HomeMy WebLinkAbout20002044.tiff RESOLUTION
RE: APPROVE REVISIONS 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 August, A.D., 2000.
BOARD OF COUNTY COMMISSIONERS
WE D COUNTY, COLO DO
ATTEST: 1 I. ! / V ! 4
arbara J. irkmeyer, hair
Weld County Clerk to the ^ rd �
'1es i ° ��J/ A)
1 '�y� J. eile, Pro-Tem %///fff
BY: Si i. /1?-7?
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Deputy Clerk to the Boaaxter
APPROD AS TC" M: EXCUSED DATE OF SIGNING (AYE)
Dale K Hall
Cou Aftomey/ ,ltdi
Glenn Vaad------
2000-2044
CC �= SS0027
(911tMAI
DEPARTMENT OF SOCIAL SERVICES
PO BOX A
GR G❑-' , CO 80632
' WEBSITE: ww c:j.weld co.us
Administration and Public Assistance( 60)35 551
C Child Support ( 0)352 69'3
COLORADO MEMORANDUM
TO: Barbara J. Kirkmeyer, Chair Date: August 24, 2000
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services 4( a
ie
RE: Revisions to Section 8.000, Business Office . ohcres and
Procedures, Weld County Department of Social Services
Operations Manual
Enclosed for Board approval are revisions to Section 8.000, Business Office Policies Icxl
Procedures, Weld County Department of Social Services Operations Manual. The
primary purpose of the revision was to update our policies and procedures as a result oI'
State and County policy and procedures changes.
The major purposes of the revisions are to:
1. Change the numbering sequence of 5.000 to 8.000.
2. Delete references to common support functions, which are being transferred to the
appropriate section of the Weld County Department of Social Services Operations
Manual.
If you have any questions, please telephone me at extension 6510.
: ( i -2 ) t4
Business Office Policies and Procedures
SECTION 8.000
BUSINESS OFFICE
POLICIES AND PROCEDURES
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Business Office Policies and Procedures
Table of Contents
SECTION: TITLE:
8.000 Business Office Policies and Procedures
8.001 Security
8.002 Purchase or Repair of Equipment
8.003 Collection Activities for accounts Receivable
8.004 Office Equipment Inventory and Control
8.004.1 Storage of Equipment
8.005 Copy Service
8.005.1 Copy Service - Employee Personal Use
8.005.2 Fees for Copy Service or Research
8.005.3 Fees - Staff Attorney's Office
8.006 Safeguards for Handling Cash, Other Negotiables and EBT Cards
8.006.1 Warrant Reissue Procedures
8.007 Emergency Expenditure Funds - Petty Cash and Change Fund
8.007.1 Emergency Expenditure Funds - Imprest Fund
8.008 Receipt of Cash and Other Negotiable Instruments
8.009 General Accounting Procedures
8.009.1 Bonding
8.009.2 Trust Accounts
8.010 Birth Certificates
8.100 Expense Report and Travel Reimbursement
8.100.1 Deadlines
8.100.2 Parking Fees
8.100.3 Completion of Form 5315 - County Expense Account Sheet
8.100.4 Per Diem Expenses
8.100.5 Processing. Procedures
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8.100.6 Mileage Chart
8.200 Employee Telephone Use Policy
Exhibit A: Verification Request Form
Exhibit B: County Expense Account Form 5315 (Blank)
Exhibit C: County Expense Account Form 5315 (Completed)
Exhibit D: Staff Development Form (Blank)
Exhibit E: Staff Development Form (Completed)
Exhibit F: Authorization for Non-contractual Case Services Form 5340.21
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8.000 Business Office Policies and Procedures
Added 8/00
Policies addressed in this section are intended as a supplement to Volume 5 of the
Colorado Department of Human Services Rules and Regulations Manual and
Weld County Policies of the Board of County Commissioners, Weld County.
