PROCESSING T/A'S FROM FIELD INSTALLATIONS, HEADQUARTERS ADVANCES, MEDICAL CLAIMS, AND CLEARING BALANCES IN MEDICAL ADVANCE ACCOUNTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05244A000300020029-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: November 16, 2016
• Document Release Date: May 4, 2000
• Sequence Number: 29
• Publication Date: April 21, 1969
• Content Type: REGULATION

Approved For Release 200(1jPJ-,C~4-RDP78-05244A000300020029-2
21 April 1969
OFFICE OF FINANCE INSTRUCTION NO. 121, Revised
SUBJECT : General - Medical Advances and Claims
Specific - Processing T/A's from Field Installations,
Headquarters Advances, Medical Claims, and
Clearing Balances in Medical Advance Accounts
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RECISSION: Office of Finance Instruction No. 121, dated 2 January 1968
1. GENERAL
as supplemented by .authorizes
Chiefs of Stations and Bases to approve advances for medical purposes,
and requires that all such advances be transferred to Headquarters for
settlement from the proceeds of the medical claims submitted by the
employee for processing under the Overseas Medical Benefits Program
and/or the Association Benefit Plane as applicable. In addition, advances
are made by Headquarters for (1) emergency hospitalization of medical
returnees from field installations who are beneficiaries under the Over-
seas Medical Benefits Program, and (2) hospitalization of an employee or
his dependents for a condition determined to be the result of illness or
injury which originated at a field installation for which the benefits of
the Overseas Medical Program would apply. The responsibilities and prao-
cedures established herein are designed to ensure that the ,amounts of
such advances are deducted from the proceeds of applicable claims prior
to final settlement and that residual balances of medical advances are
expeditiously cleared from the Advances to Agency Personnel - Medical.
Account. This account is maintained for the purpose of recording and
controlling all medical advances authorized for an employee
or his dependents as defined in d those Headquarters
advances mentioned above.
GROUP 1
Lxcluded from automatic
downgrading and
declassification
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Record medical advances T/A?d to Headquarters by field instal-
lations directly to the medical advance account with an assigned
due date 90 days following the date of the T/A. Forward two
copies of such T/Af s on a weekly basis by memorandum to the
Benefits and. Services Division, Office of Personnel. Furnish
a copy of the memorandum to the Certification and Liaison Division.
(1) Transmit monthly to the Benefits and Services Division, Office
of Personnel, for review and analysis, two copies of the
monthly machine listing of transactions in the medical advance
account.
(2) Upon the receipt of the annotated machine listing of trans-
actions in the medical advance account from the Office of
Personnel (see subparagraph c(2)(b), below), prepare a
posting voucher to extend due dates, request field instal-
lation to submit claim,, transfer (T/A) balances to field
installations for payment or collection to or from personnel
currently assigned to field installations, take appropriate
action to pay or collect any residual balances due to or from
personnel at Headquarters.
(3) Audit and certify approved Overseas Medical Benefit advances
and claims and ensure that the proceeds of any such claim
are first applied to ar.y related outstanding medical Advance
prior to payment of the proceeds to the claimant. Such advances
shall be assigned a due date 90 days following the date of the
advance.
c. The Benefits and Services Division, Office of Personnel, will:
(i) Take the following action in processing hospitalization
advances and approved medical claims:
(a) Prepare and approve all requests for hospitalization
advances at Headquarters for employees and depen-
dents who are benefidiaries under the Overseas Medi-
cal Benefits Program. Requests for advances shall
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be made on Form 281, Request for Advance.
When the employee is not available to accept pay-
ment and sign a receipt, the approving officer
will designate on Form 281 an agent to receive
the advance on behalf of the employee, and shall
indicate the manner of payment to be used such as
cash, check or other means and to whom payment is to
be made. The designated agent shall obtain a receipt,
deposit slip or other evidence to confirm that pay-
ment was made as directed and forward this to the
Certification & Liaison Division,,, Office of Finance,
for attachment to the advance Voucher.
(b) For overseas Medical Benefit claims, indicate on
the Form 26), Request for Reimbursement or Payment,
in the block headed Payment Instructions, "credit
medical advance account", and cite the amount of
the medical advance to be accounted for; when there
is no advance, cite other appropriate payment instruc-
tions. In cases where the approved claim will not
liquidate the advance, indicate, when known, whether
settlement of an additional claim or ary portion of
the present claim is pending under the overseas
Medical Benefits Program and whether the claim or
a portion thereof has been referred for further consi-
deration by an Agency sponsored hospitalization plan.
(c) For medical claims not covered under the overseas
Medical Benefits Program but payable under the Asso-
ciation Benefit Plan, indicate on the transmittal of
payments, to the office of Finance the disposition to
be made of the proceeds, i.e. "credit medical advance
account and/or deposit to bank allottee" to ensure
liquidation of any residual balance of advance in
excess of the approved claim under the Overseas Medi-
cal Benefits Program.
(2) Take the following action promptly upon receipt of the
monthly machine listing of transactions in account 146,
Advances to Agency Personnel - Medical:
(a) Review the status of each delinquent medical advance,
i.e. all due dates in or prior to the month for which
the listing is prepared.
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(b) Annotate each delinquent advance and residual
credit balance appearing on the machine listing
to show the status of claims received and recom-
mend actions to Certification and Liaison Divi-
sion to be taken, such as;
(l) extension of due dates to the time of expected
settlement when processing of claims is delayed
due to justifiable cause,
collection of the outstanding balance of the
advance if all claims have been processed,
(3) payment of re sidual. credit balances deter-
mined to be due the employee,
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(-) correspondence to the field installation in
instances where claims have not been received
requesting that a claim be submitted or that a
refund be made.
(c) Return to the Certification and Liaison Division,
Office of Finance, for further action the annotated
machine listing of transactions in the medical
advance account. Return of this listing will be
by memorandum signed by the Chief, Benefits and
Services Division indicating his approval of the
actions recommended by annotations on the listing.
Return of the listing must be accomplished within
twp weeks of receipt or sooner if.possible in order
for the Certification & Liaison Division to review
the annotated listing and revise the accounting data
during the current month.
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OFFICE OF FINANCE INSTRUCTION SHEET NO. 30
(This Instruction Sheet is for information only and may be destroyed) ,
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ISSUANCE
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EXPLANATION
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OFI 121
ALL
1/2/68
OFI 121
ALL
This issuance updates Office of
(Revised)
(Revised)
Finance instruction No. 121, las
revised 2 January 1968, to refle
a transfer of responsibilities
for auditing and certifying medi-
cal claims and advances and for
monitoring and maintaining
Account 1446, Advances.to'Agenpy
Personnel - Medical, from the
Accounts Division to the Certifi-,
cation and Liaison Division.
Approved
r/' / Ih / / 9
i ec or o nance ate
Distribution; ?hh Laular
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