R2 AMENDMENT 6509.21-97-2
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6509.21_50
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FOREST SERVICE HANDBOOK
DENVER, CO
FSH 6509.21 - REGIONAL COLLECTION OFFICER HANDBOOK
Region 2 Amendment No. 6509.21-97-2
Effective June 23, 1997
POSTING NOTICE: Amendments are numbered consecutively by Handbook
number and calendar year. Post by document name. Remove entire document and
replace with this amendment. Retain this transmittal as the first page of this
document. The last amendment to this Handbook was Amendment 6509.21-97-1 to
6509.21.
This amendment supersedes Amendment 6509.21-97-1 to 6509.21,50.
Document Name
6509.21_50
Superseded New
(Number of Pages)
9
10
Digest:
56 - Corrects file code on Bill for Collection for transmittal to lockbox bank.
ELIZABETH ESTILL
Regional Forester
R2 AMENDMENT 6509.21-97-2
EFFECTIVE 6/23/97
6509.21_50
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FSH 6509.21 - REGIONAL COLLECTION OFFICER HANDBOOK
R2 AMENDMENT 6509.21-97-2
EFFECTIVE 6/23/97
CHAPTER 50 - RECEIPT, SAFEGUARDING, AND TRANSFER OF
COLLECTIONS BY COLLECTION OFFICERS
51 - RECEIPT. Collection officers must record the receipt of collections immediately
using a cash register or a Collection Officer's Register, form FS-6500-75 (ex. 01).
The record must be detailed enough to track sales by category. Each collection
officer must maintain a separate record of cash receipts. Collection officers must
store collections in separate cash register drawers or locking metal cash boxes and
keep collections separate from other funds.
Retain the cash register tapes or completed Collection Officer's Registers, form FS6500-75 in the collection officer file (sec. 80).
Collection officer shall remove, count and record collections deposited in donation
boxes at least daily at the close of business. Donation boxes in field locations, not
normally visited daily by collection officers, may be emptied less often when
appreciable extra travel makes it uneconomical to empty them daily. In this
situation the local line officer must determine how often the boxes must be emptied
based on anticipated donations.
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51 - Exhibit 01
Facsimile of a Collection Officer's Register, Form FS-6500-75
U.S. DEPARTMENT OF AGRICULTURE
FOREST SERVICE
COLLECTION OFFICER'S REGISTER
(Ref: FSM 6530)
DATE
REMITTANCE
NAME OF REMITTER
RECEIVED
Permittee, Purchaser, Etc.
Unit: TARGHEE NF
Page Number
TETON BASIN RD
1
Name of Collection Officer
BECKY JO SMITH
DESCRIPTION
Permit Number, Type, Etc.
TARGHEE NF EAST
TARGHEE NF EAST
TARGHEE NF WEST
AMOUNT
7/9
VISITOR MAP
3.00
7/9
2 VISITOR MAPS
7/10
7/12
SPECIAL PURPOSE MAP
SALMON WILD & SCENIC RIVER
TETON INTERPRETATIVE ASSOC 75 TARGHEE NF E
100 MAPS
25 TARGHEE NF W
4.00
225.00
TOTAL TO LOCKBOX BANK
238.00
6.00
7/12/94
BILL No. 343
Use the space below to document the transfer of funds to another location.
TRANSFERRED
TO:
RECEIVED
BY:
Name or Place:
Date:
Signature:
Date:
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52 - SAFEGUARDING. Line managers shall provide each collection officer with
personal safekeeping facilities as outlined in section 03.4. Place collections in a
locking metal cash box or cash register immediately. Store the metal cash box or
cash register drawer insert, containing the collections, in the safe when they are not
in use. Collection officers are personally liable for collections in their possession. If
a loss occurs, the collection officer must show that the loss occurred without fault or
negligence on their part to be granted relief.
Only the collection officer and, in the event of an emergency, the administrative
officer for the unit to which the collection officer is assigned may have access to the
collection officer's safe combination. To allow emergency access the collection officer
shall secure the combinations to any safe used to store Government funds in the
following manner:
1. Place the safe combination and a duplicate key to the cash box in a sealed
envelope. Sign and date the envelope.
2. Place the sealed envelope in a blue envelope (FS-6200-21 or FS-6200-22)
marked as follows:
PERSONAL - ATTENTION: To Be Opened Only By The Administrative
Officer
Include a short note describing the contents of the sealed envelope and forward it to
the Administrative Officer.
3. The envelopes must be stored in a safe. The Administrative Officer shall
use professional judgement to determine where and with whom the envelopes
containing the safe combinations are secured. The Forest Supervisor and at least
one other designated individual should know the location of the envelopes.
