Maintain a Stamp Stock. February. 2018. LESSON OUTCOME:. Students will properly maintain stamp stock IAW USPS and DOD directives/guidance in support of postal operations.. ACTION: Maintain Stamp Stock. ID: 681950
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Inter-Service Postal Training Activity
Maintain a Stamp Stock
February
2018
Slide2LESSON OUTCOME:
Students will properly maintain stamp stock IAW USPS and DOD directives/guidance in support of postal operations.
ACTION: Maintain Stamp Stock
CONDITIONS:
In a classroom environment; given access to the following material below and awareness of the Operational Environment (OE) variables and actors.
DD Form 2257, Designation/Termination
DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk or Mail OrderlyFlexible Credit Account to be Audited
PS Form 17, Stamp Requisition
PS Form 3544, PO Receipt For
Money or ServicesPS Form 3294, Cash and Stock Count SummaryPS Form 3368, Accountability Examination RecordTERMINAL LEARNING OBJECTIVE:PS Form 3369, Consigned Credit Receipt.PS Form 3977, Duplicate Key InventoryAll Purpose Dating Stamp (APDS)Student HandoutCalculatorSTANDARDS: Students will perform the following tasks IAW DOD 4525.6-M, to achieve a minimum of 80% accuracy: 1. Designation and termination of Clerk on DD Form 2257 and DD Form 285. 2. Receipt for a Flexible Credit Stock. 3. Conduct an Audit of a Flexible Credit Stock. 4. Replenish a Stamp Stock. 5. Exchange Damaged Stock.
TERMINAL LEARNING OBJECTIVE CONT’D The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes. The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs. ALA: Professional Competence GLOs GLO 14: Soldiers and Army Civilians are technically and tactically competent.
TLO – Maintain Stamp Stock
Slide33
Operational Variables (OE)
Slide44
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)
Slide5DD Form
2257- Clerk Designation5
James L. Miller
48th AG Postal Det
FPO
AE 09389
Postal Officer
48th AG Postal
Det
FPO AE 09389 XMiller, James L. E7 USA48th AG Postal Det, FPO AE 09389James L. Miller 20170725Conway, John L.
John L. ConwayCommander/Postal Officer03
Slide6DD Form
2257-Clerk Termination6
James L.
Miller
48th AG Postal DetFPO AE 09389
Postal Officer48th AG Postal Det
FPO AE 09389
X
Miller, James L. E7 USA
48th AG Postal Det, FPO AE 09389James L. Miller 20170725Conway, John L. John L. ConwayCommander/Postal Officer03SERVICE MEMBER IS PCSING TO CONUS
20190825Conway, John L. 03John L. ConwayCommander/Postal Officer
Slide77
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
Slide88
DD Form
285-Clerk Designation
20170725
MILLER, JAMES L.
SFC/E-7 6789
MIL POSTAL CLERK
X
JLC
X JLCJohn L. Conway James L. Miller48TH AG POSTAL DET FPO AE 09389APDS
Slide99
DD Form
285 -Clerk Termination
20170725
MILLER, JAMES L.
SFC/E-7 6789
MIL POSTAL CLERK
X
JLC
X JLCJohn L. Conway James L. Miller48TH AG POSTAL DET FPO AE 09389APDS20190825
Slide10Check on Learning
Q: What two forms are filled out to designate a Military Postal Clerk?
A: DD Form 2257 and DD Form 285.
Q: What item must be the same on DD Form 2257 and DD Form 285 when designating?
A: The date of designation.Q: What forms must be revoked when removing a postal clerk’s designation?
A: DD Form 2257 and DD Form 285.
10
Slide11Extending 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.
