Cost of Supervision Account Management

Idaho
Department of
Correction

Standard
Operating
Procedure
Title:
Cost of Supervision Account Management

Page:
1 of 11

Control Number:
707.04.01.001
Version:
3.1
Adopted:
12-01-2008

Kevin Kempf, deputy director of the Idaho Department of Correction,
approved this document on 10/03/2013.
Open to the general public: Yes
SCOPE
This standard operating procedure (SOP) applies to (1) all division of probation and parole
staff members supervising probationers and parolees —herein and hereafter referred to as
offenders —under the jurisdiction of the Idaho Department of Correction (IDOC), and (2) all
division of management services personnel who process and audit cost of supervision
(COS) transactions.

Revision history
Revision Date (10/02/2013): Administrative change - Dollar amounts for fees charged were
revised from $50 to $60 and division name was updated from community corrections to
probation and parole throughout the document. Two typographical errors were corrected and
general format and leadership was updated.

TABLE OF CONTENTS
Board Of Correction IDAPA Rule Number ............................................................................... 2
Policy Control Number 707 ....................................................................................................... 2
Purpose ..................................................................................................................................... 2
Responsibility ............................................................................................................................ 2
General R equirements .............................................................................................................. 3
1. Initial Setup of COS Account .............................................................................................. 3
2. Exemptions ......................................................................................................................... 4
3. Adjustments ........................................................................................................................ 4
4. Process Steps: Exemptions and Adjustments ................................................................... 5
5. Referral for Collection ......................................................................................................... 7
6. Past Due Accounts ............................................................................................................. 7
Sanction Process .......................................................................................................... 7
Fiscal Process ............................................................................................................... 8
Control Number:
707.04.01.001
Version:
3.1
Title:
Cost of Supervision Account
Management
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2 of 11

