ii-33FiscalPolicyAndProcedures

Revisions or additions are highlighted 1 (06/23/2025 ) ST. PETERSBURG POLICE DEPARTMENT GENERAL ORDER Subject: FISCAL POLICY AND PROCEDURES Index as: Cash Funds Contracts Donations Expenditures Petty Cash Purchasing Purchasing Cards Vehicle Accident Claims Accreditation Standards: 17.2.1, 17.3.1, 17.4.2 , 46.1.7 Cross Reference: G.O. II -16, Employee Travel G.O. II -29, Grant Administration G.O. IV -01, Rules of Conduct FSD SOP IV -01, Accountant II City Administrative Policy #040400 , Petty Cash and Change Funds City Administrative Policy #050100 -Procurement of Supplies and Services City Administrative Policy #050300, Methods of Source Selection City Administrative Policy #050600, Blanket Purchasing Agreements City Administrative Policy #050 800-Purchasing Card Program City Administrative Policy #010605 -Discounts and Special Offers to City Employees § 496.415(11), F.S.S. Replaces : G.O. II -33, Fiscal Polic y and Procedures (July 10, 2023 ) This Order establishes guidelines for the proper administration of City Funds by the Police Department and explains the City’s purchasing procedures. It consists of the following sections: I. Policy II. Definitions III. Cash Funds IV. Purchase Order Procedures V. Purchasing Card s VI. Department Issued Gas Purchasing Card VII. Revenue and Donations VIII. Contracts or Grants IX. Vehicle Accident Claims I. POLICY A. Purchase requests over $10,000 for supplies or services, unless ex empt by city code or available on a Blanket Purchase A greement (BPA )/ Contract Purchase Agreement (CPA) , will be submitted through the City’s procurement purchasing system (OpenGov) . For purchases under $10,000, the reco mmended method of procurement is with the purchasing card . B. The Fiscal Services Division is responsible for coordinating budget preparation, monitoring expenditures and revenue, non-PO payments and assisting with processing requisitions . DATE OF ISSUE EFFECTIVE DATE NUMBER August 2017 Immediately II-33 Distribution: All Employees General Order II -33 Revisions or additions are highlighted 2 (06/23/2025 ) C. All cash funds or accounts where agency personnel are permitted to receive, maintain, or disburse cash will include a ledger /chit shee t, cash receipt book, cash audit count sheet and funds withdrawal memorandum . D. Questions concerning purchasing procedures should be directed to the Fiscal Services Division . II. DEFINITIONS A. Blanket Purchase Agreement ( BPA) / Contract Purchase Agreement (CPA) – A contractual agreement with a vendor to allow City departments to buy directly from the vendor. B. Non-PO Payment – A payment processed electronically through Oracle and used to generate a City check. C. Petty Cash - Payment of an authorized expenditure not to exceed $50.00. D. Purchase Order – A legal document issued by the Procurement Department to authorize the delivery of supplies and services in accordance with specific terms and conditions, and to acknowledge the obligation that payment will be made upon receipt of the item(s) or service(s). E. Purchase Requisition – An electronic request for the City Procurement Department to issue a purchase order generated through the City’s electronic purchasing system. F. Revenue – Monies due the City as result of, assessments, fees, fines, etc. , also monies from federal, state, or private grants. G. Sole Source – A purchase made from a vendor without competitive bids from any other vendor. III. CASH FUNDS A. Cash funds must be used for the ir intended purpose only and are not to be commingled with any other funds. (See Attachment A ) B. Cash funds are subject to audit at any time. (See FSD SOP IV -01, Accountant II ) 1. Informant funds and Operation funds will be audited at least monthly. 2. Charitable trusts , Imprest funds , and Police Donation funds will be audited at least quarterly . C. Petty Cash 1. Petty cash expenditures cannot exceed $50.00. Each expense is charged against an account number to include a fund, dept., division, and object code from the applicable Department budget account. 2. Petty cash expenditures require a completed Petty Cash Reimbursement Form with s upervisor approval, be sent to the Fiscal Services Division. Description of the expenditure, justification, activity, and expenditure codes are required. 3. Receipts over 30 days old will not be considered for petty cash reimbursement. IV. PURCHASE ORDER PROCED URES A. Purchase requirements are located in City Administrative Policy #050100, Procurement of Supplies, Services, Software, and Construction. 1. Once a purchase order has been approved in OpenGov , a Purchase Requisition must be generated in Oracle for chain of command approval. Upon approval by the Chief of Police, or designee , the purchase requisition is electronically sent to the Procurement Department where a purchase order is issued to the vendor. General Order II -33 Revisions or additions are highlighted 3 (06/23/2025 ) 2. Upon receipt of the purchased item(s) or service(s), the Requisitioner of