3.1 Relationships with USPS and the BEP. The United States Fish and Wildlife Service maintains separate agreements with the United States Postal Service (USPS) and the Bureau of Engraving and Printing (BEP), which govern the responsibilities of each agency in carrying out the Federal Duck Stamp Program.
3.2 Stamp Production.
A. Modeling. It is the responsibility of the Chief, Federal Duck Stamp Office (FDSO), to submit the original art work and a request to the USPS and BEP to design the Migratory Bird Hunting and the Conservation Stamp and produce the number of stamps required for sale to hunters, collectors, and the general public. BEP annually provides a Migratory Bird Hunting and Conservation Stamp model for approval by the U.S. Fish and Wildlife Service and prints the stamps for the USPS and the Department of the Interior (DOI).
B. Printing and Distribution. The Chief, FDSO, in consultation with the USPS, determines the number of stamps to be printed based on sales during the previous year, and any anticipated change in distribution for the next year that will affect the number needed. More than twice as many stamps are ordered to be printed than are anticipated to be sold to insure that all distribution sites have a supply of Duck Stamps throughout the year. Once the number of stamps is determined, BEP is directed to print the number established. The USPS pays for the printing of the stamps they request from the BEP, for their own selling requirements, and for those of the FDSO and FDSO consignment contractors. The USPS is reimbursed by the Service for the number of stamps printed and received by USPS and USFWS sources. The USPS also deducts administrative costs from the proceeds of stamps sold.
3.3 Stamp Sales
A. USPS. Stamps are sold in over 3000 USPS locations. Most postal stations maintain stamps (generally referred to as field stamps) for 1 year or less to address the needs of hunters. At larger postal locations or at special philatelic windows, stamps (referred to as select stamps) are held for 3 years to satisfy the demand of collectors. Duck stamps can also be order by phone through 1-800-STAMP24.
B. The Service. Stamps are also sold at most National Wildlife Refuges, by the FDSO, and by private sporting goods dealers through consignment agreements. Like the USPS, the Service locations and private dealers maintain field stamps for 1 year or less to address the needs of hunters, and for other customers using the stamp as an entrance pass at designated refuges. The FDSO maintains select stamps for 3 years to meet the need of stamp collectors.
C. Consignment. Each Service office/outlet orders the new Federal Duck Stamps directly from AMPLEX, a FDSO contractor. The Federal Duck Stamp Consignment Agreement (contact FDSO, or any Regional Duck Stamp Coordinator for copy of the agreement ) is used for the initial order. Additional stamps may be ordered in multiples of 30 throughout the consignment period (July 1 to February 1 - time extension available for locations with significant sales after February) by calling Amplex at 1-800-852-4897. In subsequent years, up to the year 2001, AMPLEX will forward the net number of stamps sold in the prior consignment period (to the nearest multiple of 30) as the initial order for the new year. At the end of the consignment period, each Service sales outlet submits and returns the documentation and unsold stamps to AMPLEX by certified mail, return receipt requested (see (d) Annual Reports). In the event the Service Consignee (Consignee) elects to discontinue participation in this consignment program, the Consignee will advise AMPLEX by written notification and make a final accounting for all Federal Duck Stamps issued during that consignment period.
D. Internal Controls. Internal controls for accountability of stamps received by the Service are contained in the standard operating procedures for the Federal Duck Stamp Office. Detailed procedures for accountability of stamps received by the Regions are contained in the Federal Duck Stamp Program Handbook.
(1) Safekeeping Facilities. Duck Stamps are controlled property and normal accountability practices must be followed, (See Service Manual, 310 FW, Property). 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. 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. Consignees who have responsibility for receiving funds and reporting collections must be designated in writing as collection officers. Each person handling controlled property may be held personally liable for their loss or misuse.
(2) Remittance of Funds. Receipts from Federal Duck Stamp sales must be transmitted to the Denver Finance Center via the Lock Box in Dallas, Texas, using the Collection Transmittal Form (CT) #2 or other form as identified in 261 FW 1, Cash Management. All the checks and money orders must be made payable to the U.S. Fish and Wildlife Service. Cash must be converted to certified check or money order before transmittal. If more than one check and/or money order is included on a single transmittal, a collection transmittal remitter sheet must be attached showing details of the remittance.
(3) Inventory of Stamps. Upon receipt of the stamps, the Consignee shall verify delivery with a signature, and check contents of the package for stamps and invoice. Consignee should count the stamps and compare the amount indicated on the invoice. If correct, sign and date invoice for verification, 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.
(4) End-of-Year Report. Each consignment location handling duck stamps must annually complete the Federal Duck Stamp End-of-Year Report (see Federal Duck Stamp Program Handbook, page 5), containing the following information; number of stamps received, number of stamps sold, number of stamps lost, stolen or accidentally destroyed, and dollar amount of receipts sent to Lock Box. The report must be forwarded to AMPLEX, along with documentation in accordance with guidance contained in the Federal Duck Stamp Program Handbook.
3.4 Stamp Disposition. Only the Service and USPS can destroy or dispose of Migratory Bird Hunting and Conservation Stamps. Stamps in preparation for destruction will be counted and verified by FDSO and/or FDSO contractor. The Chief, Division of Contracting and General Services, will provide a witness to verify the destruction of such stamps accompanied by a person from the FDSO. Unsold field stamps which are not held by the FDSO or philatelic units of the USPS are destroyed at the end of 1 year. Unsold select stamps held by the FDSO or the USPS are destroyed at the end of the third year after their initial release.