Financial Management for Disbursing Officers
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Questions and Answers

What is the maximum duration for limiting DO foreign currency holdings in a safe or vault?

  • Ten business days
  • Seven business days (correct)
  • Fifteen business days
  • Five business days
  • On which form should the balance held in custody accounts be reported?

  • SF 1450
  • SF 1219
  • DD Form 2664
  • DD Form 2657 (correct)
  • Who is authorized to approve CHAs for DOs and their equivalents?

  • The Chief Financial Officer
  • The Deputy Secretary of Defense
  • The Secretary of the Treasury
  • A commander or equivalent civilian head (correct)
  • What is the preferred method for paying advanced housing allowance?

    <p>LDA check in local currency</p> Signup and view all the answers

    If a DO cannot collect funds due to workload, how can they arrange for delivery?

    <p>Registered mail or armored car</p> Signup and view all the answers

    When do DOs on board naval vessels make a deposit before leaving port?

    <p>The last regular business day before leaving port</p> Signup and view all the answers

    What is the next most preferred method of depositing cash if in-person deposit is impracticable at an authorized TGA?

    <p>Using an armored car</p> Signup and view all the answers

    How should cash be packaged if it must be mailed?

    <p>Double wrapped or in an inner and outer container</p> Signup and view all the answers

    Which line of the DD 2657 should the total deposits for the business day be entered?

    <p>Line 4.2A</p> Signup and view all the answers

    What action should be taken if a DO does not receive confirmation of a deposit?

    <p>Reverse the deposit transaction in the current month's business</p> Signup and view all the answers

    What is the daily maximum limit for funds transfers from a bank or credit union account?

    <p>$400</p> Signup and view all the answers

    What is the standard ACH transfer limit for merchants who settle to bank or credit union accounts?

    <p>$5,000</p> Signup and view all the answers

    What should be enclosed with the Navy Cash Equipment Transfer letter?

    <p>Navy Cash Pre-Audit/Turnover Checklist</p> Signup and view all the answers

    What must be done with Visitor cards before leaving the ship?

    <p>Cashed out and turned in</p> Signup and view all the answers

    What is the standard closed-loop limit for loading or debiting?

    <p>$1,000</p> Signup and view all the answers

    Who is responsible for maintaining the stock of Navy Cash instant issue and visitor cards?

    <p>The NCAO</p> Signup and view all the answers

    What happens to expired Navy Cash cards or those expiring in 90 days?

    <p>They must be destroyed</p> Signup and view all the answers

    Who can modify the closed-loop load and debit and ACH transfer limits for individual cardholders?

    <p>The NCAO</p> Signup and view all the answers

    What is the maximum timeframe to adjust an erroneous transaction after submission?

    <p>90 days</p> Signup and view all the answers

    Which platform transmits transaction information to the Treasury?

    <p>CIR</p> Signup and view all the answers

    What is the main function of Pay.gov?

    <p>Secure government-wide collection portal</p> Signup and view all the answers

    What application processes all physically received cash deposit transactions?

    <p>Over-the-Counter Channel Application (OTCnet)</p> Signup and view all the answers

    What should be sent to DFAS-IN/JJFKCB to maintain in the DO's files?

    <p>A copy of the DD 577 and original signature specimen</p> Signup and view all the answers

    What information must Block 6 of the OTCnet deposit ticket identify?

    <p>Depositing entity's name and location</p> Signup and view all the answers

    What section of the appointing DD 577 is used to terminate appointments?

    <p>Section IV</p> Signup and view all the answers

    What form should be used to verify all other documents during the transfer of accountability?

    <p>DD Form 577</p> Signup and view all the answers

    What is the maximum threshold for agencies to deposit receipts on the same business day?

    <p>$5,000</p> Signup and view all the answers

    What must the final statement of accountability indicate on its top?

    <p>FINAL</p> Signup and view all the answers

    By which day of the week must agencies make deposits, regardless of the amount accumulated?

    <p>Thursday</p> Signup and view all the answers

    How many official signature specimens are required if the incoming DO has never had one?

