MCO 5110.4A
JAN 21 2009
(2). All Marine Corps activities shall use only prepaid postage.
Postage shall be paid for on receipt. Do not ask postmasters or MPO’s to
advance postage pending receipt of funds. Pay for all purchases by using
either a credit card or an electronic funds transfer (EFT). Reference A
displays payment methods accepted by USPS for commercial (prepaid) postage.
A Centralized Account Processing System or commercial meter, remotely set
(CMRS) trust account shall be used for all transactions possible. The
General Service Administration (GSA) Smart Pay credit cards shall be used for
all transactions for which USPS accepts them when CAPS or CMRS is
unavailable.
(3). Trust accounts at local post offices may be used only when one
of the preceding methods cannot be used. When this method is used the OMM
must reconcile the balance with USPS on a monthly basis.
(4). Deposits into trust accounts shall normally be via an overnight
Automated Clearing House transaction. Fedwire transactions are much more
expensive and shall be used only in an emergency.
(5). EFT transactions are limited to using ACH credit transactions to
trust accounts in USPS owned bank accounts. A separate Form 1034 is required
for each USPS facility and required for each transaction. The Marine Corps
representative must verify these entries are accurate after each transaction.
(6). The USPS requires that all postage meters be examined by a USPS
representative at least every 6 months. This may be done when postage is set
into the meter, or will require a semiannual inspection if additional postage
is not set into the meter during the 6-month period.
(7). Daily Record of Meter Register Readings is initiated for each
postage meter by the Supervisor that checks the meter into service. The
date, ascending and descending register readings along with their total, and
meter serial number are entered into a logbook or a meter machine print out
may be used for recording accountability. At the end of each business day,
the meter operator will verify the ascending columns (A) and descending
registers in columns (B), respectively, along with their total in column
(C). If the daily total does not agree with the entry recorded at the last
setting by the post office, the meter should be taken to the post office for
examination. Each time additional postage is purchased the amount of funds
purchased shall be recorded in a logbook or an updated computer printout
shall be presented to verify. The supervisor will verify that the total of
the register readings agrees with the last entry, prior to setting additional
postage. Your official mail control site will report these amounts when
required for use in random surveys to report official mail costs. When
completed, this logbook or computer printout should be retained on file for
at least 2 years from date of final entry.
d. Postage Expenditure Report
. Installations will submit expenditure
reports via the Marine Automated Postal System (MAPS) under the Official Mail
Expenditure module as follows:
(1) Reports are submitted semi-annually based on the fiscal year (01
October to 30 March, and 01 April to 30 September). Report Control Symbol
DD-5110-02 is assigned to this reporting requirement.
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