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Appointment Procedures and Limitations
Paying agents should only be appointed when it is
not feasible for the DO, deputy, or agent cashier to
perform the transactions.
CONDITIONS OF APPOINTMENT.— Paying
agents should never be appointed solely as a
convenience, but only under unusual conditions. An
example of an unusual condition is an activity in a
remote location where the use of checks is not practical
but where payments or currency conversions must be
made. In this situation, the DO may ask the CO of the
remote activity to appoint a paying agent. Notice that
the DO initiates the request. Another important
condition governing any paying agent’s appointment is
that a paying agent will never be appointed or used by
a CO over the protest of the DO.
LETTER OF APPOINTMENT.— Paying agents
are appointed by letter from the CO. The appointment
letter should contain the following information:
The paying agent’s name, rank or grade, social
security number (SSN), and duty station
The name, rank or grade, and station of the DO
for whom the paying agent will act, and the
station symbol number
The duties and responsibilities of the paying
agent
A description of the type of payments or
currency conversions to be made
The maximum amount of funds to be advanced
The period of time the appointment covers
The paying agent’s acknowledgement of
acceptance of the appointment
The statement “I agree to hold myself
accountable to the United States for all public
funds received.”
A statement that the appointed individual has
been counseled as to the pecuniary liability and
has been given written operating instructions
Duration of Appointment
The nature and duration of an appointment will
depend on the conditions warranting the activity’s need
for a paying agent. For example, the appointment may
be for a specific transaction, a definite period, or an
indefinite period. The paying agent’s designation will
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continue until the appointee is transferred or relieved of
duty by the appointing officer or until the DO is
transferred or relieved of disbursing duty.
You have now read about some of the positions
designated as accountable positions. All persons
appointed to accountable positions are entrusted with
the authorized use of public funds. This is why
accountable positions are intentionally limited and
strictly monitored. In the following section, let’s talk
about some of the general duties and responsibilities
required of the persons assigned to these positions.
DUTIES AND
RESPONSIBILITIES OF
ACCOUNTABLE POSITIONS
The handling of official funds and documents
places strict duties and responsibilities on individuals
assigned to accountable positions. These duties and
responsibilities are indirectly shared by every DK and
civilian employee in a disbursing office. The
accountable position may involve planning for,
acquiring, obtaining, safeguarding, disbursing,
transferring, transporting, depositing, or accounting for
public funds. It may even involve safekeeping personal
funds and valuables. Whatever it involves, you should
be able to identify the essential characteristics and
obligations of these positions. You should also be able
to identify how they will touch upon your own duties
and responsibilities as a senior DK. Accountable
positions may vary, depending on the type of
accountable position and the particular needs, location,
and mission of the disbursing office. Yet strict
observance and adherence to the duties and
responsibilities involved in these positions is
imperative.
AUTHORIZATION FOR AND
DEFINITION OF ACCOUNTABLE
POSITIONS
The duties and responsibilities of accountable
positions are authorixed and delineated by letters of
authority and official instructions. Disbursing
personnel in accountable positions must be aware of
these documents and the ways in which their duties and
responsibilities are officially defined and authorized.
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