Quantcast Preparing PS Form 3294 for Flexible Credit Accounts, Continued

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Figure 14-5.—An example of a completed PS Form 3293 (Reverse).
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Add Back Paid Out Items (Disbursements) Step 1.   Enter any cash paid out shown by receipts in lines 2 through 5, column I.   Total them and enter the result in line 5, column II. Add lines 1 and 5, column II. Enter the result in line 6, column II, “Cash That was Available Before Paid Outs.” Less  Cash  Represented  by  Accountability  Items Other Than Stamp Stock (Receipts) Step 1.  Enter total amount of money order vouchers to line 7, total amount of COD Tags to line 9, total amount of Customer Meters (PS Forms 3603’s) to line 10, total amount of Post Office meters/PVI, (PS Form 3602-PO and current reading) to line 11, total amount of Retail Packaging Products to line 13.  Total lines 7 through 16, column I. Enter the result to line 16, column II. Subtract line 16, column II from line 6, column II, and enter the result in line 17, column II. This amount may exceed the maximum authorized cash portion of the clerk’s stamp credit as a result of stamp sales. Stamp Count Step 1.  Count each item of stock and enter the number in the appropriate block on pages 2 and 3 (figures 14-7 and 14-8). Step 2.   Multiply the total number of each item by its face value. Step 3.  Count and multiply redeemed stock consisting of  stamped  cards,  stamped  envelopes,  aerogrammes, and U.S. international reply coupons by the applicable redemption  rate.   Enter  the  results  to  the  appropriate block, by type and total the amount. Step 4.   Total all blocks on pages 2 and 3 of PS Form 3294 and enter the results of the stamp stock counted on line 18, column I. Step 5.  Enter amount from PS Form 17, showing stock in transit from the COPE, to the PFO/NPFO to line 20, column I.   Verify the validity of PS Form 17 with the source of stock. Step 6.  Total lines 18 through 20, column I, and enter on line 20, column II. Total Cash and Stamp Stock Step 1.   Add lines 17 and 20, column II, and enter the Total Cash and Stamp Stock on line 21, column II. Step 2.  Enter the Opening Balance Stamps, AIC 840, or Cash Retained, AIC 353 to line 22, column II. Step  3.   Subtract  line  22  from  line  21,  column  II  and enter the difference to line 23, column II. Step 4. Enter the Amount of Tolerance for this Credit on line 24.  Tolerance should be 1% of the amount listed on the last PS Form 1412-B. Step 5. If the amount of difference exceeds the tolerance and  the  parties  involved  cannot  agree  with  the  count, recount the stamp credit account at the request of the clerk. After you have established the amount of overage or shortage, bring the stamp account into balance. ·   If  there  is  a  shortage,  report  it  in  “Suspense Adjustment” to the column marked action taken on line 25. ·   For an overage amount exceeding the tolerance, report  it  in  the  “Trust”  to  the  column  marked action taken on line 25. Step 6. Darken block lower right-hand corner. Enter the date and amount of credit listed on the previous PS Form 1412-B. Inventory   of   Employee’s   Credit   Containers (Annually) Step  1. The  COPE  or  Finance  Supervisor  usually manages  information  contained  on  page  4  (see  figure 14-9). Step  2.   The  auditor  shall  inventory  all  cash  drawers, stamp cabinets, safe compartments, envelope drawers, and capital/sensitive equipment listed on PS Form 1590, Supplies and Equipment Receipt. Summary of Main/Reserve Stock Accountability Step 1. Enter the total of stamp stock from pages 2 and 3 to  page  4  under  Summary  of  Main/Reserve  Stock Accountability.  For a COPE or PFO account, indicate whether  PS  Form  3295  was  correct  or  has  been corrected. If applicable, enter Stamp Stock per PS Form 3958.  Enter the difference, whether over or short, and the action taken. Verification of Accountable Forms Step 1.  From the office file of the last PS Form 1412-B submitted  by  the  COPE,  record  the  last  numbered receipt issued from PS Form 1538, 3210, 3544, 3582-C, 3602-PO, and 3603 from the receipt controls section. Verification of Money Orders Step 1.  Inspect blank domestic money orders to ensure they are being sold in sequence. Verification of PS Forms 3977 (Semi-Annually) Step 1.  Verify PS Form 3977, Duplicate Key Envelope. For COPE’s and PFO’s, ensure signatures are current and envelopes are sealed and postmarked. 14-13

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