Single Drawer Accountability (SDA) (NON POS) R2 and R4 Hour Offices Conversion Guide Instructions

Transcription

1 Single Drawer Accuntability (SDA) (NON POS) R2 and R4 Hur Offices Cnversin Guide Instructins The USPS POStPlan requires Administrative Pst Offices with Remtely Managed Pst Offices (RMPO) pen 2 and 4 hurs t cnvert t a Single Drawer Accuntability (SDA) within 60 days f cnversin. This will result in ne unit accuntability made up f stamp stck, cash, and mney rders fr an emplyee t service the retail windw. The Pstmaster Relief and/r designee will be respnsible fr SDA stamp/cash drawer and mney rder blcks. The ffice will maintain nly ne 1412 fr the unit t track and recrd all financial activity. The ffice will nt maintain: Individual Accuntabilities Unit Cash Reserve Unit Reserve Stck PS 3959 Stamp Stck Transactins and Daily Recap PS 3295 Recrd f Stamps, Stamped Paper and NnPstal Stamps n Hand T expedite the SDA cnversin prcess: Perfrm ffice transfer, if nt already cmplete. Clse all unused individual stamp credits prir t cnversin Return nn-saleable r excess stamp stck Recncile emplyee items and financial differences 247/647 Office Transfer All impacted Pst Offices must be fficially transferred t the Administrative Pst Office Pstmaster immediately upn implementatin f the Remtely Managed Pst Office int the POStPlan. If the ffice yu are cnverting t SDA has nt been transferred t the Administrative Pst Office Pstmaster, please perfrm transfer f ffice first and then perfrm the SDA cnversin. Belw are the links directing yu t the transfer f accuntability frms and the Management Instructin fr transfer f ffice. T perfrm an ffice cnversin t SDA the APO will perfrm the audit steps perfrmed fr an ffice transfer. Belw are the links fr the transfer f accuntability frms and the Management Instructin fr transfer f ffices. V

2 Accuntability Each accuntability is cunted as a final cunt with n tlerances. This includes the Unit Reserve and individual drawers. The ffice s internal recap sheet summarizing the accuntability must be recnciled with the previus business days clsing AIC 753 Cash Retained and AIC 853 Clsing Stamp Accuntability n the reprting technlgy the ffice uses. (emoves) Reslve any differences. Perfrm cunts f all accuntabilities The Administrative Pst Office Pstmaster and the unit reserve stck custdian r designees must perfrm tw independent cunts using PS Frm 3294, Cash and Stamp Stck Cunt Summary fr the final cunt f the unit reserve stck, individual stamp credits, and unit cash reserve (if Applicable). Ensure bth parties cunt each individual mney rder t make sure there are n missing mney rders frm partial decks. Pst the cunt results t the individual PS Frm 1412 and the 3959 t adjust the accuntability Overages are psted by making an entry in AIC 057 Emplyee Stamp Credit Overage. Shrtages are psted by making an entry in AIC 767, Emplyee Stamp Credit Shrtage. Enter cash and stamp ttal in AIC 848, Stamp Stck Returned, n the individual PS Frm Cmplete individual final PS Frm 1412, verifying the AIC 853, Stamp Accuntability Clsing Balance and AIC 753, Cash Retained Tday are zer. Recrd entries t PS Frm 3959, Stamp Stck transactins & Daily Recap fr stck shipped frm the individual stamp credits. Print the Mney Order Blcks Reprt frm emves cmpare with physical mney rders in drawer. Return all mney rders including partial blcks by recrding the return date in Item 0137A (green lgbk) fr reissue t the SDA, as needed. Return the bait mney rders and initial/date bait mney rder lg Return all drawer keys recrding infrmatin n PS Frm Cnslidate all drawer and envelpe keys ut f the individual PS Frm 3977, Duplicate Key, Cmbinatin and Passwrd Envelpe Pst results t the PS frm 3368-P fr Individual Stamp Credits and Unit Reserve Stck anntating final cunt, credits clsed. V

3 emves entries after accuntabilities have been audited Once cunts all cmplete, add ttal f all the 3294 s and match ttal t emves 853. Net ut all the verages and shrtages after all the cunts are cmplete and pst ne entry in emves. Overages are psted by making an entry in AIC 057 Emplyee Stamp Credit Overage. Clear net verage t AIC 123 and AIC 457 Shrtages are psted by making an entry in AIC 767, Emplyee Stamp Credit Shrtage. Clear net shrtage t AIC 367 and AIC 647 using the miscellaneus reasn cde #13 Nte: Use the 4-digit Unit ID number and ffice name when entering receipt infrmatin in emves. If a shrtage greater than $250 is fund in the ffice, research and clear the 647. Establish Single Drawer Accuntability after all accuntabilities are cunted and clsed ut: A new Single Drawer Accuntability (SDA) is created by cnslidating all current accuntabilities including Unit Reserve int ne credit. Physically cmbine all individual stamp credits and the unit reserve stck including cash and cins. Depsit excess cash n the first clseut after cnversin.the maximum cash and cin fr making custmer change t be held in the SDA shuld nt exceed $ which is included as part f the AIC 853 n the Banking prcedures have nt changed. The nly amunts reprted in AIC 753 Unit Cash Retained is when the unit did nt have $ t make a depsit. Ensure all mney rders in the ffice, partial and full blcks are entered int emves. All mney rders when received frm the SDC/SDO, must be entered int emves immediately s that the Mney Order Blck Reprt always matches what yu have n hand fr mney rders. Use partial deck mney rder blcks first On a daily basis, verify the physical next available mney rder t be sld against the previus business day s emves Mney Order Daily Listing Reprt If mre than ne emplyee is wrking at an ffice during a business day, anntate initials n the mney rder daily listing reprt identifying wh sld each mney rder. Issue three bait mney rders fr SDA using bait mney rder lg, dcumenting n lg they are fr the SDA. Issue tw SDA drawer keys. One key must remain in the unit fr daily use and placed in an accessible cmpartment nightly. The ther (duplicate) key will be placed in a cmpleted PS Frm 3977, Duplicate Key, Cmbinatin and Passwrd Envelpe, ntating SDA n the envelpe and having the Pstmaster Relief r designee signing V

