Escorted Emergency Transport Expenses Prepayment

Idaho
Department of
Correction

Standard
Operating
Procedure

Division of
Management
Services

General
Administration
Control Number:
114.03.03.022
Version:
2.0
Page Number:
1 of 8
Adopted:
12-17-2001
Reviewed:
10-9-2012

Title:
Escorted Emergency Transport
Expenses: Prepayment of

This document was approved by Tony Meatte, chief of the Division of Management
Services, on 10/9/12 (signature on file).
Open to the public: Yes
BOARD OF CORRECTION IDAPA RULE NUMBER
None
POLICY CONTROL NUMBER 114
Fiscal Policy
DEFINITIONS
Standardized Terms and Definitions List
Inmate: A person under the legal care, custody, supervision, or authority of the Idaho Board
of Correction, including a person within or out of the state of Idaho pursuant to an
agreement with another state or contractor.
Position Control Number (PCN): The method in which state of Idaho employee positions
are authorized and monitored by the state of Idaho Legislature.
Program Cost Account (PCA) Code: A five character alphanumeric code entered in the
Statewide Accounting and Reporting System (STARS) that is used to identify a specific
program structure.
Statewide Accounting and Reporting System (STARS): The state of Idaho’s Office of the
State Controller’s computer system that is used for processing and reporting accounting
transactions.
PURPOSE
The purpose of this standard operating procedure (SOP) is to establish guidelines for the
prepayment of expenses associated with the Idaho Department of Correction (IDOC)
transporting the inmate to a family member’s funeral or when the death of a family member
is imminent.
SCOPE
This SOP applies to all IDOC facilities and contract correctional facilities. All IDOC facilities
include correctional facilities, community work centers (CRCs), probation and parole district
offices, and Central Office.
Control Number:
114.03.03.022
Version:
2.0
Title:
Escorted Emergency Transport
Expenses: Prepayment of
Page Number:
2 of 8

Note: Hereinafter, all of the above mentioned facilities will be referred to as ‘facilities’ except
where a process is specific to a particular facility.
RESPONSIBILITY
Chief of the Division of Management Services
The chief of the Division of Management Services (or designee) is responsible for
overseeing and monitoring the provisions provided herein.
Executive Financial Officer
The executive financial officer (or designee) shall be responsible for implementing this
SOP and for ensuring IDOC employees and contractors are practicing the guidelines,
standards, and procedures provided herein.
Financial Specialist Senior
The designated financial specialist senior (located in the Fiscal Unit at Central Office)
shall be responsible for maintaining the inmate trust accounting computer system.
Financial Technician(s)
The designated financial technician(s) (located in the Fiscal Unit at Central Office) shall
be responsible for transitioning funds and reconciling inmate receivables.
Facility Heads
Facility heads (or designees) shall be responsible for:
• Appointing a staff member to provide escorted emergency transport service to an
inmate;
• Appointing a staff member to communicate escorted emergency transport rules
with the inmate’s family member(s); and
• Ensuring staff members adhere to the guidelines provided herein.
Table of Contents
General Requirements ......................................................................................................... 3
1. Prepayment of Escorted Emergency Transport Service ................................................. 3
Inmate Prepayment Responsibilities ......................................................................... 3
Inmate Family Member Prepayment Responsibilities ................................................ 3
Process Steps: Prepayment Process ........................................................................ 3
Quotes, Billings, and Refunds ................................................................................... 4
2. Receiving and Processing Prepayments ........................................................................ 4
3. Statewide Accounting and Reporting System (STARS) Processing ................................ 7
4. Escorting Officer: Personnel, Meal (Per Diem), and Vehicle Mileage Expenses ............. 7
References ........................................................................................................................... 8
Control Number:
114.03.03.022
Version:
2.0
Title:
Escorted Emergency Transport
Expenses: Prepayment of
Page Number:
3 of 8

