VERSION 4 Modification 4.14 February 10, 2000 Page 1 of 11 CREATE RESTITUTION FOR MULTIPLE CASES A new Create Restitution for Multiple Cases program has been added to the District Justice System (DJS) in addition to the Restitution/Civil Award option. This new restitution program will give you a way to reduce the volume of small checks that you create for one restitution recipient. This reduction in the number of checks you print can result in savings for your office and efficiency for your restitution recipients. With this new restitution program, you will maintain a REST (Multiple Case Recipient) in a way similar to the way you maintain a SRVR (Server). When you are in a case, you will add the multiple case recipient to the case as an interested party. The DJS will allow you to combine restitution payments to this REST (Multiple Case Recipient) into one check just as you can combine payments of server fees from multiple cases into one check. Multiple restitution requires four steps: 1. Maintain the multiple case recipient from the Out of Case Maintenance Menu. 2. Add the multiple case recipient to a case. 3. Record the amount of restitution the District Justice awarded in the case. 4. Combine payments into one restitution check. The following pages describe in detail these four steps. Please read the modification in whole before inserting the pages into the applicable sections of the District Justice Automated Office Clerical Procedures Manual. VERSION 4 Modification 4.14 February 10, 2000 Page 2 of 11 INSERT THIS PAGE AND PAGE 3 BETWEEN THE FOLLOWING PAGES: H34 AND H35, MAINTENANCE CHAPTER, OUT OF CASE PROCESSING MANUAL Maintain Multiple Case Recipients from the Out of Case Maintenance Menu The first step in using the new multiple case recipient process is to maintain the names of the multiple case recipients you will be using outside of any case. We recommend that one individual or group of individuals be responsible for this name maintenance to minimize duplicate entries and confusion about the correct format for the multiple case recipients. 1. From any menu selection screen outside a case, type 55 (Maintenance) and press . 2. From the Maintenance Menu, type 1 (Names and Addresses) and press . 3. On the Maintain Names screen, type REST (Multiple Case Recipient) in the Name Type field, or press to select this code from a pop-up window. 4. In the Name ID field, type the multiple case recipient code you have created for the corresponding multiple case recipient. The Name ID must be created in the proper format. The proper format consists of four letters, a hyphen, and three numbers (AAAA-###). If the multiple case recipient is not in the correct format, an error message will display. 5. Press to access the Maintain Names screen. The Name Type field and the Name ID field will display with the information you typed on the previous screen. The Account Code field will be in white and will read ESCR-REST. VERSION 4 Modification 4.14 February 10, 2000 Page 3 of 11 6. The cursor defaults to the Corporate Name field. In the Corporate Name field, type the name of the multiple case recipient and press . 7. In the Mail Name field, type the name of the multiple case recipient and press . When a multiple case recipient restitution check is printed, both the Corporate Name and the Mail Name print on the check. 8. In the first field of the Mail Address, type the street number of the multiple case recipient and press . 9. In the second field of the Mail Address, type the street name of the multiple case recipient and press . 10. In the Apt field, type the apartment number if applicable and press if necessary. Otherwise, press to bypass the field. 11. Type the multiple case recipient's city, state, and postal zip code in their corresponding fields, pressing to move from field to field. 12. If known, type the telephone number, area code first, of the multiple case recipient in the Telephone field and press . 13. If known, type any other telephone number, area code first, of the multiple case recipient in the Other Phone field and press . 14. Press to create the new multiple restitution record. 15. Press to return to the Maintenance Menu. VERSION 4 Modification 4.14 February 10, 2000 Page 4 of 11 INSERT THIS PAGE, PAGE 5, AND PAGE 6 BETWEEN THE FOLLOWING PAGES: J8 AND J9 MAINTENANCE CHAPTER, TRAFFIC/NONTRAFFIC MANUAL J8 AND J9 MAINTENANCE CHAPTER, CRIMINAL/MISCELLANEOUS DOCKET MANUAL Multiple Restitution Recipient Entry After the multiple restitution recipient's name has been maintained at the out of case Maintenance Menu, you will be able to select and add the name to the individual cases. Once a multiple restitution recipient has been added to a case, the recipient's information cannot be altered or removed from the case. The recipient, however, may be deactivated from the case. 1. From any menu selection screen within a case, type 65 (Maintenance) and press . 2. From the Maintenance Menu, type 3 (Interested Parties) and press . 3. The Interested Party pop-up window will appear. Press to add a new multiple restitution recipient. 4. Press to bypass the Interested Party Search screen. Multiple restitution recipients cannot be selected from this screen. 5. The Interested Party Entry screen will appear. In the IP Type field, type the interested party type code and press if necessary, or press to choose the appropriate code from the pop-up window. All interested party types are valid for multiple restitution recipients except DEF (Defendant) and CODF (Co-Defendant). Do not complete any other fields on this screen. 6. Press (Names File). VERSION 4 Modification 4.14 February 10, 2000 Page 5 of 11 7. The Names File pop-up window will appear. Use to move the cursor and place an X next to REST (Multiple Case Recipient). 8. The Maintain Names screen will appear, listing all of the multiple case recipients previously maintained from outside the case. Place an X next to the recipient you want to add to the case. If the recipient you want to add to the case does not appear on this list, press to add, or refer to the section of this laser fax entitled Maintain Multiple Case Recipients from the Out of Case Maintenance Menu. 9. Press . 10. Verify that the multiple case recipient's address information is correct and current. If any of this information has changed, it may be updated on this screen. (If you change any information on this screen, the Names File will also be updated, the correct information will print on the recipient's check, and the information will be correct for any subsequent cases to which this recipient is added. However, if this recipient has been added to other cases prior to making this correction, the information on those cases will not be updated automatically.) After you have verified that this information is correct, press . 11. A pop-up window will appear asking if you want to add this recipient as an interested party to the case. Type Y for yes or N for no and press If you type Y for yes, continue with the next step. If you type N for no, return to step 8. 12. You will return to the Interested Party Entry screen. The multiple case recipient's information will appear in white on this screen as inquiry only. Press to return to the Maintenance Menu. VERSION 4 Modification 4.14 February 10, 2000 Page 6 of 11 Add a District Justice or an Officer ID With the Multiple Restitution change, you are also able to add a District Justice or a police officer to an existing case from within the case. The procedure is similar to that of adding a multiple case recipient. When the Names File pop-up window appears, place an X next to either JDGE (District Justice) or OFID (Officer ID). The Maintain Names screen will appear, listing all of the District Justices in Pennsylvania or police officers previously maintained from outside the case. Place an X next to the District Justice or police officer you want to add to the case and press . If the police officer you want to add to the case does not appear on this list, refer to the section of the Out of Case Processing Manual entitled Names and Addresses in Chapter H - Maintenance Menu. Since the District Justice list is a statewide names list maintained by the AOPC, you cannot make changes to the District Justice information displayed on the Maintain Names screen. You may only copy the information into the selected case. VERSION 4 Modification 4.14 February 10, 2000 Page 7 of 11 INSERT THIS PAGE BETWEEN THE FOLLOWING PAGES: I46 AND I47 ACCOUNTING CHAPTER, TRAFFIC/NONTRAFFIC MANUAL I46 AND I47 ACCOUNTING CHAPTER, CRIMIAL/MISCELLANEOUS DOCKET MANUAL Assign Restitution to a Multiple Restitution Recipient The procedure for recording restitution for a multiple restitution recipient is the same as the procedure for recording restitution for a single recipient. For steps on maintaining private restitution, refer to page I45 in any of the in-case manuals. There are, however, three enhancements to the Restitution screen. First, you will now be able to maintain a restitution recipient from the Restitution screen by pressing . This allows you to maintain an interested party without exiting the Restitution screen. Second, a browse feature has been added to this screen. Type B in the Opt field in front of each restitution recipient to verify the name and address without leaving the restitution screen. Third, a Name Type column has been added. This column will contain the code of REST if the interested party is a multiple restitution recipient. This code will help you distinguish multiple case recipients from individual case recipients. VERSION 4 Modification 4.14 February 10, 2000 Page 8 of 11 INSERT THIS PAGE AND PAGE 9 BETWEEN THE FOLLOWING PAGES: F6 AND F7 ACCOUNTING CHAPTER, OUT OF CASE PROCESSING MANUAL Creating Checks for Multiple Case Recipients You may create a multiple restitution check at any time. Remember, however, that creation of restitution checks may be delayed for a 30-day waiting period. Creating a multiple restitution check is similar to creating a server check. Cases with identical recipients will display and you can combine restitution payments from several cases into one check. 1. From any menu selection screen outside a case, type 53 (Accounting) and press . 2. From the Accounting Menu, type 1 (Office Accounting Functions Menu) and press . 3. From the Office Accounting Functions Menu, type 1 (Create Checks Menu) and press . 4. From the Create Checks Menu, type 3 (Restitution for Multiple Cases) and press . 5. The Create Restitution Checks for Multiple Cases screen displays. The current system date displays as the default date in the Period End Date field. If you want this to be the cutoff date for creating the checks, press . Otherwise, type the cutoff date that you want for the creation of the restitution checks for multiple cases and press . 6. Type the restitution ID in the Restitution ID field, or press to select a Restitution ID code from a pop-up window. 7. Press . VERSION 4 Modification 4.14 February 10, 2000 Page 9 of 11 8. If you want payment information for any of the listed cases, press until the cursor is positioned in the Opt field in front of the applicable docket number, type P (Payment Inquiry), and press . The Payment Inquiry screen for the selected case will display. When you are finished viewing the Payment Inquiry, press to return to the Create Restitution Checks for Multiple Cases screen. 9. Place an X in the Opt field next to each docket number on the list for which you want to create a restitution check or press to select all cases. 10. Press . If you choose all cases to be included in the check, the message, ALL CHECKS HAVE BEEN CREATED will display. If you choose only specific cases to be included in the check, you will return to the Create Restitution Checks for Multiple Cases screen. 11. Press to return to the Create Checks Menu. VERSION 4 Modification 4.14 February 10, 2000 Page 10 of 11 CHANGING AN EXISTING RESTITUTION RECIPIENT TO A MULTIPLE CASE RECIPIENT If you have pending cases with a restitution balance due, and you want to change the restitution recipient to be a REST (Multiple Restitution Recipient), complete the following steps. Use these steps only if you want to switch an existing restitution recipient who is still owed restitution to a multiple restitution recipient. DO NOT PTRN (Payment Transfer) or UCOL (Unapply Collateral) PAYMENTS THAT CONTAIN PAID-OUT RESTITUTION. 1. Determine how much restitution was paid out to the recipient. The Case Accounting Summary Report will provide you with this information. 2. From any menu selection screen within the case, type 64 (Accounting) and press . 3. From the Accounting Menu, type 5 (Restitution) and press . 4. Using , position the cursor on the Amount field of the recipient that you are switching. 5. Type the amount of restitution that has been paid out and press to clear the original amount. This will make the restitution amount due $0. 6. If the multiple restitution recipient has not been maintained on the case, press (Maintain IP) to add the multiple case recipient. Follow the instructions beginning with step 8 and ending with step 11 under the heading Multiple Restitution Recipient Entry on page 5 of this laser fax. 7. On the restitution screen, type Y for yes in the DJ Accept Payment? field. VERSION 4 Modification 4.14 February 10, 2000 Page 11 of 11 8. Press to position the cursor in the Amount field of the REST interested party that was just maintained. 9. Type the dollar amount of the restitution still owed in the Amount field and press . 10. The total amount of restitution (already sent to the existing recipient and to be sent to the multiple case recipient) should equal the original amount ordered by the District Justice. When this total amount is correct, press to return to the Accounting Menu.