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CO’s regulations. The CO establishes the necessary
and proper restrictions as to the time, place, and
frequency of deposits and withdrawals and to the type
of objects classified as valuables. Afloat, deposits are
normally made on a one-time basis for the duration of
the cruise. Deposits of valuables are usually limited to
funds, negotiable instruments, and objects classified as
jewelry having an intrinsic value requiring additional
protection. Objects that are of value only to the owner
are not eligible for safekeeping.
Documentation and Security
The DO and all accountable assistants must use the
Record and Receipt of Deposits and Withdrawals of
Safekeeping Funds (DD Form 2674) to record
safekeeping deposits.
When more than one person is authorized to accept
deposits, each accountable person must maintain the
safekeeping deposits placed in his or her custody on a
separate DD 2674. Safekeeping deposits are not
normally commingled.
Each safekeeping deposit
should be placed in a separate, sealed envelope that
identifies the deposit number, the name of the depositor,
and the amount or description of the articles enclosed.
The identical currency or articles presented by the
depositor must be returned to the depositor at the time
of withdrawal.
For complete details concerning the procedures for
the safekeeping of deposits in cases regarding
commingled funds, prisoners, or deceased, missing, or
incapacitated persons, you should consult the
DODFMR, Volume 5, chapter 27.
DEALING WITH IRREGULARITIES IN
DISBURSING OFFICER ACCOUNTS
Irregularities in a DOS account may affect the
responsibilities of several persons assigned to
accountable positions.
Irregularities are serious
business and must always be resolved. Usually,
irregularities in a DO’s accounts will fall into the
following basic categories:
1. Physical losses of funds, which can be further
segregated into the following:
a. Major physical losses (any loss of $750 or
more, or any physical loss involving
evidence of fraud within the accountable
function)
b. Minor physical losses (any loss under $750
with no fraud involved)
2. Illegal, incorrect, or improper payments
3. Overages of funds
You will read about these categories in greater
detail later in this section.
Reporting Discrepancies
Now, let’s talk about the specific actions that must
be taken by the DO and the CO when an irregularity is
suspected or found.
DISBURSING OFFICER.— A DO may know or
have reason to believe that a deputy (or any other
person) to whom funds have been entrusted has lost or
misused (or may be misusing) those funds. In such
cases, the DO must report that information to the CO
who exercises immediate jurisdiction over the alleged
offender. When an irregularity is suspected, the DO
must immediately verify that all transactions have been
properly posted since the last balancing. The DO must
also perform an actual count of all cash and documents
held by his or her deputies, agents, and cashiers. If the
irregularity has not been resolved within 24 hours of
discovery, the DO is required to report the irregularity
to the CO and request an immediate audit of all
disbursing assets by the cash verification board or team
to confirm that the irregularity has occurred. The CO
will be informed immediately in writing of the cash
verification team’s findings.
COMMANDING OFFICER.— For irregularities
other than a minor physical loss, an erroneous payment,
or an overage, the CO is responsible for reporting the
irregularity through the chain of command to
DFAS-CL. If a report is required, it will not be
classified or made in message form unless unusual
circumstances exist. The CO’s report to DFAS-CL
must include the following information:
The specific type of irregularity
All known circumstances (including the date the
irregularity occurred or was discovered)
The dollar amount
The identity of the accountable individual(s) by
name, rank or grade, and accountable position
The type of investigation that has been or will be
convened
The estimated completion date of the
investigation, if applicable
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