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Packaging
Packaging material may be any of the following, or
their equivalent, depending on the number of
documents to be included in each package:
Heavy envelopes
Folders (envelopes or wallet type)
Cardboard backings with the package tied
together with cord or tape
Contents
Financial returns are submitted in two
packages—Package No. 1 and Package No. 2.
PACKAGE NO. 1 (ORIGINAL RETURNS).—
Package No. 1 contains the original and one copy of the
Statement of Accountability and supporting
documents. Vouchers will be grouped by each type
with separate adding machine tapes. Within each
group, the vouchers will be arranged in numerical
sequence by voucher number. Tapes for disbursements
and collections will be prepared and compared with the
totals on the SF 1219 to ensure completeness of the
package. The tapes will be marked and attached to the
original SF 1219.
PACKAGE NO. 2 (COPIES).— Package No. 2
contains copies of certain required documents. These
documents are shown in appendix 2. The documents
which require a copy to be submitted in Package No. 2,
as shown in appendix 2, will be packaged separately.
They should be in the same order as Package No. 1. No
tapes are required for these documents in Package No.
2, but care should be taken to ensure all necessary copies
are included.
LABELING AND SHIPPING
REQUIREMENTS
The financial returns will be packed in a manner
consistent with their bulk and the conditions under
which shipment is made. When practicable, the returns
will be forwarded in one parcel or box.
Heavy
cardboard boxes are normally adequate. If more than
one box is required, each will be numbered and marked
to indicate the number of the box and the total number
shipped, such as “No. 1 of 3.” Each parcel or box will
be marked in the upper left corner with the name and
symbol number of the DO, the station, and the
department concerned. Under this information will be
shown “Financial return for (insert month and year).”
When not in excess of weight and size limitations
imposed by the U.S. Postal Service, returns may be
forwarded by mail unless it has been proven to be
unduly slow or unreliable in the past. In the upper left
comer, under the return address, all mailings will bear
the printed statement “Official business.” To avoid
customs delays, returns from overseas and deployed
DOs will have the following information prominently
displayed on the outer wrapper of the returns:
Government Financial Reports
Due in
(city, state) by (date)
Please Expedite.
The use of registered or certified mail for the
transmittal of financial returns is not required. When
the U.S. Postal Service cannot be employed, due to size
or weight limitations imposed, other transportation
media may be employed as prescribed in the Naval
Supply Systems Command Manual.
SUBMISSION TO NAVY SUPPLY CORPS
SCHOOL
Annually, DOs afloat will submit copies of a
portion of the monthly financial returns to the Navy
Supply Corps School in Athens, GA. The Navy Supply
Corps School uses these documents for training
purposes. Each DO afloat should send a copy of the
Transmittal of Statements and Vouchers, DD Form
2666, the Statement of Accountability (SF 1219), and
the Month End Check Issue Summary (SF 1179)
covering the accounting period ending 30 September to
the School.
TRANSMITTAL OF SUBSEQUENT
INFORMATION AND OUTSTANDING
VOUCHERS
Vouchers or explanation in voucher form required
to complete an account, which were not available when
original reports were forwarded, will be forwarded as
soon as possible. Each voucher or explanation will be
forwarded with a cover sheet containing a brief
description of the document or explanation. The
voucher number, date, DO’s name, DSSN, and
accounting period to which it pertains will be identified
on each document or explication forwarded.
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