Then, determine which denominations are in lowest
When you determine the quantities to be ordered,
remember that most of the stamps you handle are
issued in sheets of 20, 50, or 100. In all cases adjust the
amount of the requisition, whenever possible, to
permit ordering stamps in at least full sheets. When
requisitioning stamps, refer to the DMM or the Postal
Bulletin for proper denominations and quantity.
procedures for completing stamp requisitions.
Requisitions are prepared and submitted on PS
Form 17 in an original and three copies that will
contain the following information:
Block 1: The requisition number (beginning at the fiscal
year [Oct 1]), the check number and the amount of the
Block 2: Your commands complete mailing address.
Block 3: An impression of the APDS. The APDS must
NOT be photocopied.
Block 4: The COPE or other submitters signature. Do
NOT photocopy signature. To verify the requisition, the
reserve custodian initials here.
Block 5: Left blank unless returning stamps.
Block 6: Left blank unless returning stamps.
Block 7: Check appropriate block. NOTE: if returning
damaged or old stock and ordering new stamps, you
should use two separate requisitions.
Block 8: Information concerning the stamps you are
ordering or returning in the appropriate columns.
Block 9: This block is left blank unless returning stamps.
Block 10: The total amount of stamps ordered.
Block 11: Signature of the reserve custodian and the
date when the stamp requisition was received.
Block 12: Signature of the COPE and the date when the
stamp requisition was received.
After you have completed the requisition, always
recheck to make certain that the entries are aligned,
that the multiplication is correct, and that the values
have been correctly totaled. You should also verify that
the U.S. Treasury check or no-fee money order(s)
contain the appropriate dollar value and are made
payable to the Postmaster San Francisco (Postmaster
New York when ordering from PFOs located in
Bahrain, Sigonella, IT, Rota, SP, or London UK).
Always prepare the remittance for dispatch in the
presence of a witness. Ask the witness to check all
entries before signing the requisition. With the witness
still present, enclose the original and one copy of the
PS Form 17 and the check or no-fee money order in a
USPS indicia envelope, seal it, and send via First-Class
mail. NOTE, when ordering from the PFO located in
Rota, SP, send remittance via Registered or Certified
mail. Attach the mailing receipt to the MPO file copy.
Distribution of PS Form 17:
Original and copy 1 to source of supply
Copy 2 to MPO file
Copy 3 to reserve custodians file
RECEIPT OF STOCK
Recall procedures to
follow when receiving stamp requisitions.
The NPFO or PFO who fills the requisition will
return the duplicate copy and postage stamp stock by
registered mail to your MPO. As soon as possible after
receipt, the COPE must deliver the requisition
UNOPENED to the reserve custodian. The reserve
custodian must sign for the incoming requisition on PS
Form 3883. The COPE and the reserve custodian must
open the requisition. Care must be taken that postage
stock is not discarded with the wrappings. After the
reserve custodian has received all the items and the
COPE has witnessed the receipt, the COPE compares
the amount listed on the duplicate copy of PS Form 17
with the retained copy of the requisition in the post
office files, and makes required changes, if any.
If found to be correct, the reserve custodian signs and
dates block 11 and the COPE signs and dates block 12.
After verification and completion of the above
entries on the duplicate PS Form 17, file in the MPO
files for 2 years, and destroy the reserve custodian and
MPO file copies of the form.
The next step is to record receipt of the stamp
PS Form 3295, Daily Record of Stamps,
Stamped Paper, and Nonpostal Stamps on Hand (see
figure 8-4) is used for this purpose. To maintain an
accurate inventory of the main stock, a separate form is