SAFEGUARDING FUNDS AND VALUABLES
The custodian will maintain positive control over all funds and valuables to ensure
that accountability may be established to a designated individual at all times.
When funds or valuables are transferred from one individual to another, receipts must be
a. Bank Deposits. Cash receipts above the amount authorized to be retained on
hand in the change fund are deposited promptly in a local bank except as provided in
paragraph (2) below. All funds deposited in the bank are placed in the checking account.
Funds are deposited to the credit of the "Patients' Trust Fund Account."
In addition the official designation of the fund, the name of the account will include the
words "an instrumentality of the United States." Monies which do not pertain to the PTF are
not deposited in this account.
At smaller hospitals where the total amount of money available for
deposit is insufficient to preclude the payment of bank service charges, funds are not
deposited in a bank unless the custodian secures assurance from the bank that the service
charge is waived.
b. Valuables. Valuables are placed in a safe or other container or room which
provides the same degree of protection as a safe.
A physical description of the valuable, NOT qualitative judgment is
made. Serial numbers, brand names, and markings/inscriptions are noted.
When possible, the valuables are placed in a sealed envelope with the
patient's name and PTF account (register) number written on the envelope.
The safe or security container is placed in a location or room which can
Section II. FORMS AND TRANSACTIONS
a. DA Form 3696 (Patient's Deposit Record). This form is prepared in
duplicate at the time a patient initially wishes to deposit his funds or valuables, usually at
the time of admission to the hospital.
(1) The top of the form (see figure 5-2) is used to enter the patient's
identification, including the patient's register number. The register number serves as the
individual account number for the patient for PTF transactions. Columns are used to make