Code of Massachusetts Regulations
103 CMR - DEPARTMENT OF CORRECTION
Title 103 CMR 405.00 - Fund Accounts
Section 405.05 - Definitions

Automated Deposit (ADS). A system implemented at the discretion of the Department, which may include utilizing a vendor or third-party, to process the receipt of funds, if required.

Cashbook. Journal posted manually to record the total of financial transactions processed through the Department's Fund Account System.

Civil Commitment (C/C). For purposes of this regulation, the term Civil Commitment (C/C) shall mean any person admitted for evaluation or civil commitment to the Bridgewater State Hospital (BSH), any Massachusetts Treatment Center (MTC) resident who is not serving a criminal sentence, and any person civilly committed to the Massachusetts Alcohol and Substance Abuse Center (MASAC), and/or persons who otherwise have an active FA.

Commissioner. The Commissioner of the Department of Correction.

Contraband Funds. Funds obtained by an I/I or C/C in violation of local, state, or federal laws, or funds not otherwise allowed to be in the possession of an I/I or C/C pursuant to any Department regulation.

Department. The Department of Correction or DOC.

Deposit. Process of transferring FA receipts to a depository approved by the State Treasurer.

Disbursement Slip. A standard Department form which documents a request to expend funds from a FA.

Earned Funds. Wages from the Commonwealth of Massachusetts for work performed by I/Is or C/Cs within the Department's industries program, in the servicing and maintenance of the correctional institutions, and/or community work crews.

Electronic Data Management System (EDMS). An electronic platform used by the Department to maintain, process, store, and retrieve information collected and used by Department personnel and other authorized users.

Executive Director of Administrative Services. The Central Office Administrator whose duties include the overall management of Fund Accounts.

Fiscal Staff. Employee(s) responsible for accounting/bookkeeping records and supporting documentation (e.g., receipt slips, Disbursement slips, End of Day (EOD) reports, etc.) for Fund Accounts.

Funds Account (FA). An account holding funds belonging to an I/I or C/C, as defined in this regulation, which is maintained by the Department. A FA includes all funds belonging to an I/I or C/C but may include separate categories of types of funds; e.g., Earned Funds, Personal Funds, or Savings Funds, depending upon the manner in which the funds were acquired. The Department may implement a method for tracking the amount of each type of funds held in each FA.

Funds Account System (FAS). The computerized system used for the accounting of funds for I/Is and C/Cs.

Gate Fee. Operational funds deposited to an eligible I/I or C/C's FA for release.

General Fund of the Commonwealth. The fund created pursuant to M.G.L. c. 29, § 2.

Incarcerated Individual (I/I). A committed offender or such other person as is placed in custody in a correctional facility in accordance with law.

Institutional Treasurer. The institution employee whose responsibilities include, but are not limited to, depositing, and issuing funds from FAs, managing the overall operation and reconciliation of the FAS, and supervising employee(s) who keep(s) accounting/bookkeeping records and supporting documentation (e.g., receipt slips, Disbursement Slips, slips, End of Day (EOD) reports, etc.).

Maintenance and Administration Fee Club Account (M&A Account). An account which holds maintenance and administration fees collected by the FAS pending disbursement to the Commonwealth of Massachusetts.

Manual Check. Checks generated by hand.

Personal Funds. Funds that are potentially accessible to an I/I or C/C.

Petty Cash Fund. A cash fund of a fixed amount used for small expenditures.

Qualifying Transaction. Transactions which trigger a maintenance fee. The receipt of funds via mail or from visitors, funds on an I/I's or C/C's person upon admission, or an I/I's or C/C's request for disbursement of funds are classified as qualifying transactions which trigger a maintenance fee. ADS deposits and payroll deposits are not classified as qualifying transactions and do not trigger a maintenance fee.

Receipt Book Slips. Four-part, pre-numbered DOC form (CI-SECC-1) which documents the receipt of cash by a DOC employee or authorized contractor/vendor.

Savings Funds. Funds that are not readily accessible to an I/I or C/C and require prior approval from the Superintendent.

Superintendent. The Chief Administrative Officer of a Department institution.

Support Services Division. The Division under Administrative Services responsible, in part, for overseeing the Department's handling of I/I and C/C funds in accordance with 103 CMR 405.00.

Unearned Funds. Funds deposited to an I/I's or C/C's FA that do not meet the definition of Earned Funds or Contraband Funds.