FMM_2_12_1_MonetaryItemsFoundatScreeningCheckpoints_050709.pdf

TSA Financial Management Manual May 7, 2009

Part 2 - Chapter 12, Section 1 1

MONETARY ITEMS FOUND AT SCREENING CHECKPOINTS

1. PURPOSE

Transportation Security Officers (TSO) routinely collect various monetary items that passengers inadvertently leave at the checkpoint. This procedure outlines the process TSA personnel must follow to collect, safeguard, and deposit those items. Each of these steps serves as an internal control measure to ensure overall integrity of the process to collect, deposit, or return found monetary items to passengers.

2. POLICY REFERENCE

• 31 USC §3302 – mandates that an official or agent of the United States Government having custody or possession of public money shall keep the money safe and shall deposit it in the Treasury as soon as practicable without deduction for any charge or claim.

• Treasury Financial Manual – Vol I, Part 5-3000 – stipulates the procedures for completing a SF-215 Deposit Ticket.

• Treasury Financial Manual – Vol I, Part 5-4000 – stipulates: (1) deposits of public monies will be made only in a depository designated by Treasury; (2) postage or fees incurred with the deposit will not be deducted from the amount of the deposit; and (3) deposits will be shipped uninsured as the Government Losses in Shipment Act applies.

• Treasury Financial Manual – Vol I, Part 5-6000 – stipulates deposit and mailing instructions for foreign currency.

• Treasury Granted TSA Waiver to Treasury Financial Manual Vol I, Part 6-8030.20 – Treasury letter dated April 27, 2004.

• TSA MD No. 200.51 (Disposition of Lost or Unclaimed Personal Property Found in TSA Occupied Spaces).

3. DEFINITIONS

• Authorizing/Approving Official

– A TSA financial official designated to approve payment, based upon consideration of all relevant and reliable information, that a payee is eligible for the payment according to applicable statutory, regulatory and policy guidance.

Fiscal Year (Budget Year)

– The Federal Government's accounting period. It begins on October 1 and ends on September 30, and is designated by the calendar year in which it ends.

Lockbox – A collection and processing service offered by financial institutions to accelerate the flow of funds to a Treasury General Account. The offered service includes collecting the mail from a specified post office box; sorting, totaling, and recording the payments; and making the deposits. The financial institution forwards copies of all documentation to the TSA accounting service provider for posting the collections into the TSA accounting system.

Part 2 - Chapter 12, Section 1 2

• Monetary Items

– For the purposes of this document, monetary items include all U.S.

currency and foreign currency.

Treasury General Account (TGA)

4. RESPONSIBILITIES

– An account maintained by institutions designated for deposits and collections by U.S. Government agencies.

This procedure is mandatory for all TSA passenger-screening checkpoints. The screening checkpoint and airport personnel have the primary responsibilities of collecting, safeguarding, and depositing found monetary items. The TSA Office of Financial Management (OFM) Accounting Branch and its TSA accounting service provider have the primary responsibility of accounting for the found monetary items and assisting the screening checkpoint and airport personnel as necessary. During the course of completing various collection and deposit procedures, documents and monetary items must be mailed. The mailing addresses are provided in paragraph 5.F.

5. PROCEDURES

A. CHECKPOINT ACTIONS

Each passenger-screening checkpoint will have a cash collection container. The container will be of the type that coins and bills can be inserted through a slot, but not removed unless the container is opened with a key. Only the checkpoint supervisor or screening manager on duty will possess the key. A single collection of found monetary items is divided into the following four categories: (1) U.S. currency equal to or less than $5.00,

(2) U.S. currency greater than $5.00, (3) foreign currency, and (4) monetary items found along with possible passenger identification.

(1) U.S. Currency Equal to or Less Than $5.00 in Value. TSOs and all other TSA personnel will deposit these directly into the cash collection container. No further action is required.

(2) U.S. Currency Greater Than $5.00 in Value. The employee finding the currency will turn it over to the checkpoint supervisor or screening manager. The checkpoint supervisor or screening manager and the employee will:

(a) Insert the U.S. currency into an envelope.

(b) Annotate on the outside of the envelope the amount, date and time, and the exact screening lane or area within the checkpoint where the currency was found.

(c) Annotate any other relevant factors on the envelope (i.e., a wristwatch, foreign currency, etc. that were found with the U.S. currency).

