New York State Office of the State Comptroller WorkingDivision of Local Government Together and School Accountability with Town and Village Courts Working To JUSTICE COURT FUND Handbook for Town and Village Justices and Court Clerks Village Courts Working Together Working Together with Town and Village Courts Town and Village Courts Working Together with Town an Working Together with Town and Village Courts d Village Working Togeth and Village Courts Working Together Thomas P. DiNapoli State Comptroller Table of Contents Message .......................................................................................................................6 Introduction ..................................................................................................................7 Summary and Highlights .......................................................................................................................8 Reporting Monthly to the State Comptroller ...........................................................10 Taking Office ........................................................................................................................................10 Justice Identification Number ..............................................................................................................10 Reporting Monthly to the State Comptroller ........................................................................................10 When to Report ................................................................................................................................... 11 What to Report .................................................................................................................................... 11 Criminal ......................................................................................................................................... 11 Civil ................................................................................................................................................ 11 Reporting Requirements ......................................................................................................................12 Electronic Filers .............................................................................................................................12 Non-Electronic Filers .....................................................................................................................13 How to Report ......................................................................................................................................13 Certification ..........................................................................................................................................16 Where to Send the Report ...................................................................................................................16 Leaving Office ......................................................................................................................................17 Special Circumstances ........................................................................................................................17 Questions? ..........................................................................................................................................17 Table of Abbreviations ..........................................................................................................................18 Electronic Filing and Invoice Billing Procedures. ..................................................20 Electronic Filing ...................................................................................................................................20 Preparing Your Report: Automated Processing Systems ....................................................................20 Sending Your Report: Electronic Communication ................................................................................21 Using the Internet ..........................................................................................................................22 Using Email ...................................................................................................................................22 The Invoice Billing Procedure ..............................................................................................................23 Chief Fiscal Officer’s Responsibilities .................................................................................................23 Requests for Current or Past Invoices/Distribution Statements ..........................................................24 Freedom of Information Requests .......................................................................................................24 Additional Data Security Considerations .............................................................................................24 Questions? ..........................................................................................................................................25 How to Record Court Actions and Dispositions: Selected Examples ................26 Aggravated Unlicensed Operation (AUO) of a Motor Vehicle in the Second Degree ..........................26 Bail Overview .......................................................................................................................................26 Bail Fees (Poundage) ....................................................................................................................27 Forfeited Bail ..................................................................................................................................28 Unclaimed Exonerated Bail ...........................................................................................................29 Felony Bail .....................................................................................................................................29 Civil Fees .............................................................................................................................................29 Committed in Lieu of Fine/Originally Sentenced to Jail (OSJ) .............................................................29 Copies of Papers ..................................................................................................................................30 Justice Court Handbook – 1 Criminal Court Certificate of Disposition ..............................................................................................30 Dishonored Checks - Service Charge .................................................................................................31 Dismissed Cases .................................................................................................................................31 General ..........................................................................................................................................31 Mass Dismissals ............................................................................................................................32 Adjournments in Contemplation of Dismissal ................................................................................32 DNA Databank Fee ..............................................................................................................................32 Dog Cases ...........................................................................................................................................33 DWI Offenses - Conditional Discharge ................................................................................................33 Environmental Conservation Cases ....................................................................................................34 Felony Cases .......................................................................................................................................34 Hand-Held Mobile Telephone (Cell Phones) and Other Portable Electronic Devices ......................... 35 Indigency of Defendant ........................................................................................................................35 Installment Payments ..........................................................................................................................36 Miscellaneous Notations ......................................................................................................................36 New York Codes, Rules and Regulations (NYR) .................................................................................36 Overpayment of Fines .........................................................................................................................37 Photo Monitoring .................................................................................................................................37 Reduced Charges and Multiple Charges .............................................................................................37 Restitution and Reparation ..................................................................................................................38 Sealed Cases .......................................................................................................................................39 Sex Offender Registration Fees ..........................................................................................................39