Federal Duck Stamp Handbook
Procedures for All USFWS Regional Offices and
Field Locations (Revised May 2003)
U.S. Fish & Wildlife Service
Each U.S. Fish and Wildlife Service
(FWS) office/outlet (Regional
Offices, Refuges or Cooperative
Associations) is responsible for their
own consignment of Federal Duck
Stamps. All Federal Duck Stamps
will be consigned through, and
tracked by, AMPLEX Corporation
(Consignor), the distribution
contractor for the Federal Duck
Stamp Office (DSO). AMPLEX
distribution includes all FWS field
locations and commercial businesses.
Duck Stamps are controlled
property and normal accountability
practices must be followed, (See
USFWS Manual, Chapter 310,
Property). FWS persons
(Consignees) receiving controlled
property are responsible for it from
the time they take possession until
the property is returned or credit is
given for cash from their sale. Each
person handling controlled property
may be held financially liable for
loss, damage or destruction.
Collections:
1. Each Consignee who handles cash
or controlled property (Federal
Duck Stamp inventory) must clearly
understand the serious obligation of
maintaining the integrity of funds or
stock though diligent recording,
safeguarding, and depositing funds.
2. Site-specific fee collection systems
need to be developed which best
meet the needs of individual sales
offices/outlets; however, established
Service policies/procedures for
handling of funds and controlled
property documents need to be
followed.
3. Consignees who have
responsibility for receiving funds
and reporting collections must be
designated in writing as collection
officers. Requests for these
designations must be submitted to
the appropriate Regional Director.
4. Safekeeping facilities and
adequate record-keeping will be
needed to maintain accountability
for cash and accountable documents.
As much as possible, controlled
property and accounting records
should be stored in separate
locations to reduce possible
simultaneous loss or theft of both
items.
5. Each FWS office/outlet is
required to maintain reconciled
records for three (3) fiscal years
following the close of the fiscal year
in which the funds were collected or
until audited, whichever occurs first.
Records should cover the entire
process, from collection to deposit
with the Denver Finance Center via
the Lock Box in Dallas, TX.
(USFWS, P.O. Box 840114, Dallas,
TX 75284-0114).
Remittance:
1. Receipts from Federal Duck
Stamp sales must be transmitted to
the Lock Box, using the Collection
Transmittal Form (CT) #2. (See
Exhibit 1 for CT Form).
2. All checks and money orders must
be made payable to the U.S. Fish
and Wildlife Service. Do not send
cash. Cash must be converted to a
certified check or money order
before transmitting to the Lock Box
(USFWS, P.O. Box 840114, Dallas,
TX 75284-0114). Money collected
from stamp sales cannot be used to
pay for money order fees.
3. If more than one check and/or
money order is included on a single
transmittal, a collection transmittal
remittance sheet (Exhibit 2) must be
attached showing details of the
remittance (i.e., number of check/
money order, name and address of
payer or “money order,” amount,
and total).
4. Indicate on the “Description” line
of the CT the number of Duck
Stamps sold. The stamp total
multiplied by $15 must equal the
dollar amount entered on the form
and submitted.
5. Forward the original CT to the
Lock Box along with the check(s)
and/or money order(s) and any
related material. The Denver
Finance Center will verify that funds
were received and deposited by
indicating the transaction on you
monthly Office Collection
Transaction Report (OCTR) Report.
It is very important for you to make
a photocopy of the CT and, if
applicable, the remittance sheet.
This copy should be kept in a file for
up to three (3) years.
6. Keep a copy of all CT and forms in
the office files. This will establish an
audit trail enabling you to prepare a
final accounting report to submit to
AMPLEX at the end of the
consignment period to aid in error
tracking.
7. Preparation of a CT to deposit
funds is required whenever $1000
has been collected or once each
week, which ever comes first.
Inventories:
1. Additional stamps may be ordered
in multiples of 25 throughout the
consignment period (July 1 to June
15) by calling Amplex at 1 800/852
4897. AMPLEX will ship stamps by
UPS. Stamps can be reordered via
the internet at www.duckstamp.com.
2. Upon receipt of the stamps, the
FWS Consignee shall sign the UPS
electronic ledger pad or equivalent
to verify delivery, and check contents
of the package for stamps and
invoice. Consignee should count the
stamps and compare the amount
indicated on the AMPLEX invoice.
If correct, verify with your signature
and date, and mail a photocopy of
the invoice back to Amplex
Corporation, 1100 Fountain
Parkway, Grand Prairie, Texas
75050-1513. If the numbers disagree,
contact AMPLEX immediately at 1
800/852 4897.
3. All money from the sale of stamps
should be sent to the Lock Box
(USFWS, P.O. Box 840114, Dallas,
TX 75284-0114) from each sales
outlet using established procedures
for processing a CT.
4. At the end of the consignment
period (June 15), each sales outlet
will submit/return the following
information to AMPLEX by
certified mail, return receipt
requested;
Federal Duck Stamp Handbook 2
a) completed copy of the Federal
Duck Stamp Annual Report
(Exhibit 3),
b) all unsold stamps and,
c) any documentation regarding,
lost, stolen or accidentally destroyed
stamps.
All stamps must be returned to
AMPLEX. DO NOT DESTROY
STAMPS!
5. Payment shall not be required to
be remitted for stamps stolen or
destroyed by means beyond the
control of a Consignee, provided a
signed affidavit (police, fire,
insurance or other authority) is
submitted by Consignee attesting to
the circumstances of the loss.
Stamps lost while in the possession
of the Consignee must be reported
immediately, in writing, to
AMPLEX.
6. Each year, in April, Consignor will
send a statement of activity
indicating the number of stamps that
shipped to the Consignee throughout
the consignment period.
7. In the event the Consignee elects
to discontinue participation in this
consignment program, Consignee
will advise Consignor and make a
final accounting for all Federal Duck
Stamps issued during that
consignment period.
Annual Report:
1. Each consignee location handling
duck stamps shall submit the
Federal Duck Stamp Annual Report
(Exhibit 3), containing the following
information, and send it to
AMPLEX, along with items
referenced in Inventories, item 4.,
no later than June 15;
a) number of stamps received,
b) number of stamps sold,
c) number of stamps lost, stolen or
accidentally destroyed, and
d) dollar amount of receipts sent to
Lock Box (USFWS, P.O. Box 840114,
Dallas, TX 75284-0114).
Miscellaneous:
1. 8" x 10" Generic Appreciation
Cards will be printed annually by the
DSO. AMPLEX will include one
card for each stamp in the initial
shipment. Additional cards will be
available through AMPLEX on a
first-come, first-serve basis.
2. Information on DSO programs
and function can be obtained
through the Federal Duck Stamp
web site on the Internet, http://
duckstamps.fws.gov, or from the
following personnel at 703/358 2000.
Chief: Vaughn Collins
Junior Duck Stamp Program and
Special Events Manager: Terry Bell
Sales and Marketing Manager:
Mary L. Burke
Licensing Manager: Lita Edwards,
Bird Habitat Division, Financial
Officer: Cheryl Hart
Secretary: Rochelle Spicer
3 Federal Duck Stamp Handbook
