(m) Column m. Enter the sum of columns k and l. This figure should
balance with the figures shown in column f. At the beginning of each month, the initial entry
is the total fund balance brought forward from the last day of the preceding month.
(n) Column n. Enter any pertinent remarks in this column.
(2) Trial balance.
At the end of the month, the custodian prepares a trial
balance of all open accounts in the Patients' Trust Fund. The trial balance consists of the
patient's full name or account (register) number and the balance in the account. When the
trial balance is prepared, it is checked to determine whether patients have departed who
are on the trial balance. Funds and valuables of patients found to have departed the MTF
are disposed of in accordance with paragraph 5-7g.
(3) Verification of balances. Periodically, the balances of the individual
patients' deposit records are added and reconciled to the balance shown in the journal.
The total bank balance plus the cash on hand should be equal at all times to the amount
shown on the patients' deposit records.
c. Checkbook. A checkbook is maintained by the custodian. All checks are
numbered serially. This is done by pen and ink or by a numbering machine. Such process
is accomplished immediately upon receipt of each new book of checks. Every
disbursement by check is entered in the checkbook and the stub is completely filled out.
Deposits from cash receipts are entered on the appropriate stub and a running balance is
maintained. Cancelled checks returned from the bank with the monthly statement are filed
in numerical order. Voided checks are marked "VOID," countersigned by the custodian,
and filed in numerical sequence with cancelled checks. Each individual check has the
following stamped statement on the reverse: "THIS CHECK IS NOT VALID UNLESS
PRESENTED FOR PAYMENT WITHIN 12 MONTHS FROM DATE OF ISSUE."
d. Bank Account.
Duplicate deposit slips are filed in the PTF for each
Reconciliation of bank statement. At the end of each month, the bank
statement is reconciled and balanced to the journal, the checkbook, and the cash on
At the end of each month, the custodian
determines from the bank reconciliation which checks have been outstanding for 12
months or longer from the date of issue. The custodian makes all reasonable efforts to
locate the payee. Failing to locate the payee, the custodian sends a letter, in duplicate, to
the bank requesting stop payment on the check and requesting that the copy of the letter be
returned with a notation reflecting the date such stop payment was effected. When this