GO 1-5.0 Fiscal Operations.pdf

OVIEDO POLICE DEPARTMENT GENERAL ORDER SUBJECT: EFFECTIVE DATE: 07-12-2021 APPROVAL: NUMBER: Dale Coleman Chief of Police GO 1-5.0 REFERENCE: Fiscal Operations AMENDS: None RESCINDS: None I. II. PURPOSE PROCEDURES I. PURPOSE The purpose of this order is to provide members with guidelines in the fisc...

OVIEDO POLICE DEPARTMENT GENERAL ORDER SUBJECT: EFFECTIVE DATE: 07-12-2021 APPROVAL: NUMBER: Dale Coleman Chief of Police GO 1-5.0 REFERENCE: Fiscal Operations AMENDS: None RESCINDS: None I. II. PURPOSE PROCEDURES I. PURPOSE The purpose of this order is to provide members with guidelines in the fiscal operations of the department and to give members an understanding of the department’s role in the City’s budgeting and financial processes. In order to maintain fiscal integrity, all fiscal operations within the department shall be conducted in accordance with this general order and the purchasing policies of the City of Oviedo. II. PROCEDURES A. Budget: 1. The City Manager directs a budget schedule to all departments noting when specific budget items are due for processing. 2. The department actively solicits input from members for improvements to the department. Budget requests when submitted, must include: a. b. c. d. A description of the item or service; Justification or reason for the department’s purchase of the item or service; Cost; and Source(s) for purchase of the item or service (a sole source must be noted as such in the request). Oviedo Police Department GO 1-5.0 Fiscal Operations B. Page 2 of 5 3. Upon receipt of notice for the budgetary process from the City Manager, the Chief of Police shall direct a departmental schedule to be made and kept for meeting the City budget calendar. 4. Each Deputy Chief is responsible for coordinating and preparing the budget for their respective division and then submitting any budget request to the Chief of Police. 5. The Chief of Police is then responsible for consolidating the divisions’ budget requests into a department budget and submitting it to the City Manager. 6. The City Manager then presents the City budget to City Council for final approval. 7. City Council must approve the budget in time for implementation on October 1st. 8. Capital expenditures must be funded in the year’s approved budget or through approved grants. Capital expenditures will be administered by the Chief of Police or designee in conjunction with the City Finance, Purchasing, and any other appropriate departments. Purchase Orders: 1. Purchase orders are used for purchases of $5,000.00 or more. 2. Purchase orders are tracked through the City’s Naviline System. 3. Administrative Assistants are responsible for requesting a Purchase Requisition in the City’s Naviline System. 4. The Purchase Requisition is then sent to the respective Division Deputy Chief for approval. The Deputy Chief may send the Purchase Requisition back to the originator for more information when necessary. 5. Upon approval at the Division Deputy Chief level, the Purchase Requisition will then be sent to the Chief of Police for approval. The Chief of Police may send the Purchase Requisition back to the Division Deputy Chief for more information when necessary. GO 1-5.0 Fiscal Operations Oviedo Police Department GO 1-5.0 Fiscal Operations C. Page 3 of 5 6. After approval is received from the Chief of Police, the Purchase Requisition is then sent to the City Finance Department. 7. Once approval is received from the City Finance Department, the originator may print out the purchase order and send to the vendor upon request. 8. Once the invoice from the vendor has been received, the invoice shall be processed referencing the purchase order on the invoice, and then forwarded to the City Finance Department for payment. 9. Three (3) cost quotes are to be attached to the purchase order request. Three (3) written quotes are required for purchase orders from $5,001.00 - $50,000.00. Blanket Purchase Orders: A blanket purchase order is a citywide purchase order issued for the purchase of indeterminable miscellaneous items or materials, supplies, parts, vehicle repairs, etc. over a specific period of time (not more than one (1) fiscal year). The City Purchasing Division will determine which vendors are to be issued blanket purchase orders. D. E. Purchasing/Procurement Card (P-Card): 1. The P-Card shall be utilized for purchases under $5,000.00. 2. The P-Card shall be utilized according to the procedures outlined in the City Purchasing Card Procedure Manual. 3. The Chief of Police approves which members in the department require a P-Card. Emergency Purchases: The Chief of Police or designee is authorized to make after-hour emergency purchases in cases that involve public health, safety, and welfare. When an emergency purchase is necessary, personnel shall follow the procedures as outlined in the City Purchasing Policy. GO 1-5.0 Fiscal Operations Oviedo Police Department GO 1-5.0 Fiscal Operations F. Page 4 of 5 Monthly Status Reports: Account status reports are accessible in the City of Oviedo’s Naviline System. Account status reports are updated by the Finance Department monthly. Account status reports will include the following at a minimum: 1. 2. 3. 4. G. Initial appropriation for each account; Balances at the commencement of the monthly period; Expenditures and encumbrances made during the period; and The unencumbered balance. Audits: The City Finance Department shall schedule an independent audit annually. H. I. Inventory Control: 1. All fixed assets as defined in City Policy, shall have an assigned property control number which is assigned by the Finance Department. 2. The Finance Department shall provide an inventory list of department property, equipment, and other assets that have a property control number to the Chief of Police annually. 3. The Chief of Police or designee shall ensure that the inventory list is distributed to each Division Deputy Chief. The Division Deputy Chiefs shall then be responsible for ensuring checks of the inventory of departmental property are accomplished and maintained in each respective division. Any discrepancies shall be reported to the Chief of Police. 4. All inventory records shall be maintained and destroyed in accordance with applicable records retention laws. Forfeiture Monies 1. Forfeiture monies received from the Drug Enforcement Administration (DEA) and the City/County Investigative Bureau (CCIB) shall be forwarded to the City Finance Department. The Administrative Coordinator to the Chief of Police shall make a copy of all checks and accompanying documentation and retain a spreadsheet for each account. GO 1-5.0 Fiscal Operations Oviedo Police Department GO 1-5.0 Fiscal Operations J. Page 5 of 5 2. DEA and CCIB forfeiture monies shall be maintained in separate accounts. 3. The Finance Department shall be responsible for completing and forwarding all reports required by the Federal Government and the Florida Contraband Forfeiture Act. 4. The Chief of Police, City Manager, and City Council must approve expenditures from these funds. All expenditures must be made in accordance with current Florida State Statutes. Police Explorer Monies The police explorer monies shall be handled in accordance with GO 11-1.0 Oviedo Police Explorer Program. K. Investigative Funds The investigative funds shall be handled in accordance with GO 6-11.0 Investigative Funds. L. Confidential Funds The confidential funds shall be handled in accordance with GO 6-9.0 Confidential Informants. /s/ DHC ____________________________________ DALE COLEMAN CHIEF OF POLICE 04-01-2021 __________________ DATE GO 1-5.0 Fiscal Operations