12. INMATE MONEY ACCOUNT

1. 12. INMATE MONEY ACCOUNT

2. Unit Goal 12.1: The student will be able to summarize the process of maintaining inmate money accounts.

3. 12.1.1 The student will be able to identify the method of receiving money into an inmate’s trust account.

4. A. Money should be handled by jail staff only (TCJS 289.1)

5. 1. Staff shall assign inmate work.

6. 2. Other inmates shall not supervise inmates’ activities

7. 3. Inmates shall not have access to inmate records, nor handle inmate monies or commissary accounts

8. 4. Inmates shall not perform maintenance of locking systems and other security detention devices

9. B. Receipts and expenditures of inmate accounts (TCJS 269.1)

10. C. Have depositor identify himself so that information can be recorded on deposit slip

11. D. Record the amount of the deposit, type of deposit (check, money order, cash, etc.), date, depositor, name of the inmate, inmate identifier, and location of inmate. Give copy of receipt to inmate.

12. E. Deposits should be recorded according to department policy

13. F. All deposits should be accounted for at end of shift/day, as policy dictates

14. G. Funds should then be credited to individual money accounts, as required to update current balance

15. H. Money received through mail should be receipted and deposited in the inmate’s account

16. I. Follow departmental policy

17. 12.1.2 The student will be able to describe the process of handling inmate money accounts.

18. A. All inmate money accounts must be handled according to department policy

19. B. TCJS 269.1 - The sheriff/operator shall maintain a record on each inmate including any receipts and expenditures of inmate accounts

20. 12.1.3 The student will be able to explain the importance of ensuring accounts have sufficient funds to cover expenses.

21. A. Check the amount of money that the inmate has in their account

22. B. Notify inmate of balance, upon request

23. C. If balance is not enough to cover purchases, notify inmate

24. 12.1.4 The student will be able to explain the importance of updating inmate’s commissary expenditure record.

25. A. Refer to department policy

26. B. Maintain a record of commissary items bought by using a commissary sheet

27. C. Balance each inmate’s record by:

28. 1. Subtracting all purchases from records

29. 2. Balancing the expenditure book daily

30. 12.1.5 The student will be able to explain important considerations of commissary privileges.

31. A. Obtain a commissary sheet from inmate

32. B. Verify the purchasing power of inmate

33. C. Obtain the commissary items

34. D. TCJS 291.3 – Inmate Commissary Plan: Each facility shall have and implement a written plan, approved by the commission, governing the availability and use of an inmate commissary, which allows for the purchase of hygiene items and sundries. The plan shall do the following:

35. 1. Indicate type of services, in-house or vendor;

36. 2. Indicate frequency of services;

37. 3. Provide methods of for inmates obtaining items; and

38. 4. Provide for yearly audits by the county auditor in accordance with the Local Government Code 351.0415.

39. a. LGC 351.0415 – Commissary Operations by Sheriff: (a) The sheriff of a county may operate, or contract with another person to operate, a commissary for the use of the prisoners committed to the county jail. The commissary must be operated in accordance with rules adopted by the Commission on Jail Standards.

40. (b) The sheriff: • (1) has exclusive control of the commissary funds; • (2) shall maintain commissary accounts showing the amount of proceeds from the commissary operation and the amount and purpose of disbursements made from the proceeds; and • (3) shall accept new bids to renew contracts of commissary suppliers every five years.

41. (c) The sheriff may use commissary proceeds only to: • (1) fund, staff, and equip a program addressing the social needs of the county prisoners, including an educational or recreational program and religious or rehabilitative counseling; • (2) supply county prisoners with clothing, writing materials, and hygiene supplies; • (3) establish, staff, and equip the commissary operation; or • (4) fund, staff, and equip a library for the educational use of county prisoners.

42. (d) At least once each county fiscal year, or more often if the commissioners court desires, the auditor shall, without advance notice, fully examine the jail commissary accounts. The auditor shall verify the correctness of the accounts and report the findings of the examination to the commissioner’s court of the county at its next term beginning after the date the audit is completed.

43. 5. The audits shall be submitted to the commission not later than ten days following completion.

44. 6. Provide that all expenditures from commissary proceeds be made in accordance with the LGC 351.0415.

45. E. Follow department policy

46. 12.1.6 The student will be able to identify the methods of distributing inmate commissary purchases.

47. A. Distribute the commissary items to the inmate

48. B. Count the items in front of the inmate

49. C. Have the inmate sign a commissary sheet

50. D. Update all records by debiting the inmate’s account