Patient Administration - Army Publishing Directorate - U.S. Army

(14) Column (n). Enter any pertinent remarks to this column.
b. The joint statement in figure 11-3 will be prepared in quadruplicate and all copies signed by the retiring
custodian.
c. Records, keys, cash, valuables, etc., will be turned over to the succeeding custodian who will sign all copies of
the above statement after satisfaction that no discrepancy exists.
d. When actual transfer of the PTF has been accomplished, the original of the above statement, accompanied by a
signature card bearing the signature of the new custodian, will be forwarded to the hospital commander. The MTF
commander will give written notice of the change to the local bank and will enclose the signature card of the new
custodian. The three remaining copies of the above custodian’s statement will be distributed to the outgoing custodian,
the new custodian, and the files of the PTF.
e. Where a safe has been provided for use by the custodian, the combination will be changed as prescribed in AR
37-103. Use of the MSA safe should be avoided when possible. PTF activities should be separated from ongoing MSA
collections, disbursing, and billing operations.
12–5. Operating principles
a. Items other than funds and valuables will not be accepted for deposit in the PTF.
b. Firearms or other weapons or objects which could be considered a menace to safety or health, other than
Government property, will be receipted for and turned over to the WTU commander or other responsible activity for
safekeeping and disposition.
c. The PTF will not be used for the safeguarding of funds and valuables belonging to individuals not in a patient
status.
d. No investments or loans may be made with the funds on deposit.
e. No donations or contributions may be made or received by the PTF.
f. Money deposited in the PTF will not be used for purposes of cashing checks. Checks will not be accepted for
deposit as cash.
g. Disbursements will be made by check whenever practicable. Disbursements will be made only to a patient who is
a depositor (whether or not he or she is physically able to sign the necessary forms) except as follows:
(1) A disbursement may be made to an intermediate individual upon written authorization of the patient depositor.
(2) A check may be drawn payable to the individual assuming custody of a mentally incompetent patient upon
discharge.
(3) A check may be drawn payable to the custodian of a PTF for a cash on hand reimbursement.
(4) A check may be drawn payable to the Treasurer of the United States for the transfer of unclaimed monies or
overages.
h. In MTFs where various elements are located separately or at considerable distance from one another, the
commander may authorize the operation of a separate subfund. This subfund will operate as prescribed in this chapter,
with the custodian of the PTF retaining responsibility for its operation. The custodian will authorize the transfer of the
applicable deposit records and establish a change fund. Daily or weekly, as appropriate, a summary of all receipts and
disbursements and cash on hand will be prepared in duplicate, and the original submitted together with a deposit or
request for reimbursement of change fund, as applicable, to the (main) PTF. Totals from the summary of the subfund
transactions will be posted separately to the DA Form 4128.
i. The custody and accountability for the funds and property of hospitalized prisoners is the responsibility of the
commander of the installation confinement facility. The custodian of the PTF will not be designated the custodian of
the prisoners’ personal deposit fund; however, the PTF may be used for the safekeeping of those belongings of
hospitalized prisoners which prisoners are permitted to retain. Other items must be placed in the prisoners’s personal
deposit fund.
12–6. Safeguarding of funds and valuables
The custodian will maintain positive internal control processes over all funds and valuables to ensure accountability to
a designated individual at all times.
a. Deposits. All funds deposited in a Federal depository will be placed in a suspense account. Under exceptional
circumstances, an account may be established in a commercial bank. This exception is generally applicable for
activities operating OCONUS. Permission to establish such an account must be obtained from DFAS-Indianapolis
Center, 8899 East 56th Street, Indianapolis, IN 46249.
(1) When a patient arrives with cash in any amount, the PTF custodian will offer to secure the cash in excess of
$20.00 and other valuables for the patient. Cash will be deposited with the supporting DAO, Federal depository, or
held at risk in the hospital safe. At the time of the deposit to the DAO or Federal depository, the PTF custodian will
request that a check equal to the cash deposited be drafted on the Treasury of the United States payable to the patient.
Copies of the collection, deposit, and disbursing document will be kept separately by the MSA, custodian, and a copy
provided to the patient. The check will be logged in and maintained by the PTF custodian. A nominal amount of cash
may be kept by the patient or in trust by the custodian at the patient’s request.
80 AR 40–400 27 January 2010