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Figure 8-20.—An example of a PS Form 17 used to requisition money orders.
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Figure 8-21.—An example of a DD Form 885, Money Order Control Record.
Missing or Damaged Shipments When  a  shipment  of  blank  money  orders  is excessively late or is received in a damaged state, the FLTCINC  Postal  Officer  should  be  notified  by message.     Treat  MO’s  received  in  defective  or mutilated condition as spoiled.   If large shipments of damaged MO forms are received, request disposition instructions  from  the  FLTCINC  Postal  Officer.    If necessary,  immediately  reorder  blank  money  order forms. MONEY ORDER INVOICE Each  shipment  of  blank  money  order  forms  is accompanied  by  a  PS  Form  17  that  serves  as  the invoice.  The PS Form 17 is enclosed in the shipment and  lists  the  inclusive  serial  numbers  of  all  money orders sent. After each sealed package of money order forms has been verified, the reserve custodian will sign the PS Form  17  (bottom  right)  as  the  person  receiving  the money orders and the COPE will sign as the witness. File the signed PS Form 17 that accompanied the money  orders  in  the  post  office  file.     Code  for destruction 2 years after last money order series has been issued. ACCOUNTING FOR MONEY ORDER FORMS Once a shipment of blank money order forms has been received, a record of them must be made.   The reserve custodian and COPE must know at any time the status of all blank money order forms.  This is done by using DD Form 885, Money Order Control Record.  A separate DD Form 885 is used for each different series of  money  orders.     If  properly  completed  and maintained,  DD  Form  885  will  provide  the  reserve custodian   and   the   COPE   with   the   following information: ·   The  inclusive  serial  numbers  of  each  money order series ·   The inclusive serial numbers, number of money orders issued and returned, and date of issue to the Postal Clerk(s) or date of return to the reserve custodian ·   The  inclusive  serial  numbers  of  money  orders currently held by the Postal Clerk(s) ·   The  inclusive  serial  numbers  and  number  of money orders remaining in each series Money Order Control Record DD Form 885 is completed (see figure 8-21) and maintained  by  the  COPE  and  reserve  custodian.   To complete DD Form 885: Block 1:  Enter your office FPO address. Block 2:  Enter the source from which the blank money order forms were received. Block 3:   Enter the first and last serial numbers of the money order series. Block 4:  Enter the total number of forms received in the shipment. Block  5:    Enter  the  date  the  shipment  of  forms  was received. Block 6:   Enter the registered number(s) under which the shipment of forms was received. Block 7: Obtain the signature of the reserve custodian. Unused blank money order forms must be returned to the money order custodian at the end of the business day. However,  the  clerk  can  retain  unused  money orders   under   extenuating   circumstances   when permission  is  granted  in  writing  by  the  commanding officer. Finance clerks should also maintain DD Form 885 in their safe folder indicating transfers of custody of money order forms with the reserve custodian, COPE, or another postal clerk. Safeguarding DD Form 885 The  DD  Form  885  records  the  history  of  money orders that were in your possession or transferred from you  to  another  clerk. This  is  probably  the  most important  routine  document  that  you  will  keep. Safeguard your DD Form 885 in your safe and make sure that you are the only one that records information on it. MONEY ORDERS HELD BY POSTAL CLERK Money order forms with the lowest serial numbers should  be  issued  first.   Newly  received  money  order forms should not be issued until the stock of old forms have  been  used. You  should  request  money  order forms in blocks of 100.   If you receive forms in less 8-29

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