TDCJ-CJAD Data Manual - Texas Department of Criminal Justice

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TEXAS DEPARTMENT OF CRIMINAL JUSTICECOMMUNITY JUSTICE ASSISTANCE DIVISIONFinancial ReportFor information or assistance, contact Fiscal Management at (512) 305-9300CJAD Program #:CSCD Fiscal Year:CSCD Quarter:Program Title:Funding Source:Basic:TAIP:Chief County (CSCD):Quarter Ending Date:CC:BIP:DP:A Program Fund Balance at:B Prior Period Adjustment (Explain on separate attachment)C Prior Year RefundsD Interfund Transfer: 1) Basic Supervision:2) Community Corrections:E Adjusted Fund Balance:…………………………………………………………….REVENUESF State Aid:………. .……………………………………………………………………..G SAFPF Payments (Basic Supervision only):… ……………………………………..H Community Supervision Fees Collected (Basic Supervision only):………… …….. …I Payments by Program Participants:………………………………………………J Interest Income (Basic Supervision only):…………………………………………K Other Revenue (please specify):LTotal Revenue (F+G+H+I+J+K)MTotal Funds Available (E+L)EXPENDITURESN Salaries/Fringe Benefits:…………………………………………………………….O Travel/Furnished Transportation:……………………………………………………P Contract Services for Offenders:……………………………………………………Q Professional Fees:…………………………………………………………………..R Supplies and Operating Expenditures:……………………………………………..S Facilities:……………………………………………………………………………..T Utilities:……………………………………………………………………………….U Equipment:……………………………………………………………………………VTotal Expenditures (N+O+P+Q+R+S+T+U):W Carryover to next Quarter (M-V)at:Signature of Fiscal Officer Date Director DateTyped Name of Fiscal OfficerTyped Name of CSCD Director/Funding Recipient- 70
Page 1 of 6Quarterly Financial Report InstructionsTDCJ-CJAD funding allocated or granted to any entity, organization, or CSCD shall requireseparate quarterly financial reports for each program. All revenue and expenditures reportedmust be related to the approved program budget. TDCJ-CJAD requires the fiscal officer for eachfunding recipient to prepare and submit a financial report every quarter for each TDCJ-CJADfunded program budget.Although funding recipients are encouraged to use the modified accrual basis of accounting foreach quarter, the first, second, and third quarter reports may be prepared on the cash basismethod of accounting. The fourth quarter report, which closes out the fiscal year, must beprepared on the modified accrual basis of accounting. The modified accrual basis of accountingrequires that revenues are recognized when "measurable and available" and expenditures arerecognized in the "accounting period in which the fund liability is incurred.” In order for thefunding recipient to report an accrual on the fourth quarter report, TDCJ-CJAD requires that theexpenditures be paid and the item received by October 31.The financial reports are to be prepared using dollars and cents, and the information on thefinancial reports is to be verified for accuracy by preparing reconciliations to the bank balances.The Balance Sheet, also known as a Statement of Financial Position, is to be submitted to TDCJCJAD at the end of each fiscal year.The financial reports are due to TDCJ-CJAD within 30 days after the close of the reportingperiods (due the end of December, March and June). The final report (or fourth quarter report) isdue to TDCJ-CJAD 90 days after the close of the fiscal year (the end of November). Reviewcriteria for funding of grant programs includes reduced scores (and perhaps reducedfunding) for CSCDs that submit late quarterly financial reports.Revised fourth quarterly financial reports will be considered in the succeeding year foradjustments to the fund balance if received at TDCJ-CJAD by January 31. After January 31, anyadjustments that affect the fund balance must be reported on the then-current quarterly report butwill not result in any adjustment to any previously calculated refund or for calculation of the sixmonthreserve.Expenditures by funding recipients are subject to review, and any expenditure not supported bythe appropriate documentation may be deemed unallowable. If an expenditure is not listed in theFMM as allowable under the funding source used for the program, it is not to be charged to theprogram without prior approval from TDCJ-CJAD. Any expenditure charged to a CCP, DP orTAIP program which is deemed unallowable must be reimbursed through the Basic Supervisionfund, provided the expenditure is allowable for Basic Supervision Programs or state funding maybe reduced to reimburse for the unallowable. Therefore, the funding recipient is to carefullyreview all transactions, request authority from TDCJ-CJAD on questionable items, and amendthe budget if appropriate.- 71
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TDCJ-CJADData ManualTexas Departmen
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Table of ContentsData Manual Overvi
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OverviewTDCJ-CJAD requires Communit
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Policies and ProceduresIncreased fu
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Monthly Community Supervision andCo
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MCSCR CJAD ContactBaileyBaylorBellB
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Texas Department of Criminal Justic
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Texas Department of Criminal Justic
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Page 2 of 10If CSCDs choose to repo
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Page 4 of 10County Jail (Section I.
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Page 6 of 105. Pretrial Services Pl
Page 23 and 24: Page 8 of 10supervise only pretrial
Page 25 and 26: Page 10 of 10PROGRAMS AND INTERVENT
Page 27 and 28: Page 1 of 15Monthly Community Super
Page 29 and 30: Page 3 of 15GENERAL QUESTIONS (CONT
Page 31 and 32: Page 5 of 15GENERAL QUESTIONS (CONT
Page 33 and 34: Page 7 of 15PRETRIAL CASES (CONT.)I
Page 35 and 36: Page 9 of 15TRANSFERS (CONT.)An off
Page 37 and 38: Page 11 of 15TERMINATIONS (CONT.)An
Page 39 and 40: Page 13 of 15CSCD STAFF (CONT.)Do y
Page 41 and 42: Page 15 of 15PROGRAMS AND INTERVENT
Page 43 and 44: MCSCR Reporting ScenarioREPORTMONTH
Page 45 and 46: State Jail Felons Supplemental Repo
Page 47 and 48: Texas Department of Criminal Justic
Page 49 and 50: Page 2 of 3sentenced for a 1st, 2nd
Page 51 and 52: State Jail Felons Supplemental Repo
Page 53 and 54: Actual Program Outputs ReportPurpos
Page 55 and 56: Actual Program Outputs Report1. A p
Page 57 and 58: Page 2 of 2II. Indicate the Program
Page 59 and 60: Page 2 of 6Combination Facilities a
Page 61 and 62: Page 4 of 6I.B. Total number of int
Page 63 and 64: Page 6 of 6Number mandated by CCP 4
Page 65 and 66: Page 2 of 2I need to check my numbe
Page 67 and 68: Caseload ReportPurpose:The 79th Tex
Page 69 and 70: Page 1 of 2Caseload Report Instruct
Page 71 and 72: Caseload ReportFrequently Asked Que
Page 73: Quarterly Financial Report (QFR)Pur
Page 77 and 78: Page 3 of 6transferred-in should be
Page 79 and 80: Page 5 of 6Other Revenue items for
Page 81 and 82: Community Service Restitution andVi
Page 83 and 84: CSCD Chief County:Fiscal Year _____
Page 85 and 86: Ad Hoc SurveysPurposeAt various tim
Page 87 and 88: Community Supervision Tracking Syst
Page 89 and 90: CSTS / ISYSFrequently Asked Questio
Page 91 and 92: The Future of Data CollectionThis d
Page 93 and 94: Appendix A: Research and Evaluation
Page 95 and 96: Appendix B: Program CodesFY 2008-20
Page 97 and 98: DescriptionAppendix B: Program Code
Page 99 and 100: Appendix B: Program CodesNon-Reside
Page 101 and 102: Appendix B: Program CodesPrograms a
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TDCJ-CJAD Data Manual - Texas Department of Criminal Justice

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