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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 Version: 4.0 Title: Cost of Supervision Account Management Page Number: 3 of 10 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: 4.0 Title: Cost of Supervision Account Management Page Number: 4 of 10 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 Document Number: 707.04.01.001 Version: 4.0 Title: Cost of Supervision Account Management Page Number: 5 of 10 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: 4.0 Title: Cost of Supervision Account Management Page Number: 6 of 10 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 Version: 4.0 Title: Cost of Supervision Account Management Page Number: 7 of 10 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: 4.0 Title: Cost of Supervision Account Management Page Number: 8 of 10 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: 4.0 Title: Cost of Supervision Account Management Page Number: 9 of 10 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: 10 of 10 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 –