4 If accuntability exceeds the maximum $5000, return stck as fllws: Prepare fr destructin and return all ff sale stamps t the Stamp Distributin Center (SDC), during yur regular destructin schedule. Off sale item list psted at: Full packs may be returned t the SDC, with prir apprval Full sheets may be returned t the Administrative Pst Office, using PS Frm 17. Retain all excess Mney Order blcks and sell t get dwn t the 200 maximum, ensure they are all entered int emves and are reflected n the Mney Order Blck Reprt. Establish a file fr the SDA t include the fllwing: PS Frm 3368-P, Accuntability Examinatin Recrd. PS Frm 3369, Cnsigned Credit Receipt. Anntate Office in place f (Name); enter $5000 in the credit amunt field, unless an exceptin was granted. PS Frm 3294, Cash and Stamp Stck Cunt and Summary 1 cpy, APO keeps a cpy PS Frm 3902, Frm 3977 lg and lck examinatin Stamp rdering prcess: Pstmaster relief r designee: Must have ebuy2 access t rder stck Verify stck t the PS Frm 17 frm the SDC r APO and ntate NWA n the PS Frm 17. emves entry Enter stamp ttal int AIC 841, fill ut the receipt infrmatin and then place the stamps int the SDA. Administrative Pst Office Pstmaster Designated ebuy2 apprver fr the stamp rdering prcess Ensure the SDA des nt g ver the maximum accuntability level when apprving rders. Additinal Tasks: SDA units must utilize a pstage meter (instructins in SDA guide), if rdering new meter Pitney Bwes meter, ensure PS Frm 3602-PO, Pstage Cllected thrugh Pst Office Meter is rdered. Meters are rdered using ebuy2. Cmplete PS Frm 3977, Duplicate Key, Cmbinatin and Passwrd Envelpe fr extra SDA building keys and safe cmbinatin. A set will be kept at Administrative Pst Office. The Administrative Pst Office shuld have tw sets f building keys, ne in the PS Frm 3977 and ne held by the Administrative Pst Office Pstmaster. Cmplete, sign and file the SDA Cnversin checklist. G t under Data Input, Cnvert t SDA and certify that the cnversin was cmpleted. V

5 Single Drawer Accuntability Cnversin Checklist Unit Name: Unit Finance # Cmpleted Task Prir t Cnversin Transfer ffice t Administrative Pst Office Pstmaster, if nt already dne Recncile all emplyee items, financial differences 247/647, and master trust. Make clearing entries in emves. Administrative Pst ffice apprve ebuy2 access in eaccess fr SDA ffice emplyee in charge f rdering stck Day f Cnversin Upn cmpletin f SDA cnversin, g t the Natinal Financial Snapsht (NFS) On the main page g t the Data Input tab r under Data Input n the left side f the screen t Cnvert t SDA t certify the cnversin prcess has been cmpleted. Obtain a cpy f the ffice's recap sheet r PS 3959 and ensure the clsing AIC 753 and AIC 853 equals previus business day 1412 in emves. Cnduct a final cunt and clse ut f all cash/stamp credits. This includes emplyee credits, Unit Reserve Stck, and Unit Cash Reserve. Cnslidate and pst any verages and/r shrtages (if applicable). and clear with an ffset t AIC 123 AIC 457 fr verages and AIC 367 and AIC 647 fr shrtages. Pst entries in emves. Establish the Single Drawer Accuntability by cmbining Unit Reserve and Individual/Flexible credits int ne drawer. Issue Mney Order blck and Bait MOs fr SDA. (Nte: At the time f cnversin, a unit may have an excess f mre than 200 MOs. SDA units are allwed t sell dwn the excess but nce they sell dwn the excess the Administrative Pst Office must ensure the SDA ffice des nt carry mre than the 200 maximum limit.) Ship excess stamp stck greater than maximum $5000 accuntability t the APO r alternate lcatin. Make AIC 848 entry in emves and print shipment reprt t recrd shipment number n PS 17 ging with stck t receiving ffice. Establish PS Frm 3368-P, PS Frm 3369, and PS Frm 3977 fr SDA. Establish PS Frm 3977s fr Administrative Pst Office. Ensure the main stck bk (PS Frms 3295) is filed. This is nt used with SDA. Ensure SDA ffice has Pstage Meter (rder if necessary). Administrative Pst Office: Leave cpy: Single Drawer Accuntability 2hr & 4hr Cnversin Guide and F101 Chapter 24. Administrative PO Unit Finance # Administrative PO Pstmaster: SDA Pstmaster Relief/Designee: I certify the abve unit was cnverted t a Single Drawer Accuntability Office by: V