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
|
