Effective August 20, 2015, the Postal Service™ is revising Handbook F-101, Field Accounting Procedures, Chapter 24, to include non-POS 6-Hour Remotely Managed Post Offices (RMPOs). The Single Drawer Accountability (SDA) policies streamline existing financial processes in order to add efficiencies that align with changing operational requirements and demands. SDA is a single drawer accountability comprised of stamp stock, cash, postage meter, and money orders (no unit reserve stock or individual accountabilities). The process to implement this plan will be a phased approach beginning as early as August 24, 2015. R6 offices will follow slightly varied policy processes than the existing non-POS 2- and 4-hour RMPOs. The R6 policy will be represented in the newly added sections 12 through 22 of Chapter 24. Policy changes to the R2 and R4 offices are included in the revisions as well.
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Handbook F-101, Field Accounting Procedures
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24 Single Drawer Accountability Non-POS 2- and 4-Hour Offices
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24-1 Overview
[Revise the text of 24.1 to read as follows:]
Single Drawer Accountability (SDA) is comprised of stamp stock, cash, and money orders consigned specifically to Non-POS 2-hour and 4-hour offices, which are overseen by an Administrative Post Office.
The RMPO employee(s), who work at the same office, operate from a shared SDA, including money order blocks, and complete the daily PS Form 1412, Daily Financial Report.
SDA offices do not maintain the following:
a. Individual accountabilities.
b. Unit cash reserve.
c. Unit reserve stock.
d. PS Form 3959, Stamp Stock Transactions and Daily Recap.
e. PS Form 3295, Record of Stamps, Stamped Paper, and Non-Postal Stamps on Hand.
The managing Administrative Post Office manages the accountability limits of the SDA office:
n The SDA must not exceed the current total unit accountability or a maximum of $5,000, whichever is less.
n The accountability includes stamp stock and cash.
District Finance Managers may approve an exception for the maximum stock limit (see section 24-5.1.1). For customers requesting special orders, the Administrative Post Office may temporarily adjust the value of the SDA to meet customer demands (see section 24-5.1.2).
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24-2.1 Postmaster at Administrative Post Office
[Revise the text of 24-2.1 to read as follows:]
The Administrative Post Office Postmaster is responsible for oversight of the SDA offices. The SDA includes stamp stock, cash, meters, and money orders. The Administrative Post Office must ensure the timely performance of all SDA counts. Annual stamp counts are randomly mandated by Accounting Services based on financial risk and monitoring indicators. The Administrative Post Office is responsible for stock management and limits in accordance with this policy.
24-2.2 Postmaster Relief and/or Designee at 2- and 4-Hour Post Offices
[Revise the text of 24-2.2 to read as follows:]
The RMPO employee is responsible for: safeguarding the stamp/cash accountability, postage meter, and the money order imprinter; and for accurately reporting financial transactions.
24-3 Security
[Revise the text of 24-3 to read as follows:]
The RMPO employee must provide adequate security for all accountable items. Accountable items include postal funds, stamp stock, blank money order stock, philatelic products, retail products, accountable receipts, postage meters, and money order imprinters.
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24-3.2.1 Single Drawer Accountability Controls
[Revise the text of 24-3.2.1 to read as follows:]
The Administrative Post Office Postmaster must keep the SDA drawer keys, and PS Forms 3977, Duplicate Key Combination and Password, in secured equipment as described under Security.
SDA office controls are as follows:
a. The duplicate SDA drawer key must be maintained in a completed PS Form 3977; the Administrative Post Office Postmaster signs the PS Form 3977 and writes “No Witness Available” on the envelope, if applicable.
b. The daily SDA drawer key must be stored at the closing of each day in secured equipment as described under Security.
c. The SDA drawer keys and PS Form 3977 must not be taken out of the RMPO building.
d. The safe combination must be maintained in a completed PS Form 3977 in a secure location as described in Security.
e. All individual login IDs and passwords (including credit cards) must be maintained in a completed PS Form 3977. When accessing PS Form 3977, the RMPO employee must contact the Administrative Post Office Postmaster to ensure compliance with the PS Form 3977 process.
f. PS Form 3902, Log and Lock Examination, must be completed for the semi-annual exams of PS Form 3977 and for the annual key exams.
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24-4 Money Orders
[Revise the text of 24-4 to read as follows:]
Money order blocks are shared by the RMPO employees who work at the SDA office.
24-4.1 Ordering Money Orders
[Revise the text of 24-4.1 to read as follows:]
The Administrative Post Office Postmaster must follow these procedures to replenish money orders:
a. Order money orders in eBuy2 using the RMPO’s 10-digit Unit Finance Number ID.
b. Order money orders in increments of one hundred (100). Only one block can be requested per order with a maximum quantity of 200 money orders on hand at a given time, unless approved by the Administrative Post Office.
c. Enter all money order blocks into e1412 immediately upon receipt and maintain a record of all blank money order sets using the Money Order Blocks report.
d. Issue money orders in the correct sequence.
24-4.2 Daily Procedures
[Revise the text of 24-4.2 to read as follows:]
These procedures must be followed daily to account for money orders:
a. Print the e1412 Money Order Blocks report.
b. When multiple employees work on the same day, each money order sold must be annotated with the employee’s name who sold the corresponding money order.
c. On a daily basis, prior to opening for business, verification must be performed to ensure no money orders are missing. To verify, compare the next available money order in block against the previous day’s e1412 Money Order Blocks report.
d. All money order discrepancies must be reported to the Administrative Post Office Postmaster for immediate research.
e. If the Administrative Post Office researches and finds there is an issue with a missing money order then:
(1) Record the money order in your reporting technology as missing.
