COMPTROLLER'S SEAL STATE OF CONNECTICUT
STATE OF CONNECTICUT
  OFFICE OF THE STATE COMPTROLLER  
Kevin Lembo
State Comptroller
55 ELM STREET
HARTFORD, CONNECTICUT
06106-1775
Martha Carlson
Deputy Comptroller

INTERDEPARTMENTAL MEMORANDUM

August 3, 2011

To:   Chief Administrative and Fiscal Officers, and Business Managers
Subject: Client Funds and Personal Property of Deceased Clients or Clients Who Are No
Longer Residents of a Facility

I. PURPOSE
To correct the February 14, 2011 Interdepartmental Memorandum and to clarify the procedures in the Activity and Welfare Funds (Trustee Accounts) Manual, in particular the client funds and personal property of deceased clients in the Department of Children and Families, Department of Correction, Department of Developmental Services, Department of Mental Health and Addiction Services, and the Department of Social Services or clients who are no longer a resident of a facility.

II. AUTHORITY
Sections 4a-16, 4-52 through 4-56, and 4-58 of the Connecticut General Statutes.

III. CLIENT FUNDS AND PERSONAL PROPERTY OF DECEASED CLIENTS
The Activity and Welfare (Trustee Accounts) Manual will be revised to include the following information:

When the deceased client leaves client funds and/or personal property that has value, the agency should notify the Department of Administrative Services (DAS) Collection Services Division in writing that they have deceased client funds and/or personal property. DAS Collection Services will determine whether they will claim the deceased client funds and/or personal property and will notify the agency of their decision in writing.

Client Funds of Deceased Individual
If DAS Collections does not want these funds, the agencies must follow the instructions for "holders" on the Office of the State Treasurer, Unclaimed Property Division's website, www.state.ct.us/ott/aboutucp.htm . The unclaimed funds must be held for three years before reporting them to the Office of the State Treasurer. A copy of the death certificate for the deceased client should be included with the holder report when it is sent to the Office of the State Treasurer.

Personal Property of Deceased Individuals
If DAS Collections does not want the personal property of a client, the agency must retain the property for a period of three years. During this period, the agency must make every reasonable effort to return each article to its owner. At the end of three years, the administrative head of the agency may sell or otherwise dispose of the property with the approval of the governing board of the institution. Any revenue derived from the sale of the property will be credited to the "Trustee Account"  of the institution. Any institution not having a "Trustee Account"  will forward the revenue to the Office of the State Treasurer to be credited to the State General Fund.

IV. CLIENT FUNDS AND PERSONAL PROPERTY OF CLIENTS WHO ARE NO LONGER RESIDENTS OF A FACILITY
The Activity and Welfare (Trustee Accounts) Manual will be revised to include the following information:

When an individual has left the facility and has client funds and/or personal property of value, the agency should make every effort to return any funds or personal property to the rightful owner.

Client Funds of Individuals Who Are No Longer a Resident of a Facility
If the agency has client funds of an individual who has left the facility, the agency should follow the instructions for "holders"  on the Office of the State Treasurer, Unclaimed Property Division's website, www.state.ct.us/ott/aboutucp.htm . The unclaimed funds must be held for three years before reporting them to the Office of the State Treasurer.

Personal Property of Individuals Who Are No Longer a Resident of a Facility
If the agency has personal property of a client, the agency must retain the property for a period of three years. During this period, the agency must make every reasonable effort to return each article to its owner. At the end of three years, the administrative head of the agency may sell or otherwise dispose of the property with the approval of the governing board of the institution. Any revenue derived from the sale of the property will be credited to the "Trustee Account" of the institution. Any institution not having a "Trustee Account"  will forward the revenue to the Office of the State Treasurer to be credited to the State General Fund.

V. DISPOSAL OF PERSONAL PROPERTY WITH NO VALUE
If the agency has personal property of a client that has no value, then the agency must establish a policy that determines how to dispose of the unclaimed personal property.

VI. QUESTIONS
Questions regarding this memorandum may be directed to the Fiscal Policy Division of the Office of the State Comptroller at 860-702-3440.

Questions regarding the reporting process for unclaimed property may be submitted to the Office of the State Treasurer at cathy.kristof@ct.gov  or 860-702-3276.

Questions regarding whether clients owe the State funds should be directed to the Department of Administrative Services, Collection Services Division at 860-713-5427.

KEVIN LEMBO
STATE COMPTROLLER

KL:ED:CH

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