Policy Text
Correctional Services Page 1 of 3 6/ 12.0 (Rev 4/16)
Work Release-Collections
Refunds by Mail
The purpose of this Order is to p rovide guidelines for research ing and issuing refunds to
Work Release Division program participants who have overpaid pr ogram fees.
I. Policy Statement
If an overpayment occurs, it may be necessary to refund the ove rpaid amount. Refunds
of account overpayments are ma de directly to the participant or payer. Any proposed
refund must be carefully resear ched to verify the validity and source of the
overpayment. II. Reviewing Account for Overpayment
A. When a participant or debtor o verpays on an account, a thoro ugh review
of the account is essential pr ior to refunding. Things to look for when
reviewing an account: 1. Are all charges paid in full?
2. What was the source of the ov erpayment? Was the overpayment a
result of: a. Account adjustment b. Tax offset c. Miscalculation
3. If the overpayment was due to an adjustment, the account sho uld
be reviewed to determine if a refund is truly warranted.
III. Refund Deemed Necessary
A. After the account has been ex amined and a refund is deemed n ecessary,
a refund request form will be comp leted by the Collection Servi ces Agent,
or a credit balance receipt will be referred to the Collection Services
Supervisor for processing.
IV. Information Review
A. The Collection Services Super visor will further review all r eferred
information to determine if a refund is appropriate.
Correctional Services Page 2 of 3 6/ 12.0 (Rev 4/16)
Work Release-Collections
V. Refund Check Issuance
A. A check for the refund amoun t is prepared. An Excel spreads heet with
pertinent information is logged by month and maintained by the Collection
Services Supervisor. This info rmation is also forwarded to the Division
Budget Coordinator (DBC).
B. If approved by the Collection Services Supervisor, anyone of many
authorized signers can sign the checks.
C. After the check is signed, a cover letter is prepared and th e refund is then
mailed to the participant or payer.
VI. Questions About Refund Validity
A. Should a question about the va lidity of the refund arise at any stage of this
process, the check should be “v oided” and given to the DBC for the bank
reconciliation
Related Orders: Operations Order 6/08.0 , Manual Cash Handling.
Correctional Services Page 3 of 3 6/ 12.0 (Rev 4/16)
Work Release-Collections REFUND REQUEST
Date of request:________________ Date of payment:____________ _
Debtor No.: ___________________ Amount of refund:____________ _
Debtor’s Name: ______________________________________
Address:________________________________________ (not same) *ASP HD SWP se mf dh np sr aw lsm cd jl
Reason for refund ____________________________________________
___________________________________ _______________________
*ASP: total paid: $_________ less app fee__________=$__________ __
___________ hrs/days served x $30.00=________=$_________refund.
REFUND REQUEST
Date of request:________________ Date of payment:____________ _
Debtor No.: ___________________ Amount of Refund:___________ _
Debtor’s Name: ______________________________________
Address:________________________________________ (not same)
*ASP HD SWP se mf dh np sr aw lsm cd jl
Reason for refund ____________________________________________
___________________________________ _______________________
*ASP: total paid: $_________ less app fee__________=$__________ __
___________ hrs/days served x $30.00=________=$_________refund.