Policy Text
Correctional Services Page 1 of 2 6/09.0 (Rev 4/16)
Work Release-Collections
Payments by Mail, Drop Boxes and Buses
The purpose of this Order is to p rovide a timely and accurate m eans of processing Work
Release Division paym ents received by mail, drop box or placed on a work site bus.
I. Policy Statement
Mail payments should be requested in the fo rm of money order or certified check only.
Inform the participants not to s end cash through the mail, drop box or place on a work
site bus. Mail is received and opened on a daily basis. In order to safe guard cash and ensure
timely deposits, payments rece ived by mail will be processed an d deposited within a 24-
hour period, if possible. Separation of duties is necessa ry to the execution of this resp onsibility. Individual
functions will be assigned to separ ate staff members. No one e mployee will be involved
in more than one aspect of the process on a given day.
II. Receiving Mail Payments
A. Mail payments are received by the Finance Department daily. The mail is
opened by the Collection Services Agent (CSA), who prepares a w ritten
log of the money orders/certifie d checks. The money orders/cer tified
checks are then given to the S heriff Records Specialist for pos ting.
III. Posting Payments
A. The cashier will post the payme nts based on the information provided.
B. The cashiers will use the l ogs provided by the CSA and verif y the
information provided to be accurate.
IV. Unable to Identify Account
A. If a mail payment cannot be i dentified to a participant’s ac count, it should
be given to the Senior Sheriff R ecords Specialist (SSRS) or the Collection
Services Supervisor for follow-up.
Correctional Services Page 2 of 2 6/09.0 (Rev 4/16)
Work Release-Collections B. In the event that a paymen t cannot be identified the SSRS or CSS will
attempt to contact the participant or a family member.
V. Safekeeping Payments
A. Any mail payments, which hav e been receipted, will be includ ed in the
“cashiers clearing report” and placed in the safe pending prepa ration of
the bank deposit.
VI. Cash Payments
A. Any payments received in cash are to be posted immediately.
VII. No Personal Checks Accepted
A. No personal checks will be ac cepted. If a personal check is received, it
will be returned to the partici pant with a letter requesting th at a
replacement money order or certif ied check be mailed within ten (10) days
from the date of the letter.