GENERAL REQUIREMENTS
1. Prepayment of Escorted Emergency Transport Service
Inmate Prepayment Responsibilities
The inmate must agree to prepay escorted emergency transport service expenses
(meals aka per diem, hourly wages, and vehicle mileage) expected to be incurred by the
escorting officer and/or the IDOC. The inmate shall be provided a quote in accordance
with the subsection titled Quotes, Billings, and Refunds. If the inmate has sufficient funds
in his Inmate Trust Account to prepay the escorted emergency transport service
expenses, he shall submit an Inmate Personal Funds Withdrawal Slip to an appropriate
facility staff member. (The inmate shall reflect the Idaho Department of Correction as the
payee.) If the inmate does not have sufficient funds in his Inmate Trust Account and a
family member cannot make prepayment, the inmate shall not be allowed transport.
Inmate Family Member Prepayment Responsibilities
The inmate’s family may also agree to prepay escorted emergency transport service
expenses (meals aka per diem, hourly wages, and vehicle mileage) incurred by the
escorting officer or IDOC. Money orders or cashier’s checks are the IDOC’s approved
method of payment. Money orders and cashier’s checks must be made payable to the
Idaho Department of Correction.
Note: Personal checks and cash will not be accepted for prepayment. If received, the
receiving facility shall return the prepayment to sender.
To help ensure accurate accountability, it is recommended that the inmate’s family
member reference the inmate’s name, inmate number, and the reason for the deposit
(e.g., escorted emergency transport) somewhere on the money order or cashier’s check.
If the family member is unable to deliver or ensure delivery of the money order or
cashier’s check to the facility prior to the date the escorted emergency transport service
is needed, the inmate’s housing facility shall arrange with another IDOC facility, Central
Office, or probation and parole district office that is nearby the family member’s home to
accept walk-in delivery of the fully quoted amount of prepayment.
Note: To avoid a delay in transporting the inmate, it is very important that the inmate’s
housing facility inform the other IDOC facility, Central Office, or probation and parole
district office staff of the fully quoted amount of prepayment to receive from the family
member.
Process Steps: Prepayment Process
Functional Roles and
Responsibilities Step Tasks
Inmate’s Housing
Facility Staff 1 Review SOP 322.02.01.001, Transports: Medical, Court,
Family Emergency, and State.
Inmate’s Housing
Facility Staff 2
If the escorted emergency transport service request meets
the requirements of SOP 322.02.01.001, complete
appendix A, Escorted Emergency Transport Prepayment
Form.
Control Number:
114.03.03.022
Version:
2.0
Title:
Escorted Emergency Transport
Expenses: Prepayment of
Page Number:
4 of 8

Functional Roles and
Responsibilities Step Tasks
Inmate’s Housing
Facility Staff 3
• Provide a copy of the quote to the inmate in
accordance with the subsection titled Quotes, Billings,
and Refunds; and
• Arrange for the inmate or inmate’s family member to
forward prepayment of the escorted emergency
transport service expenses. See the subsection titled
Inmate Prepayment Responsibilities or Inmate Family
Member Prepayment Responsibilities.
Note: If the inmate has sufficient funds in his Inmate Trust
Account for the prepayment, obtain an Inmate Personal
Funds Withdrawal Slip from the inmate, and ensure the
inmate reflects the Idaho Department of Correction as the
payee.
Inmate’s Housing
Facility Staff 4
Scan and email (or fax) a copy of the Escorted Emergency
Transport Prepayment Form to the following personnel, and
maintain the original copy on file.
• The designated financial specialist senior (located in
the Fiscal Unit at Central Office); and
• The designated technical records specialist (located in
the Payroll Unit at Central Office).
Note: If the inmate has sufficient funds in his Inmate Trust
Account and completed an Inmate Personal Funds
Withdrawal Slip, also scan and email (or fax) a copy of the
‘withdrawal slip’ to the designated financial technician
(located in the Fiscal Unit at Central Office). Maintain the
original copy of the ‘withdrawal slip’ on file.
Note: The process continues with section 2 of this SOP.
Quotes, Billings, and Refunds
Quotes – Facilities shall provide the inmate a copy of the escorted emergency transport
service quote (using appendix A, Escorted Emergency Transport Prepayment Form)
and verify that the inmate has sufficient funds in his Inmate Trust Account to prepay for
the service.
Billings and Refunds – If the actual cost of the escorted emergency transport service
was: (a) greater than what the quote indicated, the inmate will not be billed the
difference; or (b) less than what the quote indicated, the inmate will not be refunded the
difference.
Note: Any exceptions to this rule shall be approved by the applicable division chief (or
designee).
2. Receiving and Processing Prepayments
If the inmate agreed to prepayment by submitting an Inmate Personal Funds Withdrawal
Slip, the following process will begin at step 4.
Control Number:
114.03.03.022
Version:
2.0
Title:
Escorted Emergency Transport
Expenses: Prepayment of
Page Number:
5 of 8

