HomeMy WebLinkAboutCost of Supervision Account ManagementIdaho
Department of
Correction
Standard
Operating
Procedure
Title:
Cost of Supervision Account Management
Page:
1 of 10
Document Number:
707.04.01.001
Version:
4.0
Adopted:
12/01/2008
Brian Underwood, Chief of the Division of Probation & Parole, approved this
document on 04/15/2025.
Open to the public: Yes
SCOPE
This standard operating procedure (SOP) applies to all Division of Probation and Parole staff
members supervising probationers and parolees under the jurisdiction of the Idaho Department of
Correction (IDOC), and all Division of Management Services personnel who process and audit cost
of supervision (COS) transactions.
Revision Summary
Revision Date (03/01/2025): Reformatted to meet current style and standard; Updated
terminology and process steps to align with new banking module in the client management
system;
TABLE OF CONTENTS
Scope ................................................................................................................................... 1
Table of Contents ................................................................................................................. 1
A. Statutory Authority ........................................................................................................... 2
B. Board of Correction IDAPA Rule ..................................................................................... 2
C. Governing Policy ............................................................................................................ 2
D. Purpose .......................................................................................................................... 2
E. Responsibility .................................................................................................................. 2
F. Definitions ....................................................................................................................... 2
G. Standard Procedures ...................................................................................................... 3
1. Initial Setup of COS Account ...................................................................................... 3
2. Exemptions or Waivers .............................................................................................. 5
3. Adjustments ............................................................................................................... 5
4. Process Steps: Exemptions and Adjustments ............................................................ 5
5. Referral for Collection ................................................................................................ 8
6. Past Due Accounts ..................................................................................................... 8
7. Payments ................................................................................................................... 8
8. Monthly Reports ......................................................................................................... 9
9. Discharges and Expiration of Supervision .................................................................. 9
10. Updating the Client’s Contact Information. ................................................................. 9
Document
Number:
707.04.01.001
Version:
4.0
Title:
Cost of Supervision Account
Management
Page Number:
2 of 10
Idaho Department of Correction
11. Client Concerns........................................................................................................ 10
H. References ................................................................................................................... 10
A. STATUTORY AUTHORITY
1. Idaho Code § 20-217A, Appointment of Director – Salary – Powers and Duties
2. Idaho Code § 20-219, Probation and Parole Supervision and Training – Limited Supervision -
Rulemaking
3. Idaho Code § 20-244, Government and Discipline of the Correctional Facility – Rules and
Regulations
4. Idaho Code § 20-225, Payment for Cost of Supervision
B. BOARD OF CORRECTION IDAPA RULE
IDAPA 06.01.01, Rules Governing the Supervision of Clients on Probation or Parole
C. GOVERNING POLICY
Policy 707, Cost of Supervision
D. PURPOSE
The purpose of this standard operating procedure (SOP) is to establish standards and provide
guidance for establishing collection accounts, billing, collecting payments, reviewing/auditing account
balances, closing accounts, and in some cases, exempting costs associated with supervising
probationers and parolees.
E. RESPONSIBILITY
1. Chiefs of the Divisions of Probation and Parole and Management Services
The chiefs of the Divisions of Probation and Parole and Management Services or designees have
oversight responsibility for the COS.
2. District Managers
District managers are responsible for implementing this SOP and for ensuring probation and
parole staff members practice the procedures and guidelines provided herein.
3. Fiscal Unit Manager
The manager of the fiscal unit is responsible for implementing this SOP and for ensuring fiscal
staff members practice the procedures and guidelines provided herein.
4. COS Supervisor
The COS supervisor or designated fiscal unit staff member is responsible for ensuring COS fees
are debited and mailed or e-mailed to those on probation or parole supervision, referrals for
collection are processed, and COS accounts are monitored as provided herein.
F. DEFINITIONS
Document
Number:
707.04.01.001
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Cost of Supervision Account
Management
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Idaho Department of Correction
1. Client: A person who has been convicted of a crime against the laws of the state and ordered
into the care and custody of the Board of Correction. The term client includes any use in Idaho
law, Board of Correction rule, or IDOC policy or procedure of the terms “offender(s),” or any
other term referring to a person on probation or parole supervision under the custody of the
Board of Correction.