(d) Annotate on a sequentially numbered two-part receipt the information from step

(b) and (c) above along with the name of the employee who turned in the currency.

(e) Annotate the number of the receipt on the envelope containing the currency.

Part 2 - Chapter 12, Section 1 3

(f) Place the original of the receipt inside the envelope.

(g) Keep the carbon copy of the receipt in the receipt book.

(h) Place the envelope inside the cash collection container.

(3) Foreign Currency. Foreign currency is deposited into the cash collection container.

No further action is required.

(4) Monetary items found along with possible passenger identification. The checkpoint supervisor or screening manager will determine if sufficient identification exists to identify the proper owner.

(a) If there is not sufficient positive identification, separate the monetary items from the non-monetary items. Process the monetary items in accordance with paragraph 5.A.(2) above. Process any non-monetary items in accordance with TSA MD No. 200.51 (Disposition of Lost or Unclaimed Personal Property Found in TSA Occupied Spaces).

(b) If there is sufficient positive identification, do not separate the monetary items from the non-monetary items. The checkpoint supervisor or screening manager and the employee will:

a. Record the amount of the non-foreign monetary items, annotate existence of foreign currency by writing “foreign currency present”, and list the accompanying non-monetary items on a sequentially numbered two-part receipt.

b. Sign the receipt.

c. Maintain the carbon copy of the receipt in the receipt book.

d. Keep the original receipt, the monetary items, and the accompanying non-monetary items together.

e. Annotate on the storage envelope or tag the identified owner’s name, address, telephone number, city, state, and zip code, as available.

f. Annotate, on the storage envelope or tag, the date and time and the exact screening lane or area within the checkpoint where the items were found.

g. Secure the original receipt, the monetary items, and accompanying non-monetary items inside the cash collection container. If the non-monetary item(s) are too large for the cash collection container:

• Separate the non-monetary item(s) from the monetary items(s);

Part 2 - Chapter 12, Section 1 4

• Add an annotation on the storage envelope or tag that listed non-monetary item(s) were separated from the monetary items due to cash collection container constraints.

Store the non-monetary items in accordance with TSA MD No. 200.51.

h. In situations where the monetary items must be separated from the non-monetary items, ensure all items are properly tagged with the owner’s information. The process of returning the items to the owner is outlined in paragraph 5.C.(3).

Appendix A provides a visual aid for placement at the screening checkpoints. The visual aid provides a “picture” overview of the process.

B. ACCOUNTING AND STORAGE

(1) Accounting for Found Monetary Items. At the end of each day or once every 24 hours for airports with continuous operations, the contents of individual, screening-checkpoint cash collection containers must be counted. Each checkpoint will maintain a U.S. Currency Control Log (Appendix B) showing total daily U.S. currency collections. Found foreign currency is not counted or logged on the U.S. Currency Control Log. Two designated TSA employees must count the U.S. currency, both loose and enveloped, and sign the U.S. Currency Control Log in columns 5 and 6.

Special care must be exercised to ensure that enveloped monetary items are placed back into their original envelope. Any passenger claim receipt forms in the screening-checkpoint cash collection containers will be kept with the applicable U.S. Currency Control Log. Paragraph 5.C below details the passenger claim process.

Note - The checkpoint supervisor or screening manager should periodically review the completed U.S. Currency Control Logs and look for trends that may indicate additional steps are necessary to ensure passengers reclaim their monetary items after the screening process.

(2) Storage of Found Monetary Items. The contents of the airport’s individual screening-checkpoint cash collection containers will be stored in a central, lockable container, preferably a safe. However, if a safe is not available, an alternative secure storage facility can be used. Regardless of the storage method, access to secure storage must be limited to senior TSA airport personnel only.

C. PASSENGER CLAIMS FOR FOUND MONETARY ITEMS

A claim must be filed within 60 days after the reported date the passenger claims the monies were left at the checkpoint. When a passenger contacts a checkpoint to file a claim for a monetary item left behind, the checkpoint supervisor or screening manager will review the claim. The checkpoint supervisor or screening manager should review the appropriate day’s checkpoint U.S. Currency Control Log.

Part 2 - Chapter 12, Section 1 5

(1) Claims Filed in Person

(a) Sufficient Monetary Items at the Screening-Checkpoint. The checkpoint supervisor or screening manager may return the monetary items to the passenger if the claim is satisfactory and there are sufficient monetary items available in the cash collection container. The supervisor or manager will issue the passenger a receipt citing the type and amount of monetary items returned to complete the claim. The passenger will sign the receipt. The checkpoint supervisor or screening manager will place the signed receipt in the cash collection container.

