Podcast
Questions and Answers
What is the maximum duration for limiting DO foreign currency holdings in a safe or vault?
What is the maximum duration for limiting DO foreign currency holdings in a safe or vault?
On which form should the balance held in custody accounts be reported?
On which form should the balance held in custody accounts be reported?
Who is authorized to approve CHAs for DOs and their equivalents?
Who is authorized to approve CHAs for DOs and their equivalents?
What is the preferred method for paying advanced housing allowance?
What is the preferred method for paying advanced housing allowance?
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If a DO cannot collect funds due to workload, how can they arrange for delivery?
If a DO cannot collect funds due to workload, how can they arrange for delivery?
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When do DOs on board naval vessels make a deposit before leaving port?
When do DOs on board naval vessels make a deposit before leaving port?
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What is the next most preferred method of depositing cash if in-person deposit is impracticable at an authorized TGA?
What is the next most preferred method of depositing cash if in-person deposit is impracticable at an authorized TGA?
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How should cash be packaged if it must be mailed?
How should cash be packaged if it must be mailed?
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Which line of the DD 2657 should the total deposits for the business day be entered?
Which line of the DD 2657 should the total deposits for the business day be entered?
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What action should be taken if a DO does not receive confirmation of a deposit?
What action should be taken if a DO does not receive confirmation of a deposit?
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What is the daily maximum limit for funds transfers from a bank or credit union account?
What is the daily maximum limit for funds transfers from a bank or credit union account?
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What is the standard ACH transfer limit for merchants who settle to bank or credit union accounts?
What is the standard ACH transfer limit for merchants who settle to bank or credit union accounts?
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What should be enclosed with the Navy Cash Equipment Transfer letter?
What should be enclosed with the Navy Cash Equipment Transfer letter?
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What must be done with Visitor cards before leaving the ship?
What must be done with Visitor cards before leaving the ship?
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What is the standard closed-loop limit for loading or debiting?
What is the standard closed-loop limit for loading or debiting?
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Who is responsible for maintaining the stock of Navy Cash instant issue and visitor cards?
Who is responsible for maintaining the stock of Navy Cash instant issue and visitor cards?
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What happens to expired Navy Cash cards or those expiring in 90 days?
What happens to expired Navy Cash cards or those expiring in 90 days?
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Who can modify the closed-loop load and debit and ACH transfer limits for individual cardholders?
Who can modify the closed-loop load and debit and ACH transfer limits for individual cardholders?
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What is the maximum timeframe to adjust an erroneous transaction after submission?
What is the maximum timeframe to adjust an erroneous transaction after submission?
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Which platform transmits transaction information to the Treasury?
Which platform transmits transaction information to the Treasury?
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What is the main function of Pay.gov?
What is the main function of Pay.gov?
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What application processes all physically received cash deposit transactions?
What application processes all physically received cash deposit transactions?
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What should be sent to DFAS-IN/JJFKCB to maintain in the DO's files?
What should be sent to DFAS-IN/JJFKCB to maintain in the DO's files?
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What information must Block 6 of the OTCnet deposit ticket identify?
What information must Block 6 of the OTCnet deposit ticket identify?
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What section of the appointing DD 577 is used to terminate appointments?
What section of the appointing DD 577 is used to terminate appointments?
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What form should be used to verify all other documents during the transfer of accountability?
What form should be used to verify all other documents during the transfer of accountability?
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What is the maximum threshold for agencies to deposit receipts on the same business day?
What is the maximum threshold for agencies to deposit receipts on the same business day?
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What must the final statement of accountability indicate on its top?
What must the final statement of accountability indicate on its top?
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By which day of the week must agencies make deposits, regardless of the amount accumulated?
By which day of the week must agencies make deposits, regardless of the amount accumulated?
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How many official signature specimens are required if the incoming DO has never had one?
How many official signature specimens are required if the incoming DO has never had one?
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What must be done with scanned negotiable instruments in OTCnet after verification?
What must be done with scanned negotiable instruments in OTCnet after verification?
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What should the DDO submit in the name of the DO?
What should the DDO submit in the name of the DO?
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What do you do with remaining blank check stock?
What do you do with remaining blank check stock?
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What form must be prepared and submitted covering the specified period?