    <p>Three</p> Signup and view all the answers

    What must be done with scanned negotiable instruments in OTCnet after verification?

    <p>Retain them until confirming their status</p> Signup and view all the answers

    What should the DDO submit in the name of the DO?

    <p>All official reports and documents</p> Signup and view all the answers

    What do you do with remaining blank check stock?

    <p>Destroy them and report on the correct form</p> Signup and view all the answers

    What form must be prepared and submitted covering the specified period?

    <p>SF 1219</p> Signup and view all the answers

    Which forms must the DO record the amount of the loss on?

    <p>DD 2667 and DD 2657</p> Signup and view all the answers

    How soon can a cardholder utilize their Navy Cash card after activation?

    <p>Immediately</p> Signup and view all the answers

    Who is responsible for maintaining a stock of Navy Cash cards?

    <p>NCAO</p> Signup and view all the answers

    What should be done if the Healthcheck tool shows a 'FAIL' status?

    <p>Rebooting your system may help resolve the issue</p> Signup and view all the answers

    What code indicates that ACH privileges on the account were deliberately blocked?

    <p>99</p> Signup and view all the answers

    How often should the negative balance report be reviewed and managed?

    <p>Daily</p> Signup and view all the answers

    Which action will automatically be performed if an ACH transaction is returned for NSF?

    <p>It will be represented up to two more times on paydays</p> Signup and view all the answers

    What is the maximum time prior to a cardholder's departure that split pay must be stopped?

    <p>At least 5 days</p> Signup and view all the answers

    Who is responsible for performing a surprise verification of a Disbursing Officer's cash and other assets at least once during each calendar quarter?

    <p>Cash Verification Team</p> Signup and view all the answers

    How many days prior to a scheduled deployment should one contact local NCFSG for pre-deployment guidance?

    <p>90 days</p> Signup and view all the answers

    What must individual cardholders complete to enroll in the Navy Cash program for personal use?

    <p>FS Form 2887</p> Signup and view all the answers

    What is the required time frame for Navy Cash system admin passwords to be changed?

    <p>Every 60 days</p> Signup and view all the answers

    Within how many days before discharge must the NCAO/Disbursing Officer resolve negative balances for cardholders?

    <p>30 days</p> Signup and view all the answers

    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?

    <p>A specified indebtedness, Company Code D411179</p> Signup and view all the answers

    What is the maximum amount that can be loaded on or debited from the closed loop for all other Accountable Officials?

    <p>$10,000</p> Signup and view all the answers

    How often should passwords for access to the Disbursing Application be changed?

    <p>Every six months</p> Signup and view all the answers

    What is the required number of official signature specimens if the incoming disbursing officer has never had one?

    <p>Three</p> Signup and view all the answers

    Upon the commencement of disbursing duties, what must a new disbursing officer prepare regarding check ranges?

    <p>A memorandum stating the cash levels in each check range</p> Signup and view all the answers

    What should the final statement of accountability be marked with at the top?

    <p>FINAL</p> Signup and view all the answers

    When a disbursing officer dies or is incapacitated, which position may continue to disburse under the accounts?

    <p>The deputy disbursing officer</p> Signup and view all the answers

    What must be prepared and submitted as 'FINAL' covering a specific period?

    <p>SF 1219</p> Signup and view all the answers

    What document is sent to DFAS-IN/JJFKCB to inform about the deactivation of a disbursing office?

    <p>Memorandum</p> Signup and view all the answers

    What should be done with remaining blank check stock?

    <p>Destroyed and reported on a specified form</p> Signup and view all the answers

    What is the Standard Transfer Limit for Closed and Open Loop accounts for Accountable Officials other than MWR Officers and Wardroom Mess Treasurers?

    <p>$2,500</p> Signup and view all the answers

    What must be done with any expired Navy Cash cards or those expiring in 90 days?

    <p>They must be destroyed.</p> Signup and view all the answers

    What is the daily maximum limit for ACH transfers set for merchants settling to bank or credit union accounts?

