AR 215-1 - Soldier Support Institute - U.S. Army

(6) Persons disbursing cash will not cash their own checks.
(7) Upon presentation, each check will be endorsed on the reverse side. A rubber stamp, imprinted with “FOR
DEPOSIT ONLY TO THE ACCOUNT OF (name of fund); ACCOUNT NO. (bank account number of fund)” is used.
(8) Checks are not retained in the check cashing change fund beyond the next deposit after receipt. Checks returned
as nonnegotiable are recorded in the accounts receivable returned checks account until collection is made or write off
approved.
(9) Checks will not be cashed for anyone who owes for dishonored checks or for anyone whose DOD ID card has
been overstamped, reflecting the person’s loss of check cashing privileges.
h. See the Financial Management section on Web site, www.armymwr.army.mil, for debt collection procedures.
i. A returned check charge will be assessed to recover expenses for administrative and actual expenses associated
with collecting dishonored checks.
(1) Charges will not be made if the patron presents a letter from a Government finance office or financial institution
stating that the check return was because of a Government or institution error. Charges will be refunded if they were
paid prior to notification of a Government or institution error.
(2) The returned check charge will be the actual administrative cost and other expenses of collection (plus actual
costs to the NAFI/entity, such as bank fees for the returned check) or an amount comparable to that normally charged
in the local community. In the absence of a determination of administrative cost or a survey of the local community, a
minimum charge of $15.00 will be applied.
(3) Notice of return check charges will be displayed near check-cashing and payment facilities.
G–6. Inventory and warehouse controls
a. Receipt of overages, shortages, and damaged merchandise.
(1) Shipments received in damaged condition will be held at the receiving facility. Shipments with concealed
damages will be held at the program storage facility. Disposition instructions will be provided by the contracting
officer, program manager, or other competent authority. Claims will be initiated by the contracting officer or procurement
source for all damaged shipments before invoices are paid. Partial payments for the undamaged portions of
shipments will be made when directed by the contracting officer.
(2) Receipt of damaged items or shipments with overages or shortages will be noted on receiving documents and
verified by the program or fund manager/entity administrator. Copies will be sent to the contracting office or
procurement source for claims action and to the CAO for adjustment of accounting records.
(3) Concealed damages will be reported to the program or fund manager/entity administrator upon detection.
Supporting documentation, outlined below, will be sent to the contracting office or procurement source for claims
action and the CAO for adjustment of accounting and inventory records.
(a) Nature and extent of damages.
(b) Circumstance of discovery.
(c) Photographs of damaged items in original shipping container, if appropriate.
(d) Any other reasonable documentation required by the vendor or shipper.
(4) Food and beverage items not prepared for sale that are thought to be spoiled will be inspected by the garrison
veterinarian. The veterinary certification will be included with the DAR and sent to the servicing CAO for adjustment
of accountability. Spoiled products will be destroyed as prescribed by the program manager.
(5) Alcoholic beverage bottles damaged in shipment or with concealed damages will be processed in accordance
with the purchasing agreement. Damaged bottles not eligible for this processing will be saved (at least the band-sealed
neck) until a disinterested person appointed by the Director, FMWR witnesses its destruction. The signed witness
statement and the inventory list of damaged bottles will be sent to the CAO and recorded per DOD 7000.14–R, volume
13.
b. Control of storage and issue facilities. Storage and issue operations will be centralized to the maximum practical
extent. Depending on the size of the installation and the number and scope of programs, all storage and issue
operations may be concentrated in a single warehouse or in separate facilities operated by each separate program. The
controls listed below apply.
(1) Central, shared-use facilities will be managed solely by persons designated by the program or fund manager/
entity administrator.
(2) Each facility will be locked when not in use.
(3) Items will be issued only on prescribed forms and signed by both the issuer and receiver. Deliveries will be
made to the receiving facility unless it is determined by the program or fund manager/entity administrator to be more
advantageous for deliveries to be made directly to the using program.
(4) A perpetual inventory of each stocked item will be maintained on DA Form 1991 (Stock Record Card).
(5) On receipt, items will be inspected and reconciled against specifications.
(6) Copies of receiving reports, invoices, and related documents will be sent with the DAR to the CAO so that full
198 AR 215–1 • 31 July 2007