HomeMy WebLinkAbout20020222.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 Department of Social Services has presented revisions to the
Operations Manual, Section 8.000, Business Office Policies and Procedures, to the Board of
County Commissioners of Weld County, for consideration and approval, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, 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 revisions to the Operations
Manual, Section 8.000, Business Office Policies and Procedures for the Department of Social
Services be, and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 28th day of January, A.D., 2002.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: Midas%
GI Vaad, air(
Weld County Clerk to the Board
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David E. L g, Pro-Tem
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Nam H. Jerke
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Robert D. Ma den
Date of signature: g/04----
2002-0222
cr. - SS0029
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DEPARTMENT OF SOCIAL SERVICES
PO BOX A
GREELEY,CO 80632
IDWEBSITE:www.co.weld.co.us
Administration and Public Assistance(970)352-1551
Ing
C Child Support(970)352-6933
COLORADO MEMORANDUM
TO: Glenn Vaad, Chair Date: January 24, 2002
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services . 1.O4. Ct Li-Vitt,
RE: Revision to Section 8.000, Business OfficePolicies and
Procedures, Weld County Department of Social Services
Operations Manual
Enclosed for Board approval is a revision to Section 8.000, Business Office Policies and
Procedures, Weld County Department of Social Services Operations Manual. The
primary purpose of the revision is to strengthen internal controls for the Independent
Living Program.
The major revision will be to Section 8.007 and 8.007.1, which also outlines procedures
for the Independent Living Program.
If you have any questions, please telephone me at extension 6510.
2002-0222
Business Office Policies and Procedures
8.007 Emergency Expenditure Funds - Petty Cash and Change Fund
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 any work day, 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 $300. The Change Fund carries a balance of
$50. 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 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
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.
A d m/man ua l/8.000.as
Business Office Policies and Procedures
8.007.1 Emereencv Expenditure Funds - Imprest Fund
Effective February 1, 2002, the Imprest Fund is to carry of balance of$2,000.
This level is anticipated to meet the needs of the Department in remitting same-
day payment for emergency situations necessitating such. Similar restrictions on
the proper use of the Petty Cash Fund are to be enforced for the Imprest Fund. In
addition, the Imprest fund may be used to advance funds to a client or service
provider after a legally enforceable promise to repay the advance has been
obtained from the recipient. Again, this should only occur in a minimal number
of situations where all other available means of remittance have been determined
to be unfeasible. The fund will also be used for Independent Living purchases
under$100. Any check(s)that have not been issued directly to the provider must
be returned to the Business Office by 5:00 p.m. that day.
A. All checks drafted on the Imprest Fund must bear the signatures of two
authorized signors.
B. The Custodian of the fund is to request replenishment of the Imprest fund
on a regular basis to ensure that it does not drop to a level at which the
Department will be unable to meet the needs of valid emergency
situations. All deposits to the fund must be in the form of warrants drawn
on the Department's fund with the County Treasurer.
C. To replenish the fund from Independent Living purchases, there must be
receipts with all replenishments. Any funds not accounted for will be
considered lost or stolen and the same process applies as in 8.007 (D).
D. The Custodian of the fund is responsible to reconcile the account to the
Bank Statement on a monthly basis.
Adm/manual/8.000.ajc
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