DENVER SHERIFF DEPARTMENT
Office of the Sheriff
 Department Order
1.00.6008
 Previous Revision:
March 2021		  Current Revision:
May 2024
  Reviewed:
February 2022
  Effective Date:
May 8th, 2024
Related Standards:
ACA-4ALDF: 5B-06; 5C-25; 6A-09; 6D-01; 7D-11; 7D-12; 7D-16 
Denver Revised Municipal Code (DRMC) Chapter 2 Article XV Section 2-319
Related (referenced) Department Orders:
N/A
 Subject:
RECEIPT AND DISPOSITION OF FUNDS FOR PEOPLE-IN-CUSTODY
 
  1. Purpose: This order describes the procedures to receive, account for, and disburse funds for people-in-custody.
  2. Policy: It is the policy of the Denver Sheriff Department (“DSD” or the "Department”) to maintain funds for people-in-custody through a highly controlled financial management system that accounts for all income and expenditures on an ongoing basis. Methods for collecting, safeguarding, and disbursing monies will comply with accepted and established accounting procedures. The financial system will be managed and controlled by staff at all times.
  3. Cancellation: This order supersedes and cancels previous versions of Department Order 1.00.6008. 
  4. Guidelines:
    1. Accounting principles and practices: <ACA-4ALDF: 7D-11>
      1. Funds and fund accounts for held by the Department for people-in-custody will be controlled and monitored by a system that incorporates generally accepted accounting principles under City and County of Denver (CCD) laws and regulations. 
      2. Each financial transaction will be recorded so there is an audit trail for each person's account. 
      3. A continuous balance will be maintained and reconciled with monthly bank statements by the responsible party handling these funds.
      4. The Finance Bureau staff will oversee transactions to and from the account. The account will be held in a separate financial account from any other Department of Safety fund operating under the same guidelines.
      5. All fund accounts for people-in-custody will be subject to auditing. <ACA-4ALDF: 7D-12>
        1. Monthly bank statements will be reconciled against the commissary ledger monthly by the senior accountant and reviewed by the Director of Finance.
        2. Audits will be conducted for accuracy, procurement procedures, disbursement records, verification of balances, billing accuracy, and proper recording of transactions. This includes an inventory of items purchased for use by people-in-custody. 
      6. An annual audit will be conducted by an independent certified public account firm. This audit report will be available to others as public documents.
    2. Court Returned Cash Bonds:
      1. When a person-in-custody has posted a cash bond, the court may return the cash bond to the person-in-custody,  keeping the person-in-custody. The court will then issue a check in the individual's name and send the check to the DSD person-in-custody accountant. Upon receipt, the check shall be deposited to the person's account. If the person is no longer in custody, the check shall be returned to the issuing court with a notion of the date/time the person  was released from custody. 
  5. People-in-Custody Welfare Fund: <ACA-4ALDF: 5C-25>
    1. Description:
      1. People-in-custody supplied recreational, educational, and legal materials through the people-in-custody fund. Also, people-in-custody who are indigent shall be provided with hygienic and minor health items, such as, but not limited to, eyeglasses and batteries for hearing aids. <ACA-4ALDF: 6A-09> 
      2. The fund is established through commissary profits. <ACA-4ALDF: 7D-16>
        1. The commissary is contracted with an outside vendor, who pays an agreed percentage to the welfare fund. 
        2. Commissions received through vending machine purchases are deposited into the welfare fund. 
        3. Unclaimed money found in the jail after the book-in process will be deposited in the welfare fund.
      3. Items or goods purchased by the welfare fund will not be given to anyone other than people-in-custody housed at the Denver County Jail (COJL), the Downtown Detention Center (DDC), Denver Health Medical Center (DHMC), and Correctional Care Medical Facility (CCMF).
      4. An inventory of capital equipment items purchased from the welfare fund will be maintained by the inventory accountant.
      5. Items will not be borrowed by employees nor removed from the premises for any reason.
    2. Indigent Package:
      1. People-in-custody are eligible for an indigent package if: 
        1. They arrive with ten dollars ($10.00) or less, and their balance remains below ten dollars ($10.00) at the time of processing kiosk orders.