2. Correctional Management System (CMS): a digital platform used by correctional agencies
to store, manage, and analyze comprehensive data about individuals throughout their entire
criminal justice process, including intake, sentencing, incarceration, parole, and probation,
allowing for informed decision-making regarding their supervision and rehabilitation. This
includes systems such as Reflections, CIS, and Atlas.
G. STANDARD PROCEDURES
1. Initial Setup of COS Account
a. A person placed under the jurisdiction of the IDOC on or after July 1, 1984, is required to
contribute towards the cost of their supervision. As a result, each district shall appoint an
administrative staff member to enter all new cases (including those transferred into the state
of Idaho through interstate compact) into the CMS.
b. The person on probation or parole will be expected to pay cost of supervision as outlined in
the following chart unless the supervising probation and parole officer (PPO) recommends
otherwise in accordance with section 2, Exemptions or Waivers. However, the client must not
be charged a COS fee for the first 60 days they are under supervision. The client must be
charged a COS fee beginning the first full month of supervision after 60 days, continuing
thereafter until the client is no longer supervised. In addition, the client must pay the COS fee
for the last month of supervision regardless of the number of days they were supervised
during that month.
c. The following chart indicates authorized COS amounts:
Assigned
Caseload
Refer to
Section 2,
Exemptions or
Waivers
Treatment
Court
Caseloads
Limited
Supervision
Unit (LSU)
All other
Caseloads
Authorized
COS
Charge
$0.00 $30.00 $40.00 $60.00
Process Steps: Initial Setup
Functional Roles and
Responsibilities Step Tasks
Probation and Parole
Officer (PPO) 1
1. Complete the Caseload/Supervision Assessment
Form and submit to the administrative staff for data
entry.
2. For clients who meet the requirements for an
exemption (see section 2), complete the
Document
Number:
707.04.01.001
Version:
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Title:
Cost of Supervision Account
Management
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Idaho Department of Correction
Functional Roles and
Responsibilities Step Tasks
Caseload/Supervision Assessment Form, and
submit it to the district manager (or designee) for
approval.
District Manager 2
1. Review the exemption request and supporting
documentation such as doctor’s notes, disability
documents, pay stubs, etc.
2. If the exemption meets the necessary and allowable
criteria, submit the form to the administrative staff.
Note: The District Manager is responsible for confirming
that the exemption is necessary and allowable (see section
2). If the District Manager does not believe the exemption is
warranted, he will discuss with the PPO and may decide to
end the process at this step.
Administrative Staff 3
1. Activate the new case in the CMS.
Processing the Caseload/Supervision Assessment
Form
1. Ensure the district manager (or designee) approved
and signed.
2. Modify the COS fee billing amount.
Probation and Parole
District Admin Staff 4 File copies of the returned forms in the clients
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707.04.01.001
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Title:
Cost of Supervision Account
Management
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Idaho Department of Correction
2. Exemptions or Waivers
a. An exemption allows the client to pay less than $60 per month when the client meets an
exception to the authorized COS charge table.
b. The PPO may recommend a zero-dollar charge if he they and the district manager, or
designee, find that any of the following factors exist:
i. The client has diligently attempted but been unable to obtain employment.
ii. The client has an employment handicap or disability, as determined by an official physical,
psychological, or psychiatric examination.
3. Adjustments
a. The supervising PPO may request an adjustment on the client’s account to remedy errors or
to allow lower payments.
b. The PPO must use the Caseload/Supervision Assessment Form to request the adjustment
and must sign the form. The district manager (or designee) must approve and sign the form.
c. Four types of adjustments may be made:
i. Credit: A credit is used to correct a billing error. It generally occurs when (1) the client’s
account has been charged the COS fee but they have not officially begun probation or
parole, or (2) the PPO failed to suspend exempt the account in a timely manner when the
client is legitimately unable to pay due to jail time, illness, or inability to find work.
ii. Suspension Exemption: The client’s account will move to suspension exemption if the
client absconds, is incarcerated, or is otherwise legitimately unable to pay temporarily and
his account has a balance. The balance must remain in suspension may continue to be
exempted until the client returns to probation and parole supervision or reaches full-term
release date.
iii. Write-off: A write-off of the client’s account balance will only occur when the client dies or
is released from supervision and his account balance is under $90 and attempts by the
COS supervisor to collect have been unsuccessful. Accounts with no activity for 10 years
or longer may be written off with approval of the division chief on a case-by-case basis.
iv. Refund: A refund occurs only when the client overpays their account and the account is
ready to be archived or has been archived.