What form must be prepared and submitted covering the specified period?
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Which forms must the DO record the amount of the loss on?
Which forms must the DO record the amount of the loss on?
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How soon can a cardholder utilize their Navy Cash card after activation?
How soon can a cardholder utilize their Navy Cash card after activation?
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Who is responsible for maintaining a stock of Navy Cash cards?
Who is responsible for maintaining a stock of Navy Cash cards?
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What should be done if the Healthcheck tool shows a 'FAIL' status?
What should be done if the Healthcheck tool shows a 'FAIL' status?
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What code indicates that ACH privileges on the account were deliberately blocked?
What code indicates that ACH privileges on the account were deliberately blocked?
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How often should the negative balance report be reviewed and managed?
How often should the negative balance report be reviewed and managed?
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Which action will automatically be performed if an ACH transaction is returned for NSF?
Which action will automatically be performed if an ACH transaction is returned for NSF?
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What is the maximum time prior to a cardholder's departure that split pay must be stopped?
What is the maximum time prior to a cardholder's departure that split pay must be stopped?
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Who is responsible for performing a surprise verification of a Disbursing Officer's cash and other assets at least once during each calendar quarter?
Who is responsible for performing a surprise verification of a Disbursing Officer's cash and other assets at least once during each calendar quarter?
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How many days prior to a scheduled deployment should one contact local NCFSG for pre-deployment guidance?
How many days prior to a scheduled deployment should one contact local NCFSG for pre-deployment guidance?
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What must individual cardholders complete to enroll in the Navy Cash program for personal use?
What must individual cardholders complete to enroll in the Navy Cash program for personal use?
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What is the required time frame for Navy Cash system admin passwords to be changed?
What is the required time frame for Navy Cash system admin passwords to be changed?
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Within how many days before discharge must the NCAO/Disbursing Officer resolve negative balances for cardholders?
Within how many days before discharge must the NCAO/Disbursing Officer resolve negative balances for cardholders?
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What should be posted to a member's military pay account if they have a negative balance and are within the final 30 days of discharge?
What should be posted to a member's military pay account if they have a negative balance and are within the final 30 days of discharge?
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What is the maximum amount that can be loaded on or debited from the closed loop for all other Accountable Officials?
What is the maximum amount that can be loaded on or debited from the closed loop for all other Accountable Officials?
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How often should passwords for access to the Disbursing Application be changed?
How often should passwords for access to the Disbursing Application be changed?
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What is the required number of official signature specimens if the incoming disbursing officer has never had one?
What is the required number of official signature specimens if the incoming disbursing officer has never had one?
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Upon the commencement of disbursing duties, what must a new disbursing officer prepare regarding check ranges?
Upon the commencement of disbursing duties, what must a new disbursing officer prepare regarding check ranges?
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What should the final statement of accountability be marked with at the top?
What should the final statement of accountability be marked with at the top?
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When a disbursing officer dies or is incapacitated, which position may continue to disburse under the accounts?
When a disbursing officer dies or is incapacitated, which position may continue to disburse under the accounts?
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What must be prepared and submitted as 'FINAL' covering a specific period?
What must be prepared and submitted as 'FINAL' covering a specific period?
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What document is sent to DFAS-IN/JJFKCB to inform about the deactivation of a disbursing office?
What document is sent to DFAS-IN/JJFKCB to inform about the deactivation of a disbursing office?
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What should be done with remaining blank check stock?
What should be done with remaining blank check stock?
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What is the Standard Transfer Limit for Closed and Open Loop accounts for Accountable Officials other than MWR Officers and Wardroom Mess Treasurers?
What is the Standard Transfer Limit for Closed and Open Loop accounts for Accountable Officials other than MWR Officers and Wardroom Mess Treasurers?
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What must be done with any expired Navy Cash cards or those expiring in 90 days?
What must be done with any expired Navy Cash cards or those expiring in 90 days?
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What is the daily maximum limit for ACH transfers set for merchants settling to bank or credit union accounts?
What is the daily maximum limit for ACH transfers set for merchants settling to bank or credit union accounts?
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Who is responsible for cashing out any residual funds on a Navy Cash card if the cardholder cannot be identified?
