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

2. 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 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.

3. Operational Variables (OE)

4. 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

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

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

7. 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

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

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

10. 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?

11. 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

12. Completing PS Form 3369 Paul H. Wilson Vanessa M. Hunter
VANESSA HUNTER
UNIT 2 APO AE 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.

13. Blue areas indicate action after clerk physically counts stock.
UNIT 2 1 2
APO AE 3
COPE’s Signature
Blue areas indicate action after clerk physically counts stock.
$ pennies
$ nickels
$ dimes
$ quarters
$ dollars
$ dollars
$ dollars
$ Sheet of 100 stamps
$ stamp
$ Sheet of 100 stamps
$ Sheet of 50 stamps 4 5 6

14. 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

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

16. 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

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

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

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

20. 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

21. PE X Situation 1 & 2

22. 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

23. 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

24. 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

25. 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

26. 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

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

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

29. 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

30. Conducting an Audit
8.80 20
44Cent Stamps
Stamp Stock

31. 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

32. Page 1 of PS Form 3294 See pg. 3 of 4 $94.72 Stamp Stock 1 2 4 5 3 2 816 12 13 14 15 6 7
$94.72
See pg. 3 of 4 7 17
Stamp Stock

33. 9
Page 2 of PS Form 3294 10 64
64X1.00=64.00 11
Stamp Stock

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

35. 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

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

37. 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

38. 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

39. 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

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

41. 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

42. PE X Situation 3
Stamp Stock

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

44. 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

45. x 8 1 2 6-17 3 4 5 6 91st Postal Company Clerk’s Signature 181.80
APO AE 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
Sheets of stamps
Stamped Postcards
Stamp Booklet ( stamps)
Coil of Stamps ( stamps)
No. 6 ¾ plain stamped envelopes
No. 10 plain stamped envelopes
181.80 8
Stamp Stock

46. 6-17
91st Postal Company
APO AE
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
Sheets of stamps
Stamped Postcards
Stamp Booklet ( stamps)
Coil of Stamps ( stamps)
No. 6¾ plain stamped envelopes
No. 10 plain stamped envelopes
Student’s Signature
Clerk signs here upon receiving requested requisition
181.80
Stamp Stock

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

48. PE X Situation 4

49. 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

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

51. 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
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
Sheets of stamps
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

52. 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

53. PE X Situation 5 & 6

54. 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 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.

55. QUESTIONS
PSC Slides