OPERATIONS MANUAL # 2

U.S. ARMY BANKING AND INVESTMENT FUND

CASH MANAGEMENT SERVICES

FOR

Military Entrance Processing Stations

Army National Guard and Army Reserve Entities

Civilian Welfare and Post Restaurant Funds

DOD Concessions Committee

Pentagon Athletic Center

Army Recreation Machine Program WTU

Cape Henry Inn

GMATS

Updated Publication: May 2009

Table of Contents Page

A. Overview

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B. Point of Contact Information 4

C. Signature Cards 5

D. Mailing Deposits 6-7

E. Ordering Deposit Tickets or Checks 8

F. Local Bank Deposits 9

G. Account Address and/or Point of Contact Changes

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H. Bank Information For Electronic Vendor Payments 11

I. Stop Payments 12

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J. Deposit Ticket/Check Ordering Form 13

K. Stop Payment Request Form 14

L. Frequently Asked Questions 15

A. Overview

1. The Army Banking and Investment Fund (ABIF) is a pooled fund. Wachovia, a Wells Fargo Company and the cash management processor for the ABIF, concentrates funds generated at the Garrisons, posts checks and processes electronic payments. At the end of the day, after credits and debits have been posted, remaining funds are invested in U.S. Government or U.S. Government-backed obligations.

2. This Operations Manual provides guidance for the participants in the ABIF who have:

a. an ABIF account.

b. a unique four digit location code

c. two accounts with Wachovia Bank:

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DDA# ending in 9918 CDA# ending in 1669

3. The ABIF account number is listed on top of your monthly memorandum balances statement. Please always have this number available when calling the Army Banking and Investment Office (ABIO).

4. The unique Location code can be found on the monthly memorandum balances statement. This four digit Location number, also called High Order Prefix (HOP) number, is unique to a participant. The number is part of the MICR line in the checks and also in the pre-printed deposit tickets. To ensure proper and timely posting, it is therefore extremely important to always use the pre-printed deposit ticket when making deposits.

5. If you have any banking related questions, please, always contact the Army Banking and investment Office at DSN 761-7294/7295 or (703) 681-7294/7295. You may also e-mail requests for banking services to the ABIO personnel listed on page 4.

6. Do not contact Wachovia Bank.

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B. DIRECTORY OF KEY CASH MANAGEMENT PERSONNEL

US ARMY BANKING OFFICE

Senior Banking Officer(703) 681-7294 (DSN 761)

Banking Officer (703) 681-7295

Treasury Operations Manager(703) 681-7304

Chief, Banking & Investment(703) 681-7293

Mailing Address:

Department of the ArmyFamily and Morale, Welfare and Recreation Command4700 King Street Attn: IMWR-FMBAlexandria, VA 22302-4406

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Fax: (703) 681-7348 DSN 761-7348

Note: If you are calling during non-business hours, please dial DSN 761-7295,or commercial (703) 681-7295 and leave a voice mail message.

C. SIGNATURE CARDS

Blank signature cards may be requested from the ABIO. Do not contact Wachovia Bank.

Original signature cards for your Wachovia accounts must be mailed to:

Department of the ArmyFamily and Morale, Welfare and Recreation Command4700 King Street Attn: IMWR-FMB

Alexandria, VA 22302-4406

Be sure you retain a photocopy of the completed signature card(s) for your files.

If you are adding an authorized signer to your account(s), and no other changes are being made (no current signers are being deleted) you may submit a card with only the signature of the new authorized signer. Please cover the card with a note indicating that this is an addition, not a replacement card.

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D. MAIL-IN DEPOSITS

1. General

a. This section will assist you in the efficient preparation of your Wachovia Demand Deposit Account (DDA) deposits.

b. You may make over the counter deposits (checks and cash) using your pre-printed deposit ticket at any Wachovia Branch.

c. When mailing deposits, DO NOT SEND CASH.

d. Your mailed-in and/or counter deposits at a Wachovia Branch will post to Wachovia account ending in 9918. You are sharing this account with approximately 150 other ABIF participants. Each account holder has a unique four digit HOP Location Number that is imprinted in the MICR line of the deposit ticket.

