Navy Cash Standard Operating Procedures - Financial Management ...

Appendix MPurchasing Stamps for Sale in Ship’s Store1. Ship’s stores are authorized to sell U.S. Postal Service (USPS) stamp booklets. Sale ofsingle stamps is not authorized. Procedures for the purchase and sale of stamps are outlinedbelow.2. Purchasing Stamps from the Ship’s Post Officea. Prior to purchasing stamps, the Sales Officer will create a new stock department (P1)in ROM II for the stamp booklets. A stock number (UPC) will be created for the new item. Themark-up percentage for department P1 will be zero percent.b. An Order for Supplies or Services, DD Form 1155, will be prepared in accordancewith NAVSUP P487, paragraph 4022, and as outlined in the ROM II User’s Guide, except thatthe senior supply officer will sign the purchase order. In block 9 of the DD 1155, the words“Ship’s Post Office” will be entered.c. A Public Voucher for Purchases and Services other than Personal, Standard Form(SF) 1034, will be prepared charging the Navy Working Capital Fund. The SF1034 will beapproved by the senior supply officer. The Sales Officer will give the Disbursing Officer thefollowing:(1) Original and one copy of the DD 1155.(2) Original and all copies of the SF 1034.d. The Disbursing Officer will make the payment in cash and transfer the value to theship’s store Navy Cash merchant card for payment of the stamps.e. The Sales Officer will go to the Postal Petty Officer (PPO) and use the ship’s storeNavy Cash merchant card to pay for the stamps. The PPO will then issue the stamps to S-3. Onecopy of the DD 1155 and the SF 1034 are required for accounting purposes and to maintainaccountability. Both will be filed in the AO File.3. Returns from Customers. There are no refunds for stamps.4. Effect on Financial Operations. Each book of stamps represents a zero percent profitmargin because the cost price and retail price are the same. When combined with total storesales, the sale of stamps should not measurably affect the overall gross profit of an operation.5. Receipt and Processing of Stamps into S-3. The Sales Officer will follow the proceduresoutlined in NAVSUP P487, Chapter 5, when receiving stamps from the PPO.6. Mandatory Price Increases. If there is an increase in postage rates, the Sales Officer willpurchase “make-up stamps” from the PPO in accordance with NAVSUP P487, paragraph 3401,to bundle and sell with the current on-hand inventory. A stock record card will be created and the“make up stamps” will be assigned to department P-1. Bundled stamp booklets will be depletedbefore new booklets with the new price are purchased.7. Security of Stamps. Ship’s store operators are responsible to the Sales Officer for stampinventory and sales conducted in the ships store. Operators will exercise care and diligence in allsales transactions. Stamp booklets will be kept in a secure location, and only the ship’s storeoperator(s) will have access during the working hours of the ship’s store.NC SOP Ver 1.12 x-Appendices.doc M-1 17-Aug-07