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be held on the account. Overages are collected and
remitted to the NPFO or PFO. Restitution for
shortages must be made at the time of the audit.
AUTHORIZATION LETTER FOR
RETENTION OF STAMP STOCK IN
EXCESS OF $1,000 BY A WINDOW CLERK
When a commanding officer deems it necessary
for a window clerk to retain stamp stock in excess of
$1,000, a letter of authorization must be prepared and
signed by the commanding officer and filed in the
clerks service record and the MPO files (see figure
8-2).
Q8-15. The total amount of a command’s fixed credit
depends upon the number of persons
assigned. As a general rule, what minimum
dollar amount is used per person to establish
the command’s fixed credit?
Q8-16. What instruction lists the procedures for
establishing fixed credits in MPOs?
Q8-17. Authorizations to retain more than $1,000 in a
clerk’s individual fixed credit account must be
approved by what authority?
Now turn to appendix 1 to check your answers.
REPLENISHMENT
Learning Objective:
Recognize the
procedures for replenishing a fixed credit
account.
For replenishment purposes, the amount of fixed
credit of your Navy MPO is divided into two groups:
The PORTION of the individual fixed credit in
your custody and in the custody of each window
clerk
The TOTAL of the fixed credit of your MPO
Stamp stock for each of these two groups is
replenished as described below.
INDIVIDUAL FIXED CREDIT
The portion of individual fixed credit in the
custody of window clerks is replenished weekly.
COPEs are also required to order stamp stock weekly
or when accumulated cash exceeds 25 percent of their
fixed credit. This is done by requisitioning stamps
with the accumulated cash from the appropriate source
of supply, clerks order from the COPE, and the COPE
orders from the reserve custodian. For example, a
window clerk would submit a PS Form 17 in duplicate
to the COPE once a week listing the desired amount
and denomination of stamps in exchange for cash. In
the case of a COPE’s account, the exchange of cash for
stamps is accomplished by submitting a completed PS
Form 17 in duplicate to the reserve custodian.
ACTIVITY FIXED CREDIT
Replenishment of part of the total fixed credit of
your MPO is more detailed than the daily method of
replenishing individual fixed credits mentioned above.
Again, replenishment is required before the
accumulated cash amounts to 25 percent of the total
fixed credit carried or at least monthly, whichever
occurs first. For example, assume the total fixed credit
amounts to $5,000 for your MPO.
The COPE is
holding a $2,000 stamp account, while the reserve
custodian is holding the other $3,000. A requisition for
replenishment should be processed before the reserve
custodian has accumulated a total of $750 in cash or at
least monthly.
To determine the amount of stock needed, consider
the facilities for the protection of the stock, normal
stock requirements, and the amount of time required to
have a requisition returned. If your ship is scheduled
for an extended deployment, submit your
replenishment requisition at least 4 weeks before
getting underway to ensure that the stock is received
before your departure. This 4-week lead-time also
coincides with the request for an increase in fixed
credit, which is occasionally needed before
deployment. Increase of fixed credit is covered later in
this chapter.
REPLENISHMENT GUIDELINES
Experience will soon teach you, the COPE, which
stamps are in heavy demand. MPOs in deployed ships
and at overseas activities normally use higher value
stamps than those ships that are in their homeports.
Also you should consider the increased mailing before
holidays, particularly Mother’s Day, Father’s Day,
Easter, Christmas, and Valentine’s Day. Anticipate
your needs, and always keep a supply of the best sellers
and commemoratives on hand.
Your first step in ordering is to determine how
much cash is available to replenish your stamp stock.
8-8
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