Module 19 Complying with Financial Accountability

Manager, Customer Services Module 19Slide - 2 Objective The learner will able to: –Maintain financial accountability for their office ensuring that financial goals and objectives are met through the use of internal controls.

Manager, Customer Services The MCS Credit Responsibilities Unit Accountability Unit Reserve - Floor Stock Cash Reserve Individual Clerk Accountability COD Reconciliation CPU /CPO Audits APC Audits Module 19Slide - 3

Manager, Customer Services Priorities of Protection 1. Postal Funds 2. Postage stamps, aerogrammes, IRC’s, bird stamps, philatelic and blank money orders 3. Stamped envelopes and post cards, money order imprinters, non- salable stamp stock, and non-postal items Module 19Slide - 4

Manager, Customer Services Stamp Credit File File must be under the control of the MCS or supervisor File contains: –All forms 3294 –Form 3369 –Form 3368 –Form 571 (discrepancies over $100) –Letters of Demand for Payment Module 19Slide - 5

Manager, Customer Services Station Stamp Accountability Maintain station accountability in Form 1412 Use the following steps to manually calculate balance: –Verify opening balance (AIC 840) is closing balance from previous day (AIC 853) –Enter stock received from Form 3958 into AIC 841 –Enter total of Forms 3220 from clerks into AIC 846 –Enter stock returned from Form 3958 into AIC 848 –Enter total sales from clerk 1412’s into AIC 852 –Compute closing balance, AIC 853, for the station

Manager, Customer Services Segmented Inventory Accountability Cash is separated from the stamp stock in retail credits A shared retail floor stock replaces individual stamp credits for SSA’s

Manager, Customer Services Segments assigned from Unit Reserve Mobile Unit Credits Philatelic Units (or dedicated windows) Retail Floor Stock Special Event Credits Module 19Slide - 8

Manager, Customer Services Retail Floor Stock Comprises two major components: –Loose Stock –Retail Floor Stock Module 19Slide - 9

Manager, Customer Services Postal Store Display Stock Open Merchandise Stock –Shrink wrapped; displayed in store Closed Merchandise Stock –Displayed in retail area Loose Stock –Held in common area; available to all SSA’s Module 19Slide - 10

Manager, Customer Services Retail Floor Stock The sum of all categories of retail floor stock is limited to a two week supply based on same period last year stamp sales. Module 19Slide - 11

Manager, Customer Services Financial Reference Material F-101 – Financial Accounting Procedures F-1 – Accounting and Reporting Policy F-8 – General Classifications of Accounts F-15 – Travel and Location F-20 – General Ledger Accounting and Financial Reporting System F-20A – Accounting Service Center Accounting Guidelines F-21 – Time and Attendance PO-209 – Retail Operations Handbook Module 19Slide - 12