SOP 202.02: Jail Subsidy Payments

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|`Functional Area: `
`Corrections Division /`
`Facilities Operations`|`Reference Number: `
`IIA01-0007`
`(202.02)`|`Revises`
`Previous`
`Effective Date:`

`9/01/04`|
|`Subject:`
`Jail Subsidy Payments`|||
|`Authority:`
`Bryson / Jacobs`|`Effective Date:`
`04/17/15`|`Page``1`` of`
`5` |

I. POLICY:

   A. Under the laws of Georgia the Department of Corrections
      is required to pay a per diem to county jails for each
      state inmate held more than 15 days after notification of
      sentencing (O.C.G.A. 42-5-51).

   B. The department shall make timely payments of jail subsidy
      obligations to eligible counties as required by law.

II. APPLICABILITY:

   Corrections Division, Central Office.

III. RELATED DIRECTIVES:

   ACA Standards: 2-4037 (3-4031).

IV. DEFINITIONS:

   NONE.

V. ATTACHMENTS:

   NONE.

VI. PROCEDURE:

   A. Jail subsidy payments are made to the county from which
      GDC assumes custody provided GDC has a valid felony
      incarceration sentence package or parole revocation order
      received more than fifteen (15) days prior to the date
      the person is moved to a GDC facility. The rates of
      payment are statutorily set and periodically amended.

      1. Jail subsidies are not paid for:

|Functional Area:
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`(202.02)`|

      a. Misdemeanants;

      b. Persons with an appropriate sentence but
         serving concurrently in another jurisdiction,
         i.e., federal or another state;

      c. Special Alternative Incarcerated;

      d. Persons whose sentence documentation is
         returned to the Clerk of Court;

      e. Days in custody of a DHR Youth Development
         Center;

      f. Persons who came to GDC custody from a county
         from which no appropriate sentence has been
         received (Exception is made from counties with
         no jail);

      g. The day GDC assumes custody;

      h. Escapes unless they have come into the system
         on a separate and unrelated sentence;

      i. Persons returned to the counties via court
         orders for trial or as witnesses; and

      j. Death cases;

   2. For offenders with sentences in the first five
      categories listed, no special jail subsidy
      processing is required since the jail subsidy status
      can be set by computer programs utilizing pre
      admission, initial assignment, or release data.

   3. When the initial assignment is processed or updated
      for persons in the sixth category, the case file is
      forwarded to the Jail Subsidy Coordinator for
      modification of data.

B. The date the initial appropriate sentence/revocation
   package is received is used as the jail subsidy compute
   date except in the following circumstances:

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`IIA01-0007`
`(202.02)`|

   1. When an additional sentence is received from the
      same county as the initial sentence, and GDC has not
      assumed custody, the date the additional sentence is
      received is used to compute the jail subsidy payment
      for that county.

   2. When GDC unsuccessfully attempts to assume custody
      of a revoked parolee who is held on pending charges,
      consideration for jail subsidy payment is suspended.
      Payment will be made to the custody county provided
      the resolution of the pending charges results in a
      sentence eligible for the jail subsidy program and
      excess days actually accrue after receipt of that
      sentence. No subsidy is paid if the subsequent
      sentence does not meet program criteria, e.g.,
      sentence is probated.

   3. When an additional sentence is received from a
      county other than the initial sentence county and
      GDC assumes custody from the addition sentence
      county, jail subsidy payment will be made to the
      pickup county only and will be based on the date of
      receipt of the additional sentence.

C. Monitoring of jail subsidy data is accomplished through
   review of case files identified by three reports: the
   Jail Subsidy 90 Day Report (OR 3475), the Jail Inmates
   Subsidy Obligation Report (OR 3479), and the Jail Subsidy
   Certification Bill (OR 4374).

   1. OR 3475 is run to begin a billing cycle. It lists,
      by county, jail subsidy eligible persons not yet in
      GDC custody and those admitted within the last 90
      days. Case files are pulled and jail subsidy data
      verified for persons whose sentence documents were
      received more than 180 days ago. Case files for
      persons with sentences from one of the court ordered
      pick up counties are monitored if more than 20 days
      has elapsed since receipt of sentence documents.

   2. OR 3479, also run at the beginning of a cycle, lists
      in ascending order of excess days, subsidy eligible
      persons still in a jail with at least one excess
      day. The following types of cases are verified:

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      a. Those with no assignment date.

      b. Those with a sentence from a court ordered pick
         up county.

      c. Those with institution code 999 (other custody)

      d. Those with an unreasonable time period between
         the date sentence received and the assignment
         date.

   3. Prior to distribution of the Jail Subsidy
      Certification Bill, a comparative analysis is made
      of the number of excess days for each person listed
      for each county. Subsidy data is verified for
      persons with an excess number of days significantly
      larger than other persons from that county.

D. At the end of each fiscal year, a computer program is run
   to determine the jail subsidy obligation still remaining
   for that year. A report and a computer file are created
   containing each offender’s name, offender number, jail
   subsidy compute date, jail county, assigned institution,
   date of initial assignment and number of excess days for
   each rate.

   1. The file also contains a field which records the
      jail subsidy payment status (i.e. paid, billed, in
      custody but not billed, in jail, or no longer
      eligible for program). A second computer program
      utilizes data in the OTIS transaction log file to
      update the status of persons in the obligation file.

   2. After each billing cycle, a report shall be produced
      which will display, by county, the current data for
      each person and will provide the number of persons
      in each payment status and the number of excess days
      associated with each status. This report shall be
      used to monitor the status of this obligation as
      changes occur and to determine when all persons have
      been changed to either paid or not eligible status.

E. The Jail Certification bills are sent to the Sheriff of
   each county to be verified. Once all bills are returned

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`(202.02)`|

to the Releases and Agreements section, they are sent to
the Corrections Division business office for payment. All
bills are reviewed for accuracy. A Miscellaneous Expense
Voucher is completed and attached to each bill. If the
money was expensed from the previous fiscal year, Partial
Payment or Final Payment Form (which ever applies) is
attached. The packages are then sent to the GDC
Accounting office for payment. A copy is returned to the
Releases and Agreements section where each offender’s
computer record is updated to change the jail subsidy
status to be paid and to reflect the actual number of
days for which jail subsidy was paid.