HomeMy WebLinkAbout20080135.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 8.000, BUSINESS
OFFICE POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS,the Board has been presented with Revisions to Section 8.000,Business Office
Policies and Procedures, for the Department of Social Services Operations Manual, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, a copy
of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Board of Social Services, that the Revisions to Section 8.000,
Business Office Policies and Procedures for the Department of Social Services Operations Manual,
be, and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 7th day of January, A.D., 2008.
BOARD OF COUNTY COMMISSIONERS
nn l WELD COUNTY, COLORADO
ATTEST: I N t 4;,�/( p E 8 /`L.1 i-
f'h./ /,', z,
(45
,. ill H. Jerke, Chair
Weld County Clerk to the Board 1861 ,. -
LT.,-. Robert D. Masden, Pro-Tern
��
BY: Kie// „Deput4Glerkto the Board ' ,, r a{2t :c:
APP D AS1;950 . C
z David E. Long
u y At orney V
Dougla Radem her
Date of signature: /dV—c8
2008-0135
SS0035
00 95 0 1 -;xZ -0z�
411
DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
' GREELEY, CO. 80632
Website:www.co.weld.co.us
Administration and Public Assistance(970)352-1551
OFax Number(970)353-5215
•
COLORADO MEMORANDUM
TO: David E. Long, Chair Date: December 17, 2007
FR: Judy A. Griego, Director, Social Services_ ,
RE: Revisions to Section 8.000, Business Offie&Policies and
Procedures, Weld County Department of Social Services
Operations Manual
Enclosed for Board approval are revisions to Section 8,000, Business Office Policies and
Procedures, Weld County Department of Social Services Operations Manual. These revisions
were reviewed at the Board's Work Session held on December 17, 2007.
The revisions are to:
1. Delete references to lodging and to add parking fees as an allowable request for
reimbursement.
2. Reference the County Policy regarding tips and to require an original itemized receipt for
reimbursement documentation.
Section Citation Title of Section
8.100.3 Completion of Form—County Expense Account Sheet Mileage Chart
8.100.4 Per Diem Expenses
If you have any questions, please telephone me at extension 6510.
2008-0135
8.100.4 Per Diem Expenses
Meal expenses necessitated by travel on Department business are
reimbursable at the specified per diem rate. Per Section 5.315.141 of
Volume 5 of the Colorado Department of Human Services Staff Manual,
`Maximum meal allowance is allowed regardless of the amounts actually
spent for each meal. Receipts are not required'. However,prior
supervisor authorization,as evidenced by a completed Staff Development
Staff Development Request Form, is required for any travel,
accommodation,or per diem expenditures in connection with Staff
Development/Staff Training. See attached blank Staff Development Form
(Exhibit D)and completed Staff Development Form(Exhibit E).
A. Meals included in the registration fee paid by the County or State
for Staff Development/Staff Training activities or as part of the
transportation fare are not eligible for reimbursement separately as
per diem reimbursement.
B. No per diem is allowed for travel which occurs wholly within one
day. For purposes of this exclusion, `wholly within one day'
means all travel occurred between 5:00 a.m. and 8:00 p.m.of the
same calendar day. The Department will reimburse Department
staff who attend one-day workshops, seminars,conferences,or
other related training programs as required or approved by the
Department according to the Weld County Employee Personnel
Policy Handbook,Ordinance 118-P. To be reimbursed for these
expenses,you must submit the original itemized receipts for your
meals,the Guest Copy with only the total and tip listed is not
acceptable,as well as the training authorization form, for which Deleted:,
you are requesting reimbursement. If you do not have your
receipt(s),you will be required to submit a verification form
(Exhibit A). This form must be signed by a notary public. Staff is
requested to use the verification form sparingly because it is
expected that receipts will be used for most occasions. The
Business Office will question meal costs that seem excessive,
using the per diem rate as its guide.
C. Food Service tips are assumed to be included in the per diem
rates,po separate cost of tips will be reimbursed with per diem. --'Deleted:. N
The customary amount for a tip on a food bill is 15%and if • {Formatted:Indent:First line: 0"
required by restaurants due to larger parties 18%.. The Department
will only reimburse up to 15%for gratuities, unless the receipt
from the restaurant indicates on the bill that due to a larger party
18% is required. Any amount in excess of the guideline should not
he included on the Expense Account Sheet. The Business Office
will deduct the excess amount from the Expense Account Sheet.
Revised 3/04 D. Meal expenses for a child in the physical custody of a Department
employee may be reimbursed for the actual cost of the meal. This
must be pre-approved by the Child Welfare Administrator or
his/her designee before the expenditure can be made. Receipts for
these expenditures are required. Employees can put this
expenditure on Form 5315 County Expense Account Sheet.
8.100.3 Completion of Form 5315-County Expense Account Sheet
Each Section on the form exists for a purpose. Therefore,the form should be
completed as thoroughly as possible. If the following fields are not completed or
do not sufficiently explain the request for reimbursement,the form may be
returned to the employee for further clarification before reimbursement will be
remitted:
Claim For: Time period covered by request. See Section 8.100.1
Date: Date of specific episodes for which reimbursement is
requested
Destination: City and address of destination
Purpose: Brief,yet understandable,explanation of reason for travel
Time: Departure and Return times from and to the duty station.
Particularly required for any request of per diem of lodging
reimbursement. See Section 8.100.4
No.of Miles: Actual Mileage Only is reimbursed in going to and from
field assignments from the Social Services building. If the
point of origin is other than the Social Services building, it
needs to be identified also in the Destination section. Any
evidence of"padding"the mileage to obtain reimbursement
for otherwise non-reimbursable incidental expenditures
may result in disciplinary action up to and including
termination and criminal investigation. Mileage between
home and Social Services building will not be reimbursed,
even if incidental stops,not adding significantly to driving
distance, were made on Department business. See Section
8.100.6.
Meal Allowance: See Section 8.100.4
Actual Exp. Lodging: Lodging expense incurred and paid for by
employee. Receipts substantiating expenditure must
accompany. Generally, lodging is paid in advance by the
Department whenever possible.
Deleted:Allowed for Lodging:
r :Obsolete section do not complete
Parking: Actual fee incurred. See section 8.100.2
Total Reimbursement: Total Meal Allowance„Lodging and P eking LDeleted:and _
identified in columns (7)through (L[). ,Deleted:o
Total Number of Miles: Total of Column (6).
X $per mile: Rate at which mileage indicated on form is to be
reimbursed. NOTE: Mileage at a rate other than the current
County reimbursement rate must be indicated on a separate
form.No mileage should be indicated in the Miscellaneous
section.
Miscellaneous: Incidental reimbursement expenditures paid by the
employee for which reimbursement is requested. Receipts
must be attached to the form substantiating payment.
Employee's Name(Typed or Printed): It is imperative that you print
your name here. Many people's signatures are difficult to
decipher. If the name can't be read,you can't be
reimbursed.
Signed: Employee's Signature.
Title: As shown on Personnel records.
Date: Actual date signed.
Approved: Signature of employee's immediate supervisor.
Title: Supervisor's title as shown on Personnel records.
Date: Date supervisor signed the form indicating approval.
See examples of blank Form 5315 (Exhibit B) and completed Form 5315 (Exhibit
C)attached.
Hello