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facility is for the exclusive use and accessibility of that
individual. The CO is also responsible for developing
a security program and issuing it in the form of a
command instruction or notice. This program must
provide adequate security for the maximum amount of
funds and related instruments that will be on hand at any
given time. The security program must also cover the
protection of personnel, including provisions for armed
guards when they are required.
Disbursing Officer
The DO is responsible for monitoring the
effectiveness of the security program. This broad
responsibility includes making sure the following
requirements are met:
Vaults and safes are not accessible to
unauthorized personnel.
Cash is not held in excess of the amount required
and authorized.
Windows and doors are limited and locked at all
times outside of business hours.
Access to the working area is limited and
conspicuously marked Authorized Personnel Only.
Transactions should be conducted from a cage, room,
or counter enclosure, constructed in a manner that will
prevent a physical barrier to normal traffic and a
minimum of interference by other activities and
personnel in the office.
Security devices for the check-signing
machines, meters, and plates are kept in the custody of
the DO or an authorized deputy at all times.
Internal office procedures are established to
provide adequate controls on all undelivered and
returned checks. Responsibility for receipt, holding,
and final distribution of checks will be assigned in
writing.
The CO is advised of any security shortfalls or
breaches.
DFAS-CL is informed of any request for
adequate safeguarding facilities that has been denied.
Oral and written instructions are provided to all
deputies, agents, and cashiers regarding the proper care
and handling of cash and other accountable instruments.
(The DO should maintain an affidavit from each
accountable individual attesting to the receipt of these
instructions.)
All cash and related documents are kept in
containers that meet the requirements set forth in the
DODFMR, Volume 5.
All fund containers aboard ship and fund
containers ashore that are either on rollers or weigh less
than 750 pounds are secured in such a way as to prevent
movement.
Containers that are visible to the exterior of the
office where security patrols pass are properly
illuminated. This requirement is mandatory in all cases
afloat.
The combinations to all safes and containers are
changed at least every 6 months and upon relief,
transfer, separation, or discharge of the accountable
individual. Each combination is known only to the
responsible individual. A signed and dated record is
kept of all combination changes.
The dial to each container is covered by a shield
to limit the possibility of the combination being
observed.
The name and phone number of the individual
responsible for each container are posted on the inside
of that container.
Keys to the workspace or disbursing office are
strictly controlled and a written record is maintained to
identify the persons to whom keys were issued and the
times when keys were both issued and surrendered.
All security equipment is tested every 6 months
for proper operation and a record of the tests is
maintained.
As indicated by these requirements, the DO’s
overall responsibility for security is directly related to
the routines of business.
TRANSFER OF FUNDS
Occasionally, DOS are required to transfer funds in
their possession.
From One DOD Disbursing Officer
to Another
If the transfer is simply to another DOD DO, the
normal exchange-for-cash procedures are followed.
Under other circumstances, however, the requirements
will be different.
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