drawer of the instrument with notice of the forwarding address. After the check is drawn and
mailed to the prisoner's home address or present place of confinement, DA Form 1131-R will be
closed by entering the amount of the check in the expenditure column, leaving a zero balance.
l. Transferring the Account. When a prisoner is transferred to another facility, his personal
funds on deposit are transferred in the following manner.
(1) The custodian of the transferring facility will draw a check payable to the custodian
of the personal deposit fund of the facility to which the prisoner is being transferred with a
notation on the face of the check, "For credit to the account of (name of prisoner)." He will
forward the check, under seal, with the guard at the time of the prisoner's transfer.
(2) When the transfer to a particular facility involves the funds of more than one
prisoner, one check may be drawn to cover all personal money transmitted. A voucher listing the
amount belonging to each prisoner is attached to the check. The receiving facility custodian will
acknowledge receipt of the funds.
m. Outstanding Checks. When checks drawn on the personal deposit fund are outstanding
for six months, "STOP PAYMENT" correspondence must be prepared in three copies showing
check number, payee, and date. One copy is attached to DA Form 1125-R and entered as a
receipt on DA Form 1129-R. The total amount of such checks is entered on DA Form 1131-R,
with the second copy attached. The latter amount will be used to reconcile with the balance on
DA Form 1129-R. The original copy is forwarded to the bank requesting stop payment on such
checks. When the confirmation of a stop payment notice has been received from the bank, it
should be placed in suspense until several days before the expiration date. Upon notification that
the bank has stopped payment on such checks, a check will be drawn for the amount of such
outstanding checks. This check and the schedule of outstanding checks is forwarded to the
nearest finance and accounting officer for deposit into a trust fund account. Any further action
by the exprisoner for reimbursement will be referred to the nearest finance and accounting office
for instructions.
n. When a confinement or correctional facility is discontinued, checks outstanding for more
than 30 days will be immediately processed as outlined previously to affect closing out of the
prisoner's personal deposit fund. Inquiries received by the custodian pertaining to monies due,
subsequent to any of the stop payment actions indicated above, will be referred to the nearest
finance and accounting office for instructions.
o. When a check is returned as undeliverable, subsequent to the release of a prisoner, it will
be voided and removed from the schedule of outstanding checks. DA Form 1125-R will be
prepared and posting made to the receipt column on DA Form 1129-R and DA Form 1131-R.
p. If request for payment is made within 1 year from date of check, another check will be
drawn and posting made to the expenditures column on DA Form 1131-R. If request for
payment is not made within 1 year, a check will be drawn and forwarded to the nearest
finance and accounting office for deposit into trust fund account 20X6133 and posted to the
expenditures column of DA Form 1131-R.
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