If the inmate’s family member(s) agreed to prepayment by submitting a money order or
cashier’s check, the following process will begin at step 1.
Functional Roles and
Responsibilities Step Tasks
Facility Staff Member
Receiving the
Prepayment 1
Note: Only complete steps 1 through 3 of this process step
table when the inmate’s family member(s) has agreed to
pay the escorted emergency transport service expenses by
submitting a money order or cashier’s check.
• If applicable, contact the inmate’s housing facility to
inform their facility staff that the prepayment was
received; and
• Verify whether the prepayment is the correct fully
quoted amount.
Note: Personal checks and cash shall not be accepted for
prepayment. If a personal check or cash is received, return
the prepayment to the sender. (The process stops here
until a money order or cashier’s check for the fully quoted
amount of prepayment is received.)
Facility Staff Member
Receiving the
Prepayment 2
If the correct and fully quoted amount of prepayment was
received:
• Non-Central Office facility staff member receiving the
prepayment – Scan and email or photocopy and fax a
copy of the money order or cashier’s check to the
designated financial specialist senior (located in the
Fiscal Unit at Central Office); and
• Any facility staff member receiving the prepayment –
Mail or deliver the money order or cashier’s check to
the designated financial specialist senior (located in
the Fiscal Unit at Central Office).
Inmate’s Housing
Facility Staff

and

Fiscal Unit Financial
Specialist Senior (or
designee)
3
• Housing facility staff task only – If the prepayment
received is the correct fully quoted amount, you may
go ahead and proceed with escorting the inmate to the
approved destination. Also direct the escorting
officer(s) to section 4 of this SOP.
• Financial specialist senior task only – Upon receiving
the money order or cashier’s check from the facility
staff member who received the prepayment, give the
money order or cashier’s check and a copy of the
completed Escorted Emergency Transport
Prepayment Form to the Fiscal Unit financial specialist
(accounts receivable).
Note: The process for processing money orders and/or
cashier’s checks skips to section 3 of this SOP.
Control Number:
114.03.03.022
Version:
2.0
Title:
Escorted Emergency Transport
Expenses: Prepayment of
Page Number:
6 of 8

Functional Roles and
Responsibilities Step Tasks
Fiscal Unit Financial
Technician 4
Note: Only complete steps 4 through 7 of this process step
table when the inmate has agreed to pay the escorted
emergency transport service expenses by submitting an
Inmate Personal Funds Withdrawal Slip.
When received from the inmate’s housing facility, verify that
the ‘withdrawal slip’ is completely filled out.
Note: A ‘withdrawal slip’ that is not completely or properly
filled out shall be returned to the inmate to be corrected. If
time constraints do not allow, call the facility and ask that
they fax the corrected withdrawal slip after the inmate
corrects it.
Fiscal Unit Financial
Technician 5
• Via the inmate trust accounting computer system,
enter the required data to the inmate’s trust account
and generate a check; and
• Assemble the batch and place the following into the
Fiscal Unit’s safe:
♦ The batch,
♦ The ‘withdrawal slip’,
♦ The check, and
♦ The copy of the completed Escorted Emergency
Transport Prepayment Form.
Note: The Fiscal Unit (located at Central Office) provides
batch training to all financial technicians.
Fiscal Unit Financial
Specialist Senior (or
designee) 6A
Each day, check the Fiscal Unit’s safe and retrieve the
batch, the ‘withdrawal slip’, the check, and the completed
Escorted Emergency Transport Prepayment Form and do
the following:
• Verify the validity of the check by comparing against
the ‘withdrawal slip’ and the batch;
• Sign the check (see note box) and give the check and
the completed Escorted Emergency Transport
Prepayment Form to the Fiscal Unit financial
technician to deposit;
• File the white copy of the ‘withdrawal slip’, a copy of
the completed Escorted Emergency Transport
Prepayment Form, and batch; and
• Return the yellow copy of the ‘withdrawal slip’ to the
inmate.
Control Number:
114.03.03.022
Version:
2.0
Title:
Escorted Emergency Transport
Expenses: Prepayment of
Page Number:
7 of 8