(b) Insufficient Monetary Items at the Screening-Checkpoint. The passenger will be provided with a SF-1034, Public Voucher for Purchases and Services Other Than Personal (an example is at Appendix C), if sufficient monetary items are not available. The checkpoint supervisor or screening manager will assist the passenger in completing the SF-1034, and advise the passenger that the normal reimbursement timeframe is 6 to 8 weeks. The checkpoint supervisor or screening manager is required to review the SF-1034 and U.S. Currency Control Logs in order to recommend approval or denial of the passenger’s claim. An airport-approving official approves the passenger’s claim by signing and dating the SF- 1034. A supervisor or airport-approving official will forward the SF-1034 and any applicable supporting documentation to the TSA accounting service provider for reimbursement action.

(2) Claims Filed by Mail

(a) Satisfactory Claims. If the claim is satisfactory, the checkpoint supervisor or screening manager will prepare a SF-1034. An airport-approving official will review the claim and the U.S. Currency Control Log, approve the claim by signing and dating the SF-1034, and forward it and the applicable supporting documentation to the TSA accounting service provider for reimbursement action.

Mail a copy of the SF-1034 to the claimant and advise that the normal reimbursement timeframe is 6 to 8 weeks.

(b) Unsatisfactory Claims. If the claim is not sufficiently substantiated, the supervisor should forward the unsigned SF 1034 to the claimant along with a note that additional documentation supporting the claim is required.

(3) Return to owner of monetary and accompanying non-monetary items from paragraph 5.A.(4)(b)

(a) Contact the owner and inform them about the found items.

(b) Request the owner submit to the TSA airport office a written authorization to return the items via prepaid mail (U.S. Postal COD, Federal Express, UPS, etc).

(c) Request the owner provide an account number if using Federal Express, UPS, etc.

Part 2 - Chapter 12, Section 1 6

(d) Package the owner’s items, monetary and non-monetary together with the original receipt.

(e) Ensure the package is mailed with the “signature required” option.

(f) Maintain the returned and signed “proof of receipt” with the carbon copy of the sequentially numbered receipt.

D. DEPOSIT OF MONETARY ITEMS

The type of monetary item determines the deposit procedure. The deposit actions for U.S.

currency and foreign currency are provided below.

(1) U.S. Currency

Found U.S. currency will be deposited when the amount of currency is greater than or equal to $300.00 or every 90 days, whichever occurs first, into a pre-established TGA local depository.

(a) Spoke airports. Forward found U.S. currency to their respective Hub airports via traceable (certified mail, return receipt mail, or contracted overnight delivery service provider), uninsured mail. In the shipment, the Spoke must include applicable copies of completed U.S. Currency Control Logs and passenger claim receipts. The originals will be maintained at the Spoke.

(b) Hub Airport with an Established TGA Depository. U.S. currency found at the Hub airport and its Spoke airports will be deposited into a pre-established TGA local depository. If the senior personnel at the airport location deem it necessary, a law enforcement officer may be used to transport the currency to the TGA local depository. The Hub airport will complete a Checkpoint Cash Deposit Record (Appendix D), a TGA local depository checking account deposit form, and a SF- 215 Deposit Ticket.

Distribution of the Checkpoint Cash Deposit Report, TGA local depository checking account deposit form, and SF-215 are as follows:

i) Copies of each are forwarded to the TSA accounting service provider via regular U.S. Postal service.

ii) Originals are maintained at the Hub airport.

In accordance with the TSA Records Disposition Schedule – FIN 1000, Rule FIN 1000.3.2, Collections and Receipts, documents pertaining to collection and cash transfers to the Treasury Department, including the TGA local depository checking account deposit form and the “Confirmed” copy of the SF-215 must be retained until the end of the fiscal year that is six years and six months from the fiscal year in which the documents were created. The retention period for the Checkpoint Cash Deposit Record is annotated on the form.

Part 2 - Chapter 12, Section 1 7

The TSA accounting service provider will post the deposit into the TSA accounting system.

Blank SF-215 stock will only be ordered from the OFM Accounting Branch, Attention: Request for Blank SF-215 Deposit Tickets. Please allow at least six weeks lead-time since your request could take several weeks to process.

