R356-1-7. Monthly Billing Invoices

  (1) Counties requesting reimbursement for incarcerating state probationary inmates or state parole inmates shall submit, on a monthly basis, the following information in the format specified below in an MS Excel file to CCJJ:

  (a) Inmate name (last, first, middle initial);

  (b) Inmate date of birth (mm/dd/yyyy);

  (c) Sentencing date (mm/dd/yyyy);

  (d) Court case number(s) authorizing jail as a condition of probation;

  (e) Court location identified by Originating Agency Identifier;

  (f) Name of judge assigned to case;

  (g) Whether the requested reimbursement is for a 72 hour hold;

  (h) UDC offender number if the requested reimbursement is for a 72 hour hold;

  (i) Incarceration start date (mm/dd/yyyy);

  (j) Release date from correctional facility (mm/dd/yyyy);

  (k) Length (number of days) of court-ordered sentence;

  (l) Total number of state probationary inmate days of incarceration and total number of state parole inmate days of incarceration for which the county is requesting reimbursement; and

  (m) Total number of state inmates (probation and parole) for which the county is requesting reimbursement.

  (n) Total number of felony offenders housed pursuant to Subsection 64-13-21(2)(b); and

  (o) Total number of days of incarceration of felony offenders housed pursuant to Subsection 64-13-21(2)(b).

  (2) Counties shall be reimbursed for all inmate incarceration days (felony probation and felony parole) beginning on the first day of incarceration after sentencing (day of sentencing shall be included), but never the last day of incarceration (day of release). Counties incarcerating inmates beyond eligible sentence days shall only be reimbursed for those days the inmate was eligible for reimbursement.

  (3) Monthly billing invoices shall be submitted to CCJJ by the 10th business day of each month unless prior approval has been authorized by the Executive Director of CCJJ or designee. Invoices shall be submitted by email to the following email address: [e-mail].

  (4) CCJJ shall audit each billing invoice for accuracy, using Utah State Courts X-Change program and Department of Corrections Otrack-Ftrack data systems to verify information. When necessary, CCJJ shall contact the correctional facility or sentencing court to verify accuracy of information.

  (5) Back billings or late billings are eligible for reimbursement within the same fiscal year period. The 10th business day of August shall be the final day to submit late billings for the previous fiscal year.

  (6) For each monthly billing invoice submitted, CCJJ shall return to the county a copy of the original billing invoice with any corrections that were made to the original billing.

  (7) CCJJ may request counties to submit additional information regarding inmate booking and release when necessary to complete invoice audits.