OAR 291-208-0030: Reimbursement Process

(1) A county or group of counties requesting reimbursement from the Department of Corrections under these rules must submit an invoice to the Director of the Department of Corrections or designee on a quarterly basis. The invoice shall be on a form developed by the Department of Corrections and made available to counties by the department for this purpose. In order to receive reimbursement, invoices must be received by the Director or designee not later than 45 days after the end of the billing period for which the county or group of counties is requesting reimbursement, unless the Director or designee has granted an extension of time for receipt of the invoice. (2) In order for a county to receive reimbursement for the costs of incarcerating an offender under these rules, the offender must have: (a) Completed their qualifying sentence during the quarter for which the invoice is submitted; or, (b) Been transferred to a state correctional facility to serve the balance of their qualifying sentence during the quarter for which the invoice is submitted; or, (c) Been transferred to another county’s local correctional facility to continue or complete the term of incarceration; or (d) Been released from incarceration due to a court order. (3) Incarceration for probation or post-prison supervision sanctions or revocations is not subject to reimbursement under this rule. (4) Reimbursement will be made for each day or portion of each day served in a local correctional facility for a qualifying sentence. (5) If an offender serves a qualifying sentence in multiple counties, each county may submit an invoice for reimbursement for the numbers of days actually incarcerated in a local correctional facility in their county. (6) If a county rents a jail bed in another county for an offender serving a qualifying sentence, the originating county may submit an invoice for reimbursement for the number of days actually incarcerated in the local correctional facility in the other county. (7) Invoices may be submitted by a county or a group of counties. (8) The invoice and supporting documents will include at a minimum the following information and documentation: (a) Offender’s name; (b) Offender’s State Identification Number (SID), if assigned; (c) A certified copy of the Statement of Imprisonment, which certifies the dates the offender was actually incarcerated in a local correctional facility, including pre-trial incarceration, for the qualifying sentence; (d) A copy of the court’s judgme(9)nt imposing the qualifying sentence; and (e) The sentence completion date. (9) Upon receipt of an invoice and the supporting documents described in subsection (8) of this section, the Director or designee will review, determine the correct amount of reimbursement, and approve the invoice. Once the invoice is approved, the Director or designee will forward the invoice to the department’s Accounting unit for payment.