            OR
        2. Their balance drops and remains below ten dollars ($10.00) for 30 days and it has been 30 days since their last purchase over ten dollars ($10.00).
      2. After the initial package delivery, packages are delivered every 30 days. There is one type of indigent package. 
        1. The indigent package contains: <ACA-4ALDF: 5B-06> 
          1.  Four (4) stamped envelopes
          2. 12 sheets of paper
          3. One (1) deodorant
          4. One (1) lotion
          5. One (1) pair of socks
          6. One (1) pair of underwear 
          7. $10.40 in phone time
      3. People-in-custody must order their indigent package on the kiosk. Some additional items are also available upon request, including: 
        1. Contact lens solution and cases
        2. Denture adhesive cleaning tablets
        3. Reading glasses
      4. Names will be kept in a pending file by date. The number of monthly packages issued will be sent to the Operations division chief and the Operations majors.
    3. Disbursement of Welfare Funds: 
      1. Welfare funds disbursed will have the prior approval of the DSD Manager of Finance and one of the following:
        1. Sheriff
        2. Division Chief
        3. Major
      2. A yearly request will be made to allow common and repetitive purchases to be exempt from this rule. 
      3. The request will identify those specific vendors where purchases for prior approval are not required. 
      4. Welfare Funds Trustee meetings will meet twice a year to oversee the fund and decide how funds will be disbursed.
    4. People-in-Custody Worker Incentive Policy:
      1. Cash, governmental jurisdiction checks, or United States Postal Service (USPS) money orders are permitted to be deposited on the person-in-custody's books.
        1. Cash totals must be entered separately from the check/money order total on the person's books.
        2. Please see the DDC Intake Cash Handling Procedure for specific details
        3. The money will be deposited into the bank Monday through Friday.
  6. People-in-Custody Monies:
    1. Restitution:
      1. The CCD jail facilities provide services and opportunities that encourage people-in-custody to take responsibility for their actions and restore the harm that has been done, including paying restitution. <ACA-4ALDF: 6D-01>
        1. Funds taken out of a person-in-custody's account for restitution of damage to city or jail property are authorized. 
        2. Funds utilized in this manner will be documented on the DSD Issued Property Form or recorded and filed with appropriate documentation at the appropriate facility.
    2. Money at Intake, During Incarceration, and at Release: 
      1. People-in-custody will not be permitted to carry cash on their person after being booked into the system. 
        1. Cash, checks, or money orders will be surrendered to the intake deputy and recorded as any other property.
        2. Both the cash and check amounts must be entered into the person-in-custody's books, entering each amount separately. Only checks from other jurisdictions (including the federal government) and USPS money orders shall be entered into the person-in-custody's account.
      2. At the DDC, cash will be placed in a sealed envelope and initialed by the book in deputy. 
        1. A receipt for the money will be signed and given to the person-in-custody at booking. 
        2. The money shall be deposited into the bank daily.
      3. Persons-in-custody transferred to the COJL will have all cash put into their account before their transfer and while still at the DDC. Also, USPS money orders received during their incarceration will be added to their accounts. 
      4. Money on a person's account can be used by the person-in-custody for commissary items or health care costs when applicable.
      5. There are four ways to add money to an account while a person is incarcerated:
        1. Payments can be made by cash or credit card at a kiosk in the lobby of the facility. A receipt should always be printed.
        2. Payments in the form of USPS money orders may be dropped off at the information desk at each facility. 
        3. Payments in the form of USPS money orders may be mailed to each facility. 
        4. Money may be placed into an person-in-custody's account by going to the Access Corrections website www.accesscorrections.com.
      6. If a person-in-custody has questions about money orders, they should be directed to contact people-in-custody accounts: 
        1. DDC - 720-337-0198.
        2. COJL - 720-913-3647. 
      7. If a person-in-custody has questions about kiosk deposits or the Access Corrections website, the customer should contact Access Corrections at 1-866-345-1884.
      8. Upon release, all people-in-custody, whether housed at the DDC or COJL, shall be given a check or debit card (depending on their preference) for any balance remaining on their account.
