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Figure 3-7.—Daily review of the Cash Register Record, NAVSUP Form 469.
ACCOUNTING FOR MONEY IN THE
DOLLAR BILL CHANGER
The ship’s store officer or cash collection agent
is responsible for the dollar bill changer. The
disbursing officer entrusts a change fund not to
exceed $400 on ships with less than 700 personnel
to the person making collections. The disbursing
officer may entrust a change fund up to $800 on
ships with more than 700 personnel.
A separate Cash Register Record, NAVSUP
Form 469, is used for dollar bill changers to record
transactions and validate accuracy of the change
fund each time the machine is opened and refilled.
The person responsible for the dollar bill changer
has custody of the NAVSUP Form 469. Enter the
dollar bills collected from the machine in the Cash
in Register column. Write any overages or
shortages in the Over or Under columns and write
coins placed into the machine after collection in
the Register for Change column. Any shortages
that exist in the change fund will be handled as
discussed earlier.
DEPOSITS WITH THE
DISBURSING OFFICER
Cash received from sales is deposited daily
with the disbursing officer. In the absence of the
disbursing officer, deputy, or agent cashier, all
cash on hand with the exception of money left
3-15
overnight in the cash register is kept in a safe
under the custody of the ship’s store officer or
cash collection agent, The signature of the
disbursing officer, deputy, or agent cashier, is
obtained on the NAVSUP Form 470 for all
deposits. The person making the deposits retains
the NAVSUP Form 470. A NAVSUP Form 470
does not have to be used if the ship’s store officer
is making collections and is also the disbursing
officer. Total deposits made during the month
must equal the total receipts from sales. The ship’s
store officer must make sure all cash from sales,
including change funds, is collected at the end of
the month and that the total amount of cash
collected and turned over to the disbursing officer
equals the amount entered in the ROM.
REVIEW BY THE SHIP’S
STORE OFFICER
As the collection agent, you will submit the
following records to the ship’s store officer when
making collections on a daily basis or a minimum
of twice a week:
The Cash Register Record, NAVSUP
Form 469, for each sales outlet
The Cash Receipt Book, NAVSUP Form
470, for each sales outlet
The Cash Receipt Book, NAVSUP Form
470, covering deposits with the disbursing
officer
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