1. is the formal expression of the strategic plans and objectives of management. 2. is an analytical tool, predicts performance and provides internal control.

SOP 1 Fiscal Procedures Flashcards by Heather Williams

What is SOP 1?

Fiscal Procedures

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It shall be the policy of the Chattanooga Police Department to institute and manage fiscal responsibilities in accordance with __, __, __, __, state and federal laws, City ordinances and City policy.

GASB,
GAAP,
GAAS,
GAGAS

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What is GASB?

Governmental Accounting Standards Board

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What is GAGAS?

Generally accepted government auditing standards

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GAAP?

Generally accepted accounting principles

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GAAS?

Generally accepted auditing standards

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Cost Centers?

Units that incur costs or expenses but do not generate revenues

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Who is the person responsible for the proper administration and general management and control of all fiscal matters of the department?

Fiscal Analyst of Finance & Administration

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The primary assignment and review of reports related to budget matters shall be the responsibility of the ___ and/or __ of cost centers.

Deputy and/or Assistant Chief &/or Assistant Chief concerned and the managers

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What is a budget?

is the formal expression of the strategic plans and objectives of management.
is an analytical tool, predicts performance and provides internal control.

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What are the 5 phases covered by the budget process?

long range planning, 
program planning, 
budget planning, 
budget development, and 
budget control

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Of the three intramural funding models the department follows the __ __ model

cost center

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managers are encouraged to focus primarily on a __ __ __.

zero-base approach

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budget will be an important factor in the __ __ of the manager(s) concerned

performance evaluation

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Who are responsible for ensuring that the total appropriated budget for the cost center has not been exceeded?

managers

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The fiscal year for all city departments begins on ? and ends on ?

July 1st

June 30th

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It shall be the policy of this department to follow the official and formal guidelines of the __ __ __and his designated __ __.

City Finance Officer

Budget Officer

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The Deputy Chief and/or Assistant Chiefs, and managers of the cost centers of this department shall participate in the preparation and administration of the department budget as follows:

preparing reports, gathering information, or reviewing figures as required by the Chief and/or the Fiscal Analyst of Finance & Administration;
reviewing all requests for goods or services to ensure funds have been budgeted for the line item needed before approving the expenditure
reviewing monthly budget reports and managing respective cost centers within the budgeted amounts
reporting concerns, unusual circumstances, and projected events that may impact the department budget in either a positive or negative way

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The Deputy Chief and/or Assistant Chiefs and cost center managers shall prepare __ __ based on __ and __ __of each unit under their command

written reports
operational
activity analyses

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The Office of Finance & Administration shall prepare budget status reports at the end of each month that include:

a. initial appropriation for each line item account
b. balance at the commencement of the monthly period;
c. expenditures and encumbrances year to date;
d. unencumbered balance; and
e. percentage of the budget consumed

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Supplemental or emergency funds for the Department budget must be approved by ordinance by the __ __ as budget amendments.

City Council

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A. Section ___ of the Tennessee Code Annotated requires that the Tennessee Comptroller of the Treasury and the Department of Finance and Administration to develop procedures and guidelines for handling cash transaction related to undercover investigative operations of county or municipal drug enforcement programs

39-17-420

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Funds from the Confidential fund account can not be distributed to officers directly from the city finance fund, but must go through a __ __?

bank account

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What are the two bank accounts that the Chattanooga Police Department currently maintains for undercover investigative operations?

Narcotic Fund

2. Reduction of Part I offenses fund

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Funds disbursed from the __ fund may only be used for undercover narcotic buys.

Drug Fund

Funds disbursed from the Chattanooga Reduction of Part 1 Offenses Fund may be used for ?

any other type of investigation or for training, equipment, or supplies needed for such investigations

Who is responsible for receiving, dispersing, and accounting for the two separate bank accounts of confidential funds?

Log custodian

In order to properly account for these funds the officer must:

1. Maintain an officer’s activity log for confidential funds (Form A-3) 2. Prepare an accountability of confidential funds form (Form A-4) 3. Prepare a receipt for payment to informant form (Form A-5) 4. The supervisor over the division shall prepare and maintain a summary informant payment record form (Form A-6) for each informant to whom funds are paid

This form serves as a receipt for funds given to an informant. It also serves as a contract between the officer and the informant.

Form A-5

A supervisor shall approve payments to informants of | $__and over.

$200.00

This form shows all transactions of confidential funds made by an officer for a particular month

Form A-3

This form details the reason for and the amount of each expenditure of confidential funds

Form A-4

The supervisor over the division shall prepare and maintain a summary informant payment record on Form __ for each informant to whom funds are paid.

Form A-6

A summary informant payment record form (Form A-6) for each informant to whom funds are paid should be kept up __.

daily

What form is used for the Confidential funds monthly report?

A-7

The Tennessee Code Annotated requires that revenue derived from the sale of any vehicle under the authority of T.C.A. ___ and ___ be distributed to what fund?

55-50-504(h) 55-10-403(k) the Tennessee alcohol and drug addiction treatment fund

The sale of the forfeited vehicles is handled through the which Division.?

Special Investigations

___/ ___ in conjunction with ___ ___ , shall prepare a report on the cost that is directly related to the vehicles that have been sold at the auction.

City Purchasing/Accounting | Special Investigations

Who audits the warrant vouchers and deposits unused advance funds for all the travel done by the Chattanooga Police Department?

The Log Custodian

The Log Custodian collects all revenues of the Chattanooga Police Department other than those collected by the ?

Property Division, ID/CSU, Beer Board, and Information Center.

Each Unit that is responsible for collection of revenues shall maintain a log of all collection reports filed with the __ __.