(c) Hub Airports Without a TGA Depository. Hub airports shall follow the below process when they do not have a TGA depository.

i) The Hub airport will convert the U.S. currency into a certified check or money order. The U.S. currency will be taken to a local bank, U.S. Post Office, or other merchant that will convert the cash to certified check or money order form. The certified check or money order will be made payable to the United States Treasury. If the senior airport personnel deem it necessary, a law enforcement officer may be used to transport the currency to the conversion location. In the event the bank or other merchant charges a processing fee for providing the check or wrapping the coins, follow the procedures in paragraph 5.E. Never use the currency being converted to pay for the conversion costs.

ii) The certified check or money order and a copy of the Checkpoint Cash Deposit Record will be forwarded to the TSA Lockbox for deposit. The Lockbox bank will forward copies of the SF-215 and the Checkpoint Cash Deposit Record to the TSA accounting service provider. The TSA accounting service provider will post the deposit into the TSA accounting system.

iii) The Hub airport will maintain the original Checkpoint Cash Deposit Record along with a photocopy of the certified check or money order. The retention period for the Checkpoint Cash Deposit Record is annotated on the bottom of the form.

(2) Foreign Currency All Hub and Spoke airports will forward any found foreign currency on-hand directly to the OFM Claims Management Branch via traceable uninsured mail on a quarterly basis (March 31, June 30, September 30, and December 31). The mailed currency must be sent as loose change along with a note stating the name of the airport and individual who mailed the currency. The currency does not need to be sorted by country or by date collected.

E. CONVERSION AND MAILING FEES

Note: Please do not tape monetary items to paper.

Financial institutions may charge a fee for rolling coins, preparing certified checks, or for purchasing Postal Money Orders. In addition, there may be fees for courier services, overnight mail, or traceable uninsured mail costs.

Part 2 - Chapter 12, Section 1 8

Such fees associated with the depositing of found money or forwarding foreign currency to the OFM Accounting Branch will be charged to:

5 LD0*XA000D 200* SWE020 GE0105 2500 5900 590OSO 10220000000000000 2201

Loose Change Expenditure * - replace with the current fiscal year.

The fees must be funded by:

(1) A U.S. Government Purchase Card , or

(2) Individual employees may use personal funds, and then submit a SF-1164 (Claim for Local Travel or Miscellaneous Expenses) to the TSA accounting service provider for reimbursement.

F. MAILING ADDRESSES

• TSA Lockbox addresses:

Normal First Class Mail Express Mail Service

(FedEx, UPS, etc.)

United States Department of Homeland Security Transportation Security Administration P.O. Box 530262 Atlanta, GA 30353-0262

Bank of America United States DHS/TSA Lockbox Number 530262 1075 Loop Road Atlanta, GA 30337-6002

• TSA Accounting service provider address for submitting copies of the Checkpoint Cash Deposit Record, TGA local depository checking account deposit form, SF-215, and original SF-1034 package:

United States Coast Guard Finance Center

TSA Collections/Receivables 1430A Kristina Way

Chesapeake, VA 23326

• OFM Claims Management Branch address for submitting found foreign currency:

Transportation Security Administration Office of Financial Management, Claims Management Branch

TSA Headquarters, East Tower TSA-9 601 South 12th Street

Arlington VA 20598-6009

Part 2 - Chapter 12, Section 1 9

G. EXCEPTIONS

Any exceptions to this policy must be reviewed and approved by OFM Financial Policy, Travel, and Procedures Branch.

H. ANNUAL REPORT TO CONGRESS

The Department of Homeland Security Appropriations Act of 2005 (Public Law 108-334) requires TSA to submit to Congress an annual report that identifies, by individual airport location, the amount of deposited U.S. currency.

The accuracy of this report is directly related to the accurate accounting and deposit information performed and provided by the airports.

