Prepare the Daily Agent

Prepare the Daily Agent Accountability - DD Form 2665

U.S. ARMY SOLDIER SUPPORT INSTITUTE

NONCOMMISSIONED OFFICER ACADEMY

Concrete ExperienceScenario: You are the Disbursing Agent for your unit. It’s currently 11 PM, when you get a call from your Deputy Disbursing Officer asking you where your documents and files are from your business day. You inform him that you are attempting to reconcile your cashier’s business day so that they can finalize their DD 2665.

What is the importance of the DD 2665?

Why does the Disbursing Agent have to reconcile his agent’s DD 2665, before they can finalize their DD 2665?

Who has experienced a similar experience to this scenario? What were the circumstances? How did this make you feel?

Learning ObjectiveACTION:

Prepare the Daily Agent Accountability

CONDITIONS:

Mid-grade FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, practical exercise, case studies, personal experience, handouts, and discussion.

STANDARD: Application includes:Identify the four sections of the DD 2665.Identify how different transactions affect the DD 2665.Identify how different disbursing document(s) are interrelated to the DD 2665.

Overview of the DD 2665DD Form 2665Cashier

DD Form 2665

Paying Agent

DD Form 2665Disbursing Agent

DD Form 2665Deputy DODD Form 2657Deputy DO

SF

1219 (Monthly)

Deputy DO

Disbursing Transactions and FormsAdvances and ReturnsDD 1081/Internal Cash ReceiptCollections

DD 1131, SF 1098, DD 362Disbursements

DD 1351-6/DD 117, SF 1049, SF 1034, DD 1351/1351-2

Exchange TransactionsDD 2664, Eagle Cash Card (ECC) Loads/SalesDebit Vouchers and Deposit TicketsSF 5515 and SF 215

DD 2665 Section IThis section summarizes all transactions affecting the cash accountability of the agent.

DD 2665 Section I Con’t.

Accountability- Beginning of Day – Amount an Agent carries over from the previous business day Balance from previous day’s DD 1081/DD 2665

Increases

Advances (Line 2) : Amount an Agent is advanced (DD1081/Internal Cash Receipt)Vouchered Collections (Line 3): Total of all collection(s) taken in by the Agent(s)Treasury Check Issues (Line 4): Total Value of all Treasury checks issued (Vouchered/Other)

DD 2665 Section I Con’t.

Increases (Continued)Transfers from other Disbursing Officers (Line 5)

Accountable items received from another DO other than your own

Exchange Gain Accumulations (Line 6): Gains from the revaluation of Foreign Currency or rounding gains from exchange transactions Other (Line 7): Any increases in accountability not covered in lines 2-6Eagle Cash Card (ECC) Loads for example

DD 2665 Section I Con’t.Increases (Continued)

Total Increases (Line 8): Sum of all the transactions that increased the agent’s accountability (Lines 2-7)

Gross Accountability: The amount the agent is responsible for before turn-in (Sum of Line1 and Line 8)

DD 2665 Section I

Carried over from the previous day

+

=

Beginning

Balance

+

total

increases =

Gross Accountability

DD 2665 Section I Con’t.

Decreases:Transfers to other Disbursing Officers (Line 10)

Amount transferred to another DO

Exchange Loss Accumulations (Line11) Losses realized from the revaluation of foreign currency or rounding losses from exchange transactionsOther (Line 12) Any decreases in accountability not covered by lines 10 and 11ECC Sales and cash shortage for example

DD 2665 Section I Con’t.

Decreases (Continued)Returns to Principal (Line 13 A, B, C):

(A)Paid Vouchers: Sum of all Disbursement Vouchers

(B)Deposit Ticket: Sum of all SF 215s(C)Other: Any disbursement(s) not covered by 13A or 13BTotal Decreases (Line 14)Sum of all the transactions that decrease an agent’s accountability (Lines 10-13)Accountability Ending (Line 15)

Amount the agent has on hand at the end of the business day, after turn in to the principal

DD 2665 Section I

-

=

Gross accountability

- total decreases

=

Ending balance

This must equal the Ending Balance on the DD

1081

(Block 12E)

DD 2665 Section II

This section outlines the distribution of all instruments under the agent’s control

.