(2) If blank money orders are lost or stolen, the Administrative Post Office Postmaster must immediately contact the U.S. Postal Inspection Service (USPIS) and report the serial numbers of the missing forms.
Note: If blank money order forms are recovered, void them and notify the Inspector in charge.
24-4.3 Bait Money Orders
[Revise the text of 24-4.3 to read as follows:]
Bait money orders assigned to the RMPO are signed for by the Administrative Post Office Postmaster. All bait money orders must be accounted for on a Bait Money Order Control Log (reference the Bait Money Order Management Instruction). The Administrative Post Office ensures bait money orders are utilized in compliance with the Management Instruction.
To obtain a copy of the most current Management Instruction on bait money orders, contact the USPIS or write to the following address:
INSPECTOR IN CHARGE MAIL
THEFT AND VIOLENT CRIMES GROUP
US POSTAL INSPECTION SERVICE
475 L’ENFANT PLZ WEST SW RM 3521
WASHINGTON DC 20260-2168
[Add new sections 24-4.4 and 24-4.5 to read as follows:]
24-4.4 No-Fee Money Orders
The issuance of no-fee money orders is not authorized in SDA offices for any reason, including to create employee items such as salary advances or travel advances (Exception: see section 24-4.5).
If a no-fee money order is needed for an employee item or refund, the Administrative Post Office will need to issue it to the employee or customer (see section 24-10 for refund policy).
24-4.5 Replacement Money Orders
The issuance of a no-fee money order for money order replacements requested by customers is allowed in a SDA office. PS Form 6401 must be completed and the amount must be entered into AIC 641, Money Order Replacement Issued, by using the proper workflow and reason code in e1412.
The no-fee money order fees AIC 586 will be reconciled with AIC 641 by Field Sales Branch, to ensure the no-fee money order was issued for a replacement money order.
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24-5.2 Ordering Stock
[Revise the text of 24-5.2 to read as follows:]
The Administrative Post Office must order and replenish the SDA office as follows:
a. Replenish SDA office according to ordering schedule set by Stamp Fulfillment Services (SFS).
b. Administrative Post Office prepares one consolidated stamp order for all of their RMPOs using SFS Web at https://sfsweb.usps.gov/sfsweb under the Administrative Post Office 10-digit Unit ID.
c. Upon receipt of the stamp order at the Administrative Post Office, the Administrative Post Office must receive the entire order into the Administrative Post Office stamp accountability and make appropriate receipt entries into their reporting technology.
d. The Administrative Post Office will prepare a PS Form 17 with a witness (if available) documenting shipment to the RMPO 10-digit Unit ID using the return stock shipment store-to-store transfer process in their reporting technology. If no witness is available, enter “NWA” on the Administrative Post Office PS Form 17 copy only.
e. Stamp orders along with PS Form 17 must be packaged via Priority Mail Signature Confirmation and shipped to the RMPO. If circumstances warrant that the Administrative Post Office physically takes the stamp stock to the RMPO, the priority mail packaged stamp order must be scanned upon arrival at the RMPO following appropriate scanning procedures.
f. Maintain SDA office to a maximum of $5,000 or total unit accountability, whichever is less, which includes stamp stock and cash.
g. Exceptions are as follows:
(1) Increased accountability limit was approved by the District Finance Manager.
(2) Administrative Post Office Postmaster temporarily approved the increase in stock level for customer’s special request.
The Administrative Post Office receives minimal amounts of automatic shipments of newly issued stamps and distributes to RMPOs according to anticipated sales via the procedures in section 24-5.2.
24-5.3 Receiving Stock
[Revise the text of 24-5.3 to read as follows:]
When the stamp stock is received at the RMPO from the Administrative Post Office, the RMPO employee must do the following:
a. Count the stock and verify with a witness. If no witness is available, write “NWA” and initial.
b. Sign PS Form 17, Stamp Requisition/Stamp Return, as the person receiving the stock.
c. Enter the amount of stock received in AIC 841 on the Unit PS Form 1412 by accepting stock by item number in e1412.
d. Maintain a copy of the completed PS Form 17 with the daily financial paperwork.
e. The RMPO employee must notify the Administrative Post Office Postmaster of any discrepancies with PS Form 17 from the Administrative Post Office.
Note: If a discrepancy exists, the RMPO employee enters the physical amount of stock received into the reporting technology. The Administrative Post Office researches, performs a count of the Administrative Post Office unit reserve stock, and informs the RMPO office if any financial entries are necessary or if the claim for loss process needs to be followed by the Administrative Post Office.
[Add new section 24-5.4 to read as follows:]
24-5.4 Returned Stock
Returned stock in the RMPO Office should be directly returned to SFS in accordance with the quarterly return schedule.
a. Administrative Post Office Postmaster counts the stock at the RMPO office and verifies with a witness.
b. Using e1412, enter the amount of stock returned by item number which will generate PS Form 17. The Administrative Post Office Postmaster and RMPO employee must sign the generated PS Form 17.
Properly prepare and package return stock for shipment to SFS and file a copy of the PS Form 17 locally.
24-6 Meters
[Revise the text of 24-6 to read as follows:]
RMPO offices are required to have a postage meter, due to limited accountability requirements. The cost of the meter rental is funded by the district.
