Chapter 4 Cash & Negotiables Flashcards
(32 cards)
Petty Cash Funds: are provided as a method to purchase legitimate and appropriate infrequent, unanticipated goods and services for less than $____ when it is not practical or feasible to submit a purchase requisition, request for payment or use a procurement purchasing card.
$500
Goods or services available on a MDSO contract cannot be purchased with petty cash funds
___ is the is the MDSO Cash Fund Custodian and shall ensure compliance with agency policy and procedures governing usage of cash.
The FPO Commander
All cash fund transactions not directly related to an ongoing investigation will be reconciled with the concerned Cash Fund Custodian within ____ working days
2
Reimbursements:
Utilizing the applicable format, requests for cash purchase reimbursements shall be made within ___ days of the purchase as shown in the supporting documentation (invoice, receipt, tickets, etc.) and will be submitted for approval to the concerned division chief, assistant sheriff, or the Sheriff, as appropriate, or their designees,
prior to submission to the FPO.
30
Accountability:
On or by __ of each fiscal year, the entity responsible for each cash fund must submit the original Cash Funds Activity Log for the prior fiscal year to the FPO Commander (a copy must be kept by the entity responsible of the cash funds).
October 10th
Cash Fund Custodians who receive, maintain, and disburse investigative and evidence or special law enforcement trust fund cash will reconcile each transaction, balance the authorized amount, and prepare a __ Investigative Expenditure Audit Report
Quarterly
Cash fund transactions will be balanced ____ except for FPO. A monthly statement of all cash fund transactions, expended and received, will be submitted to the appropriate division chief, or Sheriff/Assistant Sheriff for those elements not reporting to a division chief.
Daily
Petty cash transaction accounts that contain irregularities or cannot be balanced by the end of the accountable employee’s tour of duty will be reported to the _____ Major for appropriate action.
Discrepancies of one dollar or more, or any second consecutive discrepancy involving less than ______, will be resolved via action memorandum to the Sheriff through the chain of command and the FPO Commander.
IAO & $1
Audits:
To ensure the accuracy of expenditure reports and supporting documentation; and to ensure compliance with established MDSO procedures, the MDSO Internal Auditor, assigned to the Staff Inspections
Section, will conduct on-site financial audits of all authorized cash funds (Petty Cash and Investigative Cash Funds) at least once every ____ months, and at other times as deemed appropriate, in accordance with generally accepted governmental accounting principles and procedures.
18
Tactical Operations Expenses:
No single purchase will exceed $500 without prior approval of the affected __.
Assistant Sheriff
Investigative/Extradition Expenses:
Cash requests for $1,000 or less require approval of the applicable _____ or authorized designee. Extradition related cash requests for $500.00 or less require approval of the _____ Bureau Major or authorized designee.
Division Chief & Warrants & Major.
Other Investigative Cash Expenditures:
___ are utilized as a method to maintain the integrity and confidentiality of ongoing criminal investigations. Many Redline reports are used to facilitate the payment of confidential informants as well as a method to procure or pay bills associated with delicate or covert investigations.
Redline reports
Procedures for using Redline Reports:
All requests to expend funds must have approval via chain of command through the rank of _____. All expenditures that exceed $1,000 must be approved by the element’s respective _____ or the Sheriff for elements not reporting to an Assistant Sheriff. All expenditures that exceed $5,000 must be approved by the Sheriff.
- Division Chief
- Assistant Sheriff
All requests are to have a “reviewed by” line for the Management & Budget Office (MBO) for all expenses along with the appropriate budget code to be charged
Return of Investigative Cash:
Investigative personnel will return investigative cash, obtained from FPO, to the FPO within ___ business days of issue, unless an extension is approved by the Sheriff or authorized designee.
5
No employee may retain physical custody of cash, checks, money orders, or other negotiable instruments beyond their scheduled tour of duty. Cash and negotiable instruments must be delivered
to the FPO on the same day of receipt or the next business day. Except for unforeseen “Acts of God” such as hurricanes, fires, tornadoes or floods, under no circumstances may the deliverance of cash and negotiable instruments to the FPO exceed _____ hours or two business days.
24
The Fiscal Administration Bureau is assigned the responsibility of coordinating the preparation of departmental requests for professional services.
No more than $___ in similar services may be purchased from the same individual, firm, or organization during a twelve (12) month period through the use of the Purchase of Professional Services Agreement form and procedures.
$5,000
$5,000 = small purchase
$5,000.01 + = large purchase.
The County Mayor, or its designee awards emergency purchases. Emergency purchases totaling over $100,000 will be submitted to the ___ for ratification
BCC- Board of County Commissioners
*Bid Waivers totaling over $100,000 will
be submitted to the BCC for approval and award. * A sole source totaling over $100,000 will be submitted to the BCC for approval and award. The County Mayor, or its designee, may award up to $500,000. A purchase accessing another governmental entity or Not For Profit Organization contract totaling over $500,000 will be submitted to the BCC for approval and award
The __ was established by the Board of County Commissioners, and may be used only for law enforcement purposes to defray costs of protracted or complex investigations; to provide additional technical equipment or expertise; to provide matching funds to obtain federal grants; or for other law enforcement
purposes as the Board of County Commissioners deems appropriate within the realm of State law. The __ shall not be a source of revenue to meet normal operating needs of the Miami-Dade
Sheriff’s Office (MDSO).
LETF
Who reviews the LETF requests to ensure compliance with state law & appropriate guidelines?
PLB
To prohibit communication about bids during the bidding process is referred to as the ____?
“Cone of Silence”
_____ is used For multiple, continuous, and/or bulk purchases of a product or service, Miami-Dade County may establish a contract with a fixed price and vendor(s) that can be used by any Miami-Dade County department and any element within the Miami-Dade Police Department. Establishing a contract eliminates the need for continually obtaining quotes, bids, qualifications, affidavits, etc., associated with a single LPO.
BLANKET PURCHASE ORDERS (BPO)
____ BUREAU Prepares an agenda item for the Board of County Commissioners which includes: the Report of Proposed Expenditures for the LETF, a Memorandum to the Board from the Mayor explaining the request to approve the proposed expenditures, and the companion Resolution
PLB
_____ Forwards a memorandum to the requesting element and concerned division chief, police major/bureau commander or supervisor of offices reporting to the Director, or an assistant director, advising that the request has been approved or disapproved and has been assigned a project number.
LETF Accountant
The FAB will not reimburse purchases for which receipts and/or invoices are older than __ days from the original purchase. The Director or designee is authorized to waive reimbursement of receipts dated older that ___ days from the day of purchase.
forty-five (45)
