FSH 6509.13B - IMPREST FUND PAYMENTS HANDBOOK

R6/PNW SUPPLEMENT 6509.13b-99-1 6509.13b,0900 Effective: 9/3/99 Page 1 of 3

FOREST SERVICE HANDBOOK Portland, Oregon

FSH 6509.13b - IMPREST FUND PAYMENTS HANDBOOK

R-6/PNW Supplement No. 6509.13b-99-1

Effective: September 3, 1999

POSTING NOTICE: Supplements are numbered consecutively by handbook number and calendar year. Post by document name. Remove entire document and replace with this supplement. Retain this transmittal as the first page of this document. The last R-6 supplement to this Handbook was Supplement 6509.13b-98-2, 0300.

Superseded New Document Name (Number of Pages)

6509.13b,0900 2 3

Digest: Adds new procedures for liquidation of imprest fund advances resulting from the conversion to FFIS.

Updates text to reflect conversion of SF forms to OF forms.

/s/ Roy Roosevelt /s/ Thomas J. Mills NANCY GRAYBEAL THOMAS J. MILLS Acting Regional Forester Station Director R-6 SUPPLEMENT 6509.13b-99-1 6509.13b,0900 EFFECTIVE: Page 2 of 3

FSH 6509.13b - IMPREST FUND PAYMENTSHANDBOOK R-6/PNW Supplement 6509.13b-99-1 Effective: September 3, 1999

CHAPTER 0900 - REPLENISHMENTS AND LIQUIDATIONS

0901 - PREPARATION AND SUBMISSION OF REIMBURSEMENT VOUCHERS.

0901.1 - Preparation of Reimbursement Voucher. The block of the OF-1129, Cashier Reimbursement Voucher and/or Accountability Report labeled (For Administrative Use) may be approved by the Administrative Officer at the Supervisor's Office, District Rangers (or comparable official at subunit offices), or they may delegate this responsibility to the cashier's supervisor or other employees who have knowledge of transactions appearing on teh OF-1129.

0901.2 - Submission of Reimbursement Voucher. In order to avoid delays in receiving payment for reimbursement vouchers submitted, take care to avoid these common problems:

Cashier's social security number is incorrect

Inclusive dates on the OF-1129 are not consecutive

Inclusive dates on the OF-1129 do not match the subvouchers

Total on the AD-661, Cashier Sub-Voucher Register, does not match total of subvouchers

Subvoucher numbers are not consecutive or do not match receipts

Incorrect job codes

Budget object codes used that are not proper for imprest payments

Denomination of checks requested does not equal reimbursement voucher

0904 - RETURN OF CASH OR UNCASHED CHECKS. Checks issued in error for imprest- related transactions should be returned to NFC for resolution rather than to the Treasury Department.

0904.1 - Return of Part of Balance. Under FFIS, the amount advanced to an imprest fund cashier may no longer be reduced using form OF-1129. The OF-1129 can only be used for the cashier to report activity and secure respective reimbursement checks.

If the amount of an imprest fund is to be reduced, prepare form OF-211, Request for Change or Establishment of Imprest Fund. In Section V show the old and new balances and attach uncashed Treasury Checks and/or money orders, cashier's checks, or bank drafts drawn payable to the Treasurer of the United States which total the amount of the reduction and send to NFC.

0904.2 - Liquidation of Account. If the amount of an imprest fund is to be totally liquidated, the cashier must first obtain reimbursement for all subvouchers so that cash on hand plus uncashed checks equals the amount for which the cashier is responsible. Next, the cashier must prepare form OF-211 showing the account is being liquidated, convert all cash to money orders, cashier's checks, or bank drafts drawn payable to the Treasurer of the United States and send to NFC along with any uncashed Treasury Checks. R-6 SUPPLEMENT 6509.13b-99-1 6509.13b,0900 EFFECTIVE: Page 3 of 3