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RETAIL STORE CHANGE FUND
At the beginning of each accounting period
or when the retail store is reopened after being
closed for 72 hours or more, the cash collection
agent entrusts funds to the ship’s store operator
as a change fund. Change funds for the retail store
are determined by the commanding officer in
written instructions to the ship’s store officer. The
instructions will include the amount of change
fund you can advance to the retail store operator
which is normally $50. You will obtain a cash
receipt from the ship’s store operator for the
amount advanced. The amount advanced will not
be registered on the cash register; it will be kept
in excess of cash received from sales. At the close
of the business day, the retail store operator will
return the amount advanced when you take the
register reading, at which time the cash receipt will
be destroyed. If the cash sales in the store are not
sufficient to cover the advanced change fund, plus
the change fund for the next day, the cash
collection agent may leave an amount not to
exceed $50 in the cash register overnight. If
required, $100 may be authorized by the type
commander to remain in the cash register
overnight. No cash will be left in the register when
more than one shift is operated in the retail store.
All cash including change funds must be collected
at the end of each shift.
During paydays and other times when the
volume of business maybe busy, a larger change
fund may be required. The additional amount you
may entrust to the retail store operator for a
change fund will be stipulated in instructions to
the ship’s store officer by the commanding officer.
VENDING MACHINE CHANGE FUNDS
At the beginning of each accounting period,
after monthly inventory (can or cup-type soda),
or before making repairs to the coin mechanisms
or the machine, all cash must be collected from
all vending machines. As cash collection agent,
you need to entrust a small change fund to the
vending machine operator to allow customers to
receive change after their purchase. Normally the
change fund for a vending machine is about $5.
Although the money is placed in the coin
mechanism, the vending machine operator
acknowledges receipt for the money on a cash
receipt certificate. A separate receipt should be
made for each vending machine. At the time of
the next collection, the change fund is returned
and the cash receipt certificate is destroyed. A new
change fund from cash sales received is left in the
coin mechanism. To make collections easier the
same amount should be left daily.
CHANGE FUND SHORTAGES
Upon written authorization of the com-
manding officer, the custodian of the money may
voluntarily commit personal funds to cover the
shortage. In any case, the shortage must be
handled before deposit with the disbursing officer.
Shortages in the change fund will not affect
the accountability of the ship’s store officer,
disbursing officer, or cash collection agent. A
deficit in the change fund advanced to sales outlets
will be taken out of proceeds from sales as
outlined in the NAVCOMPT Manual, par.
042451.6, before deposit with the disbursing
officer.
A notation will be made on the NAVSUP
Form 469 and the NAVSUP Form 470 of the
dollar amount the change fund was reimbursed.
When appropriate, an entry will be made on the
Ship’s Store Afloat Financial Control Record,
NAVSUP Form 235, to adjust the accountability
of the responsible custodian. ROM does not
permit this expenditure entry to adjust the
accountability y of a particular outlet. In this case
a pen-and-ink change will be made to the dollar
differences on the back of the NAVCOMPT
Form 153 to adjust the accountability of the
responsible custodian. The dollar amount of the
reimbursement is not included on the monthly
Memorandum Cash Sales Invoice, DD Form
1149, deposit of cash with the disbursing officer.
If the change fund deficit is less than $250 and
the deficit is immediately liquidated, it can be
handled as described above without an official
report to the Navy Resale and Services Support
Office. If theft, fraud, or any other dishonest act
has been committed, or the loss is in excess of
$250, a report of the incident must be forwarded
to the commanding officer according to Navy
Regulations, article 1140.
CASH COLLECTION PROCEDURES
All cash received from sales in the sales outlets
must be collected at the end of each business day.
The cash register reading is taken, and the
difference between the current day’s register
reading and the previous day’s register reading
minus cash left in the register for change must
equal the cash received. If it does not balance then
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