8.001 ' Security
The Business Office/Cashier's Office is restricted to authorized personnel ;Ind. 1or
security related reasons, shall be kept locked at all times. Personnel not
authorized to enter the Business Office who have business to conduct with
Business Office staff should, whenever possible, conduct such business at ihe
Cashier's Window.
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8»002 Purchase or Repair of Equipment
The following procedures must be followed in the request for and procurement o
equipment or repairs:
1. Any purchase of Office Equipment costing in excess of$50.00 must he
expressly authorized by the employee's immediate supervisor and by the
Director or his/her designee. The Business Office will not remit pa:ymeni
for any invoice which does not display evidence of these approvals.
2. Any purchase of Office Equipment costing $50.00 or less is considered an
Office Supply expenditure. Requests for office supplies are handled by
the Common Support Manager. The Business Office will not remit
payment for any invoice which does not display evidence of authorization
by the Common Support Office Manager.
3. Requests for authorization for the purchase of office equipment or office
supplies will be evaluated based on:
A. the business necessity of the purchase, and
B. the effect of the purchase on the Department's ability to remain
within its budget and allocation(s).
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8.003 Collection Activities for Accounts Receivable
The Department will make every reasonable effort to collect amounts owed for
Public Assistance Overpayments and Foster Care Fees. The methods use to
collect amounts owed include the issuance of monthly billing statements to
debtors, telephone follow-up, tax intercepts, wage assignments, wage
garnishments, referrals to Central Collections, and court enforcement. Which
method or methods used in each individual case shall be determined by the
Recovery Agent, with input from the Colorado Department of Human Services
Staff Manual Volumes, Investigations Unit, Income Maintenance Technicians,
Legal Technicians, Business Office staff, and the Director.
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8.004 Office Equipment Inventory and Control
The Business Office will assist the Budget Administrator in assuming
responsibility for inventory control of office equipment. Department staff is to
notify the Budget Administrator in writing of the movement or transfer of
County-owned office equipment. The Business Office maintains a physical
inventory listing of office equipment purchased for the use of the Department. Co
facilitate the proper maintenance of this listing, all office equipment must bear a
serialized tag issued by the County Accounting office. The Business Office wil
provide the Central Accounting Department, annually, with a detailed listing of
equipment purchases.
8.004.1 Storage of Equipment
The County uses multiple storage facilities to warehouse records and equipment.
Trips to these storage facilities must be authorized in advance by the Common
Support Office Manager.
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8.005 Copy Service
The Department owns or leases several copy machines, located strategicall
through the buildings. They represent a significant expenditure for the
Department. Therefore, their use will be governed by the following policies:
A. All material to be copies must be the official business of the Departrnen...
(See Exception-Section. 8.005.0)
B. Each staff member should keep the number of copies to a minimum and
share copies where possible., particularly when a few days more to impart
information will not matter.
C. Division Heads and Supervisors are responsible for approving the type and
quality of material that is to be copied for their units and for any misuse of
this resource.
D. For purposes of sections 8.005.1 and 8.005.2, one copy shall consist of one
page printed on one side. i.e. A double-sided document copied once
would constitute two copies.
8.005.1 Copy Service - Employee Personal Use
Department employees may make personal copies using Department copiers at a
cost of 5 cents per copy. Number of copies is limited to 20 whether copying one
sheet or up to 20 individual sheets or pages. Personal copying is to defer to use
for Department business. The 5 cent per copy fee may be remitted at the
Cashier's Window.
8.005.2 Fees for Copy Service or Research
The Department's policy is to set fees for copy service to the public and research
of records, files, el:c., at a level consistent with those charged by other agencies
within Weld County Government. To that end, the following fee schedule will he
used for such services:
A. Copy Service: Flat fee of$1.25 for each copy of any document up to fist
pages in length. Documents exceeding five pages in length will be
charged the $1.25 flat fee for the first five pages and 10 cents for each
additional page, i.e., a document four pages long would cost $1.25 to copy
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once. A document eight pages long would cost $1.55 to copy once. No
fee will be charged for copy services provided, within reason, to agencies
doing business with the Department where reciprocal service agreemeni s
are in effect. No fee will be charged for copy services to clients of
documents necessary for the administration of programs.
