itle 74, Section 90.1 of the Oklahoma Statutes requires each agency which has expenditures for postage of $1,000 or more for any one fiscal year to use a postage meter machine. This statute also provides two exceptions in which an agency that meets the above requirement can purchase postage stamps. These exceptions are:

• A field office or branch office of a state agency can purchase postage stamps if it is distantly located from the parent agency and if it has an annual expenditure for postage of less than $1,000.

• An agency which is required to use a postage meter can request approval from the Office of State Finance to purchase not more than $1,000 worth of postage stamps during any one fiscal year to more efficiently and effectively carry out certain programs or functions.

The exceptions which allow the purchase of $1,000 in postage stamps provide a means for distant field offices to operate on a normal basis or the main campus to operate efficiently and effectively after normal operating hours, on weekends or holidays.

Due to the dollar amount allotted for main campus, a request for the purchase of postage stamps for main campus will be approved only if there is a proven need. Its use should be restricted to the essential needs of the department.

1. The department making a request for the purchase of postage for a postage meter or the purchase of postage stamps should:
   1. Designate a custodian for the postage stamps, if applicable.

   2. Complete a request for postage including proper signatures.

   3. Forward the completed form to Financial Support Services, Room 303, Evans Hall.

2. Upon receipt of the request for postage, Financial Support Services, if applicable, will review their files for any other requests for this field or branch office or, if it is for the Norman campus, the balance available from the $1,000 approved by the Office of State Finance. If amounts have not exceeded the $1,000 limit or the request is for postage for a postage meter, a request for payment will be processed from the Central Mail account. If the $1,000 limit has been spent, Financial Support Services will notify the department.

3. Financial Support Services will issue a check and distribute as indicated on the original request. The account will be charged for this request on the next monthly postage billing.

Please be aware that the processing time from when the request is received by Financial Support Services and when the warrant is forwarded from that office is approximately 3 to 4 working days.

It is the responsibility of the sponsor and the custodian to ensure that postage stamps are maintained in a secure location and to maintain records supporting the use of the postage stamps. Generally, usage records of this nature include who postage stamps were issued to, the quantity issued, and the balance of postage stamps on hand.

At a minimum, the sponsor and the custodian are responsible for ensuring that a monthly physical count of postage stamps on hand is taken and reconciled to the underlying usage records in order to provide assurance as to the completeness and accuracy thereof. The monthly reconciliation is to be forwarded to Financial Support Services. The monthly reconciliation and the underlying usage records may be subject to an unscheduled verification.

Any questions concerning these procedures should be directed to Financial Support Services at 325-3021.



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