Postal Bulletin 22086 - October 3, 2002 - USPS.com® - About

POSTAL BULLETIN 22086 (10-3-02)
Overage in Cash Credit Accountability
For an employee cash credit overage that exceeds the
established tolerance, the full amount of overage continues
to be recorded into AIC 068, Employee Cash Credit Overage,
on the employee’s PS Form 1412. The local unit management
must maintain supporting documentation (PS
Form 3294-C, PS Form 3368, etc.). A master control, either
a system-generated report or a summary ledger PS Form
25, is maintained for each category of employee overages
by the postmaster, manager, supervisor, or designated employee
at each office.
If within 90 days a relationship is established to a subsequent
shortage, use AIC 468, Employee Cash Credit
Overage Withdrawal, to offset part or all of the shortage.
Managers should exercise judgment when determining the
existence of a relationship that may warrant offsetting
shortages and maintain appropriate documentation locally.
After 90 days, any unresolved cash credit accountability
overage amounts are moved into AIC 123, Lobby Services
Revenue.
Shortage in Cash Credit Accountability
For an employee cash credit shortage that exceeds the
established tolerance, the full amount of shortage continues
to be recorded into AIC 764, Employee Cash Credit
Shortage, on the employee’s PS Form 1412. The local unit
management must maintain supporting documentation,
(PS Form 3294-C, PS Form 3368, etc.) for cash credit
shortages. A master control, either a system-generated report
or summary ledger PS Form 25, is maintained for each
category of unresolved employee shortages by the postmaster,
manager, supervisor, or designated employee at
each office.
It is the responsibility of the unit supervisor, manager, or
installation head designee to monitor and pursue collection
of the debt while adhering to the National Agreement and
the Debt Collection Act. Shortage amounts resolved are
cleared using AIC 364, Employee Cash Credit Shortage
Cleared.
On PS Form 1412, amounts reported in AIC 068 and
AIC 764 offset (increase or decrease) to AIC 752, Cash Remitted.
We will incorporate this revision into the next printed
version of Handbook F-1, Post Office Accounting Procedures,
and into the next update of the online version
accessible on the Postal Service PolicyNet Web site at
http://blue.usps.gov/cpim; click on HBKs.
Handbook F-1, Post Office Accounting
Procedures
* * * * *
[Revise title of Chapter 5 to read as follows:]
5 Trust, Suspense, and Financial Differences
* * * * *
[Add new subchapter 54 to read as follows:]
65
54 Employee Items and Financial Differences at
SAFR Offices
Employee items are defined as any unresolved employee
advance salary issued, advance travel issued, and employee
accountability overages or shortages. Each office
maintains a master control, either a system-generated report
or a summary ledger PS Form 25, Trust Fund Account,
by category of employee items with the total amounts.
Verify the office master control balance against the “ending
balance report” that Shared Services/Accounting (SS/A)
provides to you every reporting period. Financial differences
are defined as discrepancies in money orders, cash
deposits, banking discrepancies; discrepancies in an individual
or a unit’s PS Form 1412; and stamp stock inventory
and retail floor stock differences. SS/A charges overage or
shortage differences as a credit or debit to the office expense
account.
541 Reporting Employee Items
1> Use the following AIC accounts to report unresolved
employee items by categories:
Use AIC 754, Salary Advance Issued, for issuing
advance to employees if they did not receive a
payroll check by scheduled pay date or if they received
an erroneous salary check that must be returned
for a replacement check.
Use AIC 755, Emergency Travel Advance Issued,
for issuing an advance “emergency” one-time
nonrecurring payment locally to a bargaining unit
employee, and do not exceed $500.
Use AIC 764, Employee Cash Credit Shortage, for
reporting cash credit shortage amount that results
from a cash credit count; if the amount exceeds
the tolerance, report the full amount of shortage.
Use AIC 767, Employee Stamp Credit Shortage,
for reporting stamp credit shortage amount that
results from a stamp credit count; if the amount
exceeds the tolerance, report the full amount of
shortage.