HomeMy WebLinkAbout20041906 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 12th day of July, A.D., 2004.
BOARD OF COUNTY COMMISSIONERS
1E,La
4 144 WFc COUNTY, COLORADO
' 1861 (' !a . Robert D. Masden, Chair
I o lerk to the Board
William H. ke, Pro-Tem
eputy Clerk to the Board
M. . e &jai
AP O D AST R .
David. Long
unty Attorn /1 4,14
Glenn Vaa
of signature: '
2004-1906
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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
O
•
COLORADO MEMORANDUM
TO: Robert D. Masden, Chair Date: July 6, 2004
Board of County Commissioners c/(1
((JJ
RE:
FR: Judy A. Griego, Director, Social Services r3 U.
Revisions to Section 8.000, Business Offic 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 and discussed at the Board's Work Session of June 14, 2004,
and June 28, 2004.
The revisions are described as follows:
A. Section 8.006.1,Warrant Issue Policy. The policy is being added to insure
proper separation of duties in the handling of warrants.
B. Section 8.007.1, Emergency Expenditure Funds—Imprest Fund. Effective
July I, 2004, the Impress Fund will carry a balance of$4,000, instead of$2,000.
If you have any questions, please telephone me at extension 6510.
•
2004-1906
Business Office Policies and Procedures
8.006 Safeguards for Handling Cash, Other Negotiables and EBT Cards
In the interest of good business practices and as a protection for employees and
the public, the number of employees handling cash, negotiable securities and EBT
cards is limited to as few employees as possible.
A. Clients wishing to make a payment to the Department are to be escorted or
directed to the Cashier's Window. No employees outside of designated
Business Office personnel are to accept, handle or otherwise process cash,
checks or other negotiables. Note Exception: Mail Room personnel
receiving checks made payable to the Department will immediately stamp
a Restrictive Endorsement on the check and deliver it in person to the
Business Office.
B. All cash, checks, negotiable instruments and EBT cards are to be under
lock and key or under the direct supervision of the designed Business
Office personnel at all times.
C. Adequate security and protection for cash, negotiable instruments and
EBT cards are to be maintained at all times by the Business Office
Manager and the Common Support Office Manager. This responsibility
includes limiting access to work areas where cash, checks, and EBT Cards
are handled or stored.
8.006.1 Warrant Issue Policy
Added 6/04
To insure proper segregation of duties, no Business Office employee, that
processes a county warrant(s), shall receive the warrant(s) in the inter-
departmental delivery or mail the warrant(s)to the payee.
8.006.2 Warrant Reissue Procedures
The Business Office is responsible for reissuing warrants that have been lost.
Seven(7) workdays must pass before reissue procedures can be initiated. If
sufficient time has passed and the payee requests a reissue, the following steps
will be followed to process the request:
A. The payee must complete an Affidavit of Lost Warrant and deliver it to a
Business Office staff member. Details of how the warrant was lost are
included in the Affidavit.
Adm/manual/8.000.ajc
Business Office Policies and Procedures
B. The Business Office will investigate the status of the original warrant. If it
has not yet been paid, a Stop Pay request is initiated. Once the Stop Pay
request is processed by the Treasurer's Office and the drawing financial
institution, a replacement warrant is generated. The payee may have the
replacement warrant mailed to them or may be required to return at a later
date to pick up the warrant after presenting valid identification.
C. If the original warrant has been paid, the matter is referred to the
Investigations Unit. If it is determined by the Investigations Unit and by
the drawing Financial Institution that the warrant was negotiated by a third
party without the payee's consent, the Business Office will issue a request
to the drawing Financial Institution for a re-deposit of the funds equaling
the value of the forged warrant. Upon verification from the Financial
Institution, a replacement warrant is generated. The payee may have the
replacement warrant mailed to them or may be required to return at later
date to pick up the warrant after presenting valid identification.
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Business Office Policies and Procedures
individual explaining the situation. The memo must be signed by the
individual's supervisor and then forwarded to the Director of Social
Services.
8.007.1 Emergency Expenditure Funds - Imprest Fund
Revised 7/04
Effective July 1, 2004, the Imprest Fund is to carry of balance of$4,000. 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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