410B - Budget Divison Unit Order Flashcards
JSO is required by what Chapter of the Municipal Code of COJ to provide the City Budget Office with an annual operating budget request?
Chapter 106
The MO holds the ——- responsible for the fiscal management of JSO.
Sheriff
Due to the size, complexity, and volume of fiscal management function, the responsibility for management of JSO fiscal affairs is delegated to who?
Chief of Budget
Who will work with and provide input to the budget Division in the development of the current level budget request?
Each Division Chief
Who will advise the Budget Division of any changes that will affect the current level of operation?
Division Chief
What is an Enhancement Request?
Request for funding to provide new programs and or increased level of service for current programs
JSO is required by MO to submit an estimate of the capital improvement requirements for the ensuing _____ years.
Five years
Who is responsible for compiling the five year Capital Improvement Program?
Budget Division
Each department ______ will work with the Chief of Budget to develop and prioritize the CIP for his department.
Director
After approval of the CIP by the sheriff, who reviews it for consideration?
Mayor
City Council
Financial statements prepared by the Budget Division are furnished to each department Director, Division Chief, Undersheriff how often?
Monthly
Money that is collected will be deposited with the Tax Collector how often?
Daily or at least once a week
Who is held accountable for safeguarding all monies?
Unit commanding officer
Accounting of agency checking account and QuickBook activities will be done by Budget Division how often?
Monthly
Who is responsible for maintaining a list of positions and persons authorized to accept and disburse funds?
Each Division Chief
When a petty cash fund or special purpose checking account is closed, the funds must be transferred to the City Treasurer within how many days after the remaining funds are received by the Budget Division?
5 business days
Who is responsible for the management and oversight of all grants for JSO?
Budget Division
When grant Request is approved by Budget Division, it will be forwarded to who for approval?
Undersheriff
Requisition of supplies up to $2500.00 will be routed by Budget Division to who?
Assistant Chief
A requisition for supplies from $2501.00 to $5,000.00 will be routed by Budget Division to who?
Chief or higher
Requisition of supplies from $5001.00 on up will be routed by Budget Division to who?
Director or higher
What form is used for in -town training that require a payment for registration?
Travel Request Form P -0036E
All requests to purchase computers or software must be approved by who?
ISM Section
Are budgetary quotes necessary for blanket order for services under $2500.00?
No
Who has the authority to deny requests if funds are not available?
Chief of Budget
What is a formal purchase?
Any purchase of supplies or services in excess of $65,000.00
A form 4 requesting authorization to use the RFP process must be authorized by who?
Director or higher authority
Sole purchases are not solicited by City Procurement Division. They are publicly advertised for how many days?
Seven days
For an emergency purchase after hours, what needs to be submitted in writing to the Budget Division the next business day?
- Description of circumstances leading to emergency
- Steps taken to acquire goods/services
- Amount of purchase
Upon receipt of goods or services, a receipt transaction must be initiated in the city’s procurement system within how many days?
Two business days
A three-way match (inspecting goods or service received) must be initiated within how many days?
Two business days
Travel forms must be completed and approved through chain of command no less than how many weeks before date of travel?
Four weeks
Per diem for meals will only be advanced if travel period spans how many days?
At least five days
Is part 2 of the Travel Form required for in town training requests?
No
Upon their return, travelers have how many days to submit Part 2 of the Travel Request Form?
5 working days
Baggage tips are limited to how much?
$1.00 per bag
Investigations requiring travel must be approved by who?
Assistant Chief or designee
Upon return from travel, officer has how many days to repay a travel advance?
5 working days
Can JSO Personnel keep frequent flyer miles for their personal use?
No
If a officer has a Purchasing Card, their Supervisor is responsible for notifying Budget Division about what?
- Officer transfers to different department or supervisor
- Terminates Employment
- No longer needs card
In no circumstance will single purchase while using P-card exceed how much?
- $2,500.00 with maximum of $10,000.00 per month per card
2. Unless exception approved by Treasury
At the close of the Monthly billing cycle for a P-card, the cardholder has how many days to approve their charges?
7 business days
