Maintain a Stamp Stock February 2018 LESSON OUTCOME Students will properly maintain stamp stock IAW USPS and DOD directivesguidance in support of postal operations ACTION Maintain Stamp Stock ID: 681950
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Slide1
Maintain Stamp Stock
INTERSERVICE POSTAL TRAINING ACTIVITY
Postal Operations Course (F5) -
September
20
20Slide2
Maintain Stamp StockSlide3
You are being assigned to a Military Postal Office (MPO) and will have various responsibilities. You will have access to
DD Form 2257, (Designation/Termination),
DD Form 285, (Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly), Flexible Credit Account to be Audited, PS Form 17, (Stamp Requisition), PS Form 3544, (PO Receipt For Money), PS Form 3294,
(Cash
and Stock Count
Summary),
PS Form 3368,
(Stamp
Credit Examination
Record),
PS Form 3369,
(Consigned
Credit Receipt, PS Form
3977),
Duplicate Key Inventory, All Purpose Dating Stamp (APDS) and Stamp Pad, Integrated Platform Scale 9K0U (Scale), and Student Handout.Slide4
Students will have meet the standard when they:
Complete DD Form 2257 (Designation/Termination)
and DD Form 285 (Appointment of Military Postal Clerk) to Designate and Terminate a Postal Clerk without error.
Prepare a PS Form 3369 (Consigned Credit Receipt)
and PS Form 17 (Stamp Requisition) to Extend
a F
lexible
C
redit Account without errors.
Conduct
an
Audit
of a
Flexible Credit Stock preparing a
PS Form 3294 (Cash and Stamp Stock Count and Summary) with complete accuracy.
Prepare a PS Form 17 to Replenish
a Stamp
Stock with complete accuracy.
Prepare a PS Form 17 to Exchange
Damaged
Stock with complete accuracy.Slide5
Operation Variables (OE)
Attitudes towards U.S.
Centers of political power
Type of government
Government effectiveness
Government legitimacy
Influential political groups
Economic diversity
Employment status
Economic activity
Illegal economic activity
Banking
Economic
Military forces
Government paramilitary forces
Non-state paramilitary forces
Unarmed combatants
Nonmilitary armed combatantsMilitary functions
Military
Political
Cultural perception of timeMeasurement of TimeKey dates, Key time periods, Key events
Time
TerrainNatural hazardsClimateWeather
Physical Environment
Public communications mediaInformation warfare (INFOWAR)Intelligence apparatusInformation management
Information
Demographic mix
Social volatilityEducation levelEthnic diversityCultural norms and valuesReligious diversity
Social
Population movementCommon languagesCriminal activityHuman rightsDiseasesCenter of social powerCultural norms and values
Construction pattern
Urban zonesUtilities presentServicesTransportation architecture
InfrastructureSlide6
Designation Of Military Postal Clerks
Complete DD Form 2257 (Designation/Termination) and DD Form 285 (Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly
).
Effective date of designation for incoming clerk and effective date of termination for outgoing clerk must be the
same.
Date must also coincide with the date on the PS Form
3369, Consigned
Credit
Receipt
if the clerk is being issued a Flexible Credit Account (stamp stock) that day.Slide7
DD Form
2257 Clerk Designation
James L. Miller
48
th
AG Postal Detachment
FPO
AE 09389
Postal Officer
48
th
AG Postal DetachmentFPO
AE 09389x
Miller,
James L.
E-7
USA
James L. Miller
20XX0725
Conway, John L.
O-3
Commander
/ Postal Officer
John L. ConwaySlide8
DD Form
2257 Clerk Termination
James L. Miller
48
th
AG Postal Detachment
FPO
AE 09389
Postal Officer
48
th
AG Postal DetachmentFPO
AE 09389x
Miller,
James L.
E-7
USA
James L. Miller
20XX0725
Conway, John L.
O-3
Commander
/ Postal Officer
John L. Conway
20XX0825
Service Member
is PCSING to Conus.
