b. Subfunds. In those hospitals where various elements are located separately
or at considerable distance from one another, the commander may authorize the operation
of a separate subfund. The custodian of the PTF retains responsibility for its operation.
The custodian will authorize the transfer of applicable deposit records and establish a
change fund. Periodically, a summary of all receipts and disbursements and cash on hand
is prepared and posted to the Patients' Trust Fund Journal (covered in detail in later
paragraphs).
c. Shortages in Funds or Losses of Property. Shortages in funds or losses of
property are promptly investigated. The investigation is done in accordance with AR 15-6.
When losses of funds are not recoverable and it is determined that there was no fraud,
dishonesty, or willful misconduct associated with the loss and no one is held pecuniarily
liable, the fund is constructively liquidated and a claim or claims initiated against the
Government.
d. Unclaimed Monies and Overages. If a patient departs from the hospital
without withdrawing his funds and valuables, action is taken to dispose of these items as
follows:
(1)
Forwarding address known. A check is drawn to the order of the patient
for the funds left on deposit and is forwarded to the patient with a letter of transmittal to his
new address within one working day after the patient's departure. A copy of the letter of
transmittal is filed with the PTF records. Valuables are sent by first class registered mail,
return receipt requested. When valuables are forwarded, two additional copies of the
inventory are included with the letter of transmittal with a request that one copy of the
inventory be receipted and returned. Receipts and a copy of the transmittal are filed with
PTF records.
(2)
Forwarding address unknown. A letter requesting the current address of
a former patient is prepared. The letter includes a detailed report of all pertinent
circumstances. This letter is coordinated with the AG and MILPO in the attempt to locate
the former patient. When the correct address is received, funds, and valuables are
processed in accordance with paragraph (1) above. If the patient cannot be located, an
attempt is made to locate the next-of-kin. If the location of the individual cannot be
determined, the monies left on deposit are deposited with the local finance and accounting
officer. A check in the amount of the deposit is drawn payable to the "Treasurer of the
United States" and forwarded to the finance and accounting officer for deposit in the trust
fund "Unclaimed Monies of Individuals Whose Whereabouts Are Unknown" together with a
letter containing all known details and a request that a receipt be furnished.
(3)
Overages. When overages are discovered in the PTF and verified by
audit, a check is drawn payable to the "Treasurer of the United States" and forward to the
local finance and accounting officer for deposit in account "Forfeitures of Unclaimed Money
and Property."
MD0752
5-5
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