coast guard morale, welfare, recreation manual - DOT On-Line ...

8-E-4.
5.
6.
7.
8.
a.
b.
C.
(Cont'd) immediate cash. (In cases where a unit
morale fund net worth is so small that a checking
account would be impractical, the cognizant authority
should first consider disestablishment of the morale
fund and operation as a satellite morale unit.)
The approving authority shall establish monetary
limits consistent with the needs of the funds and
fiscal controls on the cash account as appropriate.
The unit shall maintain a record of the cash fund
similar to that of a checkbook which documents
receipts, disbursements, date, and reasons for
transactions.
Savings Accounts and Reserves.
a. Normally, units with excess morale funds above normal
operating requirements or with funds awaiting a
special project should deposit the excess in the NAFA
Cash Management Program. U. S. Government Bonds,
Notes, and Treasury Bills are also legal depositories
for such funds.
b. The purchase of stocks or other forms of securities
is prohibited.
Accounts Payable File.
MWR officers are encouraged to pay their obligations
promptly (i.e., obligations shall never be made without
the immediate availability of funds). Nevertheless, it
may be necessary to delay payment on an invoice due to
disagreement with the invoice, partial shipment or order,
or emergency administrative situations. A separate file
of accounts payable shall be maintained for review by
auditors to determine the morale fund liabilities.
Property Records.
The unit shall maintain property records of nonconsumable
morale and recreation items with a purchase value of over
$100.00 (Chapter 3-D of COMDTINST M4500.5, Property
Management Manual). Nonconsumable property shall be
inventoried at least annually in conjunction with the
audit procedure and at relief of custodian or
disestablishment of the fund.
Retention of Records.
a. All financial records, audit reports, supporting
documents, and related correspondence and files
shall be retained for at least 2 years after audit.
8-7 CH-5