4. Process Steps: Exemptions and Adjustments
Functional Roles and
Responsibilities Step
Tasks
CIS steps are in bold
Probation and Parole
Officer (PPO) 1
1. Complete the Caseload/Supervision Assessment Form.
(Indicate the effective date of the exemption or
adjustment being requested. All fields relating to the
type of change must be completed. Exemptions must
include a reason code.)
2. When a client’s exemption expires and supervision is
reinstated, billing shall be resumed at $60 per month
unless the client meets the criteria for an adjustment
Document
Number:
707.04.01.001
Version:
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Title:
Cost of Supervision Account
Management
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Idaho Department of Correction
Functional Roles and
Responsibilities Step
Tasks
CIS steps are in bold
(see section 3), in which case indicate the qualifying
criteria on the form.
Probation and Parole
Officer (PPO) 2
1. Enter a case update in CMS with the note titled “COS
ADJUSTMENT REQUESTED”.
2. Provide a brief summary stating why the adjustment
was requested and that the Caseload/Supervision
Assessment Form was submitted.
For example: “Caseload form submitted to credit COS
fee in the amount of $100 as client was in jail January
and February 2010.” (The same process applies when
requesting a monthly COS fee lower than $60 a month,
or when requesting reinstatement from suspension.)
3. Submit the form to the district manager or designee for
approval.
District Manager 3
1. Review the exemption or adjustment request to
determine if it is necessary and allowable.
2. Indicate approval by signing the form.
3. Return the form to the probation and parole officer
(PPO).
4. The district manager is responsible for confirming that
the exemption or adjustment is necessary and
allowable. If the district manager does not believe the
exemption or adjustment is warranted, they will discuss
with the PPO and may decide to end the process at this
step.
Probation and Parole
Officer (PPO) 4 Submit the signed form to the administrative staff.
Administrative Staff 5
1. For Exemptions and Adjustments
a. Ensure the District Manager or designee approved
and signed.
b. Modify the COS fee billing amount in accordance
with the procedures outlined in the CMS and
c. Indicate on the form that data entry has been
completed and return the form to the PPO.
2. For Adjustments Only
a. Ensure the District Manager or designee approved
and signed.
Document
Number:
707.04.01.001
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Title:
Cost of Supervision Account
Management
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Idaho Department of Correction
Functional Roles and
Responsibilities Step
Tasks
CIS steps are in bold
b. Email a copy of the Caseload/Supervision
Assessment to fiscal unit staff.
Fiscal Unit Staff 6
For Adjustments
a. Ensure the District Manager or designee approved
and signed.
b. Enter adjustments in the CMS.
Probation and Parole
District Admin Staff 7
File copies of the returned forms in the client’s electronic
central file (C-file).
Document
Number:
707.04.01.001
Version:
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Title:
Cost of Supervision Account
Management
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Idaho Department of Correction
5. Referral for Collection
A referral for collection will occur only when the client is discharged, or their supervision expires
and he has a balance on his COS account.
6. Past Due Accounts
a. Sanction Process
i. Unpaid COS fees become past due on the 15th day of the month.
ii. When the client’s account becomes three months past due, the PPO will initiate sanctions
against the client.
iii. Sanctions may consist of the following:
1) Requiring the client to attend budgeting classes,
2) Increasing the amount of face-to-face reporting,
3) Imposing a curfew on the client,
4) Revoking the client’s travel,
5) Sending the parolee a warning letter (with a copy to the Commission of Pardons and
Parole),
6) Sending the probationer a warning letter from the PPO, or
7) Submitting a Report of Violation. (See SOP 701.04.02.001, Supervision Strategies)
iv. All efforts made to collect COS fees will be documented in the supervision contact screen
of the CMS using the appropriate dropdown menu selections based on the type and
location of the contact.
v. Sanctions are separate from the financial process. (See Fiscal Process below.)
b. Billing Process
i. On the 1st of each month, the central office COS supervisor will generate a COS billing
statement file from the CMS and send it to the state print shop for creation and mailing of
monthly COS statements. The monthly COS statement will reflect the previous month’s
COS fees (i.e.., A bill generated on December 1st will reflect COS fees for November).
ii. The fiscal unit will be responsible for developing written instructions (manuals or guides),
detailing the monthly billing process.