Who is responsible for cashing out any residual funds on a Navy Cash card if the cardholder cannot be identified?
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What is the maximum Standard Closed-Loop Limit for loading or debiting funds?
What is the maximum Standard Closed-Loop Limit for loading or debiting funds?
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What document must be enclosed with the Navy Cash Equipment Transfer letter?
What document must be enclosed with the Navy Cash Equipment Transfer letter?
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What is issued to personnel as replacements for lost, stolen, damaged, or expired Navy Cash cards?
What is issued to personnel as replacements for lost, stolen, damaged, or expired Navy Cash cards?
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Who can modify individual cardholders' closed-loop load and debit limits through the Disbursing Application?
Who can modify individual cardholders' closed-loop load and debit limits through the Disbursing Application?
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What report do deputies, agents, and cashiers use to maintain daily accountability?
What report do deputies, agents, and cashiers use to maintain daily accountability?
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If the chip-to-cash transactions for the day were greater than cash-to-chip and cash-to-strip transactions, what will the NCAO enter?
If the chip-to-cash transactions for the day were greater than cash-to-chip and cash-to-strip transactions, what will the NCAO enter?
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When must the Navy Cash be closed out in relation to the 27th of each month?
When must the Navy Cash be closed out in relation to the 27th of each month?
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How many days before the 27th does the EOM process typically begin in the Sales Division?
How many days before the 27th does the EOM process typically begin in the Sales Division?
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What initial step should the NCAO take when there is a failure in the Navy Cash system?
What initial step should the NCAO take when there is a failure in the Navy Cash system?
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What type of card can be used for purchases aboard any ship equipped with the Navy Cash system?
What type of card can be used for purchases aboard any ship equipped with the Navy Cash system?
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What type of Navy Cash card is issued as part of bulk enrollment for a ship’s initial implementation?
What type of Navy Cash card is issued as part of bulk enrollment for a ship’s initial implementation?
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What must be included in the email request for card reorders from the NCAO?
What must be included in the email request for card reorders from the NCAO?
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Which report verifies that the Daily Cash Transaction Ledger and Disbursing Transactions Detail Report are retained with each DD Form 2665?
Which report verifies that the Daily Cash Transaction Ledger and Disbursing Transactions Detail Report are retained with each DD Form 2665?
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What form is used to substantiate all funds being held on DD Form 2665?
What form is used to substantiate all funds being held on DD Form 2665?
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Which report lists all sales, refunds, and correction transactions for cardholders?
Which report lists all sales, refunds, and correction transactions for cardholders?
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Which report tracks the status of end-of-day requests and balances?
Which report tracks the status of end-of-day requests and balances?
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What is the purpose of the Safe Bank Transactions Report?
What is the purpose of the Safe Bank Transactions Report?
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Which pull-down menu must be selected to convert electronic value in the closed-loop account to cash?
Which pull-down menu must be selected to convert electronic value in the closed-loop account to cash?
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What report details replication conflicts in updating a cardholder's account information?
What report details replication conflicts in updating a cardholder's account information?
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What form must a cardholder obtain to request a refund from a merchant?
What form must a cardholder obtain to request a refund from a merchant?
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What form is used by a DO to balance all DDOs, cashiers, disbursing agents, paying agents, and collections agents on a daily basis?
What form is used by a DO to balance all DDOs, cashiers, disbursing agents, paying agents, and collections agents on a daily basis?
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Which section of the DD 2657 records the total DO accountability to the Treasury at the end of each business day?
Which section of the DD 2657 records the total DO accountability to the Treasury at the end of each business day?
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Within how many days after the month’s end must a physical loss of funds be reported using the DD 2667?
Within how many days after the month’s end must a physical loss of funds be reported using the DD 2667?
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What should an incoming DO do regarding the outgoing DO's disbursing records upon relief from duty?
What should an incoming DO do regarding the outgoing DO's disbursing records upon relief from duty?
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Who is responsible for appointing a board to inventory the vouchers, funds, and property on hand?
Who is responsible for appointing a board to inventory the vouchers, funds, and property on hand?
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What is one of the main components required in a request to establish a new disbursing office to DFAS-IN?
What is one of the main components required in a request to establish a new disbursing office to DFAS-IN?
