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United States Veterans' Bureau

General District Manager Letters

Finance

(District Manager Letter, Finance Division, No. 1.

Canceled by General Order No. 330)

APRIL 4, 1922.

COMPENSATION DISABILITY AWARDS

(a) In all cases where an original or amended award has been made and paid in the district office, no readjustment or correction of either should be attempted in the district office after the amended award (Form 550) or the original award (Form 511-A) has been transmitted to the central office.

(b) If after an amended or original award has been forwarded to the central office it is noted that some error has been made, the central office should be so advised immediately, and whatever adjustment is necessary will be made here.

(c) If the error is made by the claims division in preparing an amended award, a correct amendment should be forwarded at once to the central office stating that same is a correction of amended award of (date), but no adjustment should be made by the district office to correct the error.

(d) If the error is made by the auditor's office in the adjustment or payment of an award original or (amended), information should be sent to the central office at once specifying the items affected, but no readjustment should be made by the district office to correct the error.

CENTRAL OFFICE COMPENSATION DISABILITY CHECKS

(a) No checks issued by the central office should be canceled simply because the amount of the check is less than that to which the payee may be entitled under an amended award previously paid by the district. For example, a current award of $40 is amended by the district, effective January 1, 1922, and paid March 25, 1922, through February 28, 1922. Before this amended award reaches the central office the check for March has been issued in the amount of $40. This check, when received by the district office, should not be canceled, but should be transmitted to the payee, as the central office will adjust the arrearage in the next payment.

(b) If, upon receipt of a check from the central office, it is noted that the amount thereof is in excess of the amount to which the payee is entitled, the check should be immediately returned to the central office with full information as to the cause for its return.

(c) Any checks issued by the central office directly to the payee, and returned for any reason to the district office, must be transmitted as promptly as possible to the central office with a statement showing the reason for their return, and any other information relative thereto.

(d) In all cases where checks are returned from the district office to the central office, such checks must be listed in triplicate, two copies of which list should accompany the checks to the central office, where the duplicate list will be checked against the award cards, receipted, and returned to the auditor. The triplicate copy of the list should be retained in the auditor's file, when the other copies are sent to the central office, in order that both offices may at all times have a complete record of the receipt and disposition of returned checks.

DISTRICT OFFICE COMPENSATION DISABILITY CHECKS

(a) Any checks issued and paid by a special disbursing agent, and later returned to the district office on account of some error in amount, should be canceled by that office and full information regarding such action should be sent immediately to the central office, where any necessary readjustment will be made. No readjustment should be attempted by the district office in such cases.

(b) When district office checks are returned to the district office for any other reason, as "unclaimed," etc., and held in file for further disposition, such checks should be listed in triplicate, one copy of the list being filed in the auditor's office and two copies sent to the claims and insurance payments section, central office. Of these two lists, the duplicate will be checked against the award cards, receipted, and returned to the auditor. If a returned check is taken from the file and either canceled or remailed, the central office must also be immediately advised, using triplicate form as above, so that such action may be recorded in this office.

HAROLD W. BREINING, Assistant Director.

(District Manager Letter, Finance Division, No. 2.

Canceled by General Order No. 330)
APRIL 4, 1922.

In order that there may be uniformity in the method of handling collections to cover cost of service and accommodations furnished in the several vocational schools, you are directed to follow the procedure herein set

forth:

Form 107-A, clearly indicating the service to be furnished and deductions to be made therefor, should be forwarded immediately to central office for every trainee in the vocational school in your district, irrespective of forms heretofore issued. Central office desires to get the exact status at the present time of all trainees in vocational schools with reference to deductions for services rendered, and accommodations furnished.

Form 107 should also indicate thereon amounts to be deducted and services furnished trainees. All changes in status of trainees, services rendered or discontinued, etc., should be reported promptly, using Form 107-A for this purpose. These forms will make unnecessary the forwarding of lists and the sending of telegrams

showing entrance of trainees thereto, or discontinuance from, vocational schools, and will constitute the authority for deductions.

Deductions of $45 per month from the maintenance pay of every trainee will be made to cover dormitory and subsistence cost; $4.50 per month for rent and light. No charge should be made for ice and water.

In connection with the deductions for subsistence and dormitory service no credit will be allowed for a shorter period than one full day of continuous absence. Absence will not affect deductions to cover cost of rent and light.

Checks in favor of the Treasurer of the United States should be drawn to cover deductions. Collections on account of dormitory service and subsistence and those made on account of rent and light should be remitted by separate checks.

HAROLD W. BREINING, Assistant Director.

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APRIL 5, 1922. There are forwarded herewith sufficient copies of instructions entitled, "Accounting Procedure, Administrative Accounts, etc.," so that one copy may be sent to each subdistrict office and 10 copies retained in the district office of your district. HAROLD W. BREINING, Assistant Director.

(District Manager Letter, Finance Division, No. 4.

Canceled by General Order No. 265)
APRIL 7, 1922.

Inquiry has been received from several district offices relative to the correct procedure to be followed in handling applications for refund under the act of May 22, 1920. In this connection you are advised that applications for refund filed by the employee upon separation from the service will, upon the completion of the first page, be forwarded through the district office to the central office for the required certificate of the administrative officer and subsequent transmittal to the Bureau of Pensions.

In order to eliminate much unnecessary correspondence with the bureau regarding the delay in the settlement of the above claims, it is suggested that all employees upon submitting application be advised of the fact that the Bureau of Pensions is at the present time more than four months in arrears in making payment of claims for refund. HAROLD W. BREINING, Assistant Director.

(District Manager Letter, Finance Division, No. 5.

Obsolete)

APRIL 10, 1922.

There are being forwarded under separate cover compensation, insurance, and training allowance prorate tables, Form No. 1004. Training allowances due prior to May 1 will be computed on a basis of a 30-day month. Effective on May 1 and subsequent to that date, accrued training allowances will be computed in accordance with prorate table, Form 1004, using the actual number of days in a month as the basis for computation.

HAROLD W. BREINING, Assistant Director.

(District Manager Letter, Finance Division, No. 6. Canceled by General Order No. 330)

APRIL 11, 1922.

When a trainee is transferred from your district to Vocational School No. 1, Chillicothe, Ohio, you are directed to issue a check to him in the amount due. For example, if a trainee is transferred effective April 4, and he leaves the 4th of April, a check covering his training allowance for four days should be issued by your district. Vocational School No. 1 will commence paying the trainee on April 5. When central office checks for the full period are received by transferring districts in cases of transfers to Chillicothe, the checks should be canceled and returned to central office. HAROLD W. BREINING, Assistant Director.

(District Manager Letter, Finance Division, No. 7)

The use of pencil in writing requisitions for checks on Treasury Department Form instructions printed on the face of said form. It should be immediately discontinued. requisitions should be written with copying ink or indelible pencil.

APRIL 13, 1922.
No. 1231 is contrary to
Instead of pencil, these

HAROLD W. BREINING, Assistant Director.

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