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Figure 3-3.—Example of Journal Voucher, Optional Form 1017-G
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Official Mail Management - Military guide to working in a post office
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Q3. Q4.. Q5. When  the  OMM  files  a  Signature  Card  with  the disbursing  offlcer,  what  DD  Form  is  used? When   purchasing   postage   for   offlcial   mail,   the DO   will   make   Treasury   checks   payable   to   what official(s)? How  open  should  the  OMM  and  comptroller review  ADTA  balances? CHARGING   POSTAL   SERVICES AGAINST   AN   ADVANCE DEPOSIT   TRUST   ACCOUNT Each   time   there   is   a   charge   to   an   ADTA,   USPS will   issue   a   receipt   signed   by   the   appropriate   postal representative. The  OMM  certifies  on  the  postal  receipt  that  the services  described  have  been  received. Monthly,  the  OMM  will  take  all  receipts  for  postal services   charged   to   ADTAs   to   the   comptroller. The   comptroller   will   reduce   the   running   balance on  each  ADTA  by  the  amount  shown  on  the  receipts. M o n t h l y ,    t h e    O M M    r e c o n c i l e s    t h e    A D TA balances   with   USPS   and   the   comptroller.   Any discrepancies  will  be  investigated  and  resolved. PURCHASE   OF   STAMPS,   STAMPED ENVELOPES,   AND   STAMPED   CARDS The   OMM   will   forward   the   SF   1034   to   the comptroller   along   with   the   appropriate   postal   service order  form  or  a  letter  setting  forth  the  quantity  and  cost of   stamps,   stamped   envelopes,   or   stamped   cards   to   be processed. The   comptroller   will   certify   SF   1034   for   payment and  forward  it  to  the  DO. The   disbursing   officer   will   prepare   a   Treasury check. The   OMM   will   pick   up   and   deliver   the   Treasury check  to  the  post  office. The   OMM   will   certify   receipt   of   stamps,   stamped envelopes,   or   stamped   cards   on   the   post   office   receipt and   deliver   it   to   the   comptroller. The   comptroller   will   attach   the   post   office   receipt to   the   copy   of   the   SF   1034   to   serve   as   the   receiving report. ENVELOPES,   LABELS,   AND MAILABLE   FORMS Postage   stamps,   stamped   envelopes,   and   stamped cards  are  paid  for  at  the  time  of  purchase.  Do  not  use an   ADTA   for   the   purchase   of   stamps,   stamped envelopes,  or  stamped  cards. The   return   address   portion   of   envelopes,   labels, and   mailable   forms   used   with   prepaid   postage   should be   prepared   as   follows: DEPARTMENT   OF   THE   NAVY (SPACE   FOR   RETURN   ADDRESS) Official   Business Envelopes,  labels,  or  other  mailable  forms  with  the words,    “Penalty   for   Private   Use,   $300”   preprinted under  the  return  address  may  not  be  used  with  prepaid postage. Stocks   of   remaining   envelopes,   labels,   and mailable   forms   containing   the   words,   “Penalty   for Private   Use,   $300”   may   be   used   until   exhausted. However,   the   “Penalty   for   Private   Use,   $300” statement  must  be  obliterated  before  mailing. Q6.  What   wording   is   printed   above   the   return address   portion   of   envelopes,   labels,   and mailable  forms  ? Q7.  An  ADTA  maybe  used  for  purchasing  stamped envelopes.   (T/F) Government  Printing  Office  (GPO) Contractors All  mailings  by  GPO  contractors  are  coordinated through  the  Defense  Automated  Printing  Service.  For single  job  mailings,  the  GPO  contractor  will  pay  the postage   cost   indicated   on   the   invoice   for   mail presented  to  USPS. Q8.  GPO   contractors   must   coordinate   all   mailings through   what   office? Repetitive  Job  Mailing The   serving   Defense   Automated   Printing   Service (DAPS)  office  will  assist  the  mailings’  sponsor  in obtaining   a   permit   imprint   for   mailing.   The   sponsor will  establish  an  ADTA  at  the  post  office  where  the GPO   contractor   will   deposit   the   mailings. 3-5

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