VIII.E Personal Incidental Funds
8/1/04
Personal incidental funds (PIF) are monies that service clients are allowed to use for personal items. The amount of the PIF is determined by the client's program, type of income and type of service.
Clients who are in any kind of facility (ALF, NF, RCF and AFHs) may designate (use the SDS 0542) someone to handle their Personal Incidental Fund money. The person they designate needs to submit a SDS 713 (Resident Account Record) or bring their checkbook to the office to be copied. They need to do this quarterly. Sometimes the facility is the PIF manager.
Usually a reminder letter is sent indicating that their PIF accounting is due for the previous quarter. This is called the PIF letter. If the client handles their own PIF account money, no accounting is necessary.
Accounting is needed for the last three months, starting with the last day of the previous quarter. So if we were asking for the first quarter of this year we would ask for an accounting from 12/31/03 through 03/31/04.
For nursing facility clients, PIF letters are sent to the nursing facility in which the client lives as part of the redetermination process. The bookkeeper at the nursing facility prepares a statement of how much the specific client has in their PIF account and returns this to the client's worker. The worker then uses this information as part of the redetermination process. The SDS 713 (Resident Account Record) can be used to provide an accounting to the client and the worker of management of client's personal funds every three months. Delegate itemizes income and expenditures (including amounts given to client or others) with receipt of such funds being acknowledged by initials in "Rec'd. by" column.