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MONEY C-410 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY EFFECTIVE DATE: 04-29-91 REVISED: 12-25-94, 08-01-02, 05-22-14 AUTHORITY: Sheriff J. Zanoni APPROVED BY: Assistant Sheriff T. Gattie REFERENCE: California Government Code Section 26640; Penal Code Section 4003; County of Fresno Management Directive, Chapter 700; and California Code of Regulations, Title 15, Section 1041. PURPOSE: The purpose of this policy is to establish and maintain a consistent method of handling inmate money. POLICY: It is the policy of the Fresno County Sheriffs Office Jail Division to take charge of, safely keep, and keep a correct account of, all money and valuables found on each inmate when delivered at the Jail. It is the policy of the Fresno County Sheriffs Office Jail Division that all arrestees shall receive a receipt for their money at the time of intake. It is the policy of the Fresno County Sheriffs Office Jail Division to release the money and valuables found on the inmate at the time of booking (or any portion thereof)as the inmate directs. The Sheriff's Office shall pay and deliver all the remainder of the inmate's money and valuables to the inmate upon release from the Jail. It is the policy of the Fresno County Sheriffs Office Jail Division that all money discrepancies shall be reported to the Sheriffs Business Office as soon as possible via written report during non-business hours, and via telephone during regular business hours. It is the policy of the Fresno County Sheriff's Office Jail Division that all discrepancies shall be reported to the Sheriff Business Office's Inmate Accounting Unit. The Sheriffs Business Manager will follow County's Management Directive and report any shortage greater than $100 to the Auditor Controller-Treasurer-Tax Collector. If the shortage is less than $100, the Sheriff's Business Manager will determine whether the Sheriff's Office will proceed forward with a claim to County Risk Management for reimbursement. Page 1 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY PROCEDURES: I. NEGOTIABLE ITEMS AT INTAKE A. The arresting/transporting officer will be responsible to deposit the inmate's cash (U.S. currency and coins) into the automated electronic TouchPay kiosks during the intake/booking process. B. Checks and money orders issued by other facilities, and all government- issued checks should be given to the Booking I Officer for deposit to the inmate's account. All drafts must be properly and legally endorsed by the inmate. C. Negotiable items should not be placed into the inmate's property envelope, with the following exceptions- 1. All non-government issued checks (e.g., payroll, personal, cashier, etc.) 2. Any money valued at greater than face value (e.g., silver certificates, silver coins, etc.) 3. Any money considered to be of personal value to the inmate (e.g., lucky coins, autographed bills, etc.) 4. Foreign coins and foreign paper money (including Canadian) 5. Badly mutilated money (e.g., holes drilled through coins, etc.) D. Obviously soiled money (e.g., blood, urine, vomit, etc.) shall be handled utilizing universal precautions. The soiled money should be labeled as such and placed into a plastic bag with the inmate's name and JID number indicated. E. The TouchPay kiosk will not accept crumpled, worn, torn, or fraudulent bills. Bills with folded corners and ink markings may also be rejected. If a bill continues to be rejected by the intake kiosk, it should be placed into an envelope with the inmate's name and JID number indicated and forwarded to the Business Office. F. The TouchPay kiosk will not accept dollar or half dollar coins. Individual coins in a reasonable amount may be placed into the inmate's property envelope. Anything totaling more than $5 shall be placed into an envelope with the inmate's name and JID number indicated and forwarded to the Business Office. Page 2 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY G. Negotiable items unable to be deposited into the intake kiosk may either be confiscated by the transporting officer or placed into a money bag and forwarded to the Business Office. Any such item shall be clearly labeled to indicate the reason why it has been forwarded to the Business Office (e.g., "suspicious bill", soiled money, torn bill, etc.), and a corresponding entry made in the COMMENTS section of the inmate's PROPERTY screen via OffenderTrak. II. ARRESTING/TRANSPORTING OFFICER'S RESPONSIBILITY A. Once the inmate has been accepted by the Booking Nurse, the transporting officer shall ensure that all acceptable negotiable items that have been removed from the arrestee are deposited into a TouchPay kiosk machine. B. The kiosk will dispense two (2) receipts. One is to be initialed by the transporting officer confirming the deposit and given to the Booking I Officer, along with the inmate's property. The second receipt