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Disbursing Clerk 1 & C - Military manual for administrative purposes
Postal Funds
Take possession of all disbursing spaces, keys, and property, and seal the safe(s). Appoint a board of at least three disinterested but qualified officers to inventory the vouchers, funds, and property  on  hand. Appoint  a  suitable  person  to  act  as  custodian  of the vouchers, funds, and property; or take charge of the vouchers, funds, and property involved and perform the duties of the DO. Notify DFAS-CL by message of all actions taken a n d    p r o v i d e    a n    i n f o r m a t i o n    c o p y    t o DFAS-Headquarters  and  the  applicable  FIPC  receiving the  financial  reports. The  CO  can  authorize  a  deputy  to  continue  to disburse the accounts under the name of the absent DO for a period of time up through the last day of the second month following the month of absence. During this period, the deputy—not the DO—will be responsible for all acts performed under this authority. Whether it is a deputy or another accountable person appointed by the CO to act for the absent DO, the acting accountable DO is also responsible for rendering the reports and returns  in  the  same  manner  that  was  required  of  the person he or she was appointed to replace. The returns of an acting accountable DO must not be merged either with those of the relieved DO or with those submitted by the regular relief after the regular relief assumes duties. Sometimes, a deputy will be located at a different activity.  A  common  example  is  when  a  deputy  is assigned to a branch located on an activity different from that of his or her DO. The CO of the activity where the deputy is assigned must immediately notify the accountable DO of the deputy’s absence in cases of emergency.  Such  cases  include  death,  incapacity, unauthorized  absence,  or  arrest.  If  practical,  the accountable  DO,  in  the  presence  of  a  competent witness, should inventory the vouchers, funds, and property  involved. If  that  is  not  practical,  the accountable  DO  should  request  the  appointment  of  a board to take the inventory and a suitable person to take custody until he or she can perform the inventory. The request should be made to the CO of the activity at which the branch is located. DISPOSITION OF RETAINED DISBURSING RECORDS  UPON  DETACHMENT OF A DISBURSING OFFICER When  a  DO  detaches,  copies  of  returns  and vouchers,  books,  records,  and  any  other  associated papers (located ashore or afloat) should be retained as government   property.   They   should   be   readily accessible  to  the  acting  or  incoming  DO  or  a  duly authorized  settlement  officer. As a senior DK, you may encounter some of the responsibilities  for  these  records.  Therefore,  you  need to know the specific procedures to follow for the storage and  disposition  of  retained  disbursing  records  when  a DO is detached from disbursing duty. General  Storage  and  Disposition  Requirements Generally,  unclassified  records  will  require  no special security precautions and can be stored in regular open files or cabinets. Retained records should be destroyed when they are 1 year old. When a DO is relieved  by  another  DO,  the  retained  records  should  be left in the custody of the relieving officer for settlement action. Procedures for Ashore Units At an ashore activity, retained records less than 1 year old will be transferred to the relieving DO as a part of the relief process. When the records are 1 year old, the relieving DO will destroy them. When a disbursing office is being deactivated, the retained records should be packaged and mailed to the office designated to settle the accounts. When the records are 1 year old, the designated settlement office will destroy them. Procedures for Afloat Units Since afloat units have very limited storage space, their procedures are different. When a DO afloat is relieved of duty by another DO, the relieving officer will  retain  the  relieved  officer’s  retained  records  for  a period of 90 days from the date of relief. After the 90-day  period,  the  retained  records  of  the  relieved officer  will  be  packaged  and  forwarded  to  the appropriate FIPC. The FIPC will retain the records until the expiration of the 1-year retention period. If the afloat unit is deployed, the retained records will not be forwarded until it returns to its home port and the 90-day retention period is met. If the DO is detached  without  relief  because  of  deactivation  of  the office or decommissioning of the ship, the retained records  will  be  forwarded  to  the  appropriate  FIPC.  The FIPC will destroy them when they are 1 year old. The DODFMR, Volume 5, chapter 19, gives the required groupings for the storage of records of afloat units. 1-16

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