Account

Used for locally managed customer trust accounts.

3 years from last date of activity

571

Discrepancy of $100 or More in Financial Responsibility

Submit original copy to the appropriate Office of Inspector General (OIG) field office (see Appendix B-2 for the list of OIG field offices). Forward a copy of the form to the district Finance manager.

2 plus current fiscal year

824

Journal Entry Form

Form completed with information to disseminate expenses to the corresponding district finance numbers and forwarded to Accounting Services.

2 plus current fiscal year

1000

Domestic or International Claim Inquiry

Customer completes form to file an indemnity claim for loss or damage of an item mailed with insured services. Submit completed form to the appropriate address in accordance with part 20-1.2. Support documentation (i.e., proof of insurance, evidence of value) is retained for 2 years.

3 years beyond last action

1010

eTravel Participant Enrollment Request

Employees complete this form to request access to eTravel. Employee has the option to elect electronic funds transfer (EFT) to receive reimbursement for travel expenses. Retain until information is entered in eTravel.

N/A

1011

Travel Advance Request and Itinerary Schedule

Authorized advance issued for official travel of bargaining employees. Submit to the Scanning and Imaging Center (SIC) unless a local emergency travel advance is issued.

2 plus current fiscal year

1012-E

eTravel Expense Report Overnight Travel

Bargaining employees claim reimbursement for overnight travel expenses and enter into eTravel. File locally.

3 years

1164

Claim for Reimbursement for Expenditures on Official Business

Complete this form to reimburse an employee for nonrecurring travel when eTravel or web alias is not an option.

2 plus current fiscal year

1164-A

Claim for Reimbursement for Postal Supervisors

Supervisors’ reimbursement authorized for supervising carriers, inspecting routes, motor vehicle, service operations, and airport ramp operations only. Submit authorized PS Form 1164-A to the SIC.

2 plus current fiscal year

1164-E

eTravel Expense Report Local Travel

The traveler submits the completed form to the web alias that will enter the traveler’s expenses in the eTravel system.

2 plus current year

1221

Advanced Sick Leave Authorization

Employees complete this form to request and obtain approval in advance for using sick leave.

3 years

1224

Court Duty Leave Statement Of Service

An officer of the court completes this form to account for an employee’s time off from his or her regular schedule of duty.

3 years

1236-A

Weekly Loan, Transfer, and Training Hours

Send recorded hours activity to the local Time and Attendance Collection System (TACS) office.

3 years

1312

Local Transportation Payments

Pay locally. Do not send to the SIC.

3 years

1314

Regular Rural Carrier Time Certificate

Record and certification of rural carrier service, pay, or leave adjustment.

3 years

1314-A

Auxiliary Rural Carrier Time Certificate

Record and certification of auxiliary rural carrier service.

3 years

1377

Request for Payment of Postmaster Replacement, RSC F Postmaster Changes

Record and certification of postmaster and postmaster replacement time and attendance information — support for entries in CTAPS.

3 years

1412

Daily Financial Report

Used for eMOVES units or used as backup for POS and IRT sites. File locally. Do not send to the SIC.

2 plus current fiscal year

1608

Emergency Salary Authorization

Used to issue emergency salary to a bargaining unit employee who did not receive a payroll check.

2 plus current fiscal year

1782

Training Request and Authorization

Follow the local practice to pay for individual nonpostal training. Support the payment with the approved PS Form 1782 and the certified receipts and/or invoices.

2 plus current fiscal year

1839

Payment Record for Carrier Drive Out Agreements

Submit completed and approved PS Form 1839 to the SIC.

2 plus current fiscal year

1902

Justification for Billing Accounts Receivable

Submit completed and approved PS Form 1902 to the corresponding address.

2 plus current fiscal year

1903

Invoice and Statement

Accounting Services completes PS Form 1903 for payroll deductions to liquidate indebtedness and sends it to the originating installation.