7. Billing Process..................................................................................................................... 8
8. Payments ............................................................................................................................ 8
9. Monthly Reports .................................................................................................................. 8
10. Discharges and Expiration of Supervision .......................................................................... 9
11. Updating the Offender’s Contact Information ..................................................................... 9
12. Monitoring of COS Accounts ............................................................................................ 10
13. Offender Concerns............................................................................................................ 11
Definitions ............................................................................................................................... 11
References .............................................................................................................................. 11
BOARD OF CORRECTION IDAPA RULE NUMBER
None
POLICY CONTROL NUMBER 707
Cost of Supervision
PURPOSE
The purpose of this standard operating procedure (SOP) is to comply with Idaho Code,
section 20-225, and 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.
RESPONSIBILITY
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.
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.
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.
COS Supervisor
The designated fiscal unit staff member is responsible for ensuring COS fees are
debited and mailed to offenders, referrals for collection are processed, and COS
accounts are monitored as provided herein.
Control Number:
707.04.01.001
Version:
3.1
Title:
Cost of Supervision Account
Management
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GENERAL REQUIREMENTS
1. Initial Setup of COS Account
An offender placed under the jurisdiction of the IDOC on or after July 1, 1984, is required to
contribute towards the cost of his supervision. As a result, each district shall appoint an
administrative staff member to enter all new offenders (including those transferred into the
s tate of Idaho through interstate compact) into Reflections , which is a statewide, computer-
based, automated information system used for recording offender information.
The offender will be expected to pay $60 a month, unless the supervising probation and
parole officer (PPO) recommends otherwise in accordance with section 2 or section 3.
However, the offender shall not be charged a COS fee for the first partial month he is under
supervision. The offender shall be charged a COS fee beginning the first full month of
supervision, continuing thereafter until the offender is no longer supervised (see section 7).
In addition, the offender must pay the COS fee for the last month of supervision regardless
of the number of days he was supervised during that month.
Process Steps: Initial Setup
Functional Roles and
Responsibilities Step Tasks
Probation and Parole
Officer (PPO) 1
• Complete appendix A, Admission Worksheet/Face
Sheet and submit to the administrative staff for data
entry.
• For offenders who meet the requirements for an
exemption (see section 2), complete appendix B,
Caseload/Supervision Assessment Form , and submit
it to the district manager (or designee) for approval.
District Manager 2
• Review the exemption request and supporting
documentation such as doctor’s notes, disability
documents, pay stubs, etc., and
• If the exemption meets the necessary and allowable
criteria, s ubmit 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.
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Functional Roles and
Responsibilities Step Tasks
Administrative Staff 3
Processing Appendix A
• Activate the new case in accordance with the
Reflections Data Entry Manual. (Note: The COS fee
amount will default to $60.)
• Return the original to the probation and parole officer
(PPO).
Processing Appendix B
• Ensure the district manager (or designee) approved
and signed.
• Modify the COS fee billing amount in accordance
with the procedures outlined in the Reflections Data
Entry Manual.
• Indicate on the form that the modification has been
made and return the form to the PPO.
Probation and Parole
Officer (PPO) 4
• File copies of the returned forms in the offender’s
central file (C-file).
• Mail originals to the fiscal unit.
2. Exemptions
An exemption allows the offender to pay less than $60 per month. The PPO may
recommend a lower COS fee (in five dollar increments) if he and the district manager find
that any of the following factors exist:
• The offender has diligently attempted but been unable to obtain employment.
• The offender has an employment handicap, as determined by a physical,
psychological, or psychiatric examination acceptable to the division of probation and
parole.
• The offender is participating in a specialty court, such as a drug or mental health
court, for treatment services, substance abuse testing, and other supervision
services.
Note: Accounts that have been exempted will be reviewed by the fiscal unit. See section 12
for further details.
3. Adjustments
The supervising PPO may request an adjustment on the offender’s account to remedy
errors or to allow lower payments. (See Idaho Code, section 20-225.)
The PPO will use appendix B, Caseload/Supervision Assessment Form , to request the
adjustment, and he must sign the form. The district manager (or designee) must approve
and sign the form.
Four (4) types of adjustments may be made:
• Credit: A credit is used to correct a billing error. It generally occurs when (1) the
offender’s account has been charged the COS fee but he has not officially begun
probation or parole, or (2) the PPO failed to suspend the account in a timely manner
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Management
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when the offender is legitimately unable to pay due to jail time, illness, inability to find
work, or other reasons pursuant to Idaho Code, section 20-225.
• Suspension: The offender’s account shall move to suspension if the offender
absconds , is incarcerated, or is otherwise legitimately unable to pay temporarily and
his account has a balance. The balance must remain in suspension until the offender
returns to probation and parole supervision or reaches full-term release date.
Note: After the offender returns to supervision, the PPO must submit appendix B to
the fiscal unit with instructions to resume the offender’s COS fee billing effective the
first full month of supervision.
Note: Accounts that have been suspended will be reviewed by the Fiscal Unit. See
section 12 for further details.
• Write -off: A write -off of the offender’s account balance will only occur when the
offender dies or is released from supervision and his account balance is under $90
and attempts by the COS supervisor to collect have been unsuccessful.
• Refund: A refund occurs only when the offender overpays his 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
• Complete appendix B, Caseload/Supervision
Assessment Form. (Indicate the effective date of the
exemption or adjustment being requested [see
section 2 or section 3]. All fields relating to the type
of change must be completed. Exemptions must
include a reason code.)
Note: If requesting a reinstatement of a suspended
balance, billing shall be resumed at $60 per month unless
the offender meets the criteria for an adjus tment (see
section 3), in which case indicate the qualifying criteria on
the form . When reinstating a suspended balance, attempt
to collect the amount owed at the time the account was
suspended.
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Cost of Supervision Account
Management
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Functional Roles and
Responsibilities Step
Tasks
CIS steps are in bold
Probation and Parole
Officer (PPO) 2
• Enter a case update in the Corrections Integrated
System (CIS) with the note titled “COS
ADJUSTMENT REQUESTED”, and 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.)
• Submit the form to the district manager (or designee)
for approval.
District Manager 3
• Review the exemption or adjustment request to
determine if it is necessary and allowable. (See
section 2 or section 3),
• Indicate approval by signing the form, and
• Return the form to the probation and parole officer
(PPO).
Note: The district manager is responsible for confirming
that the exemption or adjustment is necessary and
allowable (see section 2 or section 3). If the district
manager does not believe the exemption or adjustment is
warranted, he 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
For Exemptions and Adjustments
• Ensure the district manager (or designee) approved
and signed.
• Modify the COS fee billing amount in accordance
with the procedures outlined in the Reflections Data
Entry Manual, and
• Indicate on the form that data entry has been
completed and return the form to the PPO.
(Proceeds to step 7.)