7. Payments
a. Monthly payment can be made in the form of a money order, cashier’s check, personal check,
or a debit/credit card, through the contracted payment vendor, via telephone, online payment
website, district office kiosks, or by mail.
b. Should a client try to deliver payment to district staff, the staff member must first encourage
the client to use the postage-paid envelope received with his bill before giving the client
another postage-paid envelope to mail payment. The staff member must instruct the client to
ensure his name and IDOC number are clearly marked on the money order, cashier’s check,
or personal check, seal the envelope, and place it in a U.S. Postal Service (USPS) mailbox.
c. District staff may assist the client by mailing the sealed envelope to the contracted payment
vendor through the USPS.
Document
Number:
707.04.01.001
Version:
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Title:
Cost of Supervision Account
Management
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Idaho Department of Correction
d. When clients send payment, they must include a portion of the bill for identification and
processing purposes.
e. For their own record, they should retain the other portion of the bill and money order receipt.
f. When manual payments are received, fiscal unit staff will enter into the CMS the client’s IDOC
number, check or money order number, and payment amount.
g. The Fiscal Unit will be responsible for developing written instructions [manuals or guides]
detailing what payment data is to be entered into the CMS.
h. The fiscal unit staff will not send the client a receipt of payment.
8. Monthly Reports
a. On the first of each month the accounting system in the CMS automatically provides a COS
report of delinquent accounts, per district, per PPO.
b. Each month, the district managers or designees must review the reports and note concerns
with overdue COS fees, high balances, and exemptions that are no longer appropriate.
c. PPOs will be responsible for reviewing the reports to ensure the accuracy of the COS fee and
client’s contact information (see section 11 for further details).
9. Discharges and Expiration of Supervision
a. Upon the client’s discharge or expiration of supervision, the PPO must review the client’s
account and record on the Caseload/Supervision Assessment Form, any adjustments needed
to correct the account.
b. In addition, the PPO must indicate on the Caseload/Supervision Assessment Form his intent
to close the account by marking the status field “closed.”
c. Administrative staff working in the district office must update the status change in the CMS.
However, only accounts that have a zero-dollar ($0) balance can be officially closed, which
can only be achieved by making adjustments or requesting collection.
d. The COS supervisor must manage the COS account and give the client an opportunity to
settle the account.
e. The COS supervisor must inform the client in writing of the amount owing and allow the client
30 days to respond to the collection letter.
f. If the client allows the 30 days to elapse without responding, the COS supervisor may begin
collection.
g. The COS Supervisor will enter in OMS with the note titles “COS COLLECTION LETTER” and
a brief summary of the letter.
h. For example: “COS collection letter sent to 1234 Smith Ave. Boise, 83704. Current balance is
$300. Client has 30 days to respond.”
10. Updating the Client’s Contact Information.
a. A list of active clients will be generated monthly and sent to the Department of Administration
for mailing by designated fiscal COS staff.
b. Billings that are returned or bounced back to the sender (IDOC) because the address is
incorrect or out of service will be forwarded to the individual district where the client resides.
Document
Number:
707.04.01.001
Version:
4.0
Title:
Cost of Supervision Account
Management
Page Number:
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Idaho Department of Correction
c. Each district administrative staff or specialist who is assigned to support COS billing, will
ensure the address is corrected and/or updated working with the supervising PPO.
d. Each month, the administrative support staff assigned to monitor COS accounts in each
district will conduct a review to ensure that accounts due for reinstatement from suspension
have been reinstated have been updated in the client management system, and to review
accounts with exemptions. The administrative support staff will report any discrepancies to
the district manager. The district manager or designee will ensure that the account is
reinstated as appropriate, and that the exemption is appropriate.
11. Client Concerns
Those on probation or parole supervision have the right to file a concern about COS billing errors
by completing an IDOC Concern Form and submitting it to the proper authority for resolution.
(See SOP 316.04.01.001, Grievance and Informal Resolution Procedure for Offenders: Probation
and Parole)
H. REFERENCES
1. Caseload/Supervision Assessment Form
2. SOP 316.04.01.001, Grievance and Informal Resolution Procedure for Offenders: Probation and
Parole
3. SOP 701.04.02.001, Supervision Strategies
– End of Document –