2 plus current fiscal year

1908

Financial Adjustment Memorandum

Used for employee’s PS Form 1412 financial discrepancies. Employee financial adjustment required. Maintain locally.

2 plus current fiscal year

2130

Claim for Loss

Submit completed PS Form 2130 to the district Finance manager with supporting documentation. Do not send to the SIC.

2 plus current fiscal year

2134

EMCA Uncollectible

The district Mailing Requirements Office prepares and submits the form to the collection agency.

2 plus current fiscal year

2198

Accident Report Tort Claim

Used for accidents involving injury or property damage of private persons. For guidelines, see subchapter 19-7, Quick Reference Payment Tables.

2 plus current fiscal year

2240

Pay, Leave, or Other Hours Pay Adjustment Report

Authorized by employee’s supervisor and presented to PRU for emergency salary, and then the PRU submits the form to the SIC.

3 years

2240-R

Rural Pay or Leave Adjustment Request for PS Form 1314

Authorized by employee’s supervisor and presented to PRU for emergency salary, and then the PRU submits the form to the SIC.

3 years

2240-RA

Rural Pay or Leave Adjustment Request for PS Form 1314-A

Authorized by employee’s supervisor and presented to PRU for emergency salary, and then the PRU submits the form to the SIC.

3 years

2856

Damage Report of Insured Parcel and Contents.

The PRU completes this form after inspecting the article and its contents. The PRU submits this form, along with PS Form 1000 to Accounting Services.

3 years

2933

Register of Uncollected Customs Charges

Complete listing of uncollected customs items. Submit with copies of CBP Form 3419ALT to the regional commissioner of Customs.

1 year

2944

Receipt for Customs Duty Mail

Receipt for customs duty mail paid. File locally.

2 plus current fiscal year

3077

Request to Forward Salary Check

When on leave or away from the office for an indefinite period, an employee completes this form to forward his or her paycheck to a designated address on file.

13 pay periods

3083

Trust Accounts Receipts and Withdrawals

Used to manage customer’s trust account activities. Filed locally.

2 plus current fiscal year

3203-X

Personalized Envelope Order Form

Completed for personalized stamped envelope orders. A separate order form is required for each address to be printed.

2 plus current fiscal year

3220

Claim for Stamped Envelope Discount

Completed form used to calculate and record discount for sale of full boxes of stamped envelopes.

2 plus current fiscal year

3236

Uniform Allowance Cap Disbursements

Invoice for uniform cap purchased. File locally.

2 plus current fiscal year

3239

Payroll Deduction Authorization to Liquidate Postal Service Indebtedness

Complete with the invoice number, authorized by employee’s supervisor and submitted to the SIC.

2 plus current fiscal year

3293

APC Credit Examination

APC system-generated count report, used when performing a count of an APC credit including the count results. File locally with APC files.

2 plus current fiscal year

3294

Cash and Stamp Stock Count and Summary

Used when performing a count of a cash and stamp stock credit including the count results. File locally with employee’s stamp and/or cash credit files.

2 plus current fiscal year

3295

Daily Record of Stamps, Stamped Paper and Non-Postal Stamps on Hand

Used to record and manage detailed stamp stock accountability at manual units.

1 year

3368-P

Accountability Examination Record

Used to record results of stamp and/or cash credit counts assigned to an employee or contractor. File locally with employee’s stamp and/or cash credit files.

2 plus current fiscal year

3369

Consigned Credit Receipt

Maintain locally to document the amount of stamp stock and/or cash consigned to an employee, a contractor, or a unit. File locally with employee’s stamp and/or cash credit files.

2 plus current fiscal year

3533

Application for Refund of Fees, Products and Withdrawal of Customer Accounts

For completion of this form, refer to subchapter 21-1, Refunds and Exchanges, and Appendix E, Refunds Quick Reference.)

2 plus current fiscal year

3533-X

Refund from Trust to Customer Confirmation

System-generated form used to record a refund from permit account or transfer of funds from one permit account to another.

2 plus current fiscal year

3541

Postage Statement Periodicals One Issue or One Edition

To be used to record mailing of Periodicals One Issue or One Edition.

4 years

3541-M

Postage Statement Periodicals All Issues in a Calendar Month

To be used to record mailing of Periodicals All Issues in a Month.

4 years

3543

(Special) Record of Periodicals Postage

To be used to record Periodicals Postage.

4 years

3544

USPS Receipt for Money or Services

Accountable form maintained locally with daily financial records to support receipt of funds for products and services.

2 plus current fiscal year

3582-P

BRM/Postage Due Invoice

Customer’s receipt for payment of BRM or Postage Due mail. The PS Form 3582-P should be prepared in duplicate.

2 plus current fiscal year

3584

Postage Due Log

Used to log BRM/MRS and postage due consigned to city, rural, and star route carriers. The same form is used to clear carriers of responsibility.

2 plus current fiscal year

3602-G

Postage Statement Penalty Permit Imprint

Used to record Penalty Permit Imprint Mailings. Postage statement is to be included on PS Form 3633-G at the end of each day.

4 years

3602-PO

Postage Collected Through Post Office Meter

Support documentation for AIC 110. The CPU must submit its PS Form 1412 to its host Post Office.

4 years

3630-G

Penalty Business Reply Mail Monthly Report

Used as monthly report of Penalty Business Reply Mail. See Handbook DM-103, Official Mail, for instructions on completing this form.

4 years

3633-G

Daily Activity Recap for Official Mail

Used as daily recap for official mail activity. See Handbook DM-103, Official Mail, for instructions on completing this form.

4 years

3637-G

Batch Header for Official Mail

On the first business day after the fifteenth of the month, PRU must submit completed OMAS batch header and supporting forms to the SIC.

2 plus current fiscal year

3638-G

Penalty Mail Postage Due Monthly Report

Used as monthly report of penalty mail Postage Due. See Handbook DM-103, Official Mail, for instructions on completing this form.

2 plus current fiscal year

3639-G

Penalty Merchandise Return Service Monthly Report

See Handbook DM-103, Official Mail, for instructions on completing this form.

2 plus current fiscal year

3813-P

Insured Mail Receipt

Record postage and fees for insured domestic mail.

2 plus current fiscal year

3816

COD Mailing and Delivery Receipt

Receipt for payment of COD items mailed and delivered. File locally.

2 plus current fiscal year

3821

Clearance Receipt

Clearance document of payment received for COD items delivered by carriers.

2 plus current fiscal year

3822

COD Tag Transmittal

Payments made to senders for COD items. File locally.

2 plus current fiscal year

3854

Manifold Registry Dispatch Book

Used to record accountable mails dispatched from one office to another.

2 plus current fiscal year

3881-X

Supplier and Payee Electronic Funds Transfer (EFT) Enrollment

Used by postal suppliers and other payees to initiate or to make changes to EFT payments.

2 years

3902

Form 3977 Log and Lock Examination

Used to record the semi-annual examination of PS Forms 3977 to ensure they are on hand and intact. Also used to record the annual examination of locks and keys in the unit (except duplicate keys on file in PS Forms 3977).

2 plus current fiscal year

3958

Unit Reserve Stamp Stock Transaction Record

Used at eMOVES units to manage unit reserve stamp stock activities. File locally.

2 plus current fiscal year

3970-T

Donated Leave Transfer

For use by personnel and finance offices only to record transfer of donated leave.

3 years

3971

Request for or Notification of Absence

Form completed as record of absence, approval, and recording of official time.

3 years

3977

Duplicate Key, Combination, and Password Envelope

Used to record and store duplicate keys, passwords, and log-on ID.

See section 3-8.2

4541

Order-Invoice for Vehicle Repair

For vehicle services payments, if paid through VMAS file locally. Submit to the SIC to support PS Form 8230 for payment.

