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Upon Relief of a Disbursing Officer
Upon the relief of a DO, all funds-including those
in the hands of deputies and other accountable
assistants-must be transferred to the relieving DO. A
certificate of transfer should be furnished on the bottom
of the final Statement of Accountability, SF 1219, of the
officer relieved. The certificate shall read as follows:
I have received on (date) by transfer from
officer relieved), (total amount) an analysis of
which is included in Sections I-B and I-C
above.
(Signature and rank of relieving officer).
In addition to the normal distribution requirements,
two extra copies of the SF 1219 must be prepared. One
copy will be filed with the retained records of the
relieving officer the other copy will be retained by the
officer being relieved as a receipt for the funds
transferred. The original and all copies of the SF 1219
must be signed by both the officer relieved and the
relieving officer.
DEPOSIT OF EXCESS FUNDS
Funds received by DOs that are not currently
required for disbursing operations, including all checks
and other negotiable instruments, are considered to be
excess funds. Excess funds must be deposited for credit
to the Department of the Treasury. Excess funds in the
form of checks, drafts, and money orders payable in
U.S. dollars must be deposited to the account of the
Department of the Treasury with a Federal Reserve
bank (FRB) or branch or with a designated general
depositary.
Other requirements for the deposit of excess funds
will vary, depending on whether the disbursing
operation is ashore or afloat and located in a U.S. or
foreign territory.
Shore Stations
For a shore station, deposits must be made on a
daily basis whenever the amount is $1,000 or more. If
the amount is less than $1,000, the funds maybe held
until the amount reaches or exceeds $1,000. In all
cases, however, funds must be deposited by the last
banking day of each week, regardless of the amount
accumulated. The DOs of units located in the 50 United
States must deposit U.S. Treasury checks in the sum of
$5,000 or more with the nearest FRB or branch. DOs
located outside the 50 United States should deposit all
checks or excess funds with the general depositary they
normally use.
Ships Afloat
For the deposit of excess funds, the requirements
for DOs assigned to afloat units are slightly different
from those for DOs assigned to shore units. They even
differ according to whether the ship is in port or at sea.
SHIPS AT SEA.— When daily mail service is not
available, the DO of a ship at sea may accumulate up
to $5,000 in receipts before depositing them. (The
receipts must consist only of personal checks, money
orders, and other non-Treasury negotiable instruments.)
However, a deposit of all receipts on hand must be made
at least once each week. (Note: This exception
covering accumulated deposits up to $5,000 in receipts
does not apply to U.S. Treasury checks.)
The DO prepares the deposits for mailing via
registered mail and delivers them to the post office on
board. All deposits must be mailed to an FRB or a
branch. This means negotiable instruments to be
deposited are not to be held in the DO’s accountability
pending the ship’s arrival at the next scheduled port of
call. The DO must make a deposit on the last regular
business day before the ship leaves port and the first
regular business day after the ship returns to port for any
at-sea period in excess of 1 week. These deposits are
required regardless of the total amount involved, the
time interval since the last deposit, and the type of
checks and negotiable instruments on hand.
SHIPS IN U.S. PORTS.— For ships in U.S. ports,
deposits of excess funds must be either delivered in
person or sent via registered mail to the nearest FRB.
Deposits must be made when receipts accumulate to
$1,000 as prescribed for shore stations.
Deposit Procedures
All negotiable instruments must be endorsed before
deposit. The endorsement will depend on where the
deposit is being made. Deposits to an FRB or a branch
must have a 9-digit Ca$h-Link Identification Number
(CIN), which is specific to each disbursing office. The
date will be the date of the bank’s business date on
which the deposit is made. Figures 1-1 and 1-2 show
sample endorsements.
Figure 1-1.-Sample endorsement for an FRB or branch.
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