Stamp Stock11
Slide1212
Completing PS Form 3369
VANESSA HUNTER
UNIT 2 APO AE 09102
1
2
x
3
$1,000
00
4
TBD
5
Paul H. Wilson
12 JUL 2017
Shows
INITIAL amount
clerk will be accountable for
Action after physical count
Vanessa M. Hunter
12 JULY 2017
7
8
6
Instructions for Completing PS Form 3369, Consigned Credit Receipt:
1 Enter the name of the clerk to whom the account will be extended to.
2 Enter the parent location of the account.
3 Check the type of credit that will be extended to the clerk.
4 Enter the amount of the credit.
5
TBD by MACOM
6 The COPE will sign and date.
7 Stamp with the APDS.
8 The clerk will sign and date after physically counting extended stock.
Amount determined by MACOM
Slide1313
UNIT 2
APO AE 09102
COPE’s Signature
5
6
4
3
2
1
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
60 300.00 $5.00 5.00 dollars
17 170.00 $10.00 10.00 dollars
3 3.00 $.01 Sheet of 100 stamps
4 80.00 $20.00 20.00 stamp
6 120.00 $.02 Sheet of 100 stamps
10 200.00 $.40 Sheet of 50 stamps
1000.00
Blue areas indicate action after clerk physically counts stock.
Slide14Check on Learning
Q: What two forms are needed to extend an initial flexible credit account to a clerk?
A: PS Forms 17 and 3369.Q. When would a clerk sign for his/her flexible credit account?
A: After physically counting all stamps, stationery, and funds.Q. What is the disposition of PS Form 3369?
A: The COPE receives the original; the clerk retains the duplicate.Stamp Stock14
Slide15Duplicate Keys and Combinations
Must be placed in a PS Form 3977, Duplicate Key Inventory Envelope.
Stamp Stock
15
Slide16Protecting 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.Stamp Stock
16
Slide1717
PS Form 3977
Duplicate Key Inventory
3 09212HUNTER, VANESSA M.
UNIT 3, APO AE 09212
Slide18Back of PS Form 3977
Stamp Stock
18
VANESSA M. HUNTER
VANESSA M. HUNTER
V
ANESSA
M.
HUNTER
PAUL H. WILSON
PAUL H. WILSON
PAUL H. WILSON
Slide19Completed PS Form 3544
Completed by ClerkStamp Stock
19
Prepared in duplicate – Clerk retains the original
-- Attach duplicate to outside of PS Form 3977
Paul H. Wilson, COPE 12 JUL 2019
Slide20Check On Learning
Q: What is a PS Form 3369 and what is it used for?
A: Consigned Credit Receipt; used to receipt for a flexible credit account.Q: 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?
A: No, USPS funds cannot be used for personal use.Q: What must a clerk be mindful of what when securing a copy of a combination in PS Form 3977?A: Enough wrapping is used to cover the contents to prevent detection through the envelope.
Stamp Stock20
Slide21PE X Situation 1 & 2
Slide22Introduction 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.Stamp Stock22
Slide23Audits
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.
Stamp Stock23
Slide24The 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.Stamp Stock
24
Slide25Authorized 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.Military Postal Service Agency personnel.
Postal Assistance Advisors.Audit & inspection personnel designated by major command (MACOM).
Stamp Stock25
Slide26Audit Rules
Unscheduled
Unannounced Person being audited must be present during the audit.In case of absence, have witness.
Exchange of funds between accounts will not be allowed.No business transaction during audit. Personnel conducting the audit must not have had previous operating access to the account being audited.
Stamp Stock26
Slide27Types of Audits
Monthly Audits.
Quarterly Audits.Special Audits.
Stamp Stock
27
Slide28Flexible Credit Account Tolerance Limits
Tolerance limit is 1%
of the closing balance of the account.Amount will vary.
Stamp Stock28
Slide29Check On Learning
Q: What are the three types of audits?
A: Monthly, Quarterly and Special.Q: What is the tolerance limit for a flexible credit account of $700.00?
A: $7.00.Q: Under what circumstances is a special audit conducted?
A: Missing, AWOL, hospitalized, during an investigation for missing funds.Stamp Stock
29
Slide30Conducting an Audit
Stamp Stock
30
8.80
8.80
20
44Cent Stamps
20
44Cent Stamps
Slide31Conducting 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.
