Private Prison Held Offenders
Department and private prison activities are governed by contract and OP-030401 “Private Prison Monitoring Requirements”. When an offender is transferred to the care and custody of a private prison their mandatory savings, IBSA accounts, and offender obligation balances will be maintained by central administration private prison accounting with only available balances transferred to the private prison. Private prison housed offenders are assigned to the PRV location in OBS.
Available Balance Transfers
Available draw balances transferred to the gaining private prison by the facility will use the “Offender Release Entry” screen with a release type of Release to Private Prison. This OBS release type consolidates all available offender trust accounts funds – except mandatory savings – for disbursement to the private prison (see – Offender Release this section). However, some offender funds may be system restricted for consolidation and disbursement using the Offender Release Entry screen until either an encumbrance (example: an offender debt encumbrance) or funds held as a negotiable instrument (example: Hold for 7 days, Hold for 15 days, Settlement Awards) are released.
Statutory Saving Contributions for Offenders Held by a Private Prison
Private prison contractors will forward in electronic format (excel file) offender statutory savings collections to central office Private Prison Accounting no later than five business days after private prison gang pay has been posted. A check from the private prison provider for the posted mandatory savings contribution will be mailed immediately following the electronic file being sent.
Electronic Import of Private Prison Offender Savings
Each private prison offender savings data import typically effects well over 1,000 offender trust accounts. Extreme care must be taken when importing this data. Staff will review and convert private prison excel files into a comma delimited text file for electronic import into OBS. The electronic importation of private prison offender savings data will be accomplish only after the private prison check deposit has been recorded in CORE.
File Conversion Steps
1. Users will copy onto a second spreadsheet of the private prison provided excel file offender DOC numbers and associated private prison provide savings contribution amounts.
2. On the above second spreadsheet page use the excel formula of: =IF(LEN(A1)=7,A1, REPT(0,7-LEN(A1))& A1) to convert the private prison used DOC# to an OBS 7 digit format.
3. Copy the converted DOC# column and then “paste special – paste value” the same DOC# column on top of itself. This step will change formula values to OBS DOC# values.
4. Convert the savings dollar amounts to OBS imported format by clicking on the top of the amount column and then reformatting the numbers using “format cells”, “custom” and entering #,#00.00.
5. The final step will be to save the modified file as a text file:
Example: File Name: LCF – July 2009
Save as type: Text (Tab delimited) (*.txt)
6. Confirm the text file first and last lines to ensure unnecessary spaces do not exist that could prevent file import into OBS.
OBS Income Entry
Upon completion of the file conversion process users will import the text delimited file into OBS using the Electronic Income Entry screen.
1. Enter the Income Type of Private Prison Savings.
2. Select a Fund Source Type of Electronic Income.
3. In the Source Document # field enter the three letter designator of the private prison along with the month and year of the deposit being imported (example: LCF – May 2009).
4. Select ‘Read File’ and confirm the Total Field exactly matches both the amount of the CORE deposit and the totals identified on the private prison excel file.
5. Select ‘Process’ to begin the data import and system matching of offender savings deposit upload. The system will automatically print a report of all offender numbers, dollar amounts imported and its associated receipt number.
6. Go to the “Report of Deposit Creation” screen under Trust, Checks and Deposits to link the CORE deposit number with the appropriate offender savings deposit receipts.
Common File Import Problems
File import problems are generally associated with two types of errors.
• Wrong DOC# Error
This type of error is where the private prison has the offender in their system with a different DOC# than what resides in OMS. This can occur when the prison initially enters the offender to their trust accounting system and makes a transposition error. To identify and correct this type of problem OBS will give an error message of “The DOC# XXXXXXX is invalid.” With this message the system will also identify the line number associated with it.
Abort the electronic import and return to the text file. Select “Control F” and type in the incorrect DOC# to locate the incorrect DOC# in the file. Confirm the correct DOC# using the Offender Lookup page on the DOC website. Edit the text file to change the incorrect DOC# to the correct DOC# and save the file. Re-attempt OBS income entry.
• Additional Spaces on Text File
This type of error is cause by not doing step 6 of the file conversion process. This type of problem is normally system identified by the error message of “Incorrect line length at line XXX.”
Abort the electronic import and return to the text file. Check both the first and last line entries on the file to confirm there are no spaces following the last character on the line. When you have identified the additional spaces delete them and then save the text file. Re-attempt OBS income entry.
IBSA Accounts for Offenders Held by a Private Prison
Offenders housed in a private prison may request to establish an IBSA account in accordance with O.S. 57, section 549, paragraph 7 (see “Interest Bearing Savings Accounts” for rules regarding the establishment of an IBSA account). Such requests, when made, will be transmitted to central office Private Prison Accounting along with a check for the IBSA deposit into OBS (see Attachment A). All deposits into an offender’s IBSA account can only be made from the offender’s OBS trust account, therefore all OBS auto-deduction rules will apply to private prison offender deposits.
Offenders with an IBSA account may only request to transfer funds from their private prison draw account to their IBSA account when their private prison draw account balance is greater than $100. Private prisons will ensure that at least $100 remains in the offender’s private prison draw account after an IBSA account transfer. Private prisons are to establish procedures to facilitate IBSA transfer requests and are required to maintain IBSA account transaction information confidential.
IBSA account holders are allowed no more than one transfer every 90 days to their private prison draw account. Private prisons are to establish procedures to facilitate IBSA transaction requests and are required to keep IBSA account transfer requests confidential.
IBSA Account Statements for Offenders Held by a Private Prison
Offenders with an active IBSA account will, upon request, will be provided a copy of their “Offender IBSA Account Statement Report” once every 90 days by the Central Office Finance and Accounting unit. This statement will be printed at the beginning of each calendar quarter and mailed directly to the Private Prison business office for distribution to the offender. Calendar quarters are defined as a three month period beginning with the months of January, April, July, and October.
Offender Obligations – Private Prisons
The Offender Banking System is the Department of Corrections’ system of record for all offender recorded debts. As such, it is imperative that OBS records reflect offender obligations owed by the offender while in the care and custody of a private prison under contract with the department.
Offenders Transferred to a Private Prison
Upon offender transfer to a private prison, those gaining facilities will be provide a copy of a current “Offender Obligation Report” with court case numbers associated with each state and PLRA court action identified on the report. They will also be provided payee information as appropriate.
Obligations Owed to External Entities
The gaining private prison is responsible for appropriately collecting funds from the offender’s private prison draw account to satisfy those debts owed to external entities (example: PLRA, state court cost, child support, garnishments, etc.). They are responsible for monthly remittances to those entities the appropriate payment based on federal and state law, and/or department policy.
Obligations Owed to the Department of Corrections
When an offender is transferred to a private prison and has unfulfilled DOC obligations recorded in the OBS system, private prisons will not collect against those obligations. Because of OBS system update limitations, collection against these obligations will be held in abeyance until the offender returns to a DOC operated facility.
Offenders Transferred Back to DOC Custody
Private prison business offices are responsible for forward to the gaining public facility all currently owed offender obligations recorded in their trust accounting system. DOC business managers, upon receipt of the obligation information will compare OBS system balances to those account balances provided by the private prison and update the offender’s OBS system balance through the “Offender Obligation Outside Payment Entry” screen to reflect those payments made on behalf of the offender by the private prison while in their custody.
DOC business managers will use the OBS Offender Withdrawal Entry screen and the withdrawal type of “Private Prison Administrative Charge or Private Prison Debt” depending upon the nature of the obligation to record private prison levied obligations. If the offender’s available balance is insufficient to fully satisfy the debt, OBS will automatically create an offender obligation for the difference. Select as the payee the private prison to which the debt is owed.
Private Prison Administrative Charges
Private Prison Administrative Charges are those fines and co-pays levied by a private prison for custodial services that, by contract, are to be collected from the offender and paid to the private prison. Private prisons will forward to the offender’s gaining public facility a list of all active private prison assessed “administrative charges” owed by the offender upon their return to a DOC facility.
Public facilities, upon receipt of the debt notification, will enter those obligations into OBS using the Offender Withdrawal Entry screen and the withdrawal type of Private Prison Administrative Charge. Payment of these offender obligations are an institutional printed check, therefore, facilities will enter payee information based upon the private prison facility where the debt is owed.
The Private Prison Administrative Charge withdrawal type uses 100% as a default deduction percentage from both offender payroll and outside source income to satisfy this debt payment – which is similar to DOC administratively levied deductions.
Private Prison Debt
Private Prison Debt are those charges assessed against an offender as a result of a restitution sanction levied by a private prison to an offender under the authority of OP-060125 “Department Offender Disciplinary Procedures.” Private prisons will forward to the offender’s gaining public facility a list of all active private prison assessed debts. Amounts entered into OBS for a private prison debt should be based on specific administrative action and supported with documentation from the private prison showing the debt assessment.
This withdrawal type uses 50% as a default deduction percentage from both offender payroll and outside source income which is consistent to a public facility restitution collection processes.