SOP_NUMBER: 202.02
TITLE: Jail Subsidy Payments
REFERENCE_CODE: IIA01-0007
DIVISION: Corrections Division / Facilities Operations
TOPIC_AREA: Policy - Facilities Accounts/Funds/Subsidies
EFFECTIVE_DATE: 2015-04-17
WORD_COUNT: 1190
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/106170
URL: https://gps.press/sop-data/202.02/
SUMMARY:
This policy establishes procedures for the Georgia Department of Corrections to pay per diem subsidies to county jails for state inmates held more than 15 days after sentencing notification, as required by O.C.G.A. 42-5-51. The policy defines eligible inmates, establishes computation dates for subsidy payments, and outlines monitoring procedures through multiple reports to ensure accurate and timely payments to counties. It also specifies circumstances where jail subsidies are not paid, such as for misdemeanants, concurrent sentences, escapes, and other special cases.
KEY_TOPICS: jail subsidy payments, per diem, county jails, state inmates, sentencing notification, jail subsidy eligibility, excess days, subsidy computation, jail subsidy reports, OR 3475, OR 3479, OR 4374, subsidy certification bill, inmate housing costs, fiscal year obligations, payment status tracking
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FULL TEXT:
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|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:
Corrections Division /
Facilities Operations|Prev. Eff. Date:
9/01/04|Page 2 of
5|
|---|---|---|
|`Functional Area:`
`Corrections Division /`
`Facilities Operations`|`Effective Date:`
`04/17/15`|`Reference Number:`
`IIA01-0007`
`(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:
```
|Functional Area:
Corrections Division /
Facilities Operations|Prev. Eff. Date:
9/01/04|Page 3 of
5|
|---|---|---|
|`Functional Area:`
`Corrections Division /`
`Facilities Operations`|`Effective Date:`
`04/17/15`|`Reference Number:`
`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:
```
|Functional Area:
Corrections Division /
Facilities Operations|Prev. Eff. Date:
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|---|---|---|
|`Functional Area:`
`Corrections Division /`
`Facilities Operations`|`Effective Date:`
`04/17/15`|`Reference Number:`
`IIA01-0007`
`(202.02)`|
```
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
```
|Functional Area:
Corrections Division /
Facilities Operations|Prev. Eff. Date:
9/01/04|Page 5 of
5|
|---|---|---|
|`Functional Area:`
`Corrections Division /`
`Facilities Operations`|`Effective Date:`
`04/17/15`|`Reference Number:`
`IIA01-0007`
`(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.
```