    <p>$5,000</p> Signup and view all the answers

    Who is responsible for cashing out any residual funds on a Navy Cash card if the cardholder cannot be identified?

    <p>The NCAO</p> Signup and view all the answers

    What is the maximum Standard Closed-Loop Limit for loading or debiting funds?

    <p>$1,000</p> Signup and view all the answers

    What document must be enclosed with the Navy Cash Equipment Transfer letter?

    <p>Custody of Navy Cash Equipment Checklist</p> Signup and view all the answers

    What is issued to personnel as replacements for lost, stolen, damaged, or expired Navy Cash cards?

    <p>Instant Issue Navy Cash cards</p> Signup and view all the answers

    Who can modify individual cardholders' closed-loop load and debit limits through the Disbursing Application?

    <p>The NCAO</p> Signup and view all the answers

    What report do deputies, agents, and cashiers use to maintain daily accountability?

    <p>DD Form 2665</p> Signup and view all the answers

    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?

    <p>A decrease in cash and an increase in Navy Cash</p> Signup and view all the answers

    When must the Navy Cash be closed out in relation to the 27th of each month?

    <p>By 2100Z on the 26th</p> Signup and view all the answers

    How many days before the 27th does the EOM process typically begin in the Sales Division?

    <p>Five days</p> Signup and view all the answers

    What initial step should the NCAO take when there is a failure in the Navy Cash system?

    <p>Troubleshoot, isolate, and correct the problem</p> Signup and view all the answers

    What type of card can be used for purchases aboard any ship equipped with the Navy Cash system?

    <p>Navy Cash card</p> Signup and view all the answers

    What type of Navy Cash card is issued as part of bulk enrollment for a ship’s initial implementation?

    <p>Embossed permanent Navy Cash card</p> Signup and view all the answers

    What must be included in the email request for card reorders from the NCAO?

    <p>Current inventory and number of cards requested</p> Signup and view all the answers

    Which report verifies that the Daily Cash Transaction Ledger and Disbursing Transactions Detail Report are retained with each DD Form 2665?

    <p>CVT</p> Signup and view all the answers

    What form is used to substantiate all funds being held on DD Form 2665?

    <p>Disbursing Transactions Detail Report</p> Signup and view all the answers

    Which report lists all sales, refunds, and correction transactions for cardholders?

    <p>Merchant Transactions Report</p> Signup and view all the answers

    Which report tracks the status of end-of-day requests and balances?

    <p>EOD Report</p> Signup and view all the answers

    What is the purpose of the Safe Bank Transactions Report?

    <p>Tracks changes to Navy Cash funds</p> Signup and view all the answers

    Which pull-down menu must be selected to convert electronic value in the closed-loop account to cash?

    <p>Funds Transfer</p> Signup and view all the answers

    What report details replication conflicts in updating a cardholder's account information?

    <p>Replication Conflict Report</p> Signup and view all the answers

    What form must a cardholder obtain to request a refund from a merchant?

    <p>Standard Serialized Form</p> Signup and view all the answers

    What form is used by a DO to balance all DDOs, cashiers, disbursing agents, paying agents, and collections agents on a daily basis?

    <p>DD 2665</p> Signup and view all the answers

    Which section of the DD 2657 records the total DO accountability to the Treasury at the end of each business day?

    <p>Section I</p> Signup and view all the answers

    Within how many days after the month’s end must a physical loss of funds be reported using the DD 2667?

    <p>Five calendar days</p> Signup and view all the answers

    What should an incoming DO do regarding the outgoing DO's disbursing records upon relief from duty?

    <p>Keep the records for 90 days</p> Signup and view all the answers

    Who is responsible for appointing a board to inventory the vouchers, funds, and property on hand?

    <p>Commander</p> Signup and view all the answers

    What is one of the main components required in a request to establish a new disbursing office to DFAS-IN?

    <p>Statement justifying the need for the office</p> Signup and view all the answers

    What must the outgoing DO submit upon relief from their disbursing duty?

