Policy Text
DEPARTMENTAL Effective Date:
GENERAL
ORDER A-15 12 Jun 07
Index as:
Proposed Biennial Departmental Budget
Budget Change Request
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PROPOSED BIENNIAL DEPARTMENTAL BUDGET
The purpose of this order is to set forth Departmental policy and procedures regarding
the responsibilities for preparing the proposed biennial Departmental Budget, monitoring
revenues and expenditures, a nd requesting budget changes.
I. GENERAL RESPONSIBILITIES
A. The Fiscal Services Division Manager shall:
1. Receive and review biennial City budget guidelines from the City’s Budget Office;
2. Provide detailed instructions to division commanders/managers
regarding City’s biennial budge t guidelines inclusive of the
following:
a. Prior years accomplishments;
b. Plans, challenges, and proposed deliver ables for the coming
years;
c. Performance measures;
d. Personnel services expenditu res, including proposed
position changes;
e. Operations and maintenan ce expenditures, including
professional services, office equipment, office supplies,
training, and travel;
f. Capital outlays ( over $5,000 per item) or major one-time
purchases;
g. Capital projects under $15, 000 and improvements over
$15,000;
h. Revenue estimates a nd fee changes; and
i. Project budget requests.
3. Summarize and submit division budg et requests to Executive Level
Management for approval;
DEPARTMENTAL GENERAL ORDER A-15 Effective Date:
12 Jun 07 OAKLAND POLICE DEPARTMENT
4. Prepare the Departmental Budget Request as directed by Executive
Level Management; and
5. Coordinate budget research a nd adjustments with division
commanders/managers and the City’s Budget Office.
B. Division commanders/managers shall comp ly with budget instructions and
deadlines set forth by the Fi scal Services Division.
II. MONITORING REVENUES AND EXPENDITURES
A. The Fiscal Services Division Manager shall :
1. Distribute monthly financia l reports to the division
commanders/managers, upon request; and
2. Monitor revenue receipts and expenditures, and prepare monthly
management reports for the Chie f of Police and Executive Level
Management.
B. Division commanders/managers shall:
1. Monitor and control expenditures; and
2. Ensure that goods procured, se rvices requested, and salaries
expended do not exceed budgeted amounts.
III. BUDGET CHANGE REQUESTS
A. The Fiscal Services Division staff shall process requests from division
commanders/managers for budget change requests in accordance with City
Administrative Instruction 1031, PROCEDURE FOR TRANSFERRING APPROPRIATIONS.
B. Division commanders/managers shall c onsult with the Fiscal Services
Division staff before making a budget change request. Routine transfers
between operations and maintena nce accounts can be requested by
including the coding information throug h a memorandum or e-mail to the
Fiscal Services Division Manager.
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DEPARTMENTAL GENERAL ORDER A-15 Effective Date:
12 Jun 07 OAKLAND POLICE DEPARTMENT
IV. REFERENCES
A. The current City Adopted Budget book contains information relating to
each department’s planned expenditures, authori zed staffing, goals and
objectives, and performance measures, as well as defi nitions of budget
terminology. A copy is maintained in the Fiscal Services Division and is
available on the City’s website.
B. Administrative Instruction 1031, PROCEDURE FOR TRANSFERRING APPROPRIATIONS, sets forth City policy and procedure for requesting budget changes. A copy is maintained in the Fiscal Services Division and
is available on the City’s intranet.
By order of Wayne G. Tucker Chief of Police Date Signed: ______________
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