SF 1219 Handout 2 - SSI Learning Resource Center



UNITED STATES ARMYFINANCE AND COMPTROLLER SCHOOL36B40 SLCU.S. ARMY SOLDIER SUPPORT INSTITUTEStudent Handout # 2FORPrepare Disbursing Statements of Accountability STUDENT HANDOUTIdentify disbursing terms, forms, and ledgers.Disbursing Terms. Some of the more common terms used in the disbursing section are listed in the following paragraphs. These will help you to understand the concepts that will be discussed later.Negotiable Instrument. One of a variety of instruments used to disburse or receive cash. This can be a personal check, U.S. Treasury check, business check, bank draft, money order, traveler’s check, food stamps, or military payment certificates. Disbursement. A disbursement is money paid to a soldier, DoD civilian, or a vendor for goods furnished or services rendered. A disbursement takes money from your personal care and consequently decreases total cash accountability.Collection. A collection is an acquisition of money due to the United States by a soldier, DoD civilian, or a vendor. In this transaction you are receiving money, thus increasing your total cash accountability.Accommodation Exchange Transaction. This is the exchange of U.S. dollars (or U.S. dollar negotiable instruments) for foreign currency. In this type of transaction you are exchanging something of equal value, therefore an exchange transaction has no effect on total cash accountability.Check for Cash (CC). A negotiable instrument typed up by the Accounts Branch, which is exchanged for cash between a customer and a cashier or used to obtain cash at an authorized bank by a deputy or disbursing agent. This transaction is not unlike writing a personal check out to “Cash”.Uncollectible Check (UC). A negotiable instrument which has been returned due to insufficient funds in the presenter’s account. Disbursing Forms. Some of the more common forms used throughout the Disbursing Section are listed in the following paragraphs. Becoming familiar with them is necessary in order to maintain proper accountability.Advances and Returns. These documents are used “in house” to properly account for the transfer of all accountable items between the DO and agents or between agents. DD Form 1081, Statement of Agent Officer’s Account. This form is initiated when accountable funds or documents are advanced or returned to or from the DO and any agent officer (deputies, agents, cashiers, paying agents, and collection agents).Internal Receipt for Cash (rarely used with the advent of DDS). This is a locally designed document. It is prepared on an as needed basis in order to obtain or return accountable items (i.e., U.S. currency, foreign currency, and negotiable instruments). All currency is listed by denomination. It is used in conjunction with the DD Form 1081.Collection Vouchers. A properly prepared collection voucher gives DOs or their agents authority to collect moneys due the U.S. It is imperative that they contain complete and accurate data. Some of the more common collection vouchers are as follows:DD Form 707, Report of Deposits. This form is utilized by dining facilities when a cash turn-in is made.SF 1098, Schedule of Canceled and Undeliverable Checks. Complete this form when a check issued by an authorized disbursing agent is returned to that agent as undeliverable or if the check issued is canceled.DD Form 1131, Cash Collection Voucher. This form is used for all collections made that do not require the use of one of the above two forms. The DD Form 1131 is also used when a gain on foreign currency revaluation is realized.Collection Voucher Data. All collection vouchers must contain the following minimum essential data:Accounting Classification. Each collection shall be coded with a complete accounting classification and country code (when applicable). More than one accounting classification may be charged on the same voucher. Entries in accounting records are always in U.S. dollars (i.e., on foreign currency collections, the amount of foreign currency and the conversion rate to U.S. dollars must be cited).Amount to be Collected. The total amount to be collected must be shown in the total block on the collection voucher. The