HPM 11.2 Materials Management Flashcards by Eulogio Ceja

The total petty cash fund shall be limited to _____ and the change fund shall be limited to _____

A. $200/$200
B. $100/$300
C. $300/$100
D. $400/$300

C. $300/$100

2-3

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True of False

When a change in the petty cash fund or change fund custodian or if the command needs to close the fund. The prior custodian must prepare a final STD 439, Disbursement Voucher, and/or CHP 264, Reimbursement- Petty Cash Request and upload it onto ASD Document Repository. Also the command shall prepare a CHP 250 Petty Cash and change fund reconciliation.

True

2-4

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Petty cash is authorized to purchase all of the following except:

A. Payment of postage due (receipts are required)
B. Key making
C. Payment of money orders
D. Purchase of office supplies

D. Purchase of office supplies

2-7

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Each command shall report shortages due to theft in the fund within ____ to FMS, APU no later than the first business day following the discovery of the theft.

A. 24 hours
B. 48 hours
C. 12 hours
D. Immediately

D. Immediately

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True or False

The CAL-Card may be used to purchase commodities necessary for the daily operation of the command, and when the requisition process is not feasible. Purchases should not be in conflict with the limitations listed below.

i. Primary method of obtaining office and janitorial supplies from certified suppliers and/or mandatory statewide contracts. Cardholders should seek out and do business with local certified suppliers when procuring janitorial supplies.
ii. State agencies must make every effort to conduct business with small business, disabled veteran-owned business enterprises and Micro businesses.
iii. State agencies are required to capture information regarding the ethnicity, race, and gender of suppliers who are awarded purchase contracts and procurements. As well as to capture information to determine if the business owner is a minority, a woman, or a disabled veteran using the CHP 28
iv. Scrutinized companies are ineligible to bid on or submit a proposal for a contract with the state.

True

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Upon receipt of the bank statement, attachments, and the CHP 317 the supervisor should within____ days:

a. Review, approve, initial and date the CHP 317, and sign and date the bank statement below the cardholder’ s signature.
b. Ensure the CHP 317 and all attachments are accounted for.
c. Submit paperwork to the commander for review and approval.
d. Forward paperwork to the appropriate Division approving official.

A. 3 Work days
B. 3 Calendar days
C. 5 Work days
D. 5 Calendar days

B. 3 calendar days

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All employees are accountable for state-owned equipment assigned to them or under their control and ____ exercise reasonable and prudent care in the use, maintenance, and storage of such equipment.

A. Should
B. Shall
C. May
D. Must

B. Shall

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It is the employee’s responsibility to immediately notify their ____ of any lost, stolen, damaged, or destroyed CHP-owned equipment or property

A. Supervisor
B. Lieutenant
C. Captain
D. Commander

D. Commander

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All of the following are categories of equipment except:

A. Major - unit cost of $5000 or more

B. Minor - unit cost of less than $5000 but does not require stringent accountability controls.

C. Sensitive - equipment which has a cost of less than $5000 but requires stringent accountability controls. (Camera, computer, PAS, Radar unit)

D. Non sensitive - equipment which has a cost of less than $5000 but requires moderate accountability controls. (Taser, Night vision goggles (air ops) etc.)

(8-9)

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_____ is responsible for overall administration of the departmental grants program.

A. The Commissioner
B. Deputy Commissioner
C. Assistant Commissioner Staff
D. Assistant Commissioner Field

C. Assistant Commissioner Staff

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HVAC system shall not be heated above ____ nor cooled below ____ degrees Fahrenheit.

A. 75/70
B. 68/78
C. 80/70
D. 85/65

B. 68/78

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The petty cash fund _____ be for “minor” purchases (up to ____, excluding sales tax per purchase) necessary for the daily operation of the command and consistent with the goals of the Department. The fund shall not be used to purchase goods for social events.

A. Shall/$75
B. Should/$65
C. Shall/$50
D. Should/$55

C. Shall/$50

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Commands shall use the ____ when ordering items listed in the Supply Services Catalog

A. CHP 23
B. STD 439
C. CHP 93E
D. CHP 41

D. CHP 41

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The original CHP 264 (Reimbursement-petty cash request) and supporting reimbursement receipts/vouchers are to be retained by the Area command for a period of _____.

A. 2 years
B. 3 years
C. 4 years
D. 7 years

C. 4 years

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The Prompt Payment Act requires state agencies to pay properly submitted, undisputed invoices within _____ days of initial receipt.

A. 45 Calendar days
B. 45 Business days
C. 30 Calendar days
D. 30 Business days

A. 45 Calendar Days

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In accordance with GC section 14838.5(c), state agencies shall obtain two price quotes from responsible suppliers for the acquisition of goods estimated to cost les than _____.

A. $9,999
B. $10,000
C. $5,000
D. $2,500

B. $10,000

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Under what conditions shall sensitive items be placed in the trunk of a temporarily parked (e.g. restaurant, gym, bank)vehicle? (Mark all that apply)

A. The vehicle’s trunk release button has been deactivated.
B. The vehicle’s trunk can only be opened by key.
C. The vehicle’s alarm has been set.
D. The items are out of sight.
E. None of the above. Sensitive items shall never be placed in the trunk of a vehicle not securely parked in a private lot.

A and B

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All inventory documents (including certification memorandum and acquisition/disposal documents must be retained for ____ plus the current year.

A. 2
B. 3
C. 5
D. 7

B. 3 years plus the current year.

Whenever an employee (BU-5) agrees to reimburse the Department for the loss or damage of departmentally issued equipment or property, the Department ____initiate an adverse action against that employee for the loss or damage.

