F.05 Prisoner accounts and purchases

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Prisoners can use available funds in their Prisoner Trust Account (PTA) to make limited purchases of basic goods for personal use or consumption and can apply, within reason, to purchase authorised property items not provided by the prison.

F.05.01 Prisoner trust account (PTA)

  1. A PTA is established for each prisoner following the first approved deposit for them.
  2. PTA’s are administered and managed by authorised administration staff per the Trust Account Manual.
  3. PTA balances are limited to a maximum amount (e.g. $200) if defined in a prison rule set by the general manager custodial unless special circumstances exist.
  4. Prisoners must be advised on reception that their PTA may be monitored if there are grounds to believe that the account, or trust money, is being used for any unlawful purpose.

F.05.02 PTA Deposits

  1. Deposits received into the prison trust bank account are treated as requests for the deposit to be allocated to a PTA.
  2. Deposits will only be allocated to a PTA if made:
    1. by electronic bank transfer from a registered bank account (online banking); or
    2. using an approved special exception to make a cash deposit in limited circumstances.
      3. ConsiderationInformation on making bank transfer deposits and applying for a special exception to make a cash deposit are located on the department’s public website.
  3. If a depositor is granted a special exception to make a cash deposit at a prison, before accepting the cash deposit, staff must:
    1. sight the Special Exception Approval Letter; and
    2. check matching valid photo ID (as stated on the letter); and
    3. check the PTA balance in IOMS to ensure any part of the deposit that will push the balance over the maximum amount (e.g $200), if defined in a prison rule, is not accepted - unless special circumstances exist.
  4. All cash depositors must be issued with a receipt.
  5. Anonymous deposits into the prison trust bank account will not be accepted or allocated to a PTA (including cash sent in the mail).

F.05.03 PTA purchases and disbursements

  1. Prisoner purchases (excluding Kiosk purchases) and disbursements from their PTA must be authorised by them in writing.
  2. Prisoner purchases or disbursements are:
    1. limited to the prisoner’s available PTA balance; and
    2. subject to prisoner and Corrections approval.

F.05.04 Prisoner purchasing

  1. The purchasing system provides pre-approved lists of standardised goods for a prisoner’s personal use or consumption, this can include the canteen list, the consumables list, or the hobbies list.
  2. Prisoner weekly purchase (spend) is limited to a maximum of $70.00 per week.
  3. A prisoner’s weekly purchase cannot exceed their available PTA balance.
  4. Every prison has a timetable schedule for purchasing and delivery.
  5. Prisoners must complete the appropriate order form for canteen, consumables or hobbies purchasing.
  6. Prisoner purchases from the pre-approved consumables list, or hobbies list are vetted and approved by unit staff.
    7. Watch Point

    The self-service Kiosk is the primary system prisoners are to use to complete a canteen order form.

    The Kiosk system ensures the correct order forms are accessible to prisoners and once completed, forms are electronically submitted for checking and processing.

  7. Manual canteen purchase forms (Kiosk backup) can be printed from IOMS and distributed to prisoners for ordering canteen goods only in situations where:
    1. A prisoner is unable to use the kiosk ordering system due to a physical or medical impediment.
    2. The unit / facility does not have a kiosk installed for prisoner use.
    3. There is a system failure, and the kiosk system is temporarily unavailable when ordering is due.
Consideration Corrections Officers and Senior Corrections Officers can only print IOMS Manual Canteen Order Forms for one individual prisoner at a time.
Principal Corrections Officers can print IOMS Manual Canteen Order Forms for one or more prisoners and one unit at a time.
See resource: IOMS Manual Canteen Forms (Quick Reference Guide).

F.05.05 Receiving and distribution of prisoner purchases

  1. In the presence of unit staff, the prisoner checks the received goods.
  2. Prisoner signs the purchase list as having received the correct goods.
  3. Unit staff return signed forms to the appropriate administration support officer.
  4. Non satisfactory goods, i.e. damaged, incorrect, etc. are returned to the appropriate administration support officer who arranges replacement and/or return of goods.
  5. In the presence of unit staff, prisoner signs for any replaced goods upon receipt.
  6. Unit staff return signed forms to the appropriate administration support officer.

F.05.06 Prisoner disbursements

  1. Prisoners must complete [F.05.Form.01 Prisoner request to expend funds (P119)] for:
    1. Disbursements to purchase authorised property items not available through canteen, consumable or hobby lists.
    2. Disbursements to third parties (for example sending funds to family). Bank transfer is the only way someone can do a financial transaction to send money from their trust account to a third party, as cheques are no longer used or accepted by banks.
  2. For disbursements to purchase medical / dietary and religious items the unit PCO must consult Health Services or religious advisor respectively.
  3. The PCO may approve or decline a prisoner request to disburse from their PTA to purchase authorised property items not available thought canteen, consumable or hobby lists.
  4. The PCO is to refer requests to the Residential Manager if the prisoner's disbursement request is considered excessive or the purchase may be problematic.
    Note: Refer to [P.05.Res.01 Items that are prohibited to be in the possession of or issued to prisoners (Prohibited Items)].
  5. If the request is approved, the form is signed by the approver and forwarded to the authorised administration staff for processing.
  6. If the request is declined, the form is updated with the decision. The original form is placed on the prisoner’s file and a copy is returned to the prisoner.
  7. When goods are received:
    1. The appropriate staff enter purchased property items into the IOMS property register if the item requires it.
    2. The form is signed by the prisoner to signify the receipt of goods.
  8. Non-satisfactory or damaged goods are returned to the supplier to rectify.

F.05.07 Welfare funds

  1. The Prisoner Welfare and Entertainment Fund and other welfare-based accounts facilitate expenditure of money allocated or donated for the general welfare of prisoners.
  2. Welfare and special purpose fund accounts are established at the general manager custodial's discretion and managed according to their approved operational charter.
    1. The need for a welfare fund is identified.
    2. A charter is written for the proposed fund account according to requirement.
    3. The charter is negotiated, and where agreed, approved in writing by the general manager custodial.
    4. The account is manage according to the approved charter.