    <p>Final SF 1219 AND SF 1179</p> Signup and view all the answers

    What form serves as the Statement of Designated Depositary Account?

    <p>SF 1149</p> Signup and view all the answers

    What is the maximum number of business days that DO foreign currency holdings can be limited in a safe, vault, or LDA?

    <p>Seven</p> Signup and view all the answers

    Which form must DOs, agents, and cashiers maintain for accommodation exchanges?

    <p>DD Form 2664</p> Signup and view all the answers

    What is the preferred method for issuing international USD wire transfer payments?

    <p>Electronic transfer via ITS.gov</p> Signup and view all the answers

    How often must a DO submit requests for a CHA to the approving authority?

    <p>Semiannually</p> Signup and view all the answers

    What form do deputies, agents, and cashiers use to maintain their daily accountability?

    <p>DD Form 2665</p> Signup and view all the answers

    When the cash-to-chip transactions exceed the chip-to-cash transactions, what action does the NCAO take?

    <p>Increase cash and decrease Navy Cash</p> Signup and view all the answers

    What is the earliest time the NCAO must close out Navy Cash before the 27th of each month?

    <p>2100Z on the 26th</p> Signup and view all the answers

    What is the maximum number of days before the 27th that the EOM process can begin in the Sales Division?

    <p>Five days</p> Signup and view all the answers

    What should the NCAO's initial action be in case of a hardware failure in the Navy Cash system?

    <p>Initiate troubleshooting and isolation efforts</p> Signup and view all the answers

    Which type of card allows purchases only aboard ships equipped with the Navy Cash system?

    <p>Navy Cash Card</p> Signup and view all the answers

    What information must be included in the email request to order replacement instant issue cards?

    <p>Number of cards requested and current inventory</p> Signup and view all the answers

    Which instruction prescribes that all Navy Cash cards in custody should be safeguarded like blank Treasury checks?

    <p>DoD FMR, Volume 5</p> Signup and view all the answers

    What is the required action when a check's payment exceeds $99,999,999.99?

    <p>Issue two separate checks for the total amount.</p> Signup and view all the answers

    When a Treasury check amount differs by more than $1, what action is taken?

    <p>A Treasury Check Information System form is generated.</p> Signup and view all the answers

    How soon must a payee report the loss or theft of a Treasury check to the Disbursing Officer?

    <p>Within 30 days of the incident.</p> Signup and view all the answers

    What must happen when blank checks are reported as lost or stolen?

    <p>Notify the Disbursing Officer or Deputy Disbursing Officer immediately.</p> Signup and view all the answers

    What frequency is required for examining the blank check control log?

    <p>Monthly.</p> Signup and view all the answers

    Which form is utilized to collect Treasury miscellaneous receipts into accountability?

    <p>DD 1131.</p> Signup and view all the answers

    What timeframe must the documented claim be processed to the Treasury after issuing a check?

    <p>13 months.</p> Signup and view all the answers

    What is the preferred form for a statement regarding loss, theft, mutilation, or non-receipt of a Treasury check?

    <p>SF 95.</p> Signup and view all the answers

    Which forms must be enclosed with the Navy Cash Equipment Transfer letter?

    <p>Navy Cash Pre-Audit/Turnover Checklist and Custody of Navy Cash Equipment Checklist</p> Signup and view all the answers

    Who is the COPY to in the Navy Cash Equipment Transfer letter?

    <p>Commanding Officer and Supply Officer</p> Signup and view all the answers

    What is issued to personnel newly enrolling in Navy Cash and as replacements for lost, stolen, damaged, or expired cards?

    <p>Instant Issue Navy Cash Cards</p> Signup and view all the answers

    What happens to Navy Cash cards that are expired or expiring in 90 days?

    <p>They must be destroyed.</p> Signup and view all the answers

    What is the maximum amount that can be loaded or debited under the Standard Closed-Loop Limit?

    <p>$1,000</p> Signup and view all the answers

    Who can modify the closed-loop load and debit limits for individual cardholders?