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24-6.3 Monthly Requirement for Meters
[Revise the text of 24-6.3 to read as follows:]
All sites are REQUIRED to connect to their meter manufacturer during the first week of every month. This practice serves three purposes:
1. Verification to the meter company that the meter is still actively being used.
2. Allows the meter company to provide reports to USPS through National Meter Accounting and Tracking System (NMATS) for the amount of postage that has been used on that specific meter since the last connection.
3. Rates can be updated and postage can be added, if applicable.
USPS requires that all postage meters be tracked by the meter companies who must verify the meter is being used in the location to which it was assigned. Meters that do not report can be turned off by the meter company. The meter company must report these “missing/non-reporting meters” to the Postal Inspection Service for revenue protection.
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24-7.1 Single Drawer Accountability Financial Documents
[Revise the text of 24-7.1 to read as follows:]
SDA offices must maintain the following files at their unit for review by the Administrative Post Office:
a. PS Form 3294, Cash and Stamp Stock Count and Summary;
b. PS Form 3368-P, Accountability Examination Record;
c. PS Form 3369, Consigned Credit Receipt;
d. PS Form 3902 and PS Form 3977, Log and Lock Examination;
e. PS Form 571, Discrepancy of $100 or More in Financial Responsibility (if applicable);
f. PS Form 2130, Claim for Loss (if applicable); and
g. PS Form 17, Stamp Requisition/Stamp Return.
24-7.2 Counting Requirements
[Revise the text of 24-7.2 to read as follows:]
The Administrative Post Office Postmaster is responsible for counting the SDA maintained by the RMPO employee(s) at least once every fiscal year. However, the Administrative Post Office Postmaster may count more frequently at their discretion. The ASC monitors the SDA office accountability and may direct the Administrative Post Office Postmaster to count more frequently than the once per fiscal year requirement.
Note: If an office was given an exception to exceed the $5,000 limit, the Administrative Post Office is required to perform the count twice a year, as directed by the ASC.
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[Add new section 24-7.6.3 to read as follows:]
24-7.6.3 Recording Audit Results
After conducting the audit, results must be posted in e1412 using the AICs for overages and shortages (see section 24-7.6.1 or 24-7.6.2). Record the audit results on PS Form 3368-P, Accountability Examination Record. File the PS Form 3294, Cash and Stamp Stock Count and Summary, and PS Form 3368-P, Accountability Examination Record.
Note: If a unit does not post the result of its audit to its Unit 1412 and transmit the 1412, then it will not receive credit for conducting the audit.
24-8 Banking Procedures for Single Drawer Accountability
[Revise the text of 24-8 to read as follows:]
The RMPO office consolidates funds generated from daily transactions into one bank deposit. RMPO offices must not make bank deposits for less than $100.
Exception: Check items (checks, money orders, traveler’s checks, etc.) should be deposited within 5 business days, even if the total deposit is less than $100.
The RMPO does not prepare a bank deposit for amounts less than $100, but will record the funds in AIC 753, Cash Retained, on the PS Form 1412. The following business day, this amount is recorded in AIC 353, Cash Retained on Hand From Previous Day, and continues to be reported in AIC 753 and AIC 353 on subsequent business days until the funds available for deposit equal or exceed $100 (or within the 5 business days for check items). Postal funds recorded in AIC 753 must be retained in a secure location.
Note: The office must continue to report all financial transactions daily on the Unit PS Form 1412.
24-9 Unit Closeout Procedures
[Revise the text of 24-9 to read as follows:]
The RMPO office performs the unit closeout as follows:
a. Complete PS Form 3602-PO and enter the calculated amount in AIC 110 on the Unit PS Form 1412.
b. Run a calculator tape of money orders sold and enter the amount of money orders into AIC 100 and the amount of money order fees into AIC 101 on Unit PS Form 1412.
(1) Verify that the sequential order of money orders is continued from the previous day and that the amount, fees, issue ID, and date are correct.
(2) Report any missing money orders in e1412 and to the Administrative Post Office to be reported immediately to the Postal Inspection Service.
(3) Report any voided money orders in e1412. The RMPO employee ensures the serial number was recorded as voided on the e1412 money order report and then destroys all parts of the voided money order.
Note: Postal Retail Units (PRUs) may void a postal money order only in the event of a USPS error, and this option may be done only on the same day as the transaction.
(4) When multiple employees work on the same day, each money order sold must be annotated with the employee name (who sold the corresponding money orders) on the e1412 money order report.
Note: If unable to account for the dollar amount of a missing voucher, complete PS Form 6401, Money Order Inquiry, and mail to the SIC to retrieve a copy of the cashed item:
SCANNING AND IMAGING CENTER (SIC)
PO BOX 5212
JANESVILLE, WI 53547-5212
c. Organize all supporting documents by type, calculate the amount by products and services, and enter into the appropriate AICs (e.g., Post Office Box fees, lobby services revenue, etc.) on the Unit PS Form 1412.
d. Post sales of retail products (if applicable) into the appropriate AICs on the Unit PS Form 1412.
e. Run the Batch Close Report from the credit and debit card terminal(s) if the unit had credit or debit card transactions for the day. Verify and account for all credit and debit card receipts. Enter the totals into AIC 762 (credit) and AIC 772 (debit) on the Unit PS Form 1412.
f. Run a calculator tape of all checks accepted.
g. Count the funds (cash, checks, and money orders) to be deposited and enter the total amount into AIC 752 on the Unit PS Form 1412 (if <$100, enter in AIC 753). Prepare and dispatch bank deposit following the procedures in part 9-1.2. The bank deposit slip total should match AIC 752.
h. Calculate the amount of postage sales and enter into the appropriate AICs (e.g., AIC 007, AIC 084, AIC 090) on the Unit PS Form 1412.
i. Verify that AIC 840 matches the previous day’s AIC 853 on the Unit PS Form 1412.
j. Complete the Stamp Accountability section of the Unit PS Form 1412 as follows:
(1) Enter AIC 841 for stock received from stamp fulfillment center or PRU.
