Purpose
This procedure will outline the steps, process and employee responsibilities for the collection of monies owed by offenders on Community Sentencing.

Introduction
Each offender sentenced to Community Sentencing will be assigned by the court to pay certain monies during his/her period of supervision. It is the responsibility of all employees involved with collecting monies to ensure all monies are collected and deposit as required.

Procedure

1. All monies paid by an offender on Community Sentencing to a CS employee will be in the form of a money order or cashiers check. No cash money will be accepted from an offender on Community Sentencing by any CS employee. All monies collected by a CS employee will be receipted according to this policy.
   
   
   1. The Director of Community Sentencing will ensure the proper receipt book is available to record monies paid by offenders toward County and Department of Correction Probation Fees and Restitution payments.
      
      
   2. Unless issued for use, all receipt books used by Community Sentencing will be stored in a secured manner. No receipt book will be left unattended, when employees are away from the work area receipts books must be secured.
      
      
   3. The Director or designee will issue the receipt books to the proper employee and indicate the assignment of each book in a log. Logs will include employee’s name, date received, receipt numbers included in book, and date returned.
      
      
   4. Monies collected as Probation Fees for Oklahoma County will be receipted by the accepting employee. The receipt will be pre numbered and reflect the offender’s name, DOC number, date, amount of payment, money order/cashier check’s serial number, and collecting employee’s signature. In the event an offender brings in multiple money orders/cashier checks, a receipt will made for each one.
      
      
   5. Monies collected as Probation Fees for the Department of Corrections will be receipted using a pre numbered DOC receipt book. The DOC receipt will reflect the date, offender’s name, receipting employee’s title, DOC number, county of conviction (XA), case number (cf-xx-xxxx), planning Council number (41), company name issuing money order/cashier check and serial number, amount and type of payment and signatures of the offender and receiving employee.
      
      The DOC receipt book contains four colored copies of the receipt. Each copy will be distributed as follows;
      
      
      • White copy is forwarded (to DOC) with the money order/cashier check
        
        
      • Yellow copy will be placed in the offender’s field file
        
        
      • Pink copy is the offender’s copy
        
        
      • Second yellow copy remains in the DOC receipt book
        
        
   6. All monies received for Oklahoma County probation fees will be deposited by 4:00 PM of the same business with the County Treasure’s office.
      
      All monies received for the Department of Corrections probation fees will be mailed to the DOC by the end of the business day
      
      
   7. A log will be maintained of all probation fee monies received. The log will reflect the offender’s name, DOC number, Amount paid, type of payment, receipt number and date paid.
      
      
   8. In the event an error is made on a receipt, the employee will write VOID across all copies of the receipt in large block letters. The receipt copies will not be removed from the book when voided. If the error is found after receipts have been torn out, reattach all copies back to the permanent copy in the receipt book.
      
      
   9. If a receipt book is lost or stolen the Director will be notify immediately.
      
      
2. Each offender sentenced to Community Sentencing will be required to pay monthly Probation Fees unless ordered by the court otherwise.
   
   
   1. Each offender will pay a monthly Probation Fee to Oklahoma County in the amount of $40.00 per month unless waived or reduced by the court. Money Orders/Cashier Checks for this fee should be made payable to Oklahoma County.
      
      
   2. In addition to the above fee, each offender on Community Sentencing will pay a monthly Probation Fee to the Department of Corrections in the amount of $20.00 per month unless waived or reduced by the court. Money Orders/Cashier Checks for this fee should be made payable to the Department of Corrections (DOC).
      
      
   3. Only one of each fee per offender will be assessed. Regardless of the existence of multiple sentencing documents or cases under supervision, only one fee will be collected from each offender under supervision.
      In the event of multiple convictions, the receiving employee will receipt the fee collected to the longest sentence of all cases for which a fee has been assessed.
      
      
   4. If an offender receives a new conviction while under supervision without a revocation on the original case, the officer will continue to receipt the fee to the original case. In the event the supervision expires on the original sentence with time remaining on the new conviction, fees will then be receipted to the new conviction’s CF number. This will occur the first month after the expiration of the original sentence.
      
      
   5. If it is determined probation fees need to be reduced or waived for certain period of time or for the duration of supervision the probation officer will present this reasons to the Unit Manager in a Case Conference. If the Unit Manager concurs, the Probation Officer will submit a Special Report to the court requesting the reduction or wavier. No fees will be reduced without an order from the court.
      
      
3. If ordered by the court, Restitution payments may be required of offenders on Community Sentencing. Restitution payments may be ordered by the court to be paid through Community Sentencing to the Department of Corrections for disbursement.
   
   
   1. In order to send restitution payments to the DOC, a restitution schedule must be to faxed (425-7240) to the DOC, Restitution and Accounting department. Prior to faxing the schedule, the offender’s DOC number will be written on the top of the schedule.
      
      Note: If the restitution schedule is not faxed to the DOC the victim owed the restitution may not receive their due compensation.
      
      
   2. The restitution schedule completed in court outlines the amount of each payment and when payments begin. All restitution payments must be made in the form of a money order or cashiers check and made payable to the DOC, Restitution. All payments will be logged, receipted and deposited as outlined above.
      
      
4. At the time of sentencing, each offender on Community Sentencing may be ordered by the court to pay Court Costs in each case filed against him/her. The offender is instructed by the court when court costs are due. Court costs are not paid in the Community Sentencing office. All court costs are paid at the Court Clerk’s, Cost Administrator’s Office.
   
   
5. Prior to entering Community Sentencing all offenders must have a LSI completed. If the LSI is completed by CS staff the offender is charged $75.00. This payment is due prior to the LSI being conducted. The payment will be made at the Community Sentencing office and must be in the form of a money order or cashier’s check. All payments will be logged, receipted and deposited as outlined above.
   
   
6. A refund will be made in the event an offender overpays the amount of monies owed in restitution or probation fees. In order to complete a refund the supervising officer will submit a memo to the Director of Community Sentencing. The memo will outline how the overpayment occurred, the amount over paid and the offender’s address.
   
   
7. Each officer will complete the CS Payment Schedule form and place it in section six of the offenders file. After the offender is ordered to CS, all payments made by the offender to CS will be documented on this form. All payments will also be documented in the offender’s chronological report and receipts placed in section five.