Local Inmate Data System (LIDS) Lids Quick Reference Guide 2012 07 10 Scb.virginia.gov Compensation Board

User Manual:

Open the PDF directly: View PDF .
Page Count: 26

Download
Open PDF In Browser	View PDF

Average Daily Population (Monthly)






Average Daily Population (ADP) is based on the average number of BODIES
sitting in your jail and are captured from the following categories:
 Payments (Total Days) Local
 Payments (Total Days) State
 Payments (Out of State)
 Non-Payment (Federal)
 Non-Payment (Ordinance)
 Non-Payment (Military)
 Contract (Out of State)
 Private Transports
The ADP is achieved by totaling the number of inmates in all above categories
and dividing this total by the number of days in the month.
Please note that Home Electronic Monitoring (HEM) inmates are not part of this
category.
Reports
 LIDS Reports Menu, Reconciliation Reports, Option 6-Monthly Average Daily
Population (ADP) Comparison
 The ADP for past months may also be viewed from the Reconciliation Tools
Menu, Option 2-Financial Count by Payment Category

Appeals
Reason Confined Code 23 (RC-23) – Sentenced, Awaiting Appeal
Inmate has been sentenced with no additional charges pending. They have chosen
to appeal their conviction.


RC-23 Procedure: Funding for this inmate is dependant upon the offense type &
sentence length. The per diem will be $4 if the inmate is Local Responsible and
$12 if the offender has been sentenced on a felony with more than 12 months to
serve, making them State Responsible.
 Confine offender with RC-23
 If offender is currently confined as Reason Confined ‘10’- Pre-trial access
Option 3 from the Commitment Maintenance Menu, ‘Update Confinement’ to
change the reason confined from ‘10’ to ‘23’.
 Enter sentencing information
 Enter a Disposition Code of ‘AP’ (Appeal). This will help to distinguish that
this sentence is under appeal until heard by a higher court

Confined After Certification


When a prisoner is confined in LIDS AFTER the monthly report is approved:
 Print screen that indicates that an adjustment is required, OR
 Record in a log that an adjustment is required so the adjustor may make the
financial adjustment if you have not been given authority
 Be sure the adjustment is entered.
 If the adjustment indicated is not entered, a message will appear on the
Possible Error Report that a financial adjustment is needed
 Failure to enter a necessary adjustment for a late confinement will also
create an increase in the Average Daily Population (ADP) as well as an
underpayment

1

Court Ordered to Jail (State Inmate) - 82
Reason Confined Code Description 82 (RC-82) SR Inmate Court Ordered To Jail
Inmate is ordered to serve all or a portion of State Responsible (SR) sentence in a
local or regional jail.











RC-82 Procedure: Funding for this inmate is $12 per day.
 Confine offender with RC-82. Inmate is treated as a State Responsible
Inmate
 If the inmate completes the total court ordered sentence in jail, release the
inmate from LIDS with Release Reason Code 39-Sentenced Served.
 If the inmate completes the portion of the sentence that was ordered to be
served in jail and remaining sentence is to be served in DOC, call DOC for
inmate intake.
 If DOC does not intake prisoner that day, release prisoner from LIDS with
Release Reason Code ‘23’-Confinement Change Within Facility, and re-book
the inmate as Reason Confined Code ‘20’-Serving Sentence.
Common reasons a judge may take this action:
 The inmate’s parent/spouse is in poor health
 Other extenuating circumstance that requires the inmate to be near their
home locality
RC-82 is not a valid confinement code for every SR inmate held in your jail. It is
only for inmates that have been convicted and are serving a sentence of more
than 12 months (State Responsible) that have been ordered by the court to serve
their sentence in a local or regional jail.
RC-82 would not be used in the following scenarios:
 If the SR inmate is appealing the sentence
o
Use Reason Confined Code ‘23’, Appealing Sentence - NO charges
Pending or Reason Confined Code ‘53’, Awaiting Appeal - Pending
Charges
 If the SR inmate is remaining confined in the jail because the Sheriff or
Superintendent requested to keep them, use Reason Confined Code ‘70’- DOC
Held by Agreement- At the Request of Local Authority (SR Inmate)
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code

Day Reporting Center




If inmate is sentenced to suspended time awaiting release to a Day Reporting
Center, use:
 Reason Confined Code '20' -Serving Sentence. No disposition needed
 Release Reason Code '58' -Day Reporting Center
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code
 Reports Menu, Routine Reports, Option 2-List by Reason Released Code

2

Department of Corrections (DOC) Inmates
Reason Confined Code 35 (RC35) - Court Appearance to Serve as a Witness (DOC
Inmates) Inmate is serving sentence at a DOC facility and transferred to a local or
regional jail to appear in court as a witness. Once their witness duties have been
complete they will be transferred back to DOC.


RC-35 Procedure: Funding for this inmate is $12 per day, as the inmate is State
Responsible
 Confine offender with RC-35.
 Provide the following offense/sentencing information
o VCC = PRI9909S9 (Held as a Material Witness)
o Disposition Code = ‘SE’ State Sentence
o Disposition Date = Last date the prisoner was sentenced on a felony
charge which made him/her State Responsible
•
If the prisoner was originally confined to jail after 12/1/1996 and
released as a RR-33 DOC inmate, then you should be able to locate
the prisoner's sentencing information in LIDS OR
•
If the sentencing information is not available , enter the disposition
date as the date confined

Reason Confined Code 62 (RC62) - Court Appearance (DOC Inmate)-Has Other
Charges Pending




For these inmates follow the same procedure as above, in addition to recording
pending charges.
In many cases pending charges were as a result of inmate actions while in DOC
custody and were serious enough to warrant official criminal charges in lieu of
institutional disciplinary action.
This inmate would be considered Local Responsible and paid accordingly.

Reason Confined Code 70 (RC70)- Held by Agreement
Inmate is State Responsible but either the inmate or the Sheriff/Superintendent has
requested that the inmate remain at the jail instead of being transferred to a DOC
facility. The jail must make a written request to DOC and receive approval for this
inmate to serve their sentence at the jail. These inmates are oftentimes jail
cadres/trustees.


RC-70 Procedure:

Funding for this inmate is $4 per day. Although the inmate
may have a State Responsible sentence, by virtue of the Sheriff/Superintendent’s
request to keep them, they are agreeing to hold the offender as a Local
Responsible inmate.
Prisoner is currently confined as Reason Confined Code ‘20’ -Serving
Sentence
 Release the inmate from LIDS using Release Reason Code ‘23’- Confinement
Change within Facility
 Rebook the inmate in LIDS with RC-70-Held at the Request of the Jail
 As of the date of the confinement change the payment status for this inmate
will become ‘HA’ Jail Cadre-By Agreement or Request
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code




3

Detainers (NON-ICE)





The purpose of any Non-ICE federal detainer is to require the jail to notify the
detaining agency as soon as possible of an offender’s release date, as well as any
changes in the release date.
This gives the detaining agency the opportunity to assume custody of the
offender upon release.
For further information on federal procedures see the Federal/Out of State
Inmates, Federal Overhead Recovery, or ICE sections.
Reports
 Reports Menu, Routine Reports, Option 4-Housed in Another Jail

Detention Center (Secured Facility)



If an inmate is sentenced and awaiting release to a Detention Center, use:
 Reason Confined Code ‘48’ -Held for Detention Center Program and
 Release Reason Code ‘43’- To Detention Center.
Reports

Reports Menu, Routine Reports, Option 1-List by Reason Confined Code

Reports Menu, Routine Reports, Option 2-List by Reason Released Code

Dispositions
LIDS disposition codes were created to provide a way for users to show updates
to an offender’s confinement or case status, such as an appeal, or a sentenced inmate
with a court ordered release.
 A list of LIDS disposition codes are available on the Compensation Board
website.
 Not every charge in LIDS requires a disposition.
 Some jail management systems require a disposition on every charge. Certain
dispositions were created in LIDS specifically for the purpose of preventing an
error occurring if a batch jail uploaded a confinement to LIDS with a disposition
code not recognized.
 Certain disposition codes are also available for the purpose of communicating to
LIDS that a charge should be disregarded as of a certain date.
 Example
o ‘SC’ Sentence Complete Disposition and a Disposition Date are entered on
the offense screen to tell LIDS when the offender will have finished
serving their sentence on that particular offense.
o This disposition is used most often with combination
misdemeanor/ordinance sentences.
 Payment for charges coded with a disposition that instructs LIDS to disregard
as of a certain date, will cease as of the disposition date. The charge itself
will be disregarded as of the disposition date plus one. This will prevent an
inmate from appearing completelychargeless.