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What must the outgoing DO submit upon relief from their disbursing duty?
What must the outgoing DO submit upon relief from their disbursing duty?
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What form serves as the Statement of Designated Depositary Account?
What form serves as the Statement of Designated Depositary Account?
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What is the maximum number of business days that DO foreign currency holdings can be limited in a safe, vault, or LDA?
What is the maximum number of business days that DO foreign currency holdings can be limited in a safe, vault, or LDA?
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Which form must DOs, agents, and cashiers maintain for accommodation exchanges?
Which form must DOs, agents, and cashiers maintain for accommodation exchanges?
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What is the preferred method for issuing international USD wire transfer payments?
What is the preferred method for issuing international USD wire transfer payments?
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How often must a DO submit requests for a CHA to the approving authority?
How often must a DO submit requests for a CHA to the approving authority?
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What form do deputies, agents, and cashiers use to maintain their daily accountability?
What form do deputies, agents, and cashiers use to maintain their daily accountability?
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When the cash-to-chip transactions exceed the chip-to-cash transactions, what action does the NCAO take?
When the cash-to-chip transactions exceed the chip-to-cash transactions, what action does the NCAO take?
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What is the earliest time the NCAO must close out Navy Cash before the 27th of each month?
What is the earliest time the NCAO must close out Navy Cash before the 27th of each month?
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What is the maximum number of days before the 27th that the EOM process can begin in the Sales Division?
What is the maximum number of days before the 27th that the EOM process can begin in the Sales Division?
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What should the NCAO's initial action be in case of a hardware failure in the Navy Cash system?
What should the NCAO's initial action be in case of a hardware failure in the Navy Cash system?
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Which type of card allows purchases only aboard ships equipped with the Navy Cash system?
Which type of card allows purchases only aboard ships equipped with the Navy Cash system?
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What information must be included in the email request to order replacement instant issue cards?
What information must be included in the email request to order replacement instant issue cards?
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Which instruction prescribes that all Navy Cash cards in custody should be safeguarded like blank Treasury checks?
Which instruction prescribes that all Navy Cash cards in custody should be safeguarded like blank Treasury checks?
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What is the required action when a check's payment exceeds $99,999,999.99?
What is the required action when a check's payment exceeds $99,999,999.99?
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When a Treasury check amount differs by more than $1, what action is taken?
When a Treasury check amount differs by more than $1, what action is taken?
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How soon must a payee report the loss or theft of a Treasury check to the Disbursing Officer?
How soon must a payee report the loss or theft of a Treasury check to the Disbursing Officer?
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What must happen when blank checks are reported as lost or stolen?
What must happen when blank checks are reported as lost or stolen?
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What frequency is required for examining the blank check control log?
What frequency is required for examining the blank check control log?
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Which form is utilized to collect Treasury miscellaneous receipts into accountability?
Which form is utilized to collect Treasury miscellaneous receipts into accountability?
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What timeframe must the documented claim be processed to the Treasury after issuing a check?
What timeframe must the documented claim be processed to the Treasury after issuing a check?
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What is the preferred form for a statement regarding loss, theft, mutilation, or non-receipt of a Treasury check?
What is the preferred form for a statement regarding loss, theft, mutilation, or non-receipt of a Treasury check?
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Which forms must be enclosed with the Navy Cash Equipment Transfer letter?
Which forms must be enclosed with the Navy Cash Equipment Transfer letter?
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Who is the COPY to in the Navy Cash Equipment Transfer letter?
Who is the COPY to in the Navy Cash Equipment Transfer letter?
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What is issued to personnel newly enrolling in Navy Cash and as replacements for lost, stolen, damaged, or expired cards?
What is issued to personnel newly enrolling in Navy Cash and as replacements for lost, stolen, damaged, or expired cards?
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What happens to Navy Cash cards that are expired or expiring in 90 days?
What happens to Navy Cash cards that are expired or expiring in 90 days?
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What is the maximum amount that can be loaded or debited under the Standard Closed-Loop Limit?
What is the maximum amount that can be loaded or debited under the Standard Closed-Loop Limit?
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Who can modify the closed-loop load and debit limits for individual cardholders?
Who can modify the closed-loop load and debit limits for individual cardholders?