(2) Enter AIC 848 for stock returned to the SDC/SDO or a PRU.
(3) Enter AIC 852, which include the total of AICs 007–014, 016-018, 084–089, 090–092, 094–097.
(4) Complete AIC 853 for ending accountability.
k. Enter the information from the Unit PS Form 1412 into e1412.
l. Certify the Unit PS Form 1412 and upload as directed.
m. Print the following documents:
(1) Unit PS Form 1412;
(2) Money Order and Missing Money Order reports; and
(3) Any other supporting documentation as needed (i.e., WebBATS report).
n. File Unit PS Form 1412 with electronic signature and supporting documentations excluding PS Form 3544s for Post Office Box and Caller Service. Post Office Box rentals and renewals must be input into WebBATS.
o. File credit and debit card receipts in a separate and secure location.
p. Enter Priority Express Mail label data into the Product Tracking System (PTS) Priority Express Mail Label Entry application.
q. Secure stamps and cash in safe and lock.
r. Secure SDA drawer key.
s. Provide the Administrative Post Office Postmaster with the Unresolved Employee Item Report from your reporting technology.
Note: For financial differences, make adjustments by increasing or decreasing the incorrect AIC, and offset to AIC 247 or AIC 647 (see section 8-6.1 for supporting documentation for AIC 247/647 activity).
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24-10.1.1 Refunds Processed by Single Drawer Accountability (SDA) Office
[Revise the text of 24-10.1.1 to read as follows:]
Refunds are limited at SDA units to cash refunds of $25. Issuance of no-fee money orders is not permitted. To issue cash refunds of $25 or less, the RMPO employee does the following:
a. Have customer complete Part 1, Application, and 5, Disbursements for Refunds, of PS Form 3533.
b. Enter the amount of the refund in the appropriate refund AIC on the Unit PS Form 1412.
c. If no witness is available, annotate on appropriate line “NWA.”
Exception: PO Box refunds greater than $25 will require approval from the Administrative Post Office before the SDA unit can process and post on the unit 1412.
24-10.1.2 Refunds Processed by Administrative Post Office
[Revise the text of 24-10.1.2 to read as follows:]
For refund amounts greater than $25 with the exception of PO Boxes, the RMPO office must send PS Form 3533 to the Administrative Post Office for approval and payment. If applicable, the Administrative Post Office submits the PS Form 3533 to the Scanning and Imaging Center (SIC) for processing the refund payment, following the guidelines in subchapter 21, for various types of refunds. The refund is then recorded in the proper AIC.
a. Have customer complete Part 1 of PS Form 3533.
b. The RMPO employee reviews the PS Form 3533 and ensures the form is complete and proper support is provided.
c. The RMPO employee submits PS Form 3533 to the Administrative Post Office for processing.
Note: RMPO office does not record refund AIC entries on the SDA Unit PS Form 1412 when submitting PS Form 3533 to the Administrative Post Office.
[Add sections 24-12 through 24-22 to read as follows:]:
24-12 Overview
Single Drawer Accountability (SDA) is comprised of stamp stock, cash, and money orders consigned specifically to Non-POS 6-hour RMPO offices, which are overseen by an Administrative Post Office.
The RMPO employee(s) who work at the same RMPO office, operate from a shared SDA, including money order blocks, and complete the daily PS Form 1412, Daily Financial Report.
SDA offices do not maintain the following:
a. Individual accountabilities.
b. Unit cash reserve.
c. Unit reserve stock.
d. PS Form 3959, Stamp Stock Transactions and Daily Recap.
e. PS Form 3295, Record of Stamps, Stamped Paper, and Non-Postal Stamps on Hand.
The managing Administrative Post Office sets the accountability limits of the SDA office:
n The SDA must not exceed the current total unit accountability or a maximum of $10,000, whichever is less.
n The accountability includes stamp stock and cash.
District Finance Managers may approve an exception for the maximum stock limit (see section 24-16.1.1). For customers requesting special orders, and for Christmas stock levels during the month of December only, the Administrative Post Office may temporarily adjust the value of the SDA to meet customer demands (see section 24-16.1.2).
24-13 Responsibilities
24-13.1 Postmaster at Administrative Post Office
The Administrative Post Office Postmaster is responsible for oversight of the SDA offices. The SDA includes stamp stock, cash, meters, and money orders. The Administrative Post Office must ensure the timely performance of all SDA counts. Stamp stock counts are performed semi-annually as selected by Accounting Services based on financial risk and monitoring indicators. The Administrative Post Office is responsible for stock management and limits in accordance with this policy.
24-13.2 RMPO Employee in 6-hour Offices
The RMPO employee is responsible for safeguarding the stamp/cash accountability, postage meter, the money order imprinter, and for accurately reporting financial transactions.
24-14 Security
The RMPO employee must provide adequate security for all accountable items. Accountable items include: postal funds, stamp stock, blank money order stock, philatelic products, retail products, accountable receipts, postage meters, and money order imprinters.
