broken

(e) Replacement. Worn or keys shall be replaced without charge if the damaged keys are surrendered.

(f) Return. All keys must be returned when the box is surrendered. If the customer has lost a regular key, he must pay a fee of 50 cents for each missing key. § 169.4 Internal controls.

(a) Record of boxholders. Keep a record of boxholders on Form 1091, Box Rent Register for Keylocking and Keyless Equipment. File Form 1091 in numerical sequence according to box number in three sections as follows:

(1) Cards for vacant boxes.

(2) Cards covering boxes rented for one quarter. When boxes are rented for more than one quarter but less than the full or remainder of the fiscal year, separate cards for these boxes and file in rear of second section.

(3) Cards covering boxes rented for the full or remainder of the fiscal year.

(b) Broken locks. Do not rent boxes having broken locks. When the lock on a rented box is broken, assign a new one to the customer.

Keyless

sur

(c) Surrendered boxes-(1) boxes. When a keyless box is rendered, change the combination before reassignment.

(2) With keys. When a customer surrenders his box and fails to return all keys, send Form 1099, Notice To Return Keys. If all the keys are not returned, the lock must be changed.

(d) Keys and fees-(1) Keys. At least three keys must be provided for each keylocking box. One or two keys will be supplied the boxholder. Keep at least one key on hand at all times for issuance upon submission by boxholder of Form 1094, Application for Additional Keys to Post Office Box. Upon issuance of spare key on hand, requisition replacement immediately. Do not keep a record of keys furnished a boxholder. Withdraw keys in excess of reserve requirements, tag to indicate the key (or lock) number, file numerically, and store in safe place.

(2) Fees. Account for all fees collected for additional and duplicate keys as provided in Handbook F-1. Do not keep any other record.

(a) Order books and index. When the number of Forms 3575, Change of Address Order, average five or more per month, maintain a change of address order book (supply item O-391-M) in the box section. Use a separate address change sheet, Form 1564, for each letter of the alphabet separated by Item 0-89 (b), Index. As Forms 3575 are received, post pertinent information chronologically on appropriate sheet. Make appropriate entries on Forms 1564 whenever a former boxholder fails to furnish a forwarding order at the time he surrenders a lock box or when it is closed for nonpayment of rent. Maintain only one set of Forms 1564 at the main office and at each station or branch. After entry to Forms 1564, file Forms 3575 chronologically by months or alphabetically, in a manner that will permit withdrawal at the end of the month after requests are 2 years old. Do Not Maintain a Separate File of Forms 3575 Covering Temporary Changes of Address.

(b) Flag boxes. (1) Use a distinctive colored box label to flag all lock boxes for which there are entries on Forms 1564. Colored labels identify all lock boxes to which mail may be addressed for other than current boxholders.

(2) If desired, the dates on which colored labels should be replaced with conventional white labels may be shown on the colored labels. Except for These Dates Only Information Relating to the Name of the Current Boxholder Shall Be Shown

on Colored Labels. No data pertaining to the forwarding address of the former boxholder shall be placed on labels either before or after further rental of the box.

(3) Case all mail addressed to boxes having a colored label, other than that addressed to or in care of the current boxholder, to a single separation for determination of forwarding address from Forms 1564. If no forwarding address is on record, distribute the mail to the boxes as addressed unless the boxholder of record advises mail for the addressee shall not be placed in his box. Mail rejected

Sec.

171.1

171.2

171.3

171.4

by the boxholder shall be forwarded, returned to sender, or disposed of as waste.

(4) Replace Colored Box Labels With White Labels Immediately Following Termination of a Forward or Change of Address Order or as Soon as It Is Apparent Than a Need for a Colored Label No Longer Exists.

(5) If the number of requests on Form 3575 average less than five per month follow the same procedures except that Forms 3575 may be filed in alphabetical order and used for reference purposes in lieu of a register.

PART 171-MONEY ORDERS

Issuance of domestic money orders. International money orders.

Cashing money orders.

Inquiries.

(a) Where sold. Domestic money orders may be purchased at all post offices, branches, and stations in the United States and its possessions, except for certain offices in Alaska. Money order facilities are also provided for members of the Armed Forces of the United States.

(b) Amounts, fees, payments—(1) Money order amounts. The maximum amount for a single money order is $100. There is no limitation on the number of orders that may be purchased at one time, except when the Department may impose temporary restrictions.