Conway, John L.
O-3
Commander
/ Postal Officer
John L. ConwaySlide9
DD Form
285 for Military Postal Clerk
Complete original only.
Maintained
by the individual appointed.
Appointment
portion will reflect
Military Postal
Clerk.
Withdraw
the DD Form 285 from the
outgoing clerk.Revoked by the Postmaster or designated supervisor.Slide10
DD Form
285 Clerk Designation
20XX0725
Miller, James L.
SFC / E-7
0123456789
Military Postal Clerk
48
TH
AG Postal Detachment
FPO AE 09389
X
JLC
X
JLC
James L. Miller
John L. Conway
APDSSlide11
DD Form
285 Clerk Termination
20XX0725
Miller, James L.
SFC / E-7
0123456789
Military Postal Clerk
48
TH
AG Postal Detachment
FPO AE 09389
X
JLC
X
JLC
James L. Miller
John L. Conway
APDS
20XX0825Slide12
Check on Learning
What two forms are filled out to designate a Military Postal Clerk?Slide13
Check on Learning
What two forms are filled out to designate a Military Postal Clerk?
DD Form 2257 and DD Form
285.Slide14
Check on Learning
What item must be the same on DD Form 2257 and DD Form 285 when designating?
What two forms are filled out to designate a Military Postal Clerk?
DD Form 2257 and DD Form
285.Slide15
Check on Learning
What item must be the same on DD Form 2257 and DD Form 285 when designating?
The date of
designation.
What two forms are filled out to designate a Military Postal Clerk?
DD Form 2257 and DD Form
285.Slide16
Check on Learning
What item must be the same on DD Form 2257 and DD Form 285 when designating?
The date of
designation.
What forms must be revoked when removing a postal clerk’s designation?
What two forms are filled out to designate a Military Postal Clerk?
DD Form 2257 and DD Form
285.Slide17
Check on Learning
What item must be the same on DD Form 2257 and DD Form 285 when designating?
The date of
designation.
What forms must be revoked when removing a postal clerk’s designation?
DD Form 2257 and DD Form
285.
What two forms are filled out to designate a Military Postal Clerk?
DD Form 2257 and DD Form
285.Slide18
Extending a Flexible Credit Account
Prepare PS Form 3369, Consigned Credit Receipt.
Prepare PS Form 17, Stamp Requisition.
Both prepared in duplicate.
Original to COPE, duplicate to clerk.Slide19
Completing PS Form 3369
VANESSA HUNTER
UNIT 2 APO AE 09102
$1,000 00
TBD
20XX0712
Vanessa M. Hunter
20XX0712
X
Paul H. Wilson
8
7
6
5
4
3
2
1
Action after physical
count
Shows INITIAL amount clerk will be accountable for
Amount determined by MACOMSlide20
Completing PS Form 17
UNIT 2
APO AE 09102
COPE’s Signature
100
1.00
$.01 .01 pennies
40
2.00 $.
05 .05 nickels
150 15.00 $.10 .10 dimes
40 10.00 $.25 .25 quarters
99 99.00 $1.00 1.00 dollars
67 335.00
$5.00 5.00 dollars
17 170.00 $10.00
10.00
dollars
1 30.00
$.01
Coil
of
3,000 stamps
8 80.00 $10.00 10.00 stamp
1 60.00 $.02 Coil of 3,000 stamps 18 198.00 $.55 Sheet of
20 stamps
1000.00
1
2
3
4
5
6
Indicate
action after clerk physically counts stock.Slide21
Check on Learning
What two forms are needed to extend an initial flexible credit account to a clerk?Slide22
Check on Learning
What two forms are needed to extend an initial flexible credit account to a clerk?
PS Forms 17 and 3369.Slide23
Check on Learning
When would a clerk sign for his/her flexible credit account?
What two forms are needed to extend an initial flexible credit account to a clerk?
