Personal Withdrawal Request Page 4
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25Effective Date: April 15, 2016
Index #
Page
of
208.01
4
20
Subject:
INMATE TRUST FUND ACCOUNTS
9.
Each institution shall reconcile the detailed transaction report provided by the
vendor (JPay) to the Bank Deposit transaction report (MKN) from Document Direct
daily.
10.
On a monthly basis, the CTFA shall reconcile the aggregate of all transactions
recorded by Treasury via the ACH process and all transactions recorded in TOMIS
for vendor activity. Any variances and exceptions shall be researched and corrected.
C.
Deposits shall be made as follows:
1.
The business office receives the money order from the mailroom and scans it into
iNovah. As the document is being scanned, the printer will restrictively endorse the
money order. Staff enters the money order into TOMIS, and a deposit is prepared.
2.
Bank deposits will be made according to Finance and Administration Policy 25
except for checks, warrants, or money orders received for inmates. Inmate receipts
will be deposited within five business day.
3.
The prepared deposit will be sent to the bank along with the money orders. A
certificate of deposit will be scanned when it is returned from the bank via iNovah
and the deposit will then be submitted.
4.
Private institutions should mail or scan and e-mail the Certificates of Deposit (CDs)
to the CTFA for entry into iNovah. CDs should be sent for all days when inmate
funds are deposited. All CDs for the month must be received by the CTFA no later
than the last working day of the month. Any CDs sent on the last two working days
of the month should be scanned and e-mailed to the CTFA. The CTFA must have
all private institution CDs entered in iNovah by the second working day of the
following month.
D.
Withdrawals from the trust fund shall be made as follows:
1.
Withdrawals may be made from an inmate’s account without consent if the
withdrawal is allowed by policy, statute (including but not limited to levied
Criminal Injuries Compensation Fees and Litigation taxes when a certification has
been received from the court and court costs imposed against the inmate and paid by
the state), or court order. The CTFA will enter those court costs paid by the State on
TOMIS (screen LCDU, code STA). Notification of such withdrawals shall be made
to the inmate.
2.
Withdrawals other than those mandated by statute or policy shall be requested in
writing by the inmate.
a.
These requests shall be made by using the Personal Withdrawal Request,
CR-2727; CR-3344; or an acceptable alternative developed by the
institution.
(TDOC facilities shall refer to Policy #209.02 for further
instructions). All withdrawal requests must be signed by the inmate with
proper signatory approvals. Unsigned withdrawal requests, excepting fee
for services requests as described in Policy #208.05 will not be processed.
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