2. DEPOSIT TICKETS.

a. The ABIF office will supply you with deposit tickets that are MICR-encoded with your DDA number and your unique four digit location code in order to expedite the posting to your account. Deposits received without MICR-

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encoded deposit tickets will be subject to processing delays and can impair accurate reporting of your account information.

b. ALWAYS MAKE A DEPOSIT WITH A PRE-PRINTED DEPOSIT TICKET.

c. Your deposits should contain only U.S. Dollar checks, travelers' checks and money orders drawn on banks in the United States, Puerto Rico, the United States Virgin Islands and U.S. Dollar checks payable in Canada.

d. If you include items other than these in your deposit, processing of your deposit may be delayed and the inappropriate items may be returned to you.

3 . ENDORSEMENTS.

a. Please use the endorsement stamp that has your location number embossed and was provided to you with your pre-printed deposit tickets. If the endorsement stamp is not available or malfunctions, please be sure to endorse the checks for deposit by printing the Location name and the unique Location number on the back of the check and include “For Deposit Only.”

4. FOR YOUR RECORDS.

Make a photocopy of all items you are mailing to the bank. In the case of lost or damaged mail, resolution will be much easier. If you are missing a mailed deposit, contact the issuer of the lost check to inquire if the check has cleared the issuer’s bank account. If you need further assistance contact the Army Banking Office at (703) 681-7294 or DSN 761-7294.

5. MAILING YOUR DEPOSIT

Complete the deposit ticket and mail your deposits to:

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Wachovia Bank

Attention Mail Teller VA3289

P.O. Box 26029

Richmond, Virginia 23260-6090

USPS Priority and Overnight mail should be sent to:

Wachovia Bank

Attention Mail Teller VA3289

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4340 Innslake Drive

Glen Allen, Virginia 23060

E. ORDERING DEPOSIT TICKETS OR CHECKS

1. To order deposit tickets or checks, use the Deposit Ticket/Check Ordering Form on page 13 and forward your request to the

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Department of the ArmyFamily and Morale, Welfare and Recreation Command

4700 King Street

Attn: IMWR-FMB

Alexandria, VA 22302-4406

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Fax: DSN 761-7348

Commercial (703) 681-7348

2. Please include the following information:

a. Account number

b. Account title

c. Unique location code, if applicable

d. Quantity requested

3. Deposit tickets and checks 3 to a page are free of charge as long as the order is placed through the ABIO and not directly through Wachovia Bank. Please use the form on page 13 to place your order.

4. Special check orders will be processed through the ABIO but the ABIF participant will be responsible for the printing charge.

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F. LOCAL BANK DEPOSITS

If you have established a local bank account for all your over the counter deposits and want to set up an electronic upstreaming from your local bank to your Wachovia account, please contact the ABIO for assistance. See page 4 for point of contact information.

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G. ACCOUNT ADDRESS and/or POINT OF CONTACT CHANGES

Changes in your statement address and/or point of contacts need to be submitted to the ABIO.

You need to send to the ABIO a letter on your official letterhead documenting your change in the account statement address. The letter should include the following information:

1. ABIF Account number (a five digit number you can find on the top of your monthly statement)

2. Account title

3. New statement mailing address

4. POC, telephone and fax number and an e-mail address

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H. BANK INFORMATION FOR ELECTRONIC VENDOR PAYMENTS

If you want to receive vendor payments electronically, please contact the ABIF office for banking information: 703-681-7295.

The banking information provided by the ABIF Office should also be used when registering to receive U.S. Government payments. The website for the Central Contractor Registration (CCR) is: http://www.ccr.gov/

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I. STOP PAYMENTS The reasons for placing a stop payment on a check can include the check becoming lost, inadvertently duplicated, issued for an incorrect amount, etc.

Stop payment placements are costly. Therefore, the ABIO will not place stop payments on checks issued for less than $25.00.

The ABIO will place a stop payment on a check drawn against your Wachovia account. If the check has not already been presented to Wachovia and cleared your account, Wachovia will issue a "stop" that will prevent your account from being debited if and when the check is presented for payment.

