Forms Quick Reference Guide



Forms Quick Reference Guide

|Form |Form Title |Shared Services Instructions |

|Number | | |

|17 |Stamp Requisition/ |Send to SDO/SDN as specified in F-1 for stock returned/shipped or submitted for |

| |Stamp Return |destruction. Keep office copies as required. Do not send to the USPS Scanning and |

| | |Imaging Center. |

|17-TX |Accountable Items Returned Stamp |Form will be eliminated and replaced with Form 17. Do not send to the Scanning and |

| |Distribution Network |Imaging Center. |

|178 |Specific Travel Order – Relocation & |The gaining office mails the completed Form 178, approved by the local PCES manager, |

| |Relocation Agreement |with the corresponding Form 8059, to Relocation Management Section, 2700 Campus Dr, |

| | |San Mateo, CA 94497-9400. |

|571 |Discrepancy of $100 or More in Financial |Follow distribution instructions on the form or local policy. Do not send to the |

| |Responsibility |Scanning and Imaging Center. |

|834/835 |Originating Register/COD Mail Report |Send survey form at the close of each postal quarter to District Statistical Programs|

| | |Office. Do not send to the Scanning and Imaging Center. |

|1011 |Travel Advance Request and Itinerary |Mail completed Form 1011 for bargaining unit employees to the Scanning and Imaging |

| |Schedule |Center. Form requires manager approval. See F-15, Appendix C. |

|1012 |Travel Voucher |Employees claiming reimbursement for travel expenses using Form 1012 must use |

| | |eTravel. Do not submit Form 1012 to the Scanning and Imaging Center. See F-15. |

|1164 |Claim for Reimbursement |Employees claim for reimbursement for travel expenses using Form 1164 must use |

| | |eTravel. Do not send to the Scanning and Imaging Center. See F-15. |

|1164-A |Claim for Reimbursement for Postal |Mail completed Form 1164A to the Scanning and Imaging Center. Requires manager |

| |Supervisors |approval. See F-15. |

|1221 |Advanced Sick Leave Authorization |Mail completed Form 1221 to the Scanning and Imaging Center. Requires approval by |

| | |installation head. |

|1270 |Idea Proposal |Mail completed Form 1270 to the Scanning and Imaging Center. |

|1312 |Local Transportation Payments |Pay locally. Do not send to the Scanning and Imaging Center. |

|1412-A |Daily Financial Report |Used for MOVES or as back-up for POS and IRT sites. Keep Form 1412-A in the local |

| | |office. Do not send to the Scanning and Imaging Center. |

|1412-B |Daily Financial Report: Sport Offices |Used for daily financial reporting through the MDCD scanner. Keep Form 1412-B in the |

| | |local office. Do not send to the Scanning and Imaging Center. |

|1538 |Box Rent Receipt |Keep in local office. Host post office keeps the duplicate copy from each contract |

| | |station. Do not send to the Scanning and Imaging Center. |

|1555 |Statement of Account (final) |Mail final form to IT/ASC, Attn.: Accounting Reconciliation Branch, 2825 Lone Oak |

| | |Parkway, Eagan, MN 55121-9671. |

|Form |Form Title |Shared Services Instructions |

|Number | | |

|1556 |Suspense Items Support Information |Eliminated with implementation of SAFR. |

|1608 |Emergency Salary Authorization and |Form 1608 when used for non-grievance hours adjustment advances will be mailed to the|

| |Receipt |Scanning and Imaging Center along with Form 2240 or Form 2240-R. If the revised |

| | |version of Form 2240 with Salary Advance information appearing on the top of the form|

| | |is available, submit this form to the Scanning and Imaging Center instead of Form |

| | |1608 and older versions of Form 2240. File locally when Form 1608 is issued for a |

| | |lost/missing salary check. |

|1782 |Training Request and Authorization |Send completed Form 1782 to Accounting Service Center, 2700 Campus Dr., San Mateo, CA|

