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Home My WebLink AboutEscorted Emergency Transport Expenses PrepaymentIdaho Department of Correction Standard Operating Procedure Title: Escorted Emergency Transport Expenses Prepayment 1 of 4 114.022 Version: 3 Adopted: 12/17/2001 Kim Brown, Chief of the Division of Management Services, approved this document and it was published on 08/25/2026. Open to the public: Yes No SCOPE This standard operating procedure (SOP) applies to all residents. Version Summary Version 3: This SOP renumbers and updates previous SOP 114.03.03.022 v2.0. Version 3 contains updates to wage fiscal procedures for providing calculation of transport costs and updates to the SOP and related forms to the current template. TABLE OF CONTENTS Scope ....................................................................................................... 1 Table of Contents ........................................................................................ 1 A. Statutory Authority .............................................................................. 2 B. Board of Correction IDAPA Rule ............................................................. 2 C. Governing Policy Statement .................................................................. 2 D. Purpose ............................................................................................. 2 E. Responsibility ..................................................................................... 2 F. DefinItions ......................................................................................... 2 G. Standard Procedures ............................................................................ 2 1. Quotes, Billings, and Refunds ............................................................. 2 2. Prepayment Options ......................................................................... 3 3. Receiving and Processing Prepayments ................................................ 3 4. Escorting Officer Expenses ................................................................. 4 H. References ......................................................................................... 4 Document Number: 114.022 3 Title: Escorted Emergency Transport Expenses Prepayment Page Number: 2 of 4 Idaho Department of Correction A. STATUTORY AUTHORITY 1. Idaho Code § 20-217A, Appointment of Director – Salary – Powers and Duties 2. Idaho Code § 20-244, Government and Discipline of the Correctional Facility – Rules and Regulations B. BOARD OF CORRECTION IDAPA RULE None C. GOVERNING POLICY STATEMENT It is the policy of the Idaho Department of Correction (IDOC) to maintain responsible and transparent financial stewardship and manage its fiscal responsibilities in accordance with the Generally Accepted Accounting Principles and the laws of the state of Idaho. D. PURPOSE Establish guidelines for the prepayment of expenses associated with IDOC providing escorted emergency transport to a resident under SOP 322.001, Transportation and Hospital Admittance of Residents. E. RESPONSIBILITY 1. Financial Specialist or Financial Specialist, Senior a. Provide current rate to the facility staff for calculating the transportation costs quote. 2. Resident Accounts Staff a. Process prepayments from the resident’s trust account or third -party prepayment. F. DEFINITIONS 1. Resident: 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. Resident includes any use in Idaho law, Board of Correction rule, or IDOC policy or procedure of the terms “offender(s),” “prisoner(s)”, “inmate(s)”, “incarcerated person(s)”, or any other term referring to a person residing in a correctional facility in the care and custody of the Board of Correction. 2. Statewide Accounting and Reporting System (LUMA): The state of Idaho’s Office of the State Controller’s computer system that is used for processing and reporting accounting transactions. G. STANDARD PROCEDURES 1. Quotes, Billings, and Refunds a. Transport requests must comply with SOP 322.001, Transportation and Hospital Admittance of Residents, to be approved. Document Number: 114.022 3 Title: Escorted Emergency Transport Expenses Prepayment Page Number: 3 of 4 Idaho Department of Correction b. The resident must prepay all escorted emergency transport costs (per diem, hourly wages, mileage, and any miscellaneous associated costs) based on an official quote from the resident’s facility using current personnel rates obtained from the financial specialist or financial specialist, senior. Use the Escorted Emergency Transport Prepayment Form to provide the quote. i. Before collecting prepayment from the resident, facility staff must confirm the resident has sufficient funds available through the correctional management system. ii. Facility staff must send a copy of the approved Escorted Emergency Transport Prepayment Form to resident accounts staff for processing. c. If actual costs exceed the quote, the resident will not be billed for the difference. If costs are lower, no refund will be issued. i. Any exceptions require approval from the division chief or designee. 2. Prepayment Options a. Resident Prepayment i. If the residents’ Trust Account has sufficient funds, the resident must submit a Resident Personal Funds Withdrawal Slip payable to the Idaho Department of Correction (IDOC) in accordance with SOP 114.024, Resident Funds. b. Third-Party Prepayment i. Third-parties may prepay transport costs using a money order or cashier’s check payable to IDOC. Personal checks and cash are not accepted and will be returned. ii. Third-parties should include the resident’s name, IDOC number, and purpose of the payment. iii. Third-party prepayment must be received by IDOC by the day prior to the scheduled transport. 1) If payment cannot be delivered to the resident’s facility before the transport date, the facility must coordinate with another IDOC location near the authorized party to accept the payment. The receiving location must be informed of the required payment amount to avoid delays. c. If the resident lacks sufficient funds or a third-party doesn’t prepay, the transport will not occur. 3. Receiving and Processing Prepayments a. If a third-party agrees to prepayment by submitting a money order or cashier’s check, the receiving facility staff should verify the payment matches the official quote. Document Number: 114.022 3 Title: Escorted Emergency Transport Expenses Prepayment Page Number: 4 of 4 Idaho Department of Correction i. Then facility staff must forward the prepayment to the resident accounts staff for processing. ii. The fiscal unit must deposit all money orders and cashier’s checks received from a third party for the prepayment into the relevant fund, miscellaneous expenses as specified in the Escorted Emergency Transport Prepayment Form. iii. Once the full prepayment is received and processed by resident accounts, fiscal staff must notify facility staff (and payroll staff if personnel expenses are included). After receiving this confirmation, facility staff may proceed with the transport. b. If the resident makes the prepayment by submitting a Resident Personal Funds Withdrawal Slip, facility staff must send the slip to the resident accounts staff along with the Escorted Emergency Transport Prepayment Form to be processed in accordance with SOP 114.024, Resident Funds. 4. Escorting Officer Expenses a. If a travel advance is needed, the escorting officer must submit the Travel Plan request in the statewide reporting and accounting system. b. From the start until the end of the escort detail, the escorting officer must maintain a log to record the dates and number of hours spent traveling/working and maintain all receipts associated with vehicle and meal costs. c. At the conclusion of the escort detail, the escorting officer must submit an expense report and all receipts associated with vehicle and meal costs to the fiscal unit through the statewide reporting and accounting system. i. Note: If a travel advance was obtained, contact the fiscal unit for instruction. d. Using the log maintained by the officer during the escort, the actual hours traveled/worked must be entered into the statewide reporting and accounting system. H. REFERENCES 1. Forms a. Escorted Emergency Transport Prepayment Form b. Resident Personal Funds Withdrawal Slip 2. Cited Documents a. SOP 114.024, Resident Funds b. SOP 322.001, Transportation and Hospital Admittance of Residents – End of Document –