SOP 202.03: Operation of Offender Craft Stores

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|
|Policy Number: 202.03|Effective Date: 6/22/2023|Page Number: 1 of 5|
|Authority:
Commissioner|Originating Division:
Facilities Division|Access Listing:
Level I: All Access|

I. Introduction and Summary:

Offenders at facilities operated by the Department of Corrections (GDC) are
authorized by law to sell goods, wares, and merchandise that they create through the
pursuit of a hobby or recreational activity. The proceeds from the sales of items
produced by offenders through hobby or recreational activity shall be distributed to
the particular offender who created each item less the cost of materials provided by
the Department, overhead costs, and a donation to a 501(c)(3) charity designated by
the Commissioner. This policy provides guidance for the proper operation of the sales
office for such material, particularly the handling and recording of all product sales to
the Public at GDC Offender Craft Stores. Participation is voluntary, and the items to
be sold are crafts made by offenders that they are choosing to offer for sale.

II. Authority:

A . O.C.G.A. § 42-5-60(f).

B. State Accounting Office SOP: CM-100009 - Cash Receipts – Cash Management.

C. GDC Standard Operating Procedures (SOPs): 227.02 Statewide Grievance

Procedure; and

D. ACA Standards: 2-CO-1B-06, 1-CTA-1B-05, 5-ACI-1B-07, and 5-ACI-1B-09.

III. Definitions:

A. Georgia Correctional Industries (GCI) - Programmatic component of Georgia

Department of Corrections, which oversees manufacturing, food service, and
agribusiness operations.

B. Craft Store Staff - GDC employees trained to operate the Point-of-Sale System

as designated by the Facility Warden.

C. Store Receipts - Point of sale transaction generated for the sale of store goods

(e.g., credit or debit card amounts) received.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|
|Policy Number: 202.03|Effective Date: 6/22/2023|Page Number: 2 of 5|
|Authority:
Commissioner|Originating Division:
Facilities Division|Access Listing:
Level I: All Access|

D. Point of Sale (POS) - Time and place where retail action takes place. The point at

which a Customer makes a payment to merchant in exchange for goods. The POS
System is maintained by GCI through overhead costs.

E. Public - Non-GDC employees.

F. Customer - Person or organization that purchases goods from a store.

IV. Statement of Policy and Applicable Procedures:

A. Financial Transactions:

1. All Store Receipts shall be reconciled daily.

2. Sales received must be controlled with Store Receipts, POS system or an

equivalent method.

3. A sale log or similar documentation must be maintained that includes sufficient

information to ensure the accountability of all receipts.

4. An independent employee must review and approve the daily sales records.

5. All related documentation must be maintained to establish proper audit trail.

6. There shall be no cash transactions.

7. The POS system should only be operated by a Craft Store Staff member.

8. All sales are final.

9. The proceeds of the sales minus the overhead costs and a donation to a

501(c)(3) charity that supports correctional officers and/or their families will
be electronically deposited to the offenders' trust accounts each month.
Overhead costs will be ten percent of the total cost of material for each product
and applied to administrative and operational costs for the GDC and Georgia

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|
|Policy Number: 202.03|Effective Date: 6/22/2023|Page Number: 3 of 5|
|Authority:
Commissioner|Originating Division:
Facilities Division|Access Listing:
Level I: All Access|

Correctional Industries (GCI).

10. All discounts shall be approved by the GDC and GCI.

11. All donations shall be approved by the Commissioner.

B. Budget and Accounting: The GDC recognizes the importance of responsible fiscal

management for all aspects of GCI accounts. Such responsibility shall be vested
in the appointed Craft Store Staff member. In order to carry out these mandates for
fiscal management of GCI, the Craft Store Staff employee, or their designee(s),
shall:

1. Assure compliance with all state and the GDC fiscal policies and standards,

including implementation of policy changes and audit findings.

2. Maintain an auditable system and serve as liaison with auditing personnel.

3. Oversee responsibility for the compilation and maintenance of financial

records, respond to all requests regarding GCI fiscal procedures, accounts, and
budgets.

4. Submit a profit and loss statement weekly or as directed.

5. Maintain accounts receivable and accounts payable records.

6. Maintain daily inventory reports. This includes the monitoring of craft delivery

from the facility to the Offender Craft Store. Both the delivering employee and
receiving employee shall sign and acknowledge delivered items and quantity.

7. Maintain the appropriate documentation and fiscal accountability when funds

are owed or transferred between GCI and the GDC.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|
|Policy Number: 202.03|Effective Date: 6/22/2023|Page Number: 4 of 5|
|Authority:
Commissioner|Originating Division:
Facilities Division|Access Listing:
Level I: All Access|

8. Provide required documentation needed to prepare offender compensation

according to the established guidelines and schedule. Offender compensation
will be electronically deposited to the offenders’ trust accounts each month.

9. GCI is responsible for providing guidance and support on craft store

operations. GCI is responsible for setting the formula-based price on all items
which includes material costs, overhead expenses, and a donation to 501(c)(3)
charity. The POS system is updated and maintained by GCI.

C. Customer Relations/Services: The GDC recognizes the importance of maintaining

positive relations with Customers for repeat orders and positive marketplace
reputation. In order to promote this:

1. The Offender Craft Store will be open and staffed during designated hours.

2. The Offender Craft Store will have an established inventory for

Customer/Public selection.

3. The highest level of Customer service shall be always provided by staff.

4. Staff shall address Customer complaints immediately. If complaints cannot be

resolved, a supervisor should be contacted.

5. Staff shall create and implement a formalized process for receiving orders from

Customers that acknowledges receipt, confirms item, quantity, and price.

6. Staff shall create and implement a job tracking system for all orders. This

process shall include specialized and custom orders.

7. Staff shall verify orders are ready upon the agreed delivery date.

8. Upon request, staff shall provide the status of an order.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|Policy Name:Operation of Offender Craft Stores|
|Policy Number: 202.03|Effective Date: 6/22/2023|Page Number: 5 of 5|
|Authority:
Commissioner|Originating Division:
Facilities Division|Access Listing:
Level I: All Access|

D. Offender Participation:

1. Offender trainees enrolled in designated vocational, technical, or educational

training programs authorized and supported by the department may voluntarily
participate in creating items to be sold at the Offender Craft Store.

2. Items may include goods, wares, and merchandise created by such offenders

through the pursuit of a hobby or recreational activity.

3. Offenders choosing to create and provide items to be sold at the Offender Craft

Store must sign Attachment 1, Voluntary Agreement of Participation & Wage
Deduction Form.

4. Offenders choosing to discontinue participation in Craft Store operations must

sign Attachment 2, Discontinuation of Participation Form.

5. The Facility Warden or Offender Craft Store staff should address offenders’

questions or concerns regarding the sale of items. Upon request, daily sale
transaction reports may be shared with offenders.

6. Offender grievances must be filed in accordance with the Statewide Grievance

Procedure as outlined in SOP 227.02.

V. Attachments:

Attachment 1: Voluntary Agreement of Participation & Wage Deduction Form
Attachment 2: Discontinuation of Participation Form

VI. Record Retention of Forms Relevant to this Policy:

Upon completion, Attachment 1and 2 shall be placed in the offender’s institutional file
and maintained according to the official retention schedule for that file.