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Which line of the DD 2657 should unresolved losses of funds in a former DO's account be reported?
Which line of the DD 2657 should unresolved losses of funds in a former DO's account be reported?
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What is the main purpose of the DD 2659, Voucher Control Log?
What is the main purpose of the DD 2659, Voucher Control Log?
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What form is used to document the overpayment collected from a payee?
What form is used to document the overpayment collected from a payee?
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What should be done to maintain sufficient check stock for disbursing offices?
What should be done to maintain sufficient check stock for disbursing offices?
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If a payee underpays an amount due that totals $1.00 or less, what form should be prepared?
If a payee underpays an amount due that totals $1.00 or less, what form should be prepared?
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What action is required when funds are deposited with agents using the DD 1131?
What action is required when funds are deposited with agents using the DD 1131?
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What is the time limit for which Treasury checks are negotiable from their issue dates?
What is the time limit for which Treasury checks are negotiable from their issue dates?
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What form must a Disbursing Officer present for inspection during account examinations?
What form must a Disbursing Officer present for inspection during account examinations?
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What form is used to order Treasury checks?
What form is used to order Treasury checks?
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What is the total maximum amount of receipts that can be deposited in one transaction?
What is the total maximum amount of receipts that can be deposited in one transaction?
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Which member of the cash verification team is responsible for maintaining a copy of the report?
Which member of the cash verification team is responsible for maintaining a copy of the report?
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What form represents the report of accountability for cash and negotiable instruments?
What form represents the report of accountability for cash and negotiable instruments?
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When must deposits be made each week, regardless of the accumulated amount?
When must deposits be made each week, regardless of the accumulated amount?
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Which form is used as the Returned and Undeliverable Check/Bond Record?
Which form is used as the Returned and Undeliverable Check/Bond Record?
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What section of the DD 2657 reflects the total DO accountability to the Treasury at the end of the day?
What section of the DD 2657 reflects the total DO accountability to the Treasury at the end of the day?
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What form is used to summarize daily disbursement and collection transactions?
What form is used to summarize daily disbursement and collection transactions?
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What form is used to balance all DDOs, cashiers, and other agents daily?
What form is used to balance all DDOs, cashiers, and other agents daily?
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How many days does a DDO have to forward the DD 2667 after a physical loss of funds?
How many days does a DDO have to forward the DD 2667 after a physical loss of funds?
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What is the responsibility of the Commander or DFAS Director regarding inventory?
What is the responsibility of the Commander or DFAS Director regarding inventory?
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What must appear on all payments and collection vouchers processed by the disbursing activity?
What must appear on all payments and collection vouchers processed by the disbursing activity?
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For how many days does the incoming DO keep the outgoing DO's disbursing records after relief from duty?
For how many days does the incoming DO keep the outgoing DO's disbursing records after relief from duty?
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What form should be used to terminate all DDO, agent, and cashier appointments upon relief from disbursing duty?
What form should be used to terminate all DDO, agent, and cashier appointments upon relief from disbursing duty?
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Which office should the records be sent to when a DISBO is relieved from duty due to deactivation?
Which office should the records be sent to when a DISBO is relieved from duty due to deactivation?
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What form must be presented to inspectors when accounts are inspected?
What form must be presented to inspectors when accounts are inspected?
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Who is responsible for maintaining a permanent copy of the cash verification team's report?
Who is responsible for maintaining a permanent copy of the cash verification team's report?
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What is the total maximum amount of receipts that can be deposited at one time?
What is the total maximum amount of receipts that can be deposited at one time?
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Which form is the Returned and Undeliverable Check/Bond Record?
Which form is the Returned and Undeliverable Check/Bond Record?
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When are deposits required to be made each week regardless of the accumulated amount?
When are deposits required to be made each week regardless of the accumulated amount?
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What does the DD2659 voucher control log summarize?
What does the DD2659 voucher control log summarize?
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Which form represents the permanent written record of a disbursing officer's daily cash balance?
Which form represents the permanent written record of a disbursing officer's daily cash balance?
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On foreign currency disbursements, which detail should be entered on vouchers certified for payment?
On foreign currency disbursements, which detail should be entered on vouchers certified for payment?
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On which line of the DD 2657 should the current DO report unresolved deficiencies in the account of a former DO?
