805A-36B-1013 Perform Cashier Functions Status: Approved

Transcription

1 Report Date: 13 Apr A-36B-1013 Perform Cashier Functions Status: Approved Distribution Restriction: Approved for public release; distribution is unlimited. Destruction Notice: None Foreign Disclosure: FD1 - This training product has been reviewed by the training developers in coordination with the FMB/SSI/Fort Jackson SC foreign disclosure officer. This training product can be used to instruct international military students from all approved countries without restrictions. Page 1

2 Conditions: You are a Cashier assigned to a Disbursing Office deployed to an operational area. You have access to the Financial Management Tactical Platform (FMTP), Department of Defense Financial Management Regulation (DoDFMR) R Volume 5 (Disbursing Policy and Procedures), Deployable Disbursing System (DDS), DDS User Manual, all applicable regulations, policies, forms, systems and equipment. This task should not be trained in MOPP 4. This task should not be trained in MOPP 4. Standards: With 100% accuracy, receive funds from Deputy Disbursing Officer (DDO)/ Disbursing Agent (DA), record collection transactions, cash disbursement documents and exchange transactions; prepare required forms; perform paper check conversion operations, and prepare end-of-day reports. Special Conditions: None Safety Risk: Low MOPP 4: Never Cue: None Task Statements None DANGER None WARNING None CAUTION Remarks: None Notes: None Page 2

3 1. Disbursing Operations-Manually (Special Conditions) Performance Steps a. Understand Disbursing Operations. (1) Identify Disbursing Personnel. (a) Disbursing Officer (DO) (b) Deputy (c) Cashier (d) Disbursing Agent (Agent) (2) Selection Procedures (3) Duties and Responsibilities (4) Letter of Appointment (a) Requirements (b) Distribution (5) Cashier Restrictions (6) Letter of Termination (7) Disbursing Terms (a) Disbursement (b) Collection (c) Accommodation Exchange Transaction (d) Negotiable Instrument (e) Check for Cash (CC) (f) Uncollectible Check (UC) b. Receive funds from Deputy Disbursing Officer(DDO)/Disbursing Agent (DA) on DD Form Verify the previous business day. If incorrect, notify the DDO/DA. (1) Verify the cashier's beginning balance. If incorrect, set the correct balance. (2) Identify each transaction type. (a) For collection transactions, got to step "d". (b) For cash disbursement transactions, got to step "e". (c) For exchange transactions, go to step "f". c. Record collection transactions. (1) Accept the cash or negotiable instrument and collection voucher (DD Form 1131), if provided, from the customer. Page 3

4 (2) Verify the amount received. (3) Print the DD Form 1131, if applicable. (4) Obtain the deputy's signature on the voucher. (5) Initial the original and one copy of the voucher file, pending settlement of the daily business. (6) Return all other copies of the voucher to the customer. d. Record cash disbursement transactions. (1) Verify the certification signature on the voucher against the appropriate signature card. (2) Obtain the customer's identification card. (3) Verify the name and social security number (SSN)on the voucher are the same as on the ID card and that the customer's appearance matches the picture on the ID card. (4) Have the customer sign the voucher. (5) Give the customer a copy of the voucher and return the customer's ID card. (6) Initial the original and each remaining copy of the voucher next to the "Amount Paid" block. (7) Count the cash out of the cash drawer. (8) Count the cash again to verify the amount. (9) Count the cash out to the customer. (10) Ensure the customer verifies the amount received before leaving the cashier window. (11) File the voucher (original and all remaining copies) in a paid voucher file, pending settlement of the daily business. e. Record exchange transactions. (1) Obtain the customer's ID card. (2) Accept the cash or negotiable instrument from the customer. (3) If a personal check is received, verify the customer is not on the dishonored check list, return the check and customer's ID card and explain to the customer why the requested service cannot be provided. (4) Verify the amount received from the customer. (5) Verify the type of transaction the customer wants to conduct. (a) An exchange of U.S. currency for foreign currency. (b) An exchange of a negotiable instrument for U.S. currency. (c) An exchange of negotiable instrument for foreign currency. (d) An exchange of a negotiable instrument for both U.S. and foreign currency. (6) Calculate the amount of foreign currency to give to the customer, if required. (7) Record the transaction on the appropriate Currency Exchange Record (DD Form 2664). Page 4