Stamp Stock31
Slide32Stamp Stock
32
Page 1 of PS Form 3294
$94.72
See pg. 3 of 4
1
2
17
7
7
68
5
4
3
12
13
14
15
16
2
Slide33Stamp Stock
33
Page 2 of PS Form 3294
64X1.00=64.00
64
9
10
11
Slide34Stamp Count
Count each item separately, then multiply that total by its denomination.For Example: You counted 35 ($.44 stamps)
35 X $.44 =
$15.40Stamp Stock
34
Slide35Envelopes and Post Cards Count
Envelopes – add $.10 fee per stamped envelopeFor Example: You count 18 ($.54 envelopes)
18 X $.54 = $9.72Stamped Post Cards – add $.02 fee per stamped post card
For Example: You count 20 ($.28 post cards) 20 X $.28 = $5.60
Stamp Stock35
Slide36Auditing Flexible Credit Accounts
Rise and fall depending on business conducted.
End-of-day balance on PS Form 1412.Stamp Stock
36
Slide37Overages and Shortages
Overages within tolerance will be carried over to the next audit.
Shortages are replaced at the time of the audit using a PS Form 3544.
Stamp Stock37
Slide38Losses or Shortages
(Out of Tolerance - Flexible Credits)No action for immediate restitution.
Pay adjustment action an option.
Criminal intent or refusal to pay.No criminal intent, but refusal to pay.
Stamp Stock38
Slide39PS 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.
Stamp Stock39
Slide40PS Form 3368
Stamp Stock
40
1
2
3
4
5
6
8
9
10
7
Slide41Check On Learning
Q: What form is used by the auditor when auditing a flexible credit account?
A: PS Form 3294, Cash and Stamp Stock Count and Summary.Q: Which portion of PS Form 3294 should be completed first during an audit?
A: The Top portion of page 1 – the administrative information.Q: Can a clerk be relieved of his/her postal finance duties for consistent overages that are within tolerance limits?
A: Yes. Stamp Stock41
Slide42PE X Situation 3
Stamp Stock
42
Slide43REPLENSHING A STAMP STOCK
Requisition is made on a PS Form 17, Stamp Requisition: as needed.
Stamp Stock
43
Slide44Requisitioning Rules To COPE
PS Form 17 is completed in duplicate.
PS Form 17 must begin with number “1” each new fiscal year.
No witness is required.Stamp Stock
44
Slide45Stamp Stock
45
APO AE
09102
4
6-17
1 20.00 .20
Sheets
of
100 .20 stamps
10 2.80 .28 Stamped Postcards 10 88.00 8.80 Stamp Booklet (20 - .44 stamps)
30 16.20 .54
No
. 10 plain stamped envelopes
181.80
8
Clerk’s Signature
x
1
2
3
5
6
91
st
Postal Company
1 44.00 44.00
Coil
of Stamps (100 - .44 stamps)
20 10.80 .54
No
. 6 ¾ plain stamped envelopes
Stamp
Requistion
- Prepare in duplicate. Submit ORIGINAL and keep a COPY at the unit. Print clearly all information
.
Stamp
Return to SDO/SSC - Prepare four copies, ORIGINAL in an envelope taped to the outside of package, two COPIES inside, and keep a COPY at the
unit.
Ship
to Other Locations - Prepare in duplicate, submit ORIGINAL inside of package to receiving unit, and keep a COPY at the unit. Use the location ID (10-digit unit finance #) of receiving unit.
Slide46Stamp Stock
46
APO AE
09102
1 20.00 .20
Sheets
of
100 - .20 stamps
10 2.80 .28
Stamped Postcards
10 88.00 8.80 Stamp Booklet (20-.44 stamps) 1 44.00 44.00 Coil of Stamps (100-.44 stamps) 30 16.20 .54 No. 10 plain stamped envelopes
181.80
Clerk’s Signature
x
Paul H. White
COPE signs here after filling requisition
Clerk signs here upon receiving requested requisition
Student’s Signature
6-17
91
st
Postal Company
20 10.80 .54
No
.