On which line of the DD 2657 should the current DO report unresolved deficiencies in the account of a former DO?
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What is used to document the negotiable instrument received?
What is used to document the negotiable instrument received?
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When a payee overpays an amount due that totals $1.00 or less, which account should the overpayment be collected into?
When a payee overpays an amount due that totals $1.00 or less, which account should the overpayment be collected into?
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Which form should be used to transfer amounts between appropriations or funds for underpayments of $1.00 or less?
Which form should be used to transfer amounts between appropriations or funds for underpayments of $1.00 or less?
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What form is used to prepare and submit the details of the funds deposited under a specific DSSN?
What form is used to prepare and submit the details of the funds deposited under a specific DSSN?
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What is the minimum amount of check stock that should be maintained to ensure continuity of operations?
What is the minimum amount of check stock that should be maintained to ensure continuity of operations?
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How often should the levels for reorder of check stock be set?
How often should the levels for reorder of check stock be set?
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Which type of checks may disbursing activities issue against the Treasury's account?
Which type of checks may disbursing activities issue against the Treasury's account?
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When must disbursing officers (DOs) deposit funds after a transfer or reassignment?
When must disbursing officers (DOs) deposit funds after a transfer or reassignment?
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What packaging method is least preferred when mailing cash deposits?
What packaging method is least preferred when mailing cash deposits?
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What is the preferred payment method for foreign currency transactions?
What is the preferred payment method for foreign currency transactions?
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On which line of the DD 2657 should the total of all deposits for the business day be entered?
On which line of the DD 2657 should the total of all deposits for the business day be entered?
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What should a disbursing officer do if a deposit is not confirmed by the depositary?
What should a disbursing officer do if a deposit is not confirmed by the depositary?
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Which Code allows the Secretary of Defense to designate disbursing officials for the Department of Defense?
Which Code allows the Secretary of Defense to designate disbursing officials for the Department of Defense?
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What is the primary purpose of the reports prepared by the Secretary of the Treasury under Title 31 U.S.C.?
What is the primary purpose of the reports prepared by the Secretary of the Treasury under Title 31 U.S.C.?
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Which tool is used in the navy cash financial system to manage administrative password changes?
Which tool is used in the navy cash financial system to manage administrative password changes?
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Who is authorized to receive and disburse official funds, barring direction from a superior?
Who is authorized to receive and disburse official funds, barring direction from a superior?
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What is the account number designated for budget clearing accounts?
What is the account number designated for budget clearing accounts?
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What is the required information on a requesting activity's memorandum to establish a disbursing office?
What is the required information on a requesting activity's memorandum to establish a disbursing office?
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Which number is essential for reporting taxable income by taxable funds disbursing officers?
Which number is essential for reporting taxable income by taxable funds disbursing officers?
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Upon activating a disbursing office, who must be notified immediately regarding disbursing operations?
Upon activating a disbursing office, who must be notified immediately regarding disbursing operations?
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What document must individual cardholders complete to enroll in the Navy Cash program for personal use?
What document must individual cardholders complete to enroll in the Navy Cash program for personal use?
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How often must Navy Cash system admin passwords be changed to comply with Navy Information Assurance requirements?
How often must Navy Cash system admin passwords be changed to comply with Navy Information Assurance requirements?
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Which report should be clicked to review the end-of-day Merchant reports?
Which report should be clicked to review the end-of-day Merchant reports?
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What action must be taken if a member has a negative balance within 30 days of discharge?
What action must be taken if a member has a negative balance within 30 days of discharge?
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How many days in advance should local NCFSG be contacted for pre-deployment guidance?
How many days in advance should local NCFSG be contacted for pre-deployment guidance?
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Which team performs a surprise verification of a Disbursing Officer's cash and assets at least once during each quarter?
Which team performs a surprise verification of a Disbursing Officer's cash and assets at least once during each quarter?
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Within how many days must the NCAO/Disbursing Officer resolve negative balances for cardholders before transfer or terminal leave/discharge?
Within how many days must the NCAO/Disbursing Officer resolve negative balances for cardholders before transfer or terminal leave/discharge?