5 (8) Obtain the customer's signature, SSN, and unit information next to the annotated transaction on the DD Form (9) Verify the name and social security number on the DD Form 2664 are the same as on the ID card and that the payee's appearance matches the picture on the ID card. (10) Count the cash (U.S. or foreign currency or both) out the cash drawer. (11) Count the cash again to verify the amount. (12) Count the cash out to the customer. (13) Ensure the customer verifies the amount received before leaving the cashier window. (14) Return the customer's ID card. f. Prepare a DD Form 1081 and DD Form (1) Enter ending cashier's balances on DD (a) Count all U.S. currency, by denomination and return in decrease column. (b) Count all foreign currency, by denomination and return in decrease column. (c) Count all negotiable instruments, by type, and return in decrease column. (d) Add collection voucher amounts and subtract disbursement voucher amounts from the beginning balance then subtract returned currencies to get ending balance. (2) Enter ending Cashier's balances on the DD Form (a) Complete DD Form 2665 Sections. _1_ Section I, Summary of Daily Accountability. _2_ Section II, Distribution of Agent Accountability. _3_ Section III, Location of Cash/Negotiable Instruments. (b) Blank Step. (3) Return funds and documents. Take all disbursement and collections vouchers and consolidate with the DD Form 1081 and DD Form Return to the DDO/DA along with all returning funds. Return funds and documents. 2. Disbursing Operations using DDS a. Understand Disbursing Operations when using DDS. (1) Disbursing Sites (a) Main Site (b) Remote Site (c) FMST (d) Client (2) Blank Step. b. Receive funds from the DDO/DA. Page 5

6 (1) Access Deployable Disbursing System (DDS). Login to DDS with your user id and password. (DA). (2) Verify the Deployable Disbursing System (DDS) business day. If incorrect, notify the Deputy Disbursing Officer (DDO) or Disbursing Agent (3) To receive your funds on a DD Form 1081 go to the reports tab on DDS and scroll down to DD 1081 and review for accuracy by verifying beginning balance from previous day. (4) After verifying previous days balance verify funds advanced to ensure that the amount you are signing for is correct. (5) If correct press the confirm button to receive and accept DD Form (6) Identify each transaction type. (a) For collection transactions, go to step "e". (b) For cash disbursement transactions, go to step "f". (c) For exchange transactions, go to step "g". c. Record collection transactions. (1) Accept the cash or negotiable instrument and collection voucher (DD Form 1131), if provided, from the customer. (2) Verify the amount received. (3) Make DDS Input by clicking on the processing tab and scrolling down to "Collections" and select DD 1131 if it is a system generated collection. If it is not, select manual and input information manually from the voucher received. Make sure the accounting classification data is correct. (4) Annotate voucher number and print the DD Form 1131, if applicable. (5) Obtain the deputy's signature on the voucher. (6) Initial the original and one copy of the voucher next to the "Amount Collected" block. (7) Retain the original and one copy of the voucher in a collection voucher file, pending settlement of the daily business. (8) Return all other copies of the voucher to the customer. d. Record cash disbursement transactions. (1) Verify the certification signature on the voucher against the appropriate signature card. (2) Obtain the customer's identification card. (3) Verify the name and social security number (SSN) on the voucher are the same as on the ID card and that the customer's appearance matches the picture on the ID card. (4) Make DDS input by selecting, processing then scroll down to "Disbursement" and manual if you are inputting the voucher. If this is systems generated SF 1034 then verify information and make sure accounting classification data is correct then hit disburse. (5) Have the customer sign the voucher. (6) Give the customer a copy of the voucher and return the customer's ID card. (7) Initial the original and each remaining copy of the voucher next to the "Amount Paid" block. (8) Count the cash out of the cash drawer. (9) Count the cash again to verify the amount. Page 6

