Inter-Service Postal Training Activity Maintain a Stamp Stock February 2018

TLO – Maintain Stamp Stock 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 Orderly Flexible Credit Account to be Audited PS Form 17, Stamp Requisition PS Form 3544, PO Receipt For Money or Services PS Form 3294, Cash and Stock Count Summary PS Form 3368, Accountability Examination Record TERMINAL LEARNING OBJECTIVE: PS Form 3369, Consigned Credit Receipt. PS Form 3977, Duplicate Key Inventory All Purpose Dating Stamp (APDS) Student Handout Calculator STANDARDS: 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.

Operational Variables (OE)

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) 4

DD Form 2257- Clerk Designation James L. Miller 48th AG Postal Det FPO AE 09389 Postal Officer 48th AG Postal Det FPO AE 09389 X Miller, James L. E7 USA 48th AG Postal Det, FPO AE 09389 James L. Miller 20170725 John L. Conway Conway, John L. 03 Commander/Postal Officer

DD Form 2257-Clerk Termination James L. Miller 48th AG Postal Det FPO AE 09389 Postal Officer 48th AG Postal Det FPO AE 09389 X Miller, James L. E7 USA 48th AG Postal Det, FPO AE 09389 James L. Miller 20170725 John L. Conway Conway, John L. 03 Commander/Postal Officer 20190825 SERVICE MEMBER IS PCSING TO CONUS John L. Conway Conway, John L. 03 Commander/Postal Officer

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 7

DD Form 285-Clerk Designation 20170725 MILLER, JAMES L. SFC/E-7 6789 MIL POSTAL CLERK 48TH AG POSTAL DET FPO AE 09389 APDS X JLC X JLC John L. Conway James L. Miller

DD Form 285 -Clerk Termination 20170725 20190825 MILLER, JAMES L. SFC/E-7 6789 MIL POSTAL CLERK 48TH AG POSTAL DET FPO AE 09389 APDS X JLC X JLC John L. Conway James L. Miller

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?

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 Stock

Completing PS Form 3369 Paul H. Wilson Vanessa M. Hunter VANESSA HUNTER UNIT 2 APO AE 09102 2 1 Shows INITIAL amount clerk will be accountable for 4 $1,000 00 x 3 5 TBD Amount determined by MACOM Paul H. Wilson 12 JUL 2017 Action after physical count 6 Vanessa M. Hunter 12 JULY 2017 7 8 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.

Blue areas indicate action after clerk physically counts stock. UNIT 2 1 2 APO AE 09102 3 COPE’s Signature Blue areas indicate action after clerk physically counts stock. 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 4 5 6 1000.00

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 Stock

Duplicate Keys and Combinations Must be placed in a PS Form 3977, Duplicate Key Inventory Envelope. Stamp Stock

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

PS Form 3977 Duplicate Key Inventory HUNTER, VANESSA M. UNIT 3, APO AE 09212 3 09212

Back of PS Form 3977 PAUL H. WILSON PAUL H. WILSON VANESSA M. HUNTER Stamp Stock

Completed PS Form 3544 Completed by Clerk Paul H. Wilson, COPE 12 JUL 2019 Prepared in duplicate – Clerk retains the original -- Attach duplicate to outside of PS Form 3977 Stamp Stock

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 Stock

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 Stock

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 Stock

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

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 Stock

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 Stock

Types of Audits Monthly Audits. Quarterly Audits. Special Audits. Stamp Stock

Flexible Credit Account Tolerance Limits Tolerance limit is 1% of the closing balance of the account. Amount will vary. Stamp Stock

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

Conducting an Audit 8.80 20 44Cent Stamps Stamp Stock

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 Stock

Page 1 of PS Form 3294 See pg. 3 of 4 $94.72 Stamp Stock 1 2 4 5 3 2 8 16 12 13 14 15 6 7 $94.72 See pg. 3 of 4 7 17 Stamp Stock

9 Page 2 of PS Form 3294 10 64 64X1.00=64.00 11 Stamp Stock

Stamp Count Count each item separately, then multiply that total by its denomination. For Example: You counted 35 ($.44 stamps) 35 X $.44 = $15.40 Stamp Stock

Envelopes and Post Cards Count Envelopes – add $.10 fee per stamped envelope For Example: You count 18 ($.54 envelopes) 18 X $.54 = $9.72 Stamped Post Cards – add $.02 fee per stamped post card For Example: You count 20 ($.28 post cards) 20 X $.28 = $5.60 Stamp Stock

Auditing Flexible Credit Accounts Rise and fall depending on business conducted. End-of-day balance on PS Form 1412. Stamp Stock

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 Stock

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 Stock

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 Stock

PS Form 3368 1 2 3 10 5 8 6 7 9 4 Stamp Stock

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 Stock

PE X Situation 3 Stamp Stock

REPLENSHING A STAMP STOCK Requisition is made on a PS Form 17, Stamp Requisition: as needed. Stamp Stock

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

x 8 1 2 6-17 3 4 5 6 91st Postal Company Clerk’s Signature 181.80 APO AE 09102 4 5 Clerk’s Signature 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. x 6 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) 20 10.80 .54 No. 6 ¾ plain stamped envelopes 30 16.20 .54 No. 10 plain stamped envelopes 181.80 8 Stamp Stock

6-17 91st Postal Company APO AE 09102 Clerk’s Signature Paul H. White 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. COPE signs here after filling requisition x 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) 20 10.80 .54 No. 6¾ plain stamped envelopes 30 16.20 .54 No. 10 plain stamped envelopes Student’s Signature Clerk signs here upon receiving requested requisition 181.80 Stamp Stock

Check On Learning Q: Will a clerk with a Flexible Credit Account submit cash when submitting a PS Form 17? A: No. Stamp Stock

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

Returning Damaged Stock Prepare PS Form 17 in duplicate. Submit requisitions for exchange separately from regular requisitions. Stamp Stock

PS FORM 17 FOR RETURN OF DAMAGED STOCK Notice that the next requisition number is used regardless of the type of requisition. 7-17 91st Postal Company APO AE 09102 Clerk’s Signature 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. x 1 20.00 .20 Sheets of 100 .20 stamps 10 2.80 .28 Stamped Postcard .28 Check “Return Stock” box COPE’s Signature You have the option to replace the damaged stamps with stamps of the same or a different denomination. 22.80 Stamp Stock

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 Stock

PE X Situation 5 & 6

TLO – Maintain Stamp Stock 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 Orderly Flexible Credit Account to be Audited PS Form 17, Stamp Requisition PS Form 3544, PO Receipt For Money or Services PS Form 3294, Cash and Stock Count Summary PS Form 3368, Accountability Examination Record TERMINAL LEARNING OBJECTIVE: PS Form 3369, Consigned Credit Receipt. PS Form 3977, Duplicate Key Inventory All Purpose Dating Stamp (APDS) Student Handout Calculator STANDARDS: 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.

QUESTIONS PSC Slides