B. Research of Records: Occasionally the Department receives a request from
a citizen or agency to provide public information that requires time
consuming research of Department records. The Director will deter nine if
the Department has sufficient resources to perform the research. If so, th,.:
requesting party will be advised of the fee to be charged if the requesting
agency is Weld County Government or the Colorado Department of
Human Services if such services are part of the normal flow of work or .0 e
required by statute or regulation.
8.005.21 Fees - Staff Attorney's Office
A. Individuals or agencies may request copies of County Attorney files
related to a Social Services case. The request will be evaluated based on
the requestor's need to know the data contained in the file. If the request
is granted, a $10.00 search fee plus 50 cents per page copying fee will be
charged.
B. Individual or agencies may request a typed copy of sound-recorded
transcripts. The request will be evaluated based on the requestor's need to
know the data contained in the file. If the request is granted, a deposit
equal to three times the actual clock time of the records at $20.00 per hour
will be required. The actual fee charged will equal $20.00 per hour of
staff time required to produce the transcript. The fee is non-refundaiHle.
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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 nr
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 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. I P
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.
B. The Business Office will investigate the status of the original warrant. [t it
has not yet been paid, a Stop Ray 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
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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 arid by
the thawing 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 equalina.
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 ater
date to pick up the warrant after presenting valid identification.
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8.007 Emergency Expenditure Funds - Petty Cash and Change Fund
These funds are designed to enable the Business Office and the Department ro
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, $200 of which is designated for the
ALIVE/E Cash for Kids Program. The Change Fund carries a balance of$50.
A. • The funds are to be used for official business only. No personal checks Ibr
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.
8.007.1 Emergency Expenditure Funds - Imprest Fund
Effective August 1, 2000, the Imprest Fund is to carry of balance of$1,000. 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
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to be unfeasible.
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. The Custodian of the fund is responsible to reconcile the account to the
Bank Statement on a monthly basis.
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8.008 Receipt of Cash and Other Negotiable Instruments
The following procedures will be used for negotiable instruments received by tlu
Department. It is the responsibility of the Business Office Manager to update and
establish procedures to ensure monies received by the Department are accounted
for and deposited with the County Treasurer. Internal control procedures will be
in writing to ensure that accountability and separation of duties are maintained.
A. Payments received by the Department are only to be receipted by:
1. The Mail Clerk, for payments received by mail, or
2 A Business Office staff member, for payments received in person
No other Department staff shall handle cash or negotiable instruments
intended for repayment of dept to the Department.
B. All negotiable instruments shall be restrictively endorsed by the Mail
Clerk or by the Cashier immediately upon receipt. After proper
endorsement, all receipts shall be delivered, in person, to an authorized
Business Office Accounting Clerk.
C. All money received by the Department is posted to its appropriate Cash
Log batch on a daily basis by an authorized Accounting Clerk. In
addition, food stamps received in payment of a recovery are recorded in
the Food Stamp Log and delivered to an authorized accounting clerk for
processing.
D. Cash Log batches will be posted on a daily basis by the Accountant. or by
his or her designee, to the computerized accounting system. Upon
posting, the Cash Log batch totals are posted to the Cash Receipts Journal.
This document is then printed and compared to the Treasurer's Deposit
form.
E. A prenumbered receipt will be completed, in triplicate, for all money
received by the Cashier. The original (first) copy is given to the pavor, the
second copy is given, with the payment, to the authorized accounting
clerk, and the third copy is left intact in the receipt book.
F. The Accountant will reconcile the Cash Receipts Journal to the General
Ledger, to the Treasurer's Report and to the Refund sections of the
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Statements of Expenditures on a monthly basis.
