United States Army Soldier Support Institute Adjutant General

United States Army Soldier Support Institute Adjutant General School Interservice Postal Training Activity CONDUCT CUSTODIAN of POSTAL EFFECTS (COPE) RESPONSIBILITIES STUDENT HANDOUT December 2019 1

INTERSERVICE POSTAL SCHOOL Conduct Custodian of Postal Effects (COPE) Responsibilities Student Handout Table of Contents

INTERSERVICE POSTAL SCHOOL DD Form 2257 COPE Designation 1. The COPE's information is entered in this block. (Incoming COPE’s name, unit, city, state & zip. (ie: SFC James L. Miller, 48 TH AG Postal Det, FPO 09389). 2. 3. NAME UNIT NAME CITY, STATE +ZIP X Miller, James L. E 7 USA 48 th AG Postal Det, FPO, AE 09389 The Postal Officer information is entered here. (ie: Capt John L. Conway James L. Miller, 48 TH AG Postal Det, FPO 09389). James L. Miller 20 XX 0725 Custodian of Postal Effects box will be “x" out. 4. The name of the COPE being designated will either be printed/typed in this box. 5. Enter the pay grade of the COPE being designated. 6. Enter the branch of service for the COPE being designated. 7. Enter the information for the activity for which the COPE is being designated. (ie: unit and city, state, zip) 8. This box requires the signature of the COPE being designated and the date. 9. a, b, c, and d: In these blocks, enter the typed or printed name of the designating official, pay grade, signature, and duty title of designating official. John L. Conway, John L. CPT/03 Commander/Postal Officer

INTERSERVICE POSTAL SCHOOL DD Form 2257 COPE Termination John L. Conway, Postal Officer 48 th AG Postal Det FPO AE 09389 James L. Miller, COPE 48 th AG, Postal Det FPO AE 09389 X 10. Enter the termination date of the outgoing COPE. Miller, James L. 11. State the reason for termination of the COPE in this block. 12. a, b, c, and d: In these blocks, enter the typed or printed name of the terminating official, pay grade, signature, and duty title of terminating official E 7 USA 48 th AG Postal Det, FPO, AE 09389 James L. Miller Conway, John L. 20 XX 0725 John L. Commander/Postal Officer Conway CPT/03 20 XX 0825 SERVICE MEMBER IS PCSING TO CONUS Conway, John L. CPT/03 John L. Commander/Postal Conway Officer

INTERSERVICE POSTAL SCHOOL Security of U. S. Mail Maintain PS Form 8139 for each postal clerk at your post office. Additionally, maintain a copy for mail clerks, mail orderlies, volunteers, and supervised working parties. This document reminds anyone who handles mail what their duties and responsibilities are to include consequences for failure to protect the mail. Your postal officer maintains a copy for COPE’s and postal supervisors. Paula A. Graham 20 XX 12 October

INTERSERVICE POSTAL SCHOOL Completing PS Form 3369 1. Enter the name of the COPE/clerk to whom the account will be extended to. VANESSA HUNTER x 1 UNIT 2 APO AE 09102 4 $1, 000 3 Paul H. Wilson 2 00 TBD 4. Enter the amount of the credit (from the PS Form 1412, AIC 853). 6 12 JUL 20 XX 5. Enter TBD. 6. Leave blank. The Postmaster/PFO/Postal Officer will sign, date, and return a copy. 7. Date stamp with the All Purpose Date Stamp (APDS). 8. The COPE/clerk will sign and date after physically counting extended stock. The date will coincide with the date on the PS Form 3294. Action after physical count 8 3. Check the type of credit that will be extended to the clerk. 5 7 Vanessa M. Hunter 2. Enter the location of the account. 12 JULY 20 XX Prepare an original and 2 copies. Original and duplicate are sent to the Postmaster/PFO/Postal Officer. Retain the triplicate copy as a suspense copy.

INTERSERVICE POSTAL SCHOOL PS Form 1412 (Daily Financial Report) 10, 500. 00 8, 500. 00 500. 00 Use AIC 853 for your flexible credit amount.

INTERSERVICE POSTAL SCHOOL PS Form 3294 – Cash and Stamp Count and Summary Page 1 of 2 x 2 Thomas, Mc. Fadden 3 x 181 st JPD 1 4 25 Jul XX 5 1. Type of Accountability complete the heading PS Form 3294 by indicating “Unit Cash Retained/reserve and Stamp Stock Credit. 2. Name of Employee - Enter name of account holder. 3. Clerk ID No. - ID # assigned by COPE/Finance Supervisor (applicable for clerk stock only). 4. Unit Name - Name of unit being audited. 5. Date of Examination - Audit date. 6. Cash and Cash Items on Hand - Enter the quantity. 7. Enter the amount and enter the total. 8. Total cash as counted. 500 8 8, 500. 00 9, 000. 00 10, 500. 00 0 15 x 0006456999 12 13 14 14. Enter stamp credit as reported in AIC 853 (from the 1412 report). 15. Enter the difference (Subtract line 4 – line 3). There is no shortage due to $20, 000 in stamp credit. 16. Check yes 17. Enter last money order issued 0006457000 - 0006459999 17 18 NOTE: AIC 853 for accounts extended to clerks = $1, 500. All accountable equipment checked and accounted for. 19 New COPE 21 x x 16 12. Enter total stamps stock as counted from page 2. 13. Enter grand total cash and stamps stock as counted (Add Lines 1+ line 2). 20 6 16 40 160. 00 200. 00 100. 00 80 100 160 20. 00 10. 00 8. 00 2. 00 500. 00 Old COPE 22 7