For a Reinstatement of a Suspended Balance
• Ensure the district manager (or designee) approved
and signed.
• Forward the signed form to the fiscal unit. (Proceeds
to step 6.)
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Management
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Functional Roles and
Responsibilities Step
Tasks
CIS steps are in bold
Fiscal Unit Staff 6
For a Resumption of Billing
• Ensure the district manager (or designee) approved
and signed.
• Resume the COS fee billing to the approved amount
in accordance with the procedures outlined in the
Reflections Data Entry Manual.
Probation and Parole
Officer (PPO) 7
• File copies of the returned forms in the offender’s
central file (C-file).
• Mail originals to the fiscal unit..
For further assistance with CIS, see your designated CIS Subject Matter
Expert.
5. Referral for Collection
A referral for collection will occur only when the offender is discharged or his supervision expires and he has a balance on his COS account. (See section 10 for details regarding
discharges and expiration of supervision.)
6. Past Due Accounts
Sanction Process
Unpaid COS fees become past due on the 15th day of the month. When the offender ’s
account becomes three (3) months past due, the PPO will initiate sanctions against the
offender. Sanctions may consist of the following:
• Requiring the offender to attend budgeting classes,
• Increasing the amount of face-to-face reporting,
• Imposing a curfew on the offender,
• Revoking the offender’s travel,
• Imposing discretionary jail time on the probationer,
• Sending the parolee a warning letter (with a copy to the Commission of Pardons
and Parole),
• Sending the probationer a warning letter from the PPO, or
• Submitting a Report of Violation. (See SOP 701.04.02.001)
Note: All efforts made to collect COS fees will be documented in the supervision
contact screen of the Corrections Integrated System (CIS) using the appropriate
dropdown menu selections based on the type and location of the contact.
In addition, if an intermediate sanction is imposed, a case update will be completed
with the note titled “COS SANCTION” and a brief summary of what type of
sanction was imposed. For example: “2200 hour curfew imposed until COS account is
brought current.”
Note: Sanctions are separate from the financial process. (see Fiscal Process below.)
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Management
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Fiscal Process
If the central office COS supervisor elects to mail a letter to the offender to remind him
that his account is three (3) months pas t due, he will enter a case update in CIS with
the note titled “COS LETTER SENT” and a brief summary of the letter. For
example: “COS warning letter sent to 1234 Smith Ave., Boise, 83704. Current balance is
$300.”
7. Billing Process
On the first (1st) of each month, the central office COS supervisor will debit COS fees from
the offender’s account and mail him a bill. Reflections will generate the bill, which will reflect
the previous month’s COS fees (e.g., A bill generated on December 1st will reflect COS fees
for November).
The fiscal unit, will be responsible for developing written instructions (manuals or guides),
detailing what billing data is to be entered into Reflections and how.
8. Payments
Monthly payment must be in the form of a money order or cashier’s check (no other form of
payment will be accepted).
Offenders must mail COS payments to the central office. Should an offender try to deliver
payment to district staff, the staff member shall first encourage the offender to use the
postage-paid envelope received with his bill before giving the offender another postage-paid
envelope to mail payment. The staff member shall instruct the offender to ensure his name
and IDOC number are clearly marked on the money order or cashier’s check, seal the
envelope, and place it in a U.S. Postal Service (USPS) mailbox.
District staff may assis t the offender by mailing the sealed envelope through the USPS.
Sealed envelopes shall not be delivered through any other means, including department
inter-agency or statehouse mail.
Note: When the offender sends payment, he must include a portion of the bill for
identification and processing purposes . For his record, he should retain the other portion of
the bill and money order receipt.
When payment is received, a financial support technician will enter the following information
into Reflections: the money order number, the offender’s IDOC number, and payment
amount. (The fiscal unit will be responsible for developing written instructions [manuals or
guides ], detailing what other payment data is to be entered into Reflections and how.) The
financial support technician will not send the offender a receipt of payment.
9. Monthly Reports
On the first (1st) of each month the accounting system in Reflections automatically provides
a COS report of delinquent accounts, per district, per PPO. Each month, district managers
(or designees) will review the reports and note concerns with overdue COS fees, high
balances, and exemptions that are no longer appropriate.
PPOs will be responsible for reviewing the reports to ensure the accuracy of the COS fee
and offender’s contact information (see section 11 for further details).
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Version:
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Title:
Cost of Supervision Account
Management
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10. Discharges and Expiration of Supervision
Upon the offender’s discharge or expiration of supervision, the PPO must review the
offender’s account and record on appendix B, Caseload/Supervision Assessment Form , any
adjustments needed to correct the account (see section 3). In addition, the PPO must