G. All cash and negotiable instruments received are to be deposited to the
Treasurer no later than the next work day after they are receipted. Any
receipts which cannot be identified as to their purpose within this time
frame are to be deposited to a Suspense Account until they can be properly
identified.
H. All recovery claims are entered on a timely basis by an authorized
Accounting Clerk or by the Fees Assessment Technician. The General
Ledger is to be updated monthly to reflect changes to the balance due in
each receivables category.
•
I. Employees that receipt negotiable instruments will not post payments to
client accounts. A separate Business Office Accounting Clerk will be
responsible for posting the payments.
J. Deposits are delivered to the Treasurer on a daily basis by contracted
courier. A. locked satchel, containing the day's deposit, will be handed to
the courier upon verification of proper identification.
K. Staff responsible for receipting will not post Cash Log batches, nor
reconcile the Treasurer's Cash or Imprest accounts. The Accountant, or
his or her designee, will be responsible for reconciliation.
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8.009 General Accounting Procedures
A. Estimated Earned Revenue will be journalize and posted to the General
Ledger by the Department's accountant, or by his or her designee, in the
month in which they are earned. The Accountant will journalize and post
an adjustment in a subsequent month to reflect the actual Revenue earned
as reported on the Statement of Expenditures received from the State.
B. The Child Support Unit will be responsible for posting transactions to the
General Ledger on a monthly basis to reflect each month's activities. IV-
D accounts will be reconciled monthly by IV-D Accounting Clerks and
reviewed by Department's Accountant.
C. Any asset that has an installed cost of at least $1,000 will be placed on lie
County Inventory Listing. The Department's Accountant will notify
County Accounting of all such purchases. On an annual basis, a physical
inventory will be taken by the Budget Administrator.
D. A list of outstanding warrants will be generated each month as part of the
Cash Reconciliation process. Any warrants outstanding greater than
ninety days beyond their date of issuance will be reported to the Count-
and to the State as Canceled as Assumed Lost and Voided.
E. All General Ledger account balances will be reviewed for accuracy on a
monthly basis by the Accountant or designated Accounting Clerk.
F. Due To/Due From and other significant accounts will be formally
reconciled by the Accountant and reviewed by the Budget Administrator.
8.009] Bonding
The County maintains a general bond for all employees handling negotiable
instruments and cash.
8.009.2 Trust Accounts
A. Trust Accounts are established with the Director's approval and
maintained by the Business Office.
B. Disbursements from trust accounts require adequate documentation. In
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general, third party confirmation such as a rental statement or invoice is
required prior to disbursement. The Director's approval is required on all
disbursements that are not routine or exceed $250. The Department
Accountant is responsible to ensure the accounts are reconciled monthly
and adequate documents is filed for auditing purposes. The Accountant is
also responsible for initiating and completing required reports regarding.
the accounts.
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8.010 Birth Certificates
Birth certificates are necessary many times to prove eligibility for public
assistance benefits, child support enforcement, and child protection activities.
The Department does not accept responsibility for the cost of obtaining birth
certificates for public assistance applicants or recipients. The Vital Records
Section, Colorado State Department of Public Health, will provide one copy of
birth certificates fix children in foster care if requested on the appropriate form. or
on County letterhead with adequate identifying information.
The Department may pay for the cost of out-of-state birth certificates for children
in our custody.
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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
County Expense Account Sheets (Form 5315) must be completed, authorized, and
submitted to the Business Office 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. All employee reimbursement is Ibr
expenses already incurred. Therefore, employees are not to submit a
reimbursement request for anticipated or advance expenses. Reimbursemcr t
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
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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 he
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 ii
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 he
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
retumed to the employee for further clarification before reimbursement will be
remitted:
Claim For: Time period covered by request. See Section 8.100.