| | |94497-9431. Do not send to the Scanning and Imaging Center. This procedure has not |

| | |changed. |

|1839 |Payment Record for Carrier Drive Out |Mail completed and approved Form 1839 to the Scanning and Imaging Center. |

| |Agreements | |

|1902 |Justification for Billing Accounts |Mail completed and approved Form 1902 to the Scanning and Imaging Center. |

| |Receivable | |

|1908 |Financial Adjustment Memorandum |Maintain locally to support employee trust and suspense items. |

|2130 |Claim for Loss |Send completed Form 2130 to the District Manager Finance for adjudication. Do not |

| | |send to the Scanning and Imaging Center. |

|2131 |Uncollectible Check Report |Following migration the form will no longer be used in the field. |

|2198 |Tort Claim |· Claims Adjudicated by District Tort Claims Coordinator: submit 8230 to the Scanning|

| | |and Imaging Center; if the payment amount is greater than $5,000, attach a copy of |

| | |the Law Department authorization letter. Retain all supporting documentation |

| | |according to current guidelines. |

| | |· Claims between $5,000 and $50,000 (and Denial for Claims under $5,000): Form 8230 |

| | |is not required. Submit Form 2198 and supporting documentation to: |

| | |USPS ASC |

| | |Tort Claims Processing |

| | |PO Box 80471 |

| | |St. Louis, MO 63180-9471 |

| | |· Above $50,000: Form 8230 is not required. Continue submitting to National Tort |

| | |Claim Center, via your District Tort Claims Coordinator. |

|2240 |Pay, Leave, or Other Hours Adjustment |Supervisors/Postmasters in TACS offices enter non-grievance adjustments via the TACS |

| |Request |adjustment module-AdjustPay (within 14 pay periods of current period). Mail all |

| | |others with any required support records to the Scanning and Imaging Center. Requires|

| | |supervisor and employee signature. |

|2240-R |Rural Pay or Leave Adjustment Request |Mail completed Form 2240-R to the Scanning and Imaging Center. A copy of the original|

| | |time card may be included. Do not send the original time card. Requires supervisor |

| | |and employee signature. |

|2944 |Receipt for Customs Duty Mail |Keep Form 2944 in local office. Do not send to the Scanning Imaging Center. |

|3036 |Record of Stamp Stock Requisitions |Eliminated. |

|3083 |Trust Accounts Receipts and Withdrawals |Keep Form 3083 in local office. Do not send to the Scanning and Imaging Center. |

|3176 |Bank Transaction Record |Eliminated with implementation of SAFR. |

|3210 |Interim Receipt for Stamp Stock |Eliminated with implementation of SAFR. |

| |Redemption | |

|3236 |Uniform Allowance Cap Disbursements |Pay locally. Do not send to the Scanning and Imaging Center. |

|3238 |Stamp & Stamp Paper Destruction |Eliminated. Replaced with revised Form 17 with implementation of SAFR. |

| |Certificate | |

|3239 |Payroll Deduction Authorization to |Mail completed and approved Form 3239 to the |

| |Liquidate Postal Service Indebtedness |Scanning and Imaging Center. Include invoice number on Form 3239. |

|3293 |Retail Vending Credit Examination |File completed form in the record of stamp credits. Do not send to the Scanning and |

| | |Imaging Center. |

|3294-C |Cash Credit Count and Summary |File completed form in the record of stamp credits. Do not send to the Scanning and |

| | |Imaging Center. |

|3294-P |Cash and Stamp Stock Count and Summary |File completed form in the record of stamp credits. Do not send to the Scanning and |

| | |Imaging Center. |

|3309 |Advice of Shipment |Eliminated with implementation of SAFR. |

|CF 3419-A |Customs Clearance Entry Form |Units transmitting an electronic 1412 via POS ONE, IRT will retain the form locally. |

| | |After the close of the reporting period, submit all Customs Forms 3419-A to U.S. |