amount cannot be changed or altered in any way.Signature. A certifying officer’s signature must be in the DO’s signature block (verify this signature against the DD Form 577, Signature Card). Voucher Number and Date. The date of preparation and the voucher number must be in the blocks provided on the collection voucher.Remitter. The correct remitter, either an individual or an organization, must be in the space provided. In the case of an individual soldier, the correct Social Security Number (SSN) must be cited.Disbursement Vouchers. A properly prepared disbursement voucher gives DOs or their agents authority to make payment of a government obligation. It is imperative that the vouchers contain complete and accurate data. Some of the more common disbursement vouchers are as follows:DA Form 7003, Payment Authorization. This form is used for all advance, casual, continuation, partial, bonus, separation, and reenlistment payments.SF 1049, Public Voucher for Refunds. This form is used to refund overpayments made to the government by individuals or organizations. SF 1034, Public Voucher for Purchases and Services Other than Personal. This form is used to make payments to individuals or organizations for services provided. It is also used to reimburse claims made against the government. The SF 1034 is also used when a loss on foreign currency revaluation is realized.DD Form 1351, Travel Voucher. This form is used to make payments to individuals for travel to be performed. It is an advance and must be settled at a later time.DD Form 1351-2, Travel Settlement Voucher. This form is used to make payments to individuals for official travel performed.Disbursement Voucher Data. All disbursement vouchers must contain the following minimum essential data:Voucher Heading and Date. This area includes the complete name and mailing address of the paying office, the date of preparation, the voucher number, and the information required in the “Paid By” block.Accounting Classification. Each payment shall be coded with a complete accounting classification and country code (when applicable). More than one accounting classification may be charged on the same voucher. Entries in accounting records are always in U.S. dollars (i.e., on foreign currency disbursements, the amount of foreign currency and the conversion rate to U.S. dollars must be cited).Amount to be Disbursed. The total amount to be disbursed must be shown in the correct block on the disbursement voucher. The amount cannot be changed or altered in any way.Method of Disbursement. In the space provided on the voucher, annotation as to whether the disbursement was made by Electronic Fund Transfer (EFT), Treasury check, cash, or as a voucher for transfer.Payee. The correct payee, either an individual or an organization, must be in the space provided. In the case of an individual, the correct Social Security Number (SSN) must be cited.Signatures. A certifying officer’s signature must be in the approved for payment block (verify this signature against the DD Form 577, Signature Card). The payee must sign the voucher in the presence of the disburser prior to payment being made (verify this signature against the payee’s identification card).Other Disbursing Forms. There are three other forms used to account for disbursing office transactions. They are the DD Form 2664, Currency Exchange Record; OF 1017-G, Journal Voucher; and the SF 215, Deposit Ticket. DD Form 2664, Currency Exchange Record. All DOs and agent officers making foreign currency accommodation exchanges maintain the Currency Exchange Record. It is maintained on a daily basis to ensure that set limitations are being efficiently implemented and to serve as an audit trail of the exchange transactions. It is also maintained for all other exchanges (i.e., personal check for U.S. currency).OF 1017-G, Journal Voucher. The Journal Voucher is used to adjust the DO’s accountability for any irregularities that may occur; such as a loss of funds. For a loss of funds, the Journal Voucher is an accounting record of the move from physical on-hand accountability to a loss of funds account.SF 215, Deposit Ticket. The Deposit Ticket is used when depositing