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410 Budget > Highfill - 410 - Budget > Flashcards

Highfill - 410 - Budget Flashcards

1
Q

Who is the owner of Budget Division?

A

Chief of Budget

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2
Q

The ________ administers the financial affairs of the Jacksonville Sheriff’s Office (JSO), including the management of JSO purchasing activities, travel, grants and contracts.

A

Budget Division

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3
Q

JSO is required by Chapter 106 of the Municipal Code of the City of Jacksonville (COJ), to provide the City Budget Office with an ______ operating budget request.

A

annual

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4
Q

Each _____ _____ will work with and provide input to the Budget Division in the development of the current level budget request.

A

division chief

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5
Q

On an _____ basis, the Budget Division will provide instructions for requesting enhancements needed to increase the level of service or provide for a new program.

A

annual

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6
Q

JSO is required by Chapter 122.6 of the Municipal Code to submit an estimate of the capital improvement requirements for JSO for the ensuing ____ years.

A

five

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7
Q

The Budget Division is responsible for compiling the five- year Capital Improvement Program (CIP). Each department _______ will work with the Chief of Budget to develop and prioritize the CIP for his department.

A

director

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8
Q

The Chief of Budget or his designee will conduct periodic briefings with division _____,
department ______, the ________ and ______ to inform them of the status of their budget highlighting potential problem areas.

A

chiefs
directors
Undersheriff
Sheriff

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9
Q

When an activity requires supplemental or emergency appropriations or needs to transfer funds between accounts, a written request will be submitted by the division ______ through the chain of command.

A

chief

Once approved by director sent to Budget

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10
Q

Each unit’s ________ _______will be responsible and held accountable for the safeguarding of all monies.

A

commanding officer

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11
Q

In the event a division chief intends to close an imprest/petty cash fund/special purpose checking account, a future closing date shall be established and communicated to the _______and _________via Intradepartmental Correspondence Form (P-0004).

A

Chief of Budget

Internal Audit

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12
Q

The Budget Division is responsible for the management and oversight of all _____ for JSO.

A

grants

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13
Q

All requests for the purchase of computers, software, or other computer supplies must be reviewed and approved by the ___________________ Section.

A

Information Systems Management

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14
Q

Any requests for uniforms must be submitted to the ___________ for processing.

A

Supply Unit

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15
Q

A ______ _______ is a purchasing tool, which allows the user to purchase goods and/or services over a set period of time.

A

Blanket Order

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16
Q

A ______ purchase is defined as any purchase of supplies and / or services in excess of $65,000.

A

formal

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17
Q

Under no circumstances will a change order request be submitted directly to the City’s ________ Division.

A

Procurement (must be sent to Budget)

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18
Q

The employee responsible for the improper purchase will detail the circumstances of the purchase on an Intradepartmental Correspondence Form (P-0004) routed through their chain-of-command to the ______ level for approval.

A

director

The Form 4 is then sent to Budget

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19
Q

All _____ _____ (including those that are zero cost) and in-town training requests that require payment for registration must be approved in advance.

A

travel requests

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20
Q

An employee requesting permission to travel, except for the purposes of transporting prisoners or for an investigation, or attend in-town training must submit Part I of the Travel Request Form (P-0036E). Part I must be routed through the employee’s chain-of command and be approved by the _______, ___________, or ___________.

A

Sheriff, Undersheriff, or appropriate department

director.

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21
Q

Travel forms must be completed and approved through the chain of command no less than ____ weeks prior to the date when any travel arrangements must be made, including the training registration deadline.

A

four (4)

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22
Q

Per Diem for meals will be advanced only if the travel period spans at least ____ days.

A

five (5)

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23
Q

Part II of the Travel Request Form (P-0026E) is not required for_______ training requests.

A

in-town

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24
Q

Upon their return, travelers have _________ days to complete Part II of the Travel Request Form (P-0036E) and submit it to the _______ ______.

A

five (5) working

Budget Division

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25
Q

If travel was by air, all _____ ____and _______ ______ must be attached to Part II.

A

boarding passes

baggage receipts

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26
Q

The traveler(s) and the _____ _____or higher authority will sign Part II of the Travel Request Form (P-0036E) attesting to its accuracy.

A

division chief

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27
Q

When notified that someone has been arrested by another law enforcement agency and requires transportation to Jacksonville, the _______or designee shall determine the means of transportation that will be used to return the individual to Jacksonville.

A

Chief of Jails

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28
Q

Investigations requiring travel must be authorized and approved by the requesting officer’s _____ _____ or designee.

A

assistant chief

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29
Q

Prior to the travel, detectives requesting funds for travel will prepare the top section of a ___________________ for approval by their assistant chief or designee.