Date: Date of specific episodes for which reimbursement is
requested
Destination: City and address of destination
Purpose: Brief, yet understandable, explanation of reason for travel
Time: Departure and Return times from and to the duty station
Particularly required for any request of per diem of lodging
reimbursement. See Section 8.100.4
No. of Miles: Actual Mileage Only is reimbursed in going to and from
field assignments from the Social Services building. If the
point of origin is other than the Social Services building. t
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needs to be identified also in the Destination section_ Any
evidence of"padding"the mileage to obtain reimbursement
for otherwise non-reimbursable incidental expenditures
may result in disciplinary action up to and including
termination and criminal investigation. Mileage between
home and Social Services building will not be reimbursed,
even if incidental stops, not adding significantly to driving
distance, were made on Department business. See Section
8.100.6.
Meal Allowance: See Section 8.100.4
Actual Exp. Lodging: Lodging expense incurred and paid for by
employee. Receipts substantiating expenditure must
accompany. Generally, lodging is paid in advance by the
Department whenever possible.
Allowed for Lodging: Obsolete section - do not complete.
Total Reimbursement: Total Meal Allowance and Lodging identified in
columns (7) through (10).
Total Number of Miles: Total of Column (6).
X $ per mile: Rate at which mileage indicated on form is to be
reimbursed. NOTE: Mileage at a rate other than the current
County reimbursement rate must be indicated on a separate
form. No mileage should be indicated in the Miscellaneous
section.
Miscellaneous: Incidental reimbursement expenditures paid by the
employee for which reimbursement is requested. Receipts
must be attached to the form substantiating payment
Employee's Name (Typed or Printed): It is imperative that you print
your name here. Many people's signatures are difficult to
decipher. If the name can't be read, you can't be
reimbursed.
Signed: Employee's Signature.
Title: As shown on Personnel records.
Date: Actual date signed.
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.
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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 Thr
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 b y 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.
D. Meal expenses for a child in the physical custody of a Department
employee may be reimbursed for the actual cost of the meal. Receipts ler
these expenditures are required. Form 5340.21, Authorization for Non-
contractual Case Services (Exhibit F) should be included with the request
for reimbursement.
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Business Office Policies and Procedures
E. The following per diem rates are in effect for Calendar Year 2000. Thest
amounts are subject to change each year and are referenced in each year'r.
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 for Calendar Year 2000.
Pitkin Co., CO (Aspen, Snowmass) - High Cost#4
Boulder Co., CO (Boulder, Longmont, Broomfield) -High Cost #3
El Paso Co., CO (Colorado Springs) - High Cost#2
Montezuma Co., CO (Cortez) - High Cost#1
Denver, Co., CO - High Cost#3
Denver Metro Area (Adams, Arapahoe Counties) - High Cost #2
La Plata Co., CO (Durango) - High Cost #2
Garfield Co., CO (Glenwood Springs, Rifle) - High Cost #2
Jefferson Co., CO (Golden, Littleton) - High Cost#1
Gunnison Co., CO (Gunnison) - High Cost#1
Summit Co., CO (Keystone, Silverthome, Breckenridge, Frisco) - High
Cost #2
Montrose Co., CO (Montrose) -High Cost#1
Pueblo Co., CO (Pueblo) - High Cost#1
Routt Co., CO (Steamboat Springs) - High Cost#2
San Miguel Co., CO (Telluride) - High Cost #4
Eagle Co., CO (Vail, Eagle) - High Cost#4
Douglas Co., NE (Omaha) - High Cost#2
Bemallio Co., NM (Albuquerque) - High Cost #2
Santa Fe Co., NM (Santa Fe) - High Cost#4
8.1003 Processing Procedures
A. All forms 5315 must be approved by the employee's supervisor to he
considered for reimbursement. The Supervisor's signature is an indication
to the Business Office that he or she has reviewed the contents of the form
Adm/manual/8.000.aj c
Business Office Policies and Procedures
and verifies that it is in compliance with State and County policy and
represents expenditures incurred while on official Department business.
Business Office staff will review the form for questionable claims. Any
questions regarding the claim will be addressed to the supervisor.
