HomeMy WebLinkAbout950341.tiffRESOLUTION
RE: ESTABLISH PETTY CASH FUND FOR ALIVE/E PROGRAM IN THE DEPARTMENT OF
SOCIAL SERVICES
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, it has been requested by Judy Griego, Director of the Department of Social
Services, that a Petty Cash Fund be established in the amount of $200.00 for the Alive/E Program,
and
WHEREAS, the Board of County Commissioners of Weld County, Colorado, has deemed
it advisable and in the best interests of Weld County to approve said request.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that a Petty Cash Fund for the Alive/E Program in the Department of Social
Services, be, and hereby is, established in the amount of $200.00.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 6th day of March, A.D., 1995.
ATTEST:
Weld County Clerk to the Board
BY:
Deputy Clerlijto the Board
APP: 'VED AS TO FO
d
BOARD OF COUNTY COMMISSIONERS
ELD COUNTY, CO RA
Dale K. Hall, Chairman
Fxr:t ISFn
Barb J. Kirkmeyr, Pro -Tern
Barb
Baxter
Constance L. Harbert
W. W bst r £UJt Oi
950341
ACIVS
Wilk
COLORADO
TO:
FROM:
SUBJECT:
DATE:
DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
GREELEY, COLORADO 80632
Administration and Public Assistance (303) 352-1551
Child Support (303) 352-6933
Protective and Youth Services (303) 352-1923
Food Stamps (303) 356-3850
FAX (303) 353-5215
Claud Hanes,
HanComptroller �r Cl
Judy A. es , Director, Social Service CHO
Petty Cash Fund for ALIVE/E Program `
February 28, 1995
We have been allocated $2,000 for the current fiscal year to distribute to youth
in the Youth Direct Services program. These funds are to be used to provide
"flexibility in meeting the individual needs of youth through incentive payments
and through funding activities and purchases not readily available through other
child welfare or community sources."
We are requesting that a petty cash fund be established for this purpose in the
amount of $200.00. This fund would be maintained in the Social Services Business
Office and replenished as needed with reimbursement through the State ALIVE/E
Program Administrator. The funds will be disbursed to youth through our ALIVE/E
caseworker, who is responsible for acquiring, and distributing to Business Office
personnel, adequate supporting documentation to obtain reimbursement.
It is my understanding that your office will take the lead in establishing the
fund through resolution under the Board of Weld County Commissioners.
Thank you for your prompt attention to this matter.
cc: Don Warden
95O34I
MEMORANDUM
TO: ALIVE/E Counselors
FROM: Marlee Tougaw t('
DATE: January 24, 1995
SUBJECT: Gift Certificates and CFK
The budget for gift certificates has been established for each
office, including the counties. Although you must maintain the
required documentation according to the procedural manual, we will
no longer provide individual balances for the certificates. Each
of you will need to maintain a running balance to gauge the level
of certificate use to assure that they last for the year.
We will start the youth direct services budgets with the
allocations you each have available. The quarterly youth direct
services report will continue until the transition is complete.
Thanks
950311
1995 ALIVE/E CASE SERVICES BUDGET
AREA
GIFT
CASH
FOR KIDS
TOTAL
CERI IICATES
Alamosa
1,000.00
1,500.00
2,500.00
Arapahoe
3,000.00
3,000.00
6,000.00
Colorado Springs
5,100.00
4,750.00
9,850.00
Denver (Gould)
3,500.00
3,500.00
7,000.00
Denver (Beltz)
4,000.00
4,000.00
8,000.00
Denver (Boberschmidt)
3,500.00
3,500.00
7,000.00
Eagle
1,500.00
1,500.00
3,000.00
Fremont
1,300.00
1,500.00
2,800.00
LaPlata
750.00
1,000.00
1,750.00
Longmont
3,250.00
3,500.00
6,750.00
Mesa
3,000.00
3,500.00
6,500.00
Morgan
1,300.00
1,500.00
2,800.00
Pueblo
1,800.00
2,000.00
3,800.00
Weld
1,750.00
2,000.00
3,750.00
TOTAL .
34,750.00 36,750.00 71,500.00
950311
COLORADO DEPARTMENT OF HUMAN SERVICES
1575 Sherman Street
Denver, Colorado 80203-1714
Phone (303) 866-5700
'DD (303) 866-6293
FAX 1303) 866-4214
STATE Cr COLORADO
nr^ IrI
it
19911 DEC 12 All 11: 06
November 30, 1994
Roy Romer
Governor
Barbara McDonnell
Executive Director
Karen Beye
Managing Director
Dan Fowler, CW ADM
Weld County DSS
PO Box A
Greeley CO 80631
(,
Dear Mr. Fowl `--
In anticipation of the final transition of the ALIVE/E Program to county
administration, I am implementing the Youth Direct Services procedure at the
county level. The federal instructions for the program emphasize the need for
flexibility in meeting the individual needs of youth through incentive payments
and through funding activities and purchases not readily available through other
child welfare or community sources. The guidelines for the use of these funds
are attached and will be included in Volume VII rules.
