Policy Text
GO 127 Fiscal Management Page 1 of 7 Rev. 02/01/23
GENERAL ORDER
127 FISCAL ACTIVITIES
REVISION DATE: 02/01/2023
BY ORDER OF THE CHIEF OF POLICE
SUNNY ISLES BEACH
POLICE DEPARTMENT ORIGINAL EFFECTIVE DATE:
PREVIOUS REVISIONS: 09/20/22,
10/22/2022, 01/24/23
RESCINDS: All previously issued directives REFERENCE : 5.02 M,5.04 M
TABLE OF CONTENTS
A. PURPOSE ....................................................... ............................................................... .... 1
B. SCOPE ......................................................... ............................................................... ....... 1
C. POLICY ........................................................ ............................................................... ...... 1
D. DEFINITIONS ................................................... ............................................................... 2
E. PROCEDURES .................................................... ............................................................. 3
F. COLLECTING, SAFEGUARDING AND DISBURSING FUNDS ................. ............ 4
G. TRAVEL REIMBURSEMENT .......................................... ............................................. 5
H. AGENCY ASSET INVENTORY CONTROL ................................ ............................... 5
I. ISSUE/REISSUE OF AGENCY PROPERTY .............................. ................................. 6
J. REQUISITION AND PURCHASING PROCEDURES ......................... ...................... 6
K. LAW ENFORCEMENT TRUST FUND (LETF) ............................. ............................. 6
L. MISCELLANEOUS REVENUE ......................................... ............................................ 7
A. PURPOSE
A majority of the policies and procedures for fiscal management are detailed by City Code, City Policies and
Procedures, and the Financial Reporting/Tracking System. This d irective is promulgated to establish procedures for
fiscal management within the Department.
B. SCOPE
This directive is applicable to all members of this Department.
C. POLICY
1. It is the policy of the City of Sunny Isles Beach Police Depart ment to cooperate and act as an extension of the
City Finance Department. The Dep artment shall, in all fiscal ma tters, follow established procedures and submit
to interdepartmental fiscal controls; including audits performe d by independent organizations retained by the
City of Sunny Isles Beach.
FISCAL MANAGEMENT
General Order 127
GO 127 Fiscal Management Page 2 of 7 Rev. 02/01/23
2. The Chief of Police shall have ultimate responsibility and auth ority for fiscal matters within the domain of the
Department. The City of Sunny Isles Beach Police Department wil l manage its funds and keep accounting
records in compliance with applicable laws, City of Sunny Isles Beach fiscal policies, generally accepted
accounting principles, and this directive.
D. DEFINITIONS
Asset Number: Number assigned by the City of Sunny Isles Beach Finance Depa rtment and permanently affixed
to capital equipment for identif ication and inventory purposes.
Budget: Financial plan of operation approved by the City Commission w hich appropriates financial resources to
the Department and includes an estimate of proposed expenditure s.
Capital (Fixed) Equipment: Non-consumable property with a n acquisition cost of more than one thousand
($1,000.00), excluding software, and a normal life expectancy o f one (1) year or more. It is neither permanently
fixed in place, nor an integral part of a structure, facility o r another piece of equipment.
Check Request : A document issued by the Department to the City Manager requ esting the issuance of a check
(Annex 5A).
Consumable Property: Any property that is usually expended through normal use; e.g. , paper, paper forms, staples,
pens, pencils, traffic flares, first aid supplies and CDs.
Federal Asset Sharing Fund : A bank account established by the City Finance Department to contain funds
received from federal agencies through forfeiture sharing agree ment(s), and proceeds from the sale of any property
awarded pursuant to forfeiture sharing agreement(s).
Fiscal Year: A financial period in which rev enues, appropriations, and expen ditures are related for accounting
purposes. The fiscal year for all departments of the City of Su nny Isles Beach begins October 1st and ends
September 30th of the following year. Generally Accepted Accounting Principles : Accounting processes developed and documented by nationally
recognized professional organizations for conducting, measuring , and reporting financial a nd related activities in a
consistent manner.
Investigative Fund: A line item in the operating budget established for the purpo se of purchasing information,
contraband, and other materials related to vice, illicit drugs and organized criminal activities. The Chief of Police
or designee controls this fund.
Law Enforcement Trust Fund (LETF): Florida State Statutes (FSS) provides that cash, property, and money from
the sale of certain properties forfeited in accordance with law , shall be deposited in a Law Enforcement Trust Fund.
The City Finance Department established the LETF under the prov isions of FSS § 932. The funds are used upon
request by the Chief of Police for the school resource officer program, crime prevention, safe neighborhoods, and
other phases of law enforcement; e.g., initiating new programs, providing additional equipment or expertise and
providing matching funds to obtain federal grants. These procee ds may not be used to defray normal operating
expenses of the department. Law Enforcement Training Trust Fund (LETTF): A separate line item within the LETF bank account/fund
established by the City Finance Department, in accordance