PS Forms 17 and 3369.Slide24
Check on Learning
When would a clerk sign for his/her flexible credit account?
After physically counting all stamps, stationery, and funds.
What two forms are needed to extend an initial flexible credit account to a clerk?
PS Forms 17 and 3369.Slide25
Check on Learning
When would a clerk sign for his/her flexible credit account?
After physically counting all stamps, stationery, and funds.
What is the disposition of PS Form 3369?
What two forms are needed to extend an initial flexible credit account to a clerk?
PS Forms 17 and 3369.Slide26
Check on Learning
When would a clerk sign for his/her flexible credit account?
After physically counting all stamps, stationery, and funds.
What is the disposition of PS Form 3369?
The COPE receives the original; the clerk retains the duplicate.
What two forms are needed to extend an initial flexible credit account to a clerk?
PS Forms 17 and 3369.Slide27
Duplicate Keys and Combinations
Must be placed in a PS Form 3977, Duplicate Key Inventory Envelope.Slide28
Protecting A Credit Account
When safeguarding stamp stocks and funds:
Keep separate from other clerks’ stocks.
Give
assigned clerk sole access.
Do
not use USPS funds for personal use.
Use
approved safes and containers.
Do
not store personal property in approved containers.Slide29
Duplicate
Key, Combination, and Password Envelope
HUNTER, VANESSA M.
UNIT
3, APO AE 09212
3 09212Slide30
Back of PS Form 3977
VANESSA M. HUNTER
PAUL H. WILSON
VANESSA M.
HUNTER
PAUL H. WILSON
VANESSA M. HUNTER
PAUL H. WILSONSlide31
Completed PS Form
3544Completed by Clerk
Paul H. Wilson, COPE 12 JUL XXXX
Prepared in duplicate – Clerk retains the
original.
Attach duplicate to outside of PS Form
3977Slide32
Check on Learning
What is a PS Form 3369 and what is it used for?Slide33
Check on Learning
What is a PS Form 3369 and what is it used for?
Consigned Credit Receipt; used to receipt for a flexible credit account.Slide34
Check on Learning
If a clerk needs money for personal use, can he/she use funds from their stamp stock account if they plan to replace it at a later time?
What is a PS Form 3369 and what is it used for?
Consigned Credit Receipt; used to receipt for a flexible credit account.Slide35
Check on Learning
If a clerk needs money for personal use, can he/she use funds from their stamp stock account if they plan to replace it at a later time?
No, USPS funds cannot be used for personal use.
What is a PS Form 3369 and what is it used for?
Consigned Credit Receipt; used to receipt for a flexible credit account.Slide36
Check on Learning
If a clerk needs money for personal use, can he/she use funds from their stamp stock account if they plan to replace it at a later time?
No, USPS funds cannot be used for personal use.
What must a clerk be mindful of what when securing a copy of a combination in PS Form 3977?
What is a PS Form 3369 and what is it used for?
Consigned Credit Receipt; used to receipt for a flexible credit account.Slide37
Check on Learning
If a clerk needs money for personal use, can he/she use funds from their stamp stock account if they plan to replace it at a later time?
No, USPS funds cannot be used for personal use.
What must a clerk be mindful of what when securing a copy of a combination in PS Form 3977?
Enough wrapping is used to cover the contents to prevent detection through the envelope.
What is a PS Form 3369 and what is it used for?
Consigned Credit Receipt; used to receipt for a flexible credit account.Slide38
PE X Situation
1-2Slide39
Introduction to Audits
USPS extends to each MPO:
Equipment.
Forms.
Supplies.
Stamps and stationery
.
MPS provides services to areas where USPS does not operate.
MPS conducts periodic audits and inspections
.Slide40
Audits
Conducted on all credits assigned to the post office.
The entire credit extended to the COPE is audited, including:
Funds
advanced to a Reserve Custodian.
Funds
advanced to a postal finance clerk.Slide41
The following personnel are
authorized to conduct audits:
Postal Finance Officers (PFO).
