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Exchange-for-Cash Checks
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Disbursing Clerk 1 & C - Military manual for administrative purposes
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Checking Account Returns
Collections  for  charitable  organizations  that have  been  officially  approved Funds  received  from  postal  clerks Funds   received   from   morale,   welfare,   and recreation  (MWR)  activities Cash  released  from  evidence  by  the  Naval Criminal  Investigative  Service  (NCIS)  for  return  to  the agent cashier at a regional office When directed by the CO, a DO may also receive funds from  treasurers  or  custodians  of  naval  organizations, including  officers’  messes  and  enlisted  clubs.  The funds may be in the form of any of the authorized negotiable instruments that DOs are authorized to handle. These remittances may be made within the continental United States or overseas. The payee must be  a  private  business,  a  government  agency,  or  an official (as designated by his or her position title). NOTE: No  remittance  for  an  official  purpose  will ever  be  made  payable  to  an  individual.  That  is prohibited. GOVERNMENT  PERSONNEL.—  Exchange- for-cash  remittances  for  personnel  of  the  U.S. Government   are   limited   to   individuals   currently employed  in  government  service.  These  remittance privileges   do   not   include   former   government employees,  retirees,  or  dependents. HOSPITALIZED   VETERANS.—   Exchange- for-cash  remittances  for  hospitalized  veterans  may  be made within the continental United State or overseas and must be made payable to the person purchasing the check. DECEASED OR MISSING PERSONS.— Funds other than souvenir money found in the personal effects of  persons  who  are  dead  or  missing  or  whose whereabouts are unknown (including absentees and deserters) will be exchanged for U.S. Treasury checks. In these cases, the check will be made payable to the payee  designated  by  the  officer  having  custody  of  the deceased  or  missing  person’s  personal  effects.  The object for which the check is drawn will be as follows: Exchange-for-cash   Remittance;   personal effects   of (name, rank or rate, social security number). A separate check will be drawn for any safekeeping deposits  of  the  person. The  object  for  which  the separate check is drawn must include the safekeeping deposit number as well as the required information for the  exchange-for-cash  remittance  check  previously described for the person’s personal funds or effects. OTHERS.— Exchange-for-cash remittances for contractors   and   their   employees   carrying   out government   projects,   and   other   personnel   of nongovemment agencies, are permitted only outside the  United  States.  They  must  be  payable  to  the individual purchasing the check. The CO of the activity involved regulates the number of checks anyone person can obtain each month or over an extended period. Preparation  and  Handling  of  Remittances All  exchange-for-cash  checks,  for  official  purposes and  for  the  convenience  of  authorized  personnel,  will show  “Exchange-for-Cash  Remittance”  in  the  lower  left comer of the check as the object for which the check is drawn. Wherever  possible,  exchange-for-cash remittance  checks  to  payees  within  the  United  States will be drawn on a U.S. Treasury check. Checks to payees outside the United States will be drawn on a depositary checking account maintained with a U.S. depositary in the area where the payment is to be made. Where exchange-for-cash remittance checks are issued to authorized individuals and payment is to be made to a third party, the payee must effect the transfer by endorsing the back of the check. EXCHANGE-FOR-CASH DISBURSEMENTS Exchange-for-cash  disbursement  checks  are  drawn by DOs in favor of themselves to obtain cash funds for disbursements.  Exchange-for-cash  disbursement checks may also be issued payable to a deputy or other agent for the purpose of providing an advance of funds for  official  uses. All checks drawn to obtain funds for disbursements will show “Exchange-for-Cash Disbursement” as the object for which the check is drawn. The checks will be endorsed to the order of the bank or other institution furnishing the cash. When cashed by another DO, the checks will be endorsed to the order of that officer by title and activity (rather than by name) and should read “Pay to the order of the disbursing officer (name of ship or station).” LIMITED PAYABILITY OF U.S. TREASURY  CHECKS Earlier in this chapter, you read about how a U.S. Treasury check has a limited payability of 12 months 4-20

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