To enter a new case, click on “Enter New Form”.

1. For first-time users, select “Request Access” and follow the instructions on the page that appears.

2. Once you have obtained your log-on and password, enter the log-on assigned to you and your password.

3. The cases listed in the box below represent cases that have been closed out at DCJS. You may still view the DCJS-998 for closed cases. To enter a new case, click on “Enter New Form”. The cases in the list below represent the cases that either have been submitted, approved, or just saved for future editing. Once a DCJS-998 form is approved, you will have the option of processing a DCJS-999 form.

4. Once you click on the “Enter New Form”, the “998” will appear.

5. The name of your agency and your e-mail address automatically appear here.

6. Click “yes” to list all agencies involved in the case. All agencies that should appear on the DCJS-999 form for sharing must be selected here. You will have the option to remove agencies on the DCJS-999 form, but you will not be able to add agencies. Commonwealth’s Attorneys should be listed here also so that they will appear on the DCJS-999 form.

7. When “yes” is selected, a list of all agencies will appear to select. Click on each agency’s name that should be selected. You do not have to select your own agency. Your agency will automatically appear on the DCJS-999.

8. Sample listing of agencies selected from the list. An agency can be removed from the list by clicking on the “X” beside the agency name.

9. If the VA State Police is involved in the case, you must select their name from the list AND check this box.

10. Enter in your case number and date of seizure. Date must be in “mm/dd/yyyy” format.

11. The seizure location will default to your agency’s location. If the location is different, click on the drop down arrow and select the location.

12. Click on “create” to go to the next screen to enter in property information.

13. Top portion of the next screen. Note that DCJS number has been assigned and agencies selected are listed.

14. Bottom portion of screen where you will be able to select the type of property to be entered.

15. To enter a vehicle, click on “add vehicle”.

16. Select the type of vehicle that is being entered.

17. Enter the VIN # on the first line and re-enter again on the second line.

18. Once you have entered in the VIN # twice, press the “tab” button on your computer. The system will automatically fill in the “year, make, and model”. The default mileage is 50,000. This can be changed once the year, make, and model is filled in.

19. The mileage was changed from 50,000 on the previous screen to 25,000. The Est. Value changed from $7,375 to $7,775

20. The value of $7,500 was entered (or you can enter in the “Est. Value”) and the defendant’s name. The seizure location will default to your agency’s location. Select from the drop down list to change the location.

21. Comments can be entered here for example: location of vehicle, officer assigned to case, tow bill amount, etc.

22. Click on the “add” button when all information has been entered

23. The vehicle information now appears on the DCJS-998 form. You can select “add vehicle” to include more vehicles.

24. To enter in a currency asset, click on “add cash”.

25. The system will default to US Currency. If the asset is a bank account, money order, etc., click on the drop down list for other types of cash assets.

26. Defendant’s name is entered, seizure location defaults to agency’s location (change by selecting on the drop down list), and helpful comments can be entered as demonstrated.

27. If you do not want to add the asset, then click on the “X” at the top right corner. Click on “add” to include the cash asset.

28. The cash asset added now appears on the DCJS-998 screen. You may enter in multiple assets of all types on one DCJS-998 form or you may enter each individual asset as a new case each time.

29. Adding Miscellaneous Assets: When you click on the property type drop down list you will get the option of selecting which type of asset is being reported.

30. Click on “add” when all information has been entered. For assets with serial numbers, enter in this information, a description, and an approximate value, defendant’s name, seizure location, and any comments necessary.

31. Item now appears on DCJS-998 form.

32. Edit/Delete Assets that have been entered in now appear on the 998 form. You can delete or edit any of these assets at this point before submitting to DCJS.

33. This form can be used to enter in non-reportable items also. This is for your convenience only. This information will appear on your copy of the DCJS-998 form but will not appear on DCJS’s copy nor will the non-reportable information enter into the DCJS database. The non-reportable information will NOT appear on the DCJS-999 form.

34. The non-reportable amount of $250 entered.

35. The non-reportable amount will appear on your copy of the DCJS-998 form, but will not be entered into DCJS records and will not appear on the DCJS-999 form.

36. Only the reportable amount appears on the DCJS-999 form.

37. Click on Submit 998 for Approval after all assets have been entered. You will receive an e-mail stating that the case has been submitted with the DCJS assigned. You will receive another e-mail when the case has been approved.

38. Once the case has been submitted, it will appear on your case list. When approved, the status will change to “approved”. If something is wrong with your entry, the case will be rejected and sent back to you for corrections at which time you can resubmit the case.

39. To process a DCJS-999 form, select the “999” beside the case. You will be able to select the “999” option for cases that have been entered by this web-based system. Previously submitted cases will have to be processed by the DCJS-998 form in MS Word format.

40. This form is for “print only” purposes. Information entered on this form does not go into the DCJS database. You will need to print out this form, attach check (if applicable), and court order to be mailed into DCJS.

41. Enter the date of the court order. You can select the disposition of the assets that are being reported on this form. You may be reporting for only one asset or all.

42. If “sale” is selected on an asset, the amount that appears is the value as entered in on the DCJS-998 form. On the line below, you can enter in the sale amount, date of sale, and expenses associated with the sale. For cases with a combination of forfeited and returned, select “forfeiture” and then enter the amount returned in the expense block. For example, if a case had original amount of $3,500 but $500 returned, then enter $500 in as an expense to make the amount forfeited to calculate only the reportable amount of $3,000. Then click on “calculate” and the net proceeds amount will appear in the box on the right.

43. The sale amount of $5200 was entered for a sale date of 10/12/2012 with $150 expenses that calculated to a net proceeds of $5,050.00. This would be the amount that would be submitted to DCJS for this asset.

44. Enter the sharing percentages for the agencies involved in this case. These are the same agencies as listed on the DCJS-998 form. If you do not want to include an agency, enter “0” for the percentage.

45. Once the “calculate percentages” is clicked, the amounts will appear on the right and total to the entire amount of the assets listed above.

46. When all information has been entered, click on “print this page”. THIS FORM IS FOR PRINT-ONLY PURPOSES. The hard copy of this form with signatures, check (if applicable) and copy of court order will still need to be submitted. Also, submit a copy of the bill of sale if the asset was sold.