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Preparing PS Form 3294 for Flexible Credit Accounts, Continued
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Postal Clerk - Military guide to working in a post office
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Figure 14-6.—An example of a PS Form 3294, Cash and Stamp Stock Count and Summary (page 1).
Verification of other items (List) Step 1.  List any other items that need to be verified. Step  2.   Ensure  clerks  and  auditors  sign  and  date  PS Form 3294. DISPOSITION OF DD FORM 2259 OR PS FORM 3294 Submission of each monthly audit is not required, except for the monthly audit held in the last month of each calendar quarter.  This audit should be submitted by  USPS  indicia  mail  to  the  PFO  or  NPFO  as applicable.    In  the  Remarks  section  of  the  COPEs audit or on a separate sheet of paper with the name of the  command  and  the  date  of  the  audit,  provide  the following information: ·   Date of last postal assessment ·   Postal  Officer’s  name,  rank,  and  date  of designation ·   COPE’s name, rank, and date of designation ·   List all postal clerks assigned and designated on DD  Form  2257.   If  the  clerk  has  a  fixed  credit assigned, indicate the results of all monthly audits conducted during the quarter; i.e., position, name, rate, date, credit assigned, stamps/cash on hand, resulting  overage/shortage.   If  a  clerk  holds  no fixed  credit,  list  their  name,  followed  by  the phrase—“Holds no Fixed Credit.” Include names of Non-PC alternates if applicable. ·   List all stamp requisitions originated during the quarter. Include  date  dispatched,  requisition serial number, which PFO requisition was sent to, dollar value, and date received. ·   Date of COPE’s safe combination change. ·   Audit overages in excess of tolerance (if any). List check number, if none, omit this paragraph. When a change of COPE occurs, PS Forms 1590 and 3369 are submitted with a copy of the audit, to the NPFO  or  PFO  for  fixed  credit  accounts,  and  to  the appropriate postmaster for flexible credit accounts. RECORDING AUDIT RESULTS The  COPE,  postal  officer,  or  MPO  supervisor  is required  to  maintain  a  PS  Form  3368,  Stamp  Credit Examination  Record,  for  each  postal  clerk  that possesses an extended fixed or flexible credit account (see  figure  14-10).   Also,  one  of  these  forms  will  be maintained  for  the  COPE’s  account.    The  PS  Form 3368 will be maintained on the individual account until the account is terminated.  Each time a fixed or flexible credit  account  is  audited,  the  PS  Form  3368  will  be updated to record the results of the audit. Q14-1.     What is the best way to determine whether your  MPO  is  being  operated  efficiently, economically, and in compliance with correct administrative and operational policies? Q14-2. Audits  and  inspections  are  considered  as being management tools.  (True/False) Q14-3. What  are  the  three  types  of  official  audits conducted at military post offices? Q14-4. What  individual  is  required  to  inspect  your post office on a weekly basis? Q14-5. To what two publications should you refer the auditors to help them become more familiar with  current  instructions  concerning  postal audits and inspections? Q14-6. Explain  what  tolerance  level  means  in relation  to  a  fixed  credit  account  holder  of $500. Q14-7. Audits  of  stamp  vending  machines  are conducted at what time? Q14-8. What document is used for auditing flexible credit accounts? Now turn to appendix 1 to check your answers. MILITARY INSPECTIONS Learning  Objective: Recall  the  types  of military inspections post offices can expect and the  types  of  reports  required  after  the inspection. Military  postal  clerks  must  never  forget  that  the post  office  is  part  of  the  command  and,  as  such,  the space is expected to be maintained in accordance with the policy set forth by individual commanding officers. A  post  office,  like  any  other  office,  cannot  operate smoothly  and  efficiently  unless  time  is  devoted regularly   to   maintaining   order,   neatness,   and cleanliness.    To  ensure  that  you  do  this,  the  postal officer  is  required  to  inspect  your  post  office  each week. This  inspection  includes  such  areas  as  the cleanliness  and  security  of  the  office,  a  check  of undeliverable mail on hand, and the number of empty mailbags  on  hand. This  is  a  command  function documented on NAVSUP Form 5119 and no report is 14-14

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