HomeMy WebLinkAbout20040981.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 March, A.D., 2004.
BOARD OF COUNTY COMMISSIONERS
���` WE COUNTY, COLORADO
�►/ I /,,�,' 3 -1A,10___--
,ATTEST: ��
I r; _ Robert D. Masden, Chair
Weld County Clerk to th:4;:,:I _ `% %%p
'O`� �7 G X
BY: ,, e. at'���,JI `�,�William H. J ke, Pro-Tem
Deputy Clerk to the Boarr. ess.N.,
�,,Z7 oter
M. J.
APP AS 1 FORM: mkE C(1
David . Long
5
rat ��1
Glenn Vaad
Date of signature: 1/
2004-0981
SS0031
Off." SS OV-co)-Cil
Business Office Policies and Procedures
8.100 Expense Report and Travel Reimbursement
This section 8.100, and each of its subsections are written in conformance with,
and as a supplement to, Section 5.315 of Volume 5 of the Colorado Department of
Human Services Staff Manual. As a general rule, each of the Division Heads,
Managers and Supervisors directly under the supervision of the Director is
delegated approval authority and the responsibility to monitor compliance with
applicable State and County statutes, rules, regulations, and policies.
Personal expenditures, which may be reimbursed, may include mileage, training
costs, per diem, and other appropriate expenses. All expenses claimed must be
for official business of the County.
Employee Reimbursement represents a significant percentage of the Department's
expenditures each year. The dollars spent are drawn from the same limited
allocations, as are staff salaries, building maintenance costs, computer
maintenance costs and other vital resources. Therefore, all requests for
reimbursement should be scrutinized carefully to ensure that reimbursable
activities are:
A. a necessary business activity,
B. approached in the most cost-effective manner possible, and
C. reported accurately and honestly.
8.100.1 Deadlines
Revised 6/11/01 County Expense Account Sheets (Form 5315) must be completed, authorized, and
submitted to the Business Office:
Revised 3/04 A. By the 5th calendar day of the month. Should the 5th fall on a weekend or
holiday, the form is due by the first working day following the 5th
calendar day of the month. Reimbursement will then be made on the 15th
calendar day of the month. If the 15th falls on a weekend or holiday,
reimbursement will be made the last working day prior to the 15th; and or
B. By the 20th calendar day of the month. Should the 20th fall on a weekend
or holiday, the form is due by the first working day following the 20th
calendar day of the month. Reimbursement will then be made on the final
working day of the month.
Ad m/man ual/8.000.aj c
Business Office Policies and Procedures
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.
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 receipts for your meals, as
well as the training authorization form, for which 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. No
separate cost of tips will be reimbursed.
Adn✓manual/8.000.ajc
Business Office Policies and Procedures
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.
Added 8/00 E. Per diem rates are subject to change each year and are referenced in each
Revised 8/03 year's Agency Letter titled `CYXX Budget Letter':
Breakfast Lunch Dinner Total
Standard $6.50 $7.00 $16.50 $30.00
High Cost #1 7.50 8.00 18.50 34.00
High Cost#2 8.50 9.00 20.50 38.00
High Cost#3 9.50 10.00 22.50 42.00
High Cost#4 9.50 12.00 24.50 46.00
The following are recognized as High Cost areas in Colorado and in
surrounding states.
Pitkin Co., CO (Aspen, Snowmass) - High Cost#4
Boulder Co., CO (Boulder, Longmont, Broomfield) - High Cost#4
El Paso Co., CO (Colorado Springs) - High Cost#3
Denver, Co., CO - High Cost #4
Denver Metro Area (Adams, Arapahoe Counties) - High Cost#4
La Plata Co., CO (Durango) - High Cost #3
Garfield Co., CO (Glenwood Springs, Rifle) - High Cost #2
Jefferson Co., CO (Golden, Littleton) - High Cost#4
Gunnison Co., CO (Gunnison) - High Cost #2
Summit Co., CO (Keystone, Silverthorne, Breckenridge, Frisco) - High
Cost#3
Montrose Co., CO (Montrose) - High Cost #2
Pueblo Co., CO (Pueblo) - High Cost #2
Routt Co., CO (Steamboat Springs) - High Cost#3
San Miguel Co., CO (Telluride) - High Cost#4
Eagle Co., CO (Vail, Eagle) - High Cost#4
Douglas Co., NE (Omaha) - High Cost #2
Bernallio Co., NM (Albuquerque) - High Cost #2
Santa Fe Co., NM (Santa Fe) - High Cost#4
Adm/manual/8.000.ajc
Business Office Policies and Procedures
8.300 Chafee Credit Cards
Added 3/04 A. All purchases must be in accordance with Chafee Policies and Procedures.
B. The Chafee supervisor or his/her designee must approve all purchases
made with the credit cards.
C. No personal purchases will be allowed with these cards.
D. Any purchase that does not have a receipt will be considered an employee
purchase and the Department must be reimbursed for that expenditure.
E. If the card is lost or stolen, it must be reported immediately to the Business
Office Manager for the card to be deactivated.
Adm/manual/8.000.ajc
L..%
rtelk DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
GREELEY, CO. 80632
' Website: www.co.weld.co.us
Administration and Public Assistance(970)352-1551
Child Support(970)352-6933
C
COLORADO MEMORANDUM
TO: Robert D. Masden, Chair Date: March 22, 2004
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services—; u a u V
RE: Revisions to Section 8.000, Business Office e Policies and 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 and discussed at the Board's Work Session of February 18,
2004.
The revisions are described as follows:
A. Section 8.100.1, Deadlines. The policy clarifies for employees the deadline dates
when holidays occur on the 5th calendar day of the month.
B. Section 8.100.4, Per Diem Expenses. The policy clarifies for employees that
meal expenses for made by an employee on behalf of a child in the Department's
custody must be pre-approved and reimbursed for the actual cost of the meal.
C. Section 8.300, Chafee Credit Cards. The policy reflects current practice on the
use of Chafee Credit Cards by employees assigned to the program.
If you have any questions, please telephone me at extension 6510.
•
2004-0981
Hello