        1. If the person-in-custody requests a check, they must cash the check within two (2) years from the date of their release or forfeit the monies associated with the check. Refer to DRMC Chapter 2 Article XV Section 2-319 (g) and (h).
        2. Check reissue requires verification that:
          1. the original check has not been cashed; and
          2. a stop payment of twenty dollars ($20) is necessary/applicable.
      9. If a facility (COJL or DDC) is unable to refund any positive balance to a person who has been released, or the accounting section of the COJL is closed, the accounting unit of each facility will refund all monies. 
        1. The refunded monies will be available on the next business day when feasible or within fifteen (15) days of the person's release if the funds need to be reconciled. 
          1. At the COJL, the releasing deputy shall provide the person-in-custody with a copy of their accounting.
            1. The person shall be given a choice to either:
              1. return to pick up the funds from their account on the next business day by reporting with a valid form of identification; or 
              2. may provide the releasing deputy with a current and complete address to which the funds will be mailed the next business day.
    3. Handling United States Postal Service (USPS) Money Orders: 
      1. Visitors may leave funds for people-in-custody in the form of USPS money orders. 
      2. The information deputy/security specialist (COJL) and reception deputy (DDC) may accept USPS money orders and checks from other jurisdictions (including federal government checks).
      3. No cash, non-governmental checks, including, but not limited to, personal checks, traveler's checks, cashiers' checks, or any money orders that are not from the USPS shall be accepted at the information desk.
      4. Cash may be deposited in the commissary kiosk located in the lobby area.  
      5. USPS money orders shall be posted to the person's account within seventy-two (72) hours, excluding weekends and holidays. 
      6. USPS money orders must be filled out in ink, have a return address, and should be made out to the person-in-custody. 
        1. USPS money orders with alterations or erasures shall not be accepted. The person-in-custody's Criminal Descriptor (CD) number should be written on the USPS money order by the person leaving the money order.
          1. If the CD number is not written on the USPS money order, the information deputy/security specialist (COJL) and reception deputy (DDC) must utilize the JMS to query the person-in-custody and write the CD number and person's housing location on the USPS money order.
        2. A receipt shall be completed by the information deputy/security specialist (COJL) and reception deputy (DDC) from the receipt book located at the information desk. All sections entered on the receipt shall be legible.
        3. USPS money orders shall be dated and time-stamped by the rapid print date stamp located at the information deputy/security specialist's (COJL) and reception deputy's (DDC) desk.
          1. After completion of the receipt, the information deputy/security specialist (COJL) and reception deputy (DDC) shall provide the person leaving the USPS money order with the original (white) copy of the receipt. 
          2. The yellow copy of the receipt shall remain in the receipt book.
          3. After all steps, the USPS money order shall be placed in a dropbox mounted on the wall.
        4. An authorized DSD staff member shall pick up the USPS money orders Monday through Friday, excluding holidays. Keys for the dropbox shall be maintained in a secure location for both the COJL and DDC facilities. 
        5. An authorized DSD staff member shall open the dropbox and compare the USPS money orders in the box against the receipts for each money order accounted for. Any discrepancies shall be reported to a supervisor immediately.
        6. Large sums of money must be brought to the attention of a supervisor and may be handled differently per the supervisor's direction. 
  7. Responsibility:
    1.  Training: The Training Academy will ensure that the curriculum of all currently existing classes and any newly developed classes comply with this order, as applicable.
    2. Management: The division chief/unit commander or unit manager of any division or unit affected by this policy will:
      1. ensure that existing procedures and all newly developed orders comply with this order;
      2. ensure that all affected personnel is made aware of this policy; and
      3. ensure this policy is reviewed annually for compliance with all federal, state, and local laws and standards.
    3. Supervisors: All supervisors will ensure that the provisions of this policy are being followed and that deputies whom they are assigned to supervise have reviewed this policy and acknowledged such review in PowerDMS.
    4. Staff: All officers and employees will comply with the provisions of this policy.
  8. Effective Date: This order will become effective on May 8th, 2024.
  9. Approval: This document has been reviewed, approved, and electronically signed by the Sheriff and the Executive Director.