TN 22 (06-14)

GN 02607.420 Incarceration Reporting and Control System (IRCS)

The IRCS is a series of automated screens and queries used to record, maintain, and display information about all Federal, State, and local correctional and mental institutions (both participating inmate reporting institutions and non-participating institutions). IRCS maintains information about individual reporters and facilities, including:

  • reporting agreement data,

  • details of reports received, and

  • incentive payments for timely reports of confinement. 

Field office (FO) personnel establish and update agreement, reporter, and facility information on IRCS as discussed in this section.

For more information on the IRCS, see GN 02607.410.

A. Establishing reporter and facility information

When an institution signs a reporting agreement, either the Regional Prisoner Coordinator (RPC) or parallel FO manager who negotiated the agreement populates IRCS with information about the:

  • agreement,

  • reporting institution, and

  • associated facilities.

IRCS maintains information in its database on all known correctional institutions in the United States. Notify your RPC if you become aware of a new correctional institution or discover the existence of an institution that is not already on IRCS. The RPC will verify that the institution is actually a new institution and either negotiate an agreement with the institution or establish it as a non-participating institution. For an overview of IRCS, see MSOM PRISON 002.001. For a list of the RPCs, see GN 02607.990.

1. Accessing IRCS establishment input screens

To access IRCS agreement, reporter, and facility information input screens, on the Prison System Menu (PSMU) screen, select:

  • FIELD OFFICE: enter the office code associated with the PIN used to log onto the system;

  • MODE: 1 (ESTABLISH);

  • FUNCTION: 4 (REPORTER AND FACILITY); and

  • the desired STATE.

For information on the PSMU screen, see MSOM PRISON 001.003.

2. Coding the input screens

The PSMU ESTABLISH mode will present a series of sequential input screens. Complete the screens as follows:

  1. Existing Reporter/Facility ID (IERF) screen: This screen displays the Reporter ID Codes or Facility ID Numbers, and their corresponding names, currently assigned for the State entered on the PSMU screen.

    • If the reporter and associated facility(ies) are not listed on the IERF screen, continue pressing “ENTER” to proceed through the data fields until you reach the next screen.

    • If the reporter or associated facility is already listed on the IERF screen, press “PF3” to return to the PSMU screen and follow instructions in GN 02607.420B in this section.

    For information on using the IERF screen, see MSOM PRISON 002.002.

  2. Incarceration Agreement Identification Data (IAID) screen: Enter data in each field as instructed in MSOM PRISON 002.003. Input the date the institution signed its most current inmate reporting agreement as the “Start Date.”

  3. Reporter Contact Information (IRID) screen: Enter data in each field as instructed in MSOM PRISON 002.004.

  4. Reporter Remarks (IRI2) screen: Enter data in each field as instructed in MSOM PRISON 002.005. Some examples of remarks to include on this screen are:

    • special instructions that apply for inmate verification with the reporting institution (e.g., send FAX only do not contact the jail directly for inmate information; send requests for verification through the parallel FO);

    • name and code of the FO responsible for negotiating the agreement with the institution;

    • status of any reporting problems with the institution; and

    • status of any ongoing reporting agreement negotiations with the institution.

  5. Facility Identification Information (IFID) screen: Enter data in each field as instructed in MSOM PRISON 002.006. Establishing a reporter on IRCS also requires establishing at least one facility associated with that reporter.

  6. Incentive Payment Identification Information (IPID) screen: Enter data in each field as instructed in MSOM PRISON 002.007.

    CAUTION: If you use PF3 to back out of IRCS before you transmit the IPID screen, none of the input screens will process.

  7. Assignment of Reporter/Facility Identification Numbers (IARF) screen: This screen displays the new reporter identification (RID) and facility identification (FID) numbers that IRCS assigned during establishment of a new reporter or facility, or both. Display of the IARF verifies that coding of the facility(s) and reporter information processed. For more information on the IARF screen, see MSOM PRISON 002.008.

B. Changing existing reporter or facility information

Both the RPCs and FO employees (at the FO manager’s discretion) may update most reporter and facility information on IRCS. However, Central Office (CO) must make the reporter and facility information changes listed in GN 02607.420B.4. in this section.

1. Establishing an additional facility for an existing reporter

  1. To access the IRCS update screens, on the PSMU screen, select:

    • FIELD OFFICE: enter the office code associated with the PIN used to log onto the system;

    • MODE: 1 (ESTABLISH);

    • FUNCTION: 3 (FACILITY); and

    • REPORTER ID: XXXX (RID for the facility you are adding to IRCS).

    For information on the PSMU screen, see MSOM PRISON 001.003.

  2. Enter the new facility’s identification information on the IFID screen as instructed in MSOM PRISON 002.006 and the facility’s incentive payment information on the IPID screen as instructed in MSOM PRISON 002.007.

CAUTION: If you use PF3 to back out of IRCS before you transmit the IPID screen, none of the input screens will process.

