Effective December 13, 2012, Handbook F101, Field Accounting Procedures, is revised to reflect the increase in the returned check fee to $30.
Post Offices™ are required to order updated Sign 145, Payment Acceptance Policies (November 2012), which is placed in a binder behind the retail counter and updated Label 159, Returned Checks/Dollar Coin (October 2012), which is placed on retail counters.
Use the eBuy2 on-catalog requisition system to order Sign 145 and Label 159 from the Material Distribution Center (MDC); search for items using the PSN number (without the dashes) listed below. If your office does not have access to eBuy2, you can order Sign 145 and Label 159 from the MDC using the touch-tone order entry (TTOE) system: Call 800-273-1509.
Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order.)
Use the following information to order Sign 145:
PSIN: Sign 145
PSN: 7690-03-000-9110
Unit of Measure: EA
Minimum Order Quantity: 1
Bulk Pack Quantity: N/A
Quick Pick Number: 273
Price: $.3525
Edition Date: 11/12
Use the following information to order Label 159:
PSIN: Label 159
PSN: 7690-10-000-6187
Unit of Measure: EA
Minimum Order Quantity: 1
Bulk Pack Quantity: N/A
Quick Pick Number: N/A
Price: $.1204
Edition Date: 10/12
Handbook F-101, Field Accounting Procedures
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9 Cash Management
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9-3 Checks
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9-3.5 Returned Customer Checks
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9-3.5.1 Collection of Nonsufficient Funds for Returned Checks That Were Properly Accepted
[Revise the title and text 9-3.5.1 to read as follows:]
The Postal Service uses the services of a national collections contractor to collect nonsufficient funds (NSF) checks. NSF checks are handled as follows:
a. NSF checks are automatically re-deposited as a second attempt for payment.
b. If the second attempt is not successful, checks are sent to Accounting Services, Account Reconciliation Branch (ARB) for processing.
c. Accounting Services ARB determines if the checks were properly accepted.
d. If Accounting Services ARB deems a check to be improperly accepted, the Postal Retail Unit is expensed and the NSF check is sent to the Postal Retail Unit for resolution (see 9-3.5.2).
e. If Accounting Services ARB deems a check to be properly accepted and the NSF check is less than $5,000, the check is sent to the national collection agency.
f. Accounting Services ARB attempts collection on all NSF checks for $5,000 or more. If collection is unsuccessful, these checks are then forwarded to the national collection agency.
g. The ARB or the collection agency will add a $30 returned check fee when pursuing collection efforts.
h. Accounting Services ARB notifies the Postal Inspection Service for checks that are part of a scam to pass bad checks.
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[Revise the title and text of 9-3.5.2 to read as follows:]
9-3.5.2 Collection and Processing of Expensed Nonsufficient Funds for Checks That Were Improperly Accepted
Returned checks improperly accepted by Postal Service personnel or Contract Postal Units (CPUs) are charged back to the accepting unit through the Accounting Services, Account Reconciliation Branch (ARB) expense notification processes AIC 647.
The Postal Retail Unit Postmaster, manager, or supervisor then performs the following:
a. Pursues local collection from the customer or collects from the accepting Postal Service employee or CPU, while adhering to the applicable collective bargaining agreement and the Debt Collection Act.
b. Adds a $30 returned check fee when pursuing local collection efforts.
c. Ensures the amount of the returned check is entered in AIC 247 and the $30 returned check fee is entered in AIC 126 on PS Form 1412, Daily Financial Report.
Note: PRUs must not accept local payments for returned checks processed by Accounting Services. Inform the customer to wait for the collection letter from either Accounting Services or the collection agency.
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We will incorporate these revisions into the next online edition of Handbook F-101 on the Postal Service intranet:
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 Handbook F-101 is http://blue.usps.gov/cpim/ftp/hand/f101.pdf.)
— Revenue and Field Accounting,
Controller, 12-13-12