Part 2 - Chapter 12, Section 1, Appendix A 1

MONETARY ITEMS FOUND AT

SCREENING CHECKPOINTS

VISUAL AID

Less than $5.00 and all foreign currency

- Place directly into checkpoint cash collection box

Greater than $5.00 and monetary items found with possible passenger identification

- Notify checkpoint supervisor or screening manager

U.S. CURRENCY CONTROL LOG

TSA Financial Management Manual Part 2 – Chapter 12, Section 1, Appendix B TSA Form (Pending Approval)

Airport Name: Page of

Airport Code:

Checkpoint:

1 2 3 4 5 Day of Week

(Su,M)

Calendar

(MM/DD/YYYY)

Date

Total U.S. Currency On-Hand

(to include >$5 enveloped amounts)

Assigned Cash Counting Individual

Signatures of TSA Individuals Counting and Storing Cash (minimum of 2)

Assigned Cash Counting Individual

Signatures of TSA Individuals Counting and Storing Cash (minimum of 2)

Example M 01/26/2004

$23.42 Signature Individual 1 Signature Individual 2

Su

M

T

W

Th

F

Sa

Weekly Totals

Retain until September 30, 6 years and 6 months after the fiscal year in which cash was collected.

TSA Financial Management Manual ____________ May 7, 2009

Part 2 - Chapter 12, Section 1, Appendix C 1

Standard Form 1034 Revised October 1987 Department of the Treasury

1 TFM 4-2000

1034-122

PUBLIC VOUCHER FOR PURCHASES AND

SERVICES OTHER THAN PERSONAL

VOUCHER NO.

U.S.DEPARTMENT, BUREAU, OR ESTABLISHMENT AND

LOCATION DATE VOUCHER PREPARED SCHEDULE NO.

United States Coast Guard Finance Center TSA Collections/Receivables 1430A Kristina Way Chesapeake, VA 23326

CONTRACT NUMBER AND DATE PAID BY

REQUISITION NUMBER AND DATE

PAYEE’S

NAME

AND

ADDRESS

Passenger’s Name, Mailing Address [Include bank routing and account number if electronic deposit is requested.]

DATE INVOICE RECEIVED

DISCOUNT TERMS

PAYEE’S ACCOUNT

NUMBER

SHIPPED FROM TO WEIGHT

GOVERNMENT B/L NUMBER

NUMBER

AND DATE

OF ORDER

DATE OF

DELIVERY

OR

SERVICE

ARTICLES OR SERVICES

(Enter description, item number of contract or Federal supply schedule, and other information deemed necessary)

QUANTITY

UNIT PRICE AMOUNT

COST PER (1)

(Use continuation sheets if necessary) (Payee must NOT use the space below) TOTAL

PAYMENT: APPROVED FOR EXCHANGE RATE DIFFERENCES

PROVISIONAL =$ =$1.00

COMPLETE BY [Airport Approving Official’s Printed Name]2

PARTIAL

FINAL Amount verified; correct for PROGRESS TITLE [Airport Approving Official’s Title] Airport Approving Official’s Signature

ADVANCE

Pursuant to authority vested in me, I certify that this voucher is correct and proper for payment.

(Date) (Authorized Certifying Officer)2 (Title)

ACCOUNTING CLASSIFICATION

CHECK NUMBER ON ACCOUNT OF U.S. TREASURY CHECK NUMBER ON (Name of bank)

CASH DATE PAYEE3

1 When stated in foreign currently, insert name of currency.

2 If the ability to certify and authority to approve are combined in one person, one signature only is necessary; otherwise the approving officer will sign in the space provided, over his official title.

3 When a voucher is receipted in the name of a company or corporation, the name of the person writing the company or corporate name, as well as the capacity in which he signs, must appear. For example: "John Doe Company, per John Smith, Secretary" or "Treasurer", as the case may be.

PER

TITLE

Previous edition usable NSN 7650-00-634-4206

TSA Financial Management Manual May 7, 2009

TSA Form (Pending Approval) File Code: 1000.3.2 Part 2 - Chapter 12, Section 1, Appendix D

RETAIN UNTIL SEPTEMBER 30, 6 YEARS AND 6 MONTHS AFTER THE FISCAL YEAR IN WHICH

CASH WAS COLLECTED.

CHECKPOINT CASH DEPOSIT RECORD

Name of Airport(s):

Airport Code(s):

Dates of Collection:

If Deposit Is Made at a TGA

SF-215 Amount:

SF-215 Ticket Number:

If Deposit Is Not Made at a TGA

Check/Money Order Number:

Check Amount(s):

TSA Airport Official’s Approval Review

Authorized Signature:

Date of Signature:

Printed Name:

Position Title:

Telephone Number:

TSA Accounting Service Provider Review

Date Received:

Description of discrepancies with above, if any:

Authorized Signature:

Printed Name: