Quantcast Replenishment

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Change in Custody
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Postal Clerk - Military guide to working in a post office
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Stamp Requisitions
be held on the account.   Overages are collected and remitted  to  the  NPFO  or  PFO.     Restitution  for shortages must be made at the time of the audit. AUTHORIZATION LETTER FOR RETENTION OF STAMP STOCK IN EXCESS OF $1,000 BY A WINDOW CLERK When a commanding officer deems it necessary for a window clerk to retain stamp stock in excess of $1,000, a letter of authorization must be prepared and signed  by  the  commanding  officer  and  filed  in  the clerks  service  record  and  the  MPO  files  (see  figure 8-2). Q8-15.   The total amount of a command’s fixed credit depends  upon  the  number  of  persons assigned.   As a general rule, what minimum dollar amount is used per person to establish the command’s fixed credit? Q8-16.   What  instruction  lists  the  procedures  for establishing fixed credits in MPOs? Q8-17.   Authorizations to retain more than $1,000 in a clerk’s individual fixed credit account must be approved by what authority? Now turn to appendix 1 to check your answers. REPLENISHMENT Learning  Objective: Recognize   the procedures   for   replenishing   a   fixed   credit account. For replenishment purposes, the amount of fixed credit of your Navy MPO is divided into two groups:    The PORTION of the individual fixed credit in your custody and in the custody of each window clerk    The TOTAL of the fixed credit of your MPO Stamp  stock  for  each  of  these  two  groups  is replenished as described below. INDIVIDUAL FIXED CREDIT The  portion  of  individual  fixed  credit  in  the custody  of  window  clerks  is  replenished  weekly. COPEs are also required to order stamp stock weekly or when accumulated cash exceeds 25 percent of their fixed  credit.    This  is  done  by  requisitioning  stamps with the accumulated cash from the appropriate source of supply, clerks order from the COPE, and the COPE orders  from  the  reserve  custodian.    For  example,  a window clerk would submit a PS Form 17 in duplicate to the COPE once a week listing the desired amount and denomination of stamps in exchange for cash.  In the case of a COPE’s account, the exchange of cash for stamps is accomplished by submitting a completed PS Form 17 in duplicate to the reserve custodian. ACTIVITY FIXED CREDIT Replenishment of part of the total fixed credit of your MPO is more detailed than the daily method of replenishing individual fixed credits mentioned above. Again,   replenishment   is   required   before   the accumulated  cash  amounts  to  25  percent  of  the  total fixed  credit  carried  or  at  least  monthly,  whichever occurs first.  For example, assume the total fixed credit amounts  to  $5,000  for  your  MPO. The  COPE  is holding  a  $2,000  stamp  account,  while  the  reserve custodian is holding the other $3,000. A requisition for replenishment should be processed before the reserve custodian has accumulated a total of $750 in cash or at least monthly. To determine the amount of stock needed, consider the  facilities  for  the  protection  of  the  stock,  normal stock requirements, and the amount of time required to have a requisition returned.  If your ship is scheduled for   an   extended   deployment,   submit   your replenishment  requisition  at  least  4  weeks  before getting underway to ensure that the stock is received before  your  departure.    This  4-week  lead-time  also coincides  with  the  request  for  an  increase  in  fixed credit,   which   is   occasionally   needed   before deployment.  Increase of fixed credit is covered later in this chapter. REPLENISHMENT GUIDELINES Experience will soon teach you, the COPE, which stamps are in heavy demand.  MPOs in deployed ships and  at  overseas  activities  normally  use  higher  value stamps  than  those  ships  that  are  in  their  homeports. Also you should consider the increased mailing before holidays,  particularly  Mother’s  Day,  Father’s  Day, Easter,  Christmas,  and  Valentine’s  Day.    Anticipate your needs, and always keep a supply of the best sellers and commemoratives on hand. Your  first  step  in  ordering  is  to  determine  how much cash is available to replenish your stamp stock. 8-8

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