Custodian of Postal Effects (COPE).
MPO Supervisors.
Responsible Commanders.
Postal Officers.
USPS Inspectors or other USPS representatives of the Postmaster General.
Military Service or Major Command Inspector General teams
.Slide42
Authorized Personnel (Cont.)
DoD
and Military Service’s Audit Agencies, including Monies Audit Board Members.
Persons whose duties are of an investigative nature when authorized by a responsible commander or the USPS.
A disinterested officer or NCO appointed by the responsible commander.Slide43
Authorized Personnel (Cont.)
Military Postal Service Agency personnel.
Postal Assistance Advisors.
Audit
& inspection personnel designated by major command (MACOM
).Slide44
Audit Rules
Unscheduled
Unannounced
Person being audited must be present during the audit
.
In case of absence, have witness
.Slide45
Audit
Rules (Cont.)
Exchange of funds between accounts will not be allowed.
No business
transactions
during audit.
Personnel conducting the audit must not have had previous operating access to the account being audited.Slide46
Types of Audits
Tolerance limit is 1% of the closing
balance (AIC 853) of the account.
Amount will vary.
Monthly
Audits-
minimum requirement
Quarterly
Audits
Special
Audits-
Change of COPE, clerk is UA/AWOL, confined,
hospitalized, reassigned, and following combat, theft or natural disaster.
Flexible Credit Account Tolerance LimitsSlide47
Check on Learning
What are the three types of audits?Slide48
Check on Learning
What are the three types of audits?
Monthly, Quarterly and Special.Slide49
Check on Learning
What is the tolerance limit for a flexible credit account of $700.00?
What are the three types of audits?
Monthly, Quarterly and Special.Slide50
Check on Learning
What is the tolerance limit for a flexible credit account of $700.00?
$7.00
What are the three types of audits?
Monthly, Quarterly and Special.Slide51
Check on Learning
What is the tolerance limit for a flexible credit account of $700.00?
$7.00
Under what circumstances is a special audit conducted?
What are the three types of audits?
Monthly, Quarterly and Special.Slide52
Check on Learning
What is the tolerance limit for a flexible credit account of $700.00?
$7.00
Under what circumstances is a special audit conducted?
Missing, AWOL, hospitalized,
theft, PCS.
What are the three types of audits?
Monthly, Quarterly and Special.Slide53
Conducting an AuditSlide54
Conducting An Audit (Cont.)
Audits are necessary to ensure protection of accounts at all times
.
Auditor completes PS Form 3294, Cash and Stamp Stock Count and Summary.
A separate PS Form 3294 is completed for each account audited.Slide55
Page 1 of PS
Form 3294
1
2
3
4
5
6
7
9
13
14
15
16
8
17Slide56
Page 2 of PS
Form 3294
10
11
12
0.02
10
0.20Slide57
Stamp Count
Count each item separately, then multiply that total by its denomination.
For
Example: You counted
35 ($.55
stamps)
35 X
$.55
= $
19.25Slide58
Envelopes and Post Cards Count
Stamped Envelopes and Stamped Post Cards have a fee included to account for the stationary it is printed on.
Stamped Envelopes cost: $.69 each
Stamped
Post Cards
cost: $.39 eachSlide59
Auditing Flexible Credit Accounts
Overages/shortages
within tolerance will be carried over to the next audit.Shortages are replaced at the time of the audit using a PS Form 3544
.
Overages that are out of tolerance are submitted with that day’s business.
There is no tolerance on accounts being withdrawn.
Account balances rise and fall depending on business conducted.
Stamp Accountability Closing
balance (AIC 853)
is what is reported to the USPS. Located
on PS Form
1412, Daily Financial Report.
Overages and Shortages Slide60
Losses or Shortages
(Out of Tolerance - Flexible Credits)
No action for immediate restitution.
Pay adjustment action an
option.