INTERSERVICE POSTAL SCHOOL PS Form 3294 – Cash and Stamp Count and Summary Page 2 of 2 9 10 . 50 4324 1500. 00 2, 162. 00 500 2, 500. 00 PAGE 2 of 2 Instructions 9. Enter the total quantity of stamp value counted. 10. Enter the total value by multiplying the quantity and the item value. For example, if the item value is. 02 cent stamps and the quantity is 10, then you will multiply 10 x . 02 which equals. 20. Do this for all stamps and stationary in your account. 200 5 0 . 2 8 14. 00 200 . 6 2 11. 00 2, 200. 00 124. 00 11. Add up all the values of each stamp item counted 19. Enter: AIC 853 for accounts extended to clerks = $. All accountable equipment checked and accounted for. 20. Action Taken, check AIC 767 and PS Form 3368 for action. 21. New COPE will print and sign. 22. Old COPE will print and sign 11 Total Stamp Stock 8, 500. 00

INTERSERVICE POSTAL SCHOOL PS Form 3368, Stamp Credit Examination Record Ø Record the results of the audit. Ø Maintained by the COPE for each account. 4 20 XX 07/15 Completed for each COPE and clerks. 5 J. CONWAY J. MILLER 6 46, 543 50 10, 500 00 2 7 46, 043 50 10, 000 00 8 9 500 00 10 Quarterly Transfer of COPE ////////NOTHING FOLLOWS – SEE PS FORM 3368 NEW COPE/////////////////// 1. Input Clerks name. 2. Input unit # and APO/FPO location 3. Check cash credit and stamp/cash credit. 4. Enter date of count (MM/DD). 5. Enter name of person counting the flexible credit account. 6. Enter the previous day close of business. This comes from the 1412. 7. Enter the dollar value of stamps counted + total value of AIC 853 (clerk accounts) 8. Enter the amount of cash counted. 9. Enter the overage/shortage. Ensure to input – or + in front of the amount. 10. Enter “Transfer of COPE”. COPE 81 st Postal Det FPO, AE 09389 x x 3 07/25 Ø 1 WILLIAM D. LEWIS

INTERSERVICE POSTAL SCHOOL Controlling Money Order Form Sets 1. Verify the SN on the DD 885 against the lowest money order SN. 0005732000 0005732999 1000 0005732000 0005732099 Unit #2, R 123 456 789 0005732100 0005732199 Unit #2, R 456 789 123 Unit #2, R 789 123 456 0005732200 0005732299 0005732300 0005732399 0005732400 0005732999 1 2 Joel Cortes New COPES Sign 3 12 June 20 XX Joe D. Schmidt 2. Verify the SN on the DD 885 against the highest money order SN. 13 Jul XX 15 Jul XX 4 Aug XX 19 Aug XX 3. Unit name or signature of clerk who is receiving the money orders. 20 Aug XX JDS 100 900 JDS 100 800 JDS 100 700 JDS 100 600 Transfer of COPE JDS 4 6 5 7 4. Date issued. 5. How many money orders were issued. 6. Enter Transfer of COPE. 7. Old COPE will initial.

INTERSERVICE POSTAL SCHOOL PS Form 3977 (Front) 2 1. Enter the name of the Custodian of Postal Effects. 1 MILLER, JAMES K. 2. Enter the location of the item. 3. “Other” annotate what is inside the envelope. Ie: PO Keys, MO Safe Combo. 4. “How many? ” enter the number of keys that are enclosed. 5. “Key/Lock number: Annotate the key serial number, if available. 3 Post Office Key 4 1 5 Z 1234 81 st JPD FPO AE 09389

INTERSERVICE POSTAL SCHOOL PS Form 3977 (Back) C C O O P P E E P COPE PO/CDR P O O / C D D R R The COPE and the Postal Officer/Commander will both sign across the flaps of the envelope to prevent tampering. Ensure to enclose the key/s or combination.

