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Procedures for Requesting Forwarded or
Destroyed Records
If the need arises for records that have previously
been shipped or destroyed, requests should be made by
letter to the cognizant FIPC.
POSTAL FUNDS
Aboard ship and at many overseas commands, the
DO may become involved in Navy postal operations.
The CO may designate the DO, by letter, to act as the
verifying official for daily money order reports. The
CO may also designate the DO as the reserve custodian
for blank money order forms and postage stamp funds
(stock and cash). The DOD Postal Manual, Volume 1,
contains instructions for the handling of stamp stock
and money orders.
It prescribes the designation of
reserve custodians at activities operating Navy post
Offices.
Since the DO and the accountable assistants are
directly involved with the command’s postal
operations, we will briefly discuss some of the more
important regulations and procedures relating to these
duties. As a senior DK, you should be aware of these
procedures. Keep in mind that any stamp stock, money
order forms or funds, or any other negotiable
instruments used in postal operations represent cash.
This makes accountability imperative.
MONEY ORDER SERVICE
The DO may become involved in three areas of the
money order service:
1. Custody and control of money order forms
2. Custody and control of money order funds
3. Auditing of money order accounts
Money Order Forms
For a DO to be authorized to handle money orders,
formal designation must be made in writing by the CO
appointing the DO to act as reserve custodian. As
previously mentioned, a DO who is designated as
reserve custodian must comply with the DOD Postal
Manual in regard to the custody, control, and
distribution of blank money order forms.
SECURITY.— Blank money order forms must be
stored in a three-number combination safe or an equally
secure storage area. The DO should be the only person
to have access to this container.
CONTROL.— The DO uses the Money Order
Control Record, DD Form 885, as a daily control
document. Each day, the DO indicates on the DD Form
885 the expected number of money orders to be sold
during that day’s money order service. The money
order clerk signs the DD Form 885 accepting custody
for the specific number of money orders indicated on
the form. After the close of the money order service for
that day, the money order clerk must return the unused
money orders to the DO. Then, the DO must verify and
sign for the returned money orders on the DD Form 885.
There is no exception to this requirement.
Money Order Funds
Just as for blank money orders, there are equally
strict rules for the custody, handling, control, and
security of monies derived from the sale of money
orders. The following list contains two of the most
important rules and their associated guidelines:
1.
2.
No change funds should be advanced to the
money order clerk.
All monies collected from the sale of money
orders must be turned in to the DO daily. The
following two conditions and rules also apply:
a.
b.
Money Order Accounts
If the amount from money order sales is
$100 or more, the DO must issue an
exchange-for-cash-remittance
check
payable to the DO, U.S. Postal Service. This
check will accompany the Military Post
Office Report of Money Order Business, PS
Form 6019-MPO.
If the amount from money order sales is less
than $100, the money may be accepted as a
safekeeping deposit or issued as a check,
whichever is more convenient.
When designated as the auditing officer, the DO
must audit and verify the money order funds and the
Military Post Office Report of Money Order Business,
PS From 6019-MPO, each day.
AUTHORIZED PROCEDURES IN DOD
POSTAL MANUAL.— The DO must use the auditing
and verification procedures set forth in the DOD Postal
Manual. These procedures will help the DO avoid
some of the more common discrepancies.
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