B. Accompanying the form 5315 should be a completed Staff Development
Request form for any reimbursement of expenditures related to Staff
Development/Staff Training, events. The details of reimbursement on the
Form 5315 must match those approved on the Staff Development form,
i.e., the Staff Development Request form must indicate which meals are
being approved for per diem, the estimated mileage and the dates lodging
will be required.
C. Occasionally, the State reimburses employees at the State rate for S t tte-
Sponsored Staff Development activities. If the employee wishes to
request reimbursement for the excess of the Weld County mileage rate
(30.5 cents per mile for Calendar Years 1999 and 2000), he or she must
complete a separate form 5315 and indicate on that form the number of
miles driven, the excess rate amount and the Staff Development Code for
the training activity.
D. Common sense should be used in determining whether or not an overnight
stay necessitating Department expenditure for lodging will be approved.
The cost of lodging should be weighed against any additional mileage
costs and physical toll associated with commuting. Questionable
decisions will be brought to the attention of the Director by the Business
Office staff.
8.100.6 Mileage Chart
As stated in Section 8.100.3, employees should report their actual mileage for
trips made for Department business purposes. The following chart should be used
by the approved supervisor and by the Business Office as a means of determining
a reasonable distance for driving between locations. Mileage claimed in excess of
these distances must be explained in the destination section of Form 5315, i e.,
"Home visits to addresses in the Dacono area." Claims which don't explain
mileage claimed substantially in excess of these guidelines will be returned for
clarification, which may delay payment.
Admimanual/8.000.ajc
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One Way From
315 N, 11th Ave. To: One Way From:
Adams County DSS 46 mi. Erie to Brighton 15 rm.
Ault 11 Erie to Denver (CDHS) 24
Boulder 58 Frederick to Longmont 15
Briggsdale 33 Fort Lupton to Denver 30
Brighton 36 Fort Lupton to Erie 18
Colorado Springs 122 Fort Lupton to Gilcrest 15
Dacono 35 Fort Lupton to Hudson 9
Denver(CDHS) 56 Fort Lupton to LaSalle 21
Erie 44 Fort Lupton to Longmont 23
Firestone 36 Fort Lupton to Platteville 10
Fort Collins 30 Fort Lupton to Wattenburg 6
Fort Lupton 28 Grover to Ault 45
Frederick 35 Hudson to Commerce City 25
Gilcrest 13 Keensburg to Hudson 9
Grover 55 Milliken to Johnstown 4
Johnstown 18 Milliken to Longmont 24
Keensburg 44 Platteville to Brighton 19
Kersey 10 Windsor to Johnstown 15
Longmont 40 Windsor to Loveland 15
Mead 31
Milliken 18
Nunn 20
Pierce 15
Platteville 19
Pueblo 165
Wattenburg 32
Wiggins 40
Windsor 15
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Business Office Policies and Procedures
8.200 Employee Telephone Use Policy
The telephone system installed by the County is provided for Department business
purposes. Any decision regarding the quality and quantity of phone services is
based on its impact on the Department's ability to provide effective public
service, support staff needs, and its cost effectiveness. Use of the phone systen,
for purposes other than Department business are to be kept to an absolute
minimum. Incoming calls for Department business are to be always given priority
over personal calls.
The monthly phone bill for each extension is distributed monthly to the supervisor
responsible for the extension. The supervisor is to review the bill for any calls
which are not for Department business and confirm with the employee responsible
for the extension the nature of the call. The toll for any calls which are not for
Department business are to be reimbursed to the department by the maker cf the
call. Remittance of the reimbursement may be made from 8:00 a.m. to 4:30 pin ,
Monday through Friday at the Cashier's Window. A receipt for the
reimbursement will be provided by the Cashier.
The following policies are issued as means of ensuring the Department is using
the phone system to its optimum usefulness:
A. Calls are to be as brief as possible. Staff should prepare for the call by
having a firm grasp on the subject matter to be discussed.
B. Collect calls will not be accepted or paid by the Department.
C. No telephone credit cards will be issued except as approved by the
Director and/or the County Board.
