b. Transfer of Accountability. If the custodian is to be absent from his duty station for a
period not to exceed 30 days, the responsible commander may appoint an acting custodian. The
custodian will entrust the prisoner's personal property and the personal deposit fund to the acting
custodian and will receive a memorandum receipt in duplicate. The original copy is filed with
the permanent records of the personal deposit fund to the custodian. Upon return of the fund to
the custodian, both copies will be receipted by him. The original copy will be filed with the
permanent records of the personal deposit fund, and the duplicate will be retained by the acting
custodian. Any changes in the status of the fund during the custodian's absence will be
reconciled with the memorandum receipt prior to the receipt by the custodian.
If the custodian is to be absent for a period exceeding 30 days, the responsible
commander will appoint a new custodian. In this case the prisoner's personal property and the
personal deposit fund are transferred upon the completion of a statement of outgoing custodian
and a statement of new custodian. (See figure 5-1.) Incoming custodians may, at their
discretion, reconcile the fund balance with the individual accounts and accomplish an inventory
(in the presence of the prisoners concerned) of as many containers of personal property as
deemed necessary. The statement will be prepared in duplicate. The original will be filed with
the permanent records of the personal deposit fund and the duplicate retained by the custodian
being relieved. Normally, upon transfer of the fund from one custodian to another, all
combinations of safes and all padlocks are changed to further ensure security of the fund.
c. Internal Control. The facility commander develops a system of internal control, which
protects the prisoners' property and funds. As a minimum, this control consists of procedures
designed to provide safeguards for property and funds, to ensure the accuracy of records, to
control the receipt and disposition of disbursement of property and funds, and to promote
efficiency in operations.
Secure safes and cabinets equipped with approved combination-type locks should be
provided for the storage of funds and personal valuables of prisoners. The number of items
stored will not exceed the capacity of a 16x12 inch transparent envelope unless an exception is
granted by the confinement facility commander. Prisoners will not have access to personal
property, funds, or records of their own or other prisoners.
STATEMENT OF OUTGOING CUSTODIAN
I have, this ________ day of _____________________ 19__, transferred to
________________________________________________________________________
(Name, Grade, SSN)
the new custodian appointed by paragraph _______________, so ___________ HQ
_________________________ dated __________________ 19____, $________, cash on hand
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