is to be given to the inmate. C. If the inmate does not have any money, a money envelope (J-178) shall be filled out by the transporting officer. The word "none" (or the arithmetical symbol 0) shall be written in the appropriate space. III. REJECTED BILLS A. If a bill cannot be processed or is rejected as suspicious, the bill shall be placed in a labeled envelope with the inmate's name and JID number, and forwarded to the Business Office. The inmate shall have any remaining (legal) monies posted to their account. B. The authentication process can take one-to-two business days. Once a determination has been made as to whether the bill is legal or not, the Business Office will either place the money onto the inmate's books, or turn the counterfeit money over to the proper authority. The Business Office will notify the sending officer and the Booking Sergeant if the bill was determined to be counterfeit. All other funds will be deposited and the inmate will be issued a receipt. Page 3 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY IV. CHECKS ISSUED BY OTHER AGENCIES A. Ensure the check has been endorsed by the inmate. B. The Booking I Officer shall post the money amount to the inmate's personal trust account via OffenderTrak. (Refer to Addendum A for procedures.) C. The check(s) shall be placed into a money bag (along with the Batch Summary Report and adding machine tape, if more than one check) and forwarded to the Business Office. V. GENERAL DEPOSITS A. Money can only be deposited into an inmate's account via TouchPay. Deposits to an inmate's trust account can be made in the following ways- 1. At the kiosks located in the Jail Lobbies. Cash, VISA and MasterCard credit/debit cards are accepted. Personal checks, cashier's checks and money orders are not accepted. 2. Online at www.touchpaydirect.com 3. Toll-free phone at 1-866-232-1899. [An active account log-in number is required. To obtain one, individuals must first register either online at the TouchPay site, or by calling the customer service line at 1-866- 204-1603.] B. The Jail's facility number(#293721)and the inmate's Booking number are required for remote deposits. C. There is a convenience fee to use and fund the inmate's account. Fees are dependent on the amount of the transaction and the system used. (Refer to Addendum B.) D. The inmate will receive a receipt of the transaction on the next calendar day. The A-platoon and Watch 2 security officers on each floor will be responsible to run a Cash Receipt Report (Reports/Reports/Fresno Reports/Housing/Cash Receipt) each morning for the previous day, and ensure the receipts are distributed during the course of the shift. Page 4 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY VI. MONEY FOUND ON AN INMATE AFTER BOOKING A. Money found in the possession of an inmate after they have left the booking area, subsequent to their being booked, shall be considered contraband, confiscated, and the following shall be performed: 1. The money shall be retained by the discovering officer and personally forwarded to the facility Sergeant. 2. A rule violation and an incident report shall be written. B. The Sergeant shall forward the discovered money and a copy of the completed incident report to the Sheriffs Business Office. The moneywill be deposited into the General Fund. VI I. AUTHORIZATION TO RELEASE FUNDS A. Authorization to release inmate funds is delegated to the Money/Property Officer as part of their job assignment. No other person shall release inmate funds without the express authorization from the Lieutenant of Booking & Records, or in his absence, the on-duty Watch Commander, Jail Division Captains, Assistant Sheriff, Undersheriff or Sheriff. B. Prior to commencing any money release transactions,the Money/Property Officer must start a Batch in OffenderTrak (Refer to Addendum C). Vill. SECURITY AND SAFEKEEPING OF CARDS A. The debit cards shall be treated as cash and stored securely in the Property Room safe when not in use. The safe shall be operated under dual access control, which shall require the active involvement of two people required to be present whenever the safe is opened (normally, the Booking/Records Sergeant and the Money/Property Officer). B. The Booking/Records Sergeant shall provide the Money/Property Officer with a working supply of debit cards at the beginning of each shift. The number of cards issued and returned shall be confirmed and logged on the Debit Card Inventory Log (Addendum D). C. If additional cards are needed during the course of the shift, the Booking/Records Sergeant shall be notified, and the additional cards shall be documented on the log. Page 5 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY D. The cards assigned to the Money/Property Officer shall be secured in the money drawer at all times when not in use. E. Additional sleeves of cards may be obtained from the Services Sergeant. The cards