    <p>Navy Cash Administrator Officer (NCAO)</p> Signup and view all the answers

    Which line of the DD 2657 should unresolved losses of funds in a former DO's account be reported?

    <p>Line 9</p> Signup and view all the answers

    What is the main purpose of the DD 2659, Voucher Control Log?

    <p>To track collection vouchers</p> Signup and view all the answers

    What form is used to document the overpayment collected from a payee?

    <p>DD 1131</p> Signup and view all the answers

    What should be done to maintain sufficient check stock for disbursing offices?

    <p>Set reorder levels</p> Signup and view all the answers

    If a payee underpays an amount due that totals $1.00 or less, what form should be prepared?

    <p>DD 707</p> Signup and view all the answers

    What action is required when funds are deposited with agents using the DD 1131?

    <p>All copies of DD 1131 must be submitted to the DO</p> Signup and view all the answers

    What is the time limit for which Treasury checks are negotiable from their issue dates?

    <p>1 year</p> Signup and view all the answers

    What form must a Disbursing Officer present for inspection during account examinations?

    <p>DD 2657</p> Signup and view all the answers

    What form is used to order Treasury checks?

    <p>DD 707</p> Signup and view all the answers

    What is the total maximum amount of receipts that can be deposited in one transaction?

    <p>$5000</p> Signup and view all the answers

    Which member of the cash verification team is responsible for maintaining a copy of the report?

    <p>Senior member</p> Signup and view all the answers

    What form represents the report of accountability for cash and negotiable instruments?

    <p>DD 2657</p> Signup and view all the answers

    When must deposits be made each week, regardless of the accumulated amount?

    <p>Thursday</p> Signup and view all the answers

    Which form is used as the Returned and Undeliverable Check/Bond Record?

    <p>DD 2658</p> Signup and view all the answers

    What section of the DD 2657 reflects the total DO accountability to the Treasury at the end of the day?

    <p>Accountability Section</p> Signup and view all the answers

    What form is used to summarize daily disbursement and collection transactions?

    <p>DD 2659</p> Signup and view all the answers

    What form is used to balance all DDOs, cashiers, and other agents daily?

    <p>DD 2665</p> Signup and view all the answers

    How many days does a DDO have to forward the DD 2667 after a physical loss of funds?

    <p>Five calendar days</p> Signup and view all the answers

    What is the responsibility of the Commander or DFAS Director regarding inventory?

    <p>To appoint a board of at least three disinterested but qualified persons</p> Signup and view all the answers

    What must appear on all payments and collection vouchers processed by the disbursing activity?

    <p>The DSSN</p> Signup and view all the answers

    For how many days does the incoming DO keep the outgoing DO's disbursing records after relief from duty?

    <p>90 days</p> Signup and view all the answers

    What form should be used to terminate all DDO, agent, and cashier appointments upon relief from disbursing duty?

    <p>DD 577</p> Signup and view all the answers

    Which office should the records be sent to when a DISBO is relieved from duty due to deactivation?

    <p>The supporting DFAS site</p> Signup and view all the answers

    What form must be presented to inspectors when accounts are inspected?

    <p>DD 2657</p> Signup and view all the answers

    Who is responsible for maintaining a permanent copy of the cash verification team's report?

    <p>The senior member of the cash verification team</p> Signup and view all the answers

    What is the total maximum amount of receipts that can be deposited at one time?

    <p>$5000</p> Signup and view all the answers

    Which form is the Returned and Undeliverable Check/Bond Record?

    <p>DD 2658</p> Signup and view all the answers

    When are deposits required to be made each week regardless of the accumulated amount?

    <p>Thursday</p> Signup and view all the answers

    What does the DD2659 voucher control log summarize?

    <p>Daily disbursement and collection transactions</p> Signup and view all the answers

    Which form represents the permanent written record of a disbursing officer's daily cash balance?

    <p>SF 1219</p> Signup and view all the answers

    On foreign currency disbursements, which detail should be entered on vouchers certified for payment?