Treasurer’s office

The log shall include:

1. the preprinted control number of the Collection report; 2. the date the report was submitted; 3. the amount of the collection; 4. the initial balance, credits, debits, and balance on hand

All disbursements are made via __ issued by the City’s Finance Department, with the exception of the __ Fund

checks | Petty Cash

The information center and precincts shall maintain a cash fund of $__ to make change from the cash register/cash box.

40.00

Disbursements from petty cash should not exceed $__ each

Receipts shall be obtained by the custodian for all cash advances to employees. Employees must account for advance within how many days?

three (3)

At all times, the combination of __ receipts, __ receipts and __ shall equal the total amount of the petty cash issued by the City Department of Finance

vendor receipts cash advance cash

No Travel or confidential fund expenses can be paid from __ __.

petty cash

Travel expenses, registration fees, gas mileage, meeting expenses, or meals expenses should not be paid from __ __.

petty cash

The City Code __ __ , Internal Audit is required to audit any accounts of Chattanooga Police Department at least __ a year

Section 2-307 | once

In accordance with Tennessee Code Annotated ___ audits by a disinterested party are required at least ever __ years.

Section 6-56-101 | two

The City of Chattanooga __ Manual governs bidding procedures, criteria for the selection of vendors and bidders, and procedures for emergency purchasing or rental agreements for equipment.

Purchasing

For purchase requests, The __ & __ form shall be filled out with the approximate cost and specifications of the item or service to be purchased.

justification | requisition

For purchase requests not on contract, The original requisition and attachments are kept in the Office of __ & __ where it is filed.

Finance & Administration

For Requisitions on Contract, the __ __ of the command concerned shall prepare a request for purchase and justification form against a blanket order and check the fund balance against the total amount.

administrative secretary

__ __shall be used to acquire all commodities and services less than $1000

Purchase Cards

Purchase card should not be used for the following:

1. should not be used for items that are on contract. 2. should not be used to acquire petroleum products. 3. may not be used to purchase stationary featuring the City seal or legend.

for purchases with a purchase card, Requests should be made by employees on a request for __ and __ form and approved by the appropriate cost center manager and Assistant Chief.

purchase and | justification

For Blanket Orders-Materials or Services Used on a Regular Basis, The office of __ & __ prepares the requisition.

Finance & Administration

For Blanket orders, The approved request is then put out for __ .

bid

Each employee is to submit original brochures, or any quotes regarding hotel/dormitory rates, conference registration/seminar fees, airline ticket/travel itinerary expenses, estimated gasoline expenses, daily per diem rates and any other expenses related to their travel at least __ __ before trip.

5 weeks

Overnight travel cannot be charged from the __ fund.

training

c. Per Diem is now calculated according to __.

CONUS

City policy states any expenditure over $__ must have a receipt

$4.00

Only the __ may authorize travel.

Chief of Police

The Warrant Voucher for cash advance must be submitted __ weeks prior to travel with the payroll deduction authorization form signed and attached.

After trip reimbursement, employee shall turn in, within __ __, a travel expense report with supporting documentation to the administrative secretary who shall verify expenses and prepare a warrant voucher for reimbursement to the employee

3 weeks

Tips cannot exceed __% of the total bill

15%

After Trip – Advance Funds, the employee shall turn into the Office of Finance & Administration any __ advance travel funds

unused

State law requires that all collections be made within __days of receipt of any funds.

an inventory of the Chattanooga Police Department assets shall be maintained by the ?

department Property Control Officer

Inventory/assets are divided into two categories:

Capital assets | Non-capital assets

Capital assets?

Item(s) of value of $500 and above that have a one-year retainability unless it is a supply.

Non-capital assets?

Item(s) of value under $500 or item(s) $500 and above that do not have a one-year retainability.

Who shall maintain records on all injured on duty and job related illness cases and investigate job-related injury and illness, and also to provide training on how to reduce these injuries/illness?

Occupational Safety Specialist

Any capital expenditure item where the cost is in excess of $20,000 and with a life expectancy of more than five years year should be requested as a ?

capital outlay purchase

For a capital purchase, After the bids are evaluated and the best one selected, the purchase must be approved by the __ __before an agreement can be executed.

City Council

__ programs offer the department the opportunity to implement new or innovative programs at a reduced cost to the taxpayers of the City of Chattanooga.

Grant

Grants-Funding sources advertise opportunities for funding; this advertisement is called a __ __ __.

Request for Proposal or RFP

the __ __shall be responsible to ensure that all reports are prepared and submitted to the Grant Specialist in the City Office of Performance Review for approval and submission to the funding source

project manager

Department-wide programs such as direct awards from the federal government shall be tracked by the __ __ who will report to the Grant Specialist

program manager

On a __ basis, the Grant Specialist in the City Office of Performance Review shall provide financial and performance status reports to the project manager with copies to the Manager of the Office of Performance Review and the Fiscal Analyst of Finance & Administration.

quarterly

It is the responsibility of the __ __ to be familiar with the terms and conditions of the grant award that they oversee.

project manager

The __ __shall maintain all hardcopy information relating to expenditures, proposals, awards, and other correspondence for each grant program.

Grant Specialist

The __ __of each command shall be authorized to use the credit card to secure or guarantee a room, however they must not allow ANY CHARGES to be placed on this card.

administrative secretaries

All full-time regular employees who have completed a minimum of __ __of service are eligible to participate in the Tuition Assistance Program.

one year

Reimbursement will be limited to $__ per term and $__ per year and shall be made for actual costs of tuition and registration fees only.

500 | 1,000

SOP 1 Fiscal Procedures Flashcards

(87 cards)