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unusable, dual negotiations can cause charges against a
DO’s account that can take years to clear.
The problems that can arise from dual negotiations
are one of the be best arguments for DOs to promote Direct
Deposit through electronic funds transfer. However, if
a recertified check must be issued, all disbursing
personnel involved in this process are advised to follow
the detailed instructions in the DODFMR, Volume 5,
and—at a minimum—to take the following
precautions:
Make certain the individual payee was issued the
original check under your DSSN.
Determine the eligibility for that individual to
receive an immediate replacement check. To do this,
you must determine the circumstances of the request,
the financial hardships caused to the individual, and the
likelihood of making a collection should a dual
negotiation occur.
Have the claimant fill out a statement of
nonreceipt ensuring that he or she is aware of the
penalties that could arise from cashing both the original
and the recertified checks.
Prepare and submit the applicable Unavailable
Check Cancellation, SF 1184.
Maintain all applicable data in the Recertified
Check Register, including the payee, amount, number
and date of the original check; the number and date of
the recertified check; the number and date of the
original voucher; and all related SF 1184 information.
As a senior DK, you should be aware that
unavailable check cancellations and recertified checks
can always provide opportunities for problems. By
taking the preceding precautions, you can do your part
to help control some of the potential nightmares that can
so readily occur in these types of disbursing operations.
EXCHANGE-FOR-CASH
CHECKS
As a senior DK, you will also be expected to
understand some common procedures for preparing
exchange-for-cash checks. The official guidelines for
these procedures are set forth in the DODFMR, Volume
5.
There are two kinds of exchange-for-cash checks:
(1) exchange-for-cash remittances and (2)
exchange-for-cash disbursements. These two
operations are similar because in both cases the DO will
exchange a check for cash. The similarity ends here,
however, because these two disbursing operations are
done for totally different reasons.
EXCHANGE-FOR-CASH REMITTANCES
An exchangefor-tush remittance check is basically
the selling of a check drawn on a DO’s account for an
authorized purpose. It is just like buying a money order,
except there is no charge.
Authorized Purposes and Conditions
Basically, DOD DOs are authorized to issue
exchange-for-cash remittance checks for the following
purposes and to the following authorized individuals:
To cover a government obligation based on a
specified, official purpose.
As payments to authorized members of the U.S.
Armed Forces.
As payments to authorized civilian employees of
the U.S. Government who are U.S. citizens.
As payments to authorized U.S. military retirees.
(This authorization is contingent upon the requirement
that the theater commander has already determined that
provision of these services is not prohibited by the status
of forces agreement (SOFA) of the country involved
and that adequate facilities are not otherwise available.)
To cover obligations associated with
hospitalized veterans of the U.S. Armed Forces.
As payments to contractors and their employees
engaged in U.S. Government projects, provided that the
contractors are U.S. firms and the employees are U.S.
citizens.
As payments to U.S. citizens who are employees
of authorized nongovernment agencies, such as the
National Science Foundation, operating in conjunction
with U.S. Government agencies.
To cover evacuation expenses for dependents of
all the persons described above who are ordered to a
safehaven post because of an emergency evacuation.
To help you with the interpretation of these
authorized purposes, let’s take a closer look at some of
these categories.
OFFICIAL PURPOSES.— Exchange-for-cash
remittances for official purposes can include the
following areas:
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