STAMP ACCOUNTABILITY MANAGEMENT Pacific Area Finance Training February 2008

2 OBJECTIVES  Compare the two types of accountabilities.  Establish credits.  Close out credits.

3 Liability for Financial Losses Handbook F-1 Section html#52plr97cpim  “ When an accountable financial loss occurs and evidence shows that the postmaster or responsible manager enforced U.S. Postal Service policies and procedures in managing the post office, the Postal Service grants relief to the full amount of loss. When evidence fails to show that the postmaster or responsible manager met those conditions, the Postal Service charges the postmaster or responsible manager with the full amount of loss”.

4 Other Employees’ Liability Handbook F-1 Section html#52plr97cpim  “Employees are held strictly accountable for any loss unless evidence establishes that they followed the postal procedures established when performing their duties”.

5 Two Types of Accountability Individual Accountability  Each Retail Associate (RA) is assigned a stamp stock.  RA is accountable for losses. Segmented Inventory Accountability (SIA)  Eliminates individual accountability for the RA working from retail floor stock. RA continues to be responsible for: Accurate recording of transactions. Protection of stock. Proper remittance of funds.

6 Financial Integrity It is the responsibility of all employees to ensure:  Security of all postal funds, equipment, and facilities.  Accurate reporting of all retail transactions including providing a receipt to each customer.  Use of POS ONE cash drawers for all daily transactions as they occur.

7 Establishing New Accountability POS – SIA  No more than $100 cash credit for new employee. Receive $100 from another RA using AIC 647. RA accepting the $100 uses AIC 247.  Change cash drawer lock.  RA signs PS Form 3369-P, Consigned Credit Receipt.

8 PS Form 3369-P

9 Establishing New Accountability (Cont.) PS Form 3369-P should contain the following information:  Name of the employee  Work location  Maximum cash to be retained  Issuing employee – signature and date  Accepting employee – signature and date Retention period–PS Form 3369-P  3 years after cancellation of credit.

10 Establishing New Accountability (Cont.) PS Form 3977, Duplicate Key Envelope  One envelope for duplicate cash drawer key  One envelope for POS ONE password Both envelopes sealed  Obtain 2 names as witnesses/designees  Both supervisor and RA sign and round date over flaps of the envelopes.  Hold duplicate keys to cash or stamp credits in the main safe or vault under the exclusive control of the stock custodian. Retention Period PS Form 3977: 2 years after cancellation of credit

11 PS Form 3977

12 Establishing New Accountability (Cont.) Add RA and assign role in POS. Issue Domestic and International Money Orders.  Issue three bait money orders.  Set-up a file for each employee containing all audit and stamp credit forms. PS Form P PS Form 3368-P PS Form 3294-C or P/3293 (as appropriate)

13 Establishing New Accountability (Cont.) IRT  RA counts and verifies stamp stock, money orders, bait money orders, and cash items.  RA agrees to the accountability. Accountability level Maintain a sufficient supply to meet normal customer demands during a two-week period.  RA signs the back of PS Form 3294-P, Cash and Stock Count Summary.  RA signs PS Form 3369-P, Consigned Credit Receipt.  Change cash drawer lock.

14 Establishing New Accountability (Cont.)  Complete separate PS Forms 3977 for keys and passwords.  Add RA to the unit, set-up a RA disk and password on IRT.  Issue money orders – domestic and international (MP1).  Issue three bait money orders.  Set-up a file for each employee containing all audit and stamp credit forms-3368, 3369-P, 3294-P/3293.

15 Closing Out An Accountability POS – SIA  RA Cash Retained Turn in the money as required. Use a PS Form 3294-C, Cash Credit Count and Summary. No tolerance.  Posting of Audit Results Overage – AIC 068 Shortage – AIC 764 Issue a letter of demand. Clear in AIC 364 when debt is paid.

16 Closing Out An Accountability (Cont.)  Collect money orders and return to stock custodian.  Collect 3 bait money orders and return to stock custodian.  If the $100 cash retained will be issued or transferred to another RA. Outgoing RA - AIC 647 Incoming RA - AIC 247

17 PS Form 3294-C For POS

18 Closing Out An Accountability (Cont.)  Deposit the money reflected in AIC 752 (Cash retained is reported in AIC 353 from the prior business day which will reflect in AIC 752).  Have the RA run a final 1412 to ensure that AIC 753 equals zero.  Clear/delete the RA from the unit on the next business day.

19 Closing Out An Accountability (Cont.) IRT: Stamp Stock (stamps and cash)  Turn in money as required  Run a preliminary PS Form 1412  Audit the stamp stock Two independent counts Use PS Form 3294-P, Cash and Stamp Stock Count and Summary Count cash and stamps; verify money orders and bait money orders. Record on PS Form 3294-P

20 Closing Out An Accountability (Cont.)  Both counts are compared and discrepancies resolved  Supervisor and RA sign on page 4 of the PS Form 3294-P to agree to the count  Employee stock overage – AIC 057  Employee stock shortage – AIC 767 For shortage, issue LDD/LOD. When debt is paid, clear in AIC 367  Finalize PS Form 1412

21 Canceling Credit Credits not used at least once in a month: Names that appear on the Roles list (POS) or Clerk Balance list (IRT)  No accountability  No longer in the unit Handouts:  Accountability Scripts and Documentation  Request for accountability adjustment Removal of stock, money order, cash retained for resigned/terminated employee

22 Accountabilities should be cancelled if inactive. Clerk 14 should have $ Does management know where that money is? Clerk’s Balances