Procedure Standard
- A prisoner’s request to expend their own funds is correctly authorised and documented, and goods are purchased regularly through suppliers.
Requirements
A G.05.03.F1 Prisoner Request to Expend Funds form (P119) must be completed for purchasing each of the following items:
- Hobby and Hardware
- Financial Transactions
- sending out a cheque, money order, clothing, books, etc
- Medical / dietary and Religious items, not included in the canteen lists (e.g. extra food / sweets to manage diabetes, purchase or reading glasses, praying mat, etc).
Procedure
- Where there is a request to purchase an item the prisoner completes the G.05.03.F1 Prisoner request to expend funds form (P119).
Note: Personal information such as prisoner's PRN and the prisoner's account balance are not to be displaced on the P119.
- The appropriate person (being a prison staff member) assigned this task should calculate the total of the form (part B).
- The appropriate person (being a prison staff member) assigned this task should check that the latest prisoners’ available balance covers the total of the form and that the requested purchase does not exceed $70.00 (per week normal maximum allowable expenditure).
An appropriate person assigned this task should tick all relevant boxes on section C of the form.
- A PCO may approve or decline a request, for Hardware / Hobby purchases. Note: If the $70.00 per week allowable maximum expenditure will be exceeded, then the Unit Manager makes the decision to approve or decline request.
- If the request is a Financial transaction or Medical and or Dietary or Religious item or the requested item will exceed the allowable maximum weekly expenditure, the Unit Manager at his / her discretion must make a decision, within reason, to approve or decline the request.
- For medical / dietary and religious items the Unit Manager must, before making a decision, consult Health Services or Religious Advisor, respectively.
- If the request is declined, the form is noted and returned to the prisoner.
- If the request is approved, the form is signed by the appropriate person assigned this task and forwarded for processing.
- When goods are received, the form is signed by the prisoner to signify the receipt of goods.
- Non-satisfactory or damaged goods are returned to the supplier to rectify.
- Receipt for money paid out Form (J440), is completed.
- Receipts / invoices are attached, debit transactions are entered into IOMS and payment is made to the supplier.
- Two signatories (neither of whom can be the Trust Clerk) sign the supplier’s cheque(s).
- Payment details are recorded on the G.05.03.F1 Prisoner Request to Expend Funds form (P119) and filed in date order.
Key Roles and Responsibilities
Prisoner
- Completes and signs form.
- Signs for receipt of goods.
PCO
- Approves or declines a prisoner’s request to purchase an item.
- PCO refers approved purchases to administration.
- PCO forwards requests for Financial, Medical / dietary and Religious items and one off exceptional purchases and / or purchases exceeding the $70.00 per week allowable maximum expenditure to the Unit Manager (See below).
Unit Manager
- Approves or declines requests requests for Financial, Medical / dietary and Religious items and one off exceptional purchases and / or purchases exceeding the $70.00 per week allowable maximum expenditure.
