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your job is not finished. The last task performed by the
registry clerk before closing the registry section or
before the changing of shifts is to account for all
registered mail processed during the business day. You
show accountability of all registered items by
preparing DD Form 2261, Registered Mail Balance
and Inventory.
DAILY ACCOUNTABILITY
Daily accountability involves completing a DD
Form 2261 by using incoming and outgoing bills, and
other forms received or prepared during the workday
that shows registered mail received, delivered,
dispatched; and mail on hand at the close of business or
shift change. When the DD Form 2261 is completed
and signed by the registry clerk, the MPO supervisor or
designated individual verifies and signs the DD Form
2261 indicating it is correct.
Balance Sheet
The size and hours of operation of your MPO will
determine when the balance of registered mail will be
conducted. For an FMC operation, this must be done at
the end of each shift. A one-person MPO must balance
the registered mail at the end of each workday. DD
Form 2261 (see figure 7-21) should be used to make the
appropriate entries that pertain to your volume of
registered mail processed during the shift or day. The
following procedures will apply in the completion of
the balance sheet:
Step A: Enter the preparing activity FPO number.
Step B: Enter the year, month, date, and hours of the
operation in the registry section.
Example From:
000930/1600 To: 000930/2300.
Step C: After verifying the registered numbers, enter
number of registered articles remaining on hand from
the previous day or shift. These are articles that were not
delivered or dispatched, and were stored in the registry
section overnight; or in a shift change, these are the
articles on hand when you take over the shift.
Step D: Enter the total number of articles received on
PS Form 3806, PS Form 3877, or PS Form 3883.
Step E: Enter the total number of articles received on all
incoming inside bills.
Step F: Enter the total number of articles listed on
incoming manifests.
Step G: Enter the total number of articles received on
incoming truck bills.
Step H: Enter the number of pouches you prepared and
closed for dispatch.
Step I: Enter the number of articles received from
window clerks on transfer bills. Registered articles
found in ordinary mail are also entered here.
Step J: Enter the total number of articles listed in blocks
1 through 7.
Step K: Enter the total number of articles delivered on
PS Forms 3849 and 3883.
Step L: Enter the total number of articles listed on
outgoing inside bills.
Step M: Enter the total number of articles listed on
outgoing manifests.
Step N: Enter the total number of articles dispatched on
outgoing truck bills.
Step O: Enter the number of pouches opened by the
registry clerk and witness.
Step P: Enter the number of articles on hand at the end
of the business day that were not delivered or
dispatched.
Step Q: Enter the total number of articles listed in
blocks 9 through 14. This total must be the same as the
total shown in block 8.
Step R: Enter the registered number of each article
delivered on PS Form 3849.
Step S:
At the close of business or shift change,
inventory and list (by registered number) each item on
hand on the reverse side of DD Form 2261.
Step T: Enter the printed name of each clerk working in
the registry section during the period. This is normally
the witness and the registry clerk.
Step U: The registry clerk signs here.
Step V: The supervisor or designated individual will
sign here indicating that all entries have been verified
and are correct.
Step W: The next registry clerk assuming responsibility
for the registry section will print name, pay grade, and
sign in this section after inventorying and verifying the
articles listed on the reverse side of the DD Form 2261.
When a balance cannot be attained, recheck the
computations of each entry against the related forms
processed during the period. Next, determine that a
form is on hand for each transaction performed. If
necessary, go back to the previous balance and
7-23
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