Inter-Service Postal Training Activity

Inter-Service Postal Training Activity

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

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

3

Operational Variables (OE)

4

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)

DD 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

DD 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

7

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

8

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

9

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

Check 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

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.

Stamp Stock11

12

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

13

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.

Check 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

Duplicate Keys and Combinations

Must be placed in a PS Form 3977, Duplicate Key Inventory Envelope.

Stamp Stock

15

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.Stamp Stock

16

17

PS Form 3977

Duplicate Key Inventory

3 09212HUNTER, VANESSA M.

UNIT 3, APO AE 09212

Back 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

Completed 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

Check 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

PE X Situation 1 & 2

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.Stamp Stock22

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.

Stamp Stock23

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.Stamp Stock

24

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.Military Postal Service Agency personnel.

Postal Assistance Advisors.Audit & inspection personnel designated by major command (MACOM).

Stamp Stock25

Audit 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

Types of Audits

Monthly Audits.

Quarterly Audits.Special Audits.

Stamp Stock

27

Flexible Credit Account Tolerance Limits

Tolerance limit is 1%

of the closing balance of the account.Amount will vary.

Stamp Stock28

Check 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

Conducting an Audit

Stamp Stock

30

8.80

8.80

20

44Cent Stamps

20

44Cent Stamps

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.

Stamp Stock31

Stamp 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

Stamp Stock

33

Page 2 of PS Form 3294

64X1.00=64.00

64

9

10

11

Stamp 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

Envelopes 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

Auditing Flexible Credit Accounts

Rise and fall depending on business conducted.

End-of-day balance on PS Form 1412.Stamp Stock

36

Overages 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

Losses 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

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.

Stamp Stock39

PS Form 3368

Stamp Stock

40

1

2

3

4

5

6

8

9

10

7

Check 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

PE X Situation 3

Stamp Stock

42

REPLENSHING A STAMP STOCK

Requisition is made on a PS Form 17, Stamp Requisition: as needed.

Stamp Stock

43

Requisitioning 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

Stamp 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.

Stamp 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.

Check On Learning

Q: Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17?

A: No.

Stamp Stock47

PE X Situation 4

Exchanging 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

Returning Damaged Stock

Prepare PS Form 17 in duplicate.

Submit requisitions for exchange separately from regular requisitions.

Stamp Stock50

Stamp 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.

Check 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

PE X Situation 5 & 6

LESSON 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

QUESTIONS

PSC Slides

55