funds (e.g., cash, negotiable instruments) for credit to the DO’s account.Disbursing Ledgers. Properly prepared ledgers provide the DO or their agents an accurate accounting of all currency and negotiable instruments for which accountable. It is imperative that they contain complete and accurate data. These ledgers account for all negotiable instruments held by the disbursing officer such as, U. S. currency, foreign currency, and U. S. Treasury checks.U.S. Currency Vault Ledger. This automated ledger shows by denomination all U.S. currency on hand in the accountable officer’s vault at any given moment. Any time currency is placed in to or removed from the vault, an entry must be made in the ledger. The entry must contain, at a minimum, the date of the transaction, the reason for the transaction, the total amount of each denomination affected, and the cumulative total in the vault. This ledger also contains a column for negotiable items. Foreign Currency Vault Ledger. This automated ledger is used in the same way as the U.S. Currency Vault Ledger, except that it does not account for any negotiable instruments.Check Register. This automated ledger shows all checks issued (When a check is issued, the accountable officer’s accountability increases). Any time a check is issued, an entry must be made in this register. The entry must contain, at a minimum, the date of issue, the check number, the reason for issuance, the amount, and the cumulative total of all checks issued.Overview of the DD Form 2665, Daily Agent Accountability Summary.Concept. All DOs are considered to be agents to the Treasury Department. Each DO is accountable to the Treasury for all cash items in his or her possession. There are three forms used by the DO and his/her accountable officials to account for all public funds under the responsibility of the DO. The DD Form 2665, Daily Agent Accountability Summary, is the official daily statement of accountability for all agents. This form contains most of the daily cash transactions since most cash transactions are performed by deputy DOs, disbursing agents, paying agents, collection agents, and cashiers. The DD Form 2665 is the first statement completed. Once completed, it is turned in to the DO. The DD Form 2657, Daily Statement of Accountability, is the DO’s official daily statement of accountability. (The DD Form 2657 will be discussed in depth in a later lesson plan.) The DO consolidates all the DD Forms 2665 from the agents onto one DD Form 2657. This process is done daily.The SF 1219, Statement of Accountability, is the DO’s official monthly statement of accountability. (The SF 1219 will be discussed in depth in a later lesson plan.) Agents do not maintain a monthly statement. On the last business day of the month, the DO consolidates all the DD Forms 2657 onto one SF 1219. The SF 1219 is then forwarded to the Treasury. NOTE: Refer to the DD Form 2665, Daily Agent Accountability Summary and the DD Form 2665 Cashier Worksheet found on pages 6 through 8 of this handout. General Information. Each deputy, agent, and cashier are required to prepare a DD Form 2665 daily. It is their prescribed daily accountability document. The form summarizes all their transactions for each business day. The DD Form 2665 is prepared in an original only. It is a permanent record and will be either typed or printed with indelible ink.The DD Form 2665 is a stand-alone document that provides a complete picture of the deputy, agent, or cashier’s accountability from day to day. In order for it to provide a continuous picture, the first DD Form 2665 prepared after receipt of an advance shall show the advance, and the last DD Form 2665 prepared up to the time of a turn-in shall show the turn-in to the DO.A turn-in should not be accomplished in the middle of a business day. However, if this is done, a DD Form 2665 will be prepared up to the time of the turn-in and include the turn-in, and another DD Form 2665 prepared for that portion of the business day following the turn-in.All deputies, agents, and cashiers are required to submit the DD Form 2665 to the DO (or agent, if applicable) daily. A DD Form 1081 (Statement of Agent Officer’s Account) is