    <p>Conversion rate and transaction number</p> Signup and view all the answers

    On which line of the DD 2657 should the current DO report unresolved deficiencies in the account of a former DO?

    <p>Line 8</p> Signup and view all the answers

    What is used to document the negotiable instrument received?

    <p>DD 1131</p> Signup and view all the answers

    When a payee overpays an amount due that totals $1.00 or less, which account should the overpayment be collected into?

    <p>Receipt Account</p> Signup and view all the answers

    Which form should be used to transfer amounts between appropriations or funds for underpayments of $1.00 or less?

    <p>DD 1131</p> Signup and view all the answers

    What form is used to prepare and submit the details of the funds deposited under a specific DSSN?

    <p>DD 707</p> Signup and view all the answers

    What is the minimum amount of check stock that should be maintained to ensure continuity of operations?

    <p>$500</p> Signup and view all the answers

    How often should the levels for reorder of check stock be set?

    <p>As stock dictates</p> Signup and view all the answers

    Which type of checks may disbursing activities issue against the Treasury's account?

    <p>Multi-hued, standard size checks</p> Signup and view all the answers

    When must disbursing officers (DOs) deposit funds after a transfer or reassignment?

    <p>Prior to the transfer</p> Signup and view all the answers

    What packaging method is least preferred when mailing cash deposits?

    <p>Registered mail</p> Signup and view all the answers

    What is the preferred payment method for foreign currency transactions?

    <p>ITS.gov</p> Signup and view all the answers

    On which line of the DD 2657 should the total of all deposits for the business day be entered?

    <p>Line 4.2A</p> Signup and view all the answers

    What should a disbursing officer do if a deposit is not confirmed by the depositary?

    <p>Reverse the deposit transaction in the current month's business</p> Signup and view all the answers

    Which Code allows the Secretary of Defense to designate disbursing officials for the Department of Defense?

    <p>Title 31 U.S.C.</p> Signup and view all the answers

    What is the primary purpose of the reports prepared by the Secretary of the Treasury under Title 31 U.S.C.?

    <p>To inform about financial operations of the U.S. Government</p> Signup and view all the answers

    Which tool is used in the navy cash financial system to manage administrative password changes?

    <p>Automated Password Change Tool</p> Signup and view all the answers

    Who is authorized to receive and disburse official funds, barring direction from a superior?

    <p>The commanding officer</p> Signup and view all the answers

    What is the account number designated for budget clearing accounts?

    <p>F3875</p> Signup and view all the answers

    What is the required information on a requesting activity's memorandum to establish a disbursing office?

    <p>Memorandum; DFAS-IN</p> Signup and view all the answers

    Which number is essential for reporting taxable income by taxable funds disbursing officers?

    <p>Employer Identification Number</p> Signup and view all the answers

    Upon activating a disbursing office, who must be notified immediately regarding disbursing operations?

    <p>Fiscal Service, Check Reconciliation Branch</p> Signup and view all the answers

    What document must individual cardholders complete to enroll in the Navy Cash program for personal use?

    <p>FS Form 2887</p> Signup and view all the answers

    How often must Navy Cash system admin passwords be changed to comply with Navy Information Assurance requirements?

    <p>Every 60 days</p> Signup and view all the answers

    Which report should be clicked to review the end-of-day Merchant reports?

    <p>Merchant Sales Summary or MSO Detail Report</p> Signup and view all the answers

    What action must be taken if a member has a negative balance within 30 days of discharge?

    <p>Post a form of indebtedness to the military pay account</p> Signup and view all the answers

    How many days in advance should local NCFSG be contacted for pre-deployment guidance?

    <p>90 days</p> Signup and view all the answers

    Which team performs a surprise verification of a Disbursing Officer's cash and assets at least once during each quarter?

    <p>Cash Verification Team (CVT)</p> Signup and view all the answers

    Within how many days must the NCAO/Disbursing Officer resolve negative balances for cardholders before transfer or terminal leave/discharge?

    <p>30 days</p> Signup and view all the answers

    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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    Disbursing Procedures PDF

    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.

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