FAQ

Question: How do I collect an employee's debt?

Answer:

STEPS TO COLLECT LOCAL EMPLOYEE DEBT

LOCAL DEBT SALARY ADVANCES AIC 754 offset AIC 354
TRAVEL ADVANCES AIC 755 offset AIC 355
EMPLOYEE CASH SHORT AIC 764 offset AIC 364
EMPLOYEE STOCK SHORT AIC 767 offset AIC 367

Employee wishes to repay the local debt by payroll deduction.

STEP 1
Complete PS Form 1902, Justification for Billing Accounts Receivable (example A attached)
· Section A – Information on Office
· Section B – Information on Employee
· Section C – To clear the local suspense on PS 1412
o Salary Advance offset AIC 354
o Travel Advance offset AIC 355
o Employee Cash offset AIC 364
o Employee Stock offset AIC 367
· Section D – Brief description of debt in details that the employee will understand
· Section E – Postal Official information
· Section F – Accounting Service Center ONLY

PS Form 1412 entries to be made the SAME DAY, will create PS Form 3544, receipt

POS One sites
· Clerk Services/Back Office
o Money & Accounts
o GL Activity
o Clear Unresolved Employee Financial Item
o Key in the Control # assigned to this item
o Accept and Continue
o Choose CASH as payment
o RA clearing this will do
· Clerk Services/Back Office
o Money & Accounts
o GL Activity
o Key AIC 636, Employee Receivables
o Key amount

IRT & eMoves
Use the clearing AIC (see chart above) and offset with AIC 636, Employee Receivables

Mail completed PS Form 1902 with attached PS Form 3544 to
SCANNING & IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

STEP 2

You will receive an invoice in the mail (example B attached) at your office.

Complete a PS Form 3239, Payroll Deduction Authorization to Liquidate Postal Service Indebtedness (example C attached)
· Definitions – describes what “disposable pay” and “current pay” refers to
· General Information – Employee information
o Name
o Social Security #
o Finance #
o PRD REF NUMBER – this is on the Invoice you received
o Total Debt
o Type of Offset – not necessary to complete
o Home Address – employee
o Postal facility address
· Pay Period Deduction
o Deduction to begin – Pay Period and Year
o Deduction Per Pay Period – May choose to do a specific dollar amount or a percent of “disposable/current pay” (description at top of form)
· Voluntary Authorization – employee request and signs
· Involuntary Authorization – Supervisor starts deduction

Mail completed PS Form 3239 to:
SCANNING & IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

Employee wishes to pay the debt locally.

POS One sites
Note: AIC 752 is the default AIC.
· Clerk Services/Back Office
· Money & Accounts
· GL Activity
· Clear Unresolved Employee Financial Item
· Key in the Reference number for the employee item to clear
· Screen appears with the employee financial item information
· Accept & Continue to Payment
· Complete the transaction

IRT and eMoves Sites
Accept payment
Use the clearing AIC (see chart above) and offset with AIC 752.
Remove from your manual PS Form 25, Suspense Items Log
STEPS TO CLEAR EMPLOYEE OVERAGES

OVERGES EMPLOYEE CASH OVER AIC 068 offset AIC 468
EMPLOYEE STOCK OVER AIC 057 offset AIC 457

RETENTION PERIOD ON OVERAGES;
EMPLOYEE CASH OVERAGES (AIC 068) = 90 DAYS
EMPLOYEE STOCK OVERAGES (AIC 057) = 1 YEAR

STEP 1

Determine that the overages are out of the required retention period.

STEP 2

POS One
· Clerk Services/Back Office
o Money & Accounts
o GL Activity
o Clear Unresolved Employee Financial Item
o Key in the reference number for the employee item
o The screen will show the Employee Financial Item to clear
o Accept & Continue
o Accept as cash
· Clerk Services/Back Office
o Money & Accounts
o GL Activity
o Key AIC 123, Lobby Services Revenue

IRT & eMoves
Use the clearing AIC (see chart above) and offset with AIC 123, Lobby Services Revenue

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