Items in

agent’s accountability (documents and cash on hand)Items to be returned to the principal (documents, cash, etc.)Accountability after transfers (returns)

DD 2665 Section IILimited Depository (Line 16)Balance of the LDA account is listed in US equivalent

Cash on Hand (US) (Line 17): Lists the amount of US Currency Agent has on hand at the end of the business day

Cash on Hand (Foreign) (Line 18): Lists the amount of Foreign Currency an Agent has on hand at the end of the business day

DD 2665 Section II Con’t.

Prepositioned Treasury Checks (Line 19): Treasury checks issued as an advance, but have not been negotiated

Negotiable Instruments (Line 20): Sum of all Negotiable Instruments the agent has on hand at the end of the business day

Paid Vouchers (Line 23): Sum of all Disbursement Vouchers the Agent has on hand at the end of the business day

DD 2665 Section II Con’t.Funds with Subagents (Line 25): Sum of the accountable items your subagent(s) have on hand

Deposit Ticket (Line 26): Sum of all SF 215s; do not include deposits made to a LDA

Dishonored Checks Receivable (Line 27): Sum of any dishonored checks received from the principal

DD 2665 Section II Con’tChecks Overdraft Receivable (Line 28): Sum of all overdraft checks still being held by the agent

Loss of Funds (Line 29): Total of the funds lost by an agent(s) that they are accountable for

Deferred Vouchers (Line 30): Total of the vouchers that cannot be turned into the principal (ex. A voucher with a missing signature)

DD 2665 Section II Con’tOther (Line 31): List anything not covered in lines 16-30

Total Agent Accountability (Line 32):

Column C, D, E: add the amounts in these columns

Column E can also be calculated by subtracting 32D from 32C; matches the amount in 15C

DD 2665 Section II

-

=

Total must equal to Block

15c

of Section 1

DD 2665 Section III

Section III is used to break down all accountable instruments held by the principal/agent and their subagent(s) if applicable. The total of these amounts will be the same as the Total Agent Accountability (Lines 15C and 32E).

Sit/Stand

DD 2665 Section IVThis section includes memorandum-type information that is not officially a part of the agent’s accountability data

DD 2665 Section IV Con’t.

Deposit Tickets on Hand (Line 38): Lists all of the SF 215s the agent has on hand

DD 2665 Section IV Con’t

Paid Vouchers on Hand (Line 39):

- Includes paid voucher numbers the agent has on hand

- Includes voucher numbers that are not used, duplicated, or voided

DD 2665 Section IV Con’t

Collection Vouchers on Hand (Line 40):

Include collection voucher numbers agent has on hand

- Include collection voucher numbers that are not used, duplicated or voided

DD 2665 Section IV Con’t

Vouchers Returned for Corrections (Line 41):

- Paid/Collection vouchers returned by the principal to the agent for corrections

DD 2665 Section IV Con’t

Treasury Check Stock on Hand (Line 42):

- Lists the Treasury Check(s) serial number(s) agent has on hand

DD 2665 Section IV Con’t

Agent Remarks (Line 43):

Remarks required by the principal or at the agent’s discretion

Examples include: break down of Negotiable Instrument by type and total and Treasury Checks issued

DD 2665 Balancing ConsiderationsThings to consider to balance the DD 2665:Ending balances of the DD 1081/DD 2665 match?

Negotiable Instruments match DD 2664/DD 1131 and the DD 2665?

ECC Loads and Sales amounts match the DD 2664, DD 1081, and DD 2665?

Local Pay amount match the DD 1081/DD2665?Agent’s cash on hand matches DD1081and DD 2665?

PE – Balance out the DD 2665

Learning ObjectiveACTION:

Reconcile Daily Accountable Transactions

CONDITIONS:

Mid-grade FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, practical exercise, case studies, personal experience, handouts, and discussion.

STANDARD: Application includes:Identify the four sections of the DD 2665.Identify how different transactions affect the DD 2665.Identify how different disbursing document(s) are interrelated to the DD 2665.