Chapter 4 Cash & Negotiables

Question 1

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.

Answer 1

$250

*Goods or services available on a County contract cannot be purchased with petty cash funds.

Question 2

___ is the departmental Cash Fund Custodian and shall ensure compliance with Miami-Dade County directives governing usage of cash.

Answer 2

The FAB Executive Senior Bureau Commander

Question 3

All cash fund transactions not directly related to an ongoing investigation will be reconciled with the concerned Cash Fund Custodian within ____ working days

Answer 3

2

Question 4

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 director, or the Director, as appropriate, or their designees, prior to submission to the FAB.

Answer 4

30

Question 5

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 FAB Executive Senior Bureau Commander (a copy must be kept by the entity responsible of the cash funds).

Answer 5

October 10th

Question 6

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

Answer 6

Quarterly

Question 7

Cash fund transactions will be balanced ___ except for FAB. A monthly statement of all cash fund transactions, expended and received, will be submitted to the appropriate division chief, or Director/Assistant Director for those elements not reporting to a chief. Cash transactions will include all cash funds expended and monies received.

Answer 7

Daily

Question 8

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 __ Commander for appropriate action. Discrepancies of __ or more, will be resolved via action memorandum to the Director through the chain-of-command and the FAB Executive Senior Bureau Commander.

Answer 8

PCB & $1

Question 9

Audits:
To ensure the accuracy of expenditure reports and supporting documentation; and to ensure compliance with established departmental procedures, the MDPD 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

Answer 9

18

Question 10

Tactical Operations Expenses:

No single purchase will exceed $250 without prior approval of the affected __.

Answer 10

Assistant Director

Question 11

Investigative/Extradition Expenses:

Cash requests for $500.00 or less require approval of the applicable division chief or authorized designee. Extradition related cash requests for $500.00 or less require approval of the __ or authorized designee. If the request is for a cash advance over $500.00, approval of the ___ or authorized designee is required

Answer 11

Warrants Bureau Major & Director

Question 12

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.

Answer 12

Redline reports

Question 13

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 $100 must be approved by the element’s respective __ or the Director for elements not reporting to an Assistant Director. All expenditures that exceed $1,000 must be approved by the Director.

Answer 13

1. Division Chief
2. Assistant Director

*All requests are to have a “reviewed by” line for the Fiscal Administration Bureau for all expenses along with the appropriate budget code to be charged.

Question 14

Return of Investigative Cash:
Investigative personnel will return investigative cash, obtained from either the Miami-Dade County Finance Department or the FAB, to the FAB within __ business days of issue, unless an extension is approved by the Director or authorized designee

Answer 14

2

Question 15

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 FAB 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 FAB exceed __ hours or two business days.

Answer 15

24

Question 16

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.

Answer 16

$5,000

$5,000 = small purchase
$5,000.01 + = large purchase.

Question 17

The County Mayor, or its designee awards emergency purchases. Emergency purchases totaling over $100,000 will be submitted to the ___ for ratification

Answer 17

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

Question 18

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 Department

Answer 18

LETF

Question 19

Who reviews the LETF requests to ensure compliance with state law & appropriate guidelines?

Answer 19

PLB

Question 20

To prohibit communication about bids during the bidding process is referred to as the ____?

Answer 20

“Cone of Silence”

Question 21

_____ 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.

Answer 21

BLANKET PURCHASE ORDERS (BPO)

Question 22

____ 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

Answer 22

PLB

Question 23

_____ 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.

Answer 23

LETF Accountant

Question 24

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.

Answer 24

forty-five (45)

Question 25

All cash monies derived from winning bets, not being used in evidence, will be turned in to the FAB within __ hours or two business days.

Answer 25

24

Question 26

The County awards this budget at the beginning of the fiscal year cycle which begins on October 1st and ends on September 30th of the following year. All cash and negotiable instruments received by MDPD personnel (sworn or civilians) for revenue and non-revenue activities collected by midnight on September 30th must be delivered by __. on October 1st (or closest next available business day) to be returned to the County’s General Fund and to comply with the close of the County’s fiscal cycle.

Answer 26

12:00 p.m

Question 27

LETF project manager responsibilities:
Maintain project files for a minimum period of __ years after the last transaction on each project.

Answer 27

five (5)