The total amount available for each county or region is based on the CWEST Data
count of the number of eligible youth physically residing in the county or region
in October, 1994 with the exclusion of RCCF placements. Because the State is
converting the funding from a federal fiscal year to a state fiscal year, the
amount listed represents the funds available for the nine month period from
October 1, 1994 through June 30, 1995. Any cash amounts provided to your county
or region since october 1, 1994 are deducted from the total available. In future
years the eligible youth count will be developed from CWEST reports on February
1 for the next state fiscal year.
The ALIVE/E staff in your county or region has already been provided a supply of
gift certificates to stores in your area to make resources readily available to
clients. Attached are example procedures for documentation and accountability
to safeguard the certificates. It is the county's responsibility to develop
procedures for safeguarding negotiable securities, i.e. certificates, per Volume
V, Section 5.211.54 SAFEGUARDING DOCUMENTS AND NEGOTIABLE SECURITIES. These
procedures must be in place by February 1, 1995.
Volume V, Section 5.910.3 PETTY CASH - IMPREST FUNDS provides authority for
counties to establish a petty cash fund for such purposes. The specific
procedures employed by the county for assuring appropriate internal fiscal
controls is determined by the county. I have attached the control procedures
used by the State ALIVE/E Program as an example only. Funds expended for this
purpose will be reimbursed at 100% subject to compliance with the guidelines.
Building Partnerships to Improve Opportunrues for Safety. Self -Sufficiency. and Dignity for the People of Colorado
9502 11
It is difficult to provide for every contingency that might arise for this
population. The ALIVE/E counselor in your county has been working with state
staff to understand how these funds might be used in the program. At present,
any questions about the use of the funds can be discussed with other counselors
or myself as well as the county supervisor. Once the program is completely
transitioned and county supervisors become more familiar with the guidelines, the
county can assume this responsibility.
The guidelines and procedures for the operation of the ALIVE/E Program in the
counties will be included in Volume VII rules under Independent Living and
Reimbursement sections. These sections are in the development stage and will be
made available as soon as approved.
The amount allocated to your county or region is:
Gift Certificates 51,750.00
Cash 1.500.00
Less 400.00
51.100.00
I hope the information provided is clear. If you have any questions, please feel
free to call me at 1-303-866-4705. I am looking forward to our continued work
together.
Thank you.
Sincerely,
Marlee Tougaw, Program Administrator
ALIVE/E Program
cc. Pat Ballew
Mary Thayer
Amanda. Randal l
Doug Mackey
9503 11
FINANCIAL PROCEDURES INFORMATION
Youth Direct Services
Each counselor is given an annual budget of direct youth services funds to be used in
providing services to youth eligible for ALIVE/E services. It is your responsibility to use the
funds wisely and keep track of your expenditures. The quarterly youth services report will
assist you in keeping track. The state fiscal year, July 1 through June 30 of each year will
be the timeframe for this budget. The amount can vary somewhat from year to year and will
be based on a count of eligible youth residing in the county or region on february 1 of each
year prior to the new budget. Some guidelines to remember:
1. Cash Incentives are part of direct youth services dollars.
2. Vocational assessment fees may be paid from direct youth
service dollars.
4. Invoices submitted for payment that are on behalf of an
individual client will be paid from case service dollars.
5. Gift certificates may be purchased with direct youth service
dollars.
6. You can be creative in how you serve youth by using direct
youth service funds, but keep in mind that federal dollars
cannot duplicate services provided elsewhere. We cannot pay
for room and board. If in doubt, review with your supervisor or
call the grant administrator.
CASH FOR KIDS
A small amount of your direct youth service budget can be kept on hand in cash or gift
certificates for easy access. The amount in your office will not exceed the amount agreed
upon in writing between you and your county supervisor.
THE FOLLOWING IUS INCLUDED FOR INFORMATION ONLY
REGARDING THE METHODOLOGY DEVELOPED BY THE STA1E
PROGRAM TO RIGOROUSLY ACCOUNT FOR THE DIRECT YOUTH
SERVICES FUNDS)
Warrants of $100.00 each will be issued in your name from accounting to your office
address, not your home address. This is not considered income and you will not receive a
1099 form for income tax purposes. You have the responsibility for managing funds and
record keeping. Supervisor or designee has responsibility for periodically monitoring the
funds. We have a complex system of checks and balances in monitoring the money for your
protection. The guidelines for storing the money are also for your protection:
950341
1. Keep all cash, uncashed warrants, and gift certificates in a
locked box in a locked drawer in your office.
2. Do not discuss having cash in your office or leave it out to be
seen.
3. Cash the warrants one at a time so the amount of cash is kept
under $100.
4. Do not put any of the money in a bank account, personal or
otherwise. Never mix personal funds with YOUTH SERVICES
funds. Accounting requires this protection.
Instructions for using and recording Cash For Kids. Upon receipt of warrant:
1. Attach ledger sheet to warrant with number of warrant written
on ledger and place both in cash box.
2. Enter number of warrant and date received in separate CFK
folder.
3. Document date warrant is cashed in folder.
4. Complete ledger sheet as usual when expenditures are made.
Each ledger sheet will total exactly $100.