7 (10) Count the cash out to the customer. (11) Ensure the customer verifies the amount received before leaving the cashier window. (12) File the voucher (original and all remaining copies) in a paid voucher file, pending settlement of the daily business. e. Record exchange transactions. (1) Obtain the customer's ID card. (2) Accept the cash or negotiable instrument from the customer. (3) If a negotiable instrument is received perform personal check conversation procedures (OTC.net) but first verify the customer is not on the dishonored check list. If the customer is on the dishonored check list, return the check and customer's ID card and explain to the customer why the requested service cannot be provided. (4) Verify the amount received from the customer. (5) Verify the type of transaction the customer wants to conduct. (a) An exchange of U.S. currency for foreign currency. (b) An exchange of negotiable instrument for U.S. currency. (c) An exchange of a negotiable instrument for foreign currency. (d) An exchange of a negotiable instrument for both U.S. and foreign currency. (6) Make DDS input by selecting processing tab and scrolling down to "exchange transactions". (7) Input the transaction by selecting the appropriate Currency Exchange Record on the DD Form 2664 within DDS. (8) Input the customer's SSN and unit information above the annotated transaction on the DD Form 2664 within DDS. (9) Verify the name and social security number on the DD Form 2664 are the same as on the ID card and the customer's appearance matches the picture on the ID card. (10) Count the cash (U.S., foreign currency or both) out of the cash drawer. (11) Count the cash again to verify the amount. (12) Count the cash out to the customer. (13) Ensure the customer verifies the amount received before leaving the cashier window by having them sign the exchange transaction receipt. (14) Return the customer's ID card. f. Perform Paper Check Conversion Operations (1) Process a Check. (a) Press the "Enter" key as indicated on the Paper Check Conversion (PCC) Point of Sale (POS) screen to begin. Note: The scanner light will turn green indicating that the scanner is ready to accept a check/coupon. (b) Scan the front of the check. Note: A single beep will sound indicating a check has been scanned successfully. If triple beep occurs, cancel and process check again. Page 7

8 (c) Ensure that the entire check image is visible on the screen and the dollar amount is legible. Note: If the image is not legible, click "Cancel" and re-scan the check. (d) Enter the amount of the check as found on the image displayed on the screen. (e) Verify dollar amount. transaction. _1_ Verify the check dollar amount input into the POS with the actual check information for accuracy, then press "Enter" to process the _2_ If using the Yes/No Keypad, request the customer to verify the dollar amount and press the appropriate key on the keypad to accept or decline the amount. (f) Select the "Check" button or press "Enter" to go to processing the next check immediately. (g) Stamp each check processed with "VOID- Electronically Processed". (h) Return the check back to the person with their cash if processed in person. (i) Destroy check within 14 days if processed in the Accounts Receivable/Lockbox mode. (2) Void a check. (a) Receive the check to be voided from the customer. (b) Print the check and obtain a signature from a supervisor authorizing the void. (c) Select "Void" from the main POS screen. Note: A "Void Check" window will appear with a list of checks that have been entered. (d) Select the check from the list that needs to be voided. (e) Receive funds back from customer, if applicable. (f) Stamp or write on the check "VOID: Non-negotiated item" and return the check to the person. (g) Click on "Void" to process. (h) Allow authorized user to input login, password, and comments to approve the void request. (3) View and Print a Batch List. (a) Select "Batch List" on the Main POS Window to view a current Batch List. (b) Select "Print List" from the Batch List window to print the Batch List. _1_ Select the printer icon at the top left corner of the screen. _2_ Select "Done" when finished. (4) View and Print Checks. (a) Select the "Batch List" on the Main POS Window. Note: A window will appear to scroll through and view each. (b) Select from the list the check to be printed, then select "Print Check". Note: A preview window will appear, providing the ability to view, zoom, page scroll, and print the check and check information. _1_ Select the printer icon at the top left corner of the screen. _2_ Select "Done" when finished. (5) Perform Batch Close Procedures. Page 8

