AF Form 1398: Daily Status – Inmate’s Personal Deposit Fund – is an official U.S. Air Force form used in the management of inmate finances within the Air Force Corrections System (AFCS). It helps confinement facility custodians track and record the daily balances of an inmate’s (or confinee’s) Personal Deposit Fund (PDF), ensuring accurate accountability for personal funds held in trust.
The PDF serves as a government-controlled account for the safekeeping and controlled use of an inmate’s money. Inmates in pay status typically use these funds to purchase health and comfort (H&C) items, while non-pay status inmates receive certain items at government expense (via parent unit Operations and Maintenance funds or facility stock). The form supports strict financial controls, daily balancing, audits, and compliance with Air Force corrections policies.
Purpose of AF Form 1398
Confinement facilities use AF Form 1398 to maintain a daily record of each inmate’s PDF balance. This daily status tracking:
- Ensures funds remain secure and are not commingled with facility operations.
- Supports accurate posting of deposits, withdrawals, and petty cash transactions.
- Facilitates inmate verification of account balances upon request.
- Aids in quarterly audits by a disinterested party and overall accountability during transfers, releases, or custodian changes.
The form integrates with a suite of related PDF forms, including:
- AF Form 1387 — Receipt for deposits into the PDF.
- AF Form 1388 — Summary receipt voucher for daily totals.
- AF Form 1390 — Withdrawal request.
- AF Form 1393 — Petty cash voucher (for small expenditures ≤ $50).
- AF Form 808 — Cash account ledger for chronological posting.
These procedures appear in older versions of AFI 31-205 (The Air Force Corrections System), which details inmate finances in chapters covering clothing, personal property, and funds. Although some AFIs have been updated or supplemented (e.g., local wing supplements like the 35FW supplement to AFI 31-105), the core requirement for daily PDF balancing and use of AF Form 1398 for recording confinee balances remains consistent in guidance for Level I confinement facilities.
Who Uses AF Form 1398?
- Confinement facility custodians (primary and alternate, appointed by the installation corrections officer).
- Corrections officers and staff at Air Force confinement facilities.
- Personnel involved in inmate in-processing, transfers, releases, or audits.
The custodian (often the confinement NCOIC in some units) balances the PDF each duty day. A disinterested party (typically E-7 or above) performs quarterly audits, reviewing accounting, internal controls, transactions, balances, and outstanding items. Results go to the corrections officer or designated rater.
Funds stay limited (e.g., often under $200 in cash on hand per inmate in some guidance), with excess handled per inmate designation. Deposits typically include military pay allotments, money orders, cashier’s checks, or authorized cash—no personal checks. Withdrawals require approval and use specific vouchers for H&C items, attorney fees, debts, restitution, or other authorized purposes.
How to Complete and Use AF Form 1398?
The form is straightforward for daily status recording. While exact block-by-block instructions are in the official PDF (available via Air Force e-Publishing), general use involves:
- Recording the date and inmate details (name, SSN or identifier).
- Entering the previous day’s balance.
- Adding daily deposits (from receipts like AF Form 1387/1388).
- Subtracting daily withdrawals or disbursements (from vouchers like AF Form 1390, 1391, 1392, or 1393).
- Calculating and entering the ending daily balance.
- Custodian signature or authentication for verification.
Facilities post transactions chronologically and file supporting documents in the inmate’s Correctional Treatment File (CTF). Upon release or transfer, staff close the account (noting zero balance), provide the final balance to the inmate or escort, and retain copies as required. Checks may include “void after” stamps (30/60/90 days). Abandoned funds follow Financial Services Office (FSO) guidance.
Download the official form here: AF Form 1398 PDF. Use Adobe Reader for best compatibility. Always verify the latest version on the official Air Force e-Publishing site, as forms can be updated.
Key Procedures and Best Practices for Inmate PDF Management
- Daily Balancing — Perform every duty day to maintain accuracy.
- Security — Store cash, checks, vouchers, and receipts securely per applicable security instructions.
- Audits and Transfers — Conduct quarterly audits; use certificates for custodian changes. Transfer funds with the inmate (or to USDB/FSO as needed) using supporting memos or vouchers.
- Limitations — Facility commanders may set reasonable limits on personal fund use. Tobacco and certain food items are typically not H&C.
- Related Records — Integrate with the CTF, desk blotters, DD Forms (e.g., 504 for H&C requests), and activity reports. Sample PDF Activity Reports include prior/current balances, deposits, withdrawals, bank reconciliation, and auditor recommendations.
Compliance ensures humane treatment, prevents misuse, and supports rehabilitation goals in the AFCS. Violations (e.g., unauthorized fund manipulation) can constitute facility offenses.
Why Accurate PDF Management Matters?
Proper use of AF Form 1398 and related forms upholds accountability, protects inmate funds held in trust, and aligns with broader Department of Defense and Air Force policies on confinement (referencing DoDI 1325.7 and related directives). It minimizes discrepancies during audits, transfers, or releases and helps inmates meet financial obligations (e.g., restitution, support payments) that may factor into clemency, parole, or return-to-duty programs.
For the most current guidance, consult the latest Department of the Air Force publications on e-Publishing (search for corrections, security forces, or DAFMAN 31-115 series if available), your local confinement facility SOP, or the servicing Staff Judge Advocate. Policies evolve, and local supplements (e.g., wing-level) may add specifics while complying with higher-tier guidance.
If you are a corrections staff member, custodian, or commander needing to implement or train on this form, combine the downloadable PDF with facility-specific training on the full suite of PDF forms and CTF documentation requirements.
Note: This article provides general information based on publicly referenced Air Force instructions and forms. Always use official sources for operational use, as procedures may be supplemented or updated. For assistance with form completion or policy questions, contact your installation corrections officer or legal office.