2. Updating existing reporter information

  1. To access the reporter update screens, on the PSMU screen, select:

    • FIELD OFFICE: enter the office code associated with the PIN used to log onto the system;

    • MODE: 2 (UPDATE);

    • FUNCTION: 2 (REPORTER); and

    • REPORTER ID: XXXX.

  2. The screens used to update reporter information will depend on the change(s) needed. Update or change existing reporter information on one or more of the following screens:

    • IAID;

    • IRID; and

    • IRI2.

If the reporter is changing to a non-reporter, do not make changes to any of these screens. Instead, contact the RPC who will forward the new reporter information to CO for input. For more information on CO required changes, see GN 02607.420B.4. in this section.

3. Updating existing facility information

FOs are responsible for periodically reviewing and updating IRCS information for correctional facilities in their service area. To view IRCS information about an existing facility, access the Facility Identification Query (QFID) screen on IRCS. For information on the QFID screen, see MSOM PRISON 002.013.

The screens used to update facility information will depend on the change(s) needed.

  1. To access the facility update screens, on the PSMU screen, select:

    • FIELD OFFICE: enter the office code associated with the PIN used to log onto the system;

    • MODE: 2 (UPDATE);

    • FUNCTION: 3 (FACILITY); and

    • FACILITY ID: XXXXXX.

  2. Update facility identification data using the IFID screen.

  3. Update a facility’s incentive payment eligibility and contact data using the IPID Screen. In some situations, FOs cannot make changes to the incentive payee and bank data fields on the IPID screen as explained in GN 02607.420C.2. in this section.

4. CO required changes

Only CO may make the following changes to IRCS:

  • change an institution from a reporter to a non-reporter;

  • change a facility to “participating” or “non-participating” in the prisoner reporting program;

  • transfer a FID from one reporter to another reporter;

  • deactivate or delete erroneous RIDs and FIDs; and

  • reactivate RIDs and FIDs.

If an established relationship between a reporter and a facility changes, contact your RPC. If deactivating a facility and that facility has the FEEDBACK indicator checked on the IAID screen, remove the FEEDBACK indicator before contacting the RPC. After development, the RPC will contact CO to correct IRCS.

For more information on deactivating, deleting, or correcting RIDs and FIDs, see MSOM PRISON 002.017.

C. Changing a facility’s Employer Identification Number (EIN) or bank data

After we establish a facility’s EIN and bank account data on IRCS, either or both may change over time. We can change these data upon receiving an acceptable request for the change(s).

1. Acceptable forms of change requests

A facility must submit a request to change its EIN or bank data in one of the following ways:

  1. A signed SF-3881 (Miscellaneous Payment Enrollment Form);

  2. A letter on the facility’s letterhead signed by an appropriate official with the authority to request the change;

  3. An email or FAX from an appropriate official with the authority to request the change, sent from the facility’s email or FAX address; or

  4. A telephone call from the incentive payment payee. Verify the caller’s identity using information on the Incentive Payment Identification Query (QPID) screen. For example, can the caller correctly provide the:

    • payee name;

    • address;

    • EIN;

    • contact name; and

    • bank data.

    If the supplied information conforms to the QPID screen information, accept the new EIN or bank data from the caller. Annotate the IRID screen with the name of the caller, date of the request, and the date you changed the IRCS data.

    For information on the QPID screen, see MSOM PRISON 002.014.

2. FO procedure for changing EIN and bank account data

If you receive an acceptable request from a facility or the RPC notifies you that CO received an acceptable request, make changes to the appropriate data fields on the IPID screen. You may always make changes to the incentive payment data fields and the EIN field. You can change the bank account data fields only when the facility’s request requires you to establish a new EIN.

To determine that an EIN is new or was previously established, review the Query Employer Identification Number (QEIN) screen. For information on the QEIN screen, see MSOM PRISON 002.019.

Make changes to the EIN, incentive payment data, and bank account data as follows:

a. Facility’s EIN changes to one not already established in IRCS

If changing a facility’s EIN to one that is not currently on IRCS, make changes to all IPID fields requiring a change. For instructions on completing the IPID screen, see MSOM PRISON 002.007.

Example: Several incentive payment facilities may share an EIN under an umbrella-reporting agency with all incentive payments sent to one central bank account. If one of the facilities has permission from the umbrella-reporting agency to receive incentive payments in a separate bank account, that facility must apply for a new EIN and then request that we make the EIN and the bank account information changes.

b. Facility’s EIN does not change or changes to one already established on IRCS

FOs have a limited role in making changes when a facility’s EIN remains the same or changes to an EIN already established on IRCS. A facility transferring from one umbrella-reporting agency to another is an example of a facility needing to change its EIN to one already established on IRCS. In these situations, FOs may make changes only to the following IPID data fields:

  • INCENTIVE PAYMENT ELIGIBILITY INDICATOR;

  • INCENTIVE PAYMENT AGREEMENT SIGNED DATE;

  • FACILITY INCENTIVE PAYMENT CONTACT, PHONE, EXT, FAX, EMAIL; and

  • EIN

    If the facility also requested a change to any of the bank data fields, email the facility’s request for bank data correction and accompanying material (e.g., SF-3881) to the RPC. Provide the RPC the following information in your referral:

  • name of facility and FID code;

  • the bank data changes needed; and

  • date you received the facility’s change request.

