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• Intra Department Electronic Mailing Lists • Budgeting Modifications Policy • Computing and Information Systems • Electronic Data Processing Policy • Family and Medical Leave Policy • Client and Fee Setting Guidelines • Grant and Contract Approval Policy • Lactation Friendly Worksite Policy • Non Represented Staff Mileage Reimbursement • Personnel Policies & Procedures • Reimbursement of Travel and Other Expenses • Supplies, Inventories and Fixed Assets Policy • Taxable Meal Reimbursement Guideline • Travel Training Authorization
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Subject: Budget
Modifications
Effective:
Supersedes: Revised:
Author: Approved by:
Purpose: The
purpose of this policy is to: 1.
Outline when the budget must and should be modified. 2.
Encourage the concept of a "working budget," which is a
document that has been modified to reflect current knowledge and changing
circumstances throughout the year. 3.
Describe the six methods of modifying the budget. 4.
Ensure compliance with state law. Policy: 1.
Programs are responsible for monitoring their own budgets
throughout the year and for preparing a budget modification if needed. 2.
Programs are required to prepare a budget modification in the
following circumstances: (A)
Proposed or mandated additional expenditures will increase an
appropriation unit above the current authorized amount. (B)
A material revenue shortfall becomes apparent.
For example, a significant change in the local economy adversely
effects the revenue budget projections. 3.
Programs are strongly encouraged to prepare a budget modification
in the following circumstances: (A)
A material expenditure, which was budgeted in the current year,
will not be expended until the next budget year, or will never be
expended. The current year
expenditure budget should be reduced. (B)
A major program change occurs midyear. (C)
A material amount of additional revenue, which was not anticipated
in the budget for the current fiscal year, will be received. Types
of Budget Modifications: A
budget may be modified by using one of the following six methods: 1.
Budget Extension 2.
Appropriation Unit Transfer 3.
Revenue Budget Increase 4.
Budget Reduction 5.
Expenditure Budget Adjustment 6.
Revenue Budget Adjustment The
following details the differences between each of the six methods.
Refer to Appendix B for a matrix of the differences.
Refer to the procedure for specific instructions on how to prepare
each of these. 1.
Budget
Extension A
Budget Extension requires a public Formal Bids/Proposals Advertising and
competitive bidding prior to entering into a contract, lease or purchase
shall be required if the amount is thirty thousand dollars ($30,000) or
more, not including sales tax. Specifications
shall be developed detailing the requirements of the goods or services to
be provided. The
specifications shall be in writing and will be filed in the Health
Department Purchasing Office for public inspection.
A notice of intent to contract, lease or purchase shall be posted
on a bulletin board in both the Health Department building and the
Courthouse building no less than two weeks prior to the due date of bids
or proposals. An
advertisement shall be published in the official county newspaper at least
once in each week for two consecutive weeks prior to the date bids or
proposals are to be submitted. Bids/proposals shall be in
writing and submitted in an envelope specifying the type of bid/proposal
and must be submitted prior to the specified date and time.
Bids shall be opened at an Administrative Bid Opening conducted by
the Deputy Administrator or a designee.
The Board of Health will review Bids/proposals and the award shall
be made to the lowest responsible bidder/proposer taking into
consideration the quality of the goods or services to be purchased.
Any or all bids/proposals may be rejected. The procedure may be
waived if a determination is made by the Board of Health that it is not
feasible to advertise and conduct competitive bidding. Written Bids A contract, lease or
purchase which is at least fifteen thousand dollars ($15,000) but is less
than thirty thousand dollars ($30,000), not including sales tax, may be
awarded with approval of the Health Officer or Deputy Administrator after
securing written quotations from enough vendors to assure establishment of
a competitive price. Documentation
shall be maintained indicating vendor, date, time and price quoted for all
bids. The number of bids
obtained shall be a minimum of three, unless three bids cannot be obtained
due to the nature of the service or purchase desired. Verbal Bids A contract, lease or
purchase which is at least seven thousand five hundred dollars ($7,500)
but is less than fifteen thousand dollars ($15,000), not including sales
tax, may be awarded with approval of the Health Officer or Deputy
Administrator after securing verbal quotations from enough vendors to
assure establishment of a competitive price.
The number of bids obtained shall be a minimum of three, unless
three bids cannot be obtained due to the nature of the service or purchase
desired. Documentation shall
be maintained indicating vendor, date, time and price quoted for all
verbal bids. Exceptions 1.
Approval by the Board of Health shall be required for automobile
purchases. 2.
The Health Officer or Deputy Administrator shall have the authority
to authorize emergency building require expenditures up to seventy-five
thousand dollars ($75,000). 3.
The Health Officer or Deputy Administrator shall have the authority
to authorize non-emergency building repair expenditures up to thirty
thousand dollars ($30,000). 4. The Health Officer or Deputy Health Officer shall have the authority to authorize expenditures for emergency medical supplies up to fifty thousand dollars ($50,000). |
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