HomeMy WebLinkAbout20072772.tiff RESOLUTION
RE: APPROVE REVISION 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 a Revision 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 revision, a copy of
which is 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 Revision 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 29th day of August, A.D., 2007.
BOARD OF COUNTY COMMISSIONERS
1-��WELD COUNTY, COLORADO
ATTEST: kme# '� av�. f XCUSED
avid E. Long, Chair
Weld County Clerk to the
UQG1 / ®���
BY: j' William H e, "ro-Tem
Cuty rk to the :,.ard
William F. Garcia
/9BPRq�ED AS TO-
,- EXCUSED
Robert D. Masden
unty ttorney CaP v, /L,gs
Dougla:fitademache
Date of signature: giakt
2007-2772
SS0034
Ful ; SS Of- /a -O7
a
4.1" 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: August 24, 2007
FR: Judy A. Griego, Director, Social Services
RE: Revisions to Section 8.000, Business Offic Policies and U�U/
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 August 20, 2007.
The revisions are to:
1. Mileage Chart,Section 8.100.6. This section is being revised to provide clarity to staff
regarding standards for mileage to various routine business trips.
2. Petty Cash and Change Fund,Section 8.007. This section will establish a Petty Cash
Fund of$25.00 and a Change Fund of$100.00 for the Ft. Lupton Office.
Section Citation Title of Section
8.100.6 Mileage Chart
8.007 Emergency Expenditure Funds—Petty Cash and Change Fund
If you have any questions, please telephone me at extension 6510.
2007-2772
Business Office Policies and Procedures
8.100.6 Mileage Chart
Revised 8/07
As stated in Section 8.100.3, employees should report their mileage for trips made
for Department business purposes. Employees should use the mileage listed
below, obtained using MapQuest, for routine trips to regular destinations used by
the Department. The following chart will be used by the approving supervisor
and by the Business Office as a means of verifying distance for driving between
locations. It is the responsibility of the approving supervisor to make sure the
mileage is correct and not substantially more than listed on the chart below.
Mileage claimed in excess of the mileages listed below should be explained in the
"Destination" column of Form 5315 (i.e. "Dacono area" or list multiple cities) and
the "Purpose"column of Form 5315 (i.e. "home visits x 3", "court", etc.
Unsubstantiated mileage claimed in excess will be returned to the employee by the
approving supervisor for clarification, which may delay payment.
One Way From One Way From
315 N. 11th Ave. 2950 - 9th St.
Greeley, CO To: Fort Lupton, CO To:
Adams County DSS 56 mi. Adams County DSS 23 mi.
Arapahoe County DSS 66 Arapahoe County DSS 42
Ault 11 Ault 39
Boulder 56 Boulder 31
Boulder DSS-Boulder 54 Boulder DSS-Boulder 29
Boulder DSS-Lgmt 42 Boulder DSS-Lgmt 24
Briggsdale 30 Briggsdale 58
Brighton 36 Brighton 10
Colorado Springs 134 Colorado Springs 110
Dacono 42 Dacono 9
Del Camino DSS 35 Del Camino DSS 17
Denver (CDHS) 64 Denver(CDHS) 28
Denver County DSS 65 Denver County DSS 32
Denver Intl Airport 58 Denver Intl Airport 34
Erie 46 Erie 18
Firestone 33 Firestone 12
Fort Collins 30 Fort Collins 51
Fort Lupton DSS 30
Frederick 43 Frederick 10
Gilcrest 14 Gilcrest 16
Grover 51 Grover 79
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Business Office Policies and Procedures
Hudson 38 Hudson 12
Jefferson County DSS 58 Jefferson County DSS 40
Johnstown 18 Johnstown 24
Keenesburg 34 Keenesburg 16
Kersey 11 Kersey 33
La Salle 8 La Salle 22
Lochbuie 38 Lochbuie 9
Logan County DSS 102 Logan County DSS 105
Longmont 41 Longmont 23
Loveland 24 Loveland 42
New Raymer 56 New Raymer 83
Mead 30 Mead 22
Milliken 17 Milliken 21
Nunn 20 Nunn 48
Pierce 15 Pierce 43
Platteville 19 Platteville 11
Pueblo 178 Pueblo 154
Training Center .5 Training Center 30.5
Vineyard Visitation 1 Vineyard Visitation 28
Wattenburg 33 Wattenburg 7
Wiggins 42 Wiggins 41
Windsor 15 Windsor 44
Weld Centennial Ctr 1 Weld Centennial Ctr 28
Weld Courthouse 1 Weld Courthouse 28
Weld HRD 1 Weld HRD 31
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Business Office Policies and Procedures
8.007 Emergency Expenditure Funds -Petty Cash and Change Fund
Revised 12/02
Revised 8/07 These funds are designed to enable the Business Office and the Department to
make immediate remittance of Department liabilities in situations which require
such. The Business Office is able to process requests for payment, received by
2:00 p.m. on Tuesdays or Fridays, and receive an authorized warrant for
remittance by 4:00 p.m. the following day. Therefore, it is assumed that situations
where these funds are necessary will be minimal. The funds are public money
entrusted to the care of the Department. Therefore, they are not be used in any
way by employees for personal use. Petty Cash carries a$300.00 balance in the
Greeley office and a$25.00 balance in the Ft. Lupton office. The Change Fund in
the Greeley office carries a balance of$10000. The Change Fund in the Ft.
Lupton office also carries a balance of$100.00. Any funds not spent in the day
they were issued needs to be returned to the Business Office by 5:00 p.m. that day.
A. The funds are to be used for official business only. No personal checks for
employees may be cashed. All expenditures must be substantiated with
documents of the expenditure and its business purpose, i.e., receipts,
proper authorizations, etc. If the requestor does not provide this
documentation, he or she may be held personally liable for replenishing
the account.
B. One Business Office employee in the Greeley office is responsible to
monitor the use of each fund on a daily basis, and will make reports to the
Business Office Manager as required. The AP Supervisor in the Ft.
Lupton office is responsible to monitor the use of each fund on a daily
basis, and will make reports to the Business Office Manager as required.
To facilitate this monitoring, a Petty Cash Fund Expenditure form must be
completed for all disbursements from the Petty Cash fund, a copy of which
is to be kept with the fund until the expenditure has been replenished to
the fund.
C. The custodian of the fund is to request replenishment of the Petty Cash
fund on a regular basis to ensure that it is maintained at a level at which
the Department's emergency needs are met.
D. Any individual who is issued funds from Petty Cash is solely responsible
for those funds. The individual who was issued the funds will reimburse
any funds that are not accounted for or lost. Any funds that are stolen must
be accompanied by a police report or the funds will be considered lost or
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Business Office Policies and Procedures
unaccounted for and will need to be reimbursed. A memo must also
accompany all funds that are lost, stolen, or unaccounted for from the
individual explaining the situation. The memo must be signed by the
individual's supervisor and then forwarded to the Director of Social
Services.
E. The Business Office will make routine unannounced visits to the Ft.
Lupton office to verify the balances in the Petty Cash fund and the Change
Fund.
Adm/manual/8.000.ajc
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