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Home My WebLink About16-Finance Department . FINANCE DEPARTMENT ACCOUNTING/FINANCIAL STATEMENTS BUDGET PAYROLVBENEFITS PURCHASING ACCOUNTS PAYABLE ." Z )> z o m FINANCE ACCOUNT NUMBER: 001-120 FUND: GENERAL FUND I ABOUT THE DEPARTMENT I The Finance Department is responsible for the City's financial planning (budgeting); accounting of the City's resources; fair and accurate reporting of the City's financial position; and management and control of all of the City's financial activities. Additionally, the Finance Department provides data and analysis to assist the City Manager, Mayor, and Common Council in formulating policies. The Finance Department provides the following support services to City Departments: accounting, accounts payable, payroll, purchasing, budgeting, and cash management. The Finance Department also administers the Printshop. EXPENDITURES BY DIVISION 2006~7 2007 ~8 2008~9 2009-10 DIVISION ACTUAL ACTUAL PROJECTED ADOPTED ADMINISTRATION 1,318,813 1,534,644 1,540,800 1,509,800 PURCHASING 127,760 104,748 113,800 111,600 TOTAL 1 ,446,573 1,639,392 1,654,600 1,621,400 EXPENDITURES BY CATEGORY 2006~7 2007-08 2008~9 2009-10 CATEGORY ACTUAL ACTUAL PROJECTED ADOPlED PERSONNEL 1,162,591 1,328,131 1,4 76,100 1,415,000 MAlNlENANCE & OPERATION 35,022 39,776 46,200 48,200 CONTRACTUAL SERVICES 13 ,397 1,462 3,400 3,400 INlERNAL SERVICE CHARGES 233,489 270,024 183,700 209,600 CAPITAL OUlLA Y 2,073 0 0 0 DEBT SERVICE 0 0 0 0 CREDlT/BILLABLES 0 0 (54,800) ( 54,800) TOTAL 1 ,446,573 1,639,392 1,654,600 1,621,400 131 FINANCE DEPARTMENT 2008-09 KEY ACCOMPLISHMENTS ,( Produced Fiscal Year 2008-2009 Final Budget and posted on the City's website. ,( Produced Fiscal Year 2007-2008 CAFR, Financial Statements. ,( Enhanced CAFR's statistical section to be in full compliance with GFOA recommendations. ,( Successfully leased-purchased $5 million dollars of capital equipment. ,( Updated financial system to be in compliance with new GASB 45 reporting requirements. ,( Implemented negotiated budget and work-week reductions. 2009-10 KEYGOALS ,. Research cost and feasibility of new financial software to replace outdated systems. ,. Review and begin implementation of feasible management audit recommendation. ,. Outreach to local business community to encourage greater participation in the City bidding process. ,. Integrate with County vendor database for bidding lists and coordinate a more cooperative Purchasing with other Inland Empire Agencies. ,. Develop an on-going user friendly purchasing training program for internal customers. ,. Explore alternative procurement options to enhance current levels of service. ,. Update existing and create new accounting policies. ~ Change capitalization thresholds for fixed assets and infrastructure acquisition as recommended by GFOA. DID YOU KNOW? ,. The Finance Department processes approximately $120 million dollars annually III disbursements and $120 million dollars annually in receipts. ,. 