| | |Customs Service, Mail Entry Team, 6026 Lakeside Blvd., Indianapolis, IN 46278-1998. |

| | |All manual reporting post offices, including MOVES sites, will submit Form 3419A |

| | |Customs Tag, Form 2932 Customs Collection Summary and payment to the customs agency |

| | |daily at: US Customs Service, PO Box 360840, Pittsburgh, PA 15250-6840. Do not send |

| | |to the Scanning and Imaging Center. |

|3533 |Application and Voucher for Refund of |Local refunds are not to exceed $500. For refunds greater than $500 and units without|

| |Postage, Fees and Services |payment capability, mail completed Form 3533 to the Scanning and Imaging Center. |

| | |Destroy spoiled meter strips and certify their destruction prior to submission of the|

| | |form. For local refund payments, enter AIC 100 and the corresponding refund AIC on PS|

| | |1412. For refunds processed through the USPS Scanning and Imaging Center (> $500), |

| | |enter AIC 280 and the corresponding refund AIC on PS 1412. |

| | |NOTE: Do not submit refunds for PVI or Dinero Seguro to the Scanning and Imaging |

| | |Center. These refunds will be paid locally regardless of refund amount. Retain |

| | |documentation locally. |

|3601-C |Postage Meter Activity Report |Mail completed Form 3601-C to the Scanning and Imaging Center for withdrawals of any |

| | |manually-set customer meters and any Postalia or Hasler CMRS customer meters. Retain |

| | |Form 3601-C in office records for all Neopost and Pitney Bowes CMRS meters and for |

| | |all meter installations and transfers. See policy on Postage Meter Refunds. For |

| | |detailed information on OMAS meters, see the Transition section at the front of this |

| | |guide. |

|3602-PO |Postage Collected Through Post Office |Retained at local office. Usage will be reconciled daily against AIC 110 balance on |

| |Meter |1412. |

|3603 |Receipt for Postage Meter |Forward manually prepared forms for manually set customer meters (settings and |

| |Settings |examinations) to: USPS, Eagan IT/ASC, Postage Meters Team, 2825 Lone Oak Pkwy, Eagan,|

| | |MN 55121-9210. Do not send to the Scanning and Imaging Center. For OMAS manually set |

| | |meters, submit a copy of Form 3603 in an OMAS batch report for weekly input to the |

| | |Scanning and Imaging Center. For detailed information on OMAS meters, see the |

| | |Transition section at the front of this guide. |

|3610 |Record of Meter Settings |Only used for recording OMAS meters. Retain Form 3610 in local office for |

| | |manually-set OMAS meters. Do not send to the Scanning and Imaging Center. |

|3613 |Refunds from Advance Deposit Account |Eliminated. Use Form 3533 for all refunds. |

|3634-G |Transferring Postage to or Canceling |For OMAS manually set meters, submit a copy of Form 3634-G in an OMAS batch report |

| |Penalty Mail Postage |for weekly input to the Scanning and Imaging Center. |

|3637-G |Batch Header for Official Mail |Mail completed OMAS batch header and supporting forms, e.g. 3634-G, to the Scanning |

| | |and Imaging Center. Retail unit reporting period for submission of batches to the |

| | |Scanning and Imaging Center ends on Friday of week 3 of each accounting period. |

|3958 |Main & Reserved Stock Transaction Record |Keep Form 3958 in local office. Do not send to the Scanning and Imaging Center. |

|3959 |Stamp Stock Recap |Eliminated with implementation of SAFR. |

|3970-T |Donated Leave Transfer |Mail completed Form 3970-T to the Scanning and Imaging Center. |

|5006 |Dinero Seguro Payment Order Application |Keep at local unit. Do not send to the Scanning and Imaging Center. |

|6401 |Money Order Inquiry |Send to St. Louis Accounting Service Center. See instructions on the form. The form |

