120.04-Budgeting and Purchasing Procedures

Question 1

What is an Audit?

Answer 1

independent review of all revenues and expenditures to determine compliance and accuracy

Question 2

What is a budget?

Answer 2

fiscal plan for 1 year

Question 3

What are Capital Expenditures?

Answer 3

Infrastructure items such as buildings and autos

Question 4

What is Drug Forfeiture?

Answer 4

Monies related to asset forfeiture account

Question 5

What are Expenditures/Encumbrances?

Answer 5

Monies spent or committed

Question 6

What is the Fiscal Year?

Answer 6

July 1 to June 30

Question 7

What is the General Fund?

Answer 7

general operating budget of the city

Question 8

What is a Requisition?

Answer 8

a formal request to the City Finance Department via a purchase agent to expend funds

Question 9

What is Unencumbered?

Answer 9

Monies in the budget not spent or committed

Question 10

What is a Voucher?

Answer 10

Form required for all requests for payments

Question 11

Who prepares the Police Budget

Answer 11

Chief and Planning and Budget Coordinator

Question 12

Who authorizes all expenditures by expressed signature?

Answer 12

Chief or designee

Question 13

How often do Division Commanders submit a written budget to the Chief based on functional goals and objectives?

Answer 13

Annually

Question 14

What are the exceptions to the bid process?

Answer 14

1. Sole source vendor

2. An emergency public safety condition exists

Question 15

What is a sole source vendor?

Answer 15

requested purchase is of such character as to mandate a purchase from one and only source or if circumstance surrounding the purchase make competitive bidding impossible or impractical

Question 16

Who approves purchases that don’t go through the bidding process?

Answer 16

Finance Director or City Council

Question 17

Are there any exceptions in which a budget deficit may be caused without prior approval of the City Council.

Answer 17

No

Question 18

How often are budget reviews done and by whom are they done?

Answer 18

monthly, by the Planning and Budget coordinator

Question 19

Where are the 3 cash fund accounts located in the PD?

Answer 19

Chiefs Office
Administrative Investigations Unit (Vice)
Records Office

Question 20

Cash disbursements in excess of $______ require the chief or his designee signature.

Answer 20

$500.00

Question 21

Any property valued at more than $____________ must be inventoried.

Answer 21

$500.00