3. RPC procedure for changing bank data

If a facility’s EIN does not change or changes to an EIN already established on IRCS, update the following bank data fields:

  • INCENTIVE PAYEE;

  • ADDRESS;

  • BANK DATA (including: ROUTING AND TRANSIT NUMBER, ACCOUNT TYPE, and DEPOSITOR ACCOUNT NUMBER);

  • CONTACT NAME;

  • PHONE number and EXT;

  • FAX; and

  • EMAIL.

Use the Bank Correction (BCOR) screen from the PSMU menu to make the changes to these fields. Review the change request and obtain the EIN number for the incentive payment facility from the IPID screen. The EIN is the data element identifier that will allow you to correct bank data on the BCOR screen.

  1. To access the BCOR screen, on the PSMU screen, select:

    • MODE: 2 (UPDATE); and

    • FUNCTION: 8 (CORRECT BANK DATA)

    For information on the PSMU menu, see MSOM PRISON 001.003.

  2. Update or change information on the BCOR screen as follows:

    • input the EIN for the facility that needs data corrections;

    • change the bank data element(s) that needs correction following BCOR instructions in MSOM PRISON 002.018; in addition

    • change a non-bank data element along with the bank data correction or the correction will not process. If no other information is changing, update a non-bank data element by making a minor modification such as “street” to “st,” or “Department” to “Dept.”

Changing data on the BCOR screen will change data for all facilities sharing the same reporter EIN. You can identify all of the facilities under a reporting entity by going to the IRCS Agreement/Reporter/Report Data Query (QARR) screen. For information on the QARR screen, see MSOM PRISON 002.009.

D. IRCS alerts

IRCS generates diary alerts to FO managers and the RPCs to inform them that a report is overdue or that an informal reporting agreement is about to expire. For more information on IRCS alerts, see MSOM PRISON 002.001.

1. Overdue report alert

IRCS generates an overdue report alert 14 days after the receipt date of the institution’s last report as shown on the IRID screen plus the number of days associated with the institution’s reporting frequency and every 30 days thereafter until the reporter submits a new report. IRCS establishes a receipt date each time CO or an FO processes an inmate report. For an exhibit of an overdue report alert, see GN 02607.420E.1 in this section.

When receiving an overdue report alert:

  • review the QARR screen to determine the agreement status, the reporting method, and the last report date. To access the QARR screen, see MSOM PRISON 002.009C;

  • compare the alert information to the institution’s last inmate report date;

  • if the date of the last report predates the alert date, contact the institution and determine why they did not submit a new inmate report;

  • annotate the results of your contact on the IRI2 screen in the INCARCERATION REMARKS section; and

  • if the institution states that they did submit a new inmate report, contact the RPC to help investigate the cause of the missing inmate report.

For institutions that submit paper reports to the FO, you can help avoid receiving overdue report alerts by monitoring these institutions’ regular reporting cycles and processing their reports timely.

2. Agreement expiration alert

IRCS generates an alert 120 days before the expiration of an informal reporting agreement as a reminder for the parallel FO manager or the RPC to renegotiate the agreement. IRCS sends follow-up alerts every 30 days until the negotiator places new agreement data on IRCS. For an exhibit of an agreement expiration alert, see GN 02607.420E.2 in this section.

E. IRCS alert exhibits

1. Facsimile of overdue report alert

INCARCERATION REPORT CONTROL SYSTEM (IRCS) MM/DD/YYYY

OVERDUE PRISON REPORT ALERT

  

ATTN: REGIONAL PRISON COORDINATOR

REPORTER ID CODE: XXXX

REPORTER NAME: XXXXXXXXXXXXXXXXXXXXXXXXX

REPORT DUE DATE: MM/DD/YYYY

Contact the reporter to submit the appropriate prison

report. See POMS GN 02607 and MSOM Chapter 91.

2. Facsimile of agreement expiration alert

INCARCERATION REPORT CONTROL SYSTEM (IRCS) MM/DD/YYYY

REPORTER AGREEMENT WILL EXPIRE

IN 120 DAYS ALERT

  

ATTN: REGIONAL PRISON COORDINATOR

REPORTER ID CODE: XXXX

REPORTER NAME: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

AGREEMENT START DATE: MM/DD/YYYY

AGREEMENT EXPIRATION DATE: MM/DD/YYYY

Contact the reporter to renegotiate the agreement. See POMS GN 02607 and MSOM Chapter 91-B.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0202607420
GN 02607.420 - Incarceration Reporting and Control System (IRCS) - 06/13/2014
Batch run: 06/13/2014
Rev:06/13/2014