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Table 14-1.—Record of Audits, Reports and Inspections of Military Post Offices.
Postal Clerk - Military guide to working in a post office
Figure 14-1.—An example of a Postal Officer’s Weekly Inspection Checklist.
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. 14-3

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