Code of Massachusetts Regulations › 103 CMR - DEPARTMENT OF CORRECTION › Title 103 CMR 405.00 - Fund Accounts › Section 405.10 - Interest Income Earned From Inmate Funds on Deposit

Current through Register 1525, July 5, 2024
(1) Cash shall not be accepted by the
			 Department except in cases when it is in possession of an I/I or C/C upon
			 admission into the custody of the Department. If cash arrives in the mail, the
			 corrections employee who receives the cash shall document the cash received by
			 properly preparing a pre-numbered DOC receipt form. The cash and prepared
			 receipt shall be placed in an envelope and forwarded to the Superintendent for
			 safekeeping and handled in accordance with
			 103
			 CMR 403.16(b)(1), (2), and
			 (4). If the Department determines that the
			 cash was sent in error, the Department may return the funds to the sender or
			 place the funds in the I/I or C/C's Savings Account.
(2) The Department may, in its discretion,
			 implement an Automated Deposit System (ADS), through use of an outside vendor,
			 for receipt and processing of I/I and C/C funds. The methods and means by which
			 funds may be accepted for deposit is determined by the Department. The
			 Department may utilize an ADS in addition to, any other deposit and processing
			 method. If the Department implements an ADS, all funds shall be submitted
			 through the ADS, whenever possible.
(3) Funds processed through an ADS shall be
			 deposited by the vendor directly into a DOC FAS deposit only account as
			 designated by the Department. The vendor shall also provide the Department with
			 the necessary data file, including relevant transaction codes, so that the
			 funds deposited are posted to the correct FAS accounts.
(4) The Department shall create written
			 guidelines to ensure that funds submitted for deposit are not derived from or
			 used for illicit or suspicious activity, or any acts taken in contravention of
			 any DOC regulation or policy. If the Department determines that the funds
			 cannot satisfy the established guidelines, the funds shall be handled in
			 accordance with 103 CMR 403,
Inmate Property
.
(5) If the Department maintains any boxes for
			 deposits of checks and/or money orders at correctional facilities, the
			 Institutional Treasurer or Designee shall empty the box each business
			 day.
(6) Fiscal Staff shall ensure
			 all cash properly received through the admissions process is properly receipted
			 and accounted for.
(7) Fiscal Staff
			 shall ensure that all checks and money orders received at a correctional
			 facility are forwarded to the Department's ADS vendor for processing in
			 accordance with
			 103
			 CMR 405.10(1). If the
			 Department does not have an ADS vendor, the Department shall process such
			 checks and money orders in accordance with
			 103
			 CMR 405.10 (4). After the
			 funds are accepted for deposit at the institution or central location, Fiscal
			 Staff shall ensure they are properly recorded and posted to the FAS.
(8) Fiscal Staff shall generate fund receipt
			 slips via the FAS and deliver same to designated staff for distribution to I/Is
			 or C/Cs.
(9) The availability of
			 funds received by the Department will be restricted by means of an account
			 freeze until said funds are properly returned and verified. If the Department
			 learns at any time that funds are not returned or verified, the Department
			 shall remove such funds from the account to which they were posted on the
			 FAS.
(10) All I/I and C/C receipts
			 from the U.S. Treasury, or any other item that requires endorsement, must be
			 properly endorsed.
(11) No
			 institution shall accept/deposit any dual payee check in which an I/I or C/C is
			 a copayee.
(12) The Superintendent
			 may, in their discretion, reject any receipt of funds on the behalf of any I/I
			 or C/C, whether received
via
an ADS or drop-off, that exceeds
			 a reasonable amount or is not in the best interest of the institution to
			 maintain.
(13) Superintendents
			 shall ensure that cash receiving activities shall be centralized in as few
			 hands as possible.
(14) Persons
			 receiving cash shall not have the ability to enter FAS transactions or change
			 financial account data in FAS.
(15)
			 Incoming mail shall be opened by a person without the ability to enter FAS
			 transactions or change FAS financial data.
(16) All receipts must be deposited
			 intact.
(17) Cashing of checks from
			 daily receipts is prohibited.
(18)
			 Specific persons shall be responsible for cash receipts from the time cash is
			 received until it is deposited.