E. The County provides the following toll-free numbers to be used by
employees in the field for calling back to Weld County Governmen4:
From prefixes 654/659/833/957, dial 857-4334
From prefixes 828 and 776, dial 651-0665
From Fort Collins prefixes, dial 221-4275
From Loveland prefixes, dial 667-7626
From Denver prefixes, dial 623-6031
F. Toll calls or information, such as "weather" or"road conditions" are
prohibited.
A.dm man ual/8.000.aj c
Exhibit A
Weld County Department of Social Services
Verification Request Form
Claim for: through
Day/Month Yr. Dav/Ionth Yr.
Date: Meal Allowances: Total Reimbursement
Breakfast Lunch Dinner
Other Expenses: (Please describe)
I hereby verify that all the above expenses, for which I have no receipts, are true and accurate to the
best of my knowledge.
Name of Employee:
Department:
Signature of Employee:
Name of Supervisor:
Approved by Supervisor:
Subscribed and sworn to before me this day of_ (Year)
My commission expires
NOTARY PUBLIC
COLORADO DEPARTMENT OF HUMAN SERVICES Exhibit B
5315(Rev.9/94)
COUNTY DEPARTMENT OF SOCIAL SERVICES EXPENSE ACCOUNT SHEET
CLAIM FOR
_ .20 duu ,10-
DATE DESTINATION PURPOSE TIME NO.OF MEAL ALLOWANCE ACTUAL ALLOWED TOTAL
Deped Return MILES Bk4L Lunch Dinner EXP. FOR REIMS.
LODGING LODGING
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (It) (12)
_______
___________
. _
_
TOTALS XXXXXXX S S S S S 5
TOTAL NUMBER OF MILES
X S PER MILE ;
'OTAL
I HEREBY CERTIFY THAT THIS REPORT OF MY OFFICIAL TRAVEL IS TRUE AND CORRECT.
EMPLOYEE'S NAME(Typed or Printed)
SGNED TITLE :)ATE -�
APPROVED TITLE )ATE ---
;7,;5 ii94
COLORADO DEPARTMENT OF HUMAN SERVICES Exhibit C
5315(Rev.9/94)
Weld COUNTY DEPARTMENT OF SOCIAL SERVICES EXPENSE ACCOUNT SHEET
CLAIM FOR
7// —.26 O thru 8/// .2O LK)
DATE DESTINATION PURPOSE TIME NO.OF MEAL ALLOWANCE ACTUAL ALLOWED TOTAL
Depart Return - MILES Ricci. Lunch Dinner EXP. FOR REIMS.
LODGING LODGING
(II (2) (3) (4) (S) (6) (7) OR (9) (10) (11) (12)
7/(a -tree ley pew, .1-ome \Hit 5
i i`i uoi I 4iYa�erNre to:OOA't ad.: 9.50 ,t0,bo ,9,0,525
'7�15 v'c..;_i Cink., f(),00
—
lino, Uc A-P (Cntt y1°P coo (1, O /o,LB _
-I
----
-- ---
TOTALS XXXYYXX S iR,/w s34o $020.5z) $ $ $6 9.st
Y05
TOTAL NUMBER OF MILES X,3O 5 S PER MILE (, a'3'5
2cnc Y\GS 7114 ) /5 , /() (a (0. 50 „e,a_ 119. 5-0
TOTAL CX1d65:4
I HEREBY CERTIFY THAT THIS REPORT OF MY OFFICIAL TRAVEL IS TRUE AND CORRECT.
EMPLOYEES
YEENAME(Typed or Printed)
r JI`(\Q _1\A a'\okee '&tle1Y\C A ___
SIGNED
TITLE DATE
-_G fly)` \'��et_ l (qCl la.re- _
APPROVE J TITLE )ATE
3u_P �ca er U'( r �to�rcakwte
Exhibit D
WELD COUNTY DEPARTMENT OF SOCIAL SERVICES
STAFF DEVELOPMENT REQUEST
Date:
I. Workshop/Training Title:
Description:
Date of Workshop: Location:
Total Hours: Sponsored by:
Reimbursement Requested: Registration: Per Diem:
Mileage: Other: Lodging:
II. Justification for Attendance:
III. Staff Recommended for Attendance:
1. 6.