24-14.1 Equipment
The following types of equipment must be used to secure accountable items:
a. Burglar-resistant chests in fireproof safes or security containers located in walk-in vaults.
b. Postal Service standard vaults or security containers.
c. Security chests or burglar-resistant chest portion of fireproof safes.
d. Fireproof safes or vaults not built to Postal Service standards.
e. Lockable metal cabinets and file drawer.
Note: The equipment used to secure accountable items will vary among field units due to equipment availability.
24-14.2 Key and Safe Combination Controls
24-14.2.1 Single Drawer Accountability Controls
The Administrative Post Office Postmaster must keep the SDA drawer keys, and PS Forms 3977, Duplicate Key Combination and Password, in secured equipment, as described under Security, in the RMPO office.
SDA office controls are as follows:
a. The duplicate SDA drawer key must be maintained in a completed PS Form 3977; the Administrative Post Office Postmaster signs the PS Form 3977 and writes “No Witness Available (NWA)” on the envelope, if applicable.
b. The daily SDA drawer key must be stored at the closing of each day in secured equipment as described under Security.
c. The SDA drawer keys must not be taken out of the building.
d. The safe combination must be maintained in a completed PS Form 3977, in a secure location, as described under Security.
e. All individual login IDs and passwords (including credit cards) must be maintained in a completed PS Form 3977. When accessing PS Form 3977, the RMPO employee must contact the Administrative Post Office Postmaster to ensure compliance with the PS Form 3977 process.
f. PS Form 3902, Log and Lock Examination, must be completed for the semi-annual exams of PS Form 3977 and for the annual key exams.
24-14.2.2 Administrative Post Office Controls
Administrative Post Office controls are as follows:
a. The Administrative Post Office must maintain a set of building keys for each SDA office in a completed PS Form 3977. The SDA building keys must be stored in a safe location in the Administrative Post Office for entry to the unit, if necessary.
b. The Administrative Post Office must maintain the SDA office’s safe combination (if applicable) in a completed PS Form 3977.
Note: If the Administrative Post Office is responsible for multiple SDA offices, there will be a separate PS Form 3977 for the keys and safe combination for each location.
24-15 Money Orders
Money order blocks are shared by the RMPO employee(s) who work at SDA offices.
24-15.1 Ordering Money Orders
The Administrative Post Office Postmaster must follow these procedures to replenish money orders:
a. Order money orders in eBuy2 using the RMPO’s 10-digit Unit ID.
b. Order money orders in increments of one hundred (100). Only one block can be requested per order with a maximum quantity of 300 money orders on hand at a given time, unless approved by the Administrative Post Office.
c. Enter all money order blocks into e1412 immediately upon receipt and maintain a record of all blank money order sets using the Money Order Blocks report.
d. Issue money orders in the correct sequence.
24-15.2 Daily Procedures
These procedures must be followed daily to account for money orders:
a. Print the e1412 Money Order Blocks report.
b. When multiple employees work on the same day, each money order sold must be annotated with the employee’s name (who sold the corresponding money order).
c. On a daily basis, prior to opening for business, verification must be performed to ensure no money orders are missing. To verify, compare the next available money order in block against the previous day’s e1412 Money Order Blocks report.
d. All money order discrepancies must be reported to the Administrative Post Office Postmaster for immediate research.
e. If the Administrative Post Office researches and finds there is an issue with a missing money order then:
(1) Record the money order in the reporting technology as missing.
(2) If blank money orders are lost or stolen, the Administrative Post Office Postmaster must immediately contact the U. S. Postal Inspection Service (USPIS) and report the serial numbers of the missing forms.
Note: If blank money order forms are recovered, void them and notify the Inspector in charge.
24-15.3 Bait Money Orders
Bait money orders assigned to the RMPO are signed for by the Administrative Post Office Postmaster. All bait money orders must be accounted for on a Bait Money Order Control Log (reference the Bait Money Order Management Instruction). The Administrative Post Office Postmaster ensures bait money orders are utilized in compliance with the Management Instruction.
To obtain a copy of the most current management instruction on bait money orders, contact the USPIS or write to the following address:
INSPECTOR IN CHARGE
MAIL THEFT AND VIOLENT CRIMES GROUP
US POSTAL INSPECTION SERVICE
475 L’ENFANT PLZ WEST SW RM 3521
WASHINGTON DC 20260-2168
24-15.4 No-Fee Money Orders
The issuance of no-fee money orders is not authorized in SDA offices for any reason, including to create employee items such as salary advances or travel advances.
If a no-fee money order is needed for an employee item or a refund, the Administrative Post Office will need to issue it to the employee or customer (see section 24-21 for refund policy).
24-15.5 Replacement Money Orders
The issuance of a no-fee money order for money replacements requested by customers is allowed in a SDA office. PS Form 6401 must be completed and the amount must be entered into AIC 641, Money Order Replacement Issued, by using the proper workflow and reason code in e1412.
The no-fee money order fees AIC 586 will be reconciled with AIC 641 by Field Sales Branch to ensure the no-fee money order was issued for a replacement money order.
24-16 Replenishing Single Drawer Accountability
24-16.1 Stock Limits
The managing Administrative Post Office monitors the accountability limits of the SDA office:
n The SDA must not exceed their current total unit accountability or a maximum of $10,000, whichever is less.
n The accountability includes stamp stock and cash.