A

JSO Prisoner Transport and Investigations Travel Form (P-0442)

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30
Q

The detective will complete the bottom section of the prior approved JSO Prisoner Transport and Investigations Travel Form (P-0442) upon the return of the detective at the earliest possible time, not to exceed ___________ days.

A

five (5) working

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31
Q

Per Diem and traveling expenses of informants, sources, suspects, etc. must have prior
authorization from the detective’s ________ or designee.

A

assistant chief

32
Q

Frequent Flyer miles or Reward accounts accrued on JSO business will not be used for ______ reasons.

A

personal

33
Q

It is the responsibility of the purchasing cardholder’s immediate supervisor to notify the Budget Division immediately in writing if the cardholder: (3)

A
  1. Transfers to a different department/supervisor
  2. Terminates employment
  3. No longer needs the card.
34
Q

Each card will have a credit limit based upon the individual’s need for the purchasing card; however, in no circumstance will a single purchase exceed ______ with a maximum of _______ per month per card unless an exception is approved by Treasury Division.

A

$2,500

$10,000

35
Q

The _________ has the authority to cancel any cardholder’s card upon verification of a violation of the purchasing card procedures.

A

Chief of Budget

36
Q

Employees requesting reimbursement for damaged property should complete a ________________.

A

Reimbursement Request for Damaged Personal Property (P-0087).

37
Q

The Reimbursement Request for Damaged Personal Property is approved by the employee’s immediate supervisor and _______ _______or higher approval authority.

A

Assistant Chief

38
Q

The City Charter requires an ______ independent audit of the accounts and financial transactions of the Consolidated Government including the JSO by a certified public accountant.

A

annual

39
Q

Municipal Ordinance (MO) holds the ________ responsible for the fiscal management of JSO. Due to the size, complexity, and volume of the fiscal management function, responsibility for the management of JSO fiscal affairs is delegated to the __________.

A

Sheriff

Chief of Budget

40
Q

The Budget Division is responsible after their review and prioritization of the Capital Improvement Program (CIP) to submit to the ______ and _________ for consideration.

A

Mayor

City Council

41
Q

Financial statements will be prepared by the Budget Division and furnished to each division chief, department director, and Undersheriff on a _______ basis:

A

monthly

42
Q

Safeguarding of funds:
(a) Monies will be stored in a secured area and deposited with the Tax Collector ______________; and

(b) Each unit’s _____________ will be responsible and held accountable for the safeguarding of all monies.

A

daily or at least once a week;

commanding officer

43
Q

The _________ , or designee, approves requests for the replenishment of funds.

A

Chief of Budget

44
Q

A ______ accounting of agency checking account and QuickBooks activities will be performed by the _____________. A copy will be submitted to __________ and a summary report will be submitted to the Accreditation Unit.

A

monthly

Budget Division

Internal Audit

45
Q

Each ________ shall be responsible for maintaining a list of Positions/Persons Authorized to Accept and Disburse Funds Form (P-1746). This form will be updated as personnel change or as conditions change. Only those personnel authorized by the __________ shall perform the collection and/or disbursement function.

A

division chief

division chief

46
Q

Positions/Persons Authorized to Accept and Disburse Funds Form (P-1746) will be maintained in the area where ______________ and/or dispersed and will be available for inspection at any time. A copy will be submitted to the __________.

A

funds are collected

Budget Division

47
Q

__________ checking account funds and special purpose checking accounts may be established to provide payment capability for transactions conducted _________ purchasing/payables system in order to reduce administrative time and paperwork.

A

Imprest

outside the normal

48
Q

Internal accounting controls will be instituted by each ___________ in order to minimize any potential for abuse and/or exposure to loss.

A

division chief

49
Q

The procurement of supplies, equipment, and other services will be in accordance with __________ Municipal Code, and the City’s purchasing regulations.

A

Chapter 126

50
Q

The Budget Division will enter the requisition into the City’s Procurement System and will route the requisition through the appropriate chain of command as follows: [CALEA 17.4.2]

(a) $1 - $2,500 – _______ or higher;
(b) $2,501 - $5,000 – _______ or higher (additionally, the IT & Crime Analysis Senior Executive is also authorized to approve at this level); and
(c) $5,001 & up – ________ or higher.

A

a) assistant chief
b) chief
c) director

51
Q

In-Town Training Requests – The _________________ will be used as the requesting document for in-town training (e.g. conferences, webinars, etc.) that require the payment of a registration or training fee. Refer to Section III. C. Travel and Training for procedures.

A

Travel Request Form (P-0036E)

52
Q

At least, _____ budgetary quote is required for every purchase, except for blanket orders for services under _______.

A

one

$2,500

53
Q

Blanket order requests for services totaling under ________ or less do not require the submission of a budgetary quote.

A

$2,500

54
Q

A _________ is an established procedure for the special procurement of certain goods and services that are not readily adaptable to the issuance of contracts or purchase orders.