indicate on appendix B his intent to close the account by marking the status field “closed.”
Administrative staff working in the district office shall update the status change in
Reflections . However, only accounts that have a zero dollar ($0) balance can be officially
closed, which can only be achieved by making adjustments (see section 3) or requesting
collection (see section 5). .
Note: The PPO who closes and moves the case to history will enter a case update in CIS
with the note titled “CASE CLOSED” and a brief summary stating why the case is
closed and—when applicable —document the recommendation to send the COS
account balance to collection. For example: “Case H0102345 expired this date. A
caseload form was submitted to close the case and request that the COS account balance
of $300 be sent to collection.”
When the PPO refers the account for collection (see appendix B), the COS supervisor must
manage the COS account and give the offender an opportunity to settle the account. The
COS supervisor must inform the offender in writing of the amount owing and allow the
offender 30 days to respond to the collection letter. If the offender allows the 30 days to
elapse without responding, the COS supervisor may begin collection.
Note: The COS supervisor will enter a case update in CIS with the note titled “COS
COLLECTION LETTER” and a brief summary of the letter. For example: “COS collection
letter sent to 1234 Smith Ave., Boise, 83704. Current balance is $300. Offender has 30 days
to respond.”
11. Updating the Offender’s Contact Information
Central office receptionists will receive all returned/undeliverable COS bills.
The division of management services, evaluation and compliance unit, will maintain an
electronic database for the purpose of tracking returned COS bills. The database will be
made available to central office receptionists for data entry and to the divis ion of probation
and parole’s central office administrative staff for reporting purposes. The database will have
the capacity to report the following information in real-time:
• Date the envelope was returned,
• Whether or not the original address on the envelope matches the address currently
in the database,
• Whether or not the returned envelope includes a forwarding label,
• The offender’s IDOC number,
• The offender’s name,
• The offender’s PPO’s name,
• The PPO’s supervisor’s name, and
• The supervising district.
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707.04.01.001
Version:
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Title:
Cost of Supervision Account
Management
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The chief of the division of probation and parole (or designee) will monitor
returned/undeliverable COS bills to ensure the following procedures are followed.
Functional Roles and
Responsibilities Step Tasks
Central Office
Receptionists 1
Within two (2) business days of receipt, compare the
original mailing address (not the address on the forwarding
address label) against the mailing address in the database.
• If the original mailing address on the envelope does
not match the address in the database, document
that information in the database, and
• If the envelope has a forwarding address label,
proceed to step 2.
Note: The management assistant for the division of
management services has oversight over central office
receptionists.
Central Office
Receptionists 2
If the returned envelope:
Does not have a forwarding address label
• Remove the business reply envelope from the
returned/undeliverable envelope and save it for
future mailings.
• Discard the returned/undeliverable envelope and
COS bill.
Does have a Forwarding Address Label
• Save the returned/undeliverable envelope for
collection by division of probation and parole’s
central office administrative staff.
Division of Probation
and Parole ’s Central
Office Administrative
Staff
3
• Collect returned/undeliverable mail that has
forwarding address labels from central office
receptionists.
• On the 15th day of the month, create a detailed report
of returned COS bills . (Sort the report by district and
by PPO name.)
• Email the report to the district managers (or
designees )
District Manager (or
designee) 4
• Ensure that probation and parole officers (PPOs)
update Reflections with the new forwarding address
by the last day of the month.
12. Monitoring of COS Accounts
Each month, the COS supervisor will conduct a review to ensure that accounts due for
reinstatement from suspension have been reinstated and to review accounts with
exemptions . The COS supervisor 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.
Control Number:
707.04.01.001
Version:
3.1
Title:
Cost of Supervision Account
Management
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13. Offender Concerns
Offenders have the right to file a concern about COS billing errors by completing an IDOC
Offender Concern Form and submitting it to the proper authority for resolution. (See SOP
316.02.01.001)
DEFINITIONS
Standardized Terms and Definitions List
None
REFERENCES
Note: Unless attached to this SOP, appendixes will be maintained and provided by the
division of probation and parole. Please contact the division for any appendix listed below
that is not attached to this SOP.
Appendix A, Admission Worksheet/Face Sheet
Appendix B, Caseload/Supervision Assessment Form
Idaho Code, Title 20, Chapter 2, section 20-225, Payment for Cost of Supervision
Idaho Department of Correction Reflections Data Entry Manual
– End of Document –
IDAHO DEPARTMENT OF CORRECTION
Caseload/Supervision Assessment Form
Appendix B
707.04.01.001 v2.0 (Appendix last updated 4/16/09)
Page 1 of 2
Part I. Caseload Change
Type case (please √ one): New or Existing
Offender’s Name: IDOC No:
Mailing Address : DNX :
PSI No:

