Bexar County Sheriff's Office Business Office Policy PDF

CHAPTER 15 – BUSINESS OFFICE REV. NOVEMBER 30, 2012 15.01 POLICY A. The Bexar County Sheriff's Office employs a business manager, support supervisors, and a clerical staff to insure proper management and reporting of all fiscal activities of the BCSO. B. Any expenditure of funds, coll...

CHAPTER 15 – BUSINESS OFFICE REV. NOVEMBER 30, 2012 15.01 POLICY A. The Bexar County Sheriff's Office employs a business manager, support supervisors, and a clerical staff to insure proper management and reporting of all fiscal activities of the BCSO. B. Any expenditure of funds, collection of revenue, donations of any kind, contributions, applications for grants, contracts and any other fiscal activity of the BCSO will be reported to the Business Office to be reviewed by the Business Manager prior to final acceptance. C. This section describes in general terms the support provided by the business office. These policies and procedures are not intended to be all inclusive but are provided as operating guidelines. 15.02 DIVISIONAL BUDGET A. The Business Office coordinates the preparation of the Annual Operating Budget for the BCSO. After all data is compiled and reviewed, the budget is submitted to the Commissioners Court for approval and adoption. Input for the annual budget is provided by the division administrators. Input will be submitted in a timely manner and must be in sufficient detail to cover all aspects of the division's operation. Failure to submit complete information by a division in a timely manner could result in insufficient funding to properly operate that section or division. B. Forms will be provided to the division administrators to aid them in the preparation of the budget. During the fiscal year, requests for funds will be tracked by the business office and compared to the amounts authorized for that division during the budget process. Any funds requested after the budgeted amount has been depleted will have to be justified in writing and be submitted to the business manager. 15.03 REVENUE, DONATIONS, AND CONTRIBUTIONS All revenues received by any BCSO employee will be reported to the business office in a timely manner so that these items can be properly recorded and tracked. Donations or contributions of money, equipment, or services must be approved by the business manager prior to acceptance. 15.04 TRANSFER OF FURNITURE AND EQUIPMENT All county furniture and equipment assigned the BCSO is tagged and assigned to a specific section or division. Inventories of these items are maintained by the business office. The division supervisor is accountable for the furniture and equipment assigned to that division. Prior to the transfer or disposal of any furniture or equipment by or between sections or divisions, the proper forms will be completed and forwarded to the business office to insure that the integrity of this inventory is maintained. The division supervisor is responsible for reporting such activity and will be held accountable for any lost or misplaced property. Effective date April 30, 2014 181 15.05 REQUESTS FOR SUPPLIES, SERVICES, OR EQUIPMENT A. A request form for supplies or services will be prepared when supplies or services are needed. The person generating the request must obtain written approval from their division supervisor before submitting the request to the Business Manager. A request for fixed assets (equipment or furniture) must have been approved as part of the division's budget prior to the beginning of the fiscal year. A request for fixed assets without prior funding will be delayed until reviewed by the Business Manager to determine if funding is available. B. This request should provide the Requisition Clerk with sufficient data to type a formal requisition. Information such as, item description, estimated cost, and for unusual items a suggested source, if known. Inadequate item descriptions will result in delays of shipment, and in some instances, cause the requisition to be returned. C. Purchases of supplies, services or equipment by any employee of the BCSO without prior approval of the business manager will be considered an unauthorized purchase and that employee will be held personally responsible for payment. Effective date April 30, 2014 182