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Record and Receipt of Deposits and Withdrawals of
Safekeeping Funds (DD 2674), The DODFMR,
Volume 5, gives the substance of how the entry should
read.
The board must report its findings in writing to the
CO, with a copy provided to the DO. This letter should
advise the CO whether the official funds and documents
(including the safekeeping deposits, money orders, and
the postage fund, when applicable) are in agreement
with the DO’s records and whether the funds are in
excess of the authorized amount. Each report to the CO
must begin with the following statement:
The quarterly cash verification is meant
only to verify that cash and other assets for
which the DO is accountable agrees with the
total accountability amount recorded as
on-hand on the DO’s daily statement of
accountability. It does not certify the overall
health of the disbursing office. Strong
management controls exercised by the
appropriate members within the chain of
command are mandatory and necessary to
prevent and preclude major loss or fraud.
TRANSPORTATION OF MONEY
Another responsibility associated with accountable
positions is the transportation of money and other
negotiable instruments. When money or vouchers are
being transported, the accountable persons continue to
remain liable for any mishaps that may occur to these
assets. This is why whenever funds or valuable assets
must be transported, the following requirements must
be enforced:
When any person leaves the ship or disbursing
activity for the purpose of transporting or picking up
official cash funds in excess of $10,000, the CO and the
security police must be notified. This notice is normally
made through the command duty officer or other duty
officer. The notice consists of reporting the time of
departure, destination, estimated time of return,
amount, and the source or disposition of the funds, as
appropriate.
Since safeguarding of funds is a command
responsibility, the CO of the activity requesting that
funds be made available must make the security
provisions. The decision of whether or not to have an
armed escort, how many armed guards are required, or
the type of transportation to be used is all part of the
requesting command’s responsibility. If the person
pecuniarily liable for the funds feels that adequate
security has not been provided, he or she may refuse to
transport the funds.
When circumstances warrant, such as
transporting large amounts of currency or traveling
through isolated or otherwise dangerous areas, one or
more convoy cars with additional armed guards must
accompany the DO.
Any available Navy-owned
armored cars should be used for this purpose. If these
cars are not available, the hire of an armored car service
is authorized and will be charged to the ship or station
maintenance finds.
Personnel assigned to duty as guards must be
proficient in the use of firearms and must be alert and
ready at all times. For this reason, guards should not be
required to carry moneybags or perform other duties
that would tend to reduce their effectiveness.
Money should be procured at irregular intervals
and the routes traveled should be varied whenever
possible.
When money is being transported to or from a
ship at sea, the money containers must be attached to a
buoy or some other reliable flotation device to mark the
spot on the surface in case the transporting vehicle
crashes or sinks.
Strict adherence to these requirements will
protect the transported assets as well as the accountable
persons.
SAFEKEEPING OF PERSONAL FUNDS
AND VALUABLES
The CO may require the establishment of a
safekeeping service. This responsibility is normally
assigned to the DO, but can be assigned to other
accountable assistants. Although this service does not
involve public funds, the responsibilities for financial
accountability are just as important.
Purpose
The purpose of a safekeeping service is to provide
safe custody for personal funds and valuables and for
funds of morale support activities for which safe
custody would not be otherwise available.
Regulations
Depending on the availability of safekeeping
facilities, all deposits and withdrawals are subject to the
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