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Summary - 14061_59
Disbursing Clerk 1 & C - Military manual for administrative purposes
Voided Check
CHAPTER 4 U.S. TREASURY CHECKS In disbursing operations today, the primary method the government uses to make a payment to settle a particular obligation is to issue a U.S. Treasury check. In the past, cash was often used because it was easier; however, with the ready availability of computers and the changes they have brought to financial transactions and   accountability,   check   payments   have   almost completely  replaced  the  use  of  cash  payments.  In  this chapter,  you  will  read  about  some  basic  rules  for procuring, handling, and issuing U.S. Treasury checks. After studying the information in this chapter, you should be able to explain the authorized uses of U.S. Treasury  checks  and  recognize  and  understand  some basic terms associated with their uses. You should also be  able  to  identify  specific  procedures  required  for  their procurement,  security,  maintenance,  issue,  control,  and disposition. AUTHORIZED  USES Although treasury checks are the primary method of  making  payments,  their  use  has  limitations. Disbursing  officers  DOs  will  issue  checks  only  for  the following purposes, and even then only according to the specific  laws  and  regulations  governing  each  of  these purposes: Military pay and allowances Civilian  payrolls Public vouchers for purchases and services Travel  claims Authorized  advances  to  travelers  and  agents Deposits to the credit of the U.S. Treasurer Exchange-for-cash   remittances Exchange-for-cash   disbursements These  purposes,  along  with  their  associated  regulations and laws, provide the criteria for a DO’s accountability governing his or her authority to use U.S. Treasury checks  to  satisfy  government  obligations. NEGOTIABILITY To be payable, a U.S. Treasury check must meet specific negotiability requirements. For example, all U.S. Treasury checks issued on or after 01 October 1989 are payable up to 1 year from the date of issue. On the other hand, all checks issued before 01 October 1989 were  void  effective  01  October  1990. LIMITED  PAYABILITY U.S.  Treasury  checks  have  a  limited  payability  of 12 months from the date of issue. The Department of the Treasury cancels all checks not cashed within this prescribed   time   limit. The   proceeds   of   these cancellations are credited to the Department of the Navy budget clearing account. NON-NEGOTIABLE CHECKS Sometimes  checks  may  be  presented  for  payment that  are  not  negotiable  because  of  these  regulations.  In these cases, the checks must be verified as to whether or not they represent a valid payment and replaced whenever   appropriate.   The payee of a check that has been  canceled  because  of  limited  playability  must  file  a claim with a Navy DO to obtain a replacement check. The procedures for replacement will be discussed later in this chapter. DEFINITIONS Before   we   describe   the   various   procedures governing the use of U.S. Treasury checks, let’s take a look   at   some   commonly   used   terms   and   their definitions.  As  a  senior  DK,  you  should  become familiar with these terms because they are universally used in the world of disbursing. Needless to say, we will frequently use these terms throughout this chapter. SPOILED  CHECK A spoiled  check  is a check that was misprinted or mutilated during the issue process or one that the payee returned as uncashable because of a defect in the check itself.  A  spoiled  check  should  be  replaced  by  a  control check bearing the same symbol and serial number. 4-1

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