| |
from the NPFO. The initial stamp stock is not usually
mailed to the ship or Prospective Commanding Officer
until a designated postal clerk is available to receipt for
it. Overseas shorebased commands establishing a post
office receive their fixed credit from the servicing PFO.
The shipment of original stock is normally
addressed to the commanding officer and received on
board before the requested effective date of
establishment. Upon receipt, the reserve custodian
assigned in writing by the commanding officer signs
for the stock on PS Form 3883. Then the reserve
custodian opens the stock in the presence of the COPE.
The reserve custodian and COPE will verify the
contents of the shipment against the enclosed invoice
(PS Form 17) to ensure that the contents agree with the
items listed. After verification has been completed, the
COPE will enter the registered number(s) under which
the stock was received and the date of receipt on the
invoice. Then the COPE and reserve custodian sign the
PS Form 17s enclosed with the stamp stock. The
reserve custodian signs as the person receiving the
stock, and the COPE signs as the witness. The COPE
retains the invoice in the MPO files for record purposes
and returns the duplicate copy to the NPFO or PFO.
If the space designated as the ship’s post office is
accepted by the command, then the postal effects; i.e.,
stamp stock, blank money order forms, postal supplies
and equipment, are stored in the post office until the
first day of business actually commences. If the space
has not been accepted then the postage stock, blank
money order forms and money order imprinter should
be stowed in a safe issued to the Supply Officer. Prior
to opening the post office:
The command monies audit board must conduct
an official audit and record the results on DD
Form 2259, Report of Audit of Postal Accounts.
This report must be prepared and submitted on
the authorized date of establishment of the MPO
to show the status of the postal effects on that
day. An original and two copies are prepared.
Upon completion of the forms, the COPE and
the designated auditors must sign all copies.
—In addition to the DD Form 2259; PS Form
3369, receipting for the entire fixed credit and
the Supplies and Equipment Receipt (PS
Form 1590) receipting for all capital and
sensitive equipment are completed and signed
by the COPE.
The original DD Form 2259, original and one copy
each of PS Form 3369 and PS Form 1590 must be
forwarded to the NPFO or PFO. A suspense copy of
each form is retained in the MPO. Once the signed
copies of PS Form 3369 and 1590 have been returned,
destroy the file copy and file the signed copy.
Other actions (not relating to the fixed credit) that
have to be completed when establishing a new post
office are as follows:
Confirm receipt of blank money order forms by
sending the duplicate copy of the enclosed PS
Form 17s to the NPFO or PFO
Initiate DD Form 885 for the blank money order
forms
Prepare the post office standard operating
procedures (SOP)
Implement directory card files and mail orderly
appointments (to include training of mail
orderlies)
CUSTODY OF FIXED CREDIT
Remember a safe to secure the fixed credit
assigned to you must be obtained before you receive
the stock. Also, remember that you will be the sole
custodian of the postal effects issued to you, and you
are wholly responsible for their safekeeping at all
times except when your commanding officer
designates in writing a reserve custodian to retain a
portion of the fixed credit.
The number of customers you will serve normally
determines the actual stamp stock needed to conduct
day-to-day postal operations. This amount in most
cases will be $1,000, but it may be increased or
decreased when the commanding officer deems it
necessary. An increase over $1,000 requires a letter of
authorization signed by the commanding officer.
After the fixed credit for day-to-day operations has
been determined, split the stock with the reserve
custodian. In the presence of the reserve custodian,
verify the amount of the stock, and ensure that the total
is correct.
When the count has been completed,
prepare PS Form 3369 in duplicate for the amount of
fixed credit the reserve custodian is retaining for
safekeeping. The reserve custodian should sign both
copies, retain the duplicate copy, and return the
original to you.
So business need not be suspended during your
absence for such reasons as leave or liberty, you should
issue a portion of the fixed credit to one or more of your
assistant military postal clerks. When you extend a
8-6
|
