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Special audits may count as monthly or quarterly
audits.
Fixed or flexible credit accounts as stated above
are officially audited on a monthly and quarterly basis,
and at any time required for special reasons. All audits
must be documented and closely reviewed to
determine the ability of individuals to manage the
portion of the command’s credit assigned to them.
REPORTS, INSPECTIONS, AND
ASSESSMENTS
Learning Objective: Recall and understand
the different reports, inspections, and
assessments required at MPOs.
In this section we will cover the frequency of
submission of required reports of MPO accounts, and
the frequency of inspections and assessments that are
performed at military post offices.
DAILY REPORTS
Two types of accounts are required to be audited
and reported daily if you have a fixed credit. They are
money order accounts and postage meter accounts.
These accounts are inspected, audited, and reported by
the COPE or a command designated representative
(usually the disbursing officer).
When verifying money order accounts, PS Form
6019, Military Post Office Report of Money Order
Business, must be completed and verified for accuracy.
The clerk who sold the money orders is responsible for
preparing the report and submitting the remittance via
registered U. S. mail or Express Mail (overseas
activities). If the money order account is short any
amount of funds, the responsible clerk must replace the
shortage.
When verifying the postage meter account(s) PS
Form 3602-PO, Postage Collected Through Post
Office Meter, must be completed and verified for
accuracy. The COPE is responsible for preparing the
report and submitting the remittance via registered
mail. Like the money order account, if a shortage
exists, the responsible clerk must replace the shortage.
When working with a flexible credit account, the
COPE will verify the accuracy of the clerk’s account
using a computer-generated PS Form 1412-B detailing
the business conducted by the finance clerk. This
printout lists money orders sold and cashed, checks
received, Postage Validation Imprinter (PVI) readings,
and the amount of currency the clerk should return to
the COPE upon completion of that day’s business. For
flexible credit accounts, clerks do NOT complete a PS
Form 6019 or PS Form 3602-PO and money orders
should be retained until they are all used.
WEEKLY INSPECTIONS
The postal officer must inspect the post office
spaces on a weekly basis using the Postal Officer’s
Weekly Inspection Checklist (see figure 14-1). The
postal officer should also note equipment condition
and related safety hazards. Safety hazards must be
corrected at once. General appearance of the postal
spaces should be noted also. When the post office is
neat and orderly, it sets a good example for others.
Properly stowed items must also be looked at. You
should always keep your post office inspection ready.
USPS FOUR-WEEK ACCOUNTING
PERIOD REPORT
USPS has 13 numbered four-week accounting
periods (APs) each year. Each AP begins on a Saturday
and ends at close of business on a Friday four weeks
later. The 13-period calendar for each Postal FY is
published every September in the Postal Bulletin.
During each four-week USPS accounting period,
the COPE or MPC at commands with stamp vending
machines must complete a PS Form 8130, Vending
Equipment Sales and Service Log reporting vending
equipment serviced and maintained during the
accounting period.
Completion of this report is covered later in this
chapter.
QUARTERLY POSTAL ACTIVITY
REPORTING SYSTEM (PARS) REPORT
The Postal Activity Reporting System (PARS)
report is submitted by the COPE at the end of each
quarter. This report should be routed through the chain
of command before submission to the appropriate
FLTCINC. The PARS report is discussed in detail later
in this chapter.
ANNUAL AND SEMIANNUAL POSTAL
ASSESSMENTS
Postal Assessments must be conducted annually
for overseas shore-based post offices, and
semi-annually for shipboard post offices. Postal
assessments are covered later in this chapter.
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