HomeMy WebLinkAbout20011549 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 a revision 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 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 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 11th day of June, A.D., 2001.
BOARD OF COUNTY COMMISSIONERS
�+ WELD CO NTY, COLORADO
ATTEST: �� ,__k0 /I,!l I ��`� ///z2
M."�1 M. J. Geile, Chair
Weld County Clerk to t r IS -f�.`'='$4
1 0 412 EXCUSED
Glenn Vaad, Pro-Tern
BY: .e2.' 4 i:A.-7:'A'�.��—.�_I
Deputy Clerk to the Bo <i/1^.P
Willi Jerke
7PRO D AS M: r
avi E. Low 1 [
unty Attorrr y A,Robert D. Masden
2001-1549
p C ` 66 SS0028
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`'5 DEPARTMENT OF SOCIAL SERVICES
PO BOX A
AI f GREELEY,CO 80632
IVI
f _. WEBSITE:www.co.weld.co.us
Administration and Public Assistance(970)352-1551.
Child Support(970)352-6933
• MEMORANDUM
COLORADO
• TO: M.J. Geile, Chair Date: June 7, 2001
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services+tii)a
RE: Revision to Section 8.000, Business Office Policies 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 allow for an additional expense report and travel
reimbursement payroll during the month.
The major revision will be to Section 8.100.1, which also outlines procedures and
deadlines for expense report and travel reimbursement payrolls.
If you have any questions, please telephone me at extension 6510.
2001-1549
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:
A. By the 5`" 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 15`" calendar day
of the month; 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.
Adm/manual/8.000.ajc
Business Office Policies and Procedures
All employee reimbursement is for expenses already incurred. Therefore,
employees are not to submit a reimbursement request for anticipated or advance
expenses. Reimbursement requests received in good form by this date will be
reimbursed on the final working day of the month submitted.
Section 5.315.31(E) of Volume 5 of the Colorado Department of Human Services
Staff Manual reads, "Reimbursement for State reimbursed travel and related
expenses is available for the current (month being paid) and two preceding
months." Therefore, requests for reimbursement beyond this time frame may be
denied. (i.e. Expenses incurred on February 1, must be requested for
reimbursement by May 20. Those incurred on May 1, must be requested by
August 20, etc.)
8.100.2 Parking Fees
Parking fees incurred by Department employees may be reimbursed when the fees
are incurred in the course of Department business. Employees should seek out the
most cost-effective parking arrangement, taking into consideration distance from
ultimate destination, security, and the amount of the parking fee. Reimbursement
may only be requested for the actual amount of the parking fee. Fines for over
parking or illegal parking will not be reimbursed. Any parking episode for
reimbursement of greater than$25.00 is requested must be substantiated by a
receipt. All other requests for parking fees reimbursement must be accompanied
by a receipt or a verification form. 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 costs that seem excessive.
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
Adm/man ual/8.000.aj c
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