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Study Notes
Disbursing Procedures
- Title 31, United States Code (U.S.C.) permits the Secretary of Defense to designate disbursing officials
- Title 31, U.S.C. outlines the Secretary of the Treasury's responsibilities for reporting on the U.S. government's financial operations to the President, Congress, and public.
- Navy cash financial systems use automated tools (e.g., Automated Password Change Tool) to streamline administrative tasks, including password changes.
- Official funds are disbursed by order or authority of the commanding officer, except when directed by a superior.
- Budget clearing accounts use account number F3875
- Disbursing Officials (DOs) are authorized under 31 U.S.C. § 3321 to disburse funds on properly certified vouchers (under 31 U.S.C. § 3325).
- New disbursing offices at activities or activities receiving external disbursing services are established via a memorandum sent through the command chain (DFAS-IN).
Accountable Officials
- Commanders are responsible for ensuring requests for disbursing offices are handled efficiently, including the gathering of additional information from the requesting activity
- Disbursing officials accountable for taxable funds must ensure payment received by entitlements' activities are handled according to tax regulations (i.e., tax withheld)
- Employer Identification Numbers are used to verify income and withholding compliance.
- The Fiscal Service, Check Reconciliation Branch is notified by memorandum upon disbursing office commencement.
- Officials are appointed using DD Form 577.
- Original signatures and specimen copies of DD Form 577 must be maintained in the DO's files (sent to DFAS-IN/JJFKCB)
- Appointments are terminated using Section IV of DD Form 577
Disbursing Procedures
- Upon commencement of disbursing duties, a DO activates/reactivates/relieves another DO by creating a memorandum
- The DO's name, rank, the date the account was opened, the beginning and ending serial number of all blank Treasury checks must be included in the memorandum.
- Official Accountability documents (SF-1219) are used to verify the transfer of accountability from the outgoing to incoming DO, and all other documents.
- A DO prepares a final summary (marked as "FINAL") on the SF-1219 that reflects the month's end check issue.
- Incoming DOs sign the SF 1179 Month End Check Issue Summary and provide official signature specimens if a signature medium has not yet been established.
- When a DO dies, is incapacitated, or removed from disbursing duty, responsibilities may be transferred to a DDO.
- The DDO acts in the DO's place and manages duties until the end of the second month after the death/incapacity date.
Disbursing Fund Responsibilities
- DOs receiving funds from functions like hospitalizations record financial information for collection agents.
- The Fiscal Service, through memorandum via DFAS-IN/JJFKCB, notifies the Treasury to close the DSSN permanently when a disbursing office is deactivated.
- All currency, coin, and negotiable instruments are deposited into the Treasury.
- Blank checks are destroyed and reported on SF 1179.
- SF 1219 records all transactions from the start of an accounting period to its close.
- The incoming DOs must verify all other documents supporting the transfer of accountability using Standard Form (SF) 1219.
- A check-issue overdraft deficiency, loss of funds, or other unresolved accountability item is recorded daily on line 9.2A of DD 2657 and monthly on line 9.2. of SF 1219 until resolved.
Handling of Funds and Documents
- Receipts on a form (DD 1131) are completed by agents or, where applicable, the DO, DDO, or another receiving agent.
- Funds placed with agents are submitted with supporting documents
- The Original DD 1131 (and two signed copies) are submitted to accounts.
- A Voucher Control Log (DD 2659) documents collected and prepared vouchers.
- The NCAO/DO responsible for handling official funds and vouchers documents the losses/theft, mutilation or non-receipt on Form DD 2660.
- The appropriate form (SF 1184) documents transactions on debts that must be reported by the 13th month after the check issue date.
Accounting Procedures
- Incorrect or overpaid amounts (under $1.00) go to accounting code 1099 (Fines, Penalties, and Forfeitures).
- Payee underpayments (under $1.00) will use SF 1080.
- Proceeds from cancelled treasury checks are collected on Form SF 1098.
- Deposits to accounts using DD 707 are used to record deposits for the DO.
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Description
Test your knowledge on regulations and procedures related to foreign currency holdings, custody accounts, and various payment methods for Disbursing Officers (DOs). This quiz covers topics such as deposit processes, ACH transfer limits, and cash handling protocols. Ideal for those involved in military financial management or disbursing roles.