HomeMy WebLinkAboutMINUTES - 03011988 - 1.45 f_RV Y
TO: . AAC BOARD OF SUPERVISORS
FROM: Gerald S. Buck, County Probation Officer
Co�nt�a
4i) Costa
DATE: February 17 , 1988 County
SUBJECT: Increase Probation Officer ' s Revolving Fund/Trip �7
Advance Fund
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
RECOMMENDATION
Approve an increase in the Probation Officer ' s Revolving Fund of
$1,000 . 00 to accommodate a Trip Advance Fund.
FINANCIAL IMPACT
None.
BACKGROUND
In the Spring of 1986 , the Probation Department requested the
County Administrator ' s Office to consider the use of credit cards
for selected employees. A problem exists with Probation Officers
who have to make frequent trips without advance notice that
negates the use of purchase orders. This causes a burdensome
cash flow problem in that they have to pay the expenses "out-of-
pocket" , then wait until the following month for reimbursement.
The credit card issue was referred to the Policy Advisory
Committee (PAC) . A committee was formed representing the
Auditor' s Office and the Probation Department to examine the
situation and give recommendations.
The committee recommended that a Trip Advance Fund be established
in lieu of issuing credit cards. The Trip Advance Fund would
work as follows:
Selected positions that go on frequent trips without much
notice would qualify for this procedure. An estimate of
trip expenses would be made. The employee would be advanced
the cash from the revolving fund. Upon completion of the
trip, the employee would turn in all receipts and remaining
cash. The Department would reconcile the receipts and
returned cash to the amount advanced for the particular
trip. The Department would code the expenses and submit the
receipts to the Auditor' s Office for reimbursement to the
revolving fund.
CONTINUED ON ATTACHMENT: X YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S)
ACTION OF BOARD ON MAR 198d APPROVED AS RECOMMENDED
�_ OTHER
VOTE OF SUPERVISORS
X UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE
AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVISORS ON THE DATE SHOWN.
CC: County Probation Officer ATTESTED MAR 1 198_8 _
County Administrator PHIL BATCHELOR, CLERK OF THE BOARD OF
County Auditor-Controller SUPERVISORS AND COUNTY ADMINISTRATOR
M382/7-83 BY - DEPUTY
2 -
There are several advantages of this procedure over credit card
usage:
1. There would be an immediate reconciliation of the
expenses and returned cash to the advance. If credit
cards were used, there would be a lag time between the
charge and the bill. We would never know for sure if
all of the charge slips were turned in by staff. It
would be similar to having outstanding checks when
trying to balance your check book.
2. There would be greater flexibility with a cash advance.
Credit cards could only be used at hotels and selected
restaurants (usually more expensive) . A cash advance
could be used at any eating place, parking, tolls,
telephone calls, kids ' meals, etc.
3 . A cash advance should not have onerous record-keeping
controls. If credit cards were used, we would have to
keep track of who had a particular card on particular
dates to control usage. If, after the statements are
received, an unanticipated charge was made, it would
have to be researched to determine its appropriateness.
Disputed charges would have to be argued with the
credit card company. It is likely the bill might not
be paid before finance charges were imposed.
The Trip Advance fund will not require any changes in the
County' s current travel policy. The program, if authorized, will
be implemented on a pilot basis for a period of six months. At
that time the Probation Department, the Auditor-Controller, and
the CAO will evaluate the program and determine whether to
continue, alter or discontinue the program.