Functional Roles and
Responsibilities Step Tasks
Fiscal Unit Financial
Specialist Senior (or
designee) 6B
Note: Checks for five hundred dollars ($500) or more must
have two (2) authorized check signer signatures. After you
have signed the check, any of the following persons may
also sign the check: Fiscal Unit executive financial officer;
Fiscal Unit financial specialist, principal (STARS); the Fiscal
Unit financial specialist (cost of supervision); and the
Budget Unit budget analyst, principle.
Fiscal Unit Financial
Technician 7 Deposit the check at the state of Idaho’s Treasurer’s Office.
3. Statewide Accounting and Reporting System (STARS) Processing
All money orders and cashier’s checks received from the inmate’s family for the prepayment
of escorted emergency transport service expenses shall be deposited into the general fund,
miscellaneous expenses, in accordance with the following process steps.
Functional Roles and
Responsibilities Step Tasks
Fiscal Unit Financial
Specialist (accounts
receivable) 1
In continuation of section 2 of this SOP, receive the money
order or cashier’s check and a copy of the completed
Escorted Emergency Transport Prepayment Form from the
Fiscal Unit financial specialist.
Fiscal Unit Financial
Specialist (accounts
receivable) 2
Enter the STARS and use the Escorted Emergency
Transport Prepayment Form to process the deposit as
follows:
• Personnel costs – Use transaction code 10P. Use
position control number (PCN) 9666.
• Meal (per diem) and vehicle mileage costs – Use
transaction code 105. Use sub-object detail code 5356
for meal expenses, and use sub-object detail code
5360 for vehicles.
4. Escorting Officer: Personnel, Meal (Per Diem), and Vehicle Mileage Expenses
To cover the escorted emergency transport service expenses (meals aka per diem, hourly
wages, and vehicle mileage) incurred by the escorting officer(s) or IDOC, the following steps
must be completed.
Functional Roles and
Responsibilities Step Tasks
Escorting Officer(s) 1A
If a Travel advance is needed – Visit the electronic
department of correction (E-Doc), locate the Travel
Request Form, complete and submit the form per the
instructions provided on the form, and then proceed to step
2.
Note: Advances must be in the form of a check or if time
constraints do not allow, the Fiscal Unit (located at Central
Office) may authorize use of purchase card (P-card).
Control Number:
114.03.03.022
Version:
2.0
Title:
Escorted Emergency Transport
Expenses: Prepayment of
Page Number:
8 of 8

Functional Roles and
Responsibilities Step Tasks
Escorting Officer(s) 1B If a Travel advance is not needed – Proceed to step 2.
Escorting Officer(s) 2
Contact the Payroll Unit (located at Central Office) and
have a technical records specialist provide instructions on
how to time code your timesheet based on the specific
circumstances regarding your escort detail.
Escorting Officer(s) 3
From the start until the end of the escort detail, maintain a
log to record the dates and number of hours spent
traveling/working during the course of your escort detail.
Also maintain all receipts associated with vehicle and meal
costs.
Escorting Officer(s) 4
At the conclusion of your escort detail, visit the E-DOC and
locate the Travel Expense Voucher. Complete the voucher
and submit it and all receipts associated with vehicle and
meal costs per the instructions provided on the voucher.
Note: If a travel advance was obtained, contact the
designated Fiscal Unit financial technician (located at
Central Office) for instruction. The Fiscal Unit financial
technician will process escort detail expenses through the
STARS.
Escorting Officer(s)

or

Facility Time and
Attendance Staff
5
Using the log maintained by the officer(s), enter the Idaho
Employee Time Entry System (I-time), and record the hours
traveled/worked (using the appropriate time codes as
instructed by Payroll Unit staff) for the escort detail.
REFERENCES
Appendix A, Escorted Emergency Transport Prepayment Form
Inmate Personal Funds Withdrawal Slip
Standard Operating Procedure 322.02.01.001, Transports: Medical, Court, Family
Emergency, and State
State of Idaho, Idaho State Treasurer’s Officer
– End of Document –
IDAHO DEPARTMENT OF CORRECTION
Escorted Emergency Transport Prepayment Form
Appendix A
114.03.03.022
(Appendix last updated 10/9/12)

Inmate’s Name: IDOC#:

Date of Escort/Transport: Destination:

Reason for Escort/Transport:

Escorting Officer’s Name:

Estimated Duration of Entire Trip:

Associated Costs
♦ Personnel - $25 x hours =
♦ Vehicle - miles x cents per mile =
♦ Meals (per diem) =
♦ Total Costs =

Receipt to Appropriation Program Cost Account (PCA) Code (security)

Approval/Authorization

Approved
Denied

Facility Head’s Printed Name

Signature Date

Copy Distribution:
Division Deputy Chief
Payroll Unit (Central Office)
Fiscal Unit (Central Office)