4

Diversion Center (Unsecured Facility)




If inmate is sentenced and awaiting release to a Diversion Center, use:
 Reason Confined Code '76' Diversion Center
 Disposition Code 'DV', Diversion Center (when applicable)
 Reason Release Code '44' To Diversion Center
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code
 Reports Menu, Routine Reports, Option 2-List by Reason Released Code

DNA











Upon arrest for a violent felony, or conviction of any felony, as specified in 19.2310.2 and 19.2-310.2:1, a jail is required to take a saliva or tissue sample for
DNA analysis. If a sample has already been taken, no further sample is required.
Inquire in LIDS or the DNA Tracking System to determine if a sample has been
taken.
Buccal kits for DNA samples may be procured through the Dept of Forensic
Science.
The jail is required to record the DNA sampling drawn date in LIDS.
DNA should not be taken from juveniles, unless specifically instructed by the
court.
The Dept of Forensic Science is responsible for entering DNA information into
the DNA Tracking System, located on the Compensation Board website.
Only staff of the Dept of Forensic Science has authorization to enter data or
make changes. Access for all other users is inquiry only.
To acquire a DNA Tracking System logon contact or Anne Wilmoth with the
Compensation Board.
See the DNA Section of this LIDS Users Guide for more detailed information
Reports
 Inmates Requiring DNA sample

Documentation
The Compensation Board auditors require copies of source documents, including
normal input data that supports the committal, be included in the inmate’s file. Copies
of the court record are good to have as support to clarify any confusing or missing
court data that may have occurred in the original committal documentation. In cases
where the court uses computerized committal documents (Disposition Notices, etc.), the
documents should be signed by a court official, or automated signatures may be used
where the Supreme Court has authorized the use of such signatures in lieu of the
original.
 The Code of Virginia § 53.1-116 requires a record be maintained of
incarceration in LIDS after the court or magistrate has issued one of the
following (Refer to LIDS Audit Guide):
 “Disposition Notice” Form # DC 356 11/95 PC, ordered the Sheriff to confine
person to jail
 “Commitment Order” Form # DC-352 2/95 PC
 “Transportation Order” charges the sheriff with authority and responsibility
of committing person
 Department of Corrections Parole Board Warrant
 Court Order that authorized Sheriff to take custody of a specified body, or

5

US Marshal (Federal or Military) form that authorized Sheriff to take custody
of a federal prisoner
 Court issued inmate transfer
 Continuance Order, Form DC 355 01/00
 Contempt of Court Order and Certificate of Conviction (Code of Virginia, §
18.2-456, §18.2-458, and §19.2-267)
 Parole Board Warrant/Probation Violation
 Juvenile Detention Order
A standard arrest warrant or personal recognizance form, according to the
Supreme Court of Virginia, does not carry the authority for a prisoner to be
recorded to LIDS
The Committal Order and the Warrant should agree
 If they disagree, contact the magistrate’s office to resolve issue
 Follow the magistrate’s directive on the commitment order since that
provides the legal authority to commit the individual to jail
 Audit staff will verify the data found in LIDS to the commitment order when
conducting on-site audits





Drug Treatment Program – Court Ordered (State Responsible Inmates)
Reason Confined Code 81-(RC-81) Addictions Corrections Treatment (ACT)
Inmate is sentenced to a state responsible sentence length, however, the court order
specifically forbids transport to DOC until they have completed the specified
treatment program.




RC-81 Procedure: Funding for this inmate is $4 per day, as the inmate is
considered Local Responsible while participating in treatment.
 Inmate should be confined as RC-81.
 If they violate the treatment program, they should be released in LIDS using
Reason Release Code ‘23’- Confinement Change w/in Facility and re-booked
as Reason Confined ‘20’-Serving Sentence
 Once rebooked as RC-20, funding will increase to the $12 State Responsible
per diem.
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code

Effective Sentence
An offender’s effective sentence is the sentence given by the judge less any
suspended time. An offender’s effective sentence does not include any good time
credits.

Expungements






Option #9 Expungement Tools, from the LIDS Main Menu, provides a means to
remove offense records from LIDS.
The only authority to authorize the expungement of an inmate’s record is a court
order.
When an offense is expunged, it is as if it never existed and must be removed
from LIDS.
To un-expunge an offense another court order is necessary.
Only the certifier will have access to this option.

6

Extradition Warrant
A Warrant of Extradition (also sometimes called a fugitive warrant) is issued by a
magistrate to require an individual be brought to court to answer the allegation that
they have fled from charges in another state. This warrant is usually issued after a law
enforcement officer or jail personnel has discovered through NCIC/VCIN that the
individual has a warrant for their arrest in another state.
 Procedure:
 If an inmate has been committed to jail as the result of an Extradition
Warrant they should be confined in LIDS as Reason Confined Code ‘10’ Pretrial, No Pending Charges.
 If the offender is currently serving sentence on a Virginia conviction, they
will remain confined with the code appropriate to their current sentence.
 VCC = PRI9912S9 (Held on Out-of-State Felony Warrant)
 VCC = PRI9911S9 (Held on Out-of-State Misdemeanor Warrant)

Federal / Out of State Inmates





If the Sheriff or Regional Jail Superintendent houses contract prisoners from
other states, Reason Confined Code ‘78’, or the Federal Government, Reason
Confined Code ‘73’, the following fields are required:
 ‘Housing Status’ - Use to report the prisoner’s Housing Unit Security Level by
indicating:
o ‘Min’ (Minimum), ‘Med’ (Medium) or ‘Max’ (Maximum)
 ‘Facility Location’ - Use to report the prisoner’s Security Classification by
indicating:
o ‘Min’ (Minimum), ‘Med’ (Medium) or ‘Max’ (Maximum)
 ‘Detainers’ – Used to report other out of state/federal agencies or
jurisdictions that have placed detainers on this inmate.
o For example: If an inmate is being held for the US Marshals but also has
a detainer placed on them by ICE, the ‘Detainer’ field should be checked
‘Y’ and in one of the boxes marked ‘Jail Number’ the FIPS code for ICE884 should be used.
 ‘Current Location’ - Use to report the Prisoners Origin/Contract Agency by
indicating:
o Other State, District of Columbia, or Federal Agency
o For example: If an inmate was held for the US Marshals, “US Marshals”
should be entered in the ‘Current Location’ field.
Jails are required to report this information to the Department of Corrections.
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code
 Reports Menu, Financial Reports, Option 2-Monthly Billing, or Option 3Monthly Billing-FED Only
 Reports Menu, Archive Menu, Option 5-Out of State Contract Prisoners

7

Federal Overhead Recovery
The Compensation Board recovers from the locality or regional jail authority the
state-funded costs associated with housing federal inmates, District of Columbia
inmates, or contract inmates from other states. This includes grants, salaries, vehicles
and construction costs.
In order to recover the costs associated with housing these inmates, the
Compensation Board uses a cost-recovery methodology based on the average daily
population (ADP) of federal and out-of-state prisoners. On a jail by jail basis, the
Compensation Board multiplies the jail’s current inmate days for this population by the
proportion of the jail’s per inmate day costs provided by the Commonwealth (as noted
in the most recent Jail Cost Report) or, if the jail is not included in the most recent Jail
Cost Report, the statewide average of per inmate day funds provided by the
Commonwealth.
Federal Overhead Recovery is calculated in LIDS each month and automatically
deducted from the subsequent quarterly per diem payment. The Jail Certification
Summary screen will indicate the amount to be recovered. If the recovery amount
exceeds the per diem payment amount, the jail must submit payment to the
Compensation Board for the difference. In addition, the Compensation Board is required
to withhold per diem payments for any facility that houses federal/out of state inmates
in excess of the number of beds contracted for with the Department of Corrections,
(JCB’s) unless the DOC Director certifies to the chairman of the Compensation Board
that the:
 Beds used for federal inmates are not needed for state or local inmates;
 Operational capacity of the jail was built under contract with the federal
government;
 Jail received a federal grant for a portion of capital costs; or
 Jail has applied for participation in the DOC Contract Bed Program and has
a sufficient number of beds needed by the DOC at that facility in any given
fiscal year.
Federal Overhead Recovery does not apply to local or regional jails where the
cumulative federal share of capital costs exceeds the Commonwealth’s
cumulative capital contribution.

Fiscal Year


Fiscal Year = 4 charter data field
 2011 = July 1, 2010 – June 30, 2011
 2012 = July 1, 2011 through June 30, 2012



Quarters

Reimbursed



1st Quarter = March, April, May

July



2nd Quarter = June, July, August

October



3rd Quarter = September, October, November

January



4th Quarter = December, January, February

April

8

Funeral



If an inmate, still in the custody of the jail, is escorted by a deputy to attend a
funeral, the inmate should not be released from LIDS.
If a Court Order releases an inmate from the jail’s custody to attend a funeral,
the inmate should be released from LIDS using Reason Release Code ‘25’ – To
Furlough. Regardless of whether the release is overnight or only for the day, the
inmate is unsupervised and therefore not considered to be in the custody of the
jail.

Governors Warrant
If an individual refuses to sign a waiver of extradition the state demanding their
return may send a request to the Governor of Virginia, via the Secretary of the
Commonwealth, to release the individual to that state’s custody. If the Governor agrees,
he will then issue a Governor’s Warrant, ordering the fugitive’s arrest and delivery to the
demanding state.
 If an inmate is being held on a Governors Warrant use Reason Confined Code
‘74’ -Held for Out of State Authority (Payable, Held On State Warrant
 VCC= PRI9912S9 (Felony out of state Warrant) or
 VCC= PRI9911S9 (Misdemeanor out of state Warrant)
 Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code

Holding for Locality





The ‘Holding for Loc’ (Holding for Other Locality) field provides a means to
identify inmates being held for other jurisdictions.
LIDS will default the ‘Holding for LOC’ to your jail number.
 If the offender is NOT your prisoner, update “Holding for LOC” to reflect the
FIPS code of the jurisdiction for which they are being held.
Regional Jails must input the FIPS code of the locality for which the inmate is
being held. This identifies the locality to be billed.
Reports
 Reports Menu, Routine Reports, Option 4-Housed in Another Jail

Home Electronic Monitoring (HEM) and Supervised Work Program
Reason Confined Code 80- Home Electronic Monitoring (HEM) and Reason
Confined Code 85-Home Electronic Monitoring (HEM) w/ Supervised Work
Program The Home Electronic Monitoring Program (HEM) is an alternative to
incarceration. Offenders may be placed into HEM by court order or by the
sheriff/superintendent. This population may be payable or non-payable. These
offenders are recorded in LIDS as Reason Confined ‘80’ -Home Electronic Monitoring
Alternative Program or Reason Confined ‘85’-Home Electronic Monitoring w/
Supervised Work Program.


Requirements to Receive Payment
 The alternative program must be approved by Department of Corrections
(DOC) or Dept. of Criminal Justice Service (DCJS).

9

Offender must be fully sentenced. If the sheriff/superintendent chooses to
place an un-sentenced prisoner in HEM the prisoner will be captured in LIDS
as non-reimbursable.
State Responsible (SR) inmates may participate in HEM upon approval from DOC.
RC-80 or 85 Procedure: Funding for an inmate meeting the above criteria is $4
per day. Payment for this inmate will begin once the offender has been fully
sentenced and the Compensation Board receives notification from DOC or DCJS
that an alternative monitoring program for the jail has been approved.
 Once placed into an approved alternative program, release the offender in
LIDS using one of the following Reason Release Codes, whichever is most
appropriate:
o ‘47’ Diverted to Supervised Work Experience Program
o ‘41’ Serving Sentence-Work Release, to be used when an offender comes
off of Work Release and is placed in the HEM program.
o ‘55’ Diverted to Electronic Surveillance Program
 Re-book the inmate in LIDS on the same day he/she was released using one
of the following Reason Confined Codes:
o RC-80
o RC-85
 When a prisoner completes the alternative program release them in LIDS with
Reason Release Code ‘59’ -Released from Alternative Program
 If an offender violates the alternative program and is returned to jail:
o Release them in LIDS using Release Reason Code ‘23’-Confinement
Change w/in Facility OR Violated Program
o Re-book them in LIDS on the same day using Reason Confined Code:
o ’20’, Serving Sentence OR
o ‘50’, Serving Sentence, Has pending charges
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code







Illegal Alien Procedure, Warrant of Arrest
If an inmate is arrested on an Illegal Alien state warrant pursuant to § 19.2-81.6,
the warrant gives Immigrations & Customs Enforcement (ICE) 72 hours from the date
and time the warrant was issued to pick up the offender, or enter into a contract with
the jail to hold him/her as their inmate. An Illegal Alien Warrant serves the same basic
function as an ICE detainer.
 Procedure:
 Book offender into LIDS with Reason Confined Code ‘10’ -Pre-Trial.
 If inmate is released via court order within 72 hours, use Release Reason
Code ‘18’ - Court Order.
 If inmate is released to the custody of ICE, use Reason Release Code ‘51’- To
Federal Authority.
 If the inmate remains committed to jail after the 72 hours, use Release
Reason Code ‘23’ – Confinement Change Within Facility then
 Recommit using Reason Confined Code ‘73’ - Held for Federal
Authority/District of Columbia.
 The date an inmate is confined with RC-73, federal overhead recovery will
begin.
 For additional information on Illegal Alien/Federal Detainer procedures see
the July 2010 edition of the LIDS Gazette.

10

§ 19.2-81.6. Authority of law-enforcement officers to arrest illegal aliens. Effective 7/1/04.
All law-enforcement officers enumerated in § 19.2-81 shall have the authority to enforce
immigration laws of the United States, pursuant to the provisions of this section. Any lawenforcement officer enumerated in § 19.2-81 may, in the course of acting upon reasonable
suspicion that an individual has committed or is committing a crime, arrest the individual
without a warrant upon receiving confirmation from the Bureau of Immigration and Customs
Enforcement of the United States Department of Homeland Security that the individual (i) is an
alien illegally present in the United States, and (ii) has previously been convicted of a felony in
the United States and deported or left the United States after such conviction. Upon receiving
such confirmation, the officer shall take the individual forthwith before a magistrate or other
issuing authority and proceed pursuant to § 19.2-82.
(2004, cc. 360, 412.)

Immigration & Customs Enforcement (ICE) Detainers
If a jail receives a detainer on an inmate from Immigration & Customs
Enforcement (ICE) they are required to hold him for 48 hours to allow ICE time to take
custody of that inmate. Additionally, the jail is required to notify ICE as soon possible
of an offender’s release date, as they may be held in jail on other pending or sentenced
charges.
 The following procedure is for offenders held solely on an ICE detainer on
which there is no Alien Number, and for which ICE will not be billed:
 Inmate should be confined as Reason Confined ‘10’-Pre-Trial
 VCC = ARR9988S9 (Authority to arrest illegal aliens)
 After 48 hours the jail must either release the inmate or ICE must take
responsibility for him by picking him up or entering into an agreement
with the jail to hold him as their inmate.
 If the inmate is released into the custody of ICE use Reason Release Code
‘51’-To Federal Authority.
 If the inmate remains committed to jail after the 48 hours, use Release
Reason Code ‘23’ – Confinement Change Within Facility then
 Recommit using Reason Confined Code ‘73’ - Held for Federal
Authority/District of Columbia.
 The date an inmate is confined with RC-73, federal overhead recovery will
begin.
 The following procedure is for offenders held solely on an ICE detainer, on
which there is an Alien number, or for which ICE will be billed:
 Inmate should be confined with Reason Confined Code ‘73’- Held for
Federal AuthorityDistrict of Columbia
 VCC = ARR9988S9 (Authority to arrest illegal aliens)
 Inmates with an ICE detainer who are also being held on state/local charges
should be confined with the Reason Confined Code appropriate to their
charges.
 The first 48 hours of an inmate’s confinement held solely on an ICE detainer
should only be payable by the Compensation Board if these hours are not
billable to ICE. A jail should not be receiving payment from the Compensation
Board and then additionally from ICE for those first 48 hours of confinement
held solely on an ICE detainer.
 If an inmate is booked in as RC-73 under the assumption that ICE will pay for
the confinement, and ICE then refuses to pay, you may update the confinement
in LIDS to be RC-10 for the first 48 hours.
 For additional information on Illegal Alien/Federal Detainer procedures see the
July 2010 edition of the LIDS Gazette.

11

Jail Contract Bed (JCB) and Jail Contract Work Release (JCW) Programs
The Jail Contract Bed (JCB) and Jail Contract Bed Work Release (JCW) programs
were a way for the Department of Corrections (DOC) to relieve overcrowding in state
prison facilities by allowing a certain number of State Responsible inmates, no more
than 500, to remain in permanent beds in local/regional jails. In exchange for housing
these SR inmates the jails would receive a higher per diem for each inmate in the
JCB/JCW program. The JCB/JCW program was discontinued as a result of 2010 General
Assembly action.

Juveniles Sentenced as an Adult







If a juvenile offender is committed to jail and sentenced as an adult, refer to the
following:
Procedure:
 Commit the juvenile in LIDS as Reason Confined Code ‘39’ -Juvenile
Sentenced as an Adult.
 If the inmate is sentenced and the court order reads “Indeterminate
Youthful Offender,” enter ‘0700’ in the Sentence Length Years category
within the Offense Information screen. Otherwise enter the determinate
sentence as usual.
 If the juvenile inmate is released to the Department of Juvenile Justice,
release in LIDS using Reason Release Code ‘30’- To Serve at Department of
Juvenile Justice.
 If the inmate was commanded to serve their sentence in an adult facility,
once they turn eighteen, update the reason confined to be one of the
following:
o Reason Confine Code ‘20’-Serving Sentence
o Reason Confine Code ‘50’-Serving Sentence w/Pending Charges.
Penalty Modifiers
 When the juvenile court sentences an adult who has committed, before the
age of eighteen, a felony, the sentence may not exceed that of a Class 1
misdemeanor.(§16.1-284)
 To allow these sentences to be entered in LIDS a penalty modifier of “J” was
developed. Only offenses sentenced under this statute will have this
modifier.
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code

Juvenile Court




Required field if a Juvenile Reason Confined Code is used to confine a prisoner
 ‘1’ – Juvenile & Domestic Relations Court
 ‘2’ – General District Court
 ‘3’ – Circuit Court
A juvenile detention order (court petition), carries the authority to bring a
juvenile currently incarcerated in a juvenile detention center, who is now 18, to
jail.

12

LIDS-ICE Request Tracking System
Code of Virginia § 53.1-218, enacted by the 2008 General Assembly, states that
upon commitment of any offender to jail it is the duty of the sheriff/superintendent to
inquire as to whether the offender is a citizen of the United States. If an offender states
that they are not a U.S. Citizen they must be asked (i) was the offender born in another
country, and (ii) can the offender claim citizenship to a country other than the U.S. An
Illegal Alien Query (IAQ) must be made for any offender who answers affirmatively to
both questions, or for whom the answer to one or both questions is unknown. In an
IAQ, an inmate’s name and any other identifiers are submitted to ICE through VCIN in
an attempt to determine an inmate’s alien status. § 53.1-218 also requires that the
record of the IAQ and its response be logged in the LIDS-ICE tracking system.








Procedure:
 If an inmate who states they are not a U.S. citizen also states that they were
born outside of the U.S. or are a citizen of another country, run an IAQ to ICE
through VCIN. If your jail has Livescan the IAQ will be run automatically when
the offender is fingerprinted.
 Access the LIDS-ICE Tracking System and log that the IAQ has been
submitted.
 Once the response has been received from ICE through VCIN, re-enter the
LIDS-ICE Tracking System and log the results of the query.
Failure to run necessary IAQ’s, or to track them in the LIDS-ICE tracking system
may result in a significant audit finding.
A helpful list of FAQ’s regarding this subject may be found in the April 2011
LIDS Gazette.
The LIDS-ICE Tracking System is accessed through the Compensation Board
website under ‘Restricted Access’. Instructions may be viewed or printed from
the login page. Users create their own login id and password.
If the jail of original intake has run the IAQ, the “transferred to” jail does not
have to run the IAQ if all of the following criteria are met: (Sept 2011 LIDS
Gazette)
 The inmate’s confinement is contiguous, with no release between
confinements.
 No more than 45 days has elapsed since the last IAQ was run.
 A copy of the IAQ and its response is forwarded to the “transferred to” jail
and filed there in the inmate’s folder. If the original jail fails to forward the
IAQ response, the ‘transferred to” jail may search the LIDS-ICE Tracking
System for the IAQ record entered by the jail from which the IAQ was run,
print the record and file in the inmate’s folder.

Local Hospital
Reason Confined Code 37 (RC-37) - Held in a Local Emergency Center/Hospital
Inmate is sent for medical treatment to a local emergency medical and/or hospital
while in the custody of the jail. This does not include inmates sent to a mental
health facility, such as Central State Hospital, etc.



If prisoner is released to a Local Emergency Medical and/or Hospital and does
NOT stay more than one night DO NOT release inmate in LIDS.
RC-37 Procedure: Funding will continue at the same rate at which the jail was
paid for this inmate prior to being sent to the hospital. If the inmate was State
Responsible (SR) prior to being sent for treatment the jail will continue to be

13




paid the SR per diem of $12. If they were Local Responsible (LR) prior to being
sent for treatment the jail will continue to be paid the LR per diem of $4.
 Release from LIDS using Reason Release Code ‘45’-To Emergency Medical
Hospital
 Rebook using Reason Confined ‘37’-Held in a Local Emergency
Center/Hospital.
 LIDS users are required to record the name of the local hospital.
 If released from a Local Emergency Medical and/or Hospital back to jail:
o Release in LIDS with Release Reason Code ‘23’- Confinement Change w/in
Facility.
o Rebook with confinement code that applies (pre-trial, sentenced, pending
charges).
 If released from a Local Emergency Medical and/or Hospital to the
community:
o Release prisoner from LIDS using a release reason code that applies (see
LIDS Users Guide)
Reminder: If you use Release Reason Codes 23 or 45, as mentioned above, and
are an on-line jail, it will save time by re-booking the inmate in LIDS using Option
‘F’ - Re-Commit No New Charges from the Commitment Maintenance Menu.
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code

Local Responsible Inmate
A Local Responsible Inmate (LR) is any person arrested on a state warrant and
incarcerated in a local correctional facility, as defined by § 53.1-1, Code of Virginia,
prior to trial; or (b) any person convicted of a misdemeanor offense and sentenced to a
term in a local correctional facility; or (c) any person convicted of a felony offense after
January 1, 1995 and given an effective sentence of (i) twelve months or less or (ii) less
than one year or (d) any person convicted of a felony offense prior to January 1, 1995
and given an effective sentence of less than two years.
 Reports
 Reports Menu, Financial Reports, Option 8-Payment Status

Misdemeanor/Ordinance Combination Sentences
The Compensation Board pays per diems for committals to jail for those inmates
arrested on state warrants. A misdemeanor charge is issued on a state warrant and
therefore any inmate confined on a misdemeanor offense would be considered Local
Responsible (LR), and the confinement payable. An ordinance charge is issued on a local
warrant and therefore a confinement based solely on ordinance charge/s would be
considered non-payable.
Due to the potential for a change in payment status, confinements with a
combination of misdemeanor/ordinance charges are an important population to
reconcile. Up until and including the day an offender finishes serving sentence on all
misdemeanor offenses, the confinement is payable. Once all misdemeanor time has
been served and only ordinance time remains, the confinement becomes non-payable.
The order of sentencing determines what steps need to be taken in LIDS for an
offender with these combination sentences. If the ordinance is sentenced first, and is
not sentenced concurrent with the misdemeanor, the entire confinement will be
payable. If the misdemeanor is sentenced first the below procedure should be
followed.

14



Procedure:
 To avoid overpayment one of the following steps must be taken in LIDS
o When entering sentencing information for a misdemeanor offense, enter
Disposition Code of ‘SC’-Sentence Complete and Disposition Date the
date upon which the offender will have completed the misdemeanor
sentence. Disposition dates occurring in future months may be entered.
OR
o Before monthly per diems are certified, release the inmate in LIDS with
Reason Release Code 23-Change in Confinement w/in Facility, as of the
date the misdemeanor sentence has been served. Reconfine in LIDS with
the appropriate Reason Confine Code and only the ordinance charge/s.
 If any overpayments are found the inmate must be released in LIDS with
Reason Release 23-Change in Confinement w/in Facility, reconfined with only
the ordinance charge/s, and an adjustment posted in LIDS.

Offender Re-entry Program
On April 1, 2002, the Department of Corrections (DOC) developed a program to
initiate pre-release partnerships with local jails to provide re-entry transition services to
offenders.
 Pre-release transition services are being provided to offenders from 45 - 90
days prior to their release and continued through their first 45 days
following release.
 Selected offenders leave DOC and return to local jails to participate in this
program.
 DOC will then swap an inmate with the jail that is State Responsible and
intake that inmate into DOC.
 During Phase I of the program, offenders will participate in daily workshops for
a period of 45 days. These sessions will include classes such as Life Skills,
Cognitive Thinking, Employability Skills, Substance Abuse, Anger Management,
Money Management and Domestic Violence
 During Phase II of the program, offenders identified by the DOC Classification
Unit as being suitable for work release will participate in a 45-day work release
program, and will also participate in twice-weekly programming.
 During Phase III of the program, offenders are released from the local jail after
having served their sentence and will transition back into the community.
Offenders will be provided support and assistance during this phase, and will
also participate in twice-weekly programming.
 Procedure:
 Funding for this inmate is $12 per day, as the inmate is still SR.
 Jail should confine inmate using Reason Confined Code ’90’, DOC Transition
Re-Entry Program
 Once the offender completes Phase I and is released on Work Release release
them from LIDS with Release Reason Code ‘23’- Confinement Change w/in
Facility.
 Re-book the offender in LIDS with one of the following:
o Reason Confined Code ’26’- Work Release
o Reason Confined Code ‘28’- Jail Contract Bed Work Release
 Although the Jail Contract Bed program has been discontinued,
coding the offender as a RC-28 will cause no harm and provides a way
for the jail to distinguish SR work release inmates from LR work
release inmates if they so desire.

15

Ordinance Violations
Many, but not all, cities and counties have adopted local ordinances which
parallel Code of Virginia statutes. It is important that ordinances are recorded
accurately in LIDS, as recording an ordinance incorrectly may create an erroneous
payment status and/or an audit finding.


Procedure:
 As most ordinance codes are non-specific, the preferred method of reporting
an ordinance violation is to use the state misdemeanor Virginia Crime Code
(VCC) that mimics the ordinance and replace the ‘M’ with an ‘O’ to indicate
the ordinance violation.
 EXAMPLE: DWI5413M1—record as DWI5413O1.
 Offense Type should be recorded in LIDS as ‘O’.
 When an individual is confined on a local ordinance and there is no
misdemeanor statute that mirrors it, use one of the ‘ORD’ VCC’s listed on the
VCC page of the Compensation Board website. However, if an ‘ORD’ VCC is
used when the ‘M’ to ‘O’ substitution could’ve been used, this will constitute
an audit finding.
o Example: An offender is arrested on a first offense simple assault
ordinance. The ordinance code for assault, ORD9961S9 gives no
indication as to the type of assault perpetrated. However, the
misdemeanor VCC, ASL1358M1 makes it clear that assault type was first
offense, simple assault against family member. In this instance the
ASL1358M1 should be recorded as ASL1358O1, to allow for a specific
description while also denoting the offense as an ordinance.
 LIDS will also allow ‘S’ to ‘O’ substitution. An ‘S’ placed in the 8th character of
a VCC signifies that the penalty is undetermined.



Misdemeanor Charge Reduced to Ordinance Violation
 The court may reduce a misdemeanor charge to an ordinance violation at any
step in the legal process.
 If this occurs, be sure to maintain all court documentation.
 Procedure:
o Release offender in LIDS with Reason Release Code ‘23’-Confinement
Change w/in Facility effective the date of the court decision.
o Reconfine as an ordinance violator, Offense Type ‘O’, the same day, with
the appropriate Reason Confined Code, and a VCC that mirrors the state
statute, using ‘M’ to ‘O’ substitution.
 Reports
o Reports Menu, Financial Reports, Option 8-Payment Status
o Reconciliation Tools Menu, Option 2-Financial Count by Payment
Category, Place a ‘Y’ beside the Ordinance Payment Category to view all
ordinance violators.

16

Overlap Confinements







To prevent overlap confinements, do not release a prisoner from LIDS if they are
transported to another jurisdiction (e.g., Court) for the day.
Likewise, the jurisdiction picking up the prisoner for the day (court, medical
appointment) should not attempt to book the prisoner into LIDS.
The only time an inmate should be booked out of a jail and into another jail is if
the inmate stays over night.
Prompt attention to overlaps is imperative due to loss of revenue in one facility
and overpayment in another facility. This is an audit issue.
If you attempt to enter a confinement and an overlap is found in LIDS, contact
the LIDS Technician of the jail creating the overlap.
Jail staff members should be cross-trained so that if the LIDS Technician is out
of the office there is another staff member available to release the inmate. The
absence of the LIDS Technician is not an excuse for failure to release an inmate
timely.

Payment/Non-Payment Categories


Payments (Out of State) = $4 per diem: Held for out of state authority that HAS
been arrested on a Virginia State warrant.
 Offenders in this category are coded as a Reason Confine Code ‘74’.



Payments Alternative (HEM) = $4 per diem: Offenders placed by the Sheriff or
Superintendent in home/electronic incarceration programs.
 Program must be approved by DOC or DCJS
 Offenders must be Local Responsible (unless approval has been received
from DOC) and Fully Sentenced
 Offenders in this category are coded as a Reason Confine Code ‘80’.



Payments Alternative (HEM/Supervised Work Program) = $4 per Diem:
Offenders placed by the Sheriff or Superintendent
 Program must be approved by DOC or DCJS
 Offenders must be Local Responsible (unless approval has been received
from DOC) and Fully Sentenced
 Offenders in this category are coded as a Reason Confine Code ‘85’



Payments – State Responsible = $12 per diem:
 All charges have been adjudicated.
 Offender has been sentenced to a State Responsible sentence length (more
than 12 months) on a felony or combination felony/misdemeanors.
 Offenders in this category are coded as a Reason Confine Code: Adult
Sentenced-No Charges Pending (20, 23, 26, 29, 35, 36, 39, 42, 48, 76,90).



Non-payment (Federal) = $0 per diem: Offenders in this category are held for
Federal Authority OR District of Columbia
 Offenders in this category are coded as a Reason Confine code ‘73’.
 A daily recovery amount will also be taken for each offender in this category.
The recovery amount for each jail may be found in the most recent Jail Cost
Report.



Non-payment (Ordinance) = $0 per Diem: Offenders in this category are
arrested on a local or town warrant (pink).

17





This includes all offenders serving sentence on an ordinance violation
(Offense Type ‘O’).
Offenders in this category may be coded as Reason Confine Code ‘10’-Pretrial or ‘20’-Serving Sentence
If an offender has non-ordinance pending charges, or is currently serving
sentence on a misdemeanor prior to serving the ordinance sentence, they will
not be reflected in this category.



Non-payment (Military) = $0 per Diem: Offenders in this category are held for
military authority and are NOT arrested on a state warrant.
 Offenders in this category are coded as a Reason Confined code ‘75’
 There is no overhead recovery for this population.



Non-payment (HEM) = $0 per Diem: Offenders in this category are either unsentenced inmates, or the jail’s HEM program has not been approved.
 Offenders in this category are coded either Reason Confined Code ‘80’ or
‘85’.
Non-payment (Contract -Out of State) = $0 per Diem: Offenders in this
category are out of state contract inmates who have NOT been arrested on a
Virginia State warrant. The Sheriff/Jail Authority has entered into a contract
agreement with another state to hold their prisoner.
 Offenders in this category are coded as a Reason Confined Code ‘78’
 Offenders in this category are recovered for in the same manner as
Federal/District of Columbia inmates.





Non-payment (Private Transport) = $0 per Diem: Offenders in this category are
held for out of state courtesy holds and/or overnight transports.
 These inmates have NOT been arrested on a Virginia State warrant.
 Offenders in this category are coded as a Reason Confined Code ‘79’.
 There is no overhead recovery for this population.

Postponed Sentence
Reason Confined Code 14 (RC-14)– Convicted But Not Yet Sentenced/Post Trial
Inmate has been found guilty of an offense but the judge has chosen to postpone
execution of a sentence


RC-14 Procedure: Funding for this inmate is $4 per day, with the inmate
considered Local Responsible, even if the charge/s are felonious. The
determination of whether or not an inmate is State Responsible is not made until
sentencing.
 Confine offender with RC-14.
 If offender is currently confined as Reason Confined ‘10’ Pre-trial be sure to
choose Option 3 from the Commitment Maintenance Menu, ‘Update
Confinement’ to change the reason confined from ‘10’ to ‘14’.
 If this inmate is appealing their conviction enter a Disposition Code of ‘AP’
(Appeal).

18

Prisoner Days








LIDS computes per diem payments based on the data as reflected at month end
Local Days Count Rule – do not count commit date, but do count release date.
 Example: A Local Responsible inmate is committed on the 1st of the month
and released on the 20th. The jail would not be paid for holding the inmate on
the 1st, but would be paid for the 20th.
State Day Count Rule- do count commit date, but don’t count release date.
 Example: A State Responsible inmate is committed on the 1st of the month
and released on the 20th. The jail would be paid for holding the inmate on
the 1st, but not the 20th.
Confinements that equal less than 1 Day
Confinements in LIDS less than 1 day are reflected as 1 day.
 Example: 3 hours = 1 day for payment purposes
 If you would like a record of the actual number of confinement hours, you
may make note in the comment field of the confinement screen.
 Current language does not stipulate a limit on time of confinement that is
payable.

Probation / Parole Violations




Inmate confined to jail for a parole or probation violation & released by
Parole Board/Court (probation) back into the community:
 Confine using Reason Confined code ‘11’-Awaiting Parole Revocation hearing,
using VCC= PAR4838S9 OR
 Reason Confined Code ‘12’-Awaiting Probation Revocation Hearing, using the
appropriate probation violation VCC
 VCC= PRB4850F9 (Probation-Felony)
 VCC= PRB4851M8 (Probation-Misdemeanor)
 VCC=PRB4839S9 (Probation-Technical or Unknown)
 Enter a disposition code of:
 PD-Parole Dismissed
 PR-Probation Dismissed
 Release using appropriate release reason code to release inmate back into the
community
Inmate confined to jail for a parole or probation violation & the Parole
Board/Court (probation) deems inmate to serve part or all of the remaining
sentence in jail.
 Confine using Reason Confined Code ‘11’-Awaiting Parole Revocation
Hearing, OR
 Reason confined code ‘12’-Awaiting Probation Revocation Hearing , using the
appropriate parole/probation violation VCC as listed above.
 Release using Release Reason Code ‘23’.
 If the offender has no new charges re-confine using Reason Confined Code
‘20’-Serving Sentence.
 If inmate has new/pending charges, re-confine using Reason Confined Code
‘50’-Serving Sentence with Pending Charges and the appropriate VCC’s.
 If you are able to obtain original charges and offense dates for which this
individual is on probation/parole, be sure to record all charges and dates,
etc. However, it is more likely you will only have the parole/probation
violation data. Enter that as one charge with the appropriate date and go
from there. We do not want additional charges entered with “original”
offense dates that cannot be supported.

19

Process Only






Inmates for whom there is no committal order, who only enter the jail for
processing purposes.
These inmates should not be confined in LIDS.
Process-Only Types:
 Front End Process Only
 Inmates that enter the jail for finger prints or pre-trial paperwork
 Back End Process Only:
 Inmates that are brought to the jail after final adjudication, but are not
being committed to jail, their only purpose in returning to jail is to finalize
paperwork.
Batch jails should enter these inmates into their jail management system with a
disposition of ‘PO’ so that these records will be skipped during the batch
uploads to LIDS.

Rated Capacity (DOC)


A housing number assigned to each jail based on the Virginia Board of
Corrections Square Feet Standards to physical plan housing space.

Social Security Numbers










Sources for verifying inmate Social Security Number (SSN) by name, date of birth
& sex:
 Social Security Administration (SSA)
 Department of Motor Vehicles (DMV)
 Search through Livescan
 Search through VCIN
o Search using the CCRE (also known as the SID) or FBI number.
LIDS was designed to assign an inmate a generated SSN if unknown at the time
of booking or if the inmate refuses to provide his/her SSN.
 Preferred procedure is for the generated SSN to be used as the SSN for each
subsequent confinement, including Weekenders, to assist in tracking an
inmate.
If the SSN is unknown enter nine 9’s in the SSN field in LIDS to receive a
generated SSN.
 The first digit will be #9
 The next three represent the facility’s Jail Number (e.g., 760)
 The remaining five digits will be a series of sequence numbers based on the
number of times a SSN has been generated in your facility.
 Record the generated SSN in the inmate file
If a SSN is generated be sure to update the SSN in LIDS and in your jail
management system once the actual SSN has been confirmed.
 If the SSN is not updated in both places, this will cause batch jails to have
duplicate confinements.
A SSN may be updated in LIDS from the Commitment Maintenance Menu, Option
‘D’-Update SSN.

20

Special Sentences (Sentenced Codes)


The following special sentence codes should be entered in the Sentence Length data field
in LIDS.



Special Sentence Codes
 ’0500’ = Adult - Indeterminate Sentence
 ‘0600’ = Life Sentence
 ‘0700’ = Indeterminate Youthful Offender
 ‘0800’ = Two or More Life Sentences
 ‘0900’ =Death Sentence
Example: An inmate is sentenced to one life sentence plus 20 years. The
sentence length entered in LIDS should be 0620.



State Responsible Inmate
A State Responsible (SR) inmate is any offender convicted of one or more felony
offenses and (a) the sum of consecutive offenses for felonies committed on or after
January 1, 1995, (Offense Type ‘A’), is (i) more than twelve months or (ii) one year or
more, or (b) the sum of consecutive effective sentences for felonies, committed before
January 1 1995 (Offense Type ‘B’) is more than two years.
 Reports
 Reports Menu, Financial Reports, Option 8-Payment Status

Transferred to Another Jail
Reason Confined Code 35- Transferred to another Jail
Inmate is sent to another jail facility. This only applies to inmates being released to
another jail overnight. If the inmate is transferred for the day only, no release is
required.
 This screen requires entry of the Jail Number to which the inmate is being
transferred.

Transportation Order, Court Ordered
When a DOC inmate is transferred back to a local/regional jail to appear in court,
and then returned to DOC, provide the following sentencing information:
 VCC Code = Prisoners - for use by LIDS only
 Disposition Code = ‘SE’ State Sentence
 Disposition Date
 Since this information is often not available for DOC inmates, input the Date
Confined.

21

Treatment Programs (Other)
If an inmate is sentenced to suspended time upon completion of certain programs
and the programs are not considered Diversion, Detention Programs, Boot Camp or Day
Reporting, use the following in LIDS, if applicable:
 Reason Confined Code ‘20’ -Serving Sentence
 Disposition Code ‘DT’-Deferred Treatment and date it was ordered to satisfy the
charge
 Reason Release Code:
 '36' State Hospital (State operated hospital such as Central State Mental
Hospital)
 '42' To Comprehensive Community Corrections Act Program
 '45' To Emergency Medical and/or Hospital (Local Hospital)
 '48' To Treatment Facility
 '57' To Pre-release Program

Reason Confined Code 43-(RC-43) Held for External Treatment Program
Used when a jail receives a court order to hold inmate until bed space is available at
an out-of-facility treatment program (ie: Crossroads, Phoenix House, Salvation Army,
etc.)




RC-43 Procedure: Funding for this inmate is $4 per day, as the inmate is
considered Local Responsible while awaiting transfer.
 Confine offender with RC-43
 Once the offender is transferred to the designated treatment center, release
in LIDS with Reason Release Code 48 – To Treatment Facility
 If inmate is released from external treatment program back to jail,
reconfine in LIDS using applicable confinement code.
Reports
 Reports Menu, Routine Reports, Option 1-List by Reason Confined Code

Virginia Crime Codes (VCC)
The Virginia Criminal Sentencing Commission (VCSC) are the administrators of
the Virginia Crime Codes (VCC). Virginia Crime Codes may be accessed from the
website of the VCSC, www.vcsc.virginia.gov, including a downloadable manual which
includes all expired VCC’s. VCC’s may also be accessed from the ‘LIDS’ page of the
Compensation Board website,

http://www.scb.virginia.gov/LIDSinformation/vccsearch.cfm
VCC’s with an asterisk at the end of the sentence length (example: ASL1312M1 shows
sentence length 0-12M*) is an indication that the offense has a mandatory minimum.
Mandatory minimums are published in the VCSC’s version of the VCC’s.

22

§ 19.2-390.01.
If any criminal warrant, indictment, information, presentment, petition, summons, charging document
issued by a magistrate, or dispositional document from a criminal trial, involves a jailable offense, it
shall include the Virginia Crime code references for the particular offense or offenses covered. When
Virginia Crime Codes are provided on charging and dispositional documents, the Virginia Crime Codes
shall be recorded and stored for adult offenders in: criminal history computer systems maintained by
the State Police; court case management computer systems maintained by the Supreme Court of
Virginia; probation and parole case management computer systems maintained by the Department of
Corrections and the Virginia Parole Board; pretrial and community-based probation case management
computer systems maintained by the Department of Criminal Justice Services; and jail management
computer systems maintained by the State Compensation Board. The Department of Juvenile Justice
shall record and store Virginia Crime Codes for particular offenses related to juveniles in case
management computer systems. Virginia Crime Codes shall only be used to facilitate administration
and research, and shall not have any legal standing as they relate to a particular offense or offenses.





Jails are required to input Virginia Crime Codes (VCC) when recording Offense
information.
VCC’s are updated on the Compensation Board website each July.
Please be sure to download the VCC database from the Compensation Board website
to your jail management system at least annually. This will ensure that your jms is
equipped with all of the latest and updated VCC’s.

Violent Sexual Predator for Annual Court Appearance
Reason Confined Code 38 (RC-38)-Violent Sexual Predator for Annual Court
Appearance
The Virginia Center for Behavioral Rehabilitation is a facility operated by the
Department of Mental Health. Individuals confined therein are held on a civil
commitment order issued by the circuit court of the jurisdiction. Once they have
been civilly committed to the Department of Mental Health and placed in the program,
the Virginia Department of Corrections (DOC) has no further authority over these
inmates, and the inmates are no longer serving any felony sentence. The statute that
allows the courts to commit these individuals to the program requires that the circuit
court that committed the individual review the commitment status each year on the
anniversary of the original commitment. The circuit courts issue a transportation order
and the local sheriff deputies transport inmates for this annual review. The inmates are
generally only required to be held in the jail for a few days.


RC-38 Procedure: Funding for this inmate is $4 per day, as they are considered
Local Responsible.
 Confine inmate with Reason Confined Code ‘38’ - Violent Sexual Predator for Annual
Court Appearance
 VCC = PRI9917S9 - Temporary Hold
 Offense Date equals Committal Date.
 If released by court order to community, use Reason Release Code ‘18’ - Released by
Court Order
 If released back to a state mental facility use Reason Release Code ‘36’ -To State
Hospital.

