ISSUE AND ACCOUNTING CONTROLS
All check stock must be accounted for. The DO is
responsible for making sure that all checks are
accounted for and that no checks have been removed
without authority. The monitoring of blank check stock
and controls in the issuing process starts with the Blank
Check Control Log.
Blank Check Control Log
The Blank Check Control Log provides a perpetual
inventory of checks on hand as well as a method for
monitoring the release of the checks that were issued
for use as working stock. At a minimum, this log should
contain the following information:
Beginning check number
Ending check number
Balance of checks on hand
Initials of the persons advancing or receiving
Initials of the persons returning or receiving
The DO (or deputy) is required to examine this log
daily to make sure all the checks drawn and checks
returned unused are accounted for and that no checks
have been removed without authority.
As a cross-check to make sure all checks are
accounted for, the person (or persons) in charge of the
working stock must keep a record of all the checks
issued daily to each clerk. This person also makes a
daily examination of the record of checks drawn and
those returned unused. In conjunction with the daily
examination of the Blank Check Control Log, the DO
(or deputy) will examine the record of checks drawn
and those returned unused and the receipts for the
checks that were issued.
At least once each quarter, the DO or designee must
take an inventory of the bulk stock. This quarterly
inventory may be assigned as a responsibility of the
appointed verification board or team.
Any open container must be inventoried by an
individual count of the checks. Any container that is
damaged or shows evidence of tampering will be
opened and the checks inventoried by individual count.
At the completion of the bulk stock inventory, the daily
totals of the checks held as working stock will be added
to the bulk stock, producing a total of the checks on
hand. The DO will use this total to determine whether
to order additional stock. A record of the quarterly
inventory and the total of checks on hand is kept in the
PROCUREMENT OF TREASURY
A DO must make certain sufficient quantities of
checks are always on hand. This means ordering checks
well in advance.
REORDER LEVELS AND INTERVALS
The normal order and shipping time for Treasury
checks is 90 days. That is why DOs should maintain a
6-months safety supply level of checks on hand.
Reorder levels should be set for when the check stock
falls to the 9-months supply-on-hand level.
CHECK ORDER FORM
All U.S. Treasury checks must be ordered on the
nine-part Check Order Form, GPO 2431. No other
purchasing documents are required. All check orders
must be typewritten and the carbons left in the form.
(Copies of this form or orders that do not contain the
carbons will not be accepted.)
A separate order form is required for each check
assembly, each check series within an assembly, control
checks, and specimen checks. A sample of a completed
GPO Form 2431 is shown in figure 4-1.
RECEIPT OF U.S. TREASURY
Upon receiving a check shipment, the DO must first
verify that all the checks have been received. The
vendor of the check stock provides a 120-day warranty
period on the checks it produces. Because the warranty
period begins on the day the checks are delivered, the
office that receives checks is responsible for
determining if there are any obvious defects or missing
stock before the warranty period expires. Based on a
representative sample, the DO must verify the accuracy
of the printing, check symbols, serial numbers, and