2. 7.
3. 8.
4. 9.
5. 10.
IV. Approved by: Date:
Supervisor
Approved by: Date:
Division Head
Director's Signature (If needed) Date:
Reservations made by: Date:
V. Expenses charged to: County Staff Development Regular Re
State Staff Development
Original to Supervisor
Pink Copy to DSS Personnel
Yellow Copy to Business Office
Exhibit E
WELD COUNTY DEPARTMENT OF SOCIAL SERVICES
STAFF DEVELOPMENT REQUEST
Date: _ i Ave AC`
I. Workshop/Training Title: (,Ld d (.,U.‘ Ua kcL. O(~ 114Ir1C!Z.
Description: L\Ci k. CL'�n -m1 ec - iii L\clt,
Ih
Date of orkshop: 1/I q -- CX lb v, Location: V-11\ i l/1 l)
Total Hours: rQL-I Sponsored by: (I.. .N S
Reimbursement Requested: Registration: _x Per Diem: a bK, 5 LuM.h I d"'"e r
Mileage: [/ Other: Lodging:
II. Justification for Attendance: /
.0 13€4 u"101 d< Lub \ _eifiux (-QlA A4 Ltc a Act
a ; m t r aA.4 do 1.≥F'St Qa.J 4 Yl'\Y yt S
, 1 O AC-Q.,
III. Staff Recommended for Attendance:
1. I)ogee kb-via. 6.
2. ill Pe A f r ,vim 7.
3. 8.
4. 9.
5. 10.
IV. Approved by: 1_.( Date:
up i sor
Approved by: r Date:
� vision '��a�l
Director's Signature (If needed) Date:
Reservations made by: Date: _
V. Expenses charged to: County Staff Development Regular Re
State Staff Development
Original to Supervisor
Pink Copy to DSS Personnel
Yellow Copy to Business Office
Exhibit F
53402' (9:94)
COLORADO DEPARTMENT OF HUMAN SERVICES
AUTHORIZATION FOR NON-CONTRACTUAL CASE SERVICE PAYMENTS
COUNTY DSS 2. BILLING FOR MONTH OF __19
3. 4. -------
Name of Payee H.H.No.,Soc. Sec.or Tax 1.0. No.of Payee
Address
City Stale Zip
5. DATES OF BASIC NAME DISCRETE EXPLANATION OF SERVICE PROVIDED PROGRAM OBJ AMOUNT
SERVICE HOUSEHOLD (2A) CATEGORY AND REASON SERVICE IS REQUIRED CODE CODE DUE
(1) NO. CODE (4) (S) (6) (7)
SERVICE SERVICE (2) (3)
BEGIN ENO • —
•
•
TOTAL DUE
6. CERTIFICATION
1 understand the policy of the Department of Human Services concerning discrimination under the Civil Rights
Act of 1964 and section 504 of the Rehabilitation Act of 1973 which prohibits payment to any vendor providing
care and services under federally assisted programs unless such care and service is provided without discrimi-
nation on the grounds of race, color, religion, sex, national origin or handicap. I hereby certify that I am in
compliance therewith."
I certify that this is a true and just statement for services rendered and for which payment has not been received.
Signature of Vendor Date
7. APPROVAL
CASEWORKER DATE Co.Director or Supervisor Date
B. DATE PAID
PREPARE IN TRIPLICATE,ORIGINAL AND ONE COPY TO VENDOR FOR SIGNATURE,ONE COPY FOR SUSPENSE FILE.ORIGINAL SIGNED
FORM TO BOOKKEEPING FOR PAYMENT,COPY FOR CASEWORKER.
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