SOP 401.07: Reimbursement of Personnel for Loss

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Reimbursement of Personnel for Loss|Policy Name: Reimbursement of Personnel for Loss|Policy Name: Reimbursement of Personnel for Loss|
|Policy Number: 401.07|Effective Date: 02/11/2022|Page Number: 1 of 2|
|Authority:
Commissioner
|Originating Division:
Executive Division, Office of
Professional Development,
Care & Custody)|Access Listing:
Level I: All Access
|

I. Introduction and Summary:

It is the policy of the Georgia Department of Corrections (GDC) to reimburse an
employee who is assaulted by an inmate or who is involved in the use of force on an
inmate resulting in damages to an item or items of wearing apparel as a result of the
inmate's action. This policy is applicable to all facilities, centers, and units operating
under GDC Management.

II. Authority:

A. Reference Management Practices and Procedures No.5008, Pages 1 & 2; and

B. GDC Board Rule 125-2-1-.10.

III. Definitions:

Wearing Apparel - Clothing, functional watches, eyeglasses, hearing aids, and other
prosthetic appliances. Items of jewelry and uniform pieces provided by the GDC are
explicitly excluded.

IV. Statement of Policy and Applicable Procedures:

A. When an employee has received damages to items of wearing apparel as a result

of inmate confrontation, and the employee believes that he/she is entitled to
reimbursement, he/she must within ten (10) working days of the incident, request
to the Warden/Superintendent authorization for replacement value of the lost item,
or repair costs. The Warden will review the request and, if he determines the claim
is valid, authorize the employee to replace the damaged item, or repair the
damaged item; whichever of these procedures provides the employee with an item
equivalent to that which was damaged and which is the least expensive to the state.

B. Upon receiving authorization from the Warden, the employee will carry out the

procedure authorized by the Warden. Within twenty (20) working days after the
incident, must submit to the Warden a Claim of Loss form, Attachment #1,

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Reimbursement of Personnel for Loss|Policy Name: Reimbursement of Personnel for Loss|Policy Name: Reimbursement of Personnel for Loss|
|Policy Number: 401.07|Effective Date: 02/11/2022|Page Number: 2 of 2|
|Authority:
Commissioner
|Originating Division:
Executive Division, Office of
Professional Development,
Care & Custody)|Access Listing:
Level I: All Access
|

attached with an invoice or statement verifying the amount of the claim along with
the damaged item.

C. Upon receipt of the completed Claim of Loss the Warden/Superintendent will

review to determine that it is in keeping with his earlier authorization and is a
justifiable claim. The Claim of Loss form along with the damaged item and
original invoice, must be submitted to Care & Custody for reimbursement to the
employee.

NOTE:
1. Care and Custody cannot reimburse the cost of an eye exam.

2. Replacement watch will be comparable in price to broken watch.

3. Property staff should verify that watch/eyeglasses are broken before

reimbursement is requested.

V. Attachments:

Attachment 1: GDC Claim of Loss Form

VI. Record Retention of Forms Relevant to this Policy:

Upon completion, this form and any receipts pertaining to this procedure shall be
retained for five (5) years.