| | |will be revised for submission to the Scanning and Imaging Center. |

|7355 |Cleaning Agreement |For agreements with a 1 year or longer term, payments must be processed by the St. |

| | |Louis ASC. See procedures in Policy and Procedure section. |

|7381 |Requisition for Supplies, Services, or |Keep approved Form 7381 locally with supporting supply receipt documentation. Do not |

| |Equipment |send to the Scanning and Imaging Center. |

|8038/8039 |Back Pay and Lump Sum Awards |Mail approved forms and supporting documents to the Eagan ASC. Manager Human |

| | |Resources approval is required. |

|8059 |Request for Relocation Management Firm |The gaining office mails the completed Form 8059, approved by the local PCES manager,|

| |(RMF) Service |with the corresponding Form 178, to the Relocation Management Section, 2700 Campus |

| | |Dr, San Mateo, CA 94497-9400. |

|8105-A |Funds Transaction Transfer Report |Mail completed form to St Louis Accounting Service Center daily. See instructions on |

|8105-B |Suspicious Transaction Report |the form. |

|8127 |Rural Carrier Supplemental Payment |Mail completed Form 8127 to the Scanning and Imaging Center. Requires approval by |

| | |Operations Programs Support. See Policies and Procedures section. |

|8230 |Authorization for Payment |Complete the payment authorization form to pay all invoices for supplies and |

| | |services, OSHA Payments, and applicable tort claims. Mail the completed form and |

| | |original invoice/required documentation to the Scanning and Imaging Center. |

| | |Instructions for properly completing the PS 8230 are provided on pages 154 and |

| | |154.01. No entries are to be made to the 1412. |

|8231 |Vendor Payment 1099 Reporting Form |Complete 8231 for one time emergency or sole source payments via cash or money order |

| | |for services. Mail completed form to the Scanning and Imaging Center the same day |

| | |payment is made. Proper entries must be made to 1412. |

|8232-X |Payment for Personal Services Contracts |Certifying officials must fax (the front only of) the properly completed form with a |

| | |fax cover sheet and the supporting invoice to the Scanning and Imaging Center at |

| | |608-741-4969 no later than COB Friday of week two of the pay period. The original |

| | |form 8232-X and supporting documentation must be filed locally and retained for 90 |

| | |days. |

|N/A |Request for Incentive Payment and/or USPS|Send the completed request to the District Finance Office for verification. The |

| |Waiver Offer for Purchase of Right-Hand |District Finance Office mails completed forms and supporting documentation to the |

| |Drive Vehicles |Scanning and Imaging Center. |

|N/A |Debit/Credit Card Chargeback/Retrieval |Upon request from Shared Services, fax debit/credit receipts to (651) 406-3847. |

| |Requests | |

|N/A |International Reply Coupons |Send to SDO/SSC supported by Form 17. SDO/SSC will consolidate the coupons and |

| | |forward to the Eagan ASC. Do not send to the Scanning and Imaging Center. |

|N/A |Miscellaneous Correspondence |Mail miscellaneous correspondence pertaining to Shared Services/Accounting to the |

| | |Scanning and Imaging Center. |

|N/A |Money Order Vouchers |Manually reporting units send money order vouchers directly to St. Louis Accounting |

| | |Service Center no later than Monday of each week; Tuesday if Monday is a holiday; |

| | |SPORT offices must retain the vouchers locally for 1 year. |

|N/A |MO Post Audit Request |Eliminated. |

|Form |Form Title |Shared Services Instructions |

|Number | | |

|N/A |Proof of Trust Accounts |Eliminated. |

|N/A |1099 Vendor Reporting Log |Following migration to SS/A, send the log for the prior quarter to the Scanning and |

| | |Imaging Center. Subsequent payments for 1099 reportable expenses must be reported on |

| | |PS Form 8231. Effective June 1, 2003, each post office utilizing contract cleaners |

| | |should refer to page 51 for applicable procedures. |

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