Before sending a Stop Payment Request please review all bank statements subsequent to check issue date to verify that the check in question has not already been presented and paid. You may fax or e-mail the stop payment request – see contact information on page 4.

We recommend that you use the Stop Payment Request form on page 14. If e-mailing is preferred, please include the following information:

a. Your name, phone and fax number and e-mail if applicable.b. Wachovia account number on which the check(s) is drawn.c. Check serial numberd. Dollar amount of checke. Payee f. Reason for the Stop Payment request

The ABIO will fax or e-mail you a confirmation of the stop placement. If you wish to place a stop payment on a consecutive series of checks, (for example, if a box of checks is lost) you may place a range stop payment. When you submit your request, you need to submit the first and last check number in the series.

Please note: If the check in question is over 45 days old - although Wachovia will process the stop payment request - they will not be liable for checks that have already cleared your account.

Stop payment requests expire after two years, unless you requested a longer period. If you require an extension of your stop payment beyond two years, you must make another stop payment request two weeks prior to the stop expiration date.

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J. DEPOSIT TICKET/CHECK ORDER FORM

(circle one)

Fax to: US ARMY BANKING OFFICEFax no.: DSN 761-7348 or (703) 681-7348

From:___________________________________________________________

Fax#:___________________________________________________________

Today’s Date:_____________________________

Your Name:_____________________________________________

Your Account Number:________________________________

Your Account Title____________________________________

Unique Location Code ___________

Quantity Requested:_________Starting Check# (if ordering checks) ________

Delivery Instructions:_______________________________________________

Name:__________________________________________________________

Address:______________________________________

____________________________________________

____________________________________________

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Authorized Signer:________________________________________ (signature of person authorizing request)

K. STOP PAYMENT REQUEST FORM

Date:____________________________

Fax to: US ARMY BANKING OFFICEFax number: DSN 761-7348 or (703) 681-7348

From:___________________________________________________________

Fax number: _________________________________________

Phone number:_______________________________________

Stop Payment Check Information:

Account number:______________________________________

Check number:________________________________________

Amount:_____________________________________________(must be more than $25.00)

Payee:______________________________________________

Issue date:___________________________________________

Reason: _____________________________________________

Authorized Signer:____________________________________ (please sign)

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L. FREQUENTLY ASKED QUESTIONS

1. We have a change in authorized signers. How do we obtain signature cards?

Answer: For all your banking needs, including signature card updates, please always call the Army Banking and Investment Fund office. Contact information is on page 4.

2. I need new checks/deposit tickets. Who will order them and how much do they cost?

Answer: Checks three to a page and deposit tickets are free of charge as long as the order is placed through the ABIO (see page 4 for contact information.)

3. How can I obtain a copy of last month’s ABIF statement?

Answer: The ABIO will be happy to e-mail, fax or mail copies.

4. I did not receive my cancelled checks last month. Can I get copies of all missing cancelled checks?

Answer: Banking regulations require banks to keep copies of all cancelled checks for 7 years. Unfortunately it can be costly to request images of all checks. Therefore, the ABIO will only ask Wachovia to provide an image of a paid check if there is a dispute about a specific check. The most common discrepancy occurs in issued versus cleared amounts. Please contact the ABIO for assistance (see page 4 for contact information)

5. How often do we need to submit signature cards?

Answer: Signature cards should be reviewed periodically to ensure that they list all current authorized signers. If an update is needed, please contact the ABIO to obtain the blank signature card(s). Authorized signers on the account(s) need to sign and date the signature card(s) and mail to the ABIO (see mailing address on page 4.) The bank will not accept copies – all signatures must be originals.

6. My checks and deposit tickets say “First Union Bank” instead of ‘Wachovia Bank”. Should I destroy them and place new orders?

Answer: No, please do not destroy the checks and deposit tickets. They are still valid.

When First Union Bank merged with Wachovia Bank in early 2000, the name of the bank changed to Wachovia Bank but the MICR line (on the bottom of the checks and deposit tickets) that contains the ABA number and the account number previously used at First Union Bank remained the same.

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