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 MOs 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
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
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
ACCOUNTING FOR MONEY ORDER
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
· The inclusive serial numbers of each money
· 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
· 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
Block 5: Enter the date the shipment of forms was
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
However, the clerk can retain unused money
orders under extenuating circumstances when
permission is granted in writing by the commanding
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
MONEY ORDERS HELD BY POSTAL
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