23

Warrant




The Committal Order and the Warrant should agree
 If they disagree, contact the magistrate’s office to resolve the issue.
 Follow the magistrate’s directive on the commitment order since that
provides the legal authority to commit the individual to jail
 Audit staff will verify the data found in LIDS to the commitment order, not
the warrant, when conducting on-site audits
Three (3) different Warrants:
 Warrant - Local Ordinance
o If an offender is arrested on a Local Warrant and or City/County
Ordinance, the Type of Offense should be ‘O’. Reimbursement for local
warrants is $0
 Warrants - Misdemeanor
o If an offender is arrested on a State Warrant and the offense is a
Misdemeanor, the Type of Offense should be ‘M’. Reimbursement for total
days is $4 per day
 Warrants - Felony
o If an offender is arrested on a State Warrant and the offense is a Felony,
the Type of Offense should be an ‘A’ or ‘B’. Reimbursement for total days is
$4 per day

Weekender/Non-Consecutive Days



Payment for Weekender/Non-Consecutive Days is intended for prisoners that
have been convicted and sentenced to confinement in jail and the court has
imposed his/her time to be served on weekends or non-consecutives days
Procedure:
 Funding for this offender is $4 per diem, as they are considered Local
Responsible.
 Prisoners are booked in LIDS for each confinement period (Weekend/Non
Consecutive Days).
 If the prisoner is assigned a generated Social Security Number (SSN) in LIDS,
use this generated SSN (e.g., 900199999) each time he/she is booked into jail to
serve weekend/non-consecutive days.
 If offender is currently confined when sentenced to weekends:
o Release in LIDS with Reason Release Code ‘23’-Confinement Change w/in
Facility.
o Re-book with Reason Confined Code ‘29’- Weekender/Non-Consecutive
Days OR
o Re-book with Reason Confined Code ‘59’-Weekender/Non-Consecutive
Days-Has Pending Charges.
o Release offender with Reason Released ‘40’-Serving Sentence NonConsecutive Days.
 If offender is not currently confined when sentenced:
o Book offender into LIDS with Reason Confined ‘29’-Weekender/NonConsecutive Days OR
o Book offender into LIDS with Reason Confined ‘59’-Weekender/NonConsecutive Days-Has Pending Charges.
o Release offender with Reason Released ‘40’-Serving Sentence NonConsecutive Days.
 Once offender has finished serving all weekends/non-consecutive days,
release with Reason Release Code ’39’-Sentence Served.

24



If at any time an offender decides to finish serving their time straight,
weekender status is revoked, or they receive pending charges for which they
have not been given bail/bond confine with one of the following:
o Reason Confined Code ‘20’-Serving Sentence
o Reason Confined Code ‘50’-Serving Sentence-Has Pending Charges

§ 53.1-131.1. Provision for sentencing of person to nonconsecutive days in jail; payment to defray
costs; penalty.
Any court having jurisdiction for the trial of a person charged with a misdemeanor or traffic offense or
charged with any offense under Chapter 5 (§ 20-61 et seq.) of Title 20 may, if the defendant is convicted
and sentenced to confinement in jail, impose the time to be served on weekends or nonconsecutive
days to permit the convicted defendant to retain gainful employment. A person sentenced pursuant to
this section shall pay an amount to defray the cost of his keep, which amount shall be the actual cost of
incarceration but shall not exceed that amount charged to the Compensation Board for purposes of
reimbursement as provided in the general appropriation act. Such amount shall be collected by the
sheriff, if he is responsible for operating a jail, or by the regional jail superintendent, and remitted by
the sheriff to the treasurer of the appropriate county or city, or by the regional jail superintendent to
the regional jail board or authority, solely for the purposes of defraying the costs of such weekend or
nonconsecutive incarceration. The funds collected pursuant to this section shall not be used for
purposes other than those provided for in this section. The assessment provided for herein shall be in
addition to any other fees prescribed by law. If the defendant willfully fails to report at times specified
by the court, the sentence imposed pursuant to this section shall be revoked and a straight jail sentence
imposed.
If an offender who has been sentenced to nonconsecutive days by the court is in violation of the rules
of the jail pursuant to § 53.1-117, the sheriff or jail administrator may require the offender to serve out
a portion or the entirety of the remainder of his sentence in consecutive days. Upon revoking the
offender's ability to serve his sentence on nonconsecutive days, the sheriff or jail administrator shall
notify in writing the court that sentenced the offender and indicate the specific violations that led to
the decision.
The time served by a person sentenced for violation of state law in a local jail, regional jail, or local jail
farm pursuant to this section shall be included in the count of prisoner days reported by the
Department for the purpose of apportioning state funds to local correctional facilities for operating
costs in accordance with § 53.1-84.

Work Release
Reason Confined Code 26 (RC-26) – Work Release An offender may be sentenced
to work release by the court, or the sheriff/superintendent. Work Release offenders
are released during the day to an approved employer and return to jail at night for
confinement.


RC-26 Procedure: Funding for all Local Responsible inmates in this category
would be $4 per day. State Responsible inmates approved by DOC for work
release will be paid at the SR per diem of $12.
 Confine offender in LIDS with one of the following:
o Reason Confine Code ‘26’-Work Release OR
o Reason Confine Code ’56’- Work Release-Pending Charges
 Once offender has completed their sentence release with Reason Release ‘39’Sentence Served.
 If an offender violates the work release program:
o Release the prisoner in LIDS by using Release Reason Code ‘23’
Confinement change Within facility or Violated Program, then
o Re-book the inmate in LIDS on the same day he/she violated the
Alternative Program by using Reason Confined Code:
•
’20’, Serving Sentence, OR
•
‘50’, Serving Sentence, Pending charges

25




To place a State Responsible (SR) offender on work release the
Sheriff/Superintendent must receive approval from the Department of
Corrections (DOC).
§ 53.1-131, which addresses Work Release may be found in the Relevant Virginia
Codes section of the LIDS Users Guide.

Writ Procedure, Federal Inmates Committed to Jail
If a jail receives a Federal inmate booked into jail on a writ from either the General
District Court or Circuit Court (which acts as a committal order and/or state warrant) to
testify as a witness, use the following procedure.
 Procedure:
 If the inmate is not being held in jail on a state charge, confine in LIDS with
Reason Confined Code ‘13’ - Held as a material witness (non-DOC) Not serving
time on other charges.
 Held for locality should be the jail’s jurisdiction code (i.e., 520) and VCC=
PRI9909S9(Held as a Material Witness).
 When the court releases the inmate (after he/she serves as a witness), it is
suggested that the Federal Authority be contacted immediately to pick up the
inmate.
 Once the federal agency has taken the offender into custody use Release
Reason Code ‘51’ - To Federal Authority.
 If Federal Authority does NOT pick up the inmate the day the court releases
him/her and the inmate stays the night in jail, release the inmate using
Release Reason Code ‘23’ - Confinement Change Within Facility and recommit
the inmate using Reason Confined Code ‘73’ - Held for Federal Authority with
a Holding for Locality code of ‘888’ - Unspecified FIPS Code.
(Updated 7/10/2012)

26



---

Source Exif Data:

File Type                       : PDF
File Type Extension             : pdf
MIME Type                       : application/pdf
PDF Version                     : 1.5
Linearized                      : Yes
Author                          : Alice Coe
Comments                        : 
Company                         : Compensation Board
Create Date                     : 2012:07:13 12:25:28-04:00
Modify Date                     : 2012:07:13 12:27:47-04:00
Source Modified                 : D:20120713161736
Subject                         : 
Tagged PDF                      : Yes
XMP Toolkit                     : Adobe XMP Core 4.2.1-c043 52.372728, 2009/01/18-15:08:04
Metadata Date                   : 2012:07:13 12:27:47-04:00
Creator Tool                    : Acrobat PDFMaker 9.1 for Word
Document ID                     : uuid:0c4b20c8-63f5-4c5a-af47-74d53a2133f9
Instance ID                     : uuid:951f6b2a-46d2-4573-a479-dc8d5717b49d
Format                          : application/pdf
Title                           : Local Inmate Data System (LIDS)
Description                     : 
Creator                         : Alice Coe
Producer                        : Adobe PDF Library 9.0
Keywords                        : 
Page Layout                     : OneColumn
Page Count                      : 26

EXIF Metadata provided by EXIF.tools