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Single Drawer Accountability (SDA) for Non-POS Offices

This overview provides information on the accountability and controls required for Single Drawer Accounts (SDA) in Non-POS (Point of Sale) offices. It covers topics such as stamp stock, cash, money orders, key and safe combination controls, money order procedures, ordering stock, postage meters, counts, banking procedures, unit closeout, refunds, and exchanges.

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Single Drawer Accountability (SDA) for Non-POS Offices

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  1. Single Drawer Accountability (SDA) (Non POS) R2 and R4 Hour Offices 05/09/13-05/10/13

  2. Overview • Non POS 2/4 hour offices • Shared SDA • SDA Accountability • Stamp Stock • Cash • Money Orders (MO) 2

  3. Overview • SDA must not exceed their current total unit accountability or a maximum of $5,000, whichever is less. • DFM may approve exceptions • APO may adjust temporarily for special orders 3

  4. Responsibilities • APO Postmaster • Timely Counts • Yearly randomly selected by Accounting Service Center (ASC) • PM Relief/Designee • Safe Keeping/Security • Stamp/cash accountability • Postage Meter • MO Imprinter • Accurate/timely reporting financial transactions 4

  5. Key and Safe Combination Controls • SDA Postmaster Relief/Designee • PS Form 3977, Duplicate Key Combination and Password Envelope (Sign and “No Witness” if necessary) • SDA Duplicate Key • Safe Combination • Login ID’s and passwords (including credit card) • SDA Drawer Key must be stored at closing every day in secured equipment (do not remove from building) 5

  6. Key and Safe Combination Controls • SDA Postmaster Relief/Designee • PS form 3902, Log and Lock Examination must be completed for the semi-annual exams of PS form 3977 and for the annual key exams • APO Postmaster • Maintain set of building keys in a PS form 3977 • SDA office safe combination in PS Form 3977 • One envelope per SDA office 6

  7. Money Orders • SDA Postmaster Relief/Designee will share MO’s • Increments of 100. Only one block can be ordered with maximum of 200 MO’s on hand at any given time • Bait MO’s signed for by SDA Postmaster Relief/Designee and accounted for on Bait Money Order Control Log (Bait MO MI) • NO “NO FEE” Money Orders issued at SDA 7

  8. Money Orders • eMoves Daily Money Order Listing report must be printed daily • Multiple employees any day-annotate employee name with corresponding MO sale on eMoves Daily MO listing • Prior to opening, verification must be performed • Next available MO block versus previous day eMoves Daily Money Order listing report • ALL discrepancies must be reported to APO Postmaster for immediate research • Record MO as missing. Lost or stolen contact USPIS 8

  9. Ordering Stock • Use ordering schedule set by SDC • SDA Postmaster Relief/Designee Order through SEAM • APO Postmaster will be approver and responsible for maintaining stock limits • Minimal amounts of automatic shipments of newly issued stamps 9

  10. Meters • SDA’s required to have postage meter due to limited accountability requirements • Vendor: Pitney Bowes for new meter procurement • Initial Order • eBuy2 • DM100 New Meter 1 QTR Rent • PS3602-PO Postage Collected Through Post Office Meter • 620-9 Postage Tape Sheets for PB Meter (order as many as you need) • New meter 3,000 impressions-additional ink item 793-5 10

  11. Meters • eBuy2 is NOT to be used to request funds to add postage for the meter • Maximum per meter setting is $1,000, maximum total postage on meter not to exceed $1,500 • PS Form 3602-PO, Postage Collected Through Post Office Meter to record meter settings • Meter sales reported in AIC 110 • Postage totals on meter are not part of the overall SDA 11

  12. Meters • Monthly requirements: • Connect to their meter manufacturer the first week of every month • Meter is active • Reports to USPS postage used • Can add more postage if necessary • Meters that do not report can be turned off by the meter company • Postage Meter Helpline • Postal Pitney Bowes Help Desk 888-598-9551 • Not the number on actual meter 12

  13. Counts • APO counts the SDA at least once every fiscal year • ASC will monitor SDA’s and may direct the APO to count more frequently • If an exception was granted to exceed $5,000 limit, the ASC will direct the APO to perform counts twice a year • ASC will randomly schedule counts • APO has 14 calendar days to complete • No transactions prior to count 13

