LOS ANGELES COUNTY
DEPARTMENT OF MENTAL HEALTH
  Policy 804.05 Issuance and Safekeeping of Postage Stamps
 
  PROCEDURES
  1. Requisition
     
    1. Complete the Postage Stamps Request form:
       
      1. Record the date of the request.
         
      2. Record the name of the facility or division making the request.
         
      3. Record the appropriate Cost Center Code (Unit Code).
         
      4. Record the number of postage stamps requested by denomination.
         
      5. Calculate the dollar value of the request (total number of stamps multiplied by the denomination).
         
      6. Specify justification for the request.
         
      7. The Designated Custodian (someone other than the Clinic Manager) must sign the request.
         
      8. Indicate a phone number where the Designated Custodian can be reached.
         
      9. Obtain approval of the request from the Clinic Manager or Deputy Director.
         
      10. Indicate the date on which the request was approved.
         
      11. The Accounting Division will complete the remainder of the Postage Stamp Request form.

        NOTE: The Accounting Division will return any incomplete or improperly completed postage stamp requests to the facility to be corrected and resubmitted.
         
    2. Only 200 postage stamps or a three (3) month supply (whichever is less) shall be requested at one time.
       
    3. Submit the Postage Stamps Request with the original Clinic Manager's Postage Stamps Log and Custodian's Postage Stamps Log to:
       
      Los Angeles County Department of Mental Health
      Accounting Division
      550 Vermont Ave. 8th Floor
      Los Angeles, CA 90020
       
    4. Copies of the Postage Stamps Request and completed logs shall be filed in a secure location.
       
    5. Only a messenger with written authorization from the Clinic Manager shall pick up the requested stamps.
       
    6. Upon receipt of the postage stamps from the Accounting Division, the messenger shall ensure that the bottom portion of the Postage Stamps Request is complete. Messenger signs the request to verify receipt of the postage stamps.
       
    7. The clinic Manager ensures the Annual Signature Update for Postage Stamps and Bus Tokens is reviewed and submitted to the Accounting Division at least once a year or when a change in Clinic Manager or Designated Custodian occurs.
       
  2. Replenish
     
    1. Postage stamps shall be secured with the Clinic Manager's Postage Stamps Log in a locked file, box, or safe (Safe File). Access shall be limited to the Designated Custodian and the Clinic Manager.
       
    2. Clinic Manager updates the Clinic Manager’s Postage Stamps Log when postage stamps are replenished from the Accounting Division:
       
      1. Record the date postage stamps are received.
         
      2. Record the number of postage stamps issued in the Transferred/Replenished/Comments section.
         
      3. Record the name of the Accounting Division’s postage stamp clerk in the Transferred/Replenished/Comments section.
         
      4. Record the name of the designated messenger picking up postage stamps from the Accounting Division.
         
      5. Record the total number of postage stamps received in the IN column. Adjust the balance accordingly.
         
      6. Record the number of postage stamps requested by denomination.
         
      7. The total number of postage stamps in the IN column and the Gross Total in the preceding line will provide a new gross total (double-check by adding the current inventory balance by denomination.)
         
      8. Add the Custodian’s Postage Stamps Log balance and the Clinic Manager’s Postage Stamps Log balance by denomination to receive the Gross Total of postage stamps on hand.
         
    3. The clinic Manager shall replenish the Custodian’s File with postage stamps from the Safe File on a weekly basis (or as needed).
       
      1. Only one week’s supply of postage stamps shall be maintained in the Custodian’s file.
         
      2. Appropriate changes shall be recorded to the logs:
         
        1. Record the date of transfer.
        2. Record the name of the Clinic Manager transferring postage stamps.
        3. Record the name of the Custodian receiving postage stamps.
        4. In the Clinic Manager’s Postage Stamps Log, record the number of postage stamps transferred in the OUT column; adjust the balance accordingly.
        5. In the Custodian’s Postage Stamps Log, record the number of postage stamps received in the IN column; adjust the balance accordingly.
        6. The Gross Total column shall remain the same as the balance recorded on the previous line since no external exchange of postage stamps has taken place.
        7. In the Transferred/Replenished/Comments section of both logs indicate this transaction.
           
  3. Issuance
     
    1. Postage stamps shall be issued at the request of a DMH employee for client correspondence or administrative purposes related to County business.
       
    2. Maintain and update the Custodian’s Postage Stamps Log:
       
      1. Ensure the beginning balance is posted by denomination in the Inventory Balance column.
         
      2. Record the date postage stamps are issued.
         
      3. Record the name of the Designated Custodian issuing postage stamps.
         
      4. Record the name of the DMH employee to whom postage stamps were issued.
         
      5. Record the justification for issuance.
         
      6. Record the number of stamps issued in the OUT column; adjust the balance accordingly.
         
    3. Any transfer of responsibility for postage stamps shall be recorded (e.g., breaks, lunches, days off, etc.). Each custodian shall be held accountable for all postage stamp activities occurring at the time of his/her custodial responsibilities.
       
    4. Custodians shall perform a reconciliation/verification of postage stamps any time a transfer of responsibility occurs.
       
  4. Verification and Reconciliation
     
    1. The Clinic Manager shall perform a verification of the number of postage stamps received from the Accounting Division monthly and upon receipt of postage stamps from the Accounting Division.
       
    2. The Clinic Manager shall perform a verification of the number of postage stamps on hand.
       
    3. The Postage Stamps Log shall be initialed by the Clinic Manager when reconciliation is complete.
       
  5. Other
     
    1. Missing or reportedly stolen postage stamps must be investigated. The Clinic Manager must submit a letter of explanation to his/her Deputy Director and the Accounting Division Chief. Upon completion of the investigation, the Accounting Division shall receive direction from the Auditor-Controller about recovering the reimbursement.
       
    2. Any operational questions shall be directed to the Accounting Division. The Accounting Division reviews the requests for compliance with replenishing procedures. Clinics will be notified by the Accounting Division when an error is discovered and corrective action is required.
       
    3. The Compliance, Privacy, and Audit Division shall review a sample of the clinic’s compliance with distribution procedures during the on-site Internal Control Certification Program review. Any deficiencies are reported to the Clinic Manager and Deputy Director for corrective action.
       
  6. Clinic Closures
     
    1. When a DMH facility, section, or unit that has postage stamps ceases operation, the following shall be observed:
       
      1. Prior to closure, the custodian shall secure the postage stamps and report the status to the Accounting Division.
         
    2. The custodian shall return the postage stamps intact to the Accounting Division Custodian in the Revenue Section by the close of the same or following business day.