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092115 1 (1970-01-28)

handle is hein.gao/gaobacweh0001 and id is 1 raw text is: 6 j UNITED STATES GENERAL ACCOUNTING OFFICE WASHINGTON, D.C. 20548 CIVIL. DIVISION JAN 2 8 1970 Mr. C. R. Jauchem Assistant Controller for Accounting IIinlull.1.IIIIIIII 11111.1 Bureau of Finance and Administration LM092115 Post Office Department Dear Mr. Jauchem: We refer to your letter of September 30, 1969, transmitting to us for our comment the Post Office Department's proposed procedures for retention of Clock Ring History microfilm records at Postal Source Data System (PSDS)- post offices in lieu of time cards. In your letter you stated that our comments were requested because the Department's proposed procedure would affect payroll audit procedures. In preparing our comments we have discussed the microfilming of Clock Ring History records, which are referred to as time and attendance (T/A) records, with the Director of the St. Louis Postal Data Center (PDC) and the Director of the St. Louis Automatic Data Processing Center (ADPC). We have also considered the provisions of title 6 of the General Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies (GAO Manual). Statements made by the Directors of the St. Louis PDC and the St. Louis ADPC that sufficient data was available to the post offices in the form of feedback reports from PDC's and ADPC's to resolve 85 to 95 percent of pay and leave adjustment requests would appear to make the retention of micro-- film T/A records unnecessary, especially at PSDS post offices. Information obtained during our discussions with the Directors and our review of the provisions included in title 6 of the GAO Manual, indicates that if micro- film of T/A records were determined to be necessary, such records should probably be maintained at the PDC's to facilitate payroll audit. It would appear that if microfilm T/A'records were retained at the PDC's, the annual recurring cost-associated with the Department's proposal to retain microfilm records could be substantially reduced. Accordingly, we suggest that the Department reconsider its proposal to retain microfilm T/A records at PSDS post offices. We believe that the Department, in making its determinations, should consider the possibility that existing feedback reports from the PDC's and ADPC's could provide sufficient T/A data. We believe also that in determining the need for

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