3 years

4587

Request to Repair, Replace, or Dispose of Postal-Owned Vehicle

Form initiated by Vehicle Maintenance.

2 plus current fiscal year

4595

Postal Vehicle Sale/Purchase Agreement

For purchase of postal vehicle, file locally with copy of PS Form 3544.

2 plus current fiscal year

5006

Payment Order Application for Sure Money (Solicitud Para Envio de Dinero)

To be used as payment for Sure Money (Dinero Seguro). File locally.

2 plus current fiscal year

5659

Daily Passport Application (DS-11) Transmittal

Completed to log all passport applications accepted during the day. Mail to the designated passport agency.

2 plus current fiscal year

6401

Money Order Inquiry

Completed to inquire on the status of a money order or to initiate replacement of a damaged or mutilated money order. Mail to the address on the form.

2 plus current fiscal year

7355

Cleaning Agreement

Used for a 1-year term or longer agreement. File locally. Also, complete CSLBAG attachment 5 and submit to the following address:

Contract Cleaner Unit
Accounting Services
2700 Campus Dr.
San Mateo, CA 94497-9426

2 plus current fiscal year

7381

Requisition for Supplies, Services, or Equipment

Used for local requisitions when eBuy is not available. File locally with supporting documentation.

2 plus current fiscal year

8038

Employee Statement To Recover Back Pay

The manager of Human Resources must approve. Refer to PS Form 8039 for mailing instructions. Form sent to Accounting Services Payroll, Eagan.

N/A

8039

Back Pay Decision or Settlement Worksheet

This form is used to submit a claim for payment of back pay compensation authorized by a settlement agreement. Signature is required from the claimant, the Postal Service certifying officials, and the Postal Service final approval authority.

N/A

8105-A

Funds Transaction Report (FTR)

Customer completes this form when purchasing $3,000 or more or when cashing $10,000 or more in money orders in the same day. Form sent to SIC.

N/A

8105-B

Suspicious Transaction Report (STR)

After the customer leaves, an RA completes this form to report a suspicious transaction. Form sent to SIC.

N/A

8127

Rural Carrier Supplemental Payment

Authorized by Operations Program Support; submit to the SIC. See Handbook F-21, Time and Attendance.

3 years

8144

Stamp Discrepancy Report

Used by the SDO or SSC to report stamp stock shipment discrepancies. Submit to Manager, Stamp Acquisition & Distribution at Headquarters. File a copy locally.

2 plus current fiscal year

8230

Authorization for Payment

Used to process payments of invoices for supplies and services, OSHA payments, and applicable tort claims. Submit to the SIC with original invoice as supporting documentation. No accounting entries required on the unit’s PS Form 1412.

2 plus current fiscal year

8231

Vendor Payment 1099 Reporting Form

Completed for a one-time emergency or sole source local payment for services via cash or no-fee money order. Submit form to the SIC the same day payment is made. The appropriate accounting entry is required on the unit’s PS Form 1412.

2 plus current fiscal year

8232

Payment for Personal Services Contracts

Use to authorize payment for personal services contracts. After certification, submit to the SIC with the supporting invoice no later than COB Friday of week 2 of the pay period. File a copy of the supporting documentation locally for 120 days from the end of the month in which the 8232 was submitted to the SIC. (See part 19-3.3.)

2 plus current fiscal year

CA–7a

Time Analysis Form

Used to report hours information from the TACS where the employee is located. Form sent to HR.

N/A

CBP 3419ALT

Mail Entry-Customs

PRUs keep the form until the end of the month and submit to the following address: Customs and Border Protection Collections and Refunds Analysis Branch 6650 Telecom Dr. Ste. 100 Indianapolis, IN 46278-2010

Until end of the month

Notes

Two years plus current fiscal year equals: current fiscal year up to September plus the 2 previous fiscal years.

On February 2011, you should have maintained all of FY 2009, all of FY 2010, and the remaining months of FY 2011 (March through September 2011).

N/A = No retention period applies at Post Offices and postal retail units.