20,000 accounts payable checks are processed annually (52 check registers annually) ,. 40,000 payroll checks are processed annually (two separate payroll cycles). ,. Purchasing processes approximately 1,700 purchase orders annually. ,. Accounting processes approximately 700 journal entries annually. 132 FUND 001 GBNERAL :nnm ACCOUNT OBJBCT & TITLB BXPENDITURE BUDGBT LINE ITEM DETAIL FISCAL YEAR 2009-2010 DIVISION 121 PINANCB-ADMINISTRATION ACTUAL 2006-07 ACTUAL 2007~08 PROJECTBD 2008-09 ADOPTBD 2009-10 5011 SALARIES PERM/FULLTIME 5012 SPECIAL SALARIES 5013 AUTOMOBILE ALLOWANCE 5014 SALARIES TEMP/PARTTIME 5015 OVERTIME 5018 VACATION PAY 5026 PERS RETIREMENT 5027 HEALTH & LIFE INSURANCE 5028 UNEMPLOYMENT INSURANCE 5029 MEDICARE TOTAL PBRSONNEL SBRVICES 5111 MATERIALS & SUPPLIES 5112 SMALL TOOLS & EQUIPMENT 5121 ADVERTISING 5122 DUES & SUBSCRIPTIONS 5132 MEETINGS & CONFERENCES 5172 EQUIPMENT MAINTENANCE 5174 PRINTING CHARGES 5175 POSTAGE 5176 COPY MACHINE CHARGES TOTAL MAINTENANCB & OPBRATION 5502 PROFESSIONAL/CONTRACTUAL SVCS 5505 OTHER PROFESSIONAL SERVICES TOTAL CONTRACTUAL SERVICES 5604 IT CHARGES IN-HOUSE 5605 TELEPHONE SUPPORT TOTAL :INTERNAL SERV:ICE CHARGES 5704 MISCELLANEOUS EQUIPMENT TOTAL CAPITAL OUTLAY 5910 CREDIT-FED & STATE PROG FUND TOTAL LESS: CREDITS/BILLABLES TOTAL 793,473 909,243 891,778 929,000 1,800 1,550 1,800 1,800 7,800 9,600 10,200 10,800 0 8,980 29,170 34,000 73 693 294 500 714 1,506 2,150 0 124,801 173,570 191,707 191,200 101,438 111,575 124,184 129,900 2,010 2,329 2,338 2,400 10,098 11,817 11,923 13,700 1,042,207 1,230,864 1,265,545 1,313,300 7,859 9,462 10,527 11,000 67 416 176 2,000 2,408 0 0 200 1,754 2,210 1,992 2,100 2,893 1,569 1,527 4,500 287 294 592 500 6,651 8,951 10,630 8,400 6,257 7,269 6,016 7,000 1,120 2,694 2,713 3,100 29,295 32,864 34,172 38,800 10,615 82 0 2,400 2,783 1,380 690 1,000 13,397 1,462 690 3,400 227,800 266,100 181,900 208,100 4,041 3,355 1,000 1,000 231,840 269,455 182,900 209,100 2,073 0 0 0 2,073 0 0 0 0 0 0 -54,800 0 0 0 -54,800 1,318,813 1,534,644 1,483,306 1,509,800 133 BUDGET - JUSTIFICATION 121 FINANCE-ADMINISTRATION 001 GENERAL FUND OBJ JUSTIFICATION 5111 GENERAL OFFICE SUPPLIES. MATERIALS FOR DEPARTMENT, CALCULATORS, TYPEWRITERS 5112 SMALL OFFICE EQUIPMENT, PAYROLL PRINTER 512 1 ADDITIONAL ADVERTISING FOR VACANT POSITIONS IN DEPARTMENT 5122 DUES FOR CSMFO, GFOA & NAGDCA 5132 CSMFO, NAG DCA, GFOA, CAL-PERS ANNUAL SEMINARS. LIEBERT CASSIDY SEMINARS. 