24-16.1.1 Exceptions to Authorized Limit
The Administrative Post Office Postmaster may request an exception to increase the accountability limits for their SDA office. They must provide an email to the District Finance Manager justifying the proposed increase. The cap maximum accountability threshold cannot exceed $12,000. The District Finance Manager evaluates each request and, if approved, forwards the email authorizing the level of change to Accounting Services, Field Sales Branch (FSB) at FSBSysAcct@usps.gov. The subject line must state “R 6 SDA Accountability Exception.”; the email must include the PFC, 10-digit unit finance number, unit name, and approved accountability limit.
24-16.1.2 Temporary Increases to Stock Limits
The Administrative Post Office Postmaster may temporarily adjust the value of the SDA office:
a. Due to customers requesting special orders. The maximum stock level must be reduced as soon as customer needs are met.
b. For Christmas stock levels during the month of December only. The maximum threshold of $12,000 applies.
24-16.2 Ordering Stock
The Administrative Post Office must order and replenish the RMPO office as follows:
a. Replenish the RMPO office according to the ordering schedule set by Stamp Fulfillment Services (SFS).
b. Administrative Post Office prepares stamp order for the RMPO office through SFS Web at https://sfsweb.usps.gov/sfsweb under the RMPO 10-digit Unit ID. Upon receipt of the stamp order from SFS, the RMPO employee must receive the stock into the RMPO stamp accountability and make appropriate receipt entries into their reporting technology.
c. The Administrative Post Office maintains the RMPO office to a maximum of $10,000, which includes stamp stock and cash (see 24-16.1).
d. Exceptions are as follows:
(1) An increase in the accountability limit was approved by the District Finance Manager.
(2) Administrative Post Office Postmaster temporarily approved the increase in stock level for a customer’s special request or for Christmas stock levels during the month of December only.
e. The RMPO office receives automatic shipments directly from SFS.
24-16.3 Receiving Stock
When the stamp stock is received at the RMPO from SFS, the RMPO employee must do the following:
a. Count the stock and verify with a witness. If no witness is available, write “NWA” and initial.
b. Sign PS Form 17, Stamp Requisition/Stamp Return, as the person receiving the stock.
c. Enter the amount of stock received in AIC 841 on the Unit PS Form 1412 by accepting stock by item number in e1412.
d. Maintain a copy of the completed PS Form 17 with the daily financial paperwork.
e. The RMPO employee must notify the Administrative Post Office Postmaster of any discrepancies with PS Form 17 from SFS.
Note: If there is a discrepancy between the Form 17 and the physical amount of stock received, the RMPO employee makes receiving entries for the physical amount of stock received. The Administrative Post Office should follow the claim for loss process associated with stock discrepancies in Handbook F-101.
24-16.4 Returned Stock
Returned stock in the RMPO office should be directly returned to SFS in accordance with the quarterly return schedule.
a. Administrative Post Office Postmaster counts the stock at the RMPO office and verifies with a witness.
b. Using e1412 and the RMPO Unit ID, enter the amount of stock returned by item number which will generate PS Form 17. The Administrative Post Office Postmaster and RMPO employee must sign the generated PS Form 17.
c. Properly prepare and package return stock for shipment to SFS and file a copy of the PS Form 17 locally.
24-17 Meters
RMPO offices are required to use a postage meter, due to limited accountability requirements. The cost of the meter rental is funded by the district.
24-17.1 Meter Vendor
Pitney Bowes is the required vendor for new meter procurement.
24-17.1.1 Initial Order
To order a Pitney Bowes postage meter:
a. Use eBuy2, which will open up on the MyProcure IT Tab.
b. Select “Postage Meters and Supplies” under the List of USPS Preferred Products on the front page of eBuy2.
c. You will need to order the following:
(1) DM100 New Meter 1QTR rent which triggers Pitney Bowes to ship a new meter.
(2) PS Form 3602-PO, Postage Collected Through Post Office Meter.
(3) 620-9, Postage Tape Sheets for PB Meter — order as many labels as you need.
Note: New meters contain enough ink for 3,000 impressions. Additional ink may be ordered via item #793-5.
24-17.1.2 Meter Renewal
After the meter is received, offices have the option to renew through the end of the fiscal year. A meter arriving at any time in a quarter qualifies as the first quarter even if it is in the last month of the quarter. Postal quarters are as follows:
n Quarter 1 (Oct–Dec)
n Quarter 2 (Jan–Mar)
n Quarter 3 (Apr–June)
n Quarter 4 (July–Sept)
Meter renewals must be completed via the eBuy2 system for the quarters remaining in the fiscal year. The serial number of the postage meter is needed to order a renewal. To renew meter, follow the process stated above, but to order supplies:
a. DM100R — Renewal of Existing Pitney Bowes one for each quarter.
b. Any ink or labels as needed.
Note: eBuy2 is NOT to be used to request funds to add postage to the meter.
24-17.2 Replenishing Meters
SDA offices should replenish postage meters as follows:
a. The maximum per meter setting is $1,000; maximum total postage on meter should not exceed $1,500.
b. Use PS Form 3602-PO to record meter settings; report meter sales in AIC 110.
c. Postage totals on meter are not part of the overall SDA maximum dollar accountability.
24-17.3 Monthly Requirement for Meters
All sites are REQUIRED to connect to their meter manufacturer during the first week of every month. This practice serves three purposes:
1. Verification to the meter company that the meter is still actively being used.
2. Allows the meter company to provide reports to USPS through National Meter Accounting and Tracking System (NMATS) for the amount of postage that has been used on that specific meter since the last connection.
3. Rates can be updated and postage can be added, if applicable.
USPS requires that all postage meters be tracked by the meter companies who must verify the meter is being used in the location in which it was assigned. Meters that do not report can be turned off by the meter company. The meter company must report these “missing/non-reporting meters” to the Postal Inspection Service for revenue protection.
24-17.4 Postal Meter Help Line
If assistance is needed, call the Postal Pitney Bowes Help Desk at 888-598-9551. The Help Desk customer service representatives are trained to understand the uniqueness of Postal meter operations. Please do not call the phone number located on the actual meter; this phone number is for a non-Postal meter customer.
24-18 SDA Accountabilities
24-18.1 Single Drawer Accountability Financial Documents
SDA offices must maintain the following files at their unit for review by the Administrative Post Office:
a. PS Form 3294, Cash and Stamp Stock Count and Summary;
b. PS Form 3368-P, Accountability Examination Record;
c. PS Form 3369, Consigned Credit Receipt;
d. PS Form 3902 and PS Form 3977, Log and Lock Examination;
e. PS Form 571, Discrepancy of $100 or More in Financial Responsibility (if applicable);
f. PS Form 2130, Claim for Loss (if applicable); and
g. PS Form 17, Stamp Requisition/Stamp Return.
24-18.2 Counting Requirements
The Administrative Post Office Postmaster is responsible for counting the SDA maintained by the RMPO employee at least semi-annually every fiscal year. However, the Administrative Post Office Postmaster may count more frequently at their discretion. The ASC monitors the SDA office accountability and may direct the Administrative Post Office Postmaster to count more frequently than the two times per fiscal year requirement.
24-18.3 Scheduling and Monitoring Counts
Counts are randomly scheduled and monitored for compliance by the ASC. The Administrative Post Office Postmaster must follow the following requirements:
a. The count must be completed within 14 calendar days from the time of notification.
b. The SDA office must be counted before making any transactions.
24-18.4 Forms Needed for Count
The following table describes the forms used during scheduled and random counts of single drawer accountability.
24-18.5 Physical Count
The Administrative Post Office Postmaster and the RMPO employee or designee must each perform an independent count and complete a separate PS Form 3294.
24-18.6 Completing the Count
24-18.6.1 Recording Count Overages
When there is an SDA overage, record the full amount of the overage in AIC 222, Adjusted Losses — SDA Overages, on the Unit PS Form 1412 on the day of the count. AICs 699 and 843 will auto-post on the PS Form 1412. This will adjust AIC 853, Stamp Accountability Closing Balance, to the actual amount of stock counted.
24-18.6.2 Recording Count Shortages
When there is an SDA shortage, record the full amount of the shortage in AIC 622, Adjusted Losses — SDA Shortage, on the Unit PS Form 1412 on the day of the count. AICs 299 and 849 will auto-post on the PS Form 1412. This will adjust AIC 853, Stamp Accountability Closing Balance, to the actual amount of stock counted.
24-18.6.3 Posting Audit Results
After conducting the audit, results must be posted using the exam process in e1412. Record the audit results on PS Form 3368-P, Accountability Examination Record. File the PS Form 3294, Cash and Stamp Stock Count and Summary, and PS Form 3368-P, Accountability Examination Record.
Note: If a unit does not post the result of its audit to its Unit 1412 and transmit the 1412, then it will not receive credit for conducting the audit.
24-19 Banking Procedures for Single Drawer Accountability
The RMPO office consolidates funds generated from daily transactions into one bank deposit. RMPO offices must not make bank deposits for less than $100.
Exception: Check items (checks, money orders, traveler’s checks, etc.) should be deposited within 5 business days, even if the total deposit is less than $100.
The RMPO does not prepare a bank deposit for amounts less than $100, but will record the funds in AIC 753, Cash Retained, on the PS Form 1412. The following business day, this amount is recorded in AIC 353, Cash Retained on Hand From Previous Day, and continues to be reported in AIC 753 and AIC 353 on subsequent business days until the funds available for deposit equal or exceed $100 (or within the 5 business days for check items). Postal funds recorded in AIC 753 must be retained in a secure location.
Note: The office must continue to report all financial transactions daily on the Unit PS Form 1412.
24-20 Unit Closeout Procedures
The RMPO office performs the unit closeout as follows:
a. Complete PS Form 3602-PO and enter the calculated amount in AIC 110 on the Unit PS Form 1412.
b. Run a calculator tape of money orders sold and enter the amount of money orders into AIC 100 and the amount of money order fees into AIC 101 on Unit PS Form 1412.
(1) Verify that the sequential order of money orders is continued from the previous day and that the amount, fees, issue ID, and date are correct.
(2) Report any missing money orders in e1412 and to the Administrative Post Office to be reported immediately to the Postal Inspection Service.
(3) Report any voided money orders in e1412. The RMPO employee ensures the serial number was recorded as voided on the e1412 money order report and then destroys all parts of the voided money order.
Note: PRUs may void a postal money order only in the event of a USPS error, and this option may be done only on the same day as the transaction.
(4) When multiple employees work on the same day, each money order sold must be annotated with the employee name of who sold the corresponding money orders on the e1412 money order report.
Note: If unable to account for the dollar amount of a missing voucher, complete PS Form 6401, Money Order Inquiry, and mail to the SIC to retrieve a copy of the cashed item:
SCANNING AND IMAGING CENTER (SIC)
PO BOX 5212
JANESVILLE WI 53547-5212
c. Organize all supporting documents by type, calculate the amount by products and services, and enter into the appropriate AICs (e.g., Post Office Box fees, lobby services revenue, etc.) on the Unit PS Form 1412.
d. Post sales of retail products (if applicable) into the appropriate AICs on the Unit PS Form 1412.
e. Run the Batch Close report from the credit and debit card terminal(s) (if the unit had credit or debit card transactions for the day). Verify and account for all credit and debit card receipts. Enter the totals into AIC 762 (credit) and AIC 772 (debit) on the Unit PS Form 1412.
f. Run a calculator tape of all checks accepted.
g. Count the funds (cash, checks, and money orders) to be deposited and enter the total amount into AIC 752 on the Unit PS Form 1412 (If <$100, enter in AIC 753). Prepare and dispatch bank deposit following procedures in Handbook F-101, part 9-1.2. The bank deposit slip total should match AIC 752.
h. Calculate the amount of postage sales and enter into the appropriate AICs (e.g., AIC 007, AIC 084, AIC 090) on the Unit PS Form 1412.
i. Verify that AIC 840 matches the previous day’s AIC 853 on the Unit PS Form 1412.
j. Complete the Stamp Accountability section of the Unit PS Form 1412 as follows:
(1) Enter AIC 841 for stock received from the Administrative Post Office.
(2) Enter AIC 848 for stock returned to SFS or the Administrative Post Office.
(3) Enter AIC 852, which includes the total of AICs 007–014, 016-018, 084–089, 090–092, 094–097.
(4) Complete AIC 853 for ending accountability.
k. Enter the information from the Unit PS Form 1412 into e1412.
l. Certify the Unit PS Form 1412 and upload as directed.
m. Print the following documents:
(1) Unit PS Form 1412;
(2) Money Order and Missing Money Order reports; and
(3) Any other supporting documentation as needed (i.e. WebBATS report).
n. File Unit PS Form 1412 with electronic signature and supporting documentation excluding PS Form 3544s for Post Office Box and Caller Service. Post Office Box rentals and renewals must be input into WebBATS.
o. File credit and debit card receipts in a separate and secure location.
p. Enter Priority Express Mail label data into the Product Tracking System (PTS) Priority Express Mail Label Entry application.
q. Secure stamps and cash in safe and lock.
r. Secure SDA drawer key.
s. Provide the Administrative Post Office Postmaster with the Unresolved Employee Item Report from e1412.
Note: For financial differences, make adjustments by increasing or decreasing the incorrect AIC, and offset to AIC 247 or AIC 647 (see Handbook F101, section 8-6.1, for supporting documentation for AIC 247/647 activity).
24-21 Refunds and Exchanges
24-21.1 Refunds
Use PS Form 3533, Application for Refund of Fees, Products and Withdrawal of Customer Accounts, to document all refund activities.
24-21.1.1 Refunds Processed by Single Drawer Accountability Office
Refunds are limited at Single Drawer Accountability units to cash refunds of $25. Issuance of no-fee money orders is not permitted. To issue cash refunds of $25 or less, the RMPO employee does the following:
a. Have customer complete Part 1, Application, and Part 5, Disbursements for Refunds, of PS Form 3533.
b. Enter the amount of the refund in the appropriate refund AIC on the Unit PS Form 1412.
c. If no witness is available, annotate on appropriate line “NWA.”
Exception: PO Box cash refunds greater than $25 will require approval from the Administrative Post Office before the SDA can process and post on the unit 1412.
24-21.1.2 Refunds Processed by Administrative Post Office
All refund amounts greater than $25 with the exception of PO Boxes; the SDA office must send PS Form 3533 to the Administrative Post Office for approval and payment. If applicable, the Administrative Post Office submits the PS Form 3533 to the Scanning and Imaging Center (SIC) for processing the refund payment following the guidelines in Handbook F-101, subchapter 21, for various types of refunds, and records in the proper AIC.
a. Have customer complete Part 1 of PS Form 3533.
b. The RMPO employee reviews the PS Form 3533, ensures the form is complete, and the proper support is provided.
c. The RMPO employee submits PS Form 3533 to the Administrative Post Office for processing.
Note: The RMPO does not record the refund AIC entries on the SDA Unit PS Form 1412 when submitting PS Form 3533 to the Administrative Post Office.
24-21.2 Postage Meter Strips
To account for an erroneously printed, damaged, or spoiled Post Office meter strip, the RMPO employee must do the following:
a. Complete Part 1, Application, of PS Form 3533 by printing his/her name in the customer block.
b. Check the “Other Refunds” box in the Request Disbursement For section and enter AIC 509, Voided Postage Validation Imprinter Labels and PO Meter Stamps.
c. Attach the Post Office postage meter strips to the PS Form 3533.
d. Complete Part 2, Verification of Disbursements, and sign as the certifying employee.
e. Enter the amount of the refund in the AIC 509 on Unit PS Form 1412.
f. File PS Form 3533 as supporting documentation.
24-22 Exchanges
Stamps may not be exchanged for cash. Customers may exchange stamps only for equivalent value stamps. Maximum stamp exchange for damaged stamps must not exceed one coil of 100 stamps.
* * * * *
We will incorporate these revisions into the next online edition of Handbook F-101, Field Accounting Procedures, which is 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 Handbook F-101 is http://blue.usps.gov/cpim/ftp/hand/f101.pdf.
— Revenue and Field Accounting
Controller, 8-20-15
