FISCAL FORMS TRAINING

2015

Forms…Employee Travel Expense ClaimMonthly ClaimPetty CashDirect Services Payment Request Service VouchersAffidavit of Lost WarrantAuditor Pick Up SlipU.S. Bank One Authorization FormClient Receipt Form

Basics…All claims must be signed by the employee and a Deputy Director or the Director. Some departments require only a supervisor signature – check with your supervisor for their policy.

Receipts must be originals (no copies) and itemized (including name of business, date of transaction, dollar amount, and what was purchased)

Timeframes…Employee Travel Expense Claims and Monthly Claims are paid weekly.

Claims are due to Fiscal Thursdays, no later than the 10:00 AM mail run in order to receive a check as early as the following Thursday.

Advances should be submitted 3 weeks before the scheduled event to ensure sufficient processing time.

Employee Travel Claims…Mileage must match the county approved mileage chart – if your destination is not on the chart, print out the mileage from an online mapping site and attach it to your claim.

Mileage should be calculated from the Mariposa County Courthouse.

Mileage that is LESS than what is listed on the approved mileage chart can be claimed, but MORE must be approved by the Director and back up attached.

Employee Travel Claims…

Receipts are not required for per diem meals.Per diem is a specific amount provided for meals based on the amount of time you are traveling outside of the county as follows:

Breakfast: $8 Before 7AMLunch: $12 Between 11AM & 2PMDinner: $24 After 6PM

Monthly Claims…Can be done in advance or for reimbursements.

Use for purchases for clients (meals, clothes, etc.), specialty office supplies, and other expenses paid for by the employee.

Monthly claims cannot be used for employee travel under any circumstance.

Petty Cash…Petty cash is available at Fiscal

Any employee requesting more than $50 should contact Fiscal ahead of time to ensure availability of funds.

Direct Service Payment Requests… (DSPR)

These are used for Adult Services, Child Welfare Services, General Assistance, Wraparound, IHSS Public Authority, Community Action, and Behavioral Health and Recovery Services. Employees cannot be reimbursed with this.

Paid once a week on Wednesdays.Emergency checks can be issued if Fiscal is contacted via telephone ASAP before 10AM and if the Auditor’s office can accommodate.

Service Vouchers…Some vendors in Mariposa will accept Service Vouchers. A list is available on the Daily Planet.

Employees fill out a service voucher and give the original to the client and a copy to Fiscal. The client gives the voucher to an approved vendor who will provide services and bill Fiscal.

Affidavit of Lost Warrant Used when a client has lost their warrant

or didn’t receive their warrant.

First you will need to verify that the client was issued a warrant. If they did, you will need to contact Fiscal so that we can verify that the warrant has not been cashed. Please provide: client name, case number, date issued, dollar amount, and warrant number.

Affidavit of Lost Warrant Once Fiscal has verified that the warrant

has been cashed we will contact you, so that you can proceed with the “Affidavit of Lost Warrant”.

Contact the client and let them know

that you have verified the need to replace their warrant and that they will need to complete an “Affidavit of Lost Warrant”.

Affidavit of Lost Warrant The “Affidavit of Lost Warrant can be

mailed to them or they may come and pick it up. Before they receive the form, you will need to put the warrant number, date it was issued, and the dollar amount on the form. The client will need to complete the rest of the form and mail it to the address on the form. If needed, they may return it to you and we can deliver it to the auditor’s office.

Auditor Pick Up Slip (Pink Slip)When a client is issued a warrant and wishes to pick it up instead of having it mailed, you will need to complete an Auditor Pick Up Slip, or what we call a “Pink Slip”.

The auditor’s will not release the check to us without it. Please contact fiscal when this is needed. The auditors will call us when the warrant is ready for pick up. Client will be able to pick up the warrant after 4:00 p.m.. Staff at the front desk will call fiscal when client arrives and we will give them their warrant.

Client Receipt Form1. Get approval from your Supervisor/Director to purchase a gift card or gift certificate.

2. Purchase the gift card or certificate, preferably with your Cal-Card. If you don’t have one your supervisor/director may purchase it. If you use one of our charge accounts, you must provide fiscal with an itemized receipt and a signed receipt form within 24 hours.

3. Complete the Client Receipt Form.4. Have Client sign the form to acknowledge they received the gift card/certificate.

5. Immediately forward to Fiscal.

U.S. Bank One Purchase Authorization Form

When you need to make a purchase with your U.S. Bank One card you will need to complete this form as follows:

1. Check box for: APS, CWS, BHRS, ILP, Eman. Youth, or Other Programs.

2. Check box for: Service/Program needed.

3. Client Name - person receiving the item(s). Include JV#, APS Case Number, or Project Code. (Whichever applies to you)

U.S. Bank One Purchase Authorization Form (Cont.)

4. Fill in the dollar amount of the charge.

5. Sign your name and date.

6. Obtain supervisor signature and date.7. After you make your purchase, please keep the receipt and turn into Fiscal along with the form.

Forms, Instructions & Examples All Fiscal Forms, Instructions and Examples

are on the Daily Planet. To access Fiscal Forms you will need to

open your Gmail, go to Sites, click on Daily Planet, click on Fiscal Documents, then click on the form, instruction or example sheet that you need.

If using a form, you will need to click on “Use this template”. Once here, you can print the page and complete by hand or complete then print it or save to your documents.

Printing Forms

When you want to print the form, you must use the printer icon. If the printer icon is not used, your form will not print correctly.

Printing Forms(Cont.)

Once you hit the printer icon, the following page will appear. (Do not hit OK, you will need to make some changes so your form will print correctly).

Printing Forms(Cont.)

To get your form to correctly you will need to: Check the “No gridlines” box Change the paper size from A4 to Letter

8 ½ X11 using the small up/down arrows next to A4

Change the format to Portrait Hit “OK” Your print page should look like the

following before you hit “OK”:

Questions?Remember:

You can always call Fiscal’s Hotline

at:742-0931