INTERSERVICE POSTAL SCHOOL PS Form 3544 (Receipt) Commander/Postal Officer retains duplicate keys and/or combinations to the COPEs account. Prepare in duplicate. Original goes to the COPE. The duplicate is attached to the outside of the PS Form 3977 after it is sealed. 1. Post Office location. 2. What are they signing for? Use the highlighted statement as an example. “I acknowledge receipt of PS Form 3977, ……” 3. Postal Officer/Commander Signature and title. 4. APDS 1 APO AE 09598 2 I acknowledge receipt of PS Form 3977, MO Safe Combo 4 APDS Postal Officer Signature and Title 3

INTERSERVICE POSTAL SCHOOL PS Form 1590 12 OCTOBER 20 XX COPE FPO AE 09389 3 COPE 2 1 COPE & state and zip (IE: COPE APO AE 09598) 1. STUDENT SIGN 4 1 of 1 5 Joint Military Activity (JMPA) – East Region 6 JOINT MILITARY ACTIVITY – ATL NJI BMC MILITARY 80 COUNTRY ROAD JERSEY CITY, NJ 07097 -9998 2 Printer, Receipt – Type 1 (POS) (58 -49415955; 58 -49456018) 7 3 PVI for IBM and NCR (POS) (1001549; 103175; 103182) 3 Scale (POS) (0011661; 0012879; 0013762) 3 Imprinter, Money Order, Paymaster (6 N 67292; 6 N 65513; 6 N 72713) 9 8 x 12 Oct XX Student’s Signature 10 2. Date. 3. COPE 4. Signature. (Print your name) 5. 1 of 1. 6. JMPA Address. 7. Accountable equipment. Include serial number if provided. 8. Check yes or no. 9. Date signed (situation date) 10. Student’s Signature

INTERSERVICE POSTAL SCHOOL PS Form 7381, Requisition for Supplies, Services, or Equipment 1. Enter the date. 2. Enter the last two digits of the current fiscal year and the next local sequential number. 3 -8. Leave blank. 9. Enter the requestors information. 10. Enter the FEDSTRIP budget code. 11. Enter the required information. 12. Provide a brief explanation of why the supplies, services or equipment are needed. 9. Provide the JMPA address.

INTERSERVICE POSTAL SCHOOL PS Form 17, Issue Flex Credit Account to Clerk UNIT 2 2 COPE’s Signature 1. Enter the name of post office or unit number where clerk is assigned to. 1 3 APO AE 09102 2. Enter the parent location of the account. 4 3. Stamp with the APDS. 4. The COPE will sign as Shipper. 5 50 40 150 40 50 60 17 4 50. 00 $. 01 stamps 2. 00 $. 05 stamps 15. 00 $. 10 stamps 10. 00 $. 25 stamps 50. 00 $1. 00 stamps 300. 00 $5. 00 stamps 170. 00 $10. 00 stamps 80. 00 $20. 00 stamps 3 6 10 3. 00 Sheet of 100 -. 01 stamps 120. 00 Sheet of 100 -. 02 stamps 200. 00 Sheet of 50 -. 40 stamps 6 1000. 00 Vanessa Hunter 7 5. Enter a breakdown of the items that make up the account. 6. Enter the total amount of the extended account. 7. The clerk will sign after physically counting extended stock.

INTERSERVICE POSTAL SCHOOL 9 -19 UNIT 1 APO AE 09102 Student’s Signature PS Form 17, Stamp Requisition H/C or R 123456789 40 50 60 2. 00 $. 05 stamps 50. 00 $1. 00 stamps 300. 00 $5. 00 stamps 352. 00 1. The location ID is left blank unless you are exchanging stamps between MPOs. 2. Your MPO complete mailing address. 3. An impression of the APDS. 4. The COPE or other submitter’s signature. Do NOT photocopy signature. 5. Enter your 10 digit unit finance number ( i. e. , 355827 -XXXX or 056781 -XXXX). Classroom purpose leave blank. 6. Left blank; unless returning stamps or exchanging stamps between MPOs. 7. Left blank; for USPS use only. (For classroom purpose enter H/C – Hand Carry or the registered number “R 123456789”. 8. Left blank; unless you are exchanging stamps between MPOs. 9. Left blank; unless returning stamps. 10. Check appropriate block. NOTE: If returning damaged or old stock and ordering new stamps, you should use two separate stamp requisitions. Use a separate PS Form 17 when ordering Money Orders. 11. Information concerning the stamps or money orders you are ordering or returning in the appropriate columns. Use a separate PS Form 17 when ordering money orders. 12. Enter the total value of the requisition. 13. Leave blank. 14. Leave blank.

INTERSERVICE POSTAL SCHOOL Scheduled Order UNIT 1 6 -19 APO OR FPO AE/AP 09603 Student’s Signature COPE signs here after filling requisition COPE’s Signature H/C or R 123456789 X 10 1 20 20. 00 3. 40 98. 00 49. 00 12. 20 30 18. 30 1 10 Sheets of 100 -. 20 stamps Stamped postcard -. 34 Stamp Booklet Coil stamps No. 6 ¾ plain stamped envelopes No. 10 plain stamped envelopes Flex accounts: “STAMPS +” key (Input this amount) Student’s Signature 200. 90 Clerk signs here upon receiving requested requisition