Code of Massachusetts Regulations › 103 CMR - DEPARTMENT OF CORRECTION › Title 103 CMR 405.00 - Fund Accounts › Section 405.05 - Definitions

Current through Register 1525, July 5, 2024
Automated Deposit (ADS)
. A system
				implemented at the discretion of the Department, which may include utilizing a
				vendor or third-party, to process the receipt of funds, if required.
Cashbook
. Journal posted manually to
				record the total of financial transactions processed through the Department's
				Fund Account System.
Civil Commitment (C/C)
. For purposes
				of this regulation, the term Civil Commitment (C/C) shall mean any person
				admitted for evaluation or civil commitment to the Bridgewater State Hospital
				(BSH), any Massachusetts Treatment Center (MTC) resident who is not serving a
				criminal sentence, and any person civilly committed to the Massachusetts
				Alcohol and Substance Abuse Center (MASAC), and/or persons who otherwise have
				an active FA.
Commissioner
. The Commissioner of the
				Department of Correction.
Contraband Funds
. Funds obtained by an
				I/I or C/C in violation of local, state, or federal laws, or funds not
				otherwise allowed to be in the possession of an I/I or C/C pursuant to any
				Department regulation.
Department
. The Department of
				Correction or DOC.
Deposit
. Process of transferring FA
				receipts to a depository approved by the State Treasurer.
Disbursement Slip
. A standard
				Department form which documents a request to expend funds from a FA.
Earned Funds
. Wages from the
				Commonwealth of Massachusetts for work performed by I/Is or C/Cs within the
				Department's industries program, in the servicing and maintenance of the
				correctional institutions, and/or community work crews.
Electronic Data Management System
				(EDMS)
. An electronic platform used by the Department to maintain,
				process, store, and retrieve information collected and used by Department
				personnel and other authorized users.
Executive Director of Administrative
				Services
. The Central Office Administrator whose duties include
				the overall management of Fund Accounts.
Fiscal Staff
. Employee(s) responsible
				for accounting/bookkeeping records and supporting documentation
				(
e.g.
, receipt slips, Disbursement slips, End of Day (EOD)
				reports,
etc
.) for Fund Accounts.
Funds Account (FA)
. An account holding
				funds belonging to an I/I or C/C, as defined in this regulation, which is
				maintained by the Department. A FA includes all funds belonging to an I/I or
				C/C but may include separate categories of types of funds;
e.g
., Earned Funds, Personal Funds, or Savings Funds,
				depending upon the manner in which the funds were acquired. The Department may
				implement a method for tracking the amount of each type of funds held in each
				FA.
Funds Account System (FAS)
. The
				computerized system used for the accounting of funds for I/Is and C/Cs.
Gate Fee
. Operational funds deposited
				to an eligible I/I or C/C's FA for release.
General Fund of the Commonwealth
. The
				fund created pursuant to M.G.L. c. 29, § 2.
Incarcerated Individual (I/I)
. A
				committed offender or such other person as is placed in custody in a
				correctional facility in accordance with law.
Institutional Treasurer
. The
				institution employee whose responsibilities include, but are not limited to,
				depositing, and issuing funds from FAs, managing the overall operation and
				reconciliation of the FAS, and supervising employee(s) who keep(s)
				accounting/bookkeeping records and supporting documentation
				(
e.g
., receipt slips, Disbursement Slips, slips, End of Day
				(EOD) reports,
etc
.).
Maintenance and Administration Fee Club Account
				(M&A Account)
. An account which holds maintenance and
				administration fees collected by the FAS pending disbursement to the
				Commonwealth of Massachusetts.
Manual Check
. Checks generated by
				hand.
Personal Funds
. Funds that are
				potentially accessible to an I/I or C/C.
Petty Cash Fund
. A cash fund of a
				fixed amount used for small expenditures.
Qualifying Transaction
. Transactions
				which trigger a maintenance fee. The receipt of funds
via
mail
				or from visitors, funds on an I/I's or C/C's person upon admission, or an I/I's
				or C/C's request for disbursement of funds are classified as qualifying
				transactions which trigger a maintenance fee. ADS deposits and payroll deposits
				are not classified as qualifying transactions and do not trigger a maintenance
				fee.
Receipt Book Slips
. Four-part,
				pre-numbered DOC form (CI-SECC-1) which documents the receipt of cash by a DOC
				employee or authorized contractor/vendor.
Savings Funds
. Funds that are not
				readily accessible to an I/I or C/C and require prior approval from the
				Superintendent.
Superintendent
. The Chief
				Administrative Officer of a Department institution.
Support Services Division
. The
				Division under Administrative Services responsible, in part, for overseeing the
				Department's handling of I/I and C/C funds in accordance with
				103 CMR
				405.00.
Unearned Funds
. Funds deposited to an
				I/I's or C/C's FA that do not meet the definition of Earned Funds or Contraband
				Funds.