Fiscal management

Question 1

What is the purpose of the fiscal management policy?

Answer 1

To establish procedures for purchasing, budgeting, accounting, and fiscal control.

Question 2

Who is ultimately responsible for the fiscal management of the Lexington Police Department?

Answer 2

The Chief of Police.

Question 3

Which office is responsible for the management of the fiscal office within the Lexington Police Department?

Answer 3

Office of the Chief.

Question 4

What is the role of the fiscal officer within the fiscal office?

Answer 4

Responsible for budget development, supervision of internal expenditures, and procurement of department property.

Question 5

What financial system does the department use for purchasing and budgeting?

Answer 5

LFUCG PeopleSoft Financial System.

Question 6

What does the quarterly internal audit conducted by the fiscal officer cover?

Answer 6

Cash accounts like undercover funds, Emergency Response Unit fund, and Central Records Unit fund.

Question 7

When are purchases made using a ProCard for department equipment and supplies?

Answer 7

When governed by LFUCG’s Division of Central Purchasing-Purchasing Manual.

Question 8

Who must approve requisition requests for purchases within the Lexington Police Department?

Answer 8

Bureau assistant chief or designee, and Chief of Police or designee.

Question 9

Where should all purchase requisitions be submitted within the department?

Answer 9

Electronically via the PeopleSoft Financial System.

Question 10

What are Procurement Cards used for within the department?

Answer 10

Procurement of lesser cost, non-asset items that can be purchased with the card.

Question 11

When will purchases be reconciled and approved for payment?

Answer 11

Within two business days from the date posted in PeopleSoft.

Question 12

What purchases are required to be made through competitively sealed bids?

Answer 12

Purchases over $20,000, excluding items exempted in the Purchasing Manual.

Question 13

What are the steps involved in the bidding procedure?

Answer 13

Public advertising, notifying potential bidders, sealed offers submission, and Urban County Council acceptance.

Question 14

What types of specifications are used by LFUCG for bidding?

Answer 14

Design, performance, combination of both, and infrequent brand names.

Question 15

Who handles the criteria for selection of vendors before council approval?

Answer 15

The Division of Central Purchasing.

Question 16

Under what conditions can a bid be awarded?

Answer 16

To the lowest bid meeting requirements or lowest evaluated bid meeting requirements.

Question 17

What governs emergency purchases or rental agreements for equipment?

Answer 17

Regulations in LFUCG’s Division of Central Purchasing- Purchasing Manual.

Question 18

What is the process for emergency purchases costing less than $20,000?

Answer 18

Approval by Chief of Police or Executive Officer for assignment of purchase order.

Question 19

How are emergency purchases over $20,000 authorized?

Answer 19

Mayor declares emergency, authorizes purchase without competitive bidding with Certificate of Emergency.

Question 20

Who coordinates inventory control of department property and assets?

Answer 20

The fiscal officer.

Question 21

Who serves as the asset forfeiture coordinator through the fiscal office?

Answer 21

The Executive Officer in the Office of the Chief.

Question 22

Who maintains the Equitable Sharing Agreement Certification (ESAC) eShare Administrator role?

Answer 22

The fiscal officer

Question 23

What procedure should be followed for handling cash, checks, and money orders at the front counter by Central Records employees?

Answer 23

Only authorized employees can handle, with entries in a cash register and reconciliation at day end.

Question 24

What actions must be taken by a designated Central Records employee at the end of each business day?

Answer 24

Total cash in register, create balance sheet, turn in to civilian supervisor including excess cash and checks.

Question 25

Who is responsible for reconciling and maintaining the cash register account in Central Records?

Answer 25

The civilian supervisor or designee

Question 26

How should payments received be deposited by the civilian supervisor at the end of each business day?

Answer 26

Hand-delivering payments to the Division of Revenue