517 2 MAINTENANCE AND REPAIR OF TYPEWRITERS, ADDING MACHINES, AND VARIOUS EQUIPMENT 5174 CASH RECEIPTS. INVOICES, SPECIAL PROJECT HANDOUTS, BUDGET MATERIALS, ACCOUNTS PAY ABLE AND PAYROLL CHECKS 5175 ACCOUNTS PAYABLE CHECKS, INVOICES. CORRESPONDENCE. ETC. 5176 COPY MACHINE PAYMENT AND PER COPV CHARGE 5502 PROFESSIONAL AND CONTRACTUAL SERVICES/TEMPORARY STAFFING FOR SPECIAL PROJECTS. 5 5 0 5 DOCUMENT SHREDDING CONTRACT 5604 THE PORTION OF THE CITY'S TOTAL INFORMATION TECHNOLOGY SERVICES COSTS (INCLUDING STAFF TIME) RELATED TO THIS DEPARTMENT. CHARGES ARE BASED ON TYPE OF EQUIPMNT, SOFIWARE AND SUPPORT lITILIZED BY DEPARTMENT. 5605 CHARGES FROM THE CITY'S TELECOM:MUNICATIONS DIVISION (INCLUDING STAFF TIME AND OVERHEAD) RELATED TO THIS DIVISION'S TELECOMMUNICATIONS COSTS (CHARGE-BACKS BASED ON ACTUAL COSTS INCURRED). 5 91 0 CREDIT TO REFLECT STAFF TIME CHARGED TO SBETA 131 FUND 001 GBNERAL PUND ACCOUNT OBJECT & TITLB BXPENDITURB BUDGBT LINE ITEM DBTAIL PISCAL YBAR 2009-2010 DIVISION 122 FINANCB-PURCHASING ACTUAL 2006-07 ACTUAL 2007-08 PROJBCTED 2008-09 ADOPTED 2009~10 5011 SALARIES PERM/FULLTIME 5026 PERS RETIREMENT 5027 HEALTH & LIFE INSURANCE 5028 UNEMPLOYMENT INSURANCE 5029 MEDICARE TOTAL PERSONNEL SBRVICES 5111 MATERIALS & SUPPLIES 5121 ADVERTISING 5122 DUES & SUBSCRIPTIONS 5132 MEETINGS & CONFERENCES 5133 EDUCATION & TRAINING 5172 EQUIPMENT MAINTENANCE 5174 PRINTING CHARGES 5175 POSTAGE 5176 COPY MACHINE CHARGES TOTAL MAINTBNANCB & OPBRATION 5601 GARAGE CHARGES 5605 TELEPHONE SUPPORT 5612 FLEET CHGS - FUEL TOTAL INTBRNAL SBRVICB CHARGBS TOTAL 92,056 14,680 13,063 230 355 120,384 1,744 1,975 130 o o 236 822 819 o 5,727 543 1,022 84 1,649 127,760 135 74,112 14,617 8,353 185 o 97,267 1,355 1,668 205 1,341 o 236 337 602 1,168 6,912 104,748 73,756 15,804 7,721 184 o 97,465 1,019 2,286 130 1,636 o 236 682 504 750 7,243 o 569 o 569 105,508 74,300 15,300 10,800 200 1,100 101,700 1,300 2,600 300 1,300 200 100 1,000 1,200 1,400 9,400 o 800 o o 500 o 800 500 111,600 BUDGET - JUSTIFICATION 122 FINANCE-PURCHASING 001 GENERAL FUND OBJ JUSTIFICATION 5111 MATERIALS AND SUPPLIES SUCH AS PENS. PENCILS. ADDING MACHINE TAPE, VARIOUS SIZE ENVEWPES, STAPLES. FORMS, ETC. 5121 BID ADVERTISING IN NEWSPAPER 512 2 CALIFORNIA ASSOCIATION OF PUBLIC PURCHASING OFFICERS. 513 2 CAPPO CONFERENCE 5133 LOCAL TRAINING PUT ON BY TIlE PROFESSIONAL PURCHASING ORGANIZATIONS. 517 2 TEK TIME PUNCH CLOCK MAINTENANCE 5174 COPYING, BINDING, PRINTING BID SPECIFICATIONS 517 5 MAIL PURCHASE ORDERS, BIDS, CORRESPONDENCE, ETC. 5176 COPY MACHINE PAYMENT AND PER COPY CHARGE 5605 CHARGES FROM THE CTIY'S TELECOMMUNICATIONS DIVISION (INCLUDING STAFF TIME AND OVERHEAD) RELATED TO THIS DIVISION'S TELECOMMUNICATIONS COSTS (CHARGE-BACKS BASED ON ACTUAL COSTS INCURRED). 136