9 (a) Select "Batch Close" from the Main Window (b) When presented with a "Batch List" window and two options, select option "Close Batch". (c) Confirm the number of items in the batch when the window appears questioning "Are You Sure"? (d) Select "Yes" to confirm. (e) Click the "printer icon" to print the batch list and start the secure transmission process. (f) Select "Close" after successful completion and batch list is deleted. (g) Process batches of checks as required. _1_ Determine if the source documents require check payments. _2_ Enter check payment data into DDS. _3_ Notify the NCOIC the check batch is ready for review. _4_ Print the checks after the review. _5_ Review the checks to ensure they printed correctly. g. Prepare end of day reports. (1) Enter ending cashier's balances. (a) Click on reports, print DD Form 2664 and both the collections and disbursement voucher control logs (DD Form 2659 to help verify balance out the day s business. (b) Make DDS input by clicking reports and scrolling down and select "DD 1081". You will then hit receiving agent id for your DDO/DA. Choose "full return" then return all currencies back to DDO/DA. _1_ Choose "full return" then return all currencies back to DDO/DA. _2_ Count all U.S. currency, by denomination, and make the DDS input. _3_ Count all foreign currency, by denomination, and make the DDS input. _4_ Count all negotiable instruments, by type, and make the DDS input. _5_ Press line 12 to populate the total block then hit "save". (2) Print the Daily Agent Accountability Summary (DD Form 2665). (a) Make DDS input by clicking reports and scrolling down to "DD 2665". Once you open to verify the ending balance with your money. Make sure you are in balance with the DDO/DA. (b) Login to DDS with your user id and password. Once you have been cleared by the DDO/DA and you are in balance then hit "Finalize" once you hit finalize then DDS will automatically print the form. (Asterisks indicates a leader performance step.) Evaluation Guidance: Score a GO if the Soldier passes (P) all applicable performance measures. Score a NO GO if the Soldier fails (F) any performance measure. Show the Soldier what was done incorrectly on any failed performance measure and how to do it correctly. Evaluation Preparation: Ensure all applicable regulations, policies, forms, systems, and standard office supplies are available. Page 9

10 PERFORMANCE MEASURES GO NO-GO N/A 1. Disbursing Operations-Manually (Special Conditions) a. Understand Disbursing Operations. b. Received funds from Deputy Disbursing Officer (DDO)/Disbursing Agent (DA) on DD Verified the previous business day. If incorrect, notified the DDO/DA. c. Recorded collection transactions. d. Recorded cash disbursement transactions. e. Recorded exchange transactions. f. Entered ending cashier's balances on DD Disbursing Operations using DDS a. Understand Disbursing Operations when using DDS. b. Received funds from the DDO/DA. c. Recorded collection transactions. d. Recorded cash disbursement transactions. e. Recorded exchange transactions. f. Performed Paper Check Conversion Operations g. Prepare end of day reports. Supporting Reference(s): Step Number Reference ID Reference Name Required Primary DODFMR R, VOL 5 Department of Defense Financial Management Regulation, Volume 5, Disbursing Policy and Procedures Yes Yes USER MANUAL-DDS DDS User Manual Yes No TADSS : None Equipment Items (LIN): LIN 70347N Name FMTP Financial Management Tactical Platform Materiel Items (NSN) : Step ID NSN LIN Title Qty Calculator, Electronic CPU Computer, Personal/Desktop (only CPU w/std Mouse, Keyboard, Sound Card, CD-ROM, & WIN OS) MONITOR Computer, SVGA Color Monitor PRINTERLB Computer, Printer Laser (Black w/printer cable) S63110 Support System Tactical: AN/TYQ-132(V)2 1 1 Environment: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to the current Environmental Considerations manual and the current GTA Environmental-related Risk Assessment card. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to ATP Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT. Safety: In a training environment, leaders must perform a risk assessment in accordance with current Risk Management Doctrine. Leaders will complete the current Deliberate Risk Assessment Worksheet in accordance with the TRADOC Safety Officer during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Note: During MOPP training, leaders must ensure personnel are monitored for potential heat injury. Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the MOPP work/rest cycles and water replacement guidelines IAW current CBRN doctrine. In a training environment, leaders must perform a risk assessment in accordance with DA Pam , Risk Assessment. Leaders will complete a DD Form 2977, Deliberate Risk Assessment Worksheet, during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops, and support available-time available and civil considerations (METT-TC). Local policies and procedures must be followed during times of increased heat categories in order to avoid heat-related injuries. Consider work/rest cycles and water Page 10