4. The Administrative Officer should notify each employee who sent an
envelope that it was received unopened.
Each collection officer should memorize the combination. The combination must not
be written down anywhere on the premises and under no circumstances may safe
combinations be stored in the same building as the safe. Immediately change the
combination if compromised or thought to be compromised and each time the safe is
transferred to a different person.
Local line officers must ensure that donation boxes are constructed to provide
appropriate security for the maximum donations the box will contain. The donation
boxes must be securely anchored. Only the collection officer responsible for
removing the collections should have access to the contents of the donation box.
53 - RECEIPTS TRANSFERRED TO ANOTHER COLLECTION OFFICER.
Transmit sales receipts from Fee Envelopes, (form FS-2300-26) to another collection
officer in person when possible, with the envelopes unopened. The receiving
collection officer shall open the envelopes, total the receipts and note any
deficiencies, convert the cash to remittances, and prepare the FS-6500-89 for
R2 AMENDMENT 6509.21-97-2
EFFECTIVE 6/23/97
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submission to the Lockbox Bank. Open envelopes and count cash if collections are
not transmitted the same day as received.
The collection officer who originally collected the money shall transmit receipts to
the Lockbox Bank unless there are extenuating circumstances that make it
impractical to do so. In the latter case, funds may be transferred to another
collection officer. The liability for loss of government receipts shifts to the next
collection officer when the transfer is documented as outlined below. A collection
officer remains responsible for government receipts in their position until they are
transferred to Lockbox Bank or another collection officer. A collection officer may
not transfer government receipts to anyone not designated as a collection officer.
Any loss that occurs will be the responsibility of the collection officer responsible for
the funds at the time of the loss.
Handle receipts from all collection officer activities and unopened fee envelopes (FS2300-26) which are transferred to another designated collection officer for
transmittal to the Lockbox Bank as follows:
1. The transferring collection officer shall:
a. Prepare an original and 4 copies of form FS-6500-89 and enter "Sales
Receipts transferred to (collection officer)" as shown in exhibit 02.
b. Retain the signed copy (refer to paragraph 2. a. below) of the FS-650089 pending receipt of the paid copy. Followup with the office to which the
collection officer is assigned when the paid copy is not received within a
reasonable length of time.
c. Give the sales receipts, the original, and remaining copies of the FS6500-89 to the receiving collection officer.
2. The receiving collection officer shall:
a. Enter "Receipt acknowledged for $
covering collections listed
above", date, and sign form FS-6500-89 (ex. 01), and return the signed
copy to the transferring collection officer.
b. Transmit the sale receipts and original form FS-6500-89 by mail to the
lockbox.
c. Retain a copy of form FS-6500-89 and mail two copies to the Forest
accounts receivable clerk. Do not post transmittal of another collection
officer's receipts on form FS-6500-115. The Forest accounts receivable
clerk shall return a copy marked paid to the original collection officer.
Leave the dollar amount on the FS-6500-89 blank when fee envelopes are
transferred unopened. The receiving collection officer shall enter "receipt
acknowledged for
unopened envelopes." The receiving collection officer must
count the cash in the envelopes, fill in the dollar amount, and process the FS-650089 as described above.
R2 AMENDMENT 6509.21-97-2
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53 - Exhibit 01
USDA Forest Service
1. Date of Issue
July 12, 1996
BILL FOR COLLECTION
(Reference FSM 6530)
Please send money order, bank draft, or check
payable to: USDA FOREST SERVICE at the following address:
2. Issuing Office Address
USDA-FOREST SERVICE at the following address:
COLLECTION OFFICER, ROCKYMOUNTAIN REGION,TP-15
P. O. BOX 60,000, FILE No. 31654
SAN FRANCISCO, CA 94160-1654
USDA, Forest Service
Bearlodge RD TP15
Sundance, WY 82729
FOR INFORMATION Please call
303-333-4444 or write to the issuing
office address.
Becky Jo Smith, Collection Officer
Bearlodge Ranger District
HWY 14 East-PO Box 680
Sundance, WY 82729-0680
DO NOT send correspondence or change of
address with your payment
Þ FOR PROPER CREDIT be sure to include a copy of this BILL with your payment Ü
------------------------------------------------------------------------------Fold-----------------------------------------------------------------------3. Date or Period
6. Bill Number
343
4. Description
Map sales per Collection Register No. 1
Sales from 7/9 - 7/12/96
5. Amount
$ 238.00
7. Unit Number
8. Subunit/Contract Number
9. Payment Due Date
TP15
D-1
Received
10. Amount Due
$ 238.00
Note: Payments not received by the due date are subject to a LATE PAYMENT CHARGE at the rate published
by the Department of the Treasury unless a different rate is prescribed by contract or agreement.
