This procedure will outline the steps, process and employee responsibilities for the collection of monies owed by offenders
on Community Sentencing.
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.
- 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.
- 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.
- 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
- 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
- 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.
- 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
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
- 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
- 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.
- 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.
- If a receipt book is lost or stolen the Director will be notify immediately.
- Each offender sentenced to Community Sentencing will be required to pay monthly Probation Fees unless ordered by
the court otherwise.
- 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
- 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).
- 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.
- 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.
- 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.
- 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
- 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.
- 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.
- 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
- 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.
- 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.
- 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.
Any conflict between this policy and the policy manual of Oklahoma County (the Oklahoma County Employee’s Handbook)
shall be governed by the current Oklahoma County Policy (Oklahoma County Employee’s Handbook).