6509.21_60
Page 1 of 4
FSH 6509.21 - REGIONAL COLLECTION OFFICER HANDBOOK
R2 AMENDMENT 6509.21-97-1
EFFECTIVE 5/16/97
CHAPTER 60 - SALES OF ACCOUNTABLE DOCUMENTS
61 - EQUIPMENT AND SUPPLIES. As a minimum, collection officers should be
issued the following items for use in selling both accountable and non-accountable
documents:
1. FSH 6509.21, Regional Collection Officer Handbook.
2. Cash register or portable locking metal cash box (for collection officers
located in an office) or a portable locking metal cash box or equivalent (for collection
officers working field locations), and a separate locking drawer or compartment in a
combination locked safe rated for storing cash and accountable documents.
3. A supply of form FS-6500-115, Daily Record of Sales.
4. A supply of form FS-6500-89, Bill for Collection.
5. A supply of form AD-107, Report of Transfer or Other Disposition or
Construction of Property.
6. Preaddressed envelopes for transmittal of remittances to the Lockbox
Bank. If a postage machine is not available, provide the collection officers with
postage stamps to mail the collections to the Lockbox Bank.
7. Miscellaneous items, such as ballpoint pens and clipboards.
62 - CASH FOR CHANGE-MAKING PURPOSES. Collection officers may obtain a
cash advance from imprest funds for change-making purposes (FSH 6509.13b,
Imprest Fund Payments Handbook). Cash received for change-making purposes is
subject to the same standards of handling and safeguarding as sales receipts. Do
not transmit these funds to the Lockbox Bank. When the funds are no longer
needed, they must be returned immediately to the imprest fund cashier at the
location from which received.
63 - ACCEPTING PAYMENT. Accomplish manual sale of an accountable document
by issuing the document in exchange for payment. Accept payment in the forms
listed in section 03.3. Do not accept money orders, bankdrafts, personal checks, and
so forth in amounts exceeding the value of documents purchased. Do not issue
receipts other than cash register tapes to purchasers of accountable documents; the
document purchased serves as the receipt.
Canadian currency may be accepted as payment. However, the amount of
Canadian currency submitted for payment must be equivalent to American
currency, except mail-order sales.
R2 AMENDMENT 6509.21-97-1
EFFECTIVE 5/16/97
6509.21_60
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Provide the purchaser with information on the proper use of the accountable
document at the time of sale, such as proper display of the accountable form, where
the personal use fuel wood may be obtained, and so forth.
64 - POSTING FORM FS-6500-115, DAILY RECORD OF SALES. Record sales of
accountable documents, along with all other transactions affecting the collection
officer's inventory of accountable documents, on form FS-6500-115 at the time of the
transaction (ex. 01). This includes transfers of accountable documents to and from
collection officers, refunds, approved forms AD-112, Report of Unserviceable, Lost,
or Damaged Property, and so forth. See sections 65 and 72 covering refunds and
voiding accountable documents.
Maintain a separate FS-6500-115 for each type of accountable document sold. A
"Documents on Hand" column is provided on the form to enable the collection officer
to record and verify the inventory currently. The form also enables the collection
officer to balance sales receipts. Keep this record separate from sales receipts or the
supply of accountable documents. Retain the completed forms in the collection
officer's file (ch. 80).
R2 AMENDMENT 6509.21-97-1
EFFECTIVE 5/16/97
6509.21_60
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64 - Exhibit 01
Facsimile of a Daily Record of Permit Sales, Form FS-6500-115
USDA Forest Service
DAILY RECORD OF
PERMIT SALES
1. Permit No.
2. Permit Value
$10.00 each
QNTY
AMOUNT SOLD
3. Permit Name
Golden Age Passport
4. Collection Officer
Becky Jo Slama
DATE
SERIAL NO. OR
EXPLANATION
1/20/94
Beginning Inventory
2/5/94
Sold 259801
$10.00
1
49
2/10/94
Sold 259802-259805
$40.00
4
45
2/10/94
Sold 259806
$10.00
1
44
Total
PERMITS
ON HAND
50
$60.00
6
Enter beginning inventory or balance
forward on first line of each page.
<
It is not necessary to record
documents issued separately if they
are issued in consecutive order.
<
Prepare a 6500-89 in accordance with
exhibits in section 50 and post to the
6500-115. Double underline each
posting.
44
Transmitted on 6500-89 dated 2/10/94
2/15/94
Sold 259807
$10.00
1
43
2/16/94
Received 25 Passports
AD107
#2
68
2/16/94
Sold 259808
$10.00
1
67
2/15/94
Sold 259809
$10.00
1
66
2/1/94
Sold 259810
$10.00
1
65
2/17/94
Refund 259810
-10.00
-1
66
2/18/94
Sold 259810-259811
$20.00
2
64
Total
$50.00
5
64
Transmnitted on 6500-89 dated 2/18/94
<
<
<
Post permits received in this manner.
Increase permit on hand column by
quantity received. Also document
tickets transferred to issuing office or
another collection officer, and reduce
the documents on hand column.
Post refunds made in accordance with
section 65.0 in this manner. Permits
on hand column must be increased by
number of permits returned.
R2 AMENDMENT 6509.21-97-1
EFFECTIVE 5/16/97
6509.21_60
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65 - REFUNDS AND REPLACEMENT OF PASSPORTS AND TICKETS.
1. Refunds.
a. Golden Eagle Passports and Golden Age Passports. Make refunds
only when there is evidence of fault or neglect on the part of the
Government, or for other justifiable reasons and the passport has not
been used. Direct people requesting refunds to the agency which
originally sold the permit. Refunds made by the Forest Service should be
requested through the Budget and Accounting Office of the Unit that
originally sold the passport.
b. Other Accountable Documents. Refund the price of the accountable
document to the purchaser, from sales receipts on hand when the
collection officer has personal knowledge that the accountable document
for which the refund is requested has not been used and the program
involved provides for refunds. Void the accountable document and
transfer it to the issuing office as outlined in section 43. See exhibit 01
for an example of posting refund and transfer transactions on form FS6500-115. Instruct the purchaser to submit a written request to the
Forest Supervisor stating the reason for the request and enclosing the
accountable document for which the refund is requested if the collection
officer does not have personal knowledge that the accountable document
has not been used.
2. Replacement. Replacement accountable documents, including Golden
Eagle Passports and Golden Age Passports, is considered a public service. Issue a
replacement when remnants of more than 50 percent of a damaged accountable
document are returned. Handle the replacement as a new issuance and require
payment for the new passport when the person requesting the replacement of a
Golden Eagle or Golden Age Passport cannot provide a remnant or more than 50
percent of the original document.