WASHINGTON, D.C.—The Forest Service offers places for the public to hike, bike, ski, and forage. Sometimes recreation activities require a fee. When visitors pay the fee with cash and need change returned, this is handled by an imprest fund cashier. This individual must follow federal policy, which has just received a much-awaited update that will improve the way we serve the public.

In accordance with the federal push to implement burden reduction strategies, the Forest Service policy for these U.S. Treasury advances has been updated. The update promotes efficiency and transparency by expanding internal controls and enhancing the customer experience through reduction of the administrative load for cashiers.

The Chief Financial Officer worked in collaboration with regional budget analysts to update the Collection Officer Handbook Zero Code (FSH 6509.14), develop a new Chapter 20-Imprest Fund Activities, and create a web-based, fillable request form. The policy update better clarifies cashier and leadership oversight responsibilities, defines the process steps for operating an imprest fund and explains the USDA reporting requirements.

Prior to the update, district managers were submitting multiple reports on a monthly, quarterly and annual basis using outdated USDA forms and then submitting those forms to CFO Budget and Finance (B&F) both quarterly and annually. The policy revision streamlines the reporting process, improves quarterly cash counts controls and uses a newly updated form due in a more structured manner to the CFO.

Imprest fund training

With the publication of this important update, two opportunities are available to affected staff that explains the program modernization and responds to frequently asked questions.

• AgLearn training: Administration of Forest Service Imprest Change-Making Funds, educates imprest cashiers and sub-cashiers on how to operate an imprest change-making fund and educates managers of their responsibilities to oversee an imprest fund.

• Recorded training: On Feb. 27, imprest cashiers, regional and forest collection officers, and budget officers participated in an interactive introduction to the new imprest fund policy. CFO Financial Policy recorded the training, and it is available on SharePoint.

Coming soon

The modernization of the imprest fund policy is the first of the financial management directive changes the CFO Financial Policy team is working to deliver. In March, regional budget directors will have an opportunity to review and provide input to the draft Chapter 10-Collection Activities (FSH 6509.14), which integrates process enhancements, such as the electronic cash register and online permit systems.