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Policy 1002Santa Ana Police Department Custody Manual Copyright Lexipol, LLC 2024/07/05, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Incarcerated Persons Accounts - 1Incarcerated Persons Accounts 1002.1 PURPOSE AND SCOPE This policy establishes guidelines and procedures for managing, handling, and accounting of all money belonging to incarcerated persons that is held for their personal use while they are incarcerated in this facility. 1002.2 POLICY It is the policy of this department to manage incarcerated person accounts for the purpose of receiving funds from authorized sources for incarcerated persons use. 1002.3 INCARCERATED PERSON ACCOUNTS A separate account will be established for each incarcerated person when they are booked into this facility. When an incarcerated person is admitted to the jail, a written, itemized inventory of the money in the incarcerated person's possession shall be completed. Any subsequent deposits to the incarcerated person's fund shall be inventoried and documented. An incarcerated person shall be issued a receipt for all money held until their release. An incarcerated person may use money in their account for bail or to purchase items from the commissary. Incarcerated persons may receive money while in custody. Funds will be made available to incarcerated persons for their use in accordance with the rules and regulations established by the Jail Administrator. 1002.4 FUNDING SOURCES The incarcerated person accounts will only accept funds for deposit from approved sources. Funds deposited into an incarcerated person's account will first be used to settle the incarcerated person's negative balance, should one exist. 1002.4.1 DEPOSITS DURING BOOKING With the exception of legally prescribed fees (e.g., booking fees, pay to stay), all money received during the booking process shall be deposited to the incarcerated person's account. 1002.4.2 DEPOSITS THROUGH THE MAIL Only money orders and checks issued by federal, state, county, or city government agencies that are received through the mail are acceptable for deposit into incarcerated person accounts. All personal checks and payroll checks will be forwarded to the personal property storage area and placed in the incarcerated person's property bag. 1002.4.3 VISITOR DEPOSITS Visitors to the facility may deposit funds into an incarcerated person's account. The cashier may only accept cash or money orders for deposit to an incarcerated person's account. Santa Ana Police Department Custody Manual Incarcerated Persons Accounts Copyright Lexipol, LLC 2024/07/05, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Incarcerated Persons Accounts - 2The cashier shall post funds received to the incarcerated person's account and prepare a validated receipt for the transaction. A copy of the transaction receipt shall be provided to both the incarcerated person and the person making the deposit. A copy will be retained by the cashier. Incarcerated persons will not be allowed to accumulate large sums of money in their accounts other than for the purpose of bail. Deposits bringing the incarcerated person's balance over $2,000 must be approved by the Jail Administrator or designee. Anything over the limit will be placed in the incarcerated person's personal property. 1002.5 RELEASE OF FUNDS TO OTHER PERSONS Incarcerated persons wishing to release all of their personal funds to a person who is not in custody must sign a cash withdrawal transaction document. The release of personal funds will be completed for emergency situations only and must be approved by the Jail Manager or Administrator. That person must furnish a valid driver's license or state-issued identification card to the cashier. The cashier will then forward the cash withdrawal transaction document to the proper housing area for the incarcerated person's signature and approval. 1002.6 RELEASE FROM CUSTODY The cashier will release the money to the incarcerated person in the form of a check after the incarcerated person endorses the account report. 1002.7 CASHIER RESPONSIBILITY The cashier will verify all funds received against the amounts recorded on the incarcerated person account financial record. The cashier will then post the funds to the incarcerated person's account and prepare a receipt for the incarcerated person. At the end of every shift, each cashier shall be responsible for balancing all transactions completed during the shift and shall complete a cash activity sheet itemizing each type of transaction. All monies shall be counted, verified against the transactions, bundled, and placed in a designated secure safe or transferred to the Finance Department with appropriate transmittal documentation, in accordance with Department finance rules. Any unresolved discrepancies found during the balancing procedures shall be promptly reported. The cashier reporting the discrepancies shall prepare a report showing the amount of the discrepancy. The report shall include the following: (a)Date and time each cash discrepancy was discovered (b)Amount of overage or shortage (c)Explanation of the cause of the overage/shortage (d)Documentation used to identify the error (e)Recovery attempts Santa Ana Police Department Custody Manual Incarcerated Persons Accounts Copyright Lexipol, LLC 2024/07/05, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Incarcerated Persons Accounts - 3(f)Name of person reporting the discrepancy (g)Name of person approving the report and the date approved The supervisor shall initial the report prior to submission to the Finance Department for final review. 1002.8 AUTOMATED KIOSKS The use of automated kiosks for the deposit of monies into the