HPM 11.2 - MATERIALS MANAGEMENT Flashcards
When reimbursing employees using PETTY CASH, limit each individual purchase to $_____, excluding ________.
$50
Excluding sales tax
CalCard single item limit = $________
$1,000
P-Card MAY be used to purchase neccessary commodities for daily operation of the command, and is the PRIMARY method for obtaining ___________ supplies
Office and janitorial supplies
When shall shortages to cash at the office be reported in writing to (FMS) Fiscal Management Section.
Also, complete a ______ explaining the reason for the shortage.
The NEXT business day
Complete a memo
When using the CalCard, the name on the card cannot be the same person as the ____________ for the purchase.
Approving official for the purchase
If transaction is UNDER $10,000 - you shall obtain at least ___ prices quotes
At least 2 quotes
What form is used to order items listed in the Supply Services Catalog?
CHP 41
With the implementation of the FI$Cal, within the CHP, the CAL-Card Program is now referred to as the ______ Program
Procurement Card (P-Card) Program
P-Card cardholder shall obtain prior approval from __________ before making any purchases
the Commander
Cardholder cannot be an approving official
What program is the primary method for obtaining office and janitorial supplies from certified suppliers?
The P-Card Program
Can bottled water be purchased using the P-Card?
Yes, but ONLY during an emergency.
CAN’T BUY WATER for planned events, for storage, etc
Can food and beverages beyond water (soda, coffee, snacks) be purchased with the P-Card?
NO
The P-Card is for commodity purchases, however, only the following SERVICES can be procured via P-Card:
1 - Key duplication
2 - Misc. reproduction
3 - Film development
4 - Emergency medical oxygen bottle refills
5 - Hydrostatic testing
6 - Rights for selected music
Total petty cash fund shall be limited to $_____
$300
Total CHANGE fund shall be limited to $_____
$100
Petty cash and change funds shall be stored where?
In a locked, metal cash box
Lost, stolen, damaged state equipment:
It’s the responsibility of commander to make sure involved employee has been afforded their ______
A ____ shall also be prepared
POBR
a memo
Equipment which has a unit cost of $5,000 or more is classified as ________
Major
Equipment less than $5,000 that doesn’t require tight accountability controls is classified as _______
Minor
When an employee agrees to reimburse the Dept for the loss or damage of state issued equipment or property, the Dept shall not initiate __________ against the employee
Adverse action
When employee loses or damages state equipment, the commander shall ensure a memo is prepared within ___ business days
5 business days
Loss / Damaged equipment
If involved employee is required to complete a memo, the involved employee shall be informed of the right to have a ___________ present while completing the memo
Representative
In cases where the employee WILL NOT be required to reimburse the Dept for loss/damaged/stolen state equipment, the name and ID of involved employee SHALL NOT be disclosed in the _______ from the Commander
the memo
Nonperishable property, unless claimed by owner, shall be held at the Area/Division for ____ days
After that, property should be forwarded to Supply Services (SSU) for storage and disposition. How long is retention period?
90 days.
6 months retention period at SSU
Unclaimed cash - shall be forwarded to who?
Fiscal Management Section (FMS)
Commands shall use __________ as their primary small parcel shipping carrier
UPS - united parcel service
FEDEX shall only be used if UPS no available