6¾
plain stamped
envelopes
Stamp
Requistion
- Prepare in duplicate. Submit ORIGINAL and keep a COPY at the unit. Print clearly all information
.
Stamp
Return to SDO/SSC - Prepare four copies, ORIGINAL in an envelope taped to the outside of package, two COPIES inside, and keep a COPY at the
unit.
Ship
to Other Locations - Prepare in duplicate, submit ORIGINAL inside of package to receiving unit, and keep a COPY at the unit. Use the location ID (10-digit unit finance #) of receiving unit.
Slide47Check On Learning
Q: Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17?
A: No.
Stamp Stock47
Slide48PE X Situation 4
Slide49Exchanging Damaged Stock
Things to remember in exchanging damaged stock:
- DO NOT sell damaged stamps or stationery to patrons. - Exchange is always made in stamps, NEVER IN CASH
.Stamp Stock
49
Slide50Returning Damaged Stock
Prepare PS Form 17 in duplicate.
Submit requisitions for exchange separately from regular requisitions.
Stamp Stock50
Slide51Stamp Stock
51
PS FORM 17 FOR RETURN OF DAMAGED STOCK
APO AE
09102
1 20.00 .20
Sheets
of 100
.20 stamps
10 2.80 .28 Stamped Postcard .28 22.80
Clerk’s Signaturex7-17Notice that the next requisition number is used regardless of the type of requisition.You have the option to replace the damaged stamps with stamps of the same or a different denomination.Check “Return Stock” box
COPE’s
Signature
91
st
Postal Company
Stamp
Requistion
- Prepare in duplicate. Submit ORIGINAL and keep a COPY at the unit. Print clearly all information
.
Stamp
Return to SDO/SSC - Prepare four copies, ORIGINAL in an envelope taped to the outside of package, two COPIES inside, and keep a COPY at the
unit.
Ship
to Other Locations - Prepare in duplicate, submit ORIGINAL inside of package to receiving unit, and keep a COPY at the unit. Use the location ID (10-digit unit finance #) of receiving unit.
Slide52Check On Learning
Q: What form is used to return damaged stock for exchange?
A: PS Form 17, Stamp Requisition.Q: If a customer returns to your window with a damaged $5 stamp, can he/she request to exchange it for cash?
A: No; an equal “stamp for stamp” exchange only.Q: Can a customer exchange a $5 stamp for (5) $1 stamps?A: No, the exchange must be an equal value of stamps of the same denomination.
Stamp Stock52
Slide53PE X Situation 5 & 6
Slide54LESSON OUTCOME:
Students will properly maintain stamp stock IAW USPS and DOD directives/guidance in support of postal operations.
ACTION: Maintain Stamp Stock
CONDITIONS:
In a classroom environment; given access to the following material below and awareness of the Operational Environment (OE) variables and actors.
DD Form 2257, Designation/Termination
DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk or Mail OrderlyFlexible Credit Account to be Audited
PS Form 17, Stamp Requisition
PS Form 3544, PO Receipt For
Money or ServicesPS Form 3294, Cash and Stock Count SummaryPS Form 3368, Accountability Examination RecordTERMINAL LEARNING OBJECTIVE:PS Form 3369, Consigned Credit Receipt.PS Form 3977, Duplicate Key InventoryAll Purpose Dating Stamp (APDS)Student HandoutCalculatorSTANDARDS: Students will perform the following tasks IAW DOD 4525.6-M, to achieve a minimum of 80% accuracy: 1. Designation and termination of Clerk on DD Form 2257 and DD Form 285. 2. Receipt for a Flexible Credit Stock. 3. Conduct an Audit of a Flexible Credit Stock. 4. Replenish a Stamp Stock. 5. Exchange Damaged Stock.
TERMINAL LEARNING OBJECTIVE CONT’D The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes. The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs. ALA: Professional Competence GLOs GLO 14: Soldiers and Army Civilians are technically and tactically competent.
TLO – Maintain Stamp Stock
Slide55QUESTIONS
PSC Slides
55
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