  14. Banking Procedures • No bank deposits for less than $100 • Exception-Check Items (Checks, MO’s etc.) should be deposited within 5 business days, even if the total deposit is less than $100 • Record funds in AIC 753, Cash Retained, on PS Form 1412 at closeout • Provide Nil Bill • Following Business Day, record funds on AIC 353, Cash Retained on Hand From Previous Day 14

  15. Unit Closeout Procedures • Refer to the new portion of the F101 section 24-9 for instructions on unit closeouts 15

  16. Refunds and Exchanges • Limit cash refunds to $35 • Issuance of No-Fee MO is not permitted • Refund less than $35 PM Relief/Designee • Customer complete Part 1 Application and 5 Disbursements for Refunds on PS Form 3533 • Enter amount of refund in appropriate AIC in PS Form 1412 • If no witness is available, annotate on appropriate line “NWA” 16

  17. Refunds and Exchanges • Refund more than $35 APO • SDA sends PS Form 3533 to APO for approval • If applicable, forward to SIC following guidelines in F101 Section 21 and record in proper AIC • No entries are made at the SDA • Stamps may not be exchanged for cash. Customers may exchange stamps only for equivalent value stamps. Maximum exchange one coil of 100 stamps 17

  18. Refunds and Exchanges • Postage Meter Strips • Complete customer block on PS Form 3533 • Check “Other Refunds” and enter AIC 509 Voided Postage Validation Imprinter (PVI) Labels • Attach PVI • Complete verification of disbursements and sign as certifying employee • Enter the amount of the refund in AIC 509 on PS Form 1412 • File PS Form 3533 as supporting documentation 18

  19. Conversion • To perform an office conversion to SDA the APO will perform the audit steps used in an office transfer • Forms can be found at the following web address: • http://blue.usps.gov/intranet_common/MyWork/account_transfer_package.xft • Each accountability is counted as a FINAL count with no tolerances including the unit reserve and individual drawers. 19

  20. Conversion • Establish SDA after all accountables are counted and closed out • New SDA consolidates all current accountabilities including Unit Reserve into one credit • Maximum Cash and coins is $150-any excess will be deposited as part of the first closeout • All MO’s in the office are entered in eMoves (partial and full blocks) • Use partial deck MO blocks first (sell down to 200 max) • Issue three bait MO’s for SDA using Bait MO Log 20

  21. Conversion • Issue two SDA drawer keys • One key remains in the unit for daily use • Second key placed in completed PS Form 3977 • If accountability exceeds $5,000 • Return stock as follows: • Prepare for destruction and return all off sale stamps during regular destruction schedule: • Full packs may be returned to SDC (with SDC approval) • Full sheets may be returned to the APO PS Form 17 21

  22. Conversion • If accountability exceeds $5,000 (cont’d) • Retain all excess MO blocks • Verify eBuy approver for the stamp ordering process is the APO • Complete PS Form 3977, Duplicate Key, Combination and Password Envelope for extra SDA building keys and safe combinations • APO should have two sets of keys, one in the PS Form 3977 and the other held by the APO Postmaster 22

  23. Conversion • Forms • PS Form 3294, Cash and Stamp Stock Count and Summary • PS Form 3368-P, Accountability Examination Record • PS Form 3369, Consigned Credit Receipt • Ps Form 3902 – Form 3977 Log and Lock Examination • PS Form 571, Discrepancy of $100 or More in Financial Responsibility (if applicable) • PS Form 2130, Claim for Loss (if applicable) • PS Form 3602-PO, Postage Collected through Post Office Meter 23

  24. Conversion • Complete, sign, fax and file the SDA Conversion checklist • Go to: • http://nfs.usps.gov/default.asp • Under Data Input, Convert to SDA and certify that the conversion was completed 24

  25. Action Items • Order New Meters, forms and supplies as needed through eBuy • Transfer office to APO prior to SDA conversion • Complete SDA conversion checklist • Do on-line certification 25

  26. Q & A 26

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