A

check request

55
Q

A check request for goods/services not listed in 410 Budget section B(5) will require a written explanation to and approval from the ________________ or his designee.

A

City’s Chief of Procurement

56
Q

JSO can use a _________ to acquire certain goods or services, in accordance with the provisions on purchasing cards outlined in this order.

A

COJ purchasing card

57
Q

A _______________ is defined as a procurement document, which details the desired scope of goods and/or services requested and specific minimum requirements.

A

Request for Proposal (RFP)

58
Q

A ___________ purchase shall apply when there is only one justifiable source for the goods or services requested.

A

sole source

59
Q

Sole source purchases are not solicited by the City’s Procurement Division. They are publicly advertised for _________, so other vendors can review the validity of the sole source documentation.

A

seven (7) days

60
Q

An _______________ is defined as an official award document used to approve expenditures and/or authorize contracts for purchases made in accordance with Section 126.107 of the Municipal Code.

A

administrative award

61
Q

A _____________ is a modification to an existing purchase order, blanket order, or formal award.

A

change order

62
Q

Upon receipt of goods or services, a receipt transaction must be initiated in the city’s procurement system within __________ days.

A

two (2) business

63
Q

The employee in receipt of the goods or services must perform a ___________, prior to the initiation of the receipt transaction. The three-way match entails the following:

(1) The goods or services must be inspected to ensure they conform to the specifications detailed on the purchase order; and
(2) The goods or services must be inspected to ensure they conform to the packing slip, sales receipt, work ticket, etc.
(3) If a receipt document (packing slip, service receipt, etc.) is not provided by the vendor, the recipient shall document the delivery of the goods/services. Must contact the vendor for proper receipt.

A

three-way match

64
Q

The three-way match must be completed in a timely manner to ensure the receipt transaction is initiated within _________ days.

A

two (2) business

65
Q 
Advanced Payments: 
Only the following types of travel expenses may be paid in advance of travel: (4)
(1)  \_\_\_\_\_\_\_\_\_\_
(2) \_\_\_\_\_\_\_\_\_\_
(3) \_\_\_\_\_\_\_\_\_\_
(4) \_\_\_\_\_\_\_\_\_\_
A

(1) Lodging,
(2) Meals,
(3) Registration fees,
(4) Transportation

66
Q

If a personal vehicle was driven, the mileage as published by the ________ will be used. If the destination is not listed, the mileage as published by the ______________ will be used. Vicinity mileage necessary for conducting official business may also be reimbursed. The vicinity mileage must be kept separate.

A

COJ

American Automobile Association (AAA)

67
Q

Travel:
Lodging receipts must reflect the single room rate if someone (e.g. spouse) accompanied the traveler. The hotel bill must be marked “________” or reflect a zero balance, or if a zero balance is not shown, the original charge receipt must be attached.

A

“paid”

68
Q

Travel:

An _______ receipt must be submitted for any other expenditures (e.g. taxi, parking, tolls, rental vehicle, etc.).

A

original

69
Q

Travel:

Baggage tips are limited to _______ per bag, per transfer, _____ not to exceed per transfer.

A

$1.00

$2.00

70
Q

Travel advances are obtained from the __________ upon completion of the top section of the JSO Prisoner Transport and Investigations Travel Form (P-0442) with signature authorization from the assistant chief or designee. Advances are based upon city guidelines for anticipated expenses.

A

Budget Division

71
Q

COJ In-town Mileage Reimbursement Form:

Under Department/Division – Enter “________” and the requestor’s division (e.g., “Sheriff – Services”);

A

“Sheriff”

72
Q

COJ Purchase Card Program:
JSO will limit the number of purchase cards issued to those employees who travel frequently, those employees who are actively involved in the procurement of goods and services, and to a limited number of employees assigned to the __________.

A

Aviation Unit

73
Q

COJ Purchase Card:
A request for a purchasing card will be made by the employee through the chain of command to their ________ or higher authority.

A

director

74
Q

Lost, Misplaced, or Stolen Purchasing Card:

Cardholders are required to immediately report any lost or stolen purchasing card to _________ toll-free at 1-800-449-2273 (24 hours a day, 365 days a year) and notify the __________ as soon as possible during normal business hours.

A

Bank of America

Budget Division

75
Q

Purchase Card:
Any violation of the purchasing card procedures can result in the following actions: (5)

(1) ________
(2) ________
(3) ________
(4) ________
(5) ________

A

(1) Revocation of the purchasing card or limitation of purchasing card privileges;
(2) Reimbursement to the city for any personal items charged on the purchasing card;
(3) Personal liability to the city for any personal items charged on the purchasing card
(4) Discipline up to and including termination in accordance with the City’s and JSO’s disciplinary guidelines; and
(5) Forfeiture of retirement benefits under Florida State Statute 112.3175.

410 Budget (1 decks)

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