√ if this is a new address
Offender Classification (please √ one):
Drug Court Sex Offender Mental Health High Moderate Low

PPO’s Name : Employee No:
Case (Mittimus) Change Information (Please √ the appropriate choices)
Case #1
Type case (please √ one): Interstate Probation
Parole
Court #
Effective Date: Close Mitt:
Interstate Interest Closed (History Move 915)
Probation Dis missed/Vacated (History Move 913)
Probation Early Discharge (History Move 918)
Probation Period Expired (History Move 914)
Deceased (Hist Mv 921, 922, 923, 924, 925, 926) Date:
Commuted (History Move 903)
Drug Court (Mittimus / Case Selection / Law Code)
New Expiration Date: Mo. Day Yr.
Probation Revoked (Note: Close, Credit COS, Place Green
Sheet in File, and complete violation reasons , type , and
sanctions below.)
Case #2
Type case (please √ one): Interstate Probation
Parole
Court #
Effective Date: Close Mitt:
Interstate Interest Closed (History Move 915)
Probation Dismissed/Vacated (History Move 913)
Probation Early Discharge (History Move 918)
Probation Period Expired (History Move 914)
Deceased (Hist Mv 921, 922, 923, 924, 925, 926) Date:
Commuted (History Move 903)
Drug Court (Mittimus / Case Selection / Law Code)
New Expiration Date: Mo. Day Yr.
Probation Revoked (Note: Close, Credit COS, Place Green
Sheet in File, and complete violation reasons , type , and
sanctions below.)
Violation Reasons & Intermediate Sanctions
(Please √ all violation reasons & intermediate sanctions that apply to each Bench Warrant move or revoked probation)
Violation Reasons
New Crimes Substance Abuse Failure to Report Fail to Program Move/No Permission
Positive Urinalysis Unemployed Fail / Agreement Supervision Absconder Other

Type
Abscond Misdemeanor Conviction Felony Conviction Pending Misdemeanor Pending Felony Technical

Intermediate Sanctions
Additional Number of Face-to -Face Contacts Establish Curfew Place on Curfew or EMP Daily Job Search Update
Day Reporting Program Send to Additional Classes / Training Groups / Counseling / UAs Write Letter of Apology
Community Service Hours Discretionary Jail Time Book Report Video Report Present / Explain to Group
Thinking Report
Movements / Transfers
Effective Date:
(Please √ one)
Move to Court Probation (CP) (Note: Use Correct Judicial District in Location Field.)
Deported (Not e: CP & Use Deported in Location 708.)
Transfer from District # and PO # (i.e., employee #) to District # and PO #
Transfer PO # to PO # (Note: Use for Transfers within the District.)
Transfer to State (e.g., FL)
Transfer – Return from Out-of-State to PO # Location / Office
Idaho Parolee Moved to State (e.g ., FL)
Move to Bench Warrant (BW) Supervised or Unsupervised
Move from BW back to Living Unit (i.e., office) and to PO #
Discharges-Close Cost of Supervision Account
Inform offender that he must pay the final month of COS fees, which is billed the first (1st) day of the month after the discharge date.
Close Account. (Please √ one):
Balance is zero dollars ($0). Bill for final month and close account.
Balance will be ninety dollars ($90) or less after final billing. Submit part II of form to write off balance.
Account will be overpaid (i.e., have a credit) after the final billing. Submit part II of form to refund balance.
Refer to collections. Balance will be ninety-one dollars ($91) or more after final billing. Submit part II of form to refer account for
collection.

Appendix B
707.04.01.001 v2.0 (Appendix last updated 4/16/09)
Page 2 of 2
Part II. COS Change
All changes are effective on the 1st day of the next month.
Offender Name: IDOC #:
Exemption – Obtain signature and place in C-file
Charge $ (in $5 increments) s tarting Mo. Yr. because
Code 1: Employment - legitimately unable to find work (Active status)
Code 2: Disabled (Active status)
Code 3: Paying specialty court fee (Active status)
Code 4: Out -of-state transfer (Inactive or Closed status)
District Manager: Date:

Adjustments – Obtain signature, send original to Fiscal, place copy in C-file
Credit COS account $ . The current balance is $ . Offender should not have been
charged COS fees from Mo. Yr. to Mo. Yr. (check reason below)
Suspend COS billing starting Mo. Yr. (check reason below)
Note: PPO must resume billing when appropriate.
Reason for credit or suspension:
Legitimately unable to find work
Temporary illness or disability
Incarcerated as of (date)
Absconded. Bench warrant issued on (date)
Other. Explain:

Reinstate $ effective Mo. Yr.
Refund $ . Offender has a credit balance because (give reason and dates):

(CCD billing error, offender overpaid, etc. Please explain.)
Write Off $ because
Deceased
Moved to HISTORY and balance is under $90
Send to Collections – Offender discharged and balance is over $90

Charge COS account $ because offender should have been invoiced from
Mo. Yr. to Mo. Yr. (attach explanation if needed).
Print PPO FI/Last Name:
PPO’s Signature: Date:
Section Supervisor Signature: Date:
Print SS FI/Last Name: Data Entry Staff Initial:

For Fiscal Use Only: TC Number Code Comment:

Description note:

Amount: Date: COS Supervisor Signature: