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OPERATING AND CAPITAL BUDGET - Fayette County Government

OPERATING AND CAPITAL BUDGET - Fayette County Government

The Finance Department

The Finance Department Accounting Analysts will serve as purchasing card administrators for their assigned departments coordinating the issuance of cards, monitoring the receipt of the billing cycle reconciliations from the departments, verifying the account code assigned within the vendor’s system is accurate, recording the accounting, and cancelling cards and maintaining card limits as necessary. Additional responsibilities include coordination with the Assistant CFO/Controller for annual publication of the scheduled due dates for completed transaction logs, timely payment of the balances due. Monthly audits to verify the monthly spending activity relative to the established guidelines, will be conducted on 10% of the number of cards utilized during that period, no less than two cards, (Example, 30 cards had activity during the month of July. Three cards will be selected for audit.) Additionally, the purchasing card administrators will coordinate with the Assistant CFO/Controller in maintaining the program policy and procedures, provide training as needed and handle other tasks as may be required by management. Training Training for the reconciliation of the purchasing cards billing statements utilizing the transaction log form will be provided by the Finance accounting analysts. Violations Failure to comply with policy will be considered a violation of the program with the following actions and/or employee disciplinary action as appropriate. 1 st violation verbal reminder 2 nd violation written warning and 30 day card suspension 3 rd violation removal from the purchasing card program VI. REPLACEMENT OF VEHICLES, HEAVY EQUIPMENT, AND OTHER ASSETS PURPOSE Fayette County owns and uses vehicles, road-construction and other heavy equipment, tractors, trailers, and similar assets in conducting county business. This policy and procedures section is designed to produce the desired outcomes of: Predictability in establishing annual budgets for asset replacement. Predictability for the Departments in planning replacement and use of assets. Minimized wait times between identifying the need to replace an asset and receipt of the new asset. Conservation of tax dollars by achieving optimum useful life from each asset. Enabling employees to conduct county business by providing appropriate equipment. POLICY Vehicles, heavy equipment, tractors, and similar assets will be purchased, maintained, used, and retired in a manner that provides the best return on investment. The policy for replacement of these classes of assets is designed to accomplish this goal, while assuring that appropriate equipment is available to effectively conduct county business. Note: Except as otherwise noted, this policy does not pertain to assets acquired with federal or III - 18

state seizure funds, property obtained through the Georgia Emergency Management Agency’s 1033 Excess Property Program, or other non-county resources. Assets used by Water System and Solid Waste will be replaced with enterprise funds, but will follow the process set forth in this policy. PROCEDURES A. Funding for Asset Replacement - A sinking fund shall be established and maintained for the systematic, timely replacement of vehicles, road machinery, tractors, trailers, and similar assets. This will be a reserve account, with the fund balance carried forward each fiscal year. As part of the annual budget process, the Finance Department will recommend an estimated amount to be added to the fund. Proposed amounts will be based on an annuity that will enable relatively consistent amounts to be added to the sinking fund each year. The fund will consist of two amounts: 1) The annuity balance designated to replace vehicles and other assets, as approved by the Board of Commissioners during the annual budget process. 2) An amount to be used for unexpected or infrequent events, such as damaged or wrecked vehicles. This portion of the fund can be used to compensate departments for actual losses sustained, such as insurance deductibles or repairs that insurance has not covered, upon approval of the Board of Commissioners. B. Criteria for Replacement - County departments should use assets until it is no longer advantageous to keep them, due to economic, obsolescence or other reasons. Guidelines as to expected useful life of assets have been established using age, mileage or both as criteria, as appropriate. The guidelines assume proper maintenance and repair of the assets. Guidelines for replacement of vehicles are based on mileage and age, as follows: 1) Emergency / pursuit sedans, trucks, & SUV’s 100,000 miles or 5 years 2) Other sedans and sport-utility vehicles 150,000 miles or 7 years 3) Pickup trucks, vans 150,000 miles or 10 years 4) Dump trucks 120,000 miles or 10 years 5) Ambulances 250,000 miles or 10 years 6) Fire apparatus (front-line service) 15 years 7) Fire apparatus (reserve – after 15 years front-line) 5 years 8) Brush units / BFP units 10 years 9) Rescue Units 15 years Guidelines for other assets covered under this policy are: 10) Backhoes, bush hogs, compactors, drum rollers, hay blowers, loaders, rollers, sand & salt spreaders, tack distributors, track hoes, large tractors, and similar equipment 15 years 11) Dozers, graders, pan scrapers, skid steer loaders, soil compactors, and similar equipment. 20 years III - 19

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