submitted with the DD Form 2665 as a summary of all cash transactions, receipt for cash, and vouchers being turned in.The DO (or agent) is required to balance all deputies, agents, and cashiers daily, using the DD Forms 2665 and 1081.Section I, Summary of Daily Accountability.This section summarizes all transactions affecting the cash accountability of the agent (e.g., deputy, agent, or cashier) since the last turn-in to the principal (e.g., DO, deputy DO, or disbursing agent).It also reflects both daily and cumulative balances to date since the last turn-in to the principal.The cumulative totals are only the amounts since the last turn-in to the principal. They are not the totals for the entire accounting period.Section II, Distribution of Agent Accountability.This section shows the make-up of all the items for which the agent is accountable to the principal.It also records all items turned in to the principal.Section III, Location of Cash/Negotiable Instruments. This section shows the value of all accountable items and where they are located.Section IV, Memorandum Agent Accountability.This section is for memorandum type information that is not officially a part of the agent’s accountability data.It is completed at the DOs option. If the DO has no preference, then the agent has the option of whether or not to complete this section.DAILY AGENT ACCOUNTABILITY SUMMARY1. DATESECTION I – SUMMARY OF DAILY ACCOUNTABILITY TRANSACTIONSa. LINE NO.b. DESCRIPTIONc. TODAYd. CUMULATIVE1.ACCOUNTABILITY – Beginning of Day2.INADVANCESa. Cash b. Prepositioned Checksc. Other 3.CVOUCHERED COLLECTIONS4.RETREASURY CHECK ISSUESa. Voucheredb. Other5.ATRANSFERS FROM OTHER DISBURSING OFFICERS6.SEXCHANGE GAIN ACCUMULATIONS7.EOTHER (Explain)8.STOTAL INCREASES9.GROSS ACCOUNTABILITY 10.DETRANSFERS TO OTHER DISBURSING OFFICERS11.CREXCHANGE LOSS ACCUMULATIONS12.EAOTHER (Explain)13.SRETURNS TO a. Paid Vouchers b. Deposit Tickets EPRINCIPALc. Other Returns (Explain) 14.STOTAL DECREASES15.ACCOUNTABILITY - ENDINGSECTION II – DISTRIBUTION OF AGENT ACCOUNTABILITY a. LINEb. ELEMENT OF ACCOUNTABILITYc. ACCOUNTABILITY BEFORE TRANSFERSd. RETURNS TO PRINCIPALACCOUNTABILITY AFTER TRANSFERS16.LIMITED DEPOSITORYUNITSRATE17.CASH ON HAND (U.S.)18.CASH ON HANDa. ACCOMODATIONUNITS RATE (Foreign)b. OPERATINGUNITSRATE19.PREPOSITIONED TREASURY CHECKS20.NEGOTIABLE INSTRUMENTS (U.S.)21.NEGOTIABLE INSTRUMENTS (Foreign)UNITSRATE22.MILITARY PAYMENT CERTIFICATES23.PAID VOUCHERS24.FUNDS IN TRANSIT25.FUNDS WITH SUBAGENTS26.DEPOSIT TICKETS (not LDA)27.DISHONORED CHECKS RECEIVABLE28.CHECK OVERDRAFTS RECEIVABLE29.LOSS OF FUNDS30.DEFERRED VOUCHERS31.OTHER (Explain)32.TOTAL AGENT ACCOUNTABILITYSECTION III – DISTRIBUTION OF AGENT ACCOUNTABILITY a. LINEb. LOCATIONc. CASH (Foreign Units)d. CASH (U.S.)PREPOSITIONED CHECKS MILITARY PAYMENT CERTIFICATESg. OTHER33.AGENT34.DEPUTY AGENT35.CASHIER36.OTHER (Specify)37.TOTALS2. NAME OF AGENT (Type or Print)3. ADDRESS OF AGENT (Type or Print)4. SIGNATURE OF AGENT “FOR INSTRUCTIONAL PURPOSES ONLY”DD Form 2665, AUG 93 REPLACES DA FORM 3924, AUG 87, NAVCOMPT FORM 379, DEC 65, USAPPCV1.00AND AF FORM 1372, AUG 81, WHICH ARE OBSOLETESECTION IV – MEMORANDUM AGENT ACCOUNTABILITY(38) DEPOSIT TICKETS ON HANDNUMBERAMOUNTNUMBERAMOUNTNUMBERAMOUNTNUMBERAMOUNT(39) PAID VOUCHERS ON HANDTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUNOT USEDDUPLICATEDVOIDED(40) COLLECTION VOUCHERS ON HANDTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUNOT USEDDUPLICATEDVOIDED(41) VOUCHERS RETURNED FOR CORRECTION (ON HAND)PAID VOUCHERSCOLLECTION VOUCHERS(42) TREASURY CHECK STOCK ON HANDSERIESSERIESCONTROL STOCKTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRUTHRU(43) AGENT REMARKSREVERSE OF DD FORM 2665, AUG 93 (BACK) USAPPCV1.00FOR INSTRUCTIONAL PURPOSES ONLYDD FORM 2665 WORKSHEET (CASHIER w/o Vault Ledgers)DATEITEMU. S. CURRENCYFOREIGN CURRENCYNEGOTIABLE INSTRUMENTS (EXPLAIN)TOTALSBEGINNING BALANCEVAULT ADVANCESCOLLECTIONSGROSS ACCOUNTABILITYDISBURSEMENTSVAULT RETURNSENDING ACCOUNTABILITY BEFORE EXCHANGESADDINCOMING BY EXCHANGESUBTRACTOUTGOING BY EXCHANGEENDING ACCOUNTABILITY“FOR INSTRUCTIONAL PURPOSES ONLY” ................
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