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2.8 FISCAL MATTERS Page 1 of 8 EDGEWOOD POLICE DEPARTMENT GENERAL ORDER # 2. 8 FISCAL MATTERS Revision Date: August 22, 2024 The purpose of this policy is to define the fiscal policy for the Edgewood Police Department. This General Order consists of the following numbered sections: I. Scope II. General III. Credit Card Procedures IV. Receiving Payments from the Public V. Supplemental Appropriations/Fund Transfers VI. Grants I. SCOPE This policy shall apply to all fiscal matters and financial transactions handled by department personnel. II. GENERAL A. The City of Edgewood shall be responsible for all f iscal matters and accounting services as pertains to the Edgewood Police Department. B. The Deputy Chief of Police will be considered the Chief of Staff , supervise civilian employees , and oversees fiscal matters . C. The department has an accounting system to track monthly expenditures . 1. The system provides the Deputy Chief of Police with a method of tracking budgetary expenditures. 2. The procedures for the budgetary system are as follows: a. At the commencement of the department fiscal year the City Clerk for the City of Edgewood provides the Chief of Staff with the authorized budget . b. The Chief of Staff tracks monthly expenditures uti lizing an in -house computer program . c. Each month the Chief of Staff shall provide the Chi ef of Police with a monthly report containing the following information: 1. Initial appropriation for each budget account . 2.8 FISCAL MATTERS Page 2 of 8 2. Balances at the commencement of each monthly period . 3. Expenditures and encumbrances for the monthly period . 4. The unencumbered balance at the conclusion of the monthly period . D. Department equipment purchases shall be accomplished as follows: 1. Purchases up to $500 do not require preapproval but should be discussed with the chain of command . 2. Purchases up to $2,000 shall be approved by the Deputy Chief of Police. 3. Purchases up to $5,000 shall be approved by the Chief of Police. 4. Purchases o ver $5 000 shall be approved by the Mayor of the City of Edgewood. 5. The City of Edgewood shall be responsible for payment of all invoices for the Edgewood Police Department. III. CREDIT CARD PROCEDURES A. Department credit cards shall be issued as direct ed by the Chief of Police and the Mayor of the City of Edgewood. 1. The Chief of Police or Chief of Staff must authorize all credit card expenditures unless the purchaser is issued a credit card . 2. Receipts must be obtained for all credit card expenditures and submitted to the Chief of Staff . 3. The Chief of Staff shall reconcile the monthly credit card statement with the receipts . 4. The Chief of Police or Chief of Staff shall approve the monthl y credit card statement for payment after the Chie f of Staff has completed reconciling the statement . 5. The reconciled statement shall be forwarded to the Edgewood City Accountant for payment . IV. RECEIVING PAYMENTS FROM THE PUBLIC A. Department personnel may accept payment by credit card or check from the public for the following services: 1. False Alarm Payments 2. Fingerprinting 3. Report copies 4. Parking Tickets 5. Notary Services B. Department personnel shall utilize a computer program to track all payment transactions. C. The following procedure shall be utilized when accepting payment from a citizen: 1. Department personnel shall be authorized to accept payment from the public provided they have been trained on the proper method of utilizing the department computer program . 2. Checks and various credit cards will be accepted. 2.8 FISCAL MATTERS Page 3 of 8 3. When payments are received , a computer generated receipt from the department comput er shal l be given to the citizen upon completion of the transaction. 4. The receipt shall contain the following information: a. Date b. Name of person tendering the payment c. Brief description of the transaction (i.e. fingerprinting, false alar m payments , parking ticket, or report copies) d. Amount of money received V. SUPPLEMENTAL APPROPRIATIONS/FUND TRANSFERS A. The procedures for requesting supplemental or emergency appropriations shall be as follows: 1. Upon determining the n eed for either a supplemental or emergency appropriation the Chief of Police shall notify the Mayor of the City of Edgewood of the need and the reasons for the need. 2. If the Mayor disapproves the request no funds shall be provided. 3. If the Mayor approves the need he shall communicate his approval to the Chief of Police. 4. Upon receiving approval , the Mayor and/or the Chief of Police shall seek approval from the City Council. 5. If the City Council app roves the request the City Acc ountant will transfer the funds to the Police Department account/s. 6. If the City Council disapproves the request no further action is taken o n the request B. The procedure for fund transfers shall be as follows: 1. The Chief of Police shall prepare a request for fund transfers and submit it to the Mayor of the City of Edgewood 2. If the mayor concurs with the request the Mayor arranges for the funds