5. Make several copies of ledger sheet when $100. is spent.
6. Mail original ledger (original signatures) with stub attached to
supervisor with memo requesting turn around or not. File one
copy of ledger in CFK folder and one in each youth's file. Black
out names not pertinent to that file.
7. Document in CFK folder date ledger sheet was mailed, and
whether turn around was requested or not.
8. When next warrant is received begin again with step one.
Receipts are to be ontained whenever possible. Every penny needs to be documented an
accounted for, for your protection. Accounting accepts a youth's signature as a receipt that
the money went to program use, not to you personally, but prefers receipts as muvch as
possible. Store and/or restaurant receipts are your back up documentation. Tape receipts
to a blank sheet of paper and attach to the ledger sheet. In the case of graduation or house
warming gifts it will be awkward to ask the youth to sign the ledger. The supervisor can sign
for these items.
950311
It is acceptable to use CFK to pay for meals with youth. According to state fiscal rules 1/2
of counselor meals may be included in this situation:
1. Incentive or reward for specific tasks completed.
2. A scheduled activity that expands the work time into lunch hour
and lunch hour is used as working time with the youth.
3. Evaluation or teaching of social skills.
4. Creating a positive work space away from a chaotic group home
or school environment.
5. Independent living groups.
Document the event in your case notes, with a receipt, and with brief notes on why you were
eating together. Use judgement in deciding to use your funds in this way and discuss with
your supervisor if you have questions. As always, have a youth sign a ledger sheet.
All expenditures must relate to the plan and all expenditure must be signed for and have
receipts if possible.
Shortages that cannot be accounted for have to be made up by you personally.
GIFT CER HHCATES
We find the use of gift certificates a handy way to pay incentives without handling a lot of
cash and gives us a little reassurance that the money indeed goes for house hold items, not
cigarettes or drugs. Small amounts can be purchased with CFK by you individually. Attach
receipts to the ledgers you use. Larger amounts can be purchased through Denver via
purchase order and warrants sent directly from accounting. Set up a record keeping system
similar to your CFK records so you can keep track of the amount used and the amount
remaining. You need to record each certificate serial number, the date used, the youth or
event name, the amount, and keep receipts. Supervisor will periodically review your records
and sign that an audit has been done. Each time gift certificates are used have a youth sign
a ledger sheet. One ledger sheet should be used for each issuance to the youth, regardless
of the amount. For example, if you give a youth $50. in K Mart certificates have him sign
a ledger for $50. and mark it K Mart. Keep all the K Mart documents together, all the
Walmart papers together, etc. XC in youth file. You should have a copy of the purchase
order from the supervisor to keep with each batch of certificates and ledgers. Keep
certificates locked in your locked drawer with cash funds.
950311 I
YOUTH DIRECT SERVICES PROCEDURES
The Alive/E counselor is given the annual budget of direct youth service funds to be used with
youth involved in the Alive/E Program. The state fiscal year, July 1st through June 30th of each
year, will be the time frame for this budget. The amount will vary each year depending on a
count of eligible youth residing in the county on February 1st of each year. The amount
available through June 30, 1995 equaled $3,750.00.
A small amount of the direct youth service budget can be kept on hand in cash or gift
certificates for easy access. An amount of $200.00 should be issued to the Alive/E counselor.
After an amount of $100.00 has been spent, the accounting office will request reimbursement from
the state to replace the $100.00. The money will be routed through the accounting office and
they will maintain a record of the amount of service dollars coming into the office and routed
to the Alive/E worker.
The Alive/E worker will be responsible for recording expenditures on a ledger sheet that will be
kept in the file for each youth. If receipts are used in lieu of a signature, the receipt will
be kept in the youth's file, taped to the ledger sheet. Another ledger sheet will be kept to be
turned into the accounting office outlining how and where the funds were spent. The Alive/E
worker will not carry over $100.00 in cash. If there is a large amount of dollars to be used
with a youth, invoices may be submitted to the state for payment of those services.
Gift certificates may be bought with the case service funds. The certificates should be kept in
the safe in the accounting office. When certificates are given to a youth, this will be recorded
in the youth's ledger in his or her file. They will sign for the receipt of the gift certificate
on the ledger sheet and also on a separate page that will have the certificate type (i.e.,
Target, King Soopers, etc.) and identifying serial number.
The accounting office will submit monthly updates to the Alive/E counselor outlining expenditures
made and funds available for the remaining fiscal period. The Alive/E counselor should also
maintain a balance of dollars available to use with the youth.
Suggested use of case services funds:
• professional vendors
• reinforcers or incentives for tasks completed
• tuition
• summer school
• GED preparation and/or testing
• books and supplies
• cap and gown for graduation
• correspondence course
• graduation gift
• recreation and leisure activities
• meals in conjunction with Alive/E activities
(counselor pays $ of own meal)
• obtain state ID
• obtain birth certificate
• independent living/household items
• food provided at group
• follow up participation gift certificates
• testing/assessment
group teaching supplies
transportation
work clothing or tools
baby items
birthday cards or gifts
bicycle and/or bicycle repairs
calculator
tutor
to acknowledge group attendance
and participation
furniture
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