An investigating officer will be appointed when criminal
intent
is suspected or
refusal to pay
. Slide61
PS Form 3368
Accountability Examination Record
All account holders will have a PS Form 3368 maintained as long as they are responsible for the account.
PS Form 3368 is used to:
Record
the results of the audit.
Serve
as a reference in determining if overages or shortages are consistently showing up on audits
.Slide62
PS Form 3368
1
2
9
4
8
7
6
5
3
10Slide63
Check on Learning
What form is used by the auditor when auditing a flexible credit account?Slide64
Check on Learning
What form is used by the auditor when auditing a flexible credit account?
PS Form 3294, Cash and Stamp Stock Count and Summary.Slide65
Check on Learning
Which portion of PS Form 3294 should be completed first during an audit?
What form is used by the auditor when auditing a flexible credit account?
PS Form 3294, Cash and Stamp Stock Count and Summary.Slide66
Check on Learning
Which portion of PS Form 3294 should be completed first during an audit?
The Top portion of page 1 – the administrative information.
What form is used by the auditor when auditing a flexible credit account?
PS Form 3294, Cash and Stamp Stock Count and Summary.Slide67
Check on Learning
Which portion of PS Form 3294 should be completed first during an audit?
The Top portion of page 1 – the administrative information.
Can a clerk be relieved of his/her postal finance duties for consistent overages that are within tolerance limits?
What form is used by the auditor when auditing a flexible credit account?
PS Form 3294, Cash and Stamp Stock Count and Summary.Slide68
Check on Learning
Which portion of PS Form 3294 should be completed first during an audit?
The Top portion of page 1 – the administrative information.
Can a clerk be relieved of his/her postal finance duties for consistent overages that are within tolerance limits?
Yes.
What form is used by the auditor when auditing a flexible credit account?
PS Form 3294, Cash and Stamp Stock Count and Summary.Slide69
PE X Situation
3Slide70
Replenishing a Stamp Stock
PS Form 17 is completed in duplicate.
PS Form 17 must begin with number “1” each new fiscal year.
No witness is required.
Requisition is made on a PS Form
17,Stamp
Requisition/Stamp Return as needed.
May be used to requisition money orders when geographically separated from the COPE.
Requisitioning Rules To COPESlide71
PS Form
17
6-XX
91
st
Postal Company
APO AE 09102
Clerk’s Signature
x
1
1
0.00 .10
Sheets of 100
.10
stamps
10 3.90 .39 Stamped Postcards
10 110.00 11
.00 Stamp Booklet (20 - .55
stamps) 1 55.00
55.00 Coil of Stamps (100 - .
55 stamps) 20
13.80 .69 No. 6 ¾ plain stamped envelopes
30 20
.70 .69 No. 10 plain stamped envelopes
213.40
1
2
3
4
5
6
7
8Slide72
PS Form
17
6-XX
91
st
Postal Company
APO AE 09102
Clerk’s Signature
x
1
1
0.00 .10
Sheets of 100
.10
stamps
10 3.90 .39 Stamped Postcards
10 110.00 11
.00 Stamp Booklet (20 - .55
stamps) 1 55.00
55.00 Coil of Stamps (100 - .
55 stamps) 20
13.80 .69 No. 6 ¾ plain stamped envelopes
30 20
.70 .69 No. 10 plain stamped envelopes
213.40
Paul H. White
Student’s Signature
COPE signs “shipper”
after filling requisition
Clerk signs here upon receiving requested requisitionSlide73
Check on Learning
Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17?Slide74
Check on Learning
Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17?
No.Slide75
Check on Learning
When is a PS Form 17 submitted by a clerk?
Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17?
No.Slide76
Check on Learning
When is a PS Form 17 submitted by a clerk?
When on hand stamp stock is low.
Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17?
No.Slide77
Check on Learning
When is a PS Form 17 submitted by a clerk?
When on hand stamp stock is low.
Can a PS Form 17 be used to order Money Orders?
Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17?