A. May
B. Cannot
C. Should
D. Shall not

D. Shall not

Any employee aware of circumstances indicating that CHP-owned equipment or property has been lost, damaged, or destroyed shall, as soon as practical, notify their _____.

A. Sergeant
B. Lieutenant
C. Captain
D. Commander

D. Commander

The CHP shall not accept the loan of any commodity for more than ____ hours without a written contract, CHP 77A, Loan Agreement, being executed prior to the receipt of a commodity.

A. 24 hours
B. 48 hours
C. 72 hours
D. Never

A. 24 hours

Commands shall use ____ as their primary small parcel shipping carrier.

A. UPS
B. USPS
C. FedEx
D. DHL

C. FedEx

Petty cash and change funds ____ be stored in a locked, metal cash box to maintain the funds and receipts, and located in a secure place. Funds ____ not be maintained in a personal bank account.

A. Shall/Should
B. Shall/Shall
C. Should/Must
D. Should/Should

B. Shall/Shall

Each command shall report shortages due to theft in the fund within _____ to FMS,APU. The theft shortage must be reported, in writing, no later than the first business day following the discovery of the theft.

A. 1 working day
B. 2 working days
C. 1 business day
D. Immediately

D. Immediately

With the implementation of the Financial Information System for California (FI$Cal), within the California Highway Patrol (CHP), the CAL-Card Program is now referred to as the ____ Program A. Procurement Card (P-Card) B. Buy whatever you want card C. X number D. None of the above

A. Procurement Card (P-card)

True or False The P-Card Program expedites access to supplies and materials needed for daily operations and makes prompt payment to suppliers, encouraging DGS-certified small business (SB), micro-business (MB), and disabled veteran business enterprises (DVBE) to transact with the state.

True

The _____ is California’s statewide accounting, budget, cash management, and procurement system. Purchase requisitions shall be submitted through _____. A. FI$Cal B. P Card C. X Card D. Petty cash

A. FI$Cal

True or False The FI$Cal shall be used to order goods such as equipment, furniture, publications, subscriptions (other than newspapers), and decals.

True

To meet goals set by legislation, Department employees shall make every effort to acquire price solicitations for goods from all of the following except. A. Certified Small Business B. Certified Micro Business C. Certified DVBE’s D. Certified business’ owned by CHP employees.

D. Certified business’ owned by CHP employees.

All requisitions shall be submitted through FI$Cal except for goods stocked at ____. The ____ supplies are requisitioned utilizing a CHP 41, Supply Requisition, and shall be submitted to SSU for processing. A. SSU B. Academy C. Grainger D. None of the above.

A. SSU

P card purchases are for any office supplies, it cannot be used to purchase equipment like a desk or chair. The maximum amount per vendor per day is _____. A. $1,999 B. $2,499 C. $2,999 D. $4,999

B. $2,499

A change fund (limited to $100) is for making change, and the balance will always remain the same (since the money is a direct exchange). Shortages due to fraud, embezzlement, burglaries, or robberies shall be reported to Fiscal Management Section, Cashiering Unit. Shortages of $____ or more must be reported in writing no later than the first business day following the discovery of the shortage. HPM 11.1, 4-26 A. 5 B. 6 C. 25 D. 50

B. 6

True or False The petty cash fund (limited to $300) is to be maintained for making small purchases (up to $50), for necessary “stuff”, not including items for social events. Shortages due to theft must be reported immediately to Fiscal Management Section, Accounts Payable Unit. The theft shortage must be reported in writing no later than the first business day following the discovery of the theft. HPM 11.2, 2-8

True

The total change fund shall be limited to _____ and the petty cash fund shall be limited to _____ . a. $25.00, $50.00 b. $50.00, $100.00 c. $100.00, $300.00 d. $200.00, $100.00

c. $100.00, $300.00

The total amount of cash, receipts on hand, and receipts in transit must equal the total fund at all times. The commander shall designate someone other than the custodian to conduct unannounced audits on a ______ basis. a. monthly b. quarterly c. bi-annual d. annual

b. quarterly

Individual petty cash purchases shall be limited to a maximum of _____ (excluding sales tax). a. $25.00 b. $50.00 c. $100.00 d. $150.00

b. $50.00

Repairs or maintenance of office equipment, Waste oil pickup, Pest control services and Room Rentals are all examples of __________ purchases. a. Need based b. Monthly c. Prohibited d. Authorized

c. Prohibited

Key making, Self-service car washes, and Replacement of automotive hand tools are all examples __________ purchases. a. Need based b. Monthly c. Prohibited d. Authorized

d. Authorized

Purchases from the Academy PX are _________ to be made with the P-Card credit card a. Not b. Only c. Required d. Authorized

a. Not

All CHP employees are _________ mandated by the Department to take the Cultural Awareness and Ethics Online Training. a. bi-Monthly b. Monthly c. Quarterly d. Annually

d. Annually

Appliances may be purchased with __________ approval. a. Commander b. Division Chief c. Commissioner d. None of the above

c. Commissioner

A Camera, Radar Unit Cassette recorder and Radiation monitor are all examples of _____ and _____ equipment. a. Major, Sensitive b. Fragile, Breakable c. Important, Secure d. Investigative, Safety

a. Major, Sensitive

Whenever a uniformed employee is allowed to and agrees to reimburse the Department for the loss or damage of departmentally issued equipment or property, the Department shall _____ initiate an adverse action against that employee for the loss or damage. a. Immediately b. Not c. begin to d. Limit

b. Not