11 replacement guidelines IAW TRADOC Reg Prerequisite Individual Tasks : None Supporting Individual Tasks : Task Number Title Proponent Status 805A-36B-3503 Prepare a Daily Statement of Accountability (DD 805A - Financial Management (Individual) Approved Form 2657) Supported Individual Tasks : None Supported Collective Tasks : Task Number Title Proponent Status 14-EAC-8009 Conduct Financial Management Operations During Offense, Defense, Stability and Defense Support of Civil Authorities (DSCA) Operations (Financial Management Support Unit (FMSU)) 14 - Finance (Collective) Approved 14-EAC EAC-8011 Knowledges : Knowledge ID 805A-K A-K A-K A-K A-K A-K-0001 K A-K A-K A-K-0432 Perform Disbursing Operations (Financial Management Support Unit (FMSU)) Perform Disbursing Operations (Financial Management Support Detachment (FMSD)) Knowledge Name Identify an Exchange Transaction Define Pecuniary Liability Determine Soldiers Component (AC, RC, NG) Identify a Check Number Determine Soldiers Branch of Service Identify Foreign Currency Know how to Perform Manual Cashier Operations Define Negotiable Instrument Identify a Negotiable Instrument Define an Exchange Transaction 805A-K-0433 Identify a DD Form A-K A-K A-K-0419 Identify a Vault Ledger Assemble Daily Business Identify an Accounting Classification 805A-K-0477 Identify A Signature Card (DA Form 577) K A-K Finance (Collective) Approved 14 - Finance (Collective) Approved Know how to conduct cashier/agent functions within the deployable disbursing system (DDS) Identify Deployable Disbursing System (DDS) 805A-K-0375 Identify a DD Form A-K-0455 Define Paper Check Conversion/Over the Counter (PCC/OTC) 805A-K-0368 Identify a DD Form A-K A-K A-K A-K A-K-0398 K A-K-0399 Define a Casual Payment Identify Collection Vouchers Define Batch List Identify Dishonored/Bad Check List Identify Cash Transactions Know how to prepare a Stored Value Card (SVC) Identify Check Transactions 805A-K-0540 Identify (Navy/Marine and Eagle Cash Enrollment Authorization Agreement (DD Form 2887) 805A-K-0539 Skills : Identify a Check Cashing Agreement Skill ID 805A-S A-S A-S A-S-0176 Skill Name Perform SVC/ECC Card Issuance Procedures Utilize Paper Check Conversion (PCC) System Identify a Voucher Utilize Point of Sale Terminal Page 11

12 S5690 Ability to Receive funds from Deputy Disbursing Officer (DDO)/ Disbursing Agent (DA) on a DD Form 1081 S5689 Ability to Understand disbursing operations when using DDS 805A-S-0177 Review Point Of Sales (POS) Activity Log 805A-S-0002 Operate a Calculator 805A-S-0164 Verify Accounting data/line of Accounting (LOA) 805A-S-0042 Complete Forms 805A-S-0017 Count Foreign Currency 805A-S-0187 Examine SF 5515 Debit Voucher Report 805A-S-0046 Submit Forms Through Appropriate Channels 805A-S-0186 Perform Batch Close Procedures 805A-S-0059 Calculate Figures 805A-S-0188 Examine SF 215 Deposit Ticket Report 805A-S-0191 Apply Internal Controls 805A-S-0190 Verify Amount 805A-S-0193 Assemble Daily Business 805A-S-0179 Correct problems in CA$H-Link (ITS.gov) 805A-S-0178 Verify Dishonored/Bad Check List S5692 Ability to Receive funds from the Deputy Disbursing Officer (DDO)/ Disbursing Agent (DA) S1075 Ability to prepare an daily agent accountability summary (DD Form 2665) 805A-S-0181 Convert Exchange Rates S5693 Record Exchange Transactions S5694 Record Collection Transactions 805A-S-0182 Receive Funds 805A-S-0185 Print Batch Listing S5695 Record Disbursement Transactions 805A-S-0201 Process a Check using PCC 805A-S-0117 Interpret Forms 805A-S-0197 Identify An Overage of Public Funds 805A-S-101 Ability to prepare end of day reports. 805A-S-0196 Identify A Loss Of Funds 805A-S-0145 Ability to Read, Interpret, and Apply Appropriate Regulation(s) S3670 Ability to prepare Statement of Agent Officer's Account (DD Form 1081) and create a Remote File Transfer 805A-S-0099 Utilize the Deployable Disbursing System (DDS) 805A-S-0154 Verify Form(s) 805A-S-0108 Perform Login Procedures 805A-S-0114 Locate Regulations 805A-S-0148 Verify Identification (ID) Card 805A-S-0153 Process Form(s) S5691 Ability to Perform paper check conversion operations ICTL Data : ICTL Title 36B - Financial Management Technician - SL1 Personnel Type MOS Data Enlisted MOS: 36B, Skill Level: SL1, Duty Pos: UQS Page 12