(2) Money order fees. (i) No fee is

charged for a postal money order issued to military personnel and/or their dependents by a U.S. Armed Forces Postal Clerk at a Military Post Office (APO or NPO) located in Vietnam, or on board a ship in contiguous waters, as defined by regulations of the Department of Defense, Postal Money Orders issued to others shall be charged at the fees indicated below.

(ii) The fee for a postal money order issued to military personnel and/or their dependents by an Armed Forces Postal Clerk on board any other ship or at any other Military Post Office (APO or NPO) located outside the 50 States, Puerto Rico, and Guam is 15 cents, regardless of the amount of the money order. Postal Money Orders issued to others shall be charged at the fees indicated below.

(iii) Fees for domestic money orders issued at other post offices including those with branches or stations on military installations and international money orders issued at any post office are as follows:

(c) Manual issuance of money orders must be kept to the minimum. Inoperable machines must be replaced as quickly as possible as provided in the "Operators Manual."

(2) Dating stamp and initials. Put the all-purpose dating stamp and employee's initial, in ink, in the spaces provided on the form.

(d) Completion of money order by purchaser. After receiving cash for the order and fee, the postal clerk shall remove the post office record stub, partially detach purchaser's receipt stub, give the order and receipt to purchaser, and re

mind him of necessity to complete information on the order. The purchaser must fill in the following information on the money order:

(1) Name of payee and name and address of purchaser. The purchaser must fill in his name and address and the name of the person to whom it is to be paid. He must do this promptly to protect his rights in the event the order is lost. The Postal Service is not responsible for money orders lost before completion by the purchaser. Money orders may be payable:

(i) To purchaser, if desired.

(ii) To only one firm or person, by complete name. Don't put the name "Smith" for an individual. But "Smiths" may be used if it is the name of a company or firm.

(iii) To payee (the person to whom payable) by his official title. For example: Cashier, First National Bank; Superintendent of Insurance, New York State; Director of Internal Revenue, Baltimore.

(iv) To a person who has adopted a name in a religious order, such as Sister Theresa or Brother Joseph.

(2) Identifying data. The purchaser should add his insurance policy number or other identification data to insure proper credit. Designate government agencies directly, as: Director of Internal Revenue; Superintendent of Documents; Veterans Administration.

(e) Issuance to rural customers-(1) Application form. A rural customer must obtain from the carrier and complete Form 6001, Application for Domestic Money Order. When the carrier receives the completed Form 6001 and money, he will give the customer a numbered receipt. If the carrier cannot give the correct change, he will meet and give it to the customer on his next trip. Money must never be deposited in a rural box. When a carrier does find money in a box with completed Form 6001, he will take it to his post office for issue of the money order. The carrier will deliver the money order, with purchaser's receipt attached, to the customer on his next regular trip.

(2) Requesting the mailing of order to payee. If the purchaser wants the money order mailed to the payee, he should furnish the carrier with a stamped addressed envelope large enough to accommodate the money order without folding. The carrier will take the application form, money and envelope to the post office where a postal employee will complete the money order and mail it to the payee. No extra charge is made for this service.

(3) Form 6387 for rural carriers. Postmasters will furnish rural carriers Form 6387, Receipt of Rural Carrier to Purchaser and Certificate of Postmaster for Issue of Money Order, for the purpose of transacting money order business. Conduct these transactions in accordance with instructions on the back of the book cover of Form 6387.

(4) Nonpersonnel rural stations and branches. The procedures outlined in

subparagraphs (1), (2), and (3) of this paragraph will be followed in providing money order service to customers of nonpersonnel rural stations and branches. Customers should meet the carrier at the station or branch. A supply of applications is maintained at the station or branch.

(5) Issuance to star route customers. If required to do so by the contract, star route carriers will accept money and applications for money orders and give receipts on Form 6387, Receipt of Rural Carrier to Purchaser and Certificate of Postmaster for Issue of Money Order, for the money. Except when an intermediate office is involved, the application and money shall be turned in for issuance of the money order at the post office at which the carrier begins and ends his trips. Wherever possible, without delay to the issuance of the money order or to the proper dispatch of mail, the carrier will submit the money order application and money to the intermediate office for issuance. When the money order will not be issued before the carrier leaves the post office, he shall be given a receipt on Form 1096, Cash Receipt, for the funds turned in. In all other respects, money order procedures for star route carriers are the same as provided in § 171.1(e).

