SOP_NUMBER: 202.03 TITLE: Operation of Offender Craft Stores DIVISION: Facilities Division TOPIC_AREA: 201-202 Policy-Facilities Accounts/Funds/Subsidies EFFECTIVE_DATE: 2023-06-22 WORD_COUNT: 1313 POWERDMS_URL: https://public.powerdms.com/GADOC/documents/474792 URL: https://gps.press/sop-data/202.03/ SUMMARY: This policy authorizes offenders to sell handcrafted items made through hobbies and recreational activities, with proceeds distributed to the individual offender creators after deducting material costs, overhead expenses (10% of material costs), and a donation to an approved 501(c)(3) charity. The policy establishes procedures for managing craft store operations, including financial transactions, accounting practices, inventory management, and customer service standards. It applies to all GDC staff operating offender craft stores and requires daily reconciliation of sales, electronic fund transfers to offender trust accounts, and compliance with state fiscal policies. KEY_TOPICS: offender craft stores, inmate-made goods, hobby crafts, sales operations, Point of Sale system, financial management, offender compensation, inventory management, customer service, trust accounts, fiscal accountability, GCI oversight, charity donations, overhead costs ATTACHMENTS: 1. Voluntary Agreement of Participation & Wage Deduction Form - Offender Craft Store Operations URL: https://gps.press/sop-data/202.03-att-1/ 2. Discontinuation of Participation - Offender Craft Store Operations URL: https://gps.press/sop-data/202.03-att-2/ ======================================================================== FULL TEXT: ======================================================================== |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.