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Disbursing Officer
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Disbursing Clerk 1 & C - Military manual for administrative purposes
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Deposit  Records
Upon Relief of a Disbursing Officer Upon the relief of a DO, all funds-including those in  the  hands  of  deputies  and  other  accountable assistants-must  be  transferred  to  the  relieving  DO.  A certificate of transfer should be furnished on the bottom of the final Statement of Accountability, SF 1219, of the officer  relieved.  The  certificate  shall  read  as  follows: I  have  received  on  (date)  by  transfer  from officer  relieved),  (total  amount)  an  analysis  of which  is  included  in  Sections  I-B  and  I-C above. (Signature and rank of relieving officer). In addition to the normal distribution requirements, two extra copies of the SF 1219 must be prepared. One copy  will  be  filed  with  the  retained  records  of  the relieving officer the other copy will be retained by the officer  being  relieved  as  a  receipt  for  the  funds transferred. The original and all copies of the SF 1219 must be signed by both the officer relieved and the relieving  officer. DEPOSIT OF EXCESS FUNDS Funds  received  by  DOs  that  are  not  currently required  for  disbursing  operations,  including  all  checks and other negotiable instruments, are considered to be excess  funds.  Excess  funds  must  be  deposited  for  credit to  the  Department  of  the  Treasury.  Excess  funds  in  the form of checks, drafts, and money orders payable in U.S. dollars must be deposited to the account of the Department of the Treasury with a Federal Reserve bank (FRB) or branch or with a designated general depositary. Other requirements for the deposit of excess funds will   vary,   depending   on   whether   the   disbursing operation is ashore or afloat and located in a U.S. or foreign  territory. Shore Stations For a shore station, deposits must be made on a daily basis whenever the amount is $1,000 or more. If the amount is less than $1,000, the funds maybe held until  the  amount  reaches  or  exceeds  $1,000.  In  all cases, however, funds must be deposited by the last banking day of each week, regardless of the amount accumulated. The DOs of units located in the 50 United States must deposit U.S. Treasury checks in the sum of $5,000  or  more  with  the  nearest  FRB  or  branch.  DOs located outside the 50 United States should deposit all checks or excess funds with the general depositary they normally  use. Ships Afloat For  the  deposit  of  excess  funds,  the  requirements for  DOs  assigned  to  afloat  units  are  slightly  different from those for DOs assigned to shore units. They even differ according to whether the ship is in port or at sea. SHIPS AT SEA.— When daily mail service is not available, the DO of a ship at sea may accumulate up to  $5,000  in  receipts  before  depositing  them.  (The receipts must consist only of personal checks, money orders, and other non-Treasury negotiable instruments.) However, a deposit of all receipts on hand must be made at   least   once   each   week.   (Note:   This   exception covering accumulated deposits up to $5,000 in receipts does not apply to U.S. Treasury checks.) The  DO  prepares  the  deposits  for  mailing  via registered mail and delivers them to the post office on board. All deposits must be mailed to an FRB or a branch.  This  means  negotiable  instruments  to  be deposited are not to be held in the DO’s accountability pending the ship’s arrival at the next scheduled port of call. The DO must make a deposit on the last regular business  day  before  the  ship  leaves  port  and  the  first regular business day after the ship returns to port for any at-sea period in excess of 1 week. These deposits are required  regardless  of  the  total  amount  involved,  the time interval since the last deposit, and the type of checks  and  negotiable  instruments  on  hand. SHIPS IN U.S. PORTS.— For ships in U.S. ports, deposits of excess funds must be either delivered in person or sent via registered mail to the nearest FRB. Deposits must be made when receipts accumulate to $1,000 as prescribed for shore stations. Deposit  Procedures All negotiable instruments must be endorsed before deposit. The endorsement will depend on where the deposit is being made. Deposits to an FRB or a branch must have a 9-digit Ca$h-Link Identification Number (CIN),  which  is  specific  to  each  disbursing  office.  The date will be the date of the bank’s business date on which the deposit is made. Figures 1-1 and 1-2 show sample   endorsements. Figure 1-1.-Sample endorsement for an FRB or branch. 1-21

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