(f) Spoiled or lost money orders-(1) Spoiled when being issued—(i) Issuance of new order. The purchaser must make sure that the money order received agrees with the amount requested. When a money order is returned for correction after it has been issued and made a matter of record, a new one will be issued:

(a) If the post office was at fault, no fee will be charged the purchaser for the new money order. When, due to post office error, a money order is returned by the purchaser after the date of purchase, deposit the amount of the erroneous order, as shown in the accountability, and collect the fee for the replacement order from the employee who made the error.

(b) If the purchaser spoils an order in completing it and returns it to the post office on the day of issue, no charge will be made for a new one; after the day of issue, he must pay a new fee for the replacement order. The purchaser's receipt for all spoiled orders must be recovered.

(c) When a COD money order, issued in one accounting period for the correct amount but showing the wrong payee, is returned in a subsequent accounting period, the issuing office will send a completed Form 6401, Inquiry as to Payment of Money Order, with the incorrect money order and a letter of explanation, to the Money Order Branch, Accounting Division, General Accounting Office Building, Washington, DC 20260. A duplicate money order will be issued, without charge, to the proper payee.

(ii) Disposition of spoiled order. Postal employces shall treat money order forms that are defective by misprint or mutilation or spoiled when being issued as follows:

(a) Stamp or write boldly "Not Issued" across the amount block on the order. Detach and destroy purchaser's receipt. First- and second-class offices must submit these money orders with Form 6125A, Money Order Group Report; or Form 6126, Statement of Accountability Money Order Business. Third- and fourth-class offices must enter "Not Issued" opposite the serial number on Form 1846, Quarterly List of Money Orders Issued, or Form 1846-A, Report of Money Orders Issued, and submit the spoiled orders with the form. Spoiled-not issuedmoney orders are processed through accounting machines and should not be pinned, stapled or have other matter attached thereto.

(b) Stamp or write "Not Issued" across the amount block of the post office record (money order stub).

(2) Orders lost, mutilated, or void by endorsements—(i) Application for Duplicate Order. (a) The Postal Service will replace without charge a money order (a) that is lost "provided it was completed" by the purchaser to show his name and address and name of intended payee, (b) a mutilated order or (c) one void by too many endorsements. The owner-purchaser, payee, or endorseeshould make application for a duplicate, using Form 6401. If a money order lost before completion by the purchaser is cashed, the circumstances must be reported to the postal inspector in charge by letter.

(b) Customers must wait 60 days after date of issue of original money order

before filing Form 6401. Form 1510, Inquiry for the Loss or Rifling of Mail Matter, should be initiated and processed immediately if loss is believed to have occurred in the mail.

(c) Application for a duplicate of a mutilated order or an order void by too many endorsements, on Form 6401, may be filed at any time if the order is attached.

(d) If the purchaser's receipt is presented, the post office shall endorse it "Form 6401 (date)" and return it to the applicant. The postmaster shall not keep any record of the filing of the form. Reply will be made directly to the inquirer.

(iii) Issuance of duplicate order. (a) Issue a duplicate money order in accordance with the wishes of the purchaser applicant without the consent of the payee or endorsee, provided the records indicate that payment has not been made. However, the purchaser has no claim on COD orders.

(b) Send a mutilated or void order to the Money Order Branch, Accounting Division, with a properly completed Form 6401.

(c) If the amount of the money order is not of record, Money Order Branch, Accounting Division, will forward the duplicate, as well as Forms 6401 and 787, Form 6401 and Replacement Money Order, to the post office of issue of the original order. Form 787 describes the verification required; also the disposition to be made of the replacement order and Form 6401. The employee performing the verification will initial the duplicate, if both the serial number and the amount agree with the post office record (stub). Forward the duplicate money order to the payee.

(d) If the amount of the money order is of record, the Money Order Branch, Accounting Division, will forward the duplicate to the payee named on Form 6401. Form 6401 will be returned to the applicant.

(iv) Orders recovered after duplicate issued. When a duplicate order has been issued, write "Canceled-Duplicate Issued" on the original order and send it to the Money Order Branch, Accounting Division. If the postal employee does not know whether a duplicate was actually