Postmarks are not honored. ADMINISTRATIVE CHARGES may also be assessed. An additional 6%
PENALTY will be charged for payments over 90 days past due. (Authority: Debt Collection Act of 1982.)
11. Remarks
12. Forest Service Accounting Data
TRANS.
MANAGEMENT
OBJECT
CODE
CODE/FY
AMOUNT
CLASS
A
897888
0100
TOTAL --------------->
$238.00
$238.00
R2 AMENDMENT 6509.21-97-2
EFFECTIVE 6/23/97
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Page 7 of 10
53 - Exhibit 02
USDA Forest Service
1. Date of Issue
July 5, 1996
BILL FOR COLLECTION
(Reference FSM 6530)
Please send money order, bank draft, or check
payable to: USDA FOREST SERVICE at the following address:
2. Issuing Office Address
USDA-FOREST SERVICE at the following address:
COLLECTION OFFICER, ROCKYMOUNTAIN REGION,TP-15
P. O. BOX 60,000, FILE No. 31654
SAN FRANCISCO, CA 94160-1654
USDA, Forest Service
Bearlodge RD TP15
Sundance, WY 82729
FOR INFORMATION Please call
303-333-4444 or write to the issuing
Sundance, WY 82729-0680office
address.
Kevin Butler, Collection Officer
Bearlodge Ranger District
HWY 14 East-PO Box 680
Sundance, WY 82729-0680
DO NOT send correspondence or change of
address with your payment
FOR PROPER CREDIT be sure to include a copy of this BILL with your payment
------------------------------------------------------------------------------Fold-----------------------------------------------------------------------3. Date or Period
4. Description
Campground collections Collected July 5, 1996
5. Amount
Sunset Campground
Clear Springs Campground
6. Bill Number
126.00
66.00
Receipt acknowledged for $192.00 covering collections listed
above.
/s/ Becky Jo Smith 7/5/96
7. Unit Number
8. Subunit/Contract Number
9. Payment Due Date
TP15
D-1
Received
10. Amount Due
$ 192.00
Note: Payments not received by the due date are subject to a LATE PAYMENT CHARGE at the rate published
by the Department of the Treasury unless a different rate is prescribed by contract or agreement.
Postmarks are not honored. ADMINISTRATIVE CHARGES may also be assessed. An additional 6%
PENALTY will be charged for payments over 90 days past due. (Authority: Debt Collection Act of 1982.)
11. Remarks
12. Forest Service Accounting Data
TRANS.
MANAGEMENT
OBJECT
CODE
CODE/FY
AMOUNT
CLASS
A
898714
0100
TOTAL --------------->
$192.00
$192.00
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EFFECTIVE 6/23/97
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54 - FREQUENCY OF TRANSMITTAL. Forward remittances to the Lockbox Bank
as follows:
1. Daily, whenever the amount on hand reaches $2,000.
2. No less often than monthly, regardless of amount. In addition all over the
counter timber receipts must be transmitted in time to reach the Lockbox Bank by
12:00 noon on the last working day of each month.
3. When isolated locations make it uneconomical to deposit cash as outlined in
paragraph 1. and 2. the administrative officer may authorize, in writing, the
collection officer to make deposits whenever the amount on hand reaches $5,000 or
no less often than every 30 days regardless of amount. The administrative officer
shall ensure that adequate safe keeping facilities are available to protect the funds
before exercising this option. All timber receipts must be deposited as outlined in
paragraph 2 above.
When cash is received after business hours or on non-workdays for the U.S. Postal
Service or an FDIC-insured financial institution, and collections on hand exceed
$2,000, make the transmittal on next day the cash can be converted.
55 - METHOD OF TRANSMITTAL. Transmit remittances as outlined below:
1. Convert the cash to a postal money order payable to USDA Forest Service,
and mail it with any other remittances to the Lockbox Bank (Sec. 56). Cash may be
converted to a money order or a cashier's check when it is impractical to use postal
money orders if the financial institution is a member of the Federal Deposit
Insurance Corporation.
Do not diminish any cash collection by the amount of fees for money orders or
cashier's checks (Title 31, United States Code, section 3302). The employee must
pay these fees and request reimbursement from Imprest Funds. Reimburse these
fees from Forest Service appropriations available for such costs. Collection officers
may obtain reimbursement from imprest fund cashiers using SF-1164, Claim for
Reimbursement for Expenditures on Official Business, or the receipts received from
the Post Office or financial institution. Do not send cash to the Lockbox Bank.
2. Transfer the remittances and bills for collection to another designated
collection officer for handling in accordance with paragraph 1.
3. Send the cash and supporting Bill For Collection to another collection officer
for handling in accordance with item (1), when no other means are available. The
receiving collection officer must enter "Receipt acknowledged for $
", sign, and
date the Bill for Collection and return a signed copy to the original collection officer.
The receiving collection officer shall convert the cash to a postal money order, bank
money order, or cashier's check; and forward it to the Lockbox Bank.
56 - TRANSMITTAL OF CASH AND REMITTANCES TO THE LOCKBOX BANK.
Prepare a Bill For Collection, form FS-6500-89, as shown in exhibit 02. Enter
Region and Unit number on the Bill For Collection in the Unit No. box. Enter:
"Rocky Mountain Region, File 31654, P.O. Box 60000, San Francisco, CA 94160-
R2 AMENDMENT 6509.21-97-2
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1654, in the please send money order payable to block. Enter a bill number from
the Forest numerical file.
Enclose the original copy of FS-6500-89 along with the remittance(s) in an envelope
and mail it to the Lockbox Bank. Forward three paper copies or an electronic copy
to the Forest accounts receivable clerk and retain one copy in the collection officer's
file pending receipt of a copy with the paid date. Upon receipt of the copy with the
paid date, destroy the pending copy and retain the paid copy in the collection
officer's file (sec. 80). Record the required information to FS-6500-115 at the time of
transmittal.
Use appropriate management codes provided by collection officer's home office.
57 - FOREIGN CURRENCY. The conversion of foreign currency and checks
requires special handling. Those units that have local banks willing to convert
foreign currency and checks to a cashier's check, in U.S. dollars, made payable to
USDA Forest Service are authorized to use those local facilities. Any service fee
charged by the bank for conversion is considered part of the cost of exchange and is
to be deducted from the funds being exchanged.
Arrangements have been made with Bank of America in San Francisco for those
units that do not have local banks willing to exchange foreign currency and checks.
This arrangement is the exception to the rule that cash cannot be mailed. Mail
foreign currency to Bank of America if there are no local banks willing to make the
exchange. Foreign currency and checks may be held up to 30 days when value is
less than $2,000. Bank of America prefers monthly transmittals when dollar values
are small. Processing steps when using the Bank of America follow:
1. Prepare the Bill For Collection in the collection officer's name.
2. Use the lockbox address on the line for the "payment to be mailed to."
3. Itemize the denominations of currency and list all checks separately with
the face amount of the check in the description block. (for example: 3 - $5 bills, 1 $1 bill, 1 check John Smith $5. Canadian Currency)
4. Leave the amount and the amount due blank on the Bill For Collection.
5. Complete the Unit No. Block as required for a lockbox deposit.
6. Make sure this Bill For Collection has a bill number before submission.
7. Complete the rest of the Bill for Collection in the normal manner.
8. Send three copies to the accounts receivable clerk.
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9. Send the original and one copy of the Bill For Collection with the currency
and checks to the following address:
Bank of America
Foreign Currency Services #5089
345 Montgomery St. Lower Level 1
San Francisco, CA 94104
NOTE: Include a stamped envelope with your Lockbox address (including file
number).
Bank of America will convert the currency and checks to U.S. dollars and mail the
original copy of the Bill For Collection and a cashier's check made payable to USDA
Forest Service in the envelope provided to lockbox. Handle the deposit like any
other lockbox transaction from this point on.
The accounts receivable clerk should carry this Bill For Collection at face value
until the exchange value is known for report purposes.
58 - INTERPRETATIVE ASSOCIATION RECEIPTS. Under the terms of approved
permits or agreements, interpretative associations may use Forest Service
installations and facilities for the sale and distribution of association material.
Under such an arrangement, the association accepts full responsibility for
safeguarding its inventory and receipts. Designated collection officers may act as
sales agents for the association concurrently with their Forest Service collection
duties, but other employees also may act as sales agents for the association without
being designated as collection officers.
1. Account for revenue from the sale of association material separately from
regular Forest Service collections.
2. Use form FS-6500-115 or a cash register capable of summarizing sales by
item to record daily sales. Note on FS-6500-115's specific item being sold and
maintain a separate set of forms FS-6500-115 for each type of material sold.
3. Transmit receipts directly to the association in accordance with specific provisions of the
written agreement. As a minimum, send a copy of the applicable forms FS-6500-115 or cash
register tapes with the receipts. In the absence of such provision, transmit the receipts to the
Lockbox Bank following the guidelines in section 56. The home office should provide the
correct management code.