No.Slide78
Check on Learning
When is a PS Form 17 submitted by a clerk?
When on hand stamp stock is low.
Can a PS Form 17 be used to order Money Orders?
Yes, when
geographically separated from the COPE.
Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17?
No.Slide79
PE X Situation
4Slide80
Exchanging Damaged Stock
Prepare PS Form 17 in duplicate.
Submit requisitions for exchange separately from regular requisitions.
Things to remember
when customers exchange
damaged
stock:
- DO
NOT sell damaged stamps or stationery to patrons.
- May
be exchanged only for an equal number of stamps, or stamped paper of the same denomination.
-Exchange is always made in stamps, NEVER IN CASH.Returning Damaged Stock to the COPESlide81
PS Form
17 for Return of Damaged Stock
7
-XX
91
st
Postal Company
APO AE 09102
Clerk’s Signature
x
1
1
0.00 .10
Sheets of 100
.10 stamps 10 3.90 .39 Stamped Postcards
13.90
Check “Return Stock” box
Cope’s
Signature
Notice that the next requisition number is used regardless of the type of requisition
.
(Requisition # - FY) Slide82
Check on Learning
What form is used to return damaged stock for exchange?Slide83
Check on Learning
What form is used to return damaged stock for exchange?
PS Form 17, Stamp Requisition.Slide84
Check on Learning
If a customer returns to your window with a damaged $5 stamp, can he/she request to exchange it for cash?
What form is used to return damaged stock for exchange?
PS Form 17, Stamp Requisition.Slide85
Check on Learning
If a customer returns to your window with a damaged $5 stamp, can he/she request to exchange it for cash?
No; an equal “stamp for stamp” exchange only.
What form is used to return damaged stock for exchange?
PS Form 17, Stamp Requisition.Slide86
Check on Learning
If a customer returns to your window with a damaged $5 stamp, can he/she request to exchange it for cash?
No; an equal “stamp for stamp” exchange only.
Can a customer exchange a $5 stamp for (5) $1 stamps?
What form is used to return damaged stock for exchange?
PS Form 17, Stamp Requisition.Slide87
Check on Learning
If a customer returns to your window with a damaged $5 stamp, can he/she request to exchange it for cash?
No; an equal “stamp for stamp” exchange only.
Can a customer exchange a $5 stamp for (5) $1 stamps?
No, the exchange must be an equal value of stamps of the same denomination.
What form is used to return damaged stock for exchange?
PS Form 17, Stamp Requisition.Slide88
PE X Situation
5
-6Slide89
Maintain Stamp StockSlide90
You are being assigned to a Military Postal Office (MPO) and will have various responsibilities. You will have access to
DD Form 2257, (Designation/Termination),
DD Form 285, (Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly), Flexible Credit Account to be Audited, PS Form 17, (Stamp Requisition), PS Form 3544, (PO Receipt For Money), PS Form 3294,
(Cash
and Stock Count
Summary),
PS Form 3368,
(Stamp
Credit Examination
Record),
PS Form 3369, (Consigned Credit Receipt, PS Form 3977), Duplicate Key Inventory, All Purpose Dating Stamp (APDS) and Stamp Pad, Integrated Platform Scale 9K0U (Scale), and Student Handout.Slide91
Students will have meet the standard when they:
Complete DD Form 2257 (Designation/Termination)
and DD Form 285 (Appointment of Military Postal Clerk) to Designate and Terminate a Postal Clerk without error.
Prepare a PS Form 3369 (Consigned Credit Receipt)
and PS Form 17 (Stamp Requisition) to Extend
a F
lexible
C
redit Account without errors.
Conduct
an
Audit
of a Flexible Credit Stock preparing a PS Form 3294 (Cash and Stamp Stock Count and Summary) with complete accuracy.
Prepare a PS Form 17 with complete accuracy to Replenish a Stamp Stock.Prepare a PS Form 17 with complete accuracy to Exchange Damaged Stock.Slide92