shall be added to the inventory in the safe under dual access control (normally, the Services Sergeant and the Booking/Records Sergeant). IX. DISTRIBUTION OF FUNDS A. Black debit cards are issued to inmates upon release and to third party persons as authorized by the inmate. Black debit cards will incur a weekly service fee (in the amount of$2.95) the seventh day after activation. B. Blue debit cards are issued to agents responsible to transport the inmates to other facilities (e.g., U.S. Marshals and out-of-county agencies). Blue debit cards are given a two-year grace period before they incur a weekly service fee (in the amount of$2.50). C. The maximum load per card is $9,500. D. Each inmate, third party, or transporting agency will be provided with- 1. The 4-digit PIN number needed to access funds (which will be the inmate's 4-digit month and date of birth as indicated on their booking records (e.g., May 1 would be 0501). 2. A Card Usage Tips card that explains how to obtain cash and the usage fees associated with the card. 3. A Cardholder Agreement form explaining the important terms and conditions associated with the card. E. If an inmate is transported enroute to a prison or other facility that does not accept debit cards, the Business Office can issue a check. The check will take approximately 2-3 weeks to process and will be mailed directly to the receiving facility. F. If a debit card needs to be cancelled (e.g., the inmate's release was cancelled), the OffenderTrak transaction needs to be reversed. G. Refer also to Addendum C and Jail Division policy and procedures section C-450/Inmate Property Release for release procedures. Page 6 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY X. RELEASE TO A THIRD PARTY A. An inmate may release any or all of their money to a third party, as directed by the inmate, but only those funds which the inmate had in their possession at the time of the inmate's booking. The release shall require the notification and authorization of the Records Sergeant. B. Monies deposited to an inmate's account subsequent to booking shall not be released to a third party. Exceptions may only be made for exigent circumstances with the approval of the Watch Commander, or when releasing all property prior to release/transfer to prison. C. There is no cost associated with the first release of funds via a debit card. There is a $3 charge for each debit card release thereafter. XI. CANCELLING OR VOIDING CARDS A. If a release is cancelled or a card is issued in the wrong amount, the card will need to be cancelled immediately by emailing the contractor at 0ailsupport(a)-numifinancial.com. Send a courtesy copy (CC) to the Business Office via mailbox "Sheriff Inmate Cash". Include the inmate's name and the last 8-digits of the card number. B. If a card cannot be activated or needs to be cancelled, do not destroy the card. Mark it "void" with a black permanent marker and forward to the Business Office. XII. BALANCING TRUST FUND TRANSACTIONS A. At the end of each shift, the Money/Property Officer shall be responsible to balance the OffenderTrak Batch Transaction Report with the debit card receipts. 1. Print a Batch Transaction Report (refer to Addendum C). 2. Total the amount of money issued on the debit cards by running an adding machine tape. The tape should be stapled to the receipts and stamped with the officer's name and computer number. 3. The two totals should equal. If they do not, determine and reconcile the discrepancy (refer to Section XIII). The two totals must be Page 7 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY reconciled before closing the Batch. B. After the two totals are reconciled, close the Batch. The officer shall stamp the report with their name and computer number confirming that the Batch is closed and balanced. Place all receipts, voided cards, and reports in a plastic bag to be forwarded to the Business Office. C. Return any unused cards to the safe and complete the inventory log, ensuring that the number of cards used, voided, and returned is accurately reflected on the log. XIII. DISCREPANCIES IN TRUST FUND (MONEY) TRANSACTIONS A. If there is a discrepancy between the OffenderTrak report (Trust Accounting—Batch Transaction Report)and the dollar amount of the debit cards issued, the Money/Property Officer shall re-add the debit card receipts to verify and confirm the discrepancy. B. If the amount still does not balance, reconcile the debit card receipts with the individual transactions from the Batch Transaction Report. Check to ensure that the amounts correspond. 1. Look for duplicate entries or entries not made. 2. If the difference is divisible by nine (9), the amount may have been transposed. Look for inverted entries. 3. Ensure all transactions are for the current shift (if the Batch was not closed previously, the total amounts from both shifts could be combined). C. If the amount issued to the inmate on a debit card is different than the amount the inmate should have received as indicated on the Batch Transaction Report, and the inmate was underfunded (e.g., the inmate's debit card was funded for $30, but the inmate should have been given $300, as was indicated by OffenderTrak), the following shall be performed- 1. First, reverse the transaction in OffenderTrak by crediting the amount to the inmate's Trust Accounting fund. The STATUS needs to be changed to OPEN and the amount that was previously withdrawn(e.g., $300) needs to be reversed. After the transaction has been reversed, create a purchase transaction to properly reflect the amount that was actually given to the inmate (e.g., $30). (Refer to Addendum E.) There is no reason to cancel the card. Page 8 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY 2. Attempt to contact the individual telephonically and notify them of the error. a. If the individual can return to the facility, the money can be released by issuing a second debit card (which can be issued on the subsequent shift). b. If the individual cannot return, or chooses not to, the Business Office will process a check for the balance of the money. Obtain a valid mailing address and complete an Inmate Accounting Request Form. The Money/Property Officer shall complete the form and include an explanation as to why the money wasn't released and route the form to the Business Office. c. If the individual cannot be contacted telephonically, send a letter to the individual's last known address explaining the error. Include an Inmate Accounting Request Form for the individual to complete, along with a return envelope. 3. Notify the Booking/Records Sergeant and write an incident report. The report shall specifically denote the process the responsible staff member went through to verify and rectify the discrepancy. 4. A copy of the report and an explanation of any adjustments should be sent to the Business Office. D. If the amount issued to the inmate on a debit card is different than the amount the inmate should have received as indicated on the Batch Transaction Report, and the inmate was overpaid (e.g., the inmate's debit card was funded for $300, but the inmate should have only been given $30, as was indicated by OffenderTrak), the following shall be performed- 1. Immediately notify the Booking/Records Sergeant. If the amount is more than $5, the Watch Commander shall be notified to determine the course of action. Depending on the dollar amount of the error(and to a lesser degree, the amount it should have been), an incident report may suffice and no further action is required. 2. If the error is significant and the individual has not yet depleted the funds on the card, the card may be cancelled. (Refer to Section XI.) 3. If the card is cancelled, the OffenderTrak transaction must be reversed. The amount shall be credited to the inmate's Trust Accounting fund in OffenderTrak. The STATUS needs to be changed to OPEN and the amount that was previously withdrawn (e.g., $30) needs to be reversed. Page 9 of 10 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE MONEY NO: C-410 FILE: MONEY Attempt to contact the individual telephonically and notify them of the error. a. If the individual can return with the original/cancelled card, the correct amount may be released by issuing a second debit card in exchange for the first (which can be issued on the subsequent shift). b. If the individual cannot return, or chooses not to, the Business Office will process a check for the correct amount. Obtain a valid mailing address and complete an Inmate Accounting Request Form. The Money/Property Officer shall complete the form and include an explanation as to why the check needs to be issued and route the form to the Business Office. c. If the individual cannot be contacted telephonically, send a letter to the individual's last known address explaining the error. Include an Inmate Accounting Request Form for the individual to complete, along with a return envelope. 4. An incident report shall be written which specifically denotes the process the responsible staff member went through to verify and rectify the discrepancy. 5. A copy of the report and an explanation of any adjustments should be sent to the Business Office. E. Any discrepancy will cause a Supervisor's Incident Report (J-122) to be written. XIV. AUDIT A. The TouchPay/Numi fund shall be audited each business day via the reconciliation process. The audit will be performed by an account clerk as designated by the Business Manager. B. The card inventory in the safe should be audited by the Services Sergeant and the Booking/Records Sergeant at the time additional cards are added to the safe inventory. C. The Booking & Records Lieutenant, Jail Division